Council Meeting – 13th May 2015

MINUTES OF THE ANNUAL PARISH COUNCIL MEETING
HELD ON 13^TH MAY 2015
IN GREAT LONGSTONE VILLAGE HALL AT 7.30PM

Present: Cllr  Wendy Long, Cllr Peter Thompson, Cllr Caroline Briggs, Cllr Phil Barrett, Cllr James Cox, Sarah Stokes (Clerk), 5 parishioners and UTE.

Public comments.

Resident 1. Speaking on behalf of GLCC stated that there is no such thing as an agreement with B and L Junior FC. If the FC want to use their facilities they let them know with a small charge. Not heard from the club.

Resident 2. Spoke regarding the planning application for Small Mead. The resident asked that the PC look at the sparse plans, where there will be changes to the mains drains/sewers for the large extension. The mains sewers come up to the boundary fence. The property is higher than the property next door, which there has been no consideration for. The resident is finding it difficult to relate to the plans and disappointed in the applicant who said they would talk through the plans with them.  The resident asked that the PC go and have a look at the site, before making a decision.

Resident 3. The resident asked if the PC can define ‘equipment for older children’ on the agenda, define the age group.

The Chair opened the meeting at 7.33pm.

31/15 Apologies for absence. There were no apologies for absence.

32/15 Declarations of business interests.

Cllr Cox declared an interest in items under ‘Playground’ and ‘Maintenance’.

33/15 Minutes of the meeting held on 25^th March 2015.

The minutes were proposed by Cllr Briggs and seconded by Cllr Cox.

34/15 Election of Chair. Cllr Thompson proposed Cllr Long seconded by Cllr Cox.

35/15 Election of Vice Chair. Cllr Long proposed Cllr Thompson, seconded by Cllr Briggs.

36/15 Disclosable pecuniary interests.

The Cllrs duly signed the form. Clerk to forward to DDDC/website.

37/15 Recreation ground.

Cllr Cox left the room at 7.40pm

37.1 Playground.  3 Quotes for staining equipment and noticeboard (including gate at top of sunnybank and benches as specified) were discussed at great length. Job went to the middle priced contractor, with the proviso that the work be completed prior to the commencement of the school summer holidays, with all in favour. Clerk to inform contractor.

Cllr Cox re-joined the meeting at 7.50pm.

Cllr Thompson to inform Clerk of black cap/cover sizes to order. Clerk to order a small packet, with all in favour. The caps cover the bolts, to preserve the bolts.

To note moss treatment has been carried out on both the play areas and tennis court. Clerk to ask B Cardona for details in writing of the treatment used/information  on evacuation time.

To note Rospa inspection booked in for May.

To note further painting required to pirate ship, to go on next agenda.

37.2 Equipment for years 11+.

There was much discussion on the use of wording for the ‘other areas’ of equipment and following the APM. Resolved to be worded as above.

Cllrs to look further into gym equipment/table tennis table, with a view to this being on the tarmac area (to be funded by donations).

Cllr Long reported that the trial was assessed at the last meeting, nothing further to report.  The Cllrs discussed the lines for the court, with the costs being £340 to prepare the ground and £540 for the lines. The school have stated that £250 be put towards the costs. It was resolved that Cllr Long to go ahead with the contractor doing the work asap to work around the half term holiday,also with proof of a 3 year warranty. This was proposed by Cllr Briggs and seconded by Cllr Thompson. Moveable netball posts to go on court on completion of the lines.

To note removal of old netball post and filling in holes on tarmac area still to be actioned. Cllr Long to organise.

37.3 GL Cricket Club Baslow and Longstone Junior FC.

A letter was received from GLCC, regarding PC representation on their committee/committee information, also an ‘agreement’ regarding the hiring of facilities from Baslow and Longstone JFC. It stated that there had been no formal response from the FC, following a number of communications, therefore GLCC drew the conclusion that they no longer wish to hire the facilities. The Cllrs had much discussion over the following; the 1984 agreement and no cancellation by either party, an agreement helps people to use the facilities; water supply on/off; line machine; cricket on a Sunday and applying to each new Council,  annual fees, 1921 agreement intented as a recreation ground/boundaries.  It is the PC intension to get as many people as possible to do as much as possible in the village. It was resolved for Cllr Barrett to go on the GLCC committee as a PC representative, Clerk to inform GLCC.  PC to invite the Cricket Club to an informal meeting to discuss all previous agreements, with a view to forming a new/up-to-date agreement. Clerk to arrange meeting.

37.4 Maintenance. See  37.1

38/15 Village Green.

38.1 Lease for trees on verges near bus shelter. (expires July 2015). Ongoing.

38.2 Tree seat and path West Green.

The Clerk reported that a resident has offered to pay for the tree seat/delivery and installation costs. Any materials for below the seat could also be donated, if required. Guarantees for TDP had been circulated to all Cllrs. Resolved for Clerk to order the bespoke tree seat/contact resident, however with clarification that the seat can be installed on the current surface. This was proposed by Cllr Long and seconded by Cllr Briggs. Memorial plaques /progress of seat to go on next agenda.

Cllr Cox to look into suitable materials for the path, to bring samples to the next meeting.

38.3 Tree work. Trees on village cross and long green.

Clerk reconfirmed that a ‘Crown lift’ is required to the specific trees. Clerk to go ahead and gain quotes for a crown lift.

To note tree work behind scoreboard carried out.

38.4 Allotment structures. There was much discussion of sizes/heights, of polytunnels, fruit cages, and structures generally.

The meeting was closed at 8.45pm

The meeting re opened at 8.47pm

It was resolved that the Clerk inform the tenants when the next rents are due that the wording on the tenancy agreement will change to:

5 F, ‘The tenant shall not erect any buildings or other structures on the allotment garden, without first obtaining written consent of the Council’.

39/15 Burial grounds. No report.

40/15 Footpaths/roads.

40.1 Verge. Station Rd. The Clerk had chased DDDC re the verge. Cllr Cox reported that work had commenced.

40.2 Streetlights/speeding, parking underbridge nr Longreave Lane, blockage on Station Rd and Croft Rd telephone cover.

It was reported that a streetlight is faulty on Croft Rd, Clerk to report.

There was much discussion over the parking nr to the bridge, near Longreave Lane on the Ashford side. Resolved for the clerk to contact DCC/PDNPA once again regarding this issue.

Clerk to report the blockage again on Station Rd, not resolved, also to contact BT to remind them regarding the replacement cover required on Croft Rd.

40.3 Telephone box defibrillator machine. No report.

40.4 Green in front of Harrow House. There was much discussion over the state of the green where lorries drive over the corner. The Cllrs discussed; White Lion delivery’s entering from the other side; put back the area which has benches on, as a thoroughfare, as a opposed to being blocked; pub used to let the village house the recycling facilities on their car park; pass the issue to highways, as the piece in front of the White Lion is not PC owned land, but DCC; concerns over the damage on green area’ grass matting on corner/cobbles. It was proposed by Cllr Thompson for the Clerk to write to Robinsons Brewery, seconded by Cllr Long, raising the concerns about the damage done to the corner of the green and informing them that the area in front of the pub is a public highway

40.5 Willows, unauthorised footpath. Cllr Cox reported on a ‘footpath’ being created across a field towards the willows. This was stated as to be dealt with by the landowner.

40.6 Disabled access. Cllr Briggs reported on restricted access through a number of routes in the village, for the less abled bodied. These being a lack of dropped kerbs, pot holes near styles and narrow styles, not permitting disabled access (photos of these were distributed to the Cllrs). It was stated that there should be good access for all. On inspection of these restricted areas it was also noted by Cllr Briggs that an area of walling  (on the rec),nr  to the stone plagues is in a state of disrepair as are the stone plaques (to be put on next agenda).  Resolved for the Clerk to arrange a site visit with the ‘Accessibility ‘ Officer at PDNPA, for the Clerk and Cllr Briggs.

41/15 Council Administration.

41.1 Land registration of village hall. Ongoing.

41.2 Clerk. Filing, archiving. Ongoing.

41.3 To review risk register. Resolved for no changes to be made to the register.

41.4 Equal opportunities policy. Cllrs adopted the policy, in line with Dalc recommendations.

41.5 To set date for annual inspection of Council owned land. A date for September to be confirmed at the next meeting.

42/15 Financial matters.

42.1 Bank Reconciliation 31 March 2015

INCOME                      war stock                     £0.96
Vat refund                   £418.86
Rent                            £155.36
Blackrock div              £31.63
Bank int                       £1.44
Redeemed con stk      £109.20
Conversion stk            £1.53

EXPEN                                                            £1,303.03

UNPRESENTED         pppf                             £16.00 + £12.00
B Cardona                   £150.00
DALC                          £25.00  + £25.00  + £234.06
Zedcore                       £79.20

Closing balance on current account £1,000.    Closing balance on deposit account £31,967.76

42.2 Bank Reconciliation 31 April 2015

INCOME                      precept                        £16,769.0
Rent                            £76.36
Bank int                       £1.30

EXPEND                                                         £525.00

NO UNPRESENTED

Closing balance on current account £1,000.   Closing balance on deposit account  £48,289.16

42.3 Quarterly statement as at 31 March 2014

INCOME                      rents                £147.16                       EXPEN            admin              £1,966.38
Invest              £141.79                                               donations            £460.00
Bank int           £4.16                                                   v hall               £1,650.00
Vat                   £418.86                                               v greens            £9.06
Footpaths            £340.00
Vat                   £444.69
Sec 137            £212.43

42.4 To accept and approve payments

Aon – Council insurance.                    £872.77
Sarah Stokes –  Admin                       £743.20
Sarah Stokes –  Exp                          £37.50
B Cardona – moss spraying               £60.00

The payments were proposed by Cllr Long and seconded by Cllr Long. To note the Clerk to await a quote for V H insurance from Aon , before paying the above amount, as the above cost may be reduced if the quote is favourable.

42.5 To approve the accounts for year 2014/2015 and audit report.

The Clerk distributed copies of the receipts and payments account, balance sheet, bank reconciliation and significant variances. The receipts and payments show a comparison with the year before. The Chair duly signed the Annual return and the Cllrs approved the accounts with all in favour. Clerk to send information to external auditor by 8^th June.  To note the internal audit has been carried out by West and Foster.

42.6 To note rents received. Awaiting one rent.

42.7 To note consideration of new mowing tenders for 2016. Noted.

43/15  Planning matters.

• Planning consent notice. NP/DDD/0814/0810. Advertisement consent for a single post and panel directional sign. Field adjacent Station Rd. GRANTED.
• Planning consultation. NP/DDD/0315/0238. Nirvana, Furnall Avenue, Single Storey extension.

PC comments sent in: ‘ No objections’.

• To note appeal. Land at Five Acres Farm, Narrow Gate Lane, Wardlow. Clerk fixed notice up.
• Planning consultation. NP/DDD/0315/0259. Barley Cross, Church Lane. Demolition of flat roof extension and construction of accommodation for dependent relatives and lean-to extension to provide kitchen/diner.

PC comments: The Parish Council have concern over the scale of the extension and not on designated development land.

• Planning consultation. NP/DDD/0415/0304. Valley House, The Mires. Proposed single storey extension.

PC comments: No objections.

• Planning consultation. NP/DDD/0415/0380. Laburnham House, Main St. Listed building consent – extension. NP/DDD/0415/0377. Listed building consent – repairs to doors and windows and replace surrounds. NP/DDD/0415/0379. Extension to dwelling.

PC comments (for all three applications): No objections.

To note a letter was received in addition to this from P Peak with regards to the applications.

• Planning consultation. NP/DDD/0515/0390. Small Mead, Station Rd. Extension to dwelling.

Clerk asked to write to PDNPA requesting further drawings be made available showing clearly the boundaries and adjacent properties. To also inform them that work has commenced and that the plans will be discussed at the next PC meeting, on receipt of this information.

44/15 Police matters and neighbourhood watch.

The Clerk reported that there have been reporting’s of lead being stolen from local church roofs. The Clerk had met up with PCSO Ian Phipps the Community Support Officer, information regarding this meeting had been circulated.  PCSO  Phipps intends on coming to the next meeting. The Clerk has also signed up to ‘Derbyshire Alert’ as recommended.

45/15 Clerks report. 

1. Booked Rospa inspection.
2. Asked B Cardona to spray moss and tree work on tree on rec.
3. Looked into allotment structures.
4. Sent a letter to GLCC.
5. Liaised with Chair on court re lining.
6. Contacted the tree seat manufacturer for quote/plus installation.
7. Requested quotes for tree work.
8. Chased DDDC re footway Station Rd, opposite Thornbridge Manor.
9. Reported blockage on Station Rd drain, again.
10. Wrote to White Lion re green in front Harrow House.
11. Added VH to register of assets/looked into insurance document.
12. Ensured election notices displayed.
13. Prepared for the audit, gathered a large number of documents/finances.
14. Chased outstanding rents.

46/15 To report any items of correspondence received and agree any actions arising. 

• 26/03/15 TDP. Tree seat quote.  See 38.2
• 31/03/15  Dalc. 09/15 circular. Noted.
• 30/03/15 Bakewell and Eyam Community Transport. Thank you. Noted.
• 30/03/15 Grant Thornton. 2014/2015 Audit. What to do now. Noted.
• 30/03/15 Resident. Bespoke tree seat.  See 38.2
• 31/03/15 DDDC. Elections Noted.
• 31/03/15 White Lion. Village green. See 40.4.
• 01/04/15 DCC. Derbyshire and Derby Minerals Local plan. Noted.
• 10/04/15 DDDC. Elections and notices of poll. Noted.
• 11/04/15 PCSO Ian Phipps. Meeting with Clerk. See 44/15.
• 15/04/15 DDDC. Elections. Statement of persons nominated and notices. Clerk displayed notices. Noted.
• 15/04/15 DALC. Circular 11/2015 and Councillors welcome pack. Noted.
• 15/04/15 DCC. Rights of Way maintenance agreement 2015/2016. Clerk to return form.
• 19/04/15 PCSO Ian Phipps. Community speed watch. Noted.
• 20/04/15 PDNPA. Dales area parish ballot 2015. Noted.
• 21/04/15 Contractor. White lines on court quote. See 37.2.
• 22/04/15 PDNPA. Scoping opinion consultation. Longstone edge west. Noted.
• 24/04/15 PDNPA. Laburnham House, Main St. Revised scheme. See 43.6.
• 24/04/15 DDDC. New Council arrangements. Noted.
• 27/04/15 DCC. Free record keeping event. Noted.
• 27/04/15 Dalc. Circular 12/2015. Noted.
• 27/04/15 The planning inspectorate. Appeal Five Acres Farm, Wardlow. See 43.3.
• 27/04/15 Grant Thornton. Reminder to submit annual return. Noted.
• 27/04/15 DDDC. Election. Noted.
• 29/04/15 PCSO Ian Phipps. Governance meeting 27^th May 6pm, Children’s Centre, Bakewell. Noted.
• 01/05/15 Surfacing contractor. Lines on court. See 37.2.
• 04/05/15 Clerks and Councils Direct. May 2015. Noted.
• 04/05/15 Premier Gas. Building regs. gas cert – Village hall boiler. Noted.
• 04/05/15 Blackrock. Statements for Holmemeal Charity. Noted.

47/15 Late items of late correspondence.

• 09/15/15 FieldTenant. Transfer of name. Clerk to look into tenancy agreement.
• 11/05/15 Dalc. Circular 13/2015. Noted.
• 11/05/15 Dalc. Co-option. Noted.
• 12/05/15 GLCC. Various. See 37.3
• 13/05/15 Village Hall Committee member. Fire extinguisher checks.  A  member requested that the PC look into regulations regarding professional servicing of fire extinguishers within the VH. It was resolved for the VH to carry out paid annual checks.

GLVHMC also requested that the PC purchase a  baby ‘changing table’   to go in the disabled toilet. Clerk to purchase at approx. £110.00 plus vat, with all in favour.

VH outside pump to go on next agenda.

To note the VH looking into a possible new kitchen.

48/15 Date of next meetings.

8^th July 2015, 9^th September 2015 and 11^th November 2015.

The Chair closed the meeting at 10pm.

 

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