Council Meeting – 25th March 2015

MINUTES OF THE PARISH COUNCIL MEETING
HELD ON 25^TH MARCH 2015
IN GREAT LONGSTONE VILLAGE HALL AT 7.30PM

Present: Cllr Wendy Long, Cllr Peter Thompson, Cllr Caroline Briggs, Cllr James Cox, Cllr Hugh Wright, Sarah Stokes (Clerk) , 4 Parishioners and UTE.

Public comments.

Resident 1 (member of Great Longstone Tennis Club), reported from the tennis club with reference to the trial over the last 6 months. It was reported that the court had been used by 2 regular members approx 30 times in the period.There was doubt over how much football had been occurring as the net was up apart from one visit to the court. The tennis club are requesting that the moss be sprayed. It was also noted that weeds are growing on the edges of the court and that there is a bag of redundant tarmac near the gate.

Resident 2. The resident expressed her keenness for the tree seat on West Green to go ahead. To note the parishioner has offered to fund the seat, subject to an appropriate price.

Resident 1. Expressed their concerns over the public transport issues whilst the water works were carried out. Old people were left out in the cold, and changes of timetabling meant residents had to walk further. Also that Peak Park were not familiar that there were roadworks/road closures.

PC comments. The PC were informed recently that the water companies are the only contractors that are obliged to put on a shuttle bus.

Clerk. The Clerk reported that the water company had been contacted that morning to request that the bus service be reinstated as soon as is possible, with Amey to contact DCC.

Resident 3.  Thanked the PC for liaising with Peak Park with regards toThe Willows work, where emergency ‘flood’ work is being carried out, and work having started. The resident stated that a notice has been put up regarding ‘dogs on leads’ (following the request of the PC).

The Chair opened the meeting at 7.40pm.

16/15 Apologies for absence from members.

Apologies were received from Cllr Judith Twigg.

17/15 Declarations of business interests.

Cllr Wright declared an interest in items relating to DCC. Cllr Cox declared an interest in Item 4.1 and 4.4 on the agenda (quote).

18/15 Minutes of the meeting held on 14^th January 2015.

The minutes of the meeting 14^th January were proposed by Cllr Briggs and seconded by Cllr Wright.

19/15 Recreation ground.

19.1 Playground.

Cllr Cox left the meeting

19.1.1 Quotes for painting/staining equipment and notice board.  Two quotes had been received. It was resolved to wait for the third quote due in. Clerk sent 6 quote requests. It was also noted that the Council are in the purdah period up until the election, so large financial decisions at this point should be left for the new council.

Cllr Cox re joined the meeting.

19.1.2 To discuss black caps. Cllr Thompson to look into sizing’s.

19.1.3 Rospa Inspection. Clerk to book in the May Rospa inspection and risk assessment including the tennis court and football posts. With all in favour.

19.1.4Moss. Resolved for Clerk to ask B Cardona to spray the playarea hard surfaces, along with the tennis court.

To note black tape purchased for nest swing.

19.2 Equipment for older children.

19.2.1 To review 6 month’s trial of tennis court. The Clerk had circulated a letter asking for comments on the ‘trial’ from the 5 residents living alongside the court and bungalow at the bottom below the netball post area, also GL Tennis Club, GL Cricket Club, Baslow and Longstone  Junior Football Club, Longstone School and LAGS. 2 letters had been received, 1 from the closest two residents, 1 Treasurer of tennis club (Bakewell resident).  The residents await the next 6 months to see how the court usage affects them. However they are immediately aware of a leather football being kicked within the court.

The meeting was closed at 7.53pm.

The meeting was opened again at 7.54pm.

To note Cllr Wright has carried out a risk assessment on the court, identifying risks/persons at risk/level of risk. Thank you to Cllr Wright.

The net and bench seen to be working ok.

19.2.2 Court re lining, netball posts, surface, net. Cllr Long/David Hopkins  had put out for 4 quotes for the re lining of the court (allowing approx 6 months for quotes to come in). One quote received to date (£540 plus VAT). It was resolved to go ahead with the quote, due to the forthcoming summer months, with all in favour.  School have offered to pay £250 towards the cost of the lines, as a one off contribution. Cllr Long to gain clarification in writing of the specific lines to go on/payed for, even though verbally been discussed (different colours for different sports). Two stand alone/moveable netball posts to be donated for the purpose of the trial, to be taken off court when not in use (the base is to be monitored for trip hazards). David Hopkins to organise posts.

19.2.3 Netball post, holes in surface. The Clerk reported that there are 5 holes on the hard tarmac area with the post on. It was resolved for the hoop to be cut down and the holes filled, in time for the Rospa inspection. Cllr Long to look into this. Cllr Long to look into possible table tennis table/s costs/suitability, for the hard surface area.

The 9 month review to coincide with the July meeting, 12 month September meeting.

19.3 Football Club agreement. A letter had been received from GLCC, along with a copy of a previous letter. The Cllrs went through the letter/s, referring to a Parish Councillor on the committee; confirmation of payment;protocol for drawing up a new agreement between the PC and GLCC;’arrangement’ with Baslow and Longstone Junior Football Club to use the facilities. Clerk to add Parish Councillor for GLCC committee to May agenda (new Council), also to request a copy of the last minutes for a Cllr to view and as to how many meetings a year there are (number of meetings to attend). The Clerk had clarified the fees paid in writing  in March 2015. An agreement was discussed in relation to the 1921 agreement, PC ownership of the recreation ground, changing rooms.  In view of the new P Council in May. Clerk to highlight in the letter the intensions of the PC for a meeting to discuss the changing rooms ‘agreement’ with the GLCC and the 1984 agreement with the new Council. Clerk to request a copy of the ‘arrangement’  made with GLCC and B and L JFC.

19.4 Maintenance. Quotes for painting/staining of benches (see play area above). Plastic recycled options had also been looked into. Where new planks of plastic to go on the concrete bases had not been possible to source, due to their length. To discuss at May meeting, along with Sunnybank gate.

20/15 Village greens.                          

20.1 Lease for Trees on verges near bus shelter. (expires July 2015) Noted.

20.2 Broadband Digital cabinet location. DCC  had initially looked into putting a cabinet on the long village green. The PC asked for a site meeting to look at an alternative location. Cllr Thompson and the Clerk attended a site meeting. Cllr Thompson reported on the legal aspects of positioning on a village green. DCC have a tight budget for the project. It was resolved that the marked out area at the bottom of Church Lane met all the requirements, and is located suitably near to the telephone exchange. The cabinet being positioning on the wider footway, rather than opposite where it is narrower, away from the site of the adjacent properties window. There are many areas to consider when locating, from funds to manholes to bends. To note the PC contacted Dalc and PDNPA for advice with reference to the initial location. Also to note the PC would ordinarily have not been involved at all re location, only due to possible village green location (PC ownership).

20.3 Tree seat and path West Green. An approximate price and draft ‘photo’ of seat had been received from TDP,for a bespoke tree seat (where a resident is looking at funding the project). Issues around installation were discussed, as the ground has many levels around the tree.  Conservation issues and recycling were discussed. The material of the seat is of recycled plastic. Clerk to gain a quote and price to install, also to look at the guarantees. To note the bespoke seat would have  the opportunity for memorial plagues on the seat edging. To note the path to be discussed at the next meeting.

20.4 Tree work. The trees on the long green and cross were discussed, with two letters received from residents with reference to this. It was resolved for the Clerk to gain quotes for uplifting the sides (branches width ways) of the trees on the long green and a crown lift to the trees to the rear of the bench on the Cross green. To note PDNPA  20% grant aid.

A resident had asked for the work to be carried out on the tree behind the scoreboard on the rec. The condition of the tree was discussed/correspondence previously from PDNPA regarding the tree and felling and replanting in another location. It was resolved for the Clerk to ask B Cardona to cut off the broken branches, but permission to fell, if tree dead.

20.5 Allotments. The Clerk and Cllr Briggs had inspected the allotments for trees, noting that pampas’ grass was the only ‘tall’ specimen. The request for a polytunnel on an allotment was discussed, being for a 6’7” wide by 9’ 10” long structure.  There was much discussion on this matter. It was resolved for the Clerk to reply stating that the PC object to the structure at this point in time.  Cllrs to look at the tenancy agreement document and reassess structures on the allotments at the next meeting.

21/15 Burial ground. No report.

22/15 Footpaths/roads.

22.1 Verges. Station Rd and Moor Rd. Clerk had sent another letter regarding Station Rd, with no reply. Moor Rd to be monitored, taken off agenda.

22.2 Streetlights/parking/speeding. Clerk asked to report the blockage on Station Rd near The Grange, once again. Parking at junctions was discussed. Clerk to write to School with a reminder of parking, for their newsletter. A letter had been received from a resident regarding lorries driving over the green in front of Harrow House. There was much discussion over the ongoing problem, due to larger vehicles than in years past. It was resolved for the Clerk to contact the White Lion, for Robinsons  Brewery to look  in to a solution possibly a neat section ofcobbling on the area of concern. To note PC ownership of the village green.

22.3 Moving of litter bin near bus shelter. DDDC have moved the bin forward. Clerk had thanked DDDC.

22.4 Telephone box defibrillator machine. No report.

22.5 Flood areas/ditches. No report.

22.6 Croft Rd. Telephone cover.  Cover very rusty. No action from BT.

22.7 Road works Butts Rd. Clerk reported that the work is nearing completion.  The bus service being a problem, was discussed. See public comments. Clerk reported that more work on the water pipes in Great Longstone is anticipated in the future, but not imminent.

To note work on Hardrake Lane carried out.

23/15 Council Administration.

23.1 Land registration of village hall. Ongoing.

23.2 Review of Asset register. The Cllrs went through last year’s document. Clerk to add village hall to the register, with a valuation to be gained from the insurance document or through a paid valuation from an estate agent asap, if information not available.

23.3 Clerk. Filing, archiving. Ongoing.

23.4 Election. Clerk had made available nomination forms and guides for Cllrs and those wishing to stand. Deadlines for forms/dates/form filling was discussed.

24/15 Financial matters.

24.1 Bank reconciliation for 31 January 2015.

INCOME – rents                           £31.80
Bank int                      £1.46

EXPEND –                                     £811.27

UNPRES – pppf sub                     £16.00
Haddon tree                £235.00
Premier gas –boil        £1980.00

Closing balance current account              £1000.00

Closing balance deposit account              £35,018.55

24.2 Bank reconciliation for 31 February 2015.

INCOME – bank int                       £1.26

EXPEND –                                     £2,468.00

UNPRES –            PPPF sub        £16.00

Closing balance on current account         £1000.00

Closing balance deposit account              £32,551.81

24.3 To accept and approve payments.

B Cardona – Hardrake                                          £150.00
DALC – election training                                       £25.00
DALC- audit training                                             £25.00
DALC annual subscription                                    £234.06
S Stokes – admin                                                 £743.20 (2 months)
S Stokes – Expenses                                           £99.83
PPPF – subscription                                             £12.00
Zedcore – email                                                    £79.20
Bakewell and Eyam Community transport           £460.00 (Charity – donation)

24.4To accept and approve payments made prior to the meeting.

D W Turner Transport – snow clearing                £84.00
D W Turner Transport – gritting                £144.00

The payments were proposed by Cllr Long and seconded by Cllr Briggs.

24.5  Internal Auditor. Clerk to appoint West and Foster as the internal auditors for this year, whom come on recommendation from Ashford PC. (Cllr Wright declared an interest in W and F).

24.6  To note Clerk preparing for audit/accounts. The Clerk stated that there are very tight deadlines this year. With the Grant Thornton deadline of 8 June 2015, for the external audit.

24.7 To note VAT claim sent in for £418.86.

24.8 To note rent requests for quarry/fields, School and Tennis club.  Four rents received to date.

24.9 To note precept figure of £16,554 sent in, as was proposed at the last meeting.

25/15 Planning matters.                

25.1 Parish Council Consultation. NP/DDD/0814/0810. Field adjacent to Station bungalow, Station Rd. Advertisement consent for a single post and panel directional sign.

PC comments sent in. No objections.

The Clerk reported a letter from the residents of Barley Cross, regarding a planning application that will be going in for a dependant relative extension. The Letter was circulated.

26/15 Police matters and neighbourhood watch. Cllr Wright reported on a number of scams; pension, selling vehicles. There is to be a community policy road show in the village.

27/15 Clerks report.

1. Purchased tape for swing. Looked into black caps for play equipment.
2. Identified benches requiring maintenance.
3. Asked contractors for quotes for painting/staining of play equipment, 6 benches, notice board and gate at top of Sunny bank.
4. Contacted School re re-lining of tennis court.
5. Contacted the Football and Cricket club re revised agreement.
6. Site visit with bench company, along with Cllr Briggs.
7. Sent article/s to UTE re the trees on long village green, parking near junctions and election.
8. Sent letters to John and Charlotte Fawcett and Jim Long re xmas tree.
9. Chased DDDC on verge on Station Rd and bin near bus shelter.
10. Site visit with B Cardona re work on Hardrake Lane/asked to quote.
11. Reported streetlight faults and water leaks.
12. Reported 30mph sign needing maintenance nr bridge.
13. Land registration of Village hall.
14. Attended two training courses, election and audit.
15. Sent in precept form.
16. Sent in VAT refund form.
17. Preparation for accounts/audit.
18. Price for local internal auditor.
19. Sent out rent requests for quarry/fields, school and tennis.
20. Sent letters to PDNPA and DDDC re broadband cabinet location.
21. Site meeting re Broadband cabinet.
22. Liaised with DDDC and Severn Trent re. roadwork’s on Butts Rd and bin collection etc.
23. Inspected for trees on allotments.
24. Sent letters re 6 month trial review.
25. Sent in conversion stock form and certificate.

28/15 To report any items of correspondence received and agree any actions arising.

• 15/01/15 DDDC. Area Community Forum. 16^th February 2015, ABC, Bakewell. Noted.
• 20/01/15 DDDC. Elections. See 23/15
• 20/01/15 Resident. Benches/tree seat. See 20/15
• 22/01/15 Blackrock. Annual report. Noted.
• 22/01/15 DALC. 03/15 circular. Noted.
• 26/01/15 West and Foster. Internal audit. See 24.5
• 27/01/15. DDDC. Affordable housing guide for PC’s and community land trust. Noted.
• 28/01/15 Foolow Parish meeting. Brosterfield Caravan development. Noted.
• 04/02/15 DDDC. District Council area community Forums Feb 2015. Noted.
• 05/02/15 UTE. May elections and thank you to the PC. Clerk sent article in.
• 06/02/15 Resident. Trees on long green. See 20/15
• 06/02/15 DALC. 04/15 circular. Noted.
• 06/02/15. Re: memorial bench location. See 20/15
• 06/02/15 PDNPA. TRO. Notice that a Traffic regulation order has been made under section 22BB (2) (a) of the Road Traffic Regulation Act (RTRA) 1984 to prohibit use by mechanically propelled vehicles at any time along the route known as Leys Lane. The order date from 12^th February 2015. Further details on PDNPA website – www.peakdistrict.gov.uk/tros   Noted.
• 13/02/15 Residents. Trees on long green. See 20/15
• 16/02/15 DCC. Flood Risk management strategy consultation. Noted.
• 16/02/15 Resident. Allotments – poly tunnel. See 20/15
• 16/02/15 Wardlow resident. FOI request. Information sent by Clerk.
• 23/02/15 TDP. Quote tree bench. See 20/15
• 23/02/15 British Computer stock. Redemption of 3 ½ % conversion stock on 1 April 2015. Clerk sent in relevant documents. Documents circulated.
• 25/02/15 DDDC. Parish Council Elections. See 23/15
• 26/02/15 Resident. Village Green at Harrow House. See 22/15
• 27/01/15 DDDC. Rural Housing enabler.  Guide to PC’s on developing affordable housing and setting up a community land trust. Noted.
• 28/02/15 RBS. Account terms, changes. Noted.
• 28/02/15 DALC. 05/15 circular. Dalc subscription rates and training. Cllrs resolved to stick to standard subscription and pay for training as and when required.
• 02/03/15 PDNPA. Parish Member appointments to PDNPA. Noted.
• 02/03/15 Wardlow Resident. Confirmation of receipt/thank you for FOI information. Noted.
• 02/03/15 DCC. BDUK Digital Derbyshire cabinet location. See 20/15
• 04/03/15 DALC 06/15 circular. Noted.
• 04/03/15 Clerks and Councils Direct March 2015. Noted.
• 04/03/15 PDNPA. Broadband cabinets and conservation area. See 20/15
• 04/03/15 DALC. Transparency code/smaller authorities. Clerk to circulate document. Smaller Councils to display financial information on the website by 1 July. With audit changes in future years, regarding the external audit.
• 04/03/15 Breast cancer care. Pink ribbon walk passing through GL 13^th June 2015. Noted.
• 05/03/15 DALC. BT proposals in GreatLongstone.  See 20/15
• 05/03/15 PDNPA. BT proposals in Great Longstone. See 20/15
• 06/03/15 GLCC. Football club agreement. See 19/15
• 09/03/15 DDDC. Notices of election. Clerk displayed. Noted
• 10/03/15 PDNPA. Broadband cabinet. See 20/15
• 10/03/15 DDDC. Register of electors. Noted
• 11/03/15 DALC. 07/2015 circular. Noted
• 13/03/13 Tennis Club Treasurer. MUGA. Noted
• 13/03/15 GLCC. 2 letters (copy of former letter) See 19/15
• 13/03/15 Digital Derbyshire. Cabinet details. See20/15
• 17/03/15 Grant Thornton. Audit. See24.6
• 17/03/15 BT. Adopt a kiosk. Noted.
• 18/03/15 PDNPA. Flooding, The Willows. Clerk reported that PDNPA are carrying out emergency work in the willows. See public comments.

29/15 Late items of correspondence.

• 21/03/15  Resident. Planning application Barley Cross. See 25/15
• 24/03/15 Rospa. Inspection and risk assessment. See 19/15
• 23/03/15 DALC. 08/15 circular.
• 12/03/15 RTB.copy of letter to DCC re confusing road signage for the TRO on Leys Lane. Letter read out. To note.
• 19/03/15 DCC. PC liaison meeting 22 June 6 – 8 pm, County Hall, Matlock.

30/15 Date of next meetings.

13^th May 7pm Annual Parish Meeting. 7.30pm Annual Parish Council Meeting.

8^th July and 9^th September.

The meeting was closed at 9.46 pm.

 

Sarah Stokes, Clerk to Great Longstone Parish Council, Longstone Byre, Little Longstone, Bakewell, Derbyshire, DE45 1NN. Tel: 01629 640851