MINUTES OF THE MEETING OF COTTESMORE PARISH COUNCIL HELD ON 16 OCTOBER 2017, AT THE VILLAGE HALL, COTTESMORE
085/17 PRESENT: Mr C Donovan (Chairman), Mr N Barker, Mrs J Edwards, Mr R Hyde,
Mr J Meara, Mrs J Patient, Mrs S Smith, Mr G Swain, Mr R Foster (Ward
Councillor), Mr K Nimmons (Clerk).
086/17 APOLOGIES: There were no apologies.
087/17 DECLARATIONS OF UNREGISTERED DISCLOSABLE PECUNIARY
INTERESTS IN AGENDA ITEMS AND REQUESTS FOR
DISPENSATIONS FROM MEMBERS ON MATTERS IN WHICH THEY
HAVE A REGISTERED DISCLOSABLE PECUNIARY INTEREST
There were no unregistered disclosable pecuniary interests in agenda items to be declared or any requests for dispensations received from members.
088/17 PUBLIC TIME
Fifteen minutes are allocated to public time, as an opportunity for members of the public to bring matters to the attention of the Parish Council. On this occasion it was not taken up.
089/17 MINUTES OF MEETINGS
Minutes – 18 September 2017
It was proposed by Mr Barker, seconded by Mr Meara and agreed that the Minutes of the meeting held on 18 September 2017 were correct, and be approved and signed.
090/17 MATTERS ARISING
The Fencing Installed by Abbey Homes at Harrier Close
RCC has provided the Appeal Decision in which the Planning Inspectorate has dismissed the appeal by Abbey Developments Ltd and the enforcement notice issued by RCC to remove the palisade fencing is upheld. The fencing must now be removed within two months.
Replacement of the Large Gate Adjacent to the Village Hall
Mr Barker reported that he had put the metal sheaf in the bolt hole.
Mr Barker also said he would replace the missing bolt on the metal clamp.
The Condition of Bus Shelters in the Village
Mr Hyde reported that the painting of the bus shelter on Toll Bar had been started. Mr Meara said he would look at the two wooden ones to check if the work on them had been completed.
Rogues Lane Lamp
Mr Barker reported that the foliage restricting the light had been cut back.
Inspections of the Play Areas and the Record Keeping of the Inspections
Mrs Edwards reported that she had received training on the software to be used for play area inspections and gave a summary of the benefits of the system. She advised that the cost is £3.00 plus VAT per site per inspection, which gave a total cost of £468.00 plus VAT per annum.
It was proposed by Mr Swain, seconded by Mrs Smith and agreed to retain the current system for recording inspections and review in six months.
State of the Land Owned by Abbey Homes at Harrier Close
It was reported that the weeds had been cut back.
Twinning Between Cottesmore and the Italian Village of Palombaro
The Clerk reported that three residents had shown interest in being part of a Twinning Committee following the article in the October Link. It was agreed that these three be asked to meet in order to determine if it would be feasible.
Maintenance of the Verge on Long Meadow Way
Mr Hyde reported that he had obtained a quotation of £42.50 to tidy up the verge. It was proposed by Mr Barker, seconded by Mrs Patient and agreed that this quotation be accepted.
Purchase of Royal British Legion Poppies
Mr Hyde reported that he and Mr Swain would be putting the poppies up to face on coming traffic on the Monday before Remembrance Sunday on lamp posts on Main Street and round the cemetery. Mr Donovan thanked Mr Hyde and Mr Swain in advance.
Arrangements for Remembrance Sunday
It was proposed by MrMeara, seconded by Mr Barker and agreed that two wreaths beobtained from the Royal British Legion and £60 donated for them.
It was proposed by Mr Donovan, seconded by Mrs Smith and agreed that a budget of £500 be set for the costs of a reception in the Sports & Social Club following the Remembrance Sunday service.
Mr Hyde and MrMeara said they would hand out the drinks as people arrive and give
tickets to uniformed service personnel to obtain a drink at the bar.
The Parking of Vehicles on the Grass Verge on Rogues Lane, Opposite Toll Bar, and the Installation of Bollards to Prevent It
The Clerk reported that a response is still awaited from RCC in connection with the requirements and procedure to install bollards.
Actions Required Following the Councillors Walk
The Clerk advised that he had followed up the items referred to RCC and is awaiting a response. He also asked if, following the Link article, Councillors could check the gardens they identified with foliage overgrowing footpaths, to see if action had been taken.
Trees on the Approach to the Community Centre
Mr Barker advised that he is expecting to hear from the contractor later this week with regard to a meeting to look at the work and provision of a quotation.
Ownership of the Parking Spaces and Fence by Spire Homes on the approach to Jubilee Gardens
The Clerk advised that he had not contacted the developer with regard to repairing the damaged fence due to the response to the previous contact on the matter.
It was agreed that RCC be asked if, when the adoption is being discussed, it would be pointing out to the developer that it has responsibility for the parking spaces and the fence.
Wooden Structure Sited in the Front Garden of No. 2 Greetham Road
The Enforcement Officer has advised that the owner of No. 2Greetham Road will dismantle to wooden structure in the next couple of weeks.
Mr Barker advised that it had already been taken down.
Addition of an Area of Nether Close to the Grass Cutting Contract
Mr Hyde reported that that the grass in question had been cut at no apparent additional cost.
New Regiment Moving Into Kendrew Barracks
Mr Swain gave a report of the recent Kendrew Liaison Committee meeting that included items on recent regiment movements, possible future changes and the wish for greater involvement with the local community.
Heath Drive Play Area
Mr Barker is yet to provide details to the Clerk so that the perished rubber can be replaced.
Problems Experienced by Vehicles at the Junction of Jubilee Gardens and Hall Close
The Clerk reported that he had contacted the Police in connection with this issue and has been advised that they will monitor it.
The Clerk was asked to contact RCC with regard to the vehicles parked on the approach to Jubilee Gardens that are being offered for sale, to ascertain if this is allowable.
Grass Cutting at the Entrance to Harrier Close
Mr Hyde reported that he had looked at the entrance to Harrier Close and did not identify any issue with the grass cutting.
Austhorp Grove Play Area Entrance and the Area Around the ‘Umbrella’ Roundabout
Mr Barker reported that he had attended to the bushes over growing the entrance and the brambles in the area of the ‘umbrella’ roundabout.
Trees on the Oakham Road with Broken Branches
RCC has advised that it will assess the work required to the trees with broken branches.
It also confirmed that a replacement tree on the Oakham Road is to be planted this autumn.
AGENDA ITEMS
091/17 CONSIDER THE INSTALLATIONOF CCTV CAMERAS TO COVER THE GRASSED
AREA ADJACENT TO THE VILLAGE HALL AND THE ‘SECOND’ FOOTBALL PITCH
It was agreed that due to a number of issues with the use of CCTV cameras, the installation of CCTV cameras was currently not the best way to prevent dog owners allowing their charges to mess in public areas and not clean up after them.
Mrs Edwards advised that RCC are to erect new signs to try and address this issue and she will follow this up.
It was agreed that the issue be kept ‘live’ with a further item on the issue being placed in the November Link.
092/17 DISCUSS THE ARRANGEMENTS FOR VILLAGE ORGANISATIONS TO REQUEST
FINANCIAL ASSISTANCE FOR 2018/19
It was agreed that the Grant Awarding Policy and Grant Application Form were in need of one or two changes. The Clerk will circulate the current documents so that Councillors can make suggestions for additions and changes prior to the November meeting at which the updated documents can be adopted.
It was also agreed that the process be brought forward for the 2019/20financial year so that grants to be awarded can be agreed at the November, 2018, meeting.
It was agreed that village organisations wishing to request funding, do so, in writing, using the Parish Council Grant Application Form, to the Clerk before 1 January 2017. The request will need to state the amount and purpose of the funding. All requests will be considered at the Parish Council Meeting in January, so that those that are successful can be included in the budget for 2017/18. An article setting out the process will be put in the Village Link.
093/17 DISCUSS THE IMPLICATIONS OF THE REFORM OF THE DATA PROTECTION
LEGISLATION AND THE FREEDOM OF INFORMATION ACT
The Clerk reported that the Data Protection Act 1988 is to be replaced by the General Data Protection Regulation (GDPR) which will come into force on 25 May 2018 and address privacy issues arising from the digital age. It will increase, the obligations on organisations when acting as Data Controllers and, the rights of individuals to ensure that their personal data is respected and only used for legitimate purposes.
The Clerk advised that the Information Commissioners Office had issued a document detailing ’12 steps to take now’ in order to prepare for the GDPR and that he will follow these steps, providing updates at each meeting up to the May deadline.
He did highlight the need, under the new Regulation, for the Council to appoint a Data Protection Officer (DPO), that the consensus was that the Clerk cannot fulfill the role due to conflicted responsibilities and that LRALC are looking at the role it can play in terms of providing a DPO.
094/17 DISCUSS THE 2017 CERTIFIED INSPECTION REPORT ON THE PLAY AREAS AND
MULTI-COURT AND CONSIDER THE ACTIONS REQUIRED
Mr Meara reported that there were no medium high or high risk items on the report on the multi-court. Mrs Edwards suggested that the fencing surrounding the court be treated with preservative. Mr Barker said he would attend to this.
Mr Barker said he would look at the reports for the Heath Drive and Austhorp Grove Play Areas and provide feedback at the November meeting, although it was noted that there were no medium high or high risk items.
The report on all three sites recommended the provision of a sign at the entrance to each site giving location and contact details. The Clerk is to obtain quotations for the November meeting.
095/17 OTHER MEETINGS
Parish Council Forum held on 2 October 2017
A report of the meeting had been circulated by Mr Donovan. Items covered were the Electoral Review, Ethical Standards for Parish Councils, Decision Making Within Rutland and the Community Wellbeing Partnership.
Village Hall Management Committee held on 9 October 2017
A report of the meeting had been circulated by Mrs Patient. Items covered included the Bonfire Night event, Film Nights, Health & Safety, Maintenance and upgrading of the facilities.
096/17 CORRESPONDENCE
From Citizens Advice Rutland – Thanks for donation of £100.00. This was noted.
From The Pensions Regulator – Advising that under the Pensions Act 2008, the minimum amounts paid into automatic enrolment pension schemes are increasing for employers and their staff. This was noted although the Council currently do not make any pension contributions.
From RCC – Acknowledging the response to the Rutland Local Plan Consultation Draft Plan. This was noted.
From RCC – Advising of the consultation on the proposed Admission Arrangements 2019 and Co-ordinated Admissions Scheme 2019-2020 and that full details, including the background to the consultation, the proposed documents and methods of submitting comments or feedback, are available on the ‘Admission Arrangements’ page of its website at This was noted.
From Citizens Advice Rutland – Invitation to the Annual General Meeeting at Barnsdale Lodge Hotel on 7 November at 5.30 PM. This was noted and any Councillerwishing to attend will let the Clerk know.
From Royal British Legion – Thanks for donation of £60.00 (Lamp Post Poppies). This was noted.
097/17 PLANNING
Observations on
Crown reduction of 1 Maple Tree – approx.. 1.5 metres
15 The Pastures, Cottesmore. LE15 7DZ.
It was agreed that there were no objections to this application.
Notice of Decision in Respect of a Section 211 Notice Proposing Work to a Tree
or Trees in a Conservation Area
2 No. Hawthorn Trees – Trim 2-3 m off the perimeter. Currently overhanging land at 4 St Nicholas Court, significantly shading an area of the garden and will enable access in order to replace fence.
Land At, Clatterpot Lane, Cottesmore.
Rutland County Council District Council decided not to exercise its powers to make a provisional Tree Preservation Order in this instance.
Income
Interest 0.32
Expenditure Net VAT Total
Roadman – September 2017 109.85
Elms Landscaping – Garden Maintenance 145.00 29.00 174.00
Rutland Foodbank – Agreed donation 150.00
LRALC – Planning course for Mr Swain 40.00
Clerkʼs Salary – September 2017 574.81
Clerkʼs Expenses – September 2017 152.35 19.35 171.70
Payment of the expenditure, as detailed above, was proposed by Mr Barker, seconded by
Mrs Patient and agreed.
Account Balances
HSBC Community Account (as at previous meeting £1.56) 1.20
HSBC Business Money Manager (as at previous meeting £13,563.95) 12,344.27
NatWest Business Reserve Account (as at previous meeting £89.91) 89.91
HSBC Money Market Fixed Term Deposit Account (Maturity 4 January 2018) 5,000.00
HSBC Money Market Fixed Term Deposit Account (Maturity 13 February 2018) 10,000.00
HSBC Money Market Fixed Term Deposit Account (Maturity 3 April 2018) 15,000.00
HSBC Money Market Fixed Term Deposit Account (Maturity 13 June 2018) 15,000.00
098/17 OPEN FORUM
Weekly Inspection of Multi-court
Mr Meara said he would carry out the inspection of the multi-court next week as Mrs Edwards was unable to.
099/17 NEXT MEETING
The next Parish Council meeting will be held on Monday 20 November 2017.
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