CRANWELL AND BYARD’S LEAP PARISH COUNCIL
Notes of a meeting of the Parish Council held in the Village Hall Rooms on Monday 07 March 2011 commencing at 7.45 p.m.
Attendance: With Cllr Mrs H Morris in the Chair there were present,
Cllrs Mrs K Cairns, Mr D Ralph, Miss K Moor, Mr D Ward and Mrs Y Hudson
03 Members of the Public
PC Green.
BUSINESS TO BE TRANSACTED.
1. APOLOGIES FOR ABSENCE AND REASONS GIVEN
2. TO RECEIVE DECLARATIONS OF INTEREST IN ACCORDANCE WITH THE 2007 LOCAL GOVERNMENT ACT.
3. NOTES OF THE MEETING HELD ON 7 FEBRUARY and 15 FEBRUARY 2011 TO BE APPROVED AS MINUTES
4. TO RECEIVE REPORTS FROM COUNTY/DISTRICT COUNCILLORS
5. TO RECEIVE REPORTS RELATING TO POLICE MATTERS.
6. TO RECEIVE REPORTS RELATING TO RAF MATTERS.
7. TO RECEIVE REPORTS FROM COUNCILLOR’S RELATING TO RESPONSIBILITIES AND OUTSTANDING TASKS
8. TO RECEIVE REPORTS FROM THE CLERK IN RELATION TO COUNCIL MATTERS
9. PLANNING MATTERS
a. Applications to be considered.
b. Report of determinations received
10. TO CONFIRM THE DATE, TIME AND SPEAKERS FOR THE ANNUAL PARISH MEETING
11. DOG WARDEN REPORT
12. TO RECEIVE GENERAL CORRESPONDENCE
13. FINANCIAL MATTERS
a. Report of Expenditure since Last Meeting
b. To resolve the payment of invoices listed on the Expenditure to be Approved Report.
c. To resolve to make a donation to Local Organisations
d. To resolve to purchase new goalpost sleeves and erect at new location
e. To consider request to purchase new parish notice boards.
f. To resolve to change council signatories.
g. To resolve to carry out maintenance to the Village Green Hedge
14 TO DISCUSS MATTERS RELATING TO THE CLUSTER MEETINGS/COMMITTEE
15. TO DISCUSS REPAIRS AND FUNDING FOR THE OLD SCHOOL
16. TO APPROVE REPLACEMENT OF PARISH SEAT
17. TO DISCUSS PROBLEMS RELATING TO THE DOG BIN IN THE SELVINS DRIVE AREA
18. MEMBERS COMMENTS
To receive any comments from members of the council and requests for matters to be placed on
the next agenda. No resolutions may be passed under this item.
19. TO CONFIRM THE DATE OF THE NEXT MEETING OF THE COUNCIL
20. TO RESOLVE TO GO INTO CLOSED SESSION IN ACCORDANCE WITH THE PUBLIC BODIES
(ADMISSIONS TO MEETINGS) ACT 1969 TO DISCUSS THE FOLLOWING MATTERS.
To resolve to go into closed session in accordance with the Public Bodies (admissions to meetings) Act 1960 to discuss the following matters.
Should this resolution be passed the public and press will be required to leave the meeting at this stage.
21. TO CONSIDER THE MAINTENANCE CONTRACTS FOR RENEWAL
22. TO CONSIDER APPLICATIONS RECEIVED FOR THE POSITION OF PARISH CLERK/RFO
23. TO RESOLVE TO ELECT AN INTERVIEW PANEL
24. TO RESOLVE THE TERMS CONDITIONS AND CONTRACT FOR THE POSITION OF
CLERK/RFO
25. TO CONSIDER LEASE FOR ROMPER ROOM
1. APOLOGIES – for absence with reasons given.
Apologies were received from Cllrs J Hudson and R Bett.
2 DECLARATIONS OF INTEREST – To receive Declarations of Interest
No declarations of interest were received
3 MINUTES FROM PREVIOUS MEETINGS – Notes from Monday 07 November and 15 February 2011.
Action: The council resolved to accept the notes of the meeting as minutes.
4 TO RECEIVE REPORTS FROM COUNTY/DISTRICT COUNCILLORS.
C Cllr Cartwright advised the council with regard to the forthcoming addition of Brauncewell to the parish council. The amalgamation would mean an additional 29 electors and a possible increase in parish council members. He advised that the NALC will be paying the parish council as agreed. He also agreed to forward the details of the Brauncewell Chairman to the Cranwell and Byards Leap Parish Council.
D Cllr Whittle advised that the NKDC precept had been set without any impact on the district at present and the general news for NKDC was not bad news.
C Cllr Cartwright and D Cllr Whittle confirmed they would both attend the Annual Parish Meeting and provide a written report.
5 TO RECEIVE REPORTS RELATING TO POLICE MATTERS
PC Green advised the council of the following:
· There would be a restructure of the parish wards and he had been reassigned to a different area.
· The Cranwell office may be closed and relocated to Sleaford which could mean a decline in police presence in the area.
· There had been several thefts of lead and oil in the area.
· There seemed to be little anti-social behaviour in the area.
· He confirmed that the police did not monitor the CCTV on a regular basis and only viewed the recordings if there was an incident.
· He advised that he did not know if the Clusters would change.
· He confirmed he or another would be able to attend the Annual Parish Meeting on 11 April 2011.
· Speed checks had been carried out in the village and 14 vehicles stopped with 3 tickets issued and most were service personnel.
· The PCSO hours would be changed to include later shifts.
· He confirmed that they did stop HGVs that came through the village to avoid the VoSA station and the police had advised VoSA of the driver’s details.
· He advised that the 20mph School Zones could not be enforced and were only advisory.
· He confirmed he would visit Edmunds Road to look at the reported parking problems.
6. TO RECEIVE REPORTS RELATING TO RAF MATTERS
The Chairman advised that the barrier will stay closed due to the increase in readiness on the base from status 3 to 2 for security purposes.
7. COUNCILLOR’S RESPONSIBILITES – Reports and Surgery Report
Cllrs Ralph and Ward reported that the tennis nets had been put up and Cllr Ralph suggested that a litter bin should be put up to encourage youngsters not to drop litter. They also advised that areas of the football pitch required attention.
Cllrs also discussed who monitored the CCTV.
Action: The council resolved to ask the police if they monitored the CCTV on a regular basis and not to erect a bin in the tennis courts at present.
8. CLERK’S REPORT
The Acting Clerk advised that she had compiled notes from the information she had received from the previous Clerk and the Chairman. She had also compiled the advertisements for the Clerk’s vacancy and collated the responses in readiness for interview as resolved at the meeting held on 15 February 2011.
She had also contacted the previous clerk to organise the collection of the council documents and equipment which had been done but keys for notice boards were not yet returned.
9 PLANNING MATTERS – Applications Received
No Planning applications were received.
10 TO CONFIRM TIME AND DATE AND SPEAKERS FOR THE ANNUAL PARISH MEETING.
Action: The council resolved to hold the Annual Parish Meeting on Monday 11 April 2011 commencing at 7.30 p.m. and the council resolved to invite several organisations to speak.
11 DOG WARDEN REPORT
Letters from residents in relation to dog fouling and request for an additional dog bin in the village.
The Chairman advised that she had forwarded both complaints to the Dog Warden.
Action: The council resolved to acknowledge the letters and advise that the residents contact the Dog Warden if further incidents should arise.
12 TO RECEIVE GENERAL CORRESPONDENCE
NKDC – Planning Online details request.
Action: The council resolved that the information is forwarded to NKDC following the election and the Acting Clerk to advise NKDC of the decision.
13 FINANCIAL MATTERS
a. Report of Expenditure since Last Meeting
Action: The council resolved to approve the Expenditure since the last meeting.
b. To resolve the payment of invoices listed on the Expenditure to be Approved Report.
Action: The council resolved to approve the listed invoices and an additional invoice received. Cllr Mrs Hudson advised that she would provide an updated report to include the additional invoice.
c. To resolve to make a donation to Local Organisations
Action: The council resolved payment to local organisations as listed on the March 2011 financial report.
d. To resolve to purchase new goalpost sleeves and erect at new location
Action: The council resolved to leave the matter in abeyance until after the works were completed on the field.
e. To consider request to purchase a new parish notice board.
Action: The council resolved to leave the matter in abeyance for the time being.
f. To resolve to change council signatories.
Action: the council resolved to leave the matter in abeyance until the new Clerk was in post and after the elections.
g. To resolve to carry out maintenance to the Village Green Hedge
Action: The council resolved to authorise the Chairman in consultation with the Acting Clerk to obtain 2 quotes for the cutting of the front of the laurel hedge and to proceed with the works as soon as possible if the quotes were acceptable.
14. THE CLUSTER MEETING/COMMITTEE
Action: The council resolved that the present system of rotating the Chairman should remain because it worked well and should not be changed.
15. TO DISCUSS REPAIRS AND FUNDING FOR THE OLD SCHOOL
Action: The council resolved that the Chairman and Acting Clerk liaise to arrange a meeting with the council solicitor in relation to renewing the lease with the Romper Room before any decisions were made in relation to funding and required works.
16. TO APPROVE REPLACEMENT OF PARISH SEAT
Action: The council resolved to leave the matter in abeyance for the time being.
17. TO DISCUSS PROBLEMS RELATING TO THE DOG BIN IN SLEVINS DRIVE.
Action: The Chairman confirmed that the matter had been dealt with.
18. MEMBERS COMMENTS
To receive any comments from members of the council and requests for matters to be placed on
the next agenda. No resolutions may be passed under this item.
The Chairman advised that the village hall fire door still need to be replaced following the council approval at the December meeting to purchase a new one.
19. TO CONFIRM THE DATE OF THE NEXT MEETING OF THE COUNCIL.
The following meetings were approved.
04 April 2011 – Council Meeting
05 April 2011 – Cluster Meeting
11 April 2011 – Annual Parish Meeting
16 April 2011 – Parish Council Surgery
20. TO RESOLVE TO GO INTO CLOSED SESSION IN ACCORDANCE WITH THE PUBLIC BODIES
(ADMISSIONS TO MEETINGS) ACT 1969 TO DISCUSS THE FOLLOWING MATTERS.
To resolve to go into closed session in accordance with the Public Bodies (admissions to meetings) Act 1960 to discuss the following matters.
Should this resolution be passed the public and press will be required to leave the meeting at this stage
Action: The council resolved to go into closed session
This part of the meeting closed at 8.45 p.m.
The meeting continued in the absence of Press and Public. At 8.51 p.m. (Not for Publication by virtue of Section 100(A) Para 4 of the Local Government Act 1972.The item being of a confidential nature.
CONFIDENTIAL MINUTES
21 CONTRACTS FOR RENEWAL
Action: The council resolved to extend both contracts for a further season and renegotiate the contracts later in the year for the 2012 season.
The council also resolved to increase Mr Webster’s contract by 4%.
22 TO CONSIDER APPLICATIONS RECEIVED FOR THE POSITION OF PARISH CLERK/RFO.
Action: The council resolved that the Chairman and Cllrs Mrs Cairns and Mrs Hudson form a committee and be authorised to deal with items 22 23 and 24 of the agenda to achieve the employment of a new Clerk/RFO and be authorised to confirm the successful candidates employment.
23 TO RESOLVE TO ELECT AN INTERVIEW PANEL
Action: The council resolved the matter under item 22.
24 TO RESOLVE THE TERMS AND CONDITIONS AND CONTRACT FOR THE POSITION OF CLERK/RFO
Action: The council resolved the matter under item 22.
25. TO CONSIDER THE LEASE FOR THE ROMPER ROOM.
Action: The council resolved to leave the matter in abeyance until after the meeting with
the solicitor as resolved under item 15.
The meeting closed at 9.13 p.m.
Date: 16-11 Signed: