Councillor T. Bridges of Lincolnshire County Council

MINUTES OF THE FULL COUNCIL MEETING OF HOLTON-LE-CLAY PARISH COUNCIL HELD AT THE VILLAGE HALL, PINFOLD LANE, HOLTON-LE-CLAY AT 7.00PM ON MONDAY 21st MARCH 2016

Present:

Councillor P. Rowntree (Chairman), Councillor H. Reynolds (Vice-Chairman), Councillor B. Clifton, Councillor S. Weller (Also of East Lindsey District Council)

Councillor T. Bridges of Lincolnshire County Council

Five members of the Public

In Attendance: Lucy Waller, Clerk to the Parish Council.

The Meeting opened at 7.03pm

273. CHAIRMAN’S WELCOMING COMMENTS:

The Chairman welcomed all present to the meeting and apologised for the slightly late start of the meeting.

274.TO RECEIVE APOLOGIES FOR ABSENCE AND RESOLVE TO ACCEPT:

Apologies were received from Councillor T. Aldridge of East Lindsey District Council.

275.TO RECEIVE DECLARATIONS OF INTEREST:

Councillor Reynolds advised that she was a member of HLC MERC, Councillors Clifton and Weller advised that they were members of the Neighbourhood Development plan steering group, it was also noted that Councillor Weller was a member of East Lindsey District Council.

276. TO APPROVE THE MINUTES OF THE LAST FULL COUNCIL MEETING HELD ON 15TH FEBRUARY 2016 AND THE MINUTES OF THE EXTRAORDINARY MEETING HELD ON THE 1ST MARCH 2016.

It was proposed and seconded that the minutes of the last full council meeting held on 15th February 2016 and the minutes of the extraordinary meeting held on the 1st March 2016 be approved as a correct record.

VOTE: all in Favour-RESOLVED

277.TO NOTE THE PROGRESS OF THE ACTIONS FROM PREVIOUS MEETING/S:

It was noted that 2 additional quotes had been sought for the Village Hall high level coping and that with independent advice, the Clerk under previously delegatedpowers was to accept the appropriate quote.

Members noted that the Historic documents for display had been successfully reproduced and required framing.

Councillor Reynolds informed Members that the cost of framing was £180 and it was noted that £100 donation had been offered by a member of the Public.

It was proposed and seconded that the Prints be framed at a cost of £180.

VOTE: all in favour- RESOLVED

278.TO RECEIVE A REPORT FROM LINCOLNSHIRE POLICE:

Members noted the Louth Area newsletter that had previously been circulated.

After note: The below police report was received after the meeting and circulated to Members:

Holton le Clay parish council meeting – March 2016

5 x Police Admin Incidents

2 x ASB – one report of children fighting at Eight Acres and the other was regarding unwanted telephone calls (nuisance comms)

1 x Burglary – believed to be an insecure property entered and handbags stolen.

1 x Criminal Damage – damage to a door at a dwelling on Beverley Close.

1 x Shop Theft

3 x Domestic Related incidents

1 x Concern for Safety

1 x Pets / Domesticated Animals

5 x Transport / Traffic Offence – nothing of note.

279.TO RECEIVE A REPORT FROM LINCOLNSHIRE COUNTY COUNCILLOR:

Councillor Bridges informed those present that he and Councillor Rowntree would be arranging publicity in regard to the Councillor Community Grant he had provided to the Parish Council. It was noted that there would no longer be Councillor Community Grants available however the Big Society Grants would still be available

Councillor Bridges informed those present that a recent environmental Scrutiny had recommended the closure of North Hykeham and Leadenham local refuse amenity sites.

It was noted that the Lincolnshire devolution agreement had been announced and once the bill was passed this would give increased local control to Lincolnshire County Council, N.E Lincs and North Lincolnshire Council and a Mayor would be elected for the greater Lincolnshire area.

It was highlighted that there would be a focus on economic regeneration. It was queried if Lincolnshire would benefit from the Industry in N.E Lincs, however Councillor Bridges was unable to comment on this but agreed to keep the Parish Council informed as and when more information became available.

Councillor Bridges was unable to confirm in which areas Street Lighting would be turned off at midnight but agreed to keep the Parish Council informed as and when information became available.

280.TO RECEIVE A REPORT FROM THE ELDC DISTRICT COUNCILLORS:

Councillor Weller inquired as to when a bus timetable would be placed in the new bus shelter, it was noted that Lincolnshire County Council were in the process of producing new timetables and would then install them.

Councillor Weller updated members regarding East Lindsey Footway lighting, it was noted that E.L.D.C intended to ask for Parish Council contributions to the running of the lighting and would consult with Parish Councils.

It was also noted that East Lindsey intended to move towards Glass Recycling via domestic Recycling bins, however that was not yet the case.

Councillor Weller was provided with photographs of the current glass recycling facility in Holton-le-Clay, showing bins overflowing and several bags of glass bottles left on the floor. Councillor Weller agreed to take the matter up with the relevant department of E.L.D.C and also contact enforcement regarding the possibility of trade use.

281.TO RECEIVE REPORTS FROM OUTSIDE BODIES;

• NDP GROUP (written report circulated)

Members noted that had been a busy time for the NDP group, they had spoken with the Community, land owners and the Parish Council as well as surrounding Parish Councils. A second consultation day had been held, and further work had been done to the Green Plan.

It was highlighted that as the NDP group were currently visibly active within the Village and with outside agencies there was sometimes the misconception that they represented the Parish council, however Councillor Clifton made every effort to ensure that the NDP group and any NDP input was not perceived as the Parish Council.

• MERC (written report circulated)

• CHANCE TO SHARE (joint committee meeting/ 8 acres)

It was noted that that a Joint Committee Meeting had taken place and that another would be scheduled to follow the HCCA AGM in June. It was felt that the meeting had been positive and that sharing of 8 acres costs was to be considered.

282. TO NOTE PUBLIC CONCERNS RECEIVED AND RESOLVE ANY ACTION:

• Delivery drivers parking on grass verge when delivering to Junior School.

It was agreed to write to the School to ask that they request drivers not to park on the grass verge.

• Parking around Infants school causing difficulties to other drivers.

This had been passed on to LCC who were considering a school safety area.

• Bins not collected in Pinfold Gardens due to limited access caused by inconsiderate parking- police have suggested Parish Council letter drop to surrounding houses.

It was agreed to send out a letter.

• High frequency of dog fouling in the passage between Campions close and Peppercorn Walk.

It was agreed to move a bin to Peppercorn Walk.

• Broken Glass on disused tennis courts – a dog has been injured.

It was highlighted that the Maintenance Operative regularly cleared the glass as much as it was possible to do so- however the poor condition of the surface meant that some glass was impossible to remove.

283. TO ADJOURN THE MEETING FOR A PUBLIC FORUM: (30 MINUTE MAXIMUM)

The meeting was adjourned at 7.48pm

A member of the Public inquired if the Parish council were aware of a humming noise in the village during the night and early morning. The Parish council had no information in regard to this but it was suggested it could be overnight seasonal work at a local industrial area.

Members of the public highlighted an issue of teenagers playing football in the Cambrian Way Cul-de-sac and causing a nuisance. It was highlighted that this was a police issue and must be reported via the 101 phone number.

It was noted that there was no current provision of hard surface football pitches in the village, however a five a side sized pitch area had been created on the 8 acres for the use of children/ teenagers. It was also highlighted that funding possibilities were being researched to improve the old tennis courts and provide a multi-use games area.

The meeting was reconvened at 8.05pm.

284. PLANNING MATTERS ELDC:

• To consider consultee response to:

N/085/00470/16- HOLTON GRANGE COURT DN36 5HR- SINGLE STORY EXTENSION.

It was proposed and seconded that the parish Council return a consultee comment of support.

VOTE: all in favour -RESOLVED

285. TO CONSIDER ANY ACTION IN REGARD TO ELDC FOOTWAY LIGHTING PROPOSED CHANGES:

It was RESOLVED to defer this item pending further information from East Lindsey District Council.

286. TO CONSIDER CEMETERY CONTRACT TENDERS RECEIVED AND AWARD CONTRACT FROM 1ST MAY 2016.

Members noted the tenders received.

It was proposed and seconded that the contract be awarded to Mowns & Growns.

VOTE: all in favour- RESOLVED

287. TO NOTE REPORT ON VILLAGE HALL ROOF AND RESOLVE ANY RELATED ACTION:

It was highlighted that the proposed work was not all immediately necessary to stop leaks and that funding may be available at a later date should HLC MERC raise funds to develop the upstairs area. There was a lengthy discussion regarding this possibility and its suitability.

It was proposed and seconded that the immediately necessary repairs be undertaken and any additional works be left until a later date.

VOTE: all in favour- RESOLVED

288. TO CONSIDER ANY ACTION IN RESPONSE TO THE NORTH EAST LINCS CONSULTATION ON THE LOCAL PLAN:

An invitation to consult had been circulated to Members, it was agreed that Councillor Weller would look into this matter.

289. TO RESOLVE TO APPOINT A CHAIRMAN TO THE FINANCE COMMITTEE OR RESOLVE TO DISSOLVE THE FINANCE COMMITTEE AND TO APPOINT ANY COUNCILLOR TO OVERSEE INTERNAL MONTHLY CHECKS.

Members noted that it was the advice of the Proper Officer of the Council that given the low membership of the Council and the necessity that all Councillors sit on all Committees the Finance Committee and indeed all Committees be dissolved to reduce unnecessary levels of bureaucracy.

Contrary to the advice of the Proper Officer it was proposed and seconded that Councillor Rowntree be appointed Chairman to the finance committee.

VOTE: all in favour-RESOLVED

290. PROPOSED BY COUNCILLOR REYNOLDS THAT THE PARISH COUNCIL ENTER HOLTON-LE-CLAY IN THE BEST KEPT VILLAGE COMPETITION AT A COST OF £25 AND WORK TO IMPROVE ISSUES HIGHLIGHTED IN LAST YEARS COMPETITION:

• LITTER
• GRAFFITI ON GARAGE AND CHURCH
• RECYCLING BINS UNSIGHTLY AND OVERSPILL
• CHURCH BENCH AND GRASS CUTTING
• PLANTERS AT CEMETERY- THESE HAVE NOW BEEN REMOVED
• NOTICEBOARDS
• 8 ACRES/ TENNIS COURT
• ABSENCE OF BIRD BOXES

Members noted the previously raised issues and noted that where possible these were being addressed.

The proposal was seconded. VOTE: 3 in favour 1 abstention. - RESOLVED

291. PROPOSED BY COUNCILLOR REYNOLDS THAT THE SIX BIRD BOXES KINDLY DONATED BY MR AND MRS TACEY BE ERECTED AROUND THE VILLAGE BY MR TACEY AND THE PARISH COUNSEL RESOLVE THE LOCATIONS IN WHICH THEY ARE TO BE PLACED:

Suggestions: 8 acres, Junior Playing field, large tree to the front of Four Candles, tree in the layby opposite the entrance to Silver Street, Pelham green, Churchyard or Village Hall.

Mr Tacey was thanked.

It was agreed that the boxes must be safely placed. The proposal was seconded- VOTE: all in favour- RESOLVED

292. PROPOSED BY COUNCILLOR ROWNTREE THAT THE PARISH COUNCIL GAUGE PUBLIC INTEREST IN THE COUNTY LINX RADIO BUS VISITING HOLTON-LE-CLAY AND ARRANGE A VISIT IF SUFFICIENT INTEREST:

The proposal was seconded. VOTE: all in favour- RESOLVED.

293. PROPOSED BY COUNCILLOR CLIFTON THAT THE PARISH COUNCIL AGREE AND PROMOTE THE ONLINE PETITION TO VOTE TO GIVE PARISH COUNCILS APPEAL RIGHTS AGAINST PLANNING DECISIONS, WHICH IS ALSO BEING SUPPORTED BY NALC:

The proposal was seconded. VOTE: all in favour. - RESOLVED

294. FINANCIAL MATTERS:

TO AUTHORISE PAYMENTS:

It was proposed and seconded that the below payments be authorised. VOTE: all in favour- RESOLVED

MARCH 2016 PAYMENTS
OUT OF COMMITTEE
CHQ NO / PAYEE / DETAILS / NET / VAT / GROSS
1102 / MOWNS & GROWNS / HEDGE WORK 8 ACRES / £30.00 / £30.00
1103 / MICK HENRY PLUMBING / BOILER SERVICE/GAS METER / £337.50 / £67.50 / £405.00
1104 / ANGLIAN WATER / VILLAGE HALL/ COUNCIL OFFICE WATER 19 NOV-23RD FEB / £181.69 / £181.69
1105 / HM REV& CUST / PAYE TO 5TH MARCH / £166.47 / £166.47
1106-1108 / SALARY / MARCH SALARY / £1,810.93 / £1,810.93
Totals / £2,526.59 / £67.50 / £2,594.09
BURIAL ACCOUNT
83 / CHEQUE VOID / CHEQUE VOID / £0.00 / £0.00
84 / ANGLIAN WATER / CEMETERY WATER 19 NOV-23 FEB / £53.80 / £53.80
Totals / £53.80 / £53.80
FOR AUTHORISATION
1109 / OXLEY SHUTTERS / ANNUAL SERVICE / £425.00 / £85.00 / £510.00
1110 / LALC / ANNUAL SUBSCRIPTION / £435.63 / £83.73 / £519.36
1111 / AMJ / 2X EMERGENCY EXIT LED SIGNS / £120.00 / £24.00 / £144.00
1112 / NEWBY LEISURE / WORK TO JNR P/F FOLLOWING ROSPA REPORT / £895.00 / £179.00 / £1,074.00
1113 / B&C SHELTER SOLUTIONS / BUS SHELTER / £2,460.00 / £492.00 / £2,952.00
1114 / AMJ / REPLACEMENT DOWN LIGHT / £60.00 / £12.00 / £72.00
1115 / LUCY WALLER / PETTY CASH TOP UP / £64.28 / £64.28
D/D / EON GAS / VILLAGE HALL/ COUNCIL OFFICE GAS 1 MONTH / £217.00 / £43.40 / £260.40
D/D / VIRGIN MEDIA BUSINESS / PHONE/INTERNET 1 MONTH / £61.17 / £12.23 / £73.40
D/D / EON ELEC / VILLAGE HALL/ COUNCIL OFFICE ELECTRICITY 1 MONTH / £74.77 / £3.74 / £78.51
D/D / PWLB / PWLB REPAYMENT 10 OF 30 / £4,604.31 / £4,604.31
Totals / £9,417.16 / £935.10 / £10,352.26
BURIAL ACCOUNT
85 / SIGNS EXPRESS / WALL OF REMEMBRANCE PLAQUE AND FITTING / £39.00 / £7.80 / £46.80
GENERAL ACCOUNT TOTALS FOR MARCH / £11,943.75 / £1,002.60 / £12,946.35
BURIAL ACCOUNT TOTALS FOR MARCH / £92.80 / £7.80 / £100.60

TO NOTE FINANCE REPORT:

The below finance report was noted:

HOLTON LE CLAY PARISH COUNCIL
FINANCIAL REPORT as at / 29TH FEB 2016
CASH BOOK
Balance Brought forward / 01/02/2016
General Account / 59,361.16
Burial Account / 3,731.58
63,092.74
Add - Income
General Receipts / 500.00
Burial Receipts / 803.00
1,303.00
64,395.74
Less - Expenditure
General Payments / 5,143.23
Burial Payments / 0.00
5,143.23
Balance Carried Forward / 29/02/2016 / 59,252.51
BANK BALANCES as at / 29/02/2016
General Account per Statement / 55,692.93
less - Outstanding Cheques / 975.00
54,717.93
Burial Account per Statement / 4,534.58
less - Outstanding Cheques / 0.00
4,534.58
TOTAL COUNCIL FUNDS AS AT / 59,252.51
ALLOCATION OF FUNDS -
TOTAL FUNDS , PER ABOVE / 59,252.51
RESERVES
Parish Council Minimum Reserve / 13,000.00
Village Hall Loan Repayments / 18,700.00
DONATION/GRANT NOTICE BOARD / 890.00
RESERVED EXPENDITURE NOTICE BOARD / 813.55
ELDC GRANT BUS SHELTER / 1,000.00
34,403.55
Burial Account Bank Balance ( upkeep of Cemetery ) / 4,534.58
38,938.13
PRECEPT RECEIVED IN ADVANCE ( see below )
1 MONTH / 4,500.00
43,438.13
*APPROX. FUNDS AVAILABLE as at / 29/02/2016 / 15,814.38
(Of Which £3556.45 is the funds freed up by paying the Cemetery Contract with burial funds
and is for village improvements)
PRECEPT - is received in advance twice a year , therefore we usually have monies in our account
representing spend in coming months.
*EXACT SURPLUS CAN NOT BE CALCULATED UNTIL THE END OF THE FINANCIAL YEAR

TO NOTE PETTY CASH / CLERK & CHAIR LOGGED EXPENDITURE:

ITEM/ SUPPLIER / COST £
POSTAGE VARIOUS/ POST OFFICE / 12.80
GREEN WASTE BIN FEE/ELDC / 25.00
CREAM CARD/IT’S JUST A BOX / 5.00
FIRST AID BOX & ACCIDENT BOOK/DK MEDICAL SUPPLIES / 16.48
PETROL/ESSO / 5.00

TOTAL £64.28

CHAIR & CLERK LOGGED EXPENDITURE £60 PLUS VAT- REPLACEMENT DOWN LIGHT VILLAGE HALL, £30 HEDGE WORK 8 ACRES

295. CLERK’S REPORT:

The Clerk’s report was noted.

Diary entries of note:

16th Feb – telephone confirmation that LCC are investigating a safety zone and reduced speed limit around the Infants school.

17th Feb- Cemetery tender packs sent out.

23rd Feb- bins not initially collected Pinfold Gardens & Whisby court

26th Feb- Various Pot holes Church Walk reported to Highways

1st March- Bus shelter installed opposite Carmen Crescent

2nd March- Councillor Craig Leyland (Leader ELDC) confirmed attendance at Annual Parish Meeting

2nd March- streetlights out on Silver Street reported to LCC

4th March – Public concern received regarding parking around infant school

8th March – Public concern received regarding delivery drivers parking on grass verge when delivering to Junior School.

8th March – Noticeboard ordered (six week lead time)

9th March- Councillor John Davie (Executive Councillor: Economic Development, Environment, Planning, Tourism) LCC confirmed attendance at the Annual Parish Meeting.

14th March- Road Markings Beech Grove, South Field, Magnolia Drive reported to LCC (need re-marking, this has been prioritised and added to the list of line marking to be done by LCC)

Correspondence of Note:

10th March- notice of soil contamination survey to take place on the old railway, survey to be performed by Dalcour Maclaren on behalf on Dong Energy, on or shortly after 1st April. Fees payable to Parish Council for surveys confirmed at £1000.

Office Closures March/April

Fri 25th March-Good Friday

Mon 28th March – Easter Monday

Tue. 29th, Wed. 30th, Thurs. 31st & Fri 1st April – Staff annual leave

Fri 22nd April – Staff annual leave.

296. ITEMS FOR THE NEXT AGENDA:

Consideration of provision of a defibrillator.

297. TIME & DATE OF NEXT MEETING:

Extraordinary meeting 7pm Tuesday 22nd March

Annual council meeting 7pm Monday 16th May

Annual parish meeting 7pm Tuesday 17th May

The meeting closed at 9.06pm.