In Attendance: Lucy Waller, Clerk to the Parish Council

MINUTES OF THE ANNUAL FULL COUNCIL MEETING OF HOLTON-LE-CLAY PARISH COUNCIL HELD AT THE VILLAGE HALL, PINFOLD LANE, HOLTON-LE-CLAY AT 7.00PM ON MONDAY 16TH MAY 2016

Present:

Councillor P. Rowntree (Chairman), Councillor H. Reynolds (Vice-Chairman), Councillor S. Barrass, Councillor B. Clifton, Councillor A. Dulieu, Councillor V. Readman, Councillor P. Webster and Councillor S. Weller (Also of East Lindsey District Council),

Councillor T. Bridges of Lincolnshire County Council and Councillor T. Aldridge of East Lindsey District Council.

Ten members of the Public

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

The Meeting opened at 7.00pm

CHAIRMAN’S WELCOME:

The chairman welcomed all present and thanked them for their attendance.

TO ELECT THE CHAIRMAN OF THE PARISH COUNCIL FOR THE COUNCIL YEAR 2016/17 AND RECEIVE THE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE:

It was proposed and seconded that Councillor P. Rowntree be appointed as Chairman of the Parish Council.

VOTE: all in favour

RESOLVED

The declaration of acceptance of office was duly signed and witnessed.

TO ELECT THE VICE-CHAIRMAN OF THE PARISH COUNCIL FOR THE COUNCIL YEAR 2016/17 AND RECEIVE THE VICE-CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE:

It was proposed and seconded that Councillor H. Reynolds be appointed as Vice- Chairman of the Parish Council.

VOTE: all in favour

The declaration of acceptance of office was duly signed and witnessed.

TO CONSIDER APPLICATIONS FOR CO-OPTION TO THE PARISH COUNCIL AND RECEIVE ANY DECLARATIONS OF ACCEPTANCE OF OFFICE:

Members consider letters of application from Sonia Barrass, Andrew Dulieu, Vera Readman and Paula Webster.

It was proposed and seconded that all applicants be co-opted as members of the Parish Council.

VOTE: all in favour

RESOLVED

The declarations of acceptance of office were duly signed and witnessed

TO RECEIVE APOLOGIES FOR ABSENCE:

No apologies were received.

TO RECEIVE DECLARATIONS OF INTEREST:

Councillors Clifton, Webster, and Weller declared that they were members of the NDP group, Councillor Reynolds declared that she was a member of HLC MERC. Councillor Weller declared that she was a member of ELDC. Councillor Barrass declared that she had a personal interest in agenda items 16 and 35 as a close relative of the Clerk- members noted that she would take part in discussion but not vote.

TO APPROVE THE DRAFT MINUTES OF THE LAST FULL COUNCIL MEETING , HELD ON THE 21ST MARCH 2016 & THE EXTRAORDINARY MEETING HELD ON THE 22ND MARCH 2016, AS CORRECT RECORDS:

It was proposed and seconded that the draft minutes of the last Full Council meeting held on the 21st March and the extraordinary meeting held on the 22nd March be approved as a correct record.

VOTE: 4 in favour, 4 abstentions

RESOLVED

TO NOTE THE PROGRESS OF ACTIONS FROM PREVIOUS MEETINGS:

Members noted that the actions were all complete or in hand.

TO RECEIVE A REPORT FROM LINCOLNSHIRE POLICE:

Councillor Clifton delivered the following report from Lincolnshire Police:

Report for Holton le Clay Parish Council Meeting – Monday 16th May

The last PC meeting was held in March therefore this report is for two months, I have included the incidents of note:

4 x Anti-Social Behaviour related incidents – all isolated incidents including a neighbour dispute and unwanted messages being received.

4 x Burglaries

2 x Garage
1 x Commercial
1 x Dwelling – occupier left front door unlocked whilst not in the house, offender(s) entered and removed a bank card from a purse which was inside a handbag.

1 x Theft from Motor Vehicle – member of public stopped the male who was arrested, charged and dealt with through the courts

1 x Theft of Vehicle – this was the theft of motorbike which was sent out on Lincs Alert with a photograph of the stolen bike.

4 x Criminal Damage

3 x Thefts – these are shop thefts.

TO RECEIVE A REPORT FROM THE COUNTY COUNCILLOR:

Councillor Bridges informed members that he had recently met with Dean Myhill of the Highways Department and performed a walk around of the Village noting all Highways faults, Dean had informed Councillor Bridges that Holton-le-Clay would be considered a priority this financial year.

Councillor Bridges informed members that he would forward on the details of a recent highways presentation he had attended.

TO RECEIVE A REPORT FROM THE DISTRICT COUNCILLORS:

Councillor Weller thanked those present that had also attended a recent planning committee at which she had spoken. She highlighted that although the outline planning decision was not of the smaller scale that residents would have preferred it was important to move forward and aim to achieve the best possible results from the consultation on the detailed planning. Members also noted that smaller developments would not have generated the same level of section 106 contributions from the developers.

Councillor Aldridge apologised for his recent absences from Parish Council meetings due to various health issues and hospitalisation.

Councillor Aldridge went on to highlight that his recent decision to support a controversial planning application for Holton-le-Clay was based on the meeting of all material planning considerations, which he explained were the only relevant considerations that would be considered. Members noted that Holton-le-Clay had been designated for development. Councillor Aldridge stressed that he had said that all drainage issues must be resolved prior to the development. It was expressed by some members that they felt disappointed by Councillor Aldridge’s actions and they felt he had not listened to residents.

Councillor Aldridge was thanked for the recent donation of his Councillor Community grant to Holton-le-Clay Rainbows which had assisted with insurance costs.

TO RECEIVE REPORTS FROM OUTSIDE BODIES:

In addition to the circulated written report Councillor Clifton highlighted that in view of the recently approved planning application it was necessary to have the Neighbourhood Development Plan in place as a legally recognised document in order to influence detailed planning applications.

Members noted that the NDP policies had been through the first stage of public consultation and were soon to undergo an independent health check.

TO NOTE PUBLIC CONCERNS RECEIVED AND RESOLVE ANY ACTION:

It was noted that a concern had been received regarding the holes in the football pitch at the 8acres field caused by the removal of football goals in between matches. A member of the public had injured themselves, whilst walking in the dark when their foot had caught in the hole.

Members highlighted that although the Parish Council owned the land the contractual relationship was between the football club and HCCA who hire out use of the pitch through the chance to share scheme.

It was proposed, seconded and RESOLVED that a letter highlighting this issue to HCCA be written requesting action prior to the end of June and impressing that the Legal responsibility to make this safe lies with HCCA.

TO ADJOURN THE MEETING FOR A MAXIMUM OF 30 MINUTES FOR THE PUBLIC FORUM:

The meeting adjourned at 7:28pm

Issued raised were:

The Cemetery drive gravel – members agreed to look in to this issue and investigate solutions.

Savings made by Solar Panels on the Village Hall – members highlighted that exact income figures were available however only estimated savings as when the panels were fitted the Parish Council at that time had not had the more expensive meters, which would have provided this information, installed. It was also impossible to compare utility bills from before and after the installation as the Hall had not been open and in use prior to the installation. A freedom of information request was made for this information, however the Clerk highlighted that FOI requests can only be made for information the Council holds, and must be made in writing. The resident was invited to visit the Clerk in office hours to discuss the process.

A recent planning committee- Various residents spoke at length regarding their disappointment with Councillor Aldridge’s conduct in supporting a controversial planning application for Holton-le-Clay despite the expressed opinion of residents against the application. Councillor Aldridge reiterated his earlier points about material planning considerations. Residents thanked Councillors Weller and Reynolds along with Bob Bolton of the N.D.P group for speaking on their behalf at the Planning Committee.

The meeting reconvened at 7:48pm

PLANNING MATTERS E.L.D.C:

To resolve consultee comments:

N/085/00941/16-Planning Permission ground floor study, utility and bathroom with first floor bedroom and en suite over on the site of an existing garage which is to be demolished

6 WHISBY COURT HOLTON-LE-CLAY

Members felt they did not have relevant information to respond therefore it was RESOLVED to delegate the response to the Clerk following further investigation and Councillor feedback.

N/085/00968/16 Planning Permission- Rear extension to existing dwelling to provide a conservatory.

51 PICKSLEY CRESCENT, HOLTON LE CLAY, GRIMSBY, NORTH EAST LINCOLNSHIRE. DN36 5DR

Members RESOLVED a response of no objections.

Members Noted Full permission Granted N/085/00243/16 14 CAMBRIAN WAY. Extension and alterations.

TO APPOINT LUCY WALLER AS THE RESPONSIBLE FINANCIAL OFFICER:

It was proposed, seconded and RESOLVED to appoint Lucy Waller as the Responsible Financial Officer.

VOTE: 7in favour 1 abstention

TO ADOPT COMMITTEES, APPOINT MEMBERS AND ADOPT TERMS OF REFERENCE FOR COMMITTEES FOR THE COUNCIL YEAR 2016/17.

It was proposed, seconded and RESOLVED to defer this item until the July meeting to allow new councillors time to settle in.

VOTE: all in favour

TO APPOINT REPRESENTATIVES TO OUTSIDE BODIES:

It was proposed, seconded and RESOLVED to defer this item until the July meeting to allow new councillors time to settle in.

VOTE: all in favour

TO ADOPT STANDING ORDERSFOR THE COUNCIL YEAR 2016/17:

It was proposed and seconded that the standing orders be adopted.

VOTE: 4 in favour, 4 abstentions

RESOLVED

TO ADOPT FINANCIAL REGULATIONS FOR THE COUNCIL YEAR 2016/17:

It was proposed and seconded that the Financial Regulations be adopted.

VOTE: 4 in favour, 4 abstentions

RESOLVED

TO APPROVE THE ASSET REGISTER FOR THE COUNCIL YEAR 2016/17:
YEAR 2016/17:

It was proposed and seconded that the asset register be updated with recently purchased equipment and be adopted.

VOTE: 4 in favour, 4 abstentions

RESOLVED

TO ADOPT THE FINANCIAL RISK MANAGEMENT FOR THE COUNCIL YEAR 2016/17:

It was proposed and seconded that the Financial Risk management be adopted.

VOTE: 4 in favour, 4 abstentions

RESOLVED

TO ADOPT COUNCIL POLICIES FOR THE COUNCIL YEAR 2016/17:

Health and safety
Grievance
Equal opportunities
Safeguarding
Lone working
Disciplinary
Harassment
Complaints
Publication Scheme
Press and Media
Freedom of information
Data protection
Parish Councillor protocol
Financial support and Grant awards

It was proposed and seconded that the above policies be adopted.

VOTE: 4 in favour, 4 abstentions

RESOLVED

TO APPROVE THE SCHEDULED MEETING DATES OF FULL COUNCIL FOR THE COUNCIL YEAR 2016/17:

It was proposed, seconded and RESOLVED that the meeting dates be approved.

VOTE: all in favour.

TO APPROVE THE ANNUAL GOVERNANCE STATEMENT AND ACCOUNTS STATEMENTS :

Members noted that they as the corporate body held overall responsibility for the financial dealings of the Council. The Annual governance statement was read aloud and the previously circulated accounts statements were noted.

It was proposed, seconded to approve the annual governance and accounts statements.

VOTE: 4 in favour 4 abstentions.

RESOLVED

TO APPROVE PAYMENTS BY DIRECT DEBIT FOR THE COUNCIL YEAR 2016/17:

It was proposed, seconded to continue to pay the existing direct debits and to additional change the water payment to direct debit.

VOTE: 6 in favour 2 abstentions

RESOLVED

TO CONSIDER INSURANCE QUOTES AND RESOLVE AN INSURER :

Members noted the RFO report in regard to four insurance quotes received, three via a specialist broker and one from the current insurance company. It was noted that any policy taken up would be subject to a slight increase to cover new play equipment installed since quotes were obtained. It was Proposed and seconded that the quote of £1300.28 for one year be taken up.

A counter proposal to take up the extended 3 year policy from the same company at a cost of £1235.27 was not seconded.

VOTE: all in favour

It was RESOLVED to accept the quotation of £1300.28 for one year from Hiscox.

TO CONSIDER PARISH GARDEN FEES FROM DECEMBER 2016:

It was proposed, seconded and RESOLVED to defer this item until committees had been formed.

VOTE: all in favour

TO CONSIDER BURIAL FEES FROM MAY 2016:

It was proposed, seconded and RESOLVED to defer this item until committees had been formed.

VOTE: all in favour

TO RESOLVE A RESPONSE TO ELDC REGARDING FOOTWAY LIGHTING:

It was proposed, seconded and RESOLVED to delegate the power to respond to the Clerk pending further information and Councillor feedback.

VOTE: all in favour

TO RESOLVE ACTION IN REGARD TO BROKEN BOUNDARY FENCE:

It was proposed, seconded and RESOLVED to replace the broken panel.

VOTE: all in favour

It was also suggested that a quote to replace other rotten sections be sought.

PROPOSED BY COUNCILLOR CLIFTON THAT THE PARISH COUNCIL PRODUCE A WISH LIST FOR VILLAGE IMPROVEMENT:

Councillor Clifton informed members that he felt that a “wish list” should be put in place to determine future spending and uses of any future developer community contribution.

The proposal was seconded and RESOLVED.

VOTE: all in favour.

Members also discussed the use of surveys to gauge public opinion- it was agreed both an electronic format and paper format should be used once Councillors had developed initial ideas.

PROPOSED BY COUNCILLOR CLIFTON THAT AN EXPLORATORY MEETING BE HELD INVOLVING HOLTON-LE-CLAY PARISH COUNCIL - WALTHAM PARISH COUNCIL - NEW WALTHAM PARISH COUNCIL TO DECIDE IF THERE IS ANY VALUE IN THE THREE NEIGHBOURING PARISHES WORKING IN COLLABORATION ON COMMON IMPORTANT ISSUES SUCH AS TRAFFIC AND TRANSPORT AS THE PARISHES GROW.

Councillor Clifton informed members that this was an agreement in principle to the possible working together of parishes to share planning information and on relevant planning responses.

The proposal was seconded and RESOLVED.

VOTE: all in favour.

TO NOTE YEAR END SURPLUS FUNDS AND RESOLVE ANY ACTION IF NECESSARY:

Members noted the end of year surplus of £4987.55 and the Ear marked reserve of £3556.45 for village improvement.

It was proposed, seconded and RESOLVED that a finance meeting be held in the near future to discuss surpluses and to provide more insight into the complex workings of the Council’s finances.

VOTE: all in favour

FINANCIAL MATTERS:

PAYMENTS FOR AUTHORISATION

Members noted that the payment for the play equipment was totally funded by grants.

It was proposed, seconded and RESOLVED that the payments be authorised.

VOTE: 7in favour, 1 abstension.

May-16
OUT OF COMMITTEE
CHQ NO / PAYEE / DETAILS / NET / VAT / GROSS
1122 / PLAYDALE / DEPOSIT / £4,999.76 / £999.95 / £5,999.71
1123 / MB PICTURE FRAMING / PICTURE FRAMING / £180.00 / £180.00
1124 / HM REV& CUST / PAYE TO 5TH APRIL / £211.10 / £211.10
1125 / GLENDALE / 8 ACRES / £74.00 / £14.80 / £88.80
1126 / GLENDALE / JNR P/F / £23.40 / £4.68 / £28.08
1127 / GLENDALE / AMENITY GRASS / £440.00 / £88.00 / £528.00
1128 / VOID / VOID
1129 / CPRE / BEST KEPT VILLAGE / £25.00 / £25.00
1130-1132 / SALARY / SALARY APRIL / £1,503.17 / £1,503.17
1133 / GREENFINGERS / CEM CONTRACT / £760.00 / £760.00
D/D EON / EON / ELECTRICITY / £90.07 / £4.50 / £94.57
D/D EON / EON / GAS / £278.15 / £55.63 / £333.78
D/D / VIRGIN MEDIA BUSINESS / PHONE/INTERNET 1 MONTH / £60.61 / £12.12 / £72.73
Totals / £5,488.26 / £1,014.75 / £9,824.94
FOR AUTHORISATION
1134 / KONIKA MINOLTA / PRINTER QUARTER RENT/USAGE / £182.33 / £182.33
1135 / HM REV& CUST / PAYE TO 5TH MAY / £171.92 / £171.92
1136 / DUNCAN & TOPLISS / PAYROLL FEES / £25.00 / £5.00 / £30.00
1137 / RIALTIS / YEAR END ACCOUNTANT FEES / £509.70 / £101.94 / £611.64
1138 / SIGNS EXPRESS / PLAY AREA SIGNAGE X 2 / £125.00 / £25.00 / £150.00
1139-1141 / SALARY / SALARY MAY / £1,484.47 / £0.00 / £1,484.47
1142 / LUCY WALLER / PETTY CASH TOP UP / £152.65 / £152.65
D/D / EON GAS / VILLAGE HALL/ COUNCIL OFFICE GAS 1 MONTH / £114.44 / £22.89 / £137.33
D/D / VIRGIN MEDIA BUSINESS / PHONE/INTERNET 1 MONTH / £60.80 / £12.16 / £72.96
D/D / EON ELEC / VILLAGE HALL/ COUNCIL OFFICE ELECTRICITY 1 MONTH / £50.42 / £2.52 / £52.94
Totals / £2,876.73 / £169.51 / £3,046.24
BURIAL ACCOUNT
86 / SIGNS EXPRESS / WALL OF REMEMBRANCE PLAQUE AND FITTING / £39.00 / £7.80 / £46.80
GENERAL ACCOUNT TOTALS FOR MAY / £8,364.99 / £1,184.26 / £12,871.18
BURIAL ACCOUNT TOTALS FOR MAY / £39.00 / £7.80 / £46.80

Finance report to note:

Members noted the finance report.

HOLTON LE CLAY PARISH COUNCIL
FINANCIAL REPORT as at / 30th April 2016
CASH BOOK
Balance Brought forward / 01/04/2016
General Account / 37,275.74
Burial Account / 4,579.34
41,855.08
Add - Income
General Receipts / 41,237.41
Burial Receipts / 75.00
41,312.41
83,167.49
Less - Expenditure
General Payments / 9,824.94
Burial Payments / 0.00
9,824.94
Balance Carried Forward / 30/04/2016 / 73,342.55
BANK BALANCES as at / 30/04/2016
General Account per Statement / 74,028.52
less - Outstanding Cheques / 5,340.31
68,688.21
Burial Account per Statement / 4,654.34
less - Outstanding Cheques / 0.00
4,654.34
TOTAL COUNCIL FUNDS AS AT / 73,342.55
ALLOCATION OF FUNDS -
TOTAL FUNDS , PER ABOVE / 73,342.55
RESERVES
Parish Council Minimum Reserve / 13,000.00
Village Hall Loan Repayments / 17,000.00
Final payment to Playdale / 5,999.71
35,999.71
Burial Account Bank Balance ( upkeep of Cemetary ) / 4,534.58
40,534.29
PRECEPT RECEIVED IN ADVANCE ( see below )
5 MONTHS / 22,500.00
63,034.29
*APPROX FUNDS AVAILABLE as at / 31/01/2016 / 10,308.26
(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

Clerk/Chair authorised payments:

New signage junior playing field & 8 acres £150

Upgrade outside lights Village Hall side entrance to led with sensors £160

Diary entries of note: