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MINUTESofaMEETINGofWHITWICKPARISH COUNCIL held on THURSDAY 19 JANUARY 2017 attheParkHall,WhitwickPark,offNorthStreet,Whitwick.
Present:CouncillorRWoodward(Vice-Chairman)(IntheChair)
S Colledge, DEveritt,T Gillard, DHowe,P Moult, T Pulford and JStraw.
InAttendance:
MrsLEllis,InterimParishClerkand Mrs C Tibbles, Parish Manager
5 Membersofthepublic
ApologiesforAbsencewere receivedfromCllrsRAdams,ABarkerandLSpence
On behalf of members, the Vice Chairman welcomed the new Parish Manager to the meeting.
DeclarationsofInterest
Cllr Everitt declared a non-pecuniary interest in Minute 280.
Cllrs S Colledge andJStrawdeclaredanon-pecuniaryinterestinplanning matters regarding the Green WedgeasmembersofWhitwickActionGroup.
- PUBLIC QUESTION AND ANSWER SESSION
Residents asked about: the functioning of the parish council website and the correct addresswas clarified as ; advance display of notices for future council meeting dates; an update on the future of Hermitage Leisure Centre which was not yet available so members urged everyone to write to Steve Bambrick and all NWLDC cabinet members to stress what provision Whitwick residents needed to have in Whitwick because the Centre was well-used and vital to the community; the Parish Manager undertook to again request a breakdown on the subsidy figures quoted by NWLDC for combined running costs of Hood Park and Hermitage Leisure Centre; ownership of land at Hall Lane by City of Dan was confirmed to be with the parish council.
- MINUTES
Resolved: That the minutes of the meeting held on 15 December 2016 be approved as a correct record
- COMMUNITYPOLICING
PCSOMark Ball had submitted a report confirming the crime statistics since 17 December had been: 1 burglary dwelling and 1 burglary non-dwelling, theft of lead from Holy Cross church just before Christmas, 1 attempted theft from a shed, 1 theft of a motorbike and 1 attempted theft of a motor vehicle. The Parish Manager had already explored the potential opportunity for police use of the Community Office and Park Hall as being of benefit to the local community, which members confirmed was an aim of the council.
- DISTRICTCOUNCILLORS’REPORTS
Cllr Gillard referred to the Local Plan which he believed was imperative to be adopted in May and there had already been some early feedback from the Inspector.
- COUNTYCOUNCILLOR’SREPORT
No county councillorwas present but an email had been sent to members by Cllr Spence expressing his views on setting the precept.
- PLANNINGMATTERS
(a)Applications
TheCouncilhadbeenconsultedbyNWLDConthefollowingapplications:
16/01428/OUTM - Demolition of former public house and erection of up to 12 apartments with associated parking area at The Oak Of Whitwick, 27 Talbot Street, Whitwick, Coalville
With consent of the council, a representative of the applicant explained the illustrative drawings had generated some interest but were only an indicative outline of what may be sought and not a final design whilst initially seeking approval in principle only.
Resolved:To support in principle this outline application fordevelopment as being preferential to a derelict site, with clearer details being defined at a later stage if a full application was submitted.
16/01471/FUL–Installation of Bay window to allow for the conversion of the integral garage into a habitable room at 91 Church Lane, Whitwick, Coalville
Resolved:Thatnoobjectionsbemadetothisapplication
(b) Decisions
NWLDC had now approved the following applications:
16/01024/FUL – Erection of a two-storey rear (Amended Scheme) at 49 Temple Hill, Whitwick
16/01177/FUL – Erection of a detached dwelling at 133 Talbot Street, Whitwick
(c) Appeal: Application 14/00800/OUTM - Residential Development and Associated Infrastructure (outline - all matters other than part access reserved). Land off Hall Lane, Whitwick
Cllr Woodward reported his attendance at the Public Inquiry into the above Appeal when he spoke to oppose the application, referring to the lack of pre-application consultations. The Inquiry would close on Friday and a decision was awaited.
Appeal Application 16/00070/FULM –Land at Loughborough Road Erection of 28 dwellings
Cllr Woodward planned to attend this Appeal hearing that was due to start at 10.00 am on 24 January 2017 and it was anticipated that at the Inspector's discretion representatives may be invited to give their views.
- REPRESENTATIVES ON OTHER BODIES/EVENTS ATTENDED
Two parish councillors reported they had attended the Public Inquiry above (Minute 280 (c)), with two more members reporting they had attended as individuals representing Whitwick Action Group. Views had been expressed about the vital importance of the Area of Separation. An official announcement may be made in due course regarding revised housing numbers.
- LIGHTING BOLLARDS – WHITWICK PARK
Members noted the instructed repair of 6 bollards was not feasible and NWDLC had advised the necessary parts were obsolete. Alternative options for outside lighting had been explored at a site meeting but it was imperative to have robust equipment that would meet the need to illuminate the drive and car park, be practical, robust and affordable. Quotations were being sought by the grounds maintenance contractor but expenditure would exceed the £1640 already approved by the parish council. The Parish Manager had contacted the insurers to instigate a claim.
Resolved: That the report be noted andmatter referred to the Property and General Purposes Committee.
- DELEGATED POWERS – PARK HALL MANAGEMENT
Considerationwasgiventoareportfrom the Parish Manager and members reviewedMinute 270 (b) (vii)), and Minute 164 (19 May 2016) regarding the scope of delegated powers and draft terms of reference.
Resolved: That the report be noted and the draft Terms of Reference and delegated powers be adopted forthwith.
- NEW SOFTWARE PACKAGE FOR FINANCE/BOOKINGS
Considerationwasgiventoareportfrom the Parish Manager on options for purchasing financial management software, as recommended by the internal auditor. The Parish Manager alerted members that the age of the current laptop may not have the technical capacity required and further checks would need therefore need to be undertaken. If replacement was required then quotations would be submitted to council.
Resolved:
(i)That the report of the Parish Manager be received
(ii)That the purchase of RBS Omega software be approved as quoted, at an outline cost of £1240, 1st year Annual Support at £353 if installed as a single user licence or £483 for up to 5 users
(iii)That training be booked to a maximum of 2 days (potentially less) at £399 per day.
- BUDGET 2017/18
The Interim Clerk presented her report and draft budget to members (copypreviouslycirculatedandattachedtotheofficialcopyoftheMinutes). Cllr Woodward, on behalf of members, thanked the Interim Clerk for her work in preparing the draft budget, which had been difficult after an absence of six months.
Resolved: That the report of the Interim Clerk be received and consideration be given to a Budget Virement review taking place later in the year, with an additional Budget Working Party being established to formulate longer term financial plans, reviewing income opportunities and expenditure plans, ground maintenance options, operating hours of Park Hall and marketing opportunities. It was further Resolved that:
(a)Review of Fees and Charges
No change be made to fees and charges from 1 April 2017
(b)Budget Proposals
That the draft budget as detailed in the Interim Clerk’s report, with estimated income of £24,775 and expenditure of £233,953 be approved
- PRECEPT 2017/18
(a)Tax Base
Members notedthe Council Tax Base figure for 2017/18 has been confirmed as 2684, which was a slight increase from 2635 from 2016/17.
(b)Precept/Reserve options
Taking into account the decisions on the budget, illustrative balance sheets had been prepared to enable members to determine the Council’s precept requirement(appended to the minutes). Although members were aware of the appropriate level of reserves to aim for,as recommended by the auditor, the future possibility of referendum principles and the increased responsibility for buildings and associated liabilities were highlighted. Members endeavoured to balance the need to deliver services to the community but were mindful of the current economic climate when it was highlighted that an 11% increase was needed to maintain the current level of reserves. Two motions were proposed and amended but not carried.
Resolved: That the Precept for 2017/18 should be £193,704, which was equivalent to £72.17 for a Band D property and being an increase of 3% (4p per week extra).
- STAFF RECRUITMENT
In the absence of the Lead Member for Park Hall, members considered extending delegated authority for the Staff Committee to nominate a member(s) to accompany the Parish Manager with recruitment of staff. Alternatively, to approve nomination of a member(s) for the impending recruitment of a second caretaker.
Resolved: That theCllrs Everitt and Howe endeavour to assist the Parish Manager with shortlisting after the closing date of 31 January. Interviews to provisionally take place on the morning of Friday 10 February.
Further Resolved: That Standing Order 5.20be suspended for 10 minutes to enable the meeting to be concluded.
- PARISH MANAGER’S REPORT AND MATTERS PENDING
The Parish Manager submitted her report but due to the complexity of outstanding action points a list had not yet completed.
Resolved:
(i)That the report and updated information be received
(ii)That the Parish Manager initially prepare priorities according to anticipated needs
(iii)That the draft contract prepared but not yet issued to the Caretaker be revised to follow Green Book terms and conditions for existing staff, which would aid compliance with clause 1.2 and 1.3 of the Equal Opportunities Policy
(iv)That the security improvement measures at the pavilion be noted but procedures remain unchanged
(v)That the Parish Manager investigate costings for a fully functioning photocopier, to aid in-house provision of documents, to accommodate increased printing needs (e.g. audit) and to potentially provide new services to the community
(vi)That the new account at Screwfix be noted but that other existing business accounts should be sufficient for current needs
(vii)That the Parish Manager should attend a SLCC training event on 1 February as part of her working hours, noting that the Administrative Assistant had agreed to cover the Wednesday council office opening
(viii)That the Parish Manager attend the Practitioner’s Conference on 23 February as part of her working hours, noting her request for payment of the delegate fee of £90 had been withdrawn. Members accepted that attendance on 24 February would be in the Parish Manager’s own time. Council Office openingwould not be affected
(ix)That the Parish Manager attend the free External Audit briefing event in Anstey on 9 March
(x)That the thanks of the Parish Manager to the Interim Clerk for the extensive information and handover arrangements be noted and also endorsed by the Council with gratitude of members being expressed
(xi)That the Parish Manager arrange to book Park Hall for council meetings for the remainder of the year to be held on the third Thursday of each month, with the Annual Electors meeting to be held on 11 May.
(xii)That the outstanding list of matters be reviewed and compiled for the next meeting
- BANKING RECONCILIATION 7 OCTOBER – 31 DECEMBER
The Interim Clerk and the Parish Manager had jointly prepared a reconciliation of the of the Council’s accounts and bank statements from 1 April 2016. The Receipts and Payments Summary for the third quarter had been duly scrutinised and approved by the Chairman in accordance with the Council’s internal financial control procedures.The Transparency report information had not yet been prepared and was deferred to the next meeting.
Resolved:Thatthefinancial reportbereceivedby the Council
- ACCOUNTS FOR PAYMENT
To approve the following payments:
Salaries (December) - £963.69
HMRC – Tax and NI (Q3) - £1122.93
Virgin Media - £61.56 – Direct Debit
Southern Electric (office) - £367.60 – Direct Debit
NWLDC – business rates, office – £40.00 – Direct Debit
NWLDC – business rates, hall - £13.00 - Direct Debit
Office Depot – Misc. supplies - £48.52
Kelvin Davenport - Caretaker Expenses - £7.66
Southern Electric (Park Hall) - £247.50 – Direct Debit
NWLDC – Grounds Main. (Q3) - £39240.11
JTF Wholesale – stationery & Supplies - £65.11
The Range – Misc. supplies - £19.25
Screwfix – Vacuum cleaner for Hall- £109.98
Unity Bank – charges - £27.15
Mrs L Ellis – salary (from 5/12/16) - £to follow
Mrs L Ellis – reimbursement of postage - £13.19
A M Norris – Hall heating service/radiator repair - £193.88
Income: (mostly Park Hall Hire)
L McKenzie – 6 & 13 December - £30.00
P Hamill – 4 January & 15 March - £150.00
K Parker – 14 January - £65.00
ELIM - 1- 29 January - £200.00
L McKenzie – 3-31 January - £75.00
Unity Trust Bank Interest - £19.23
Southern Electric (Sports Pavilion) – CR£209.72
Resolved:Thattheabove payments were approved
CouncillorT Gillard left themeetingat8.17pmafter debateonMinuteNo270
Themeetingterminatedat9.10pm
Date of next meeting: 16 February 2017
Chairman’s Initials......