Council Meeting – 14th November 2018

MINUTES OF THE PARISH COUNCIL MEETING
HELD ON 14^TH NOVEMBER 2018

Present: Cllr Wendy Long, Cllr Peter Thompson, Cllr John Shimwell, Cllr Phil Barrett, Cllr James Cox, Cllr Rick Gooch, 1 Parishioner, UTE and Sarah Stokes (Clerk).

Public comments. There were no public comments. Mr McGoverne had come to the meeting as had put in a letter of application to be a Parish Councillor.

The Chair opened the meeting at 7.33pm.

81/18 Apologies for absence. Apologies were received from Cllr Briggs whom has resigned from the Parish Council due to family commitments. Thank you to Cllr Briggs had been sent by the Clerk.

82/18 Declarations of interest. There were no declarations of interest.

83/18 Minutes of the meeting held on 26^th September 2018. The minutes were proposed by Cllr Thompson and seconded by Cllr Shimwell.

84/18 Recreation ground.

84.1 Playground. Ladder jumbo lander – Joiner starting to make this week. Elephant, taped up not to use, bolts on order with the engineer. Boat – it was proposed to gain quotes for the boat painting. Clerk to contact the joiner regarding 2 new caps and a post for the boat. Benches x 2 – Clerk to gain quotes for staining.

 84.2 Equipment for years 11+.  Fence work/supports. Awaiting contractor. No response from residents when consulted on court ideas, following UTE insert. Clerk to contact school regarding their thoughts/ health and safety aspects. Cllr Long to look at Up to date options available and prices. It was proposed by Cllr Long for the Clerk to ask B Cardona to trim the tennis court hedge to court height in February, seconded by Cllr Thompson.

84.3 Cricket and Football.

84.3.1 Football pitch drainage project. Cllr Long gave an update of the project; being 6K in the pot from funding; Applying for the Aviva grant; Cllr Long and Clerk attended another pitch inspection on site with representatives from the Derbyshire FA, DDDC and Grounds and Natural Turf improvement programme (no cost to the PC). The PIP report highlighted the following recommendations: to carry out deep spiking, soil analysis and a fertiliser programme, herbicide treatment and levelling for the undulations. The above ‘should adequately resolve the waterlogging issues along with improved maintenance practices. ‘Only after these works take place should pitch drainage be considered’.  There was much discussion on the above with the plan being to do drainage work, areas discussed;  £6k was for football pitch improvements;  contact those whom gave funds; identify how much above work would cost as looking at annual costs, using contractors other local clubs use, noted that the DDDC rep had experience of putting drainage in a new football field and now not working since not doing ongoing annual maintenance; should JFC fund some of costs; should the PC fund above for number of matches played; it was noted that the JFC under 12’s have Longstone as their dedicated home ground now; number of matched cancelled due to water logging, committing to spending year on year; pitch has improved due to dry summer. It was resolved for the Clerk to contact those who donated the funds with regard to looking towards doing what is recommended, also to ask the JFC for contacts from other clubs regarding spiking etc costs and to pass the pitch improvement plan (PIP) report to them.

84.3.2 Bench near Dales Housing end rec. Clerk to gain a staining quote for the bench. The residents of Dales Housing have asked for the PC’s support in contacting Dales Housing regarding the poor state of the trees near the properties. Clerk to contact Dales Housing.

84.3.3 Football goals. The goals being in a poor state both the posts and nets. It was resolved to look towards replacing the goals along the lines of last time, when the JFC organised and the PC funded 50%. Clerk to contact the JFC.

To note tree trimming work on rec following inspection, Clerk asked B Cardona.

85/18 Village greens.

85.1 Mowing tender. To note tender documents distributed and advertising actioned. Tenders to be discussed at January meeting. Advert to be removed from website due to widespread interest/UTE advert going in November edition. Clerk to action.

85.2 Xmas tree/lights for tree and trees and extension work. Clerk reported that the 24ft tree is ordered for the last week in November, all lights have been purchased and the electrical work is complete (thanks to T W Cox). With the tree’s lights being of a small pinecone design. Extra volunteers needed for tree and lights for first weekend of December, Clerk to remind. Clerk to re advertise for a tree donor, with a view to more than one resident funding the large tree. The VHMC have asked if they could use the tree lights for events/ would store the lights safely in the loft in the VH, PC in approval.

85.3 Noticeboards. Clerk to ask Joiner re options for new front for bus shelter area noticeboard. Cllrs to look at parish noticeboard condition.

85.4 Bench on post box green. Clerk to gain quotes for staining/painting/new slat of post box green bench and staining of Spring Bank green.

To note tree trimming work etc on greens following inspection, Clerk asked B Cardona.

To note allotment tenant of former water-logged allotment, reported the allotment to be a lot drier since the work has been done. A tenant has swopped plots, and a new agreement signed. A new tenant to sign the agreement. It was noted there is still a waiting list.

To note the loose kerb on the Cross green has been realigned by DCC.

86/18 Burial grounds. It was noted that new names have appeared on the lych gate, noted to be wardens of the church.

87/18 Footpaths/roads.

87.1 Streetlights/speeding/parking/verges. New Streetlighting ongoing, no new update. Clerk to report faulty streetlights on Glebe Ave and near the bus shelter. Speed gun training – Cllr Cox reported that 8 people attended the Village hall training from G and Little Longstone, with the speed gun being out of action. It was reported that the PCSO would accompany any on street activity. Clerk has sent signed forms from attendees to the PCSO.

87.2 Water problem. Longreave Lane/along from bridge. Clerk had chased with Cllr Twigg, no report.

87.3 Builders yard, Moor Rd. It was noted that the wall alongside the farmers track has a gap/ this is not the roadside. To monitor.

To note grit supplies actioned. Clerk chased grit piles on Moor Rd with Cllr J Twigg, 1 pile has been placed so far at the bottom of Moor Rd, Cllr Shimwell to look if other piles/Clerk to request further piles if needed.

It was noted that B Cardona is due to clear Bells Style footpath imminently.

88/18 Council Administration.

88.1 GDPR.

88.1.1 It was proposed by Cllr Long to adopt the revised privacy notice, seconded by Cllr Thompson, with the Clerk to make proposed changes. Clerk to put the notice on the website.

88.1.2 It was proposed by Cllr Barrett to adopt the revised records retention policy, seconded by Cllr Gooch, with the Clerk to make proposed changes. Clerk to put on the website.

Thank you went to Cllr Gooch for his help with the GDPR documents.

The Clerk reported that past minutes had been taken to Matlock records office, also document filing/disposal is being carried out by the Clerk. Clerk to look into archiving paper/and with email system.

88.2 Land registration. Clerk had been to the records office to look at specific documents regarding the fields off Moor Road, no further documents obtained. Clerk stated that land registry documents from the neighbouring property are required to look at the track, leading to one of the fields, Cllrs agreed to go ahead, with this being less than £50. Clerk to continue to gather the documents, along with rent information, with a view to passing this to a Solicitor to register the land.

88.3 To approve changes to the Financial Regulations, Standing orders, Code of Conduct and document retention policy (the later being approved as above). It was proposed by Cllr Long to approve the documents with no changes and seconded by Cllr Barrett. Clerk to adjust document dates only.

89/18 Financial matters.

89.1     Bank reconciliation for 31 September 2018.

INCOME
Rent                £10.00
Dividend          £31.63
Bank int           £1.25

EXP                 £1908.78                     No unpresented.

C/B on current a/c      £1000.00
C/B on deposit a/c      £31,237.64 

89.2     Bank reconciliation for 31 October 2018.

INCOME
Rent                £71.58
Bank int           £4.77

EXP                 £3749.58                     No unpresented.

C/B on current a/c       £1000.00
C/B on deposit a/c      £27,564.41

89.3     Quarterly statement July – Sept 2018

INCOME
Donations        £1100.00
Bank int           £4.23
Vat                   £825.10
Rent                £15.79
Dividend          £31.63

EXP
Admin              £2465.00
V greens          £1425.00
V hall               £5940.58
Burial g            £1410.00
Rec                  £1150.00
Sec 137           £326.20

89.4     To accept and approve payments made since last meeting.

Bakewell and Eyam CT. Donation     £175.00                       (Holmemeal funds)
Sarah Stokes. Xmas lights                 £300.74

89.5     To accept and approve payments.

Milford Feeds. Xmas tree                   £300.00
British Legion. Wreath                        £25.00
Sarah Stokes              Admin              £784.00
Sarah Stokes              Exp                  £113.43
D W Turner.                Grit.                £60.00
T W Cox                      Electrics v gr.  £597.60
T W Cox                      Church mow    £1410.00
Community Heartbeat phone rent       £124.80           2 years.

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

89.6 Precept. Following discussions at the last meeting, it was proposed by Cllr Long to raise the precept by 1%, seconded by Cllr Shimwell. Clerk to send precept form in.

To note Clerk sent invoices for allotment rents, 2 rents not received to date, for 2019 rent. Clerk to claim for reimbursable expenditure.

90/18 Planning matters. There were no planning matters on the agenda. Cllr Thompson raised drilling works being carried out on Longstone Edge opposite Scratta wood.  Clerk to write to P Park asking for an update/plan of works and also to look at parish boundary map.

91/18 Police report. PCSO Ian Phipps had reported 2 calls for service since 1 October, 1 for transport, 1 a suspicious incident, also a non-dwelling burglary.

92/18 Clerks report. Sent R Gooch’s disclosable pec, interests form to DDDC/website; UTE inserts on xmas tree, grant, court, mowing tender; FA site visit;, liaised with Cox’s on light work, inspection of land with Cllrs; asked JFC to remove nets; mowing tender documents sent out and adverts; liaised with Cllrs/those installing xmas tree and purchased lights for both tree and trees on long green; ordered xmas tree and wreath/poppy arrangements; arranged speed gun training with Cllr Cox and PCSO Phipps; liaised on streetlights with DCC;  contacted Cllr J Twigg on flooding; checked grit supplies and ordered more; visited records office – take minutes/information for land registration; adjusted Privacy policy document; sent allotment invoices out/update list; passed Holmemeal figures to Trustees; passed list of jobs to B Cardona from inspection.

93/18   To report any items of correspondence received and agree any actions arising.

• 02/10/18 RBS, Business banking switch. Noted.
• 02/10/18 DDDC. Notes of northern area community forum. Noted.
• 02/10/18 Bakewell and Eyam Community transport. Holmemeal funds. Noted.
• 04/10/18 DDDC. Community led housing briefing 13th November 2018. Noted.
• 12/10/18 Derbyshire County FA. Site visit 6th November 2018. See Rec.
• 18/10/18 Dalc. Circular 14. Noted.
• 27/10/18 Resident. Allotment. Noted.
• 27/10/18. Allotment tenant. Allotment vacancies. Noted.
• 27/10/18 Resident. Poppy boxes. Noted that the parish ended up with two wreaths this time/ complications with distributors, one given by the youths of the parish on this occasion.
• 28/09/18 DCC. Community involvement scheme. Noted.
• 28/09/18 British Legion representative. Wreath/poppy boxes. Noted.
• 01/10/18 Resident. Allotment plot. Noted.
• 02/10/18 Cllr Judith Twigg. Flooding skew bridge. Noted.
• 04/10/18 DCC. Streetlighting. See footpaths/roads.
• 05/10/18 Walker. Attack by cows. Noted to be a number of incidents in both Great and Little Longstone.
• 08/10/18 PDNPA. Duke of Edinburgh feedback questionnaire. No reply to be sent.
• 11/10/18 PCSO Phipps. Speed gun training dates. See footpaths/roads.
• 12/10/18 Longstone School. Tag rugby October 25th 2018. Noted.
• 12/10/18 Derbyshire Constabulary. Parish Councillors evening 15th October 2018. Noted.
• 16/10/18 Milford feeds. Xmas tree order. See village greens.
• 22/10/18 DCC. Vegetation below church wall, roadside. Looking to remove weeds, no action to date.
• 30/10/18 Sports England. Annual update on facilities. Clerk reported update of facilities.
• 30/10/18 PDNPA. Review of protected landscapes. Noted.
• 31/10/18 PDNPA. Keeping informed. Noted.
• 02/10/18 DDDC. 2019 Parish Council elections. Noted.
• 05/11/18 DCC. Applying for your child’s infant/primary school place 2019-20. Passed to UTE.
• 05/11/18 Clerks and Councils direct November 2018. Noted.

94/18 Late items of correspondence.

• 03/11/18 Resident letter of application. Parish Councillor. Mr Dan McGoverne to be co-opted on to the Parish Council at the January meeting. Clerk to pass relevant forms/guides.
• 05/11/18 Blackrock. Investment. Noted.
• 08/11/18 Cllr J Twigg. Water works 14 – 16 November 2018 Church Lane. Noted.
• 08/11/18 PPPF. AGM minutes. Noted.
• 13/11/18 Derbyshire FA. Pip report. See recreation ground.
• 13/11/18 Cllr Caroline Briggs. Letter of resignation.

95/18 Date of next meetings.

9^th January 2019                     13^th March 2019

The Chair closed the meeting at 9.02pm

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