Council Meeting – 14th May 2025

Thursday 8th May 2025

To All Members of the Parish Council

You are hereby summoned to attend the Annual General Meeting of Great Longstone Parish Council which will be held on Wednesday 14^th May 2025 in the Village Hall, Church Lane, Great Longstone DE45 1TB, commencing at 7.00pm, for the purpose of transacting the following business.

Yours faithfully

Simon Headington
Clerk, Great Longstone Parish Council
clerk@greatlongstone-pc.gov.uk
www.greatlongstone-pc.gov.uk

Agenda

1. Apologies for absence from members.
2. Election of Chair
3. Election of Vice Chair
4. Delivery by Chair, Vice Chair and councillors of their declarations of acceptance of office;
5. Declarations of disclosable pecuniary interest relating to items on the agenda.
6. To Approve Minutes of the meetings of:
   6.1 12^th March 2025
   6.2 1^st April 2025
   6.3 16^th April 2025
7. Suspension of Standing Orders for no more than 15 minutes to allow for public comments
8. Resume Standing Orders
9. Discussion of Confidential Matters: (Public Bodies (Admission to Meetings) Act 1960 S1(2))
   To determine which items, if any, from the agenda should be taken with the public excluded. If the Parish Council decides to exclude the public, it will be necessary to pass a resolution in the following terms: “to consider a resolution under the above act to exclude members of the press and public in order to discuss item number …” This item will then be discussed with press and public excluded.
10. Allotments Update
    Following the extra-ordinary meeting of the Council, held on 16^th April, additional testing for Lead, Arsenic and Cadmium in 30 soil samples and 1 water sample has been undertaken, thanks to the support of the employer of an allotment holder. It is possible that the results will be available at the meeting, at which point an action plan can be agreed.Proposal (1): Authorise expenditure of £167.71 plus VAT for the above tests.Proposal (2): Next steps to be agreed following consultation on the results of the tests
11. Appointment of any new committees, confirmation of the terms of reference, the number of members (including, if appropriate, substitute councillors) and receipt of nominations to them.
    11.1 Staffing Committee – To discuss if the Council wishes to establish a Staffing Committee
12. Review and adoption of updated standing orders
    To approve updated standing orders based on NALC 2025 model document. See Appendix A.
13. Review and adoption of updated financial regulations
    To approve updated financial regulations based on NALC 2025 model document. See Appendix B.
14. Review of representation with external bodies and arrangements for reporting back.
    14.1 Great Longstone Village Hall (Charity Number 1048410)
    14.2 Longstone Area Sports and Recreation Association (Charity Number 1209659)
    14.3 Holme Meal Trust (Charity Number 256506)
15. Neighbourhood Plan Steering Committee
    15.1 Update on progress with establishing a Steering Committee
    15.2 Proposal to adopt the Appendix H – Terms of Reference for the Steering Committee
    15.3 Nomination of representatives of the Parish Council to the Steering Committee
16. Review of inventory of land and assets.
    16.1 Principle Assets include:
    16.1.1 Outrake Quarry (Field 7340) (1.34 acres)
    16.1.2 Field 6552 (0.57 acres)
    16.1.3 Guilders (Builders) Quarry
    16.1.4 Village Greens (Reg DY482175)
    16.1.5 West Green & Allotments (Reg DY318854)
    16.1.6 Recreation Ground (Reg DY461279)
    16.1.7 Tea Hut & Pavilion (Leased to LASRA)
    16.1.8 War Memorial (Grade II Listed Ref 1158480)
    16.1.9 Market Cross (Grade II Listed Ref 1334973)16.2 Full List in Asset Register to be reviewed in the meeting. – See Appendix C
17. Review and confirmation of arrangements for insurance cover in respect of all insured risks.
    Insurance is due for renewal on 1^st June 2025. Recommend that the Council remain with Zurich Insurance, which includes £12,000,000 Public Liability and £10,000,000 Employers Liability.
    Premium has remained unchanged at £695, inclusive of £74.47 Insurance Premium Tax.
18. Review of the Council’s and/or employee’s memberships of other bodies.
    18.1 Derbyshire Association of Local Councils (membership = £328.71 per annum)
    18.2 Peak Park Parishes Forum (membership = £12.00 per annum)
19. Review the Council’s complaints procedure
    Version 1.2 Dated 14 May 2025 (Last reviewed Jan 2025 (V1.1). Recommend no changes.) See Appendix D
20. Update Records Retention Policy
    Change retention of Insurance Policy Details to “indefinite” as recommended in Internal Audit Report (see Item 29 / Appendix E).
21. Setting the dates, times and place of ordinary meetings of the full Council for the year ahead.
    Discuss whether or not to keep the meetings at once every two months, or to increase frequency to monthly (excluding August). Pattern below is based on the 2^nd Wednesday of the month.

    Date	Status	Comments
    Wed 11th Jun 2025	Additional
    Wed 9th Jul 2025	2 Monthly pattern	Already scheduled
    Wed 10th Sep 2025	2 Monthly pattern	Already scheduled
    Wed 8th Oct 2025	Additional/monthly pattern
    Wed 12th Nov 2025	2 Monthly pattern	Already scheduled
    Wed 10th Dec 2025	Additional/monthly pattern
    Wed 14th Jan 2026	2 Monthly pattern
    Wed 11th Feb 2026	Additional/monthly pattern
    Wed 11th Mar 2026	2 Monthly pattern
    Wed 8th Apr 2026	Additional/monthly pattern	(Easter is Sun 5th April)
    Wed 29th Apr 2026	Annual Parish Meeting
    Wed 13th May 2026	2 Monthly pattern	Annual Meeting

22. Report from Proper Officer to the Council
    22.1 Organised 2 extra-ordinary meetings of the Council and the Annual Parish Meeting
    22.2 Work connected with potential heavy metal contamination of the allotments
    22.3 Worked with Cllr Douglass on arrangements for Neighbourhood Plan meetings
    22.4 Confirmed participation in Public Rights of Way Minor Maintenance Agreement 25-26
    22.5 Submitted application to Better Derbyshire Dales Fund for £1,950 for MUGA Project
    22.6 Worked on draft benches policy
    22.7 Outstanding/Ongoing tasks
    22.7.1 Land registrations: Name/address changes with solicitor. Investigations relating to the Field and Quarry with Clerk
23. Recreation Ground
    23.1 Annual Inspection of Play and Exercise Equipment
    Report available. No “Red” issues this year.23.2 Tennis Court Resurfacing Project
    Funding: Applications to National Lottery and Sports England have been unsuccessful. The back-up plan is for GLPC and Little Longstone Parish Meeting to each pay £6,000 from their reserves, leaving the balance of £5,350 to find through community fundraising efforts. An application for £1,995 (to cover the painting/colouring) elements of the costs has been submitted to the Better Derbyshire Dales Fund.Start Date: Note that site meeting with contractor scheduled for morning of 14^th May and work should start shortly after this.23.3 Rules for safe use of the Recreation Ground

    Proposal: That the Clerk be instructed to draw up, in consultation with LASRA, a recommended set of rules for the use of the recreation ground.

    The idea is that to formalise “rules” that already exist, but are not documented, such as prohibitions on golf and archery.

24. Longstone Village Week Update (12^th to 20^th July 2025)
    Update
25. Planning Applications (Right of notification – Town and Country Planning Act 1990, Sch 1 Para 8)
    26.1 Recent – for information
    NP/DDD/0325/0219 – Alterations and Side Extension, 22 The Meadows, Grisedale Road West – Granted
    NP/DDD/0325/0194 – 73 application for the removal of condition 2 on NP/DDD/0197/002 – 1 Glebe Court, Glebe Road, Great Longstone
    26.2 New, for consideration in meeting
    None
    26.3 Enforcement Notices
    ENF: 24/0143 – “Breach of Condition” of Condition 20 of planning permission NP/DDD/0805/0818. PDNPA currently have nothing to report other than the deadline for compliance is now set as being 30^th June 2025.
26. Community Right to Bid (Localism Act 2011 Ch3 S87)
    Report / Update from Cllr Douglass
27. Community Engagement through Email
    The new IT system has functionality for managing Email Lists. We are currently on the “free” version but the proposal is to move to the “Standard” version which will cost £28/year (for up to 500 contacts). We currently have 95 people on the community mailing list and aim to start developing this and sending out regular updates on the Neighbourhood Plan and other village news. The aim is that this will complement our existing channels and it form part of a wider Community Engagement Strategy.
    Proposal: To sign the Parish Council up to the Zoho “Campaigns” email module, through our current IT suppliers Parish Online.
28. Training for Councillors and Staff
    Cllr Hornsey attended the DALC Councillor Essentials course.
29. Report of Internal Auditor

Full Report is in Appendix F.

30. Approve Annual Return
    See Appendix G.
31. Financial Matters
    31.1 Year End Reserves 2024/25

31.2 Movement of Reserves
31.2.1 The £400 in the “Playground Equipment Reserve” was for the Birds Nest Swing purchased in April 2025. Therefore, propose that this Reserve to be moved to General Fund.
31.2.2 The £6,000 Tennis Court Resurfacing Reserve will be needed to pay the contractors bill in June, so propose that this Reserve to be moved to General Fund when the invoice comes due.

31.3 Bank reconciliations – as at 30^th April 2025.

Total cash available £41,989.94 (includes estimate of bank interest for April). Balances to be checked by a councillor against bank statements. See Appendix I

31.4 Budget review
To review budget document.

31.5 Account Signatories
Cllr Stevie Hornsey still to be added to Unity Account
Propose that Cllr Wendy Long be removed from all accounts

31.6 Income since March meeting

In Financial Year ending 31^st March 2025

• Agricultural Rents £230.42 (25^th March)
• VAT Refund £1,243.26 (28^th March)
• Quarry Licence Fee £233.69 (various in March)
• Bank Interest £15.75 (31^st March)

In Financial Year ending 31^st March 2025

• Quarry Licence Fee £39.35 (2^nd April)
• Holme Meal Charity Income £23.72 (222nd April)
• Precept £22,880 (25^th April)
• Bank Interest £14.94 (30^th April)

31.7 To accept and approve new payments:

32. Items of Correspondence
32.1 Request from family of a former resident for a plaque on a bench (email 30/03/25)
32.2 Email from DDC about Locality Funding available. Closing date 6th June 2025 (email 30/4/2025)

33 Items of Late Correspondence

34. Items from Councillors for information: (Note that anything that requires a decision to be made must go onto the agenda of a future meeting for discussion and agreement)

35. To note forthcoming meetings

Dates of next Parish Council meetings:
* 9th July 2025
* 10th September 2025
* 12th November 2025

Date(s) of Neighbourhood Plan Steering Committee Meeting(s)
* 4th June 2025