Council Meeting – 12th January 2022
MINUTES OF THE MEETING HELD ON
WEDNESDAY 12TH JANUARY 2021
IN GREAT LONGSTONE VILLAGE HALL
Present: Cllr Wendy Long (Chair), Cllr Rick Gooch (Vice Chair), Cllr Phil Barrett, Cllr Caroline Briggs, Cllr Simon Headington, Cllr James Cox, County Cllr A Sutton, UTE, 3 Parishioners and Sarah Stokes (Parish Clerk).
The Chair opened the meeting at 7pm
Public comments:
Biodiversity
Resident 1: PC to consider biodiversity on parish owned land; possibly in their tenders looking at; not too sure which land the PC own; consideration for an area on the perimeters of the rec, leaving a 2-yard boundary; asked if could mow less frequently to attract insects; PC being seen to do something leading to a community effort; decrease in hedgehogs due to dog proofing gardens/tidy gardens; need areas in margins for wildlife such as badgers;
Resident 2: Safety always an important matter to consider; areas would need cutting back once a year; resident 1 and 2 have the support of other parishes such as Tideswell.
PC: Went through the parish owned land; highlighted the two areas on Station Rd and Grisedale Rd with cultivation licences for areas of biodiversity (are not seen as eco as expected); 1 verge on Glebe Avenue was left, which looked a mess and led to being a safety issue; badger poo is an issue on the football field and has to be removed when the JFC play, consideration for seeds/ how areas be managed if on PC land; biodiversity seen as a good idea – West Green could be an option, although there is consideration for the neighbouring allotments; possibility to modify the mowing specs at some point to allow for biodiversity; field beyond the allotments wild – noted.
PC suggested that the above residents contact UTE with their biodiversity idea to gauge the initial support of the community, to dip their toe in the water, then come back and talk to the PC. The residents could also contact school as they do have wildlife areas.
The three residents left the meeting.
County Cllr Sutton: Raised that he would be emailing the PC regarding grants for the jubilee. Thanked Cllr Sutton for sorting the trees at Skew bridge. He is looking into grants for the cobbles project (Clerk asked for grant) and also the Pre school garden project. As and when grants are given, large cheques/photo would be part of this. With regards to Sunnybank – this work will be done, no timescale yet. If the PC wanted any 20 is plenty stickers, these are to purchase, not free.
Cllr Sutton left the meeting.
01/22 Apologies for absence from member. Apologies were received from Cllr Dan Cox and District Cllr Gamble.
02/22 Cllr John Shimwell. The Chair raised the passing of Cllr Shimwell who will be missed by one and all.
The question of an extra seat was highlighted, with interested parishioners to come along to a meeting as a first instance.
03/22 Declarations of interest. Cllr J Cox declared an interest in item 8 on the agenda. Cllr Gooch declared an interest in items 6.5 and 8.
04/22 Minutes of the meeting held on 10th November 2021. The minutes were proposed by Cllr Long and seconded by Cllr Gooch.
05/22 Coronavirus. No report.
06/22 Recreation ground
6.1 Playground. Noted awaiting work on Nellie springer and boat. PC inspection report – Cllr Headington reported that there is mud around some areas of the play area, due to use during the winter. Chair noted that the area looked tidier around the equipment, possibly due to the grass not growing.
6.2 Equipment for years 11+. Court resurfacing. Ongoing.
6.3 Cricket and football. Storage for goals/toilet facilities – Cllr Gooch reported that due to using the portable goals there is no rush to sort the storage out (the pitch not used often enough). With regards to the toilets the JFC have used the rec toilets on an adhoc basis (with the permission of the CC) whereby the JFC clean the toilets before and after. Item to be removed from the agenda.
Deep spike/wed and feed – there was much discussion on this subject, due to the costs. Noted that a deep spike and weed and feed are due, with the weed and feed being carried out in April last time.
6.4 Trees and other. Update on lower shoot work/ivy/elderberry work – awaiting contractor, due soon.
Please see 6.5 at the end of the minutes.
6.5 Mowing tenders 2022 – 2024.
To note this item was moved to the end of the meeting.
6.6 Deep spike/weed and feed 2022. Council may need to look at cheaper options. Noted that drainage is the big issue, not so much the need for weed and feed. Resolved to go with the current ones booked, and to review 2022, due to cost.
07/22 Village greens/village hall
7.1 Parking on village greens. Parking is becoming more of an issue due to more/larger cars. Clerk to do sign boards to fix near the war memorial location/ along with UTE highlighting this issue.
7.2 Xmas. Cllr Headington had circulated a review of the xmas eve event which was accepted by the Council and the PC resolved for the event to continue to take place. There were however some issues which arose on the night and these will need to be addressed before the event is staged again. A meeting will be arranged in July with the PCC/Band, to discuss a plan for the 2022 event and to iron out the various issues that arose this year. It was also resolved for the event to be discussed at the Annual Parish Meeting in May.
It was also noted, prior to the event, that water had penetrated the main supply box (where the lid had been dislodged!) and this required making safe by a qualified electrician. This box an the cherry tree box will need to be inspected/maintained during the summer months.
The Clerk had previously sent thanks to all involved in the event and in preparations leading up to it; Cllr Long, Cllr Barrett, Cllr D Cox, Cllr Briggs, Cllr J Cox, Cllr S Headington, Peter Thompson, Frank Hammond, Richard Carter, John Fawcett and Jimmy Long. UTE to make sure highlight their contribution.
To note cobble work awaiting contractor. Clerk has asked for a grant towards this from Cllr Sutton.
To note the VH are in the process of fitting a ventilation system in. (Noted that the contractor knocked a grill off the adjacent property).
The Clerk reported that a resident had slipped on the wooden edging on West Green path, for me to make the PC aware for the consideration of other residents.
Cllr Cox left the meeting at 8.08pm
8/22 Closed churchyard and cemetery
A Dalc (Nalc) briefing note had come to the attention of the Council, that explained that Parish Councils were not permitted to support projects relating to church buildings or land, unless there was a specific exemption in law.
This means that we are no longer able to provide support to the cemetery, though section 215 of the 1972 Local Government Act does provide specific a specific exemption that allows the Council to support the closed churchyard.
The quotes for the one 0ff work in the Closed churchyard were discussed. Clerk highlighted that that DDDC had replied ‘any additional works would need to be funded by the PCC or PC’. It was agreed that due to our current situation the PC cannot afford to fund this work at the current time. Clerk to write to contractors.
Cllr Cox re-joined the meeting at 8.17pm.
Cllr Headington suggested the PC notify the PCC that we are not permitted to provide support to the cemetery. Clerk to end a letter to St Giles PCC.
With regards to future burial space, Cllr Gamble had looked into this matter and had been advised that ‘DDDC has no legal obligation to provide or develop burial grounds for the use of Parish Councils. We do take this into account when calculating the space left at our burial grounds to help support the local need when others in Parish Council’s close’.
9/22 Footpaths and roads
9.1 Speeding/school signage. Noted that the new school signs are now installed, this taking approx. 3 years+. Clerk to chase the signage on the tarmac adjacent the sign and the new ‘Great Longstone’ sign at Mires end. Noted there is already new signage at the L Longstone end.
9.2 Junction at bottom of Church Lane/Main Rd. Clerk had chased DCC, no reply to date. Clerk asked to contact them again, suggesting a site visit.
9.3 Streetlighting/grit bins/bins. High cost of gritting was raised, it was noted that costs have gone up. Is it needed was questioned, Clerk highlighted that Main Street is a primary route, so gets gritted, however all the roads leading off do not get gritted by DCC. Clerk raised, have to ask ‘is it for the good of the village’. Clerk reported that following a request a new sign has been ordered for the ‘Great Longstone ‘sign at Thornbridge end of Station Rd (DCC).
9.4 Drainage issue Butts Rd/corner of Main Street. A resident had raised the drain issue in the location. Water/ice forms where there was a drain. Chair asked Clerk to look into this issue. Clerk had contacted DCC stating that there was a drain and that it has been tarmaced over (area sunken) and this issue did not occur when there was a drain. This being a safety issue. Clerk to chase this matter.
9.5 Update on work on Longreave Lane/Sunnybank/Cherpit Lane/Monsal Trail. Clerk reported that more work has been issued on Longreave Lane (DCC). No update on Sunnybank. No work planned on Cherpit at present. Awaiting work on path off trail at Skew bridge, Clerk raised that two rangers cover the whole trail. Graffiti under the Longstone Station bridge, Clerk to report to the rangers.
9.6 Builders yard (Moor Rd). Clerk to look into a tenancy for new tenants during coming months.
Cllr J Cox asked if the moss had been cleared from the path behind Harrow House. Clerk had requested this work, Clerk to physically check and report again if required, as had been slippery.
10/22 Council Administration.
10.1 Land registration. On-going.
10.2 Community Facebook and website. No report.
11/22 Financial matters.
11.1 Bank reconciliation 31 November 2021.
INCOME
Rent £26.00
Bank £0.13
EXP £6108.33
Unpresented: £200 Bakewell Band, T W Cox £180, S Stokes £112.69
Current a/c £1000
Deposit a/c £10,556.65
11.2 Bank reconciliation 31 December 2021.
INCOME
Reimbursables £3281
Bank int £0.11
EXP £366.69
Unpresented CHT £62.40
Current a/c £1000
Deposit a/c £13,471.07
11.3 Quarterly statement October 2021 – December 2021.
Burial £400
Rec £2780
Admin £903.33
Greens £2000
S137 £429.09
11.4 To accept and approve payments made since the last meeting.
T W Cox Maintenance £180
S Stokes Traffic Cones £112.69
CHT Defib phone £62.40
S Stokes Hi vis jackets £54.00
D W Turner Gritting £312.00
11.5 To accept and approve payments to be made.
Sarah Stokes Admin £835.20 (2 months)
Sarah Stokes Exp £204.50
Sarah Stokes Kualo £86.26 (email)
The payments were proposed by Cllr Long and seconded by Cllr Gooch.
11.6 GLPC Finances:
Cllr Headington reported on below:
11.6.1 General review. Highlighted the increased costs over the years such as Rospa, data protection, defib annual costs. We take on new projects where there may be grants, however the PC then ends up paying the on-going maintenance costs.
10.6.2 Review of income and expenditure for financial year 31 Dec 2022. Over a period of 7 years the PC has been averaging a overspend of £2,024 per year, this totalling £18K, with the main over spend being this year of £8,000. The expected income this year to be £23,700 with an expenditure of £32,000. Cllr Headington proposed no new spending until have looked at a budget.
11.6.3 Review of cashflow/budget to year end of financial year 31 March 2023, including projected surplus/deficit for the year. Next year’s precept was approved at the November 2021 meeting, with a 3% increase. In our budgets we need to be planning both for regular annual expenditure (i.e., grass cutting), longer term expenditure (i.e., Maintenance/replacement of play equipment) and have sufficient reserves for unexpected expenditure (i.e. an urgent maintenance issue relating to the structure of the village hall).
11.6.4 Impact of recent increase in inflation on projections for 2022/23. There will be pressure on the finances as costs go up.
It was proposed for Cllr Headington, Gooch and Long to do a budget/Control strategy (suggested by Cllr Gooch) to work to for the March meeting (to then use as an ongoing document). It was also resolved to allow more time within meetings to see how the budget/control strategy is developing. There is also consideration to raise the precept beyond the 3% increase next time.
It was also noted that whilst checking the amount available under Section 137 payments (£8.41 per elector) it was noticed that the number of people on the electoral roll in Great Longstone had fallen by 46 people (7.5%) from 617, in July 2016, to 571 in April 2021.
11.7 Methodist Chapel and also Leap project. The Cllrs discussed the letters received from both. It was resolved for Cllr Long to report back to the chapel that as in ‘cemetery’ the PC cannot fund towards a chapel project. Clerk to write to the ‘Leap’ project, unfortunately the PC do not have the funds for extra expenditure during this financial year, although the community project was seen as a good idea. The Clerk had directed both projects to other funds/organisations.
11.8 Holmemeal funds. Trustees propose £100 of funds to go to Bakewell and Eyam Community Transport. Cllr Headington explained the background to the funds. Clerk to raise a cheque for £100, this being funds separate to the PC. To look at options for the funds for the best return in future – Cllr Headington.
To update on allotment rents and reimbursable expenditure – all received to date. Clerk to send invoices for builders’ yard etc rents in Feb. Clerk to send in vat form in Feb. To note precept form sent in.
To look into vat digital (following a Dalc circular) for the March meeting, packages were discussed.
12/22 Planning.
Planning decision notice.
12.1 Barley Croft. Alteration and extension of an existing dwelling and associated external works. GRANTED.
Enforcement Appeal.
12.2 Thornbridge Hall. Reference ENF: 21/0034.Alleged breach – Erection of building, construction of driveway and car park. No update.
Planning application.
12.3 Stancil House. Barn Furlong. NP/DDD/1221/1413. To fit solar panels onto the rear elevation of the roof of our house.
Parish Council comments: No objections.
13/22 Police report. PCSO Boswell had reported a dog related matter and 2 public order crimes. It was also reported that there have been burglaries in outbuildings and vehicles stolen in nearby villages. Cllr J Cox stated Derbyshire Alert highlighted a vehicle stolen in Ashford.
14/22 Clerks report. Sent out mowing tender documentation; contacted contractor regarding cobble work; xmas eve- contact with Marshalls, purchased and distribution of Hi Vis and cones, arranged lights and tree help, liaised with band, liaised with PCC on carol sheets and buckets, signage and UTE insert, thank you to helpers and xmas tree donor; contractors regarding closed churchyard work; contacted Cllr Gamble – local fund; requested gritting over snowy weekend/ check re order grit supplies; looked into builders yard tenancy; amended dates on financial regs etc; sent precept form off; chased allotment rents; sent in reimbursable forms; contacted DCC – bus shelter debris, poo bin to empty, overhanging trees Skew bridge, clear drains etc.; replaced new battery CC Defib.
15/22 To report any correspondence received and agree any actions arising.
04/11/21 Blackrock. Update on investments. See finance.
11/11/21 County Cllr Sutton. Trees near Skew bridge. See public comments
12/11/21 DCC. Salt heaps. See roads.
15/11/21 DCC. Objects in the highway and licences (such as planters). Noted.
15/11/21 Charity Commission. Reminder of annual return. Actioned.
17/11/21 County Cllr Sutton. Drainage work Longreave Lane. See roads.
18/11/21 Cllr Gamble. Local projects fund. Numerous emails. Noted.
19/11/21 Cllr Gamble. Burial space provision – Great Longstone. See cemetery.
19/11/21 W.I. WI garden, West Green. Actioned by WI.
21/11/21 PCC. Quotes for vegetation/tree work and progress. Numerous emails. See closed churchyard.
22/11/21 Pre School. Local projects fund. Noted.
23/11/21 DDDC. Register of interests/Cllr – change. Noted.
24/11/21 Cllr Gamble. Burial Review committee. See cemetery.
24/11/21 DDDC. St Giles Closed churchyard. See closed churchyard.
24/11/21 Longstone School. Christmas eve signs. See xmas.
24/11/21 Holmemeal Trustee. Holmemeal Accounts for year ending March 2021. See finance.
25/11/21 PDNPA. Notification of Enforcement Appeal – Thornbridge Hall. See planning.
26/11/21 PDNPA. Notification of Enforcement Appeal – Thornbridge Hall. Copy of notice. See planning.
28/11/21 Resident. Noticeboard. Noted.
29/11/21 DCC. Minor maintenance claim. Actioned.
30/11/21 DDDC. Reimbursable Expenditure 2021/22. Actioned.
31/11/21. DCC. Applying for your child’s infant/primary school place 2022/23. Sent to UTE.
01/12/21 Cllr Sutton. Grit bin. Actioned.
01/12/21 Charity Commission. Annual return – confirmation of receipt of. See finance.
01/12/21 DDDC. Arrangement of payment for the reimbursable expenditure. See finance.
05/12/21 Peak Methodist Circuit. See finance.
05/12/21 Resident. Stored bunting – Queens platinum celebrations. Clerk to put QUEENS PLATINUM JUBILLE on March
agenda.
06/12/21 County Cllr Sutton. 20’s plenty stickers. See public comments.
06/12/21 PDNPA. Chief exec to step down and take on role at wildfowl and Wetlands Trust. Noted.
06/12/21 CH Trust. New battery. Actioned.
06/12/21 Resident. Xmas lights. Numerous emails. See xmas.
06/12/21 DCC. Dog poo bin. Actioned by DCC.
07/12/21 Resident. Notification of enforcement appeal – Thornbridge hall. Numerous emails. See planning.
07/12/21 Dalc. Newsletter December 2021. Noted.
07/12/21 HMRC. Employees tax code. Noted.
09/12/21 Dalc. Covid plan B for Town and Parish Councils. Noted.
09/12/21 Ashford PC. Website host. Passed details.
13/12/21 UTE. Numerous emails. Noted.
13/12/21 DDDC. Waste and recycling Christmas and New year. Noted.
16/12/21 Dalc. Budget news. Noted.
16/12/21 Dalc. Newsletter December 2021. Noted.
20/12/21 PCC. Marshalls. See xmas.
20/12/21 Bakewell Band. Xmas Eve. See xmas.
20/12/21 DCC. Station Rd work. 13 – 14 January 2022. Noted.
22/12/21 Police and Crime Commissioner. Budget consultation 2022/23. Noted.
22/12/21 Resident. Biodiversity in and around the village. The PC agreed that it is in favour of considering ideas related to improving bio diversity within Great Longstone.
22/12/21 Dalc. New course booking system. Noted.
22/12/21 DDDC. Precept forms. See finance.
27/12/21 PCC. Xmas Eve funds/thankyou. See xmas.
28/12/21 PCSO Boswell. Meetings/events. Sent details.
31/12/21 PCSO Boswell. December SNT newsletter. Noted.
04/01/22 DCC. Great Longstone sign, Station Rd. See roads.
16/22 Late items of correspondence.
04/01/22 DCC. Sign – opposite Thornbridge Manor. See roads.
07/01/22 Dalc. Meetings. Noted.
09/01/22 Dalc. January newsletter. A number of items investigated following this newsletter.
10/01/22 VHMC. VH insurance. Clerk highlighted that the hall is funded by the PC, however under the V H management committee name. Raised that due to a grant held by the VH, the PC may look for a contribution towards the insurance.
10/01/22 PCSO Boswell. Police report. See police report.
10/01/22 Clerks and Councils direct. Newsletter January 22. Noted.
11/01/22 Resident. Leap funds. See finance.
12/01/22 Dalc. Cemetery funds. See cemetery
17/22 Dates of next meetings. 9th March 2022, 11th May 2022 (Annual Meeting), 13 July 2022.
UTE left the meeting at 9.20pm for the PC to discuss the mowing contracts
6.5 Mowing tenders 2022 -2024. The following tenders were discussed: Various sites tender, closed churchyard and recreation ground.
Tender documents had been sent to 6 contractors, with the mowing contracts advertised in UTE, noticeboard and community website. Copies of tender documents were distributed to the Cllrs for the three-year contracts.
Cllr Headington proposed the following, seconded by Cllr Long, with all in favour:
Various sites tender – Bruno Cardona.
Closed Churchyard – William Brindley.
Recreation ground – William Brindley.
Clerk to write to those successful and unsuccessful.
Clerk also to write to the Cricket Club to thank them for all their hard work over the years. (To note the CC did not put in a tender).
The Chair/Vice Chair thanked Cllr Headington for all his work/attention to detail regarding finances/church etc. Cllr Headington thanked the Clerk for her extra input as well.
The Chair Closed the meeting at 9.40pm.
Sarah Stokes, Clerk to Great Longstone Parish Council, Longstone Byre, Little Longstone, Bakewell, DE45 1NN.
Tel: 01629 640851 Email: parishcouncil@greatlongstone.org
