Council Meeting – 13th November 2013

MINUTES OF THE PARISH COUNCIL MEETING HELD
ON 13^TH NOVEMBER 2013
GREAT LONGSTONE VILLAGE HALL AT 7.30PM

Present: Cllr Wendy Long, Cllr Hugh Wright, Cllr Peter Thompson, UTE, Cllr Judith Twigg, 5 members of the tennis club and 2 parishioners.

Public comments.

TENNIS COURT

Cllr J Twigg challenged that the changes on the tennis court had not been sorted out, thought the tennis court is for the tennis club not others like the football club. What has the change been? The Cllr also asked that the Clerk circulate agendas and minutes to her.

PC comments. Explained that the PC are not going for the full thing, surfaces etc and user groups have been consulted. The PC is now trialling using the area for football and netball. Also that this is not a discussion.

Cllr J Twigg expressed concerns for a Bakewell person who uses the court, with specific concerns for the tennis nets, who will be responsible for the court and who can use the court.

PC comments. The LAGs have reported the ‘trial’ to the user groups, local residents and a representative from the tennis club.

There was much confusion within the public gallery as to which tennis rep came to a July LAG meeting.

Local Resident 1. They stated that they didn’t know who came but the person was not authorised to make decisions.

Local Resident 2. Showed concern for the people who live nearby, and that the tennis club had sent a letter in to the PC. There was also concern for the financial contributions the tennis club have made to the court, they also asked who was going to maintain the facility and what the other uses would be.

Local Resident 1. It was reported that the handle has been removed from the net, who will repair this. There was concern over the user groups maintaining it, the proposal should be dropped, it is beyond normal practice.

Resident 1. A good smooth surface is needed for tennis.

The PC stated that this is not a discussion; the subject matter is on the agenda. It was highlighted that no work had been carried out yet. The PC also stated that it is the PC’s court.

Resident 2. The tennis club paid £7000 for the surface and that they turn people off the court if people are pretending to play tennis.

Local Resident 1. Stated that the tennis club had been asked to move the bench. There are concerns over the net and who puts the net up, this will be the end of tennis, giving a feeling of great sadness. The letter sent in was raised.

Local Resident 1. The question who LAGS are was raised and if there are any council members.

PC comments.  The Longstone Action group collate information and present these findings. The group were not processed to influence.

Resident 3. The resident stated that the LAGS group have the ear of the PC.

Local Resident 1. What are the number changes?

PC comments. Information on figures has been discussed.

3 members of the tennis club left the meeting and Cllr J Twigg.

Cllr Long chaired the meeting with all in favour, which opened at 7.47pm

152/13 Election of the Chairman.

 An advert had been displayed and passed to DDDC re the casual vacancies for the 4 Parish Councillors. DDDC confirmed that ‘the Returning Officer has not received any requests for an election in relation to the current vacancies and the Parish Council can, therefore, proceed to co opt member (s) in accordance with its agreed procedure’.  To note there had been one parishioner interested in becoming a Councillor, The Clerk had suggested that the person sit in on a meeting.

153/13 Apologies for absence.

There were no apologies.

154/13 Declarations of business interests.

Cllr Wright declared an interest in items covering DCC and Fearnehough Yard.

155/13 Minutes of the meeting 16^th October 2013.

The minutes were proposed by Cllr Wright and seconded by Cllr Thompson.

156/13 Recreation ground.

156.1 Playground.

156.1.1 Notice board. Godfrey Frankland is willing to stain the noticeboard, with an appropriate stain supplied by the PC, in the spring.

156.1.2 Quote for work on climber igloo matting, wet pour for both swing areas. No quote received.

156.1.3 Boat. Securing of 1 foot long section. Cllr Thompson still to action.

156.2 Equipment for older children. To report on progress of adaption for trial.

Cllr Long reported that any progress on adapting the court was being held up by the weather and volunteers personal workload. It was highlighted that more parts of the court fences need replacing than was expected (steelwork wise).

The Cllr stressed that UTE had given a clear report of PC meetings and developments with regards to the court.

A meeting was arranged in July with sports groups, anti group, residents and the action group, where common ground was met. For the sports wanting a hard surface area, the only area is the tennis court, which was judged to be in a less than fair state of repair. It will be up to the PC to repair the court when other user groups are using it.

Local businesses and school have pooled their resources to repair the court to a usable state, not just for tennis. At the previous meetings it was resolved for the trial to be monitored for a period of 12 months, (6, 9 and then 12 months review) with no lighting. A liner of wooden kick board to be put in to protect  the mesh.

All user groups compromise with regards to the set up, where the net was highlighted. The PC would need to look towards a removable net.

The project is about trial and compromise. The aim being to get the whole village to use the rec.

Cllr Thompson stated that contrary to what has been said, the PC do  want tennis  to be played and would be upset if there was not a tennis club. It would be about keeping tennis going, but allowing other things to happen. The Cllr had read reports from other Councils where when other user groups use a court less moss appears as more of the court is used. Various users groups will do their bit to look after the court. A ‘carpet’ can be laid over the current court, but this needs maintenance.

Cllr Wright highlighted that the Calver set up is designed for two tennis courts but are used for football.

There was much discussion over the net and who puts it back up/down, with considerations for the younger and older members of the community.

Meeting closed at 8.05

Meeting re opened at 8.07.

Cllr Long stated that the PC were not aware the handle on the net mechanism was a problem, this can be put on the schedule of work.

A storage solution for a net was noted as a requirement.

To note removal of old goal posts from site. To check this has been actioned.

156.3 Tree work. See village greens for quote. A letter from a resident had been received re an encroaching tree on to their barn adjacent to the rec. Cllrs to look at for the next meeting.

156.4 Hedge quote, then removal of fence panel. The Clerk had received a quote from B Cardona for the hedge, this being to cut to the height of the tennis court, at the appropriate time of the year, being Feb. It was proposed to go ahead with the work by Cllr Peter Thompson and seconded by Cllr Hugh Wright. The fence panel was discussed, to be actioned  following the hedge work.

It had been raised by the C Club that the hedge at the bottom of rec corner is encroaching. Cllrs to look at for the next meeting.

The meeting closed at 8.13pm

The meeting reopened at 8.14pm.

156.5 Strimming near tennis court. It was raised that the cricket  club had not been pleased to be asked to strim, this is not an area strimmed before as part of the contract. It was resolved for the Clerk to ask for the costs involved for the CC to carry out this work. To be brought to the next meeting.

156.6 Bench. The tennis club had been asked to remove the lightweight bench (in a state of disrepair) from the tennis court. Cllr Long reiterated that the bench would not be appropriate when work is being carried out and when the court is used for other sports. The bench to be kept outside the court and carried in when required by the tennis club.

156.7 Opening for wheelchair/pushchair access top of Spring Bank/Rec. Ash trees near Gate (removal actioned). Cllrs Wright and Cox to look the ‘opening’  for the next meeting.

157/13 Village Greens.

157.1 Lease for tree area near bus shelter. Clerk to write to PDNPA re this, as no correspondence received on the matter.

157.2 Documentation on bus shelter ownership. Clerk had written to DCC Estates Dept, no reply to date.

157.3 Ivy removal, war memorial edging, wiring work on war memorial. All areas have been actioned. Thanks went to Cllr Long for placing the remembrance wreath. Cllr Thompson to treat the cross steps with bio degradable moss remover.

157.4 Tree work quote. Quotes for the relevant tree work as specified to the tree surgeons for the rec and greens, had been received. The quotes are below the requirement for 3 quotes. It was resolved to go for the lower quote, this was proposed by Cllr Long and seconded by Cllr Thompson. PDNPA had been asked to look at the tree with mushrooms around it to the left of the war memorial. D Goodwin from PDNPA has suggested the tree be removed, and PDNPA to pay for the new tree/stakes/ties and guard. It was resolved to go ahead, Clerk to clarify who purchases the tree initially, and to look into the sourcing of a small thorn if it would be the PC. To discuss removal of the tree at the next meeting.

157.5 Chains around the war memorial. Appropriate (long term) paint to be sourced for the chains, and then Clerk to gain a quote for painting in the spring.

157.6 West green.  Verge strimming (actioned). B Cardona had put in two quotes for the removal of the shrub area, one including the removal of the root system (mini digger required), and one without. It was proposed by Cllr Thompson to go ahead including the root system removal, seconded by Cllr Long. The Clerk to contact PDNPA re suitable shrub planting for the area, Cllr Wright to liaise with the horticultural society for their input.

To note all benches on all PC land to be looked at in coming year, prioritising the staining of. Godfrey Frankland had volunteered to do the benches on the rec if required, however he had highlighted that the benches around the village are in need of looking at individually as more than staining is required in many cases. A plan for the maintenance of the benches to be discussed at the next meeting.

157.7 Burial grounds and Fearnehough yard.

157.7.1 No report on ivy and wall.

158/13 Footpaths/roads.

158.1 Verge Station Rd. DDDC had sent a letter stating that the verge would be looked at next year. To be monitored.

158.2 Verge Spring Bank needing strimming. (actioned).

158.3 Resurfacing footpath number 4. The Clerk had spoken to P White at DCC re the path. P White stated that the work would not be carried out until 2014/2015, and could not say when. The Clerk did highlight that parishioners are not happy that other footways are being resurfaced, and this has been going on for many years.

158.4 Footpath gates leading from Station Rd towards LL Parish. Awaiting PDNPA. Cllr Long stated that there is a gate in disrepair leading towards StancerDale. Clerk to let PDNPA know.

158.5 Grit piles, Moor Rd. The Clerk had been liaising with DCC re the 1 pile currently been placed on the lower section of the road. DCC now have a map showing the area for the piles to be positioned and piles will be placed when they next do a ‘drop’.

158.6 Coronation oak tree. Cllrs to look at for next meeting.

158.7 Streetlights, Bells Style.  The Clerk had sourced information that the streetlights belong to the owner of the business park. It was noted that the lights are not in any state of disrepair/no safety issue, no action to be taken. It was also noted that some of the householders have cut trees/foliage back from encroaching onto the footpath. The  Clerk highlighted that the streetlights dotted about the village that are on 24/7 have been reported.

159/13 Quarry.

159.1 Quote for raising gate. No quote received.

159.2 Elderberry bushes (actioned), ash trees to await Cox’s.

160/13 Council Administration.

160.1 Land registration. The Clerk reported that the signed declaration and other documents re the village greens have now been sent to Land Registry.

160.2 To approve any changes to financial regulations, standing orders and code of conduct for Cllrs. It was noted that the code of conduct was adopted by the Cllrs in July 2012, with disclosable pecuniary interests.  The Clerk highlighted that the change of meeting frequency is in line with the requirements of the standing orders, where  at least three meetings are to be held in addition to the annual parish meeting, with dates set out for the following year. To note dates were put in UTE last month. The Cllrs resolved for no changes to the documents.

160.3 Adjustments to GLPC diary. Cllr Long proposed the adaption’s to the diary to accommodate the every other month meeting, seconded by Cllr Thompson. Clerk to amend the date on the document.

160.4 Annual parish meeting and village week 2014. Cllr Wright reported that the committee formed for the jubilee are happy to organise the promotion of activities. A scarecrow competition had been put forward as an idea for the week, with the horticultural society to be involved with judging. 100 years of the war was discussed as a possible theme, but rejected as an event in its own right. Date for the Annual parish meeting to be discussed at the next meeting.

160.5 Reimbursable expenditure. To note Clerk to put in claims for reimbursable expenditure.

160.6 Insurance. To look at in the March meeting next year. To note the PC insurance expires in June, V hall insurance in July.

160.7 To review the document retention policy. It was resolved for no changes to be made, adopting the Dalc version.

161/13 Financial matters.

161.1 Bank reconciliation for 31 October 2013

INCOME                         RENT             £10.30

EXPENDITURE                        £1,813.18

UNPRESENTED           B LEGION        £50.00
L REGISTRY    £80.00

CLOSING BALANCE ON CURRENT ACCOUNT £1,000.00

CLOSING BALANCE ON DEPOSIT ACCOUNT  £33,490.18

161.2 To accept and approve payments.

Sarah Stokes    Admin                           £353.20
Sarah Stokes    Expenses                     £145.92                        (includes Samsung printer)
C Barnes mowing churchyard                £1050.00
B Cardona  mowing                               £1415.00
Cockertons – land registration               £483.72
GLCC – mowing rec                              £1,125.00

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

161.3 Bank mandate form. Cllr Hugh Wright duly signed the RBS forms to be added as a signatory, certified by Cllr Long and the Clerk. Simon Headington to be removed as signatory.  Clerk to take forms to RBS.

To note the receipt of 12 out of 15 payments for the allotments received to date.

To note the xmas tree to be delivered on 29^th November. It was resolved for Cllr Long to order the replacement leads, within the proposed limit set out at a previous meeting. This was proposed by Cllr Thompson and seconded by Cllr Wright. To note the Clerk had checked with Aon insurance and the PC are covered for public liability for the tree. Cllr Long to be reimbursed by the PC.

162/13 Precept 2014/2015. A letter had been received stating that the forms would not be coming out until late December and to be returned by the end of Jan. To approve at the January meeting. Clerk to contact Cllr Cox re expenditure required on the V hall roof (to allocate funds if required).

163/13 Planning matters. No planning matters.

164/13 Police matters and neighbourhood watch. No report.

165/13 Clerks report.

1. Liaised with DDDC re: 4 vacancies and put notices on notice board, UTE and sent to DDDC.
2. Requested quote to braise gate at quarry.
3. Asked B Cardona to; remove elderberry bushes at quarry, leaves under benches opposite bus shelter, edging next to war memorial, verge in front of West Green/allotments, removal of Ash trees at top of spring bank and strim verge at Spring Bank.
4. Spoke to gardener re ivy on wall near bus shelter.
5. Requested information from DCC Estates dept re bus shelter.
6. Contacted three tree surgeons re tree work, also local resident re memorial tree.
7. Looked into paint options and quote for war memorial chains.
8. Contacted D Goodwin at PDNPA re mushrooms at base of tree, v green.
9. Looked into long term stainer for benches and maintenance of.
10. Asked B Cardona for quote for removal of shrub area West Green, to trim hedge on recreation ground behind tennis court.
11. Sent allotment invoices out, along with reminder of maintenance and waiting list.
12. Wrote to three properties adjacent Bells Style, re overhanging trees/foliage.
13. Looked into streetlights up Bells style.
14. Asked GLCC re strimming near to tennis court, edge of rec.
15. Wrote to tennis club re bench.
16. Looked into suitable stainer for rec notice board and volunteer to stain.
17. Contacted DCC re grit piles on Moor Rd.
18. Liaised with Cockertons re Simon Headington signing the declaration.
19. Passed meeting dates for 2014 to UTE.
20. Looked into adjusting the standing orders and GLPC diary, in line with meeting frequency changes.
21. Purchased a GLPC owned printer.
22. Distributed wreaths/collection boxes.
23. Visited resident adjacent V hall re roof.
24. Passed Shakedown festival letter to Ashford PC.

166/13 To report on any items of correspondence received and agree any actions arising.

• 15/10/13 Aon. Fireworks displays, bonfires and beacons. Document to be circulated, with clear guidelines.
• 17/10/13 Grass verge, Station Rd. See 158.1
• 18/10/13 DALC. General circular. Noted.
• 18/10/13 DCC. Grit piles. See 158.5
• 23/10/13 PDNPA. Mushrooms – tree base. See 157.4
• 23/10/13 DDDC. Parish Precept 2014/2015. See 162/13
• 24/10/13 GLCC. Contract rec ground. See 156.5
• 28/10/13 DCC. Proposed bus stop marking – Bus shelter. A letter had been received from DCC to put a bus stop marking near to the bus shelter. The proposal was rejected for the following reasons; in the autumn winter months you would not see the line as it gets covered in leaves and mud; the visual impact – having no other markings on the edge of roads in the village and the line would have to be very long to be effective. Clerk to reply, with the above, PC suggesting a polite notice to be attached to the bus shelter, asking people not to park in the near/front of the bus shelter.
• 30/10/13 Clerks and Councils direct Nov 2013. Noted.
• 31/10/13 War memorials Trust. Caring for war memorials. Noted.
• 01/11/13 Cockertons. Signed statement of truth. See 160.1
• 04/11/13 Blackrock. Statement Holmemeal. Noted.
• 04/11/13 Allotment holder. Allotment plot. Holder giving up their plot. New allotment holder signed an agreement. There is still 1 person on the list.
• 04/11/13 Resident. Tree on recreation ground. See 156.3

167/13 Late items of correspondence.

• 07/11/13 Aon. Snow clearance. There was much discussion over this document. Clerk to contact Aon to clarify the position of the PC and to contact DCC if required.
• 12/11/13 Tennis club letter. See public comments and 156.2
• 13/11/13 DCC. Winter service. Clerk to pass information to UTE.

168/13 Date of next meetings.

Wednesday 8^th January 2014 at 7.30pm

Wednesday 12^th March 2014 at 7.30pm

The Chair closed the meeting at 9.19pm.

 

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