GREAT GONERBY PARISH COUNCIL
Minutes of the Meeting held on Monday 7th September 2015 at 7.00pm at the Memorial Hall.
Present: Cllr. Hutchinson Chairman. Cllrs. Hammond, Stedman, Thompson, Orridge, Sharpe, Babington, Watson & I. Stokes. Cllr. Critchley joined the meeting at 7.30pm and Cllr. Orridge left the meeting at 9.10pm. 1 member of the public who left the meeting at 9.45pm.
1.Apologies: Cllr. S. Stokes-illness, Cllr. Critchley apologies for lateness due to work commitments. Cllr. Wootten LCC-attendance at another meeting.
The Chairman welcomed the member of the public who did not wish to raise any issues; he was attending as an interested party.
2.Declarations of Interest/Dispensations:
None.
3.Minutes:
The minutes from the 6th July 2015 meeting were signed as a correct record. Proposed by Cllr. Babington and seconded by Cllr. Thompson.
4.Official Correspondence:
LCC informed Council of a new online reporting tool to report highway matters: www.lincolnshire.gov.uk/highwaysreporting Members of the public may also use this reporting method.
LCC sent details of public consultation on possible changes to LCC’s non-residential contributions policy, to run from 22nd June to 28th September 2015.
LCC sent a flyer re: extended funding deadline for rural shops. Clerk to distribute to businesses in the village.
Realise Futures sent details of recycled plastic seats.
LCC sent a copy of the order for Prohibition of Waiting Allington Lane.
SKDC has launched its new web site www.southkesteven.gov.uk
LCC have started the formal process of reviewing the Joint Strategic Needs Assessment for Lincolnshire. The first stage of review will take place from June to December 2015.
LCC sent details of Leader Rural Development Funding.
LALC sent their Annual Report and details of their AGM to be held on 20th October 2015 at Wragby. If you wish to attend or be nominated to the LALC County Committee please contact the Clerk.
Cllr. Critchley joined the meeting at 7.30pm.
Between meetings the Clerk had reported a complaint about standing water at the junction of Kelham Road/Grantham Road to LCC. They had inspected the area during rainfall and the water seemed to be draining from both sides into the gullies. The new surface will appear to show more surface water than that on Kelham Road but this is simply because they are of differing materials. Cllrs. to monitor.
SKDC sent updates to the electoral roll.
BT had replied that although the telephone box on the High Street is a cashless telephone, 17 calls were made during the last 12 months, all to free phone numbers & none to emergency services.
Between meetings the Clerk had received complaints that the service buses were sometimes not stopping at the lay-by opposite Kelham Road. This is not a signed stop. The Clerk had contacted Centre Bus who agreed to speak to their drivers and request that they stop at the lay-by when required by passengers. LCC also agreed to look into the possibility of installing a stop at this location.
Thirsk Payroll sent details of its services at a cost of £16.25 per monthly payroll run for upto 3 employees. Council currently pay £55 per year for a monthly service for its 2 employees. It was agreed to remain with the current supplier.
Lincolnshire Road Safety Partnership sent details of the recent speed surveys carried out on Belton Lane & High Street from 18th July 2015 for 1 week. Analysis of the data showed some evidence that vehicles were exceeding the speed limit. The vast majority of vehicles that were exceeding the limit were not travelling at a speed high enough for the police to be able to take action against the driver. Highway engineers have assessed the area & cannot implement a local safety scheme/ fixed or mobile speed cameras as criteria is not met. It was agreed Council have to accept the appraisal of the experts. Cllr. Orridge wished to look at the data further.
Between meetings correspondence has been ongoing between Council, LCC & Sunrise Rotary re: Downtown Roundabout on the B1174. LCC maintain the roundabout and have now cut the grass and will be spraying the weeds, they also intend to enhance the roundabout when funding is available. If Council wish to take over the maintenance of the roundabout on licence, LCC will pay them funding of £28 per year. It was proposed by Cllr. Thompson and seconded by Cllr. Watson that when the enhancements to the roundabout have been carried out by LCC, the matter of taking over the maintenance on licence should be discussed once again. Unanimously agreed. Clerk to contact Sunrise Rotary.
Cllr. Wootten sent details of a public question & answer session by Lincs Police & Crime Commissioner Alan Hardwick on 8th October 2015. Circulated to Cllrs. Please contact Cllr. Wootten if you wish to attend. Cllr. Wootten also sent an update for the Police & Crime Panel, which had been circulated.
LCC sent their Travel & Transport Briefing Summer edition which had been circulated.
The Clerk reported on LALC News 155 giving details of Emergency Planning & Prevent, Prayers at meetings, employment & training. Council has been signed up for the Members Area of the LALC website.
The following for selective circulation: Clerks & Council Direct, Broxap litter bin catalogue.
5.Matters Outstanding:
Cllr. Thompson reported that correspondence re: defibrillator has been circulated to the working party and they had been looking for sites. They would report back at the October meeting.
Cllr. Stokes asked the Chairman if he had looked at the problem with the double kerb opposite the church. The Chairman could not locate the problem, Cllr. Stokes explained that the location was near The Knoll. The Chairman would view and report back.
6.Voluntary Flag Person:
James Brearley volunteered to raise the Parish Council flags, taking over from R. Thompson on 1st October 2015. This was accepted & welcomed by Council. R. Thompson has agreed to instruct Mr. Brearley. A letter of thanks has been sent to R. Thompson for his services to the village.
7.Arrangements for Remembrance Sunday -8th November 2015:
It was agreed to carry out the same procedures as last year in conjunction with the Church. Cllr. Thompson reported that the bugler for Last Post had been organised. Cllr. Hutchinson to make arrangements with Pete Jennings to raise the flag.
8. Amendments to Standing Orders & Financial Regulations:
The 2006 Public Contracts Regulations have been repealed by Statutory Instrument 2015/102-Public Contracts Regulations 2015. The procurement of contracts of £25,000 & above must now be included on the Contracts Finder Website & there are further requirements for contracts £4,322,012 & above and contracts £172,514 & above. It was agreed to adopt these amendments. Proposed by Cllr. Thompson & seconded by Cllr. Babington & unanimously agreed. Standing Orders 18-Financial Controls & Procurements, Financial Regulations 11- Contracts to be amended accordingly.
9.Financial Matters:
The Clerk reported on the previously circulated Quarterly Summary of Accounts upto 30th June 2015 & the budget.£1500 had been allocated in the budget for levelling & hedging at burial ground adjacent to St. Sebastians. Chairman agreed to draw up a specification so that quotes could be obtained. The accounts were agreed and signed off by Cllr. Hammond.
The Clerk reported on the Petty Cash, the balance being £9.60. The Chairman signed the Petty Cash book as a correct record.
Accounts were passed for payment as per the payment schedule and signed by the Chairman. Proposed by Cllr. Watson and seconded by Cllr. Thompson, unanimously agreed.
GGPC Payment ScheduleMeeting:- / 7th September 2015
Date / Payment Method / Payee / Details / Amount
11.7.15 / Cheque / B. Hutchinson / Water for Pond troughs / £12.00
11.7.15 / Cheque / A. Garrett / Replacement Union flag / £7.00
24.7.15 / Bank transfer / E On / Electric at pavilion / £60.15
31.7.15 / Bank Transfer / Anglian Water / Water at pavilion / £18.74
31.7.15 / Bank Transfer / Staff Costs / July salaries & computer / £648.65
14.8.15 / Bank Transfer / BDG Mowing / Grass cutting 3 cuts July / £390.00
28.8.15 / Bank Transfer / Staff Costs / August salaries & computer / £648.85
3.9.15 / Direct Debit / PWLB / Cemetery Loan half yearly payment / £873.54
7.9.15 / Bank transfer / BDG Mowing / Grass Cutting 1 cut August / £130.00
7.9.15 / Bank Transfer / Grant Thornton / Audit Fee / £240.00
7.9.15 / Cheque / Petty Cash / Petty Cash impress / £50.00
Total / £3,078.93
Grant Thornton had signed off the audited Annual Return and had made the following comments-
The Clerk had spoken to the auditor and explained that Council was in contact with the internal auditor re: accounting matters etc during the year and reliance was placed on these issues which enabled them to answer yes to Section 2 (6) prior to the internal auditor signing off the return. Council does not have a specific Internal Control Document but internal controls are covered in the Financial Regulations and Risk Assessment documents. The auditor suggested that an Internal Control Document may be useful if staff changes take place. The required notices had been posted on the notice board & web site and the survey returned.
The Clerk reported that only 1 quote had been received for the fence at Hill Top Cemetery. After consideration, it was agreed to amend the specification to 6” oak posts with no rails and reissue the quote in an attempt to get further interest.
The purchase of a flagpole Christmas tree was discussed; £500 had been allocated in the budget. It was proposed by Cllr. Thompson & seconded by Cllr. Critchley that a 6m flagpole Christmas Tree be purchased for £399.95 + VAT from Fairybell. 9 for 1 against. Clerk to order. It was agreed to leave the lights on the fir tree insitu as a backup.
The Chairman gave an update re: proposed new Hall/Pavilion. Authorisation was now required from Council to go ahead with a PWLB loan in the region of £176,000 dependent on final specification figures from the developer. Repayments would be in the region of £10,000 -£12,000 per annum dependent on the repayment term & % interest when the loan was secured. Council had already allocated £8,035 in this year’s budget for proposed repayments and this was sustainable, so this would mean only a small precept increase next year. Authorisation of the loan was required so that residents could be consulted. If the loan is secured and contracts drawn up it is hoped that building will start early next year. It was proposed by Cllr. Watson and seconded by Cllr. Babington that Council authorise the loan in principal, dependent on the final figures from the developer not exceeding the estimated figures already given. 9 for 1 abstain. It was agreed to place notices on the notice board, web site and business premises to consult with residents re: loan as soon as final figures are available, due to the time scale.
It was agreed that the Chairman would carry out staff appraisals in November.
It was agreed to move the agenda item for a closed session to discuss staffing matters, to the end of the meeting so that the member of the public could remain for the rest of the meeting.
10.Pond/High Street Enhancement:
It was suggested that Grantham College Art/Design Dept. be asked if they would like to come up with some suggestions for enhancing the Pond/High Street. Clerk to contact the college.
11.Advisory Groups:
a)Planning:
P. Eaton sent a proposal for development of land adjoining Belvoir Gardens and a suggestion for one way traffic along Pond St/Green St. This was discussed.
Cllr. Orridge left the meeting at 9.10pm.
Council were opposed to the proposed current access to the plot and to the proposed one way system. Access could be improved by joining the proposed development with an adjoining land owner’s proposed development to gain access from opposite Belton Lane.
The following applications have been received: S15/0911/EIAFP/PC1 erection of 199 dwellings, formation of public open space, provision of access & associated engineering works Land at Rectory Farm Barrowby Road Grantham-no objections, S15/1972/FULL/PC1 2 storey side extension comprising additional accommodation for existing dog grooming business at ground floor, with additional residential accommodation above and associated visitor car parking- no objections, S15/1498/FULL/PC1 use of land for car washing & erection of canopy & portable building Downtown Superstore-no objections.
The following applications have been approved by SKDC: S15/1498/FULL use of land for car washing etc Downtown Superstore, S15/1238/FULL variation of condition 2 of planning permission S14/1532 siting of dwelling (move by 3m to north) and condition 9 (access & turning space) land at Pond Street, S15/2366/DC approval of details reserved by condition 3 of S15/0570 land adjacent to 62 Belton Lane.
b)The Environment:
Between meetings street light 26 rear of Church View, cover missing, was reported to SKDC.
Cllr. Hutchinson reported that the seat rear of Church View required maintaining and a tree bough required cutting back at the rear of 5 Cox’s Walk. Cllr. Hammond reported that street light 4, Pond Street, was out. Clerk to inform SKDC. Cllr. I. Stokes reported that he had informed SKDC that a tree outside 7 Easthorpe Road was overhanging the pavement. Cllr. Hutchinson reported that all the hedges along the Hemplands had now been cut back except the hedge at one property. It was agreed to send another letter to the owner, asking for the hedge to be cut back by the end of September otherwise the Council will arrange for the hedge to be cut and claim recompense.