Minutes - 22 May 2018 - NPC
MINUTES OF ANNUAL MEETING OF NETTLEHAM PARISH COUNCIL HELD ON TUESDAY 22 MAY 2018 COMMENCING 7.30PM IN THE SMALL HALL, THE OLD SCHOOL, NETTLEHAM
PRESENT: Councillors J Evans (Chair), J Siddall, M Spencer, J Hill, Mrs J Clayton, M Leaning, J Downs, G McNeill, T Williams, R Porter and Mrs A White (from 8.20pm).
In attendance: 3 members of the public, Mr A Stephenson (Editor of Nettleham News Online) and J Finn (Parish Clerk).
Public Forum
County Councillor Mrs J Brockway had provided a written report and also added that anyone wishing to report faults i.e. potholes, should do so via LCC call centre (01522 728070)and obtain incident number as new system is having a few issues. Cllr Porter asked for information on the financial support given by LCC to libraries; Cllr Mrs Brockway responded that Cllr Nick Worth was dealing with this area and she would contact him for this information. Cllr Hill asked if highways contractor was the same and she replied that it was and the contract would be tendered again in 2020. She also added that new techniques and equipment were being used and system was improving due to Councillors pressure.
District Councillor G McNeill had provided a written report but also reported that he had attended a launch of research on affordable housing which included the 10 affordable homes on Lodge Lane development. The planning application for development at 40 Lodge Lane (Ref: 137531) would be determined at the next WLDC Planning Committee and it was suggested that a member of Parish Council attend this meeting. Cllr Williams asked if a review of CLLP’s 5 year Land Housing Supply had taken place and if not when was this review to be undertaken. Cllr McNeill responded that a review had not yet been undertaken but it was expected a review would be undertaken in August/September with the data released in October; however the 5 year LHS figure was anticipated to have dropped from 6.3% to 6.2%. Cllr Porter thanked Cllr McNeill for his assistance with fly tipping and mobile CCTV coverage at ‘S’ bend off A46 and also asked what transport improvements would be integrated for residents to access new leisure facilities at Market Rasen. Cllr McNeill stated he was pleased fly tipping issue had improved and rural transport was being worked on to improve connectivity – an outreach programme was being piloted at Sudbrooke and Scothern which could lead to additional support in Nettleham in the future. An update on proposed cycle route between Sudbrooke and Nettleham was requested and Cllr McNeill stated he had spoken to Principle Planning Officer at WLDC and had nothing further to add to information already provided.
District Cllr Mrs A White had provided a written report and would provide any additional information or answer questions later in the meeting due to her later arrival at the meeting.
Nettleham Neighbourhood Policing Team – no member of the Policing Team was available to attend the meeting but a written report had been provided and circulated.
055/18. Election of Chairman and sign the declarartion of acceptance of office
It was unanimously resolved that Cllr John Evans be elected Chair for the year 2018/19 and he duly signed the Declaration of Acceptance of Office.
056/18. Election of vice chairman and sign the declaration of acceptance of office
It was unanimously resolved Cllr Joseph Siddall be elected Vice Chair for the year 2018/19 and he duly signed the Declaration of Acceptance of Office.
057/18. Chairmans remarks
The Chairman thanked everyone for their continued confidence in him in his role as Chairman. He also wished to thank all the Parish staff for their support and efforts.
058/18. Apologies for absence
It was unanimously resolved to accept Cllr Mrs S Harland apologies and reason given.
059/18. Disclosure of pecuniary interests - None declared.
060/18. Notes of the Parish Council Meeting held on 23 April 2018
It was unanimously resolved that notes of the 23 April 2018 Parish Council meeting were duly approved and signed as the minutes.
061/18. Clerks report
The Clerk reported that all actions from the last meeting had been or were in the process of being undertaken. In response to a query regarding an agenda item requested at the April Parish Council meeting to be discussed at this meeting the Clerk stated that due to the lengthy agenda it had not been possible to include the item but would be included on the Agenda for the June Parish Council meeting.
062/18. Financial Matters
(a) Ratification of Accounts Paid – It was unanimously resolved to duly ratify the payment of accounts as set out below:-
P Elsom/43.00/Window Cleaning - PO/OS/MP
Konica Minolta/83.31/Photocopier charges
Active8 Managed Tech./20.89/PO calls / line rental
EE/67.09/4 x office mobiles
B Knight & Son Ltd/925.00/2 x benches & engraving
Nettleham Bowls Club/250.00/Donation towards drainage works
County Cups Ltd/21.65/Shields for Ray Sellars award
BT/52.20/Payphone at MP
Dataplan35.55/Payroll charges – March
Konica Minolta/167.54/Copier charges
ESPO/35.32/Cleaning / stationery
Multidata/32.43/Wi-Fi OS
Community Lincs/168.00/Play equipment training - FA/VH
Society of Local Clerks/99.00/ILAC training - Receptionist
West Lindsey DC/210.00/Green bins - PO/BG/VF/MP
Contractors Hours/932.50/Contractors April hours
1st Choice Security/87.50/OS car park security April
Jacksons Buildbase/17.92/Spray paint - MP
Cllr J Siddall/15.30/GDPR training event - mileage
Bishop Burton College/190.00/Chemicals training course - Handyman
ESPO/92.00/Filing Cabinet - PO
Staff/10.00/Phone case / clipboard
Tucann Ltd/90.00/Advertising O/S
Active8 Managed Tech./105.45/IT Support / VOIP telephone system
Andy Whitworth/670.00/BP benches / VH bollards
(b) To approve and sign the Council's Annual Governance and Accountability Return 2017/2018 Part 2 Annual Return for the financial year ended 31 March 2018 prior to submission for external audit – It was unanimously resolved to answer Yes to statements 1-8 and N/A to statement 9; be approved and signed by the Chairman and the Responsible Financial Officer.
(c) To approve and sign the Council's Annual Accounting Statement 2017/2018 Annual Return for the financial year ended 31 March 2018 prior to submission for external audit - It was unanimously resolved to approve the Council’s Annual Account Statement for 2017/18 and signed by Chairman and Clerk to the Council.
(d) To consider 2017/18 Year End Financial Monitoring Report – Cllr Williams pointed out that the report showed that the total reserves were some £26,000 down on the equivalent position 12 months ago. Following a discussion on the contents of the report it was unanimously resolved to note the report.
063/18. Planning Matters
(a) Applications
It was resolved to approve the comments produced by the Planning Liaison Committee on Nos. 1, 3 and 4 below. 9 members voted in favour and Cllr McNeill abstained due to his membership of the WLDC Planning Committee.
(1) 18 Cliff Avenue - Mr & Mrs Clarke - Ref: 137618. Planning application for alterations, including dormer extenion to rear
The Parish Council’s Planning Liaison Committee made no comment or objection to this application.
(3) Riseholme Campus, Riseholme - University of Lincoln - Ref: 137700. Planning application to erect prefabricated unit for educational use
The Parish Council’s Planning Liaison Committee made no comment or objection to this application.
(4) Woodville, Welton Road - Mr & Mrs Jackson - Ref: 137737. Planning application for alterations to dwelling to form loft conversion
The Parish Council’s Planning Liaison Committee made no comment or objection to this application.
It was resolved to support Lincs County Council’s comments on planning application below regarding the location of the right of way for Fieldpath 146. 9 members voted in favour and Cllr McNeill abstained due to his membership of the WLDC Planning Committee.
(2) 38 Highfields - Mr C Rawson - Ref: 137741. Planning application to erect single storey side extension.
The Parish Council’s Planning Liaison Committee supports the Objection to this Application which has been lodged by the Senior Countryside Officer at Lincolnshire County Council.
(b) Appeals, consents, refusals and withdrawals received
(i) Appeals - None
(ii) Consents/Approval of Reserved Matters - None.
(iii) Refusals - 32 Deepdale Lane - Mr & Mrs Ibbotson - Ref: 137442. Planning application for single storey rear extension, alterations to dwelling and construction of detached garage to front.
(c) Tree Applications - None.
(d) Update on outstanding planning matters
It was unanimously resolved that Cllr Evans would attend the next WLDC Planning Committee meeting to speak to planning application for 40 Lodge Lane development.
2 Greenfields/Advertising Displays at Co-operative Store – It was reported that no response had been received from WLDC Planning Dept regarding these matters. Following a discussion on this matter it was unanimously resolved that the Clerk contact WLDC stating that unless a satisfactory response received regarding these matters by the 19 June 2018 Parish Council meeting, the Council would debate whether to make a formal complaint to WLDC and notify residents of this situation via Nettleham Matters/News Online.
Cllr Mrs White arrived at the meeting at 8.20pm.
064/18. Appointment of Committees/Panels/Working Groups, confirmation of terms of reference, the number of members (including if appropriate Deputy/Reserve Councillors) and receipt of nominations to them
Nominations had been received for the various committees and panels. It was unanimously resolved to approve the number of members including reserve member on the following appointments:-
Property Committee (5 members plus reserve) – Cllrs Hill, Mrs Clayton, Porter, Downs, Spencer & Williams (as reserve member).
Planning Liaison Committee (5 members) – Cllrs Downs, Leaning, Spencer and Mrs White and one vacancy.
Personnel and Standards Panel (4 members) – Cllrs Evans, Siddall, Williams and Mrs White
Burial Ground Panel (2 members) – Cllrs Mrs Clayton and Williams
Grievance, Disciplinary, Complaints and Appeals Panel (3 members) – Cllrs McNeill, Leaning and Mrs Clayton.
It was also noted that the Chair and Vice Chair are ex-officio on Council Committees.
It was unanimously resolved to approve the appointments to the Working Groups as follows:-
Mulsanne Park Users - Cllrs Downs and Williams
Village Hall Refurbishment – Cllrs Siddall & Mrs Harland
Fieldpaths – Cllrs Porter & Mrs Clayton
Buildings & Car Parks – Cllr Spencer
Play Equipment – Cllrs Siddall, Porter & Mrs Harland
The Beck – Cllrs Williams, Spencer & Mrs White
Burial Ground & Swathe – Cllr Hill
Allotments – Cllr Porter
Bill Baileys & Mulsanne Park – Cllr Downs
Bishops Palace/Meadow – Cllr Hill
Trees – Cllr Hill
Vicars Wood/Amenity Areas/Miscellaneous – Cllrs Mrs Clayton & Spencer.
It was also unanimously resolved that the following honorary positions were approved:-
Honorary Tree Advisor – Cllr J Hill
Honorary Building Advisor – Cllr M Spencer
Honorary Legal Advisor – Cllr T Williams
It was unanimously resolved to approve the Terms of Reference for the above Committees, Panels & Working Group with the exception of the Planning Liaison Committee which would be brought to the 19 June Council meeting and an updated Management Plan be included on the Vicars Wood/Amenity Areas Terms of Reference.
065/18. Election of Chairperson of Committees /Panels
It was unanimously resolved to approve the following appointments as Chairpersons:-
Property Committee – Cllr Hill
Planning Liaison Committee – Cllr Downs
Personnel and Standards Panel – Cllr Evans
Burial Ground Panel – Cllr Mrs Clayton
Grievance, Disciplinary, Complaints and Appeals Panel – Cllr McNeill
066/18. Election of representatives to local outside bodies
It was unanimously resolved that the nominations for representatives for the following local outside bodies be approved:-
(a) Village Hall Committee – Cllrs Mrs Clayton, Siddall and Mrs Harland.
(b) Nettleham Twinning Association - Cllr Siddall.
(c) Lincs Police Panel – Cllrs Williams and Leaning.
(d) Community Volunteers - Cllrs Mrs Clayton (acting as the Lead Community Volunteer) and Mrs White.
067/18. Property Committee Matters
(a) To note the draft minutes of the 17 April 2018 Property Committee meeting - Cllr Hill outlined the draft minutes and it was requested that some reinstatement/contribution from Cadent be sought for loss of daffodils to Riverdale area. It was unanimously resolved to note the draft minutes of 17 April 2018 Property Committee meeting.
068/18. Council Matters
(a) To adopt the new model Standing Orders to comply with the new General Data Protection Regulations (GDPR) as recommended by the Personnel & Standards Committee - It was unanimously resolved to adopt the updated Standing Orders subject to some minor typos, the additional wording to 5(j) “to email to Councillors all new/amended policies & procedures 14 days before the Annual Parish Council meeting” and any minor amendments to policies or procedures be delegated to Personnel & Standards Committee.
(b) To review and adopt Financial Regulations and Risk Assessments and take any required action – It was unanimously resolved to adopt the Financial Regulations. It was unanimously resolved to discuss the Risk Assessment further at the 19 June 2018 Council meeting.
(c) Review of Council’s Assets Inventory including land, buildings and office equipment – It was unanimously resolved to approve the Council’s Assets Inventory and the Clerk to seek advice as to whether Village Hall should be included on Assets Inventory and seek clarification on land size of Larch Avenue.
(d) Review and confirmation of arrangements for insurance cover in respect of all insured risks – It was unanimously resolved to confirm arrangements for insurance cover and to approve Quotation 1 insurance premium for a 3 year binding Long Term Agreement in the sum of £3,641.71 for year 1 commencing on the 1 June 2018.
Cllr Williams left the meeting at 9.05pm.
(e) Review of the Council’s and employees’ membership of other bodies – It was unanimously resolved to approve Council’s and employees’ membership of other bodies as follows:-
Council
* LALC (Lincs Association of Local Councils) Annual Subscription
* LALC Training Programme Annual Subscription
* LCR Magazine – 1 copy of monthly magazine
* Community Lincs Annual Subscription (but in 2016 paid for 3 years subscription)
* Campaign for the Protection of Rural England
Clerk
* SLCC (Society of Local Council Clerks) Annual Subscription
(f) To review the Council’s Complaints procedure – It was unanimously resolved to approve and adopt Council’s Complaints Procedure.
(g) To review the Council’s procedures for handling requests made under the Freedom of Information Act 2000 and the Data Protection Act 1998 – It was unanimously resolved to approve the procedures for handling request made under the FOI Act 2000 and Data Protection Act 1998.
(h) To review the Council’s current policies and procedures and adopt any new ones required - It was unanimously resolved to approve and adopt the Councils policies and procedures, with the exception of the Grants & Donations Policy with would include the additional wording “majority of benefit will be to residents of the parish”
(i) To adopt Data Protection, Data Breach and Privacy Policies and a Privacy Notice for Staff, Councillors, Volunteers and a General Privacy Notice to comply with the new GDPR – It was unanimously resolved to approve and adopt all GDPR documents, policies and procedures.
(j) To adopt a Data Map to comply with the new GDPR – It was unanimously resolved to approve and adopt the Data Map which would continue to be updated as part of an ongoing process. It was also Agreed in principle to contract a Data Protection Officer which would be ratified at the 19 June 2018 Parish Council meeting.
(l) To consider and approval the setting up of Councillors separate email addresses as required by GDPR - It was resolved to organise the setting up of Councillors separate Nettleham-pc.gov.uk emails addresses to meet GDPR requirements. 6 members voted in favour, 3 members voted against and 1 member voted abstained.
069/18. Correspondence - None.
070/18. Councillors reports/Future Agenda items
The following Agenda items were requested:-
Cllr Hill – To discuss way forward with lack of response from WLDC regarding outstanding planning enforcement matters
Cllrs Mrs Clayton – To discuss arrangements for Remembrance Sunday service
Cllrs Mrs White – WLDC Public Realm survey
Cllr Leaning - To discuss the possibility of a photographic database
Cllr Williams – To discuss the reinstatement of grass verges on Washdyke Lane following gas works
Cllr Siddall – Update on Parish Council Facebook site
Cllr Siddall – Update on presentation of Mulsanne Twinning Items
071/18. Date of next meeting
The next Parish Council Meeting would be held on Tuesday 19 June 2018 at 7.30pm in Small Hall, The Old School.
072/18. To resolve to exclude the Public and Press in accordance with the Public Bodies (Admissions to Meetings) Act 1960, to allow consideration to be given to the following matters
It was unanimously resolved to exclude public and press.
073/18. Confidential Items
(a) To discuss draft Memorandum of Understanding between the Parish Council and the Village Hall Committee and note valuation of Village Hall – It was unanimously resolved to defer this matter until the 19 June 2018 Parish Council meeting.
(b) Update on Deeds of Easements for Lodge Lane Development and Mulsanne Park – It was unanimously resolved that Cllrs Downs, Williams, Evans, the Clerk and the Professional Valuer meet with Stirlin Developments to progress this matter and the Clerk to ensure that the relevant diversion clause be included in the Deeds of Easements.
(d) Update on Mulsanne Park Users rents – A report from the Mulsanne Park Working Group had been produced and circulated. Following a discussion in this matter it was unanimously to write off outstanding rental for the Nettleham Football Club for 2017/18; rentals for 2018/19 to be invoiced under the current rental procedure and a review of the management and usage of Mulsanne Park and the pavilion be undertaken.
The meeting closed at 10.00pm.