Blaby Parish Council, 8th July 2008
BLABY PARISH COUNCIL
MEETING OF THE PARISH COUNCIL held at Blaby Social Centre at 7.30 pm on Tuesday,
8th July 2008
PRESENT:Mr. Harding(Chairman),
Mr. A. Bramley, Mrs. M. Broomhead, Mrs. G. Cawrey, Mr. J. Churchard, Mrs. J. A. Dilks, Mrs. L. Gutteridge, Mrs. P. Jordan, Mrs. F. Pollard, Dr. D. Pollard, Mr. J. Roper, Mrs. C. Sayer, Mrs. C. Thomas, Mrs. K. Tipler, Ms. S. Hansford (Clerk), Mrs. V. Jepson (Deputy Clerk), Mr. S. Hook, Mr. A. Cawrey.
08/154APOLOGIES FOR ABSENCE:
Mr. R. Benford, Mr. C. Birks, Mr. W. Smedley.
08/155TO RECEIVE DISCLOSURES OF INTEREST BY MEMBERS IN RESPECT OF ITEMS ON THE AGENDA
The following disclosures of interest were made: -
NameReasonType
Mr. J. ChurchardAllotments, Tenant Personal
Mr. J. RoperCemetery, Owner of Burial RightsPersonal
Mrs. L. GutteridgeCemetery, Owner of Burial RightsPersonal
Mrs. M. BroomheadCemetery, Owner of Burial RightsPersonal
Mrs. G. CawreyCasual Vacancy, Wife of applicant Personal
08/156PARISHIONERS’ TIME: FOR INFORMATION ONLY.
(MATTERS RAISED WILL BE FORWARDED TO THE RELEVANT COMMITTEE FOR DISCUSSION)
Mr. Churchard stated that the minutes which are on display in the Joint Service Shop
are dated March 2008, and asked if it is possible to have up to date minutes on display.
The Clerk saidno minutes should be on display in the Joint Service Shop, as this is not an agreed display point.
08/157MINUTES OF MEETING HELD 10TH JUNE 2008 - CONSIDERED FOR ACCURACY
None.
08/158SIGNATURE OF MINUTES 10TH JUNE 2008 BY CHAIRMAN AS A TRUE AND CORRECT RECORD
The Chairman signed the Minutes of the 10th June, as a true and correct record.
08/159CHEQUE ROTA.
RESOLVED. Mrs. Broomheadand Mrs. Cawrey to sign the cheques.
08/160TO RECEIVE COMMITTEE REPORTS
The following Committee reports were received amended and approved, as follows:
- Planning Committee,10th June 2008.
- Planning Committee,24th June 2008.
- Staff and Finance Committee,17th June 2008.
- Estates Committee,17th June 2008.
- General Purposes Committee,24th June 2008.
Mr. Bramley asked for it to be noted there is an error on page 4 of the Estates Committee minutes dated 17th June 2008. Minute reference E.08/94 6) should read: -
“Top up with sand until decide long-term answer.”
08/161QUESTIONS ON COMMITTEE REPORTS, WITH ANSWERS IF POSSIBLE:
FOR INFORMATION ONLY.
It was asked for the matter of access to the Children’s Fenced Play Area, Northfield
Park be reviewed.
AGREED. This matter to be reviewed at the next Estate Committee meeting.
08/162RECOMMENDATIONS TO COUNCIL MOVED BY PLANNING COMMITTEE –
Meeting held 10th June 2008
None.
08/163RECOMMENDATIONS TO COUNCIL MOVED BY PLANNING COMMITTEE –
Meeting held 24th June 2008
None.
08/164RECOMMENDATIONS TO COUNCIL MOVED BY STAFF & FINANCE COMMITTEE – Meeting held 17th June 2008
SF.08/72TO REVIEWSYSTEM OF INTERNAL CONTROL OF FINANCE
(AUDIT REGULATIONS 2003) – FINANCIAL REGULATIONS
1.0BUDGET
1.2“At each September meeting business shall include consideration of the question whether the pay and
conditions of service of existing employees of the
Council shall be reviewed.”
RECOMMENDATION RESOLVED. To read: -
“At each September Staff & Finance Committee meeting…”
2.0EXPENDITURE
2.1“Orders for the payment of money shall be authorised by resolution of the Council and signed by two Members.”
1.RECOMMENDATION RESOLVED. To read: -
“All orders for the payment of money shall be …”
2.RECOMMENDATION RESOLVED. Re-number 2.1.1 as 2.2.
2.2 RESOLUTIONS ON EXPENDITURE
“Any motion/recommendation which, if carried, would, in the opinion of the Chairman, substantially increase the expenditure upon any service which is under the management of or reduce the revenue at the disposal of any Committee or which would involve capital expenditure, shall, when proposed and seconded, stand
adjourned without discussion to the next ordinary meeting of the Council and any Committee affected by it shall consider whether it desires to report thereon.”
1.RECOMMENDATION RESOLVED. Re-number 2.2 as 2.3.
2.RECOMMENDATION RESOLVED. To read: -
“…Any motion/recommendation which, if carried, would, in the opinion of the Chairman of the Council, substantially increase the expenditure of any service, item and/or project which is under the management of or reduce the revenue at the disposal of any Committee or which would involve capital expenditure…”
2.3 Committee Budgets
“Each Committee to have the power to spend its own budget within the agreed precept – any item above £1000 is to be put before the full Council, as a recommendation.”
1.RECOMMENDATION RESOLVED. Re-number 2.3 as 2.4.
2.RECOMMENDATION RESOLVED. To read: -
“Each Committee has the power to spend its own budget within the agreed precept…”
2.4 Equipment Replacement Policy – Spending by Committees
“Allotments/Cemeteries, Parks, Staff & Finance Committees can spend up to a maximum of £1000.00 on replacement/new equipment per annum per Committee out of the “Equipment Replacement” account without going back to Council.”
1.RECOMMENDATION RESOLVED. Re-number 2.4 as 2.5.
2.RECOMMENDATION RESOLVED. To read: -
“Equipment Replacement Policy – Spending by Committees
Staff & Finance, Estates & General Purposes Committees can spend up to a maximum of £1000.00 on replacement/new equipment per annum per Committee out of the “Equipment Replacement” account without going back to Council.”
2.5Emergency Spending by Committees
“Committees may spend on emergency measures.
Allotments/Cemeteries Committee, up to £500. General Purposes Committee, up to £200. Parks Committee, up to £500. Planning Committee, up to £200. Staff and Finance Committee, up to £500.”
1.RECOMMENDATION RESOLVED. Re-number 2.5 as 2.6.
2.RECOMMENDATION RESOLVED. To read: -
“Emergency Spending by Committees
Committees may spend on emergency measures.
Staff & Finance Committee, up to £1,000
Estates Committee, up to £1,000
General Purposes Committee, up to £500
Planning Committee, up to £500.
3.0APPROVAL OF PAYMENTS
3.1Order of Business: Council Meetings
“After the first business has been completed, the order of business, unless the Council otherwise decides on the ground of urgency, shall be as follows:-
…(p)Authorisation of payment of accounts.”
RECOMMENDATION RESOLVED. To read: -
“After the business has been completed, the order of business,…” (delete the word first).
3.3“The two signatories to cheques must also sign the cheque stubs.”
RECOMMENDATION RESOLVED. To read: -
“Cheques to be signed by any two mandated Members.”
3.4“Invoices are presented to signatories with the made-out cheques.”
RECOMMENDATION RESOLVED. To read: -
“Invoices and cheques must be presented to the signatories with the made-out cheques and the signatories must, at the same time, initial the cheque stubs.”
3.5“Cheques are signed at the Full Council meeting by any two Members on a rota basis, or as and when required (e.g. wages).”
RECOMMENDATION RESOLVED. To read: -
“Council can give authorisation for a BACS system and/or a postal Franking Machine.”
3.6“A Petty Cash account has been set up. Limit of £50. Certain members of staff, designated by name by the Council and approved in the minutes, shall have the power to cash cheques made out to ‘CASH’ for petty cash.”
RECOMMENDATION RESOLVED. To read: -
“The Petty Cash Account shall have a limit of £60. Only the Clerk and the Deputy Clerk, both designated by name, shall be authorised by the Council to cash cheques made out to “CASH” for this account. This Petty Cash must be kept in a locked drawer to which only the named Clerk and the named Deputy Clerk have a key.”
4.0BANKING
4.1“A receipt is made out for all monies and cheques received. In some circumstances it is not necessary to send off a receipt; in this case, the receipt is to be retained in the receipt book.”
RECOMMENDATION RESOLVED. To read: -
“Receipts must be made out for all monies and cheques received and either sent to payer or retained in the receipt book as preferred.”
4.2“All monies and cheques received are banked as soon as possible and Practicable.”
RECOMMENDATION RESOLVED. To read: -
“All monies and cheques received are banked as soon as possible and practicable.” (lower case ‘p’ on the word practicable).
4.3“Only small amounts of cash are kept on the premises. All cash (petty cash box and monies received box) is kept in a locked drawer to which only the Clerk and the Accounts Assistant have keys.”
RECOMMENDATION RESOLVED. To read: -
“All cash and cheques received to be kept in a lockable Cash Box until banked.”
4.4“There is no unauthorised access to the offices.”
RECOMMENDATION RESOLVED. To read: -
“There shall be no unauthorised access to the Parish Council offices except in the case of the emergency services needing access when a key holder must, if possible, be present.”
5.0 AUDIT
5.9“Accounts must be submitted to and approved by Council by 30th September. This must be done whether or not the audit has been carried out.”
RECOMMENDATION RESOLVED. To read: -
“Accounts must be submitted to and approved by Council by 30th September annually. This must be done whether or not the audit has been carried out.”
6.0INTERNAL AUDIT
6.3“A monthly accounts sheet produced by the Clerk monitors receipts and payments against budgets.”
RECOMMENDATION RESOLVED. To read: -
“A monthly accounts sheet shall be produced by the Clerk or Deputy Clerkwhich monitors receipts and payments against budgets and circulated to members.”
9.0MISCELLANEOUS
9.1Standing Orders on Contracts “Where it is intended to enter into a contract exceeding £5000 in value for the supply of goods or materials or for the execution of works, the Clerk shall give at least three weeks’ public notice of such intention in the same manner as public notice of meetings of the Council is given (Amended 2004).“
RECOMMENDATION RESOLVED. To read: -
“Where it is intended to enter into a contract exceeding £5000 in value for the supply of goods or materials or for the execution of works, the Clerk shall give at least three weeks’ public notice of such Intention by display on the Parish Office window notice board.”
9.4Council Bank “HSBC Bank Plc, Enderby Road, Blaby. “
RECOMMENDATION RESOLVED. To read: -
“HSBC Bank Plc, 1 Forge Corner, Enderby Road, Blaby. LE8 4FZ.”
9.6Mileage Expenses Paid To Staff For Use Of Own Vehicle
“Paid to employees on submission of an expenses claim, based on the NALC Scale, providing the employee takes on his or her own insurance liability for business use.”
RECOMMENDATION RESOLVED. To read: -
“Paid to employees on submission of an expenses claim, based on essential Car Mileage paid at the rate of 0.40p per mile, providing the employee takes on his or her own insurance liability for business use.”
SF.08/73STAFFING MATTERS
RECOMMENDATION RESOLVED. Advertise for a Second Part Time Groundsperson: -
- 6 month temporary contract
- 13 hours per week – 2 X 6½ hour days – Tuesday & Wednesday
- Advertisement to be put on Notice Boards, Parish Council Window, Job Centre and Parish Council Website.
SF.08/74TO CONSIDER QUOTATIONS: MEETING ROOM LAYOUT:
REPLACEMENT WINDOWS/DOOR: 13 WESTERN DRIVE
RECOMMENDATION TO COUNCIL. Accept Quotation 2,
for replacement windows/door at 13 Western Drive, Total Price:
£5,054 + VAT.
Mr. Churchard enquired where the door would be positioned and was advised the opening would be moved to a new position at the right of the building, closest to No.11 Western Drive.
Mr. Churchard asked it be noted he is not in support of the proposed design layout as he felt it would spoil the period design.
Dr. Pollard said he is disappointed this recommendation is to proceed prior to energy conservation having been decided upon.
Mr. Harding advised Dr. Pollard the matter of Energy Conservation is being pursued at the moment in relation to Cavity Wall Insulation and Loft Insulation.
The Clerk advised Dr. Pollard the windows are deteriorating rapidly, rot has established in places, causing the windows to leak in wet conditions.
RECOMMENDATION RESOLVED. Accept Quotation 2,
for replacement windows/door at 13 Western Drive, Total Price:
£5,054 + VAT
SF.08/76TO CONSIDER APPOINTMENT OF AUTHORISED KEY HOLDER TO PARISH COUNCIL OFFICE: 13 WESTERN DRIVE
RECOMMENDATION RESOLVED. Designate a key holder who lives locally (subject to Insurance cover allowing), terms as follows: -
- Payment - £10 per calendar month
- Key to office door to be kept in a secure place, separately from key to side disabled entrance door and front entrance door.
The Clerk confirmed there will be no insurance implications in proceeding to appoint a trusted key holder.
08/165RECOMMENDATIONS TO COUNCIL MOVED BY ESTATES COMMITTEE – Meeting held 17th June 2008
E.08/94REPORT OF SITE MEETING HELD ON THE 9TH JUNE 2008:
NORTHFIELDPARK
RECOMMENDATION RESOLVED. Signage to be erected on the 2 gates to the Children’s Play Area in NorthfieldPark.
- Double gate sign to read: - AUTHORISED ACCESS ONLY
- Single gate sign to read: - ENTRANCE
Members felt there should be more discussion regarding this matter as there were concerns regarding the locking of the double gates.
AGREED. Access to the Children’s Play Area to be put onto the next
Estates Committee Agenda.
E.08/96TO CONSIDER LAYOUT OF NO. 5 CEMETERY FOR BURIALS/
INTERMENT OF CREMATED REMAINS
RECOMMENDATION TO COUNCIL. Back to back style graves to be implemented in No. 5 Cemetery (Areas 5A, 5B & 5C).
An amendment to the recommendation was proposed as it was felt back to back style graves are too clinical. It was also feltthe Parish Council has an obligation to its parishioners and felt relatives should have the opportunity to decide if graves are to be grassed over or have the option to tend as a garden (as established in Cemetery No.4).
AMENDED RECOMMENDATION. Garden style graves to be implemented in No.5 Cemetery (Areas 5A, 5B & 5C).
There were concerns expressed regarding the maintenance of the Cemetery and the increasing costs to the Parish Council for labour.
AMENDED RECOMMENDATION RESOLVED. Garden style graves to
be implemented in No.5 Cemetery (Areas 5A, 5B & 5C).
Cemetery No. 5: Areas 5A, 5B, 5C: Interment of Burials
RECOMMENDATION RESOLVED. Cemetery No. 5: Areas 5A, 5B & 5C to be earmarked for Interment of Burials.
RECOMMENDATION RESOLVED. Burial plots to be of the same dimensions, as those currently used in Cemetery No.4 – G Section, with 5ft centres, 8ft in length, to ensure ease of digging for the gravediggers reducing possible grave collapse (Applicable to: Cemetery No. 5: Areas 5A, 5B & 5C).
RECOMMENDATION RESOLVED. Cemetery No. 5: Areas 5A, 5B & 5C graves are to be positioned head to head, the direction being east/westerly.
Cemetery No.5: Area 5E & 5F: Interment of Cremated Remains
RECOMMENDATION RESOLVED. Cemetery No. 5: Areas 5E & 5F to be earmarked for Interment of Cremated remains.
RECOMMENDATION RESOLVED. Cemetery No. 5: Areas 5E & 5F to be in the same layout as the existing Garden of Remembrance with 2ft slabs being laid in rows, the direction being north/south.
E.08/99BURIAL FEES: REVIEW OF CHARGES APPLIED TO NON- PARISHIONERS
RECOMMENDATION RESOLVED. No change to the Burial Fee Rates charged to Non-Parishioners.
08/166RECOMMENDATIONS TO COUNCIL MOVED BY GENERAL PURPOSES
COMMITTEE – Meeting held 24th June 2008
GP.08/81Youth Development Work in Blaby
RECOMMENDATION RESOLVED. Book ‘Summer Youth Work Sessions’, week commencing Monday, 28th July 2008 to Friday,
1stAugust 2008.
GP.08/85Social Events 2008
RECOMMENDATION TO COUNCIL. Hold 2 Car Boot Sales: -
- Sunday, 26th October 2008
- Sunday, 23rd November 2008
N.B. Only 6 Car Boot Sales allowed per year.
It was questioned if these dates would disrupt scheduled football matches and upon further discussion it was felt this matter should be looked at in more detail by the Estates Committee prior to authorising these events.
RECOMMENDATION FAILED.
AGREED. This item to be put onto the next Estates Committee Agenda for further consideration.
08/167TO CONSIDER CASUAL VACANCY
Having disclosed a Personal and Prejudicial interest in this item Mrs. Cawrey left the meeting room.
a) Application for Casual Vacancy
(i)Letter received from Mr. Hook, dated 14th June 2008. “As a student of Blaby Parish Council over many years and having seen first hand how the Council has evolved and particularly its desire now to become a Quality Parish Council, I would like to put forward my name to fill the present vacancy. Recently retired, I am now seeking options to further increase my involvement in the community.”
(ii)Letter received from Mr. Cawrey, dated 1st July 2008. “Having lived within Blaby & Glen Parva for around 25 years I have seen both Parishes prosper. Within this time I have raised two, now adult children of my own, step children, and a young family who attend local schools. I have always been keen on what the community can offer for my offspring, and within this area of Blaby I wish what is best for my children. Over the last few months I have briefly met with some of your fellow Councillors and have been very impressed with their enthusiasm and commitment towards out community. Having talked to my wife about recent issues that she is aware of, this has inspired me to look to the future of Blaby and what the Parish Council can continue to offer residents. I work for a multi-national company and am committed to their work force community based aspects, therefore, I feel I can offer my experiences to the Parish Council.”
It was felt as both applicants are present a closed ballot should be taken.
Results: Mr. Hook 3
Mr. Cawrey 9
1 Abstention.
RESOLVED. Mr. Cawrey was Co-opted to Blaby Parish Council.
Mr. Anthony Cawrey, 17 Enderby Road, Blaby signed the Declaration of Acceptance of Office and joined the meeting.
Mrs. Cawrey re-joined the meeting.
08/168REVISION OF COMMITTEE MEMBERSHIP
a)Committee Membership
Mr. Harding said there is a vacancy to be filled on the Planning Committee.
RESOLVED. Mrs. M. Broomheadto join the Planning Committee.
Mr. Harding said there is also a vacancy to be filled on the General Purposes Committee as Mr. Bramley has chosen to step down from his position of Vice-Chairman of the Committee.
RESOLVED. Mr. A. Cawrey to join the General Purposes Committee.
Mr. Harding thanked Mr. Hook for attending the meeting and invited him to reapply should any future vacancies arise.
08/169BLABY DISTRICT COUNCIL: SCRUTINY: DISTRIBUTION OF SECTION 106 MONIES
Letter received from Blaby District Council, Scrutiny Officer, dated 18th June 2008.
“Scrutiny: Distribution of Section 106 Monies. District Councillors are aware that
several Parish Councils have raised the issue of how Section 106 funding is allocated. As a result of this interest, a Scrutiny Work Group is about to begin a review of the distribution of Section 106 Monies. It would be useful to Scrutiny Working Group members at this stage to received comments or views from Parish Councils that would enable them to determine the scope of their review. On receipt of comments they may wish to seek further input and if so, you will be contacted again after their initial meeting. The Working Group will meet to consider their terms of reference on 3 July so if you can provide comment by then it will be ideal, but comment received later will still be taken into account during the course of the review…”
Although it was felt a share of Section 106 contributions should be made available to Parish Councils, Members chose not to submit observations.
AGREED. No observations to be made.
08/170ACCOUNTS MATTERS
a)Consultancy Fee for Installation of New Accounts Programme 2007/08
Invoice and programme instructions received from Consultant of Computerised Accounts System, dated the 24th June 2008. “Consultancy fee in respect of installing a new accounts programme,Time and Travel Expenses, total cost £150."
RESOLVED. Pay the Consultancy Fee of £150.00 in respect of the installation of the new Accounts programme.