Minutes 8 May 2019 - NPC

PRESENT: Councillors: J Evans (Chairman), Mrs J Clayton, Mrs A White, G McNeill, P Jenkinson, P McNeill, D Newsam, C Higham.
In attendance: Mrs D Locker (Parish Clerk) and 2 members of the public. 
Councillors not present:  Councillors: J Downs & A Henderson.
Commencing at 7.30pm
Public Forum
Councillor Evans welcomed members of the new Parish Council, advised that he looks forward to them taking an active part in areas covered by the Council; they also congratulated the West Lindsey District Councillors in their success at election. Councillor Evans announced that before opening the meeting, members of the public in attendance had an opportunity to address the Parish Council, on any matter, during the 15 minutes public session.
A resident welcomed the new Councillors and expressed some concern about the level of expenditure, during 2018/19, associated with Mulsanne Park as the outturn was 35% above the budgeted figure.  The Chairman advised that budgets are developed for discussion during November of the preceding year and set in line with known and anticipated spending, at that time.  The resident was subsequently invited to attend the next Parish Council budgeting meeting, in November 2019, when next year’s budget will be discussed. 
Councillor Giles McNeill read out his letter of resignation as a Parish Councillor.  He advised that he had very much enjoyed his thirteen years on the Council but had also been elected as Leader of WLDC; consequently he advised that he would find it a struggle to fulfil the duties associated with both positions. The Chairman accepted Councillor G McNeill’s resignation, (with immediate effect) thanked him for his contribution to Council during the last thirteen years and wished him every success in his new role. 
County and District Councillor Reports
Councillor Mrs Brockway (LCC):
  • Congratulated all Parish Councillors in their appointment to the Parish Council and to Cllr G McNeill for being elected as Leader of WLDC;
  • Advised they had attended meetings about works proposed at Nettleham and Riseholme roundabouts on the A46 which will result in the pond near the Roaring Meg, on Nettleham Road being enlarged; it was suggested that such actions could have an impact on the current flow of the beck although alternatives are currently being explored, by LCC Officers;
  • Confirmed the LCC Heritage consultation has now finished and feedback received from only a few hundred residents was they don’t particularly want the Usher building to close.  However, visitor numbers are historically low and the annual costs for the building equate to around £2,000 per visitor. 
  • Councillor G McNeill (WLDC) advised:
  • They had noted that some village waste bin collections were missed and left overflowing;
  • Councillor Mrs White (WLDC):
  • Advised that they had spoken to colleagues at WLDC for a copy of the parish bin emptying timetable for monitoring purposed and has also recommended that a sticker, with WLDC contact number, be placed on each bin to assist residents to report bins, when overflowing. 
Police Report
A report submitted by the Nettleham Neighbourhood Policing Team outlining the reported incidences from 7 April – 7 May 2019 was circulated. 
053/19. Election of Chair person and to sign the declaration of acceptance of office
It was proposed, seconded and resolved that Councillor John Evans be duly elected as Chair Person for 2019/20.  Unanimous 
Councillor Evans subsequently signed the Declaration of Acceptance of Office.
054/19. Election of Vice Chair person and to sign the declaration of acceptance of office
It was proposed, seconded and resolved that the election for Vice Chair Person be held over but be rescheduled for consideration at a future meeting, within the next 6 months. Unanimous
055/19. Chairmans remarks 
None received.
056/19. To resolve to receive apologies and accept reasons for absence
Councillors: J Downs & A Henderson
It was proposed, seconded and resolved that apologies be received and reasons for absence accepted. Unanimous
057/19. Disclosure of pecuniary interests in accordance with the requirements of the Localism Act 2011 and to consider any requests for dispensations 
Declaration of an interest was received from Cllr J Evans for agenda item 8(a) relating to the reimbursement of expenses.
058/19. To approve as a correct record the notes of the Parish Council meeting held on 17th April 2019 and to authorise the chairman to sign the official minutes 
It was proposed, seconded and resolved that the notes of the meeting of the Parish Council held on 17 April 2019 be approved as a correct record and be signed by the Chairman. Unanimous 
059/19. Clerks report on matters outstanding (Information only)
The Clerk updated the Parish Council on the following matters:
  • Council were advised that confirmation had been requested, from Cllr Davies LCC, that the Cycle track (A46 to Nettleham) had been included in the resurfacing programme, during 2019/20 who recommended they approach the local County Councillor for an update.
060/19.  Financial matters 
a) To ratify payments made – 01/4/19 to 30/4/19
It was proposed, seconded and resolved that the Council duly ratify the payments made (shown as Appendix 1). Unanimous
b) To consider the Income & Expenditure Report and Account Information
The Clerk advised that as the meeting was being held during early May, the full month’s income and expenditure position had yet to be finalised.  Councillors considered a summary of the monies held in the Council’s bank accounts as at the 30/04/19. 
The Chairman checked the summary against copies of the bank statements and duly signed them off as a true statement of monies held, in the Council’s bank accounts.
c)  To consider 2018/19 Year End Financial Monitoring Report
The Clerk’s report was considered by Council. 
061/19.  Planning Matters 
a) To receive recommendations or observations on the following planning applications:-
1) 19 Cherry Tree Lane - Mr & Mrs Sheppard - 139294.  Planning application for single storey rear extension and rear conservatory. Planning Liaison Committee have no objections to this application. It was proposed, seconded and resolved to approve the comments produced by the Planning Liaison Committee. Unanimous
(b)  Appeals, Consents, Refusals and Withdrawals received
 i)    Appeals – none
(ii)  Consents/Approval of Reserved Matters 
  • Land off Lodge Lane - Clark, Mann & Weldon - 139277. Request for confirmation of compliance with condition 8 of planning permission 137373.  Application determined 12/04/19
  • Land West of, Deepdale enterprise Park - Long Leys Trust - 139190. Planning application to vary condition 4 of planning permission 134036 re construction footway. Application determined 23/4/19 – granted with conditions
  • 8 The Chestnuts - Mr & Mrs Fields - 139090. Planning application to demolish conservatory & erect rear extension. Application determined 17/04/19
 iii)  Refusals – None
(c) Tree Applications – None
d)   Update on outstanding planning matters - none
062/19. Nominations & appointments to commitees, panels and working groups, confirmation of terms of reference, the number of members (including if appropriate, deputy/reserve councillors) 
The terms of reference for the Property Committee, Panels and Working Group circulated prior to the meeting, were noted. Nomination were received to Committees, Panels and Working Groups as follows:
i)  Property Committee: - 
Cllrs: J Downs, D Newsam P Jenkinson, P McNeill, Mrs J Clayton (ex-officio Cllr J Evans);
ii)  Planning Liaison Committee
Cllrs: C Higham, D Newsam, A Henderson;
iii) Personnel & Stanards Panel
Cllrs: P Jenkinson, J Evas, A Henderson, Mrs A White;
iv) Burial Ground Panel
None – Appointments will be made as and when issues arise on an adhoc basis.
v)  Grievance, Disciplinary, Complaints & Appeals Panel
Cllrs: P McNeill, C Higham, Mrs J Clayton
It was proposed, seconded and resolved to agree the nominations to the Committees and Panels. Unanimous
063/19. Election of representatives to local outside bodies and arrangements for reporting back
Nominations for representation on outside bodies were received as follows:
i)   Village Hall Committee
Cllr Mrs J Clayton;
ii)  Lincs Police Panel
Cllrs: P Jenkinson, P McNeill;
iii) Community Volunteers
Cllrs: Mrs J Clayton, C Higham
iv)  Nettleham Twinning Association
None received
It was proposed, seconded and resolved to agree the nominations to the Outside Bodies. Unanimous
064/19.  Property Committee matters 
a) To note the draft minutes of the 24 April 2019 Property meeting
It was proposed, seconded and that the notes of the meeting of the Property Committee held on 24 April 2019 be approved as a correct record. Unanimous by those in attendance at the meeting
Council were advised that there are ongoing discussions with Stirlin Developments relating to a financial contribution towards new and replacement of some existing play equipment at Mulsanne Park, erection of boundary fencing to properties abutting Mulsanne, works required to remove rubble from the pond that otherwise could lead to drainage issues and for installation of a footpath leading from the estate to the Mulsanne Park boundary.  
b)  To consider extension of the grass cutting contract
Council were advised that the current grass cutting contract expires at the end of March 2020 and a report setting out the range of options were considered. 
It was proposed, seconded and that the Council extend the existing contract for a further year (with an increase in line with the Retail Price Index) and carry out a complete review of grass cutting extent, frequency and specification with a view to retendering on a 3 (or up to 5) year contract starting 1 April 2021. Unanimous
065/19. Council Matters
(a) Review of annual subscriptions and memberships
(b) Review of delegation arrangements to Committees & staff
(c) Review of Council’s Standing Orders and Financial Regulations 
(d) Review the Council’s Risk Register
(e) Review the Council’s Assets Inventory including land, buildings and equipment
(f) Review and confirmation of arrangements for insurance cover in respect of all insured risks
(g) To consider arrangements for review of the Council’s current policies, procedures and practices including:
i. Obligations associated with data protection and freedom of information
ii. Complaints procedure
iii. Dealing with press & media
iv. Employment policies and procedures
(h)  To discuss Village Carnival attendance
It was proposed, seconded and resolved that Council
(a) Continue to renew their annual subscriptions and memberships to LALC (training and member) to Community Lincs, CRE and SLCC for the Clerk;
(b) Agree existing delegated arrangements to Committees & staff;
(c) Personnel & Standards Panel undertake a review of Council Standing Orders and Financial Regulations;
(d) Consider the Council’s Risk Register at the next meeting;
(e) Consider the Assets Inventory register at the next meeting;
(f)  Agree the insurance quotation received and renew the Council’s Insurance - (e.g. renew year 2 of the 3 year deal agreed 2018/19);
(g) Agree the policies review timetable for review of policies and procedures throughout the calendar year;
(h) Agree for Councillors to attend the Carnival on 13 July 19, on behalf of the Council and develop materials to publicise the Council’s activities. Unanimous
Action: Councillor Newsam to coordinate and circulate ideas about what to include on the Council’s carnival stand.
066/19. Correspondence recieved
The Clerk advised that LCC had notified the Council that LACE Housing had been evaluating opportunities for development of the Linelands site and a report on scheme viability was anticipated for completion during June 2019.
067/19. Councillor reports/future agenda items
  • A report that the road sign outside of 27 Mill Hill needs replacing was received.
Action: Clerk to arrange for this to be reported to LCC
068/19.  Date of next meeting 
The next meeting of the Parish Council will be held on Tuesday 18 June, 2019 at 7.30pm at the Small Hall, The Old School, Mill Hill, Nettleham.
069/19. To resolve to move into closed session in accordance with the Public Bodies (Admissions to meetings Act 1960), due to the sensitive nature of the business to be discussed in relation to the following matters 
At 9.07 pm it was proposed, seconded and resolved to move into closed session. Unanimous
There was a short recess from 9.07pm to 9.10 pm during which members of the public left the meeting room.
a) To discuss accounts contractor arrangements
It was proposed, seconded and resolved to appoint an Accounts Assistant onto the staff structure on a NJC contract for a minimum of 8 hours per month. Unanimous
b) To discuss Internal Audit arrangements  
It was proposed, seconded and resolved to appoint Mr Fletcher as the Council’s Internal Auditor, initially for a period of 12 months. Unanimous
c)  To consider burial ground reservations
It was proposed, seconded and resolved to suspend agreement for the pre-purchase of grave burial plots with immediate effect and only provide the grant of exclusive burial rights for interment to a grave for use by those who had been resident, in the parish, prior to death (but to also include former residents who were required to move out of the parish to receive care, for a temporarily period only, prior to their death). Unanimous
The meeting closed at 9.45 pm