Council Meeting – 26th September 2018

MINUTES OF THE PARISH COUNCIL MEETING
HELD ON 26^TH SEPTEMBER 2018

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

Public comments. There were no public comments. Mr McGovern had come to the meeting with a view to be co opted as a Parish Councillor.

The Chair opened the meeting at 7.33pm.

64/19 Apologies for absence. Apologies were received from Cllr Briggs.

65/18 Declarations of interest. Cllr Cox declared an interest in item 6.1 on the agenda, mowing tenders.

66/18 Minutes of the meeting held on 11^th July 2018. The minutes were proposed by Cllr Long and seconded by Cllr Thompson.

67/18 Co-option. The Chair welcomed Rick Gooch to the team of Cllrs. Clerk in receipt of Cllr Gooch’s Disclosable pecuniary interests form (copy to be displayed on the village website and sent to DDDC).

68/18 Recreation ground.

68.1 Playground. A quote has been accepted for the replacement of a new ladder for the jumbo lander, being below £300.  It was noted that the steps on the boat need to be looked at on the inspection. JWL Engineering will be fitting new bolts to the elephant. The swings were noted as, to be raised in the Rospa report, also that they are being left in a twisted state, which can then be disentangled.

68.2 Equipment for years 11 +.

68.2.1 Fence work/supports on court; there was much discussion on the poor state of the court surround, areas discussed were: mending struts raised by Rospa, looking at funding to replace entire outside, noise considerations if look at other court types, replacing timber surround, involving the parish in what they want, looking at funding options and court surrounds. It was proposed for the Clerk to do an insert for UTE, consulting the village, to ask the parishioners for suggestions for the court surround. Cllr Long to look into costs/options. For JWLong to go ahead with the support steel work as planned, being a temporary measure.

68.2.2 Basketball nets. Thankyou to Cllr Cox for putting the new heavy-duty nets up.

68.2.3 Tennis net removal. It was noted that the nets are being kept in the storage facility when not in use.

68.3 Cricket and Football.

68.3.1 Holes on the football field have been filled by B Cardona. The goals were discussed, support poles and nets. It was resolved for the Clerk to ask the JFC if they could remove the nets in between games/training, to be stored in the right-hand side of the storage unit.

68.3.2 Drainage project. Clerk reported that £500 had been received as a grant from DCC (Action grant).  Funds stand at £5950, plus £200 Judith Twigg on receipt of all funding, also materials from Markovitz. Cllr Long reported that that the FA match funding grant (asked for £6k) had not been successful at this point, as the inspection report had referred to ‘undulations’, not water logging. Cllr Long working with the FA to look into the options with this. Cllr Long to contact the FA early October, to see if there is any progress. Clerk has written to T W Cox regarding the penalty clause, stating that it is the PC delaying the project, not T W Cox, therefore the penalty clause does not apply. Cllr Long reported that there are deadlines for some of the grants given, at which point the funds will be taken back.

To note to go through the Rospa report at Land inspection.

69/18 Village greens.

69.1 Mowing tenders for a 3-year contract from March 1^st 2019. The Cllrs went through the following documents; Various sites within Great Longstone, Recreation ground and closed churchyard. Clerk to make amendments accordingly. Clerk reported on Dalcs recommendation of advertising in UTE, noticeboards and village website (as in last advert). The former advert brought in 11 tenders. Advert to state that can apply for any or all tenders. Clerk to action.

69.2 Xmas tree light extension work (two jobs). Awaiting work by T W Cox on electrics on village green. There was much discussion on the xmas tree lights, with the PC looking to put xmas tree lights up on the trees on the long green. Areas discussed; colour or no colour of lights on xmas tree/ trees, wrap around lights on trees, as seen in other local parishes, length needed to cover this, voltage, connecting to the mains, waterproof socket/plug in adapter, lockable box. It was proposed by Cllr Thompson to purchase lights for the trees on the long green up to £300, this was seconded by Cllr Long.  Cllr Thompson to look further into, Clerk to then order asap. Clerk had already looked into tree suppliers used locally, it was resolved for the Clerk to order a xmas tree from the same supplier as Ashford/L Longstone, reducing costs for the PC by ordering alongside L Longstone PM, with delivery end November. Clerk to Liaise with J Fawcett on size. To note a lockable box will be required as an extra to house the new lights electrical needs. Also, to note more volunteers will be required to attach the new lights, as well as the xmas tree erected. Clerk to put an insert in UTE regarding tree donor for Xmas 2018.

69.3 Damp work village hall. The work is now completed, thank you to TW Cox. Cllr Long to inform the VHMC.

69.4 Noticeboards. It has been reported that the surface of the bus stop vicinity notice board needs replacing, the PC noticeboard is also in a state of disrepair. To look at on land inspection.

70/18 Burial grounds.  No report.

71/18 Footpaths/roads.

71.1 Streetlighting/speeding/parking/verges. Cllr Cox reported that there is interest in doing speed gun training. Areas discussed by Cllrs; where there is a problem, using speed guns at this point, when to do training, schools’ part (Clerk raised that other schools have banners or posters up regarding parking/speeding), school start/end times problem times and end of working day. Clerk to arrange a suitable date on a Saturday with PCSO Phipps.

To note new LED streetlights due in Autumn, by DCC, further information in due course.

71.2 Hardrake Lane. It was noted that the Lane is in a good order. To be removed as an agenda item.

71.3 Water problem Longreave Lane/along from bridge. A reply had been received from DCC in relation to the pot holes under the bridge and ruts just up Longreave Lane. The pot holes ‘under the bridge to be patched’. The rut at the edge to ‘re mark the area and re issue another job’. Clerk to recontact Cllr Judith Twigg regarding area along from Skew bridge that floods.

71.4 To check grit bins/order grit. Cllr Long reported that the Grisedale Rd Grit bin is full. Clerk to look at other bins/Salt heaps, and re order, if required.  Clerk reported that extra snow ploughing would be @ £35 hr, as in previous year. Grit price, to be informed in due course.

 72/18 Council Administration

72.1 GDPR. Clerk had circulated a copy of a draft Privacy Policy and records retention. The documents being inline with Dalc/Nalc recommendations. It was resolved for the Clerk to consolidate this information into a much smaller document. Cllr Gooch to work with Clerk on this matter. Clerk to make minor changes to the retention policy, for approval at the next meeting. Clerk to visit records office to take past agendas/minutes.

72.2 Land registration. Clerk reported that records for the fields and track to be obtained from the records office alongside the above. It was noted that there are no formal deeds to the fields, the information is to be gathered along with copies of the tenancy/receipts. It was proposed to precept for the Solicitors bill for carrying out the land registration, with the Clerk to gather and organise all documents in relation to the fields, this can then be passed to the Solicitor whom will compile a statement. The village greens, allotments, West green and rec have all been registered.  Cllr Long reported that due to re location the field tenants are looking to change the names on the tenancy agreement. It was noted that the fields would need to go out to tender. To await formal receipt of a letter from the tenant.

72.3 Insurance 2019. To await renewal documents next year.

72.4 Land inspection. 4^th October 11am.  To go through Rospa report.

73/18 Financial matters.

73.1     Bank reconciliation for 31 July 2018.

INCOME
Donation                      £500    (JFC)
Bank int                       £1.59
Donation                      £100.00 (resident)
VAT refund                  £825.10
Rent                            £5.79

EXP                             £7,167.27

Unpresented   None

C/B on current account           £1000.00
C/B on deposit account          £32,627.15

73.2     Bank reconciliation for 31 August 2018.

INCOME
Donation          £500 (DCC)
Bank int           £1.39

EXP                 £25.00

Unpresented £240 (PFK Auditor)

Closing balance on current A/C £1,000
Closing balance on deposit A/C £33,103.54

73.3     To accept and approve payments made prior to the meeting.

Great Longstone Cricket Club.           Defib electrics             £25.00 (annual)
PKF                                                     Audit                            £240.00
Community heartbeat Trust                Annual support                        £151.20
Peter Thompson                                 VH Lock/projector       £1517.58

73.4     To accept and approve payments.

Sarah Stokes                                      Admin                          £784.00
Sarah Stokes                                      Exp                              £146.84 (inc shredder/netball nets)
T W Cox                                              Damp work                  £1,218.00

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

73.5     Precept 2018/2019.There was much discussion on this matter. Areas discussed; Council tax going up, Parish accounts and reserves (Cllrs circulated copies of A/c’s), DDDC grant, increasing the Parish Council precept to allow for increases in contracts (to note the new mowing contracts starting in spring 2019 – where an increase is expected), consideration of precepting for funds towards a new court surround, land registration Solicitors costs, not raised precept for a number of years. It was proposed that there is to be an increase to allow for the above, to be approved at the next Meeting.

73.6     To approve ordering of xmas tree and wreath. It was proposed by Cllr Thompson for the Clerk to arrange the ordering of the xmas tree and remembrance wreath, seconded by Cllr Long.

73.7 To note return of Annual Governance and Accountability return 2017/2018.  The Limited assurance review is now complete, with no matters raised. Clerk actioned relevant notices on noticeboard and village website.

To note vat refund received. To note all allotment rents received to date.

To note office shredder purchased, GLPC property.

To note the PC funded the village hall projector, thank you P Thompson for ordering/installing this. The 6-year warranty to be kept alongside the receipt, PC records.

74/18 Planning matters.

74.1 Listed building decision notice. NP/DDD/0518/0443. The Manor House, Main Street. Boiler Flue. GRANTED.

75/18 Police report. Report from PCSO Phipps: calls – 1 non-dwelling burglary (outbuilding), 3 vehicles broken into (at same time), 2 calls re concern for safety, 1 call re alarm activation, 1 call re transport, 1 call re admin. Reports can be made via 101, it was noted that these calls are 15p per minute.

77/18 Clerks report. Requested quotes for jumbo lander ladder; looked into new basketball nets; contacted Tennis Club re tennis net; complied notice for court regarding net and posts; worked on FA grant application queries; adjusted new mowing tender documents; liaised with B Cardona re soil in holes on football pitch and stone problem; put insert in UTE re taps; liaised with B Cardona regarding strimming on Hardrake Lane pre fell race; Liaised with Cllr Judith Twigg re pot holes under bridge and work on Longreave Lane; Reported sunken gulley on Main St; contacted owners of trees/bushes on Station Rd re overhanging onto footway; work on GDPR: policies and data control/sort/dispose; informed VHMC re projector funds; letter to Defra/Environmental Health; gave permission re v green concert; reported damage signs x 2;letter R Gooch re Cllrs; reported swing problem; liaised on door problem V Hall; wrote to Resident regarding village hall work.

78/18 To report on any items of correspondence received and agree any actions arising.

• 14/07/18 Resident. Chapel concert on village green. Noted.
• 14/07/18 BlackRock. Quarterly valuation – Holmemeal Charity. Noted.
• 16/07/18 Defra. Moor road buildings. Defra have passed the PC email to the Food Standards agency.
• 17/07/18 Farmer. Tree adjacent footway. Now trimmed back on Station Rd.
• 19/07/18 DDDC. District Council Elections 2 May 2018. Noted.
• 20/07/18 PDNPA. Annual Parishes Day. Saturday 29th September 2018. Noted.
• 20/07/18 Tennis Club. Net. See Rec.
• 20/07/18 Dalc. New Councillor training. Noted.
• 23/07/18 DDDC. District and Parish Council Elections. May 2018. Key dates, Cllrs retire on 6 May.  Noted.
• 25/07/18 DCC. Roadworks. Ashford Lane. To facilitate new water connection works. 3 – 5 Sept. Noted.
• 25/07/18 PDNPA. Planning service bulletin 21, July 2018. Noted.
• 27/07/18 PPP Forum. AGM. Noted.
• 30/07/18 Football Foundation. Small Grants scheme application. See rec.
• 31/07/18 DDDC. Community Forum 18th September 2018, 7pm, ABC, Bakewell. Noted.
• 31/07/18 Dalc. Circular 10. Noted.
• 31/07/18 Resident. Strimming and noticeboard. See v greens.
• 02/08/18 DCC. Action grant successful. See rec.
• 09/08/18 JFC. Fixtures and drainage project. See rec.
• 09/08/18 DDCC. Off street parking. Noted.
• 13/08/18 Football Foundation. Grant.
• 14/08/18 GLCC. Stones on football field. See rec.
• 14/08/18 Blackrock. Investment information – Holme meal. Noted.
• 16/08/18 FA. Small grants scheme. See rec.
• 17/08/18 Cllr Judith Twigg. Work on Longreave Lane. See Footpaths/roads.
• 20/08/18 PDNPA. Parishes Bulletin August 2018. Noted.
• 20/08/18 Killingleys. Quote for FA grant. See Rec.
• 22/08/18 Dalc. Circular 11. Noted.
• 22/08/18 Cllr Judith Twigg. Road closure Mires Lane 15th October – 2 November 2018, water mains. Noted.
• 23/08/18 Dalc. Derbyshire Excellence awards. Noted.
• 23/08/18 Cllr Judith Twigg. Longreave Lane/below bridge pot holes. See footpaths/roads.
• 25/08/18 Farmer. Tree work. See above – Station Rd.
• 28/08/18 DDDC. Area Community Forum. Tuesday 18th September 2018 at ABC, Bakewell. Noted.
• 29/08/18 JFC. Photos waterlogged pitch. See rec.
• 29/08/18 PKF. Completion of the limited assurance review for the year ended 31 March 2018. See finance.
• 01/09/18 JFC. Football fixtures. See Rec.
• 01/09/18 Clerks and Councils direct. September. Noted.
• 04/09/18 PCSO Phipps. Catch up/meeting. See footpaths/roads.
• 05/09/18 Dalc. Cllr essential training.  1 October 2018 6 – 8.30pm Chapel. Noted.
• 06/08/18 DCC. Work Longreave Lane/bridge. See footpaths/roads.
• 10/09/18 PPPF. Reminder of Parishes day. Noted.
• 10/09/18 Derbyshire County FA.  Funding. See rec.
• 11/09/18 VHMC. Projector. See finance.
• 12/09/18 RBS. Safe custody and payments. Clerk reported that the payments were for a full and then part year, until RBS closed the branch, therefore correct.
• 14/09/18 DCC. Snow warden scheme. Noted.
• 14/09/18 DCC. Streetlighting – Led roll out, update. See Footpaths/roads.
• 17/09/18 DDDC. Bin collections. Public consultation closes on 23 September. Noted.

79/18 Late items of correspondence.

• 18/09/18 HMRC. Online VAT claim service. Noted.
• 20/09/18 PCSO Phipps. Police report. See police.
• 20/09/18 Charity Commission. Annual return. Clerk passed to S Headington to action, as Trustee. Clerk explained Holmemeal Charity to new Cllr, with the Trustees being S Headington, W Long and P Thompson.

80/18 Date of next meetings.

14^th November 2018               9^th January 2019                     13^th March 2019

The Chair closed the meeting at 9.42pm

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