MINUTES OF THE MOUNTSORRELPARISH COUNCIL MEETING HELD ON MONDAY 14TH AUGUST 2017 IN THE PARISH ROOM, LEICESTER ROAD MOUNTSORREL AT 7PM
PRESENT
Councillors: S. Haywood (Chairman)
B. Allard, N. Asher, A. Duffy,D. Emmins,
L. Harper-Davies, P. Harris,M. Lemon,
P. Maguire,F. Newitt, M. Pirt.
IN ATTENDANCE
Mrs L Davies – Parish Clerk
Mr W Antill – Planning Consultant
Mr. G. Lloyd – Sorrel Youth Café
Ms D. MacRae – Sorrel Youth Café
Members of the public x 4
The Chairman welcomed everyone to the Parish Council meeting. He also placed on record the Parish Council’s thanks for the Revival Team for all their hard work to make the event a success.
The Chairman announced that this meeting is being recorded
- APOLOGIES FOR ABSENCE
Apologies for absence were received from Councillors T. Duffin and R. Slater
- MINUTES
The Minutes of the Meeting held on 12 June 2017 (copies of which had previously been circulated) were approved as a true record and signed by the Chairman.
- DECLARATIONS OF INTEREST
Councillor P. Harris declared prejudicial interests in agenda item 6 in relation to the payment of A.H. and G.O. Harris and Councillor P. Duffy declared a non-prejudicial interest in agenda item 8.
- PUBLIC PARTICIPATION
It was reported that both the dog signs in the Peace Garden had been removed. The Chairman agreed to look at the possibility of having these replaced. The Chairman also advised that the Parish Council were in the process of employing a Dog Warden but this was subject to the appropriate legal requirements and it was hoped this would deter irresponsible behaviour by dog walkers.
- POLICE REPORT
Police Sergeant Smart advised on the latest crime figures for the parish for the period July/August 2017 and answered Members’ questions thereon. He also advised that there would be a new PCSO joining the team towards the end of the year.
(Councillor N. Asher entered the meeting during the preceding discussion).
- SORREL YOUTH CAFÉ – FUTURE PROVISION
Further to the Council meeting held on 12 June 2017 (Minute 39 refers)
(a)the Chairman welcomed the representatives of the Sorrel Youth Café and referred Members to the discussion document that had been circulated with the Agenda
(b)Mr G. Lloyd outlined the challenges that were facing the Youth Café particularly in relation to funding. He explained that it was because the café had been so successful in tackling some of the issues that funders were looking to support. He confirmed that currently the café received funding from the Mountsorrel United Charities Fund and he agreed that he would contact the United Charities to discuss the requirements of the café for the future. He also confirmed that a meeting was due to take place with new education provider within the Parish. He thanked the Parish Council for its ongoing support of the café and requested the Parish Council to consider supporting the café for 2018/19. He confirmed that representatives of the Café would be interested in looking at the facilities within the new memorial centre.
(c)The Chairman advised that the discussions regarding the budget for the Parish Council would commence in September/October. In the meantime, arrangements would be made to facilitate a tour of the new memorial centre for representatives of the Café project.
RESOLVED that the future funding of the café be referred to the Council’s Budget Working Party for consideration and that a further meeting be arranged with the Sorrel Youth Café.
- INCOME AND EXPENDITURE - JULY –AUGUST 2017
The Clerk submitted, for approval, the list of income and expenditure for the period July/August 2017 (copies of which had previously been circulated to Members).
RESOLVED that
(a)the following list of expenditure be approved for payment and the list of income be noted:
DATE / METHOD / INVOICE NO / PAYEE / AMOUNT / DESCRIPTION13.7.17 / Internet / 839 / WDA Planning / 4,310.40 / Professional Fees
14.7.17 / Chq 7584 / 1305 / Selby Signs Ltd / 10.00 / Commendation Board – Addition
12.7.17 / DD / 152832784 / Total Gas & Power / 16.58 / Electric – War Memorial
12.7.17 / DD / 152832707 / Total Gas & Power / 36.49 / Electric – Halstead Rd Pavilion
31.7.17 / DD / 152832751 / Total Gas & Power / 49.34 / Electric – Parish Rooms
26.7.17 / DD / 694126851003 / Vodaphone / 141.49 / Mobile Phone – July/August
21.7.17 / Chq 7586 / 1132191162 / Konica Minolta / 99.97 / Photocopier Rental Charge
28.7.17 / Chq 7586 / 1132311638 / Konica Minolta / 112.36 / Photocopying Charges April-July
18.7.17 / DD / 975228851 / British Gas / 123.50 / Gas – Parish Rooms
24.7.17 / Chq 7585 / 4521404 / ESPO / 73.63 / Cleaning Materials
14.9.17 / DD / 96038395 / Charnwood B.C. / 179.00 / NNDR – Cemetery – September
14.9.17 / DD / 9603554X / Charnwood B.C. / 52.00 / NNDR – P. Rooms – September
31.7.17 / DD / Nat West / 15.00 / Credit Card Bill
1.8.17 / Internet / 08/993 / Simply Page 1 Ltd / 700.00 / Memorial Centre Website Design
1.8.17 / Internet / 547649 / Restore Datashred Ltd / 83.94 / Confidential Waste Disposal
2.8.17 / DD / Q056JB / B.T. / 339.20 / Telephone – Parish Office
8.8.17 / DD / Q0567D / B.T. / 97.92 / Telephone – Alarm
8.8.17 / DD / Q056E5 / B.T. / 81.00 / Telephone – Internet
8.8.17 / Chq 7588 / A.H. & G.O. Harris / 840.00 / Skate Park Removal
8.8.17 / Internet / 2118 / Sports Ground Mtce / 1737.00 / Grounds Maintenance Contract
3.8.17 / DD / 00475644 / Water Plus / 119.92 / Water Bill – Parish Rooms
3.8.17 / DD / 00481791 / Water Plus / 50.79 / Water Bill – Halstead Rd Pavilion
10.8.17 / Internet / Leicestershire C.C. / 1000.00 / Sec 278 Fee – Memorial Centre
10.8.17 / Internet / 970 / Hypergalaxy / 39.00 / Monthly Web Hosting Fee
10.8.17 / Internet / 1018005 / Brighter Bills / 42.00 / Internet Charges
11.8.17 / Chq 7589 / 15745 / Stepnell Limited / 337,560.00 / Stage Payment – Memorial Hall
11.8.17 / Chq 7591 / 4531616 / ESPO / 10.80 / Stationery
11.8.17 / Internet / 65121396 / PHS Group / 90.10 / Additional Hanging Baskets
11.8.17 / Internet / 65122389 / PHS Group / 600.00 / Floral Display Contract
14.8.17 / DD / 154501451 / Total Gas & Power / 77.96 / Electric – Parish rooms
4.8.17 / DD / 154501407 / Total Gas & Power / 37.00 / Electric – Halstead Rd Pavilion
14.8.17 / DD / 96038395 / Charnwood B.C. / 179.00 / NNDR – Cemetery - October
14.8.17 / DD / 9603554X / Charnwood B.C. / 52.00 / NNDR – Parish Rooms – October
14.8.17 / Chq 7592 / Petty Cash / 64.96 / Petty Cash
WAR MEMORIAL FIELDS TRUST
DATE / METHOD / INVOICE NO / PAYEE / AMOUNT / DESCRIPTION14.4.17 / DD / 96035325 / Charnwood B.C. / 57.00 / NNDR – September 2017
12.7.17 / DD / 152832718 / Total Gas & Power / 114.00 / Electric – Pavilion
3.7.17 / DD / 708767623 / British Gas / 248.59 / Gas – Pavilion
8.8.17 / DD / Q09274 / B.T. / 150.47 / Telephone Charges
8.8.17 / Internet / 2118 / Sportsground Maint / 270.00 / Grounds Maint Contract
3.8.17 / DD / 00475655 / Water Plus / 147.52 / Water Charges
11.8.17 / Chq 2 / 4531616 / ESPO / 44.31 / Cleaning Materials
14.8.17 / DD / 154501418 / Total Gas & Power / 114.14 / Electric – Pavilion
14.8.17 / DD / 96035325 / Charnwood B.C. / 57.00 / NNDR – October 2017
STAFF PAYMENTS
DATE / METHOD / INVOICE NO / PAYEE / AMOUNT / DESCRIPTION24.8.17 / BACS / Salary / Parish Clerk / 2014.36 / Salary
24.8.17 / BACS / Salary / Admin Assistant / 689.52 / Salary
24.8.17 / BACS / Salary / Cemetery Gardener / 399.40 / Salary
24.8.17 / BACS / Salary / Pavilion Caretaker / 1272.27 / Salary
24.8.17 / BACS / Salary / Caretaker — Offices / 467.13 / Salary
24.8.17 / BACS / Wages / Temp Admin Assist / 456.00 / Wages
24.8.17 / DD / Pension / NEST / 67.94 / Pension Payments
24.8.17 / CHEQUE / 007587 / HMRC / 1,430.62 / NI and Tax Payment
24.8.17 / Internet / Pension / Leicestershire CC / 585.77 / Pension Payments
(b)the Clerk be granted delegated authority, in consultation with the Chairman, to accept the quotation to replace the Pavilion Heating System.
- CHARNWOOD COMMUNITY GOVERNANCE REVIEW
(a)The Clerk submitted Charnwood Borough Council’s Community Governance Review – Further Consultation paper outlining its proposed recommendations for the whole of the Borough (copies of which had previously been circulated to Members) and advised that responses needed to be submitted to the Borough Council by 6 October 2017.
(b)The Parish Council’s Planning Consultant reminded Members on the criteria and legislation for the Review and the Parish Council’s proposals for Mountsorrel Parish.
(c)Members raised concerns that there was no background information provided with the consultation paper, for example, the opinions or recommendations of officers, that it appeared that there were only 5 Members on the reference group, none of which were from Mountsorrel but 1 Member was from Rothley and no reasons were given for its recommendations.
RESOLVED that a meeting be arranged with Mountsorrel Borough Councillors to discuss the findings of the Member Reference Group with a view to making further representations on the current proposals.
- LCR MAGAZINE SUBSCRIPTION
The Clerk reported that the Council’s annual subscription to the Local Government Review Magazine was due to expire. The cost of renewal was £68.00
RESOLVED that the subscription be renewed for 2017/18.
- ROYAL BRITISH LEGION LAMP POST POPPIES
The Chairman requested the Council to consider the purchase of lamp post poppies for 2017 at a cost of £3 per poppy. He recommended that the Council purchase poppies for the lamp posts that ran between the new Memorial Centre and the Peace Garden.
RESOLVED that lamp post poppies be purchased for the lamp posts situated between the new Memorial Centre and the Peace Garden at a cost of £3 each.
- ALPINE HOUSE SURGERY
The Chairman reported that a request for assistance had been received from the Patient Participation Group but it was unclear whether the assistance it was seeking related to volunteers or finance. Accordingly, he recommended that this item be deferred to enable further information to be obtained.
RESOLVED that this matter be deferred pending the receipt of further information.
- CHURCH HOUSE, MOUNTSORREL
(a)Mr W Antill updated Members on the current position with regard to the project to take over responsibility for the Library. He confirmed that meetings had now taken place with existing staff and a draft Service Level Agreement had been drawn up and submitted to the Parish Council. He confirmed that once the Service Level Agreement had been agreed the procedure to transfer Church House to a charitable trust would commence.
(b)The Clerk confirmed the receipt of the draft Service Level Agreement and confirmed that this was currently with the Council’s legal advisors.
RESOLVED that the report be noted.
- MEMORIAL CENTRE WORKING PARTY - 13 JUNE AND 12 JULY 2017
The Clerk submitted the following Minutes of the meetings of the Council’s Memorial Centre Working Party held on 13 June and 12 July 2017 (copies of which had previously been circulated to Members):
MINUTES OF THE MEETING OF THE MEMORIAL CENTRE WORKING PARTY HELD ON TUESDAY 13 JUNE 2017 AT 7 PM AT THE PARISH ROOM, LEICESTER ROAD, MOUNTSORREL
PRESENT
Councillors: S. Haywood (Chairman)
D. Emmins, P. Harris, P. Maguire
Mr W Antill – War Memorial Trust
Parish Clerk
1.APOLOGIES FOR ABSENCE
An apology for absence was received from Councillor M. Lemon
2.DECLARATIONS OF INTEREST
None
3.MINUTES OF THE MEETING – 23 MAY 2017
Noted.
4.RECEPTONIST JOB DESCRIPTION
(a)The Clerk reported that the draft receptionist job description had been forwarded to Leicestershire County Council and confirmed that that this had been agreed at the meeting held with them on Friday 9 June 2017. However, Leicestershire County Council had requested that the Parish Council delay its recruitment to the post until after July 2017 to enable them to discuss current position with staff currently employed at the Library.
(b)Mr W Antill reported that following the meeting of the 9 June 2017 he was now confident that sufficient progress had been made for him to commence the process to establish the Charity who would then become the Landlord for Church House
IT WAS AGREED to note that the progress.
5.RETAIL UNITS AND CAFÉ
(a)The Chairman advised that the Café would now be outsourced although the Parish Council were committed to having the unit fitted out. Any lease arrangements would need to reflect that the unit would be fully furnished.
(b)Mr W Antill circulated copies of the proposed leaflets advertising the two retail units and the café and requested the Working Party’s approval so that APB could commence its marketing of the units.
IT WAS AGREED that APB be given approval to commence its marketing of the units and café as soon as possible.
6.STAGE CONTRACTORS MEETING
IT WAS AGREED that this matter be progressed as it was important to incorporate any stage requirements in the terms and conditions of hire for the Centre.
7.STONE WALL
Mr W Antill reported the problems being experienced in the construction of the granite wall feature. However, a replacement stonemason had been employed to undertake the task.
IT WAS AGREED this information be noted.
8.PHASE 2 – CAR PARK, LANDSCAPING ETC
Mr W Antill reported
(a)That Tarmac had agreed to provide an in-kind contribution to Phase 2, namely the construction and layout of the car park at a cost of approximately £70,000.
(b)The Parish Council contribution of £70,000 would be funded via Section 106 contributions from the Linkfield Farm and Walton Lane developments. However, because of the timing it was envisaged that the Parish Council would need to make the funds available prior to the S106 funds being received
(c)That he was currently putting together a bid to Charnwood Borough Council for a Community Facilities Grant for £70,000. He advised that in normal circumstances, facilities grant only have a maximum limit of £20,000 but he was putting together a case for a special one off payment as the project was exceptional and there was included in phase 2 the replacement of the wall fronting Leicester Road which was referred to in the last Conservation Area survey as requiring replacement.
IT WAS AGREED that the report be noted and that the £70,000 required as the Parish Council’s contribution to Phase 2 would be made available as and when required and if necessary the funds be vired from the Halstead Road Reserve Fund and returned once the Section 106 monies for the Linkfield Farm and Walton Way developments had been received.
9.PUBLIC FOOTPATH
(a)The Chairman referred to the current position regarding the public footpath that runs from Leicester Road to the rear of the Memorial Centre. The bottom end of the footpath towards the Memorial Playing Fields was becoming overgrown but in view of the proposal to divert the footpath he suggested that no further action be taken at the present time to resolve the issue by arranging for the cutting back of the overgrown vegetation.
(b)Mr W Antill advised that the proposal was to divert the footpath but this would need the approval of Leicestershire County Council.
IT WAS AGREEDthat in view of the proposal to divert the footpath no further action be taken regarding the overgrown vegetation.
10.DATE AND TIME OF NEXT MEETING
The Clerk confirmed the next meeting of the Working Party was scheduled for 7 pm on Wednesday 12 July 2017.
The meeting closed at 8.10 pm
Chairman
MINUTES OF THE MEETING OF THE MEMORIAL CENTRE WORKING PARTY HELD ON WEDNESDAY 12 JULY 2017 AT 7 PM AT THE PARISH ROOM, LEICESTER ROAD, MOUNTSORREL
PRESENT
Councillors: S. Haywood (Chairman)
M. Lemon
Mr W Antill – War Memorial Trust
Parish Clerk
11.APOLOGIES FOR ABSENCE
Apologies for absence were received from Councillors D. Emmins and P. Maguire
12.DECLARATIONS OF INTEREST
None
13.MINUTES OF THE MEETING – 13 JUNE 2017
Noted.
14.UPDATE RE: STAFFING
Mr W Antill reported that no information had yet been received from Leicestershire County Council re: staffing for Church House although the Clerk had heard that the proposed meeting had taken place on 30 June 2017
IT WAS AGREED to note that the progress.
15.SHIRE GRANT APPLICATION
The Clerk reported that the application made to Leicestershire County Council for a shire grant towards the provision of the Memorial Centre had been deferred pending further information. Copies of the letter had been given to Mr W Antill.
IT WAS AGREED that Mr W Antill would co-ordinate a response in respect of the additional information requested.
16.PHASE 2 – CAR PARKING, LANSCAPING, ETC
(1)Mr W Antill
(a)reported the outcome of his discussions with Charnwood Borough Council in connection with the Memorial Trust’s application to assist with the completion of Phase 2 of the Memorial Centre project. He reported his disappointment with the response from Officers on the Trust’s application. He also expressed concern that none of the Borough Councillors representing Mountsorrel had made any effort to support the application and suggested that a meeting be arranged with the Councillors to discuss the current situation and the proposals being made. He also recommended that the Parish Council provide an official statement supporting the application.
(b)Requested the Council to approve the appointment of TMS to carry out the Road Safety Audit that was required as part of the Section 278 agreement. The cost of the audit was approximately 3700 pounds
(2)Councillor Lemon recommended that the Parish Council should take ownership of the small area of car park currently owned by Charnwood B.C. This would give the Parish Council control over the car parking area.
(3)The Chairman suggested that the possibility of charging for car parking should be investigated especially if the Parish Council were going to have to absorb any shortfall in funding for Phase 2. The question of parking machines was discussed and the possibility of a barrier across the entrance that could be locked and unlocked as part of the Parish Council’s management of the building.
(4)Mr W Antill agreed to provide a schedule of works that had been authorised that had necessitated additional expenditure so that the Parish Council could review its budgetary position.
IT WAS AGREED that
(1)a meeting would be arranged with the Borough Councillors to discuss the War Memorial Trust’s application for a Community Facilities Grant.
(2)TMS be appointed to undertake the Road Safety Audit at a cost of 3700 pounds
(3)Charnwood B.C. be requested to transfer its small area of car park into the ownership of the Parish Council.
17.FOOTPATH DIVERSIONS AND ACCESS ARRANGEMENTS
Mr Antill outlined the proposals for the footpath diversion and advised that a meeting would be taking place with Leicestershire County Council to approve the scheme. He also mentioned the current anomaly regarding the footpath that ran to the back of the Pavilion on the Memorial Fields and it would be opportune to include the diversion of this part of the footpath so that it ran in front of the pavilion rather than at the rear as in essence it went no-where.
IT WAS AGREEDto note the progress and to put forward proposals to divert the footpath at the Memorial Playing Fields so that it ran in front of the pavilion rather than to the rear.
18.STAGE CONTRACTORS MEETING
Councillor Lemon confirmed that a meeting had now taken place with the Stage Contractors regarding the use of the equipment, lighting etc. and suggested that a site visit to the facility at Birstall would be useful to see how they organised and managed their stage facilities. He advised that it would inappropriate for hirers to have the responsibility of dealing with the staging requirements and that the hire agreement should include a clause that any hire of the sound or staging equipment would include the provision of a trained representative of the Parish Council and an additional cost would be applied.