MINUTES OF THE HOLTON-LE-CLAY PARISH COUNCIL MEETING HELD IN THE MEETING ROOM, VILLAGE HALL, PINFOLD LANE, HOLTON LE CLAY ON MONDAY 19th JANUARY 2015 AT 7.00 PM
Present: Councillor C. Blacklock (Chairman), Councillor B. Clifton, Councillor T. Henderson, Councillor P. Pike, Councillor Mrs. H. Reynolds, Councillor P. Rowntree, Councillor Mrs. E. West, Councillor J. Willingham and Councillor W. Wright
Councillor T. Bridges, of Lincolnshire County Council and Councillor T. Aldridge, of East Lindsey District Council.
In Attendance: Lucy Waller, Clerk to the Parish Council.
The Meeting opened at 19:00
15/1. CHAIRMAN’S OPENING REMARKS:
The Chairman welcomed Members and wished all present a happy new year. The Chairman then led Members in a minutes silence in honour of the Late Chris Lyons a former Parish Councillor who had passed away recently.
The Chairman went on to inform Members that a complaint had been received in regard to the Maintenance Operative gritting footpaths near to the Village Schools. Members noted that the Chairman was personally dealing with the complaint.
Members noted the Supplementary Agenda attached as Appendix A of these minutes.
15/2. APOLOGIES FOR ABSENCE:
Apologies were received from, Councillor D. Greetham.
15/3.TO RECEIVE DECLARATIONS OF INTEREST:
Councillor T. Aldridge of East Lindsey District Council declared that as a Member of the East Lindsey Planning Committee he would not take part in discussions relating to specific planning applications.
Members noted that dispensation had been granted, at the Finance Meeting on the 12th January 2015, to all Members for Setting of the Precept in the Parish in which they are resident. The dispensation was to cover the period of the month of January 2015.
15/4. TO APPROVE THE MINUTES OF THE LAST MEETING HELD ON MONDAY 15TH DECEMBER 2014 AS A CORRECT RECORD:
It was proposed by Councillor Rowntree and seconded by Councillor Blacklock, that the minutes be signed and confirmed as a correct record.
Vote: All in favour. RESOLVED the minutes be confirmed as a correct record and signed as such.
15/5. TO APPROVE THE MINUTES OF THE FINANCE MEETING HELD ON MONDAY 12TH JANUARY 2015 AS A CORRECT RECORD.
This item was moved to the Agenda of the next Full Council meeting on February 9th 2015 as insufficient time had been allowed for the Chairman to comment on the draft minutes.
15/6. TO NOTE THE PROGRESS OF THE ACTIONS ARRISING FROM THE PREVIOUS MEETING/S:
Members noted the Action sheet and the additional action included within the Supplementary Agenda.
Issues Highlighted were:
- In regard to Solar Panels and Feed in Tariff further information was required as to the exact make up of the £852.45 payment in terms of Export Tariff and Generation Tariff. It was also highlighted that the payment was less than had been previously anticipated and it was requested that the paperwork relating to initial estimated Feed in Tariff be available at the next meeting.
- In regard to the Chance to Share agreement no response had been received from Lincolnshire County Council despite follow up emails from both the Clerk and Councillor T. Bridges of Lincolnshire County Council. It was recommended that the Chief Executive of Lincolnshire County Council be made aware of the Parish Council’s disappointment at the lack of reply.
- In regard to the proposed new Garden of Remembrance Members noted that further input was required from the Cemetery Committee and a Committee Meeting was needed and also that an offer of the donation of a bench to the new garden had been received.
15/7. TO ADJOURN THE MEETING FOR THE PUBLIC FORUM:
(N.B The meeting was adjourned at 19.16)
Members noted that there had been a road traffic accident at the corner of Clay Lane earlier that day.
(N.B The meeting reconvened at 19.17
15/8. TO RECEIVE A REPORT FROM LINCOLNSHIRE POLICE:
Members noted the report from Lincolnshire Police included in the Supplementary Agenda. (Attached as Appendix A Of these minutes.)
Members also noted the letter from the Restorative Justice Coordinator and that there was a meeting of the Northern Area Police Panel the following day, which was to be held at the Parish Council Offices at 19:00.
15/9. TO RECEIVE A REPORT FROM THE COUNTYCOUNCILLOR:
Councillor T. Bridges informed Members that P.C Ian Clerk of Louth Rural Division had informed the Northern Area Committee that he was happy to use email to update Members individually in confidence.
Councillor Bridges highlighted that no definitive information was available as yet in relation to the affect of the Judicial Review of Lincolnshire’s Libraries.
He went on to inform Members that Lincolnshire had not been included in the Fuel Rebate Scheme while Cumbria, which benefits from greater availability of rail travel and a motorway, had. Councillor Bridges believed that the policy was flawed, and that inclusion in the scheme was important to rural communities within Lincolnshire
It was Proposed by Councillor Blacklock and seconded by Councillor Clifton that the Parish Council write to Danny Alexander, Chief Secretary to the Treasury, to express the belief that Lincolnshire should be included in the Fuel Rebate Scheme.
Vote: All in favour. RESOLVED a letter be sent toDanny Alexander, Chief Secretary to the Treasury, on behalf of the Parish Council to express the belief that Lincolnshire should be included in the Fuel Rebate Scheme.
15/10. PLANNING MATTERS EAST LINDSEY DISTRICT COUNCIL:
Members noted the Planning approvals received as per the published Agenda and the Supplementary Agenda.
The Chairman updated members regarding a recent planning application that had been refused. It was recommended by Councillor Aldridge that the Chairman , in his role as District Councillor, call the application into the East Lindsey Planning Committee for decision should a further application be made.
15/11 TO APPOINT LUCY WALLER AS THE RESPONSIBLE FINANCIAL OFFICER (WITH RETROSPECTIVE EFFECT AS OF 17TH NOV 2014).
It was Proposed by Councillor Rowntree and Seconded by Councillor Willingham that Lucy Waller be appointed as Responsible Financial Officer with effect as of 17th November 2014.
Vote: All in favour RESOLVED Lucy Waller be appointed as Responsible Financial Officer with effect as of 17th November 2014
15/12 PROPOSED BY COUNCILLOR WRIGHT AND SECONDED BY COUNCILLOR BLACKLOCK THAT THE 2015 PRECEPT BE SET AT £53500.
Councillor Wright Proposed and Councillor Blacklock Seconded an amendment that the 2015 Precept be set at £54000 in light of further information received regarding section 137 requests as detailed in the Supplementary Agenda.
Vote: 6 in favour 3 in opposition. CARRIED
Councillor B. Clifton requested it be noted that he had voted in opposition.
RESOLVED the 2015 Precept be set at £54000.
15/13. PROPOSED BY COUNCILLOR CLIFTON THAT THE COUNCIL PROMOTE PRIDE IN YOUR AREA, DETAILS TO BE DISCUSSED.
Councillor Clifton explained that this was an idea suggested by Vic Sleaford of Lincolnshire County Council with the object of informing residents of areas in which they could “self help” with commonly occurring highways issues such as weeds and moss.
It was noted that this would work well with an application to enter the BestKeptVillage competition and could also include information regarding the extra salt available.
It was suggested that the format used would be a flyer produced by Councillor Clifton and Councillor Mrs. Reynolds with the approval of Vic Sleaford.
It was further suggested that this be distributed either with the Holton News or by Councillors in there areas of responsibility. The Chairman suggested that it may be wise to distribute the flyers in May following the Parish Council Elections as this would give any new Councillors the opportunity to introduce themselves at the same time.
The Proposal was Seconded by Councillor Rowntree.
Vote: All in favour.
RESOLVED The flyer be produced and distributed.
15/14. PROPOSED BY COUNCILLOR CLIFTON THAT THE PARISH COUNCIL WEBSITE BE USED AS THE CENTRAL LOCATION FOR THE NEIGHBOURHOOD DEVELOPMENT PLAN MATERIAL AND AS A METHOD OF NEIGHBOURHOOD DEVELOPMENT PLAN COMMUNICATION WITH THE COMMUNITY.
Proposed by Councillor Clifton and Seconded by Councillor Rowntree.
Vote: all in favour
RESOLVEDThat the Parish Councilwebsite be used as the central location for the neighbourhood development plan material and as a method of neighbourhood plan development communication with the community.
15/15. TO CONSIDER A REQUEST FROM A RESIDENT OF CHURCH LANE TO REMOVE A LYME TREE ON THE BOUNDARY OF THE CEMETERY ENTRANCE WHICH THE RESIDENT BELIEVES IS DAMAGING HER DRIVE AND CAUSING A WATER LEAK.
Members noted that during recent work on the tree to lift the crown and remove branches overhanging the neighbouring property, the tree surgeon informally surveyed the tree in relation to the above complaint and verbally confirmed that his belief is that the tree roots were not affecting the drive.
The Chairman informed Members that he had visited the resident and surveyed the tree and surrounding area. He highlighted that the resident’s main areas of concern were inability to close her gate and potential cost should Anglian Water need to survey her property for leaks. The Chairman suggested that the Maintenance Operative ascertain the direction of root growth from the tree and that once that information was received the request be reconsidered at the next meeting.
15/16. TO CONSIDER THE FORMAT OF UPCOMING STAFF APRAISALS.
Members noted that the Maintenance Operative’s appraisal was overdue and the Clerk’s Probationary Period would end in May 2015.
It was agreed that the Maintenance Operative would be appraised by the Chairman and the Clerk and that the Clerk would be appraised by the Chairman and the Chairman of the Finance and Personnel committee. It was also agreed that paperwork relating to appraisals would be circulated to members of the Finance and Personnel Committee and any pay implications would be discussed by the Finance and Personnel Committee.
15/17. TO CONSIDER THE PURCHASE OF A REPLACEMENT OFFICE COMPUTER.
Members noted the two quotes provided by the Clerk for comparable Laptops.
1. Dell at £767.53 + VAT =£921.04 (Office Professional included)
2. PC World £558.00 + £340 for Office Professional =£898.00
Members noted that the after sales service and repairs offered by PC World was inferior to that offered by DELL and that DELL offered Local Government Specific Accounts.
It was Proposed by Councillor Willingham and Seconded by Councillor Wright that the Parish Council purchase the Dell Laptop.
VOTE: All in Favour RESOLVED The Laptop as detailed in the circulated DELL quote be purchased.
(Note: It was queried by Councillor Rowntree if the Hard Drive included was a Solid State Drive (SSD). Following later research it was revealed that it was in fact a Hybrid Drive which offered the cache speed of SSD at a significantly lower price point and supplied far more memory than was available via SSD. It was also not clear that a SSD drive was necessary for a Laptop than would be primarily be used in one place and only occasionally moved.)
15/18. TO CONSIDER THE PURCHASE OF NEW EDITIONS OF REFERENCE BOOKS / ESSENTIAL GUIDES:
It was proposed by Councillor Wright and seconded by Councillor Blacklock that the new editions of the currently held reference books listed below be purchased:
- Governance and accountability for local Councils 2014 (currently owned 2010 edition) @£20.00
- Arnold Baker on Council Administration 9th Ed. 2013 (currently owned 8th edition) @ £66.00
- SLCC CLERKS MANUAL 2013 (Currently owned 2011) @ £32.50
VOTE: All in Favour. RESOLVED the reference books be purchased.
15/19. TO CONSIDER A REQUEST BY THE CLERK FOR FUNDING OF £99+VAT FOR AN ONLINE TRAINING COURSE RUN BY SLCC.
Members noted that the course was ILCA- Introduction to Local Council Administration,It was an online learning tool to support new Council Clerks in their roles during the first few months of employment, as well as those hoping to go on to complete their CiLCA qualification.
It was proposed by Councillor Willingham and Seconded by Councillor Wright that the funding be agreed.
VOTE: All in Favour RESOLVED The Parish Council provide funding for the ILCA training course.
15/20. FINANCIAL MATTERS:
Members noted the accounts for payment including the additional payment included in the Supplementary Agenda. (Appendix A)
It was proposed by Councillor Wright and Seconded by Councillor Blacklock that the accounts for payment be authorised.
VOTE: All in favour RESOLVED the accounts for payment were authorised.
Members noted a report from the Responsible Financial Officer on the Parish Council finances, including details of the December 2014 Petty Cash expenditure.
15/21. CLERKS CORRESPONDENCE:
Members noted the Clerks correspondence as per the published Agenda and highlighted that more information was required as to the agreed location of the Printer/Copier. It was however noted that prior to the installation of the new Laptop logistics dictated that the Printer/Copier remain in the Clerk’s office.
15/22. TO RECEIVE REPORTS ON OUTSIDE MEETINGS:
No reports were received.
15/23. TO RECEIVE REPORTS FROM COMMITTEES:
a. Emergency Planning and Planning and Development:
Councillors Clifton and Willingham updated Members on their meeting with Steve Harris regarding the development of the Emergency Plan. Members noted that the Emergency Plan needed to be re-written as it should consist of a four page document setting out appropriate reactions to emergencies and that additional information should be in the form of addendums and that Steve Harris would run an emergency exercise with the Parish Council following the plans completion.
It was highlighted that there were questions as to indemnity insurance should the Parish Council implement an Emergency Plan. Members noted that if Lincolnshire County Council implemented the Emergency Plan it was then covered by their insurance. Further information was to be sought from the Parish Councils insurers and Members noted that a decision point was to be included in the Emergency Plan as to how the plan was implemented.
b. Personnel and Finance.- No Reports were received.
c. Highways and Environment Wards –
Councillor Clifton highlighted that the safety road markings around the Infant School were faded. The Clerk confirmed that this had been bought to the attention of Lincolnshire County Council Highways Dept and that it had been included on the list of road markings to be refreshed.
It was queried as to whether it was necessary for all highways defects to be reported via the Clerk rather than by the individual noting the defect. The Clerk highlighted that the Highways department accepted reports from anyone and that in some cases it was easier for the first hand witness to report defects.
The Chairman maintained that reports should be made by the Clerk to ensure that reference details were retained by the Parish Council.
It was Proposed by Councillor Blacklock and seconded by Councillor Willingham that the responsibility for reporting highways defects remain with the Clerk.
VOTE: All in favour. RESOLVED the responsibility for reporting highways defects remain with the Clerk.
e. Reports from any other Committees – If necessary.
Junior Playing Field Committee
Councillor Rowntree informed Members that the funding for the next phase of equipment for the Junior Playing field would be received after the 12th Feb 2015.
15/24. REPORTS FROM REPRESENTATIVES AND OUTSIDE BODIES:
To receive a report from the two District Councillors.
Councillor T. Aldridge informed Members that he had joined the East Lindsey Independent Group.
He informed Members that:
- He had recently attended the Southern Area Police Forum where the importance of joining Lincs Alert had been emphasised.
- Budgets for Highways had been reduced.
- East Lindsey Planning Committee had recently been informed that if it refused large housing applications without valid planning reasons they would face costly appeals. This was relevant to Holton le Clay which had been earmarked for future development.
- Holton-le-Clay’s infrastructure was only suitable for it’s current needs and areas such as water supply would need to be addressed in regard to any future development.
- Section 106 agreements that required developers to build new facilities were sometimes not implemented until after the housing stock had been built.
- East Lindsey District Council’s Core Strategy was not due to come before Full Council for at least another 6 months and this left communities vulnerable to development.
To receive reports from Council representatives on other outside bodies:
- Neighbourhood Development Plan Steering Group.
Councillor Clifton updated members in regard to the Neighbourhood Plan Steering Group.
He highlighted that the group was different to the majority of Neighbourhood Plan groups in that although it contained some Parish Councillors as members, it was not a committee of the Parish Council but an independent group that functioned separately to the Parish Council. Members noted that now the N.D.P.S.G had split from the joint group with Tetney the frequency of meetings had been increased to every two weeks.
Councillor Clifton went on to inform Members that the N.D.P.S.G would not be holding a public consultation until it had more information to provide and that it would play no part in an upcoming public consultation arranged by developers.