Council Meeting – 9th March 2022
MINUTES OF THE MEETING HELD
ON WEDNESDAY 9TH MARCH 2022
IN GREAT LONGSTONE VILLAGE HALL
Present: Cllr Wendy Long (Chair), Cllr Rick Gooch (Vice Chair), Cllr James Cox, Cllr Phil Barrett, Cllr Caroline Briggs, County Cllr Sutton, District Cllr Gamble and Sarah Stokes (Clerk).
The Chair opened the meeting at 7.04pm.
Public comments.
Cllr’s Sutton and Gamble raised funding available for jubilee events. Cllr Sutton: is donating to funds to the Pre School outdoor area, there may still be funds available towards the cobble project; following the Clerks request has asked for the road closure sign to be removed; has asked for a site visit for the Church Lane junction; Sunnybank work still on the list to be done; tried to get the moss removed for the narrow footpath leading from the White lion car park; will pass on pot holes in Ashford Parish near Thornbridge. Cllr Gamble: said there had been a lot of storm damage everywhere – looking into the muddy footway near The Crispin; asked if the PC will be supporting the Moor Rd hill climb; spoke about bin issues.
Cllrs Sutton and Gamble left the room at 7.11pm.
19/22 Apologies for absence from members. Apologies were received from Cllr D Cox, Cllr S Headington and residents Tom Cox and Jane Rigby (looking to be new Cllrs). All due to un foreseen circumstances.
20/22 Declarations of interest. There were no declarations of interest.
21/22 Minutes of the meeting held on 12th January 2022. The minutes were proposed by Cllr Briggs and seconded by Cllr Long.
22/22 Recreation ground.
22.1 Play area. A new (free) lottery signs to by fixed by Cllr Cox. Awaiting fine weather for work to nellie springer and boat work. PC inspection carried out by Cllr Headington, all in good order, although noticed rotting at the base of the tower climbing wall. Awaiting booking confirmation of the Rospa inspection.
22.2 Equipment for years 11+. Court resurfacing project ongoing. Noted that the nets are up all the time on the court, Clerk to ask tennis club to take down after their sessions.
22.3 Mowing. A report was given of the site meeting with the mowing contractor and 3 members of the CC; with the following areas highlighted: cricket club to mark of the cricket square (doing asap), invoices and cheque arrangements agreed and bio diversity was also discussed (areas at the edge not seen as a good option as residents need access to cut hedges/ possible area down from football pitch/ plants take a long time to establish if using the cheaper option of seeds). Cllr J Cox suggested bio diversity could be considered in the perimeters of the church yard, once tidied. To note the JFC/School/CC are all now liaising with the contractor on dates.
22.4. Cricket and football. Noted the deep spiking is due any day. Await weed and feed. To review any further action on deep spiking (2022) at May meeting.
22.5 Trees/other. Cllrs approved the painting list for 2022; Feemouth yard bench, blue at bottom of ship and joiner work of a new slat on bench nr pavilion. Clerk to gain quotes for painting work for May meeting and action slat with joiner.
- To note booking of the recreation ground by ‘LEAP’ for the following:
22.6.1 Sunday 5th June 2022 – jubilee celebration. Leap looking at bring your own picnic/ games/ musicians/ asking CC about the bar. Pc to apply for grants from DDDC and DCC for this event, as above. Clerk noted LLPM have donated funds for this and would like to participate.
22.6.2. Saturday 9th July 2022 –well dressing and BBQ. ‘Leap’ is communicating with school on whom running the well dressing. Vicar to be booked by Clerk for well dressing blessing, weekend of 9/10 July (time to be confirmed – possible Sunday tea time).
23/22 Village greens/Village Hall.
23.1 Parking on village greens. Noted that following the Chairs signs about parking on the greens, residents appear to be parking on the road now.
23.2 Well dressing – as above.
23.3 Jubilee celebrations – as above.
To note cobble work awaiting contractor.
To note Clerk to arrange a xmas carol meeting for July (Band booked for 24th December 2022). To note electrical work required for supply to xmas lights.
To note Cllr D Cox and Tom Cox cleared the cross green of twigs.
VH – to note it has been raised that it was not the ventilation contractor that knocked the neighbouring properties grill off the wall, all rectified now.
24/22 Closed Churchyard and cemetery. Cllr D Cox and volunteers doing the closed churchyard tidy up soon.
It was noted that a resident had contacted the church with regards to a funeral but had been unable to make contact, so had made other arrangements. Clerk had contacted the PCC to look at wardens’ details being made available through different forums for this purpose.
25/22 Footpaths and roads.
25.1 Defibs. To note Clerk had displayed an UpToDate names list in the kiosk. Resolved for the Clerk to ask DCC to remove the soil from the rear of the kiosk (to note neighbour had cleared back the foliage from the kiosk). It was resolved to ask DCC for funds for defib training/ to look into cost for training with CHT. Defibs to be discussed in further detail at the May meeting.
25.2 Speeding/school/signage. Noted that the ‘slow signs’ adjacent the school sign have now been actioned. Clerk has chased the ‘Great Longstone’ sign at entrance to the village, with the ‘Great Longstone’ sign at the Thornbridge end been ordered.
25.3 Junction at bottom of Church Lane/Main Rd. See under public comments. Mirrors inside top yard were also raised. Awaiting a site visit with DCC then to look at mirrors after. White lines may be needed at this junction. Parking at junctions around The Cross due to builders, noted.
25.4 Streetlighting/grit bins/bins. Noted one gritting/ploughing session funded this winter. Clerk to report collapsed drain on Church Lane; drain issues on Station Rd/opposite Glebe Ave and sweeping required to the area around Skew bridge.
25.5 Builders yard. Following the vacancy of a bay at the Moor Rd builders yard site, the vacancy was advertised accordingly. There were numerous applicants, with the first one being from out of the parish. It was resolved on balance to offer the bay to the Great Longstone resident. To note, a date for applications to be received by to be actioned when another bay becomes available. Clerk to contact the original contractor/others from out of the village, with their details to be retained on the list/ also the Great Longstone contractor offering them them the bay/paperwork and keys etc related to this.
The tenancy agreement was proposed by Cllr Barrett, to be noted that priority will be given to Great Longstone residents, seconded by Cllr Gooch.
25.6 Update on work on Longreave Lane/Sunnybank/Cherpit Lane/ Monsal trail and Butts Rd. Reported that work on hole filling had now been carried out by DCC on Cherpit Lane/ drainage work being carried out on the trail. Clerk had chased Butts Rd former drain.
Footpath 4 and moss – see public comments.
26/22 Council Administration.
26.1 Land registration. (Fields and track and builders’ yard). Ongoing.
26.2 Community Facebook and website. Due to increased work commitments the PC will require a replacement for Becky Stokes – Facebook. Clerk to ask Cllr Headington for his help on a temporary basis/ advert in UTE.
26.3 To approve any changes to the risk register, insurance coverage, retained documents and asset register.
26.3.1 Risk register. Clerk to add below ‘cash/petty cash’. To review financial risks identified with regards to income/expenditure by giving a quarterly review, this measure ensures GLPC has sound financial processes in place. Clerk to update date.
26.3.2 Insurance coverage. Noted, review when renewal documents arrive.
26.3.3 Retained documents. No changes to be made.
26.3.4 Asset register. Clerk to make changes to the asset register, including itemising areas of equipment such as the tennis court and play equipment and the village hall being noted as ‘Property held as custodian trustee on behalf of the beneficial ownership’. Clerk to action changes, with more detail to be added to the document in due course.
The above documents were proposed by Cllr Long and seconded by Cllr Gooch.
26.4 Vacancy for Cllr. Cllr D Cox to be asked to resign, due to his lack of attendance at meetings. It was noted that Cllr Cox had said previously said he would still like to continue to be involved within the community. Clerk to speak to Cllr Cox/letter of resignation required. There are currently two residents interested in being a Cllr. Following receipt of the resignation there will then be two seats available on the PC.
27/22 Financial Matters.
The Chair expressed a big thank you on behalf of the PC to all the work Cllr Headington has put into looking at the finances/ documentation preparation.
27.1 Bank reconciliation 31 January 2022.
INCOME
Rent £34.00
Dividend £23.72
Bank int £00.11
EXP £1502.96
Unpresented CHT £62,40 & Community Transport £100.
Current a/c £1000.00 Deposit a/c £12,039.94
27.2 Bank reconciliation 28 February 2022
INCOME
Rent £122.13
Bank int £0.09
Vat refund £196.40
EXP £100.00
Unpresented CHT £62.40
Current A/c £1000 Deposit a/c £12,258.56
27.3 To accept and approve payments made since the last meeting.
B Cardona Tree work £65.00
Bakewell and Eyam Community Transport £100.00 (Holmemeal Charity)
27.4 To accept and approve payments to be made.
Sarah Stokes Admin £835.20 (February and March)
Sarah Stokes Exp £27.00
Sarah Stokes Website hosting £59.88 inc. vat (for 1 year from 24/01/22 – 23/01/23)
Sarah Stokes Registration £31.18 inc. vat (for greatlongstone.net & org web addresses For 1 year from 29 March 2022)
CHT Phone £62.40 (replacement cheque for unpresented cheque)
The payments were proposed by Cllr Long and seconded by Cllr Gooch.
27.5 Clerk pay. Following a Newsletter from Dalc, it was proposed By Cllr Long to approve the Clerks pay increase to £10.63 per hr, this came into effect from 1 April 2021, this was seconded by Cllr Gooch. Clerk to spread back pay due (£91.20) across April – June.
27.6 Section 137 for 2022/23. The allowance for 2022/23 will be £8.82 per person on electoral roll, on 1st April 2022 (£8.41 in 2021/22). To note.
27.7 Reserves. On 1st April 2021 reserves were £19,658. Projected balance of reserves on 31st March 2022 will be £10,185. To note.
To note Cllrs Long/Gooch/Headington and Clerk held a sub meeting to discuss the finances.
27.8 Transfer unspent amounts to 2022/23 budget.
- a) £150 for general repairs to playground equipment to be added to 22/23 budget. Noted.
- b) £1,600 for “Cobbles” on village green to be moved to the 22/23 budget. Noted
27.9 Online banking. Proposal “To move the Council’s bank account from RBS/NatWest to ‘The Unity Trust Bank’”.
To note advise has been taken from Dalc on this matter. Cllr Long went through the handout prepared by Cllr Headington, cost per year noted as £72 for this change. It was proposed by Cllr Long to go ahead with the move to on line banking, seconded by Cllr Barrett.
27.10 Online financial management system. Proposal “For the Council to start using the ‘Kashflow’ online
Book keeping system”. Cllrs discussed Vat./ Extra work or less work for Clerk using this/ costs. It was resolved to confirm the annual costs for this, before agreeing to go ahead with this, to be brought to the next meeting. Clerk highlighted that all the changes approved need to spread out anyway, due to the extra work the Clerk is incurring.
27.11 GLPC Financial budget 2022/23
To approve GLPC financial budget 2022/23 of:
Projected income: £22,572
Transfer from 21/22 budget: £1,750 (See 9.7 above)
Projected transfer from general reserves: £85
Total = £24,407
Projected expenditure: £23,045
Projected transfer to special reserves: £1,362 (£800 play equipment and £562 defib replacement)
Total = £24,407
The financial budget was proposed by Cllr Long and seconded by Cllr Briggs. To note the budget to be reviewed in the autumn each year from now on, for the September agenda.
Cllr Gooch left the meeting at 8.45pm.
27.12 Policies on Reserves
Proposal (1): “That the council aim to keep an average of £10,000 in a general reserve to allow for unexpected or emergency expenditure”.
The proposal was proposed by Cllr Long and seconded by Cllr Barrett.
Proposal (2): “That the council create specific reserves for large items of future expenditure, for instance replacing the defibrillators or playground equipment”.
The proposal was proposed by Cllr Long and seconded by Cllr Briggs.
27.13 Audit. Clerk to prepare for the Annual Governance and Accountability return for the internal audit April/May for the year ending 31st March 2022. To note Allen West and Foster are booked in for the internal audit. The accounts to be approved at the next meeting. Clerk had brought the finance file to the meeting for the Cllrs info – income/exp/other.
To note await the precept in April 2022.
To update on the vat refund – vat refund received. Vat online – refunds to now be actioned online.
To update on rents from Builder’s yard, School, Tennis, JFC and fields. (GLCC paid until 2029) Clerk has chased rents, with three still due.
28/22 Planning
Planning applications.
27.13 Field House, Moor Rd. NP/DDD/0122/0004. Remodelling of rear extension, external landscaping and replacement of glazed conservatory roof.
– PC comments sent in: No Objections.
27.13 Gritstone House, Moor Rd. NP/DDD/0122/0008. Alterations to existing house including loft conversion. Extension to outbuilding to give habitable accommodation. Extension to rear of property.
– PC comments sent in: No objections other than concerns for parking.
27.14 The Meadows, Grisedale Rd West. NP/DDD/0122/0095. Single storey side extension and internal alterations.
PC Comments sent in: No objections, however there are concerns for parking.
Planning decision notices.
27.15 33 The Meadows. (As above) GRANTED.
27.16 Stancil House. NP/DDD/1221/1413 GRANTED.
To note ongoing Enforcement Appeal at Thornbridge Hall. Alleged breach – erection of building, construction of driveway and car park.
28/22 Police report. A report of 1 domestic crime, from PCSO Boswell.
29/22 Clerks report. Asked for Nellie springer to be cordoned off; contacted the contractor re deep spike; Liaised with contractor on tree work; signs for village green parking issue/UTE insert; booked band for xmas eve; letter to PCC regarding the cemetery etc; liaised with Cllr on vegetation work; contacted DCC – new Great Longstone sign; contacted DCC for a site visit – Church Lane; liaised with Cllr Gamble on bin issues; Re contacted DCC on drain on Butts issue; reported graffiti at Longstone bridge to Peak Park; looked at/contacted DCC on moss on footpath 4; preparations for audit; attended the sub meeting to discuss the budget – report to Cllrs; raised a cheque for Community transport; requested rents for builders yard etc; sent in vat refund; contacted Internal auditors; contacted mowing contractors successful/unsuccessful; attended site meeting with mowing contractor and CC – report to Cllrs; letter of thanks to the CC; ordered new lottery sign; complied a painting list; liaised on well dressing; organised twigs tidy up; looked at defib queries and new contacts list – kiosk; builders yard bay- letter to tenant, advert, new tenancy document; adjusted the asset register; contacted Dalc/Baslow PC – online banking; letter to resident adjacent Sunnybank gate – mowing; contacted CC etc fixtures – to liaise with mowing contractor; requested Police report.
30/22 To report any correspondence received and agree any actions arising.
13/01/22 Various mowing contractors successful/unsuccessful. Noted.
14/01/22 Peak Park. Parishes day – 1st October 2022. Noted.
15/01/22 PPPF. Glover report 2019 – Landscapes review. Noted.
15/01/22 USA. History contact. Noted.
17/01/22 B Cardona. Tennis court hedge. Noted.
17/01/22 Derbyshire Police and Crime commissioner. Rural crime meeting 15th February 2022 Baslow VH. Noted.
18/01/22 Leap. Well dressing. Various emails. See Rec.
19/01/22 Cllr Sutton. Footpath 4 and moss. A number of emails on this matter. See public comments.
19/01/22 DDDC. Community Forum – 10th February via zoom. Noted.
20/01/22 P Park. Graffiti. Noted.
20/01/22 Cllr Gamble. Bins and xmas tree recycling. Numerous emails on the bins. See public comments.
20/01/22 PCC St Giles. Acknowledgement of letter and thank you. Noted.
21/01/22 DCC. Signage. See roads.
24/01/22 St Giles PCC. Bookings – mowing. See rec.
24/01/22 Bakewell Silver band. Booking for 24th December 2022. Noted.
24/01/22 UTE. Various emails. Noted.
27/01/22 Dalc. January newsletter. Noted.
27/02/22 CC. fixtures and site meeting. Numerous emails. See rec.
28/01/22 Longstone School. Recreation ground mowing and sports day etc. See rec.
30/01/22 Mowing contractor. Contract. See rec.
31/01/22 Peak Park. Parishes bulletin Jan 2021. Noted.
31/01/22 Bakewell & Eyam Community Transport. Thankyou (Holmemeal funds). Noted.
02/02/22 Cllr Gamble. Hospitality and leisure grant. Noted.
03/02/22 James Croft – St Giles. Well dressing. Noted.
04/02/22 PCC. Dogs. Noted.
07/02/22 Blackrock. Quarterly valuation and fund update. Noted.
07/02/22 Dalc. February 2022 newsletter. Noted.
07/02/22 Peak District Gren Lanes Alliance. Consultation on off roading in protected landscapes. Noted.
09/02/22 J Foster. Internal audit. See finance.
10/02/22 Dalc. Banking. See finance.
13/02/22 Baslow PC. Bank – digital. Noted.
14/02/22 PCSO Boswell. Police report. See police report.
15/02/22 PPPF. Affordable homes floor areas. Noted.
15/02/22 Kualo. Domain expiry warning. Clerk actioned.
19/02/22 Mowing contractor. Receipt of email/info following site meeting. Noted.
19/02/22 Myhill cycling. Hill climb 29th June 2022 7pm. Clerk to reply, in support.
22/02/22 Leap. Bookings for rec for Jubilee well dressing. See rec.
22/02/22 Dalc. Feb (no. 2) newsletter. Noted.
23/02/22 HMRC. Submitting VAT refunds on line. See finance.
23//02/22 Local resident. Builders yard bay. See roads.
23/02/22 VHMC. Minutes – knocked grill nr VH. Noted as delivery people whom knocked the grill not the contractor.
26/02/22 JFC. Mowing and hooks. Noted.
28/02/22 Cllr Gamble. Food waste paused. Noted.
01/03/22 Resident. Building work and Moor Rd Bay. Further emails on this. See roads.
01/03/22 C Club. Rec booking for leap. See rec.
01/03/22 Leap. Booking the rec. See rec.
02/03/22 Resident. Cllr Vacancy. See Admin.
02/03/22 Cllr Sutton. Pavement – mud. See public comments.
02/03/22 J Croft. Well blessing. Noted.
02/03/22 Cllr Gamble. Bins. Noted.
31/22 Late items of correspondence
03/03/22 Peak District Rural Housing. Affordable Housing. For May agenda.
04/3 PCC. Contact for funerals. Noted
04/03/22 Dalc. Pay scales – Clerk. See finance.
04/03/22 Dalc. Seminar 5 April 2022. Noted.
05/03/22 PCSO Boswell. Police report. See police.
07/03/22 Dalc. Seminar booking – Cllr Headington (Cllr Headington volunteered to fund). Noted.
07/03/22 Clerks and Councils direct March 2022. Noted.
07/03/22 Contractor. Deep spike. See rec.
07/03/22 Cllr Sutton. Church Lane junction and pavement along from Crispin. See public comments.
07/03/22 CHT. Unpresented cheque. Clerk actioned.
08/03/22 Leap. Well blessing. See rec.
08/03/22 DCC. Muddy footway. Now passed to DDDC. See public comments.
08/03/22 DCC. Road closure (temporary) 29th June 6.30 – 10pm, Moor Rd. Noted.
08/03/22 DDDC. Queens jubilee fund. Chair applying.
09/03/22 Resident. Interested in being a Cllr/ apologies. Noted.
09/03/22 Dalc. March circular. Noted
09/03/22 Action challenge. Peak District challenge 9 – 10 July 2022. Noted.
32/22 Dates of next meetings 2022. 11th May (Annual Meeting), 13th July, 14th September and 9th November.
The Chair closed the meeting at 9pm.
Sarah Stokes, Clerk to Great Longstone Parish Council, Longstone Byre, Little Longstone, Bakewell, Derbyshire, DE45 1NN. Tel: 01629 640851 Email: parishcouncil@greatlongstone.org
