Minutes of Meeting of Cherry Willingham Parish Council Held on 19Th November 2012

Minutes of meeting of Cherry Willingham Parish Council held on 19th November 2012

Minutes of the Meeting of Cherry Willingham Parish Council held in the Millennium Hall on Monday 19th November 2012at 7.30 pm

Present:Cllrs Beattie, Blackwell, Booth, Cutler, Gulliver, Houghton,Joy, Parrot, Robinson (Chair), Scott, Trevor & Welburn.LCC Cllr Fleetwood,Mrs C Ruston (Minute Taker), 5 members of the public

Absent: Cllrs Andrews and Bridgwood

It was reported by the Chair that the Clerk was unwell and not able to attend the meeting, therefore it was duly resolved to allow Mrs Ruston to take the minutes for the meeting. All in favour.

2 residents wished to register their opposition to the proposed change of library site and raised concerns over the extra deliveries and the effect on the residents of Rudgard Avenue. The Chair confirmed no planning application had been received by the Parish Council.

A resident thanked the Parish Council for dealing with a matter of a building site and wished for a blocked drain on Fiskerton Road to be dealt with and a hedge on Church Lane.

A resident commented that his report of last month had not been correctly reported and wished the minutes altered to reflect this. He read from the Horncastle Community Led Plan and said he did not mention a Community Hub. He questioned whether the minutes were doctored.

2012/115:APOLOGIES,WELCOMES AND ATTENDANCE:

Apologies: Cllrs Andrews

2012/116: MEMBERS DECLARATIONS OF INTEREST, GIFTS AND HOSPITALITY

The Chairman recommended all Cllrs read the Members Code of Conduct especially the Personal section when answering.

Cllr Scott declared an interest in the Waterford Lane development.

Cllr Joy declared an interest in St Pauls and the Youth Club.

2012/117: CHAIR’S REMARKS:

Cllr Robinson requested all comments be kept brief and to the point.

2012/118: TO RECEIVE THE MINUTES OF THE 15THOCTOBER 2011

It was resolved to amend the minutes as requested by the resident reported above to read, ‘A resident read from a Horncastle Community Led Plan document, which he commended to councillors as an excellent template.’

Amend 2012/105 by removing the words and that this is about the Hub not the library or the Co-op. so that it reads: It was stressed that a public consultation is necessary.

It was noted that Cllr Fleetwood is a County Councillor and not a District Councillor.

It was resolved to make all the above amendments.

2012/119: TO RECEIVE REPORTS FROM OUTSIDE BODIES, INCLUDING THE POLICE, DISTRICT AND COUNTY COUNCILLORS

Cllr Fleetwood reported that the library project is causing interest and he has raised questions and is waiting for answers to these.

Cllr Welburn noted that the Parking Enforcement Policy comes into force on 3rd December and will be rigorously enforced.

2012/120: TO RECEIVE A PROGRESS REPORT ON ACTIONS TAKEN REGARDING THE COMMUNITY HUB RECOMMENDATIONS AND PROGRESS MADE BY THE TASK AND FINISH GROUP ON THE LEAFLET AND RESOLVE ON ANY ACTION REQUIRED.

Cllr Cutler raised a breach of order, referring to Council Procedure Rules W.L.D.C. 15.4, regarding the voting procedure on the report received from the working party. He claimed Council was not given the opportunity to vote on the full report before each recommendation was presented and voted upon. The Chair felt it was now too late to raise this issue but Cllr Cutler wished to have this noted.

It was noted that the report was submitted to Lincolnshire County Council for consideration by LCC on 7th December with no response yet. It is believed there will be a public consultation in the New Year around February as the next steps to take. Cllrs Cutler, Joy and Trevor were to meet to produce the information leaflet to be sent out but had felt the report issued by the Clerk was sufficient. After much discussion it was resolved by a majority to send the article for the Cherry News based on the report issued by the Clerk. It was noted that all Cllrs were sent the report beforehand and no comments or recommendations had been received with respect to any changes.

2012/121: TO RECEIVE A RESPONSE AND STATEMENT TO THE RECENT ‘DELIVERY OF LIBRARY SERVICES BACKGROUND INFORMATION’ DOCUMENT ISSUED BY THE CHAIR.

Cllr Cutler read from the report sent to LCC and stated that Paragraph 3 does not mention any alternative options and that many in the Council would like to keep the library on the current site. All agreed public consultation was essential. Cllr Joy stated the difficulty in preparing the Business Plan with a lack of information from LCC and urged the Council to be prepared when discussion start.

2012/122: TO RESOLVE MATTERS RELATING TO THE ANNUAL PARISH MEETING:

a)It was resolved by a majority to invite the CW2020 group to launch the CW2020 Community-led plan at the Annual Parish Meeting on March 18th 2013.

b)It was resolved by a majority to approach the Community School to ask them to act as hosts again under the same conditions as last year for the Annual Parish Meeting.Action: Clerk to make contact

c)It was resolved by a majority not to hold a Council meeting in March because of the APM.

d)It was resolved by a majority to authorise the CW2020 to spend up to £200 on publicity and display materials for the APM.

e)It was resolved unanimously to authorise the Clerk to spend up to £100 on refreshments for the APM.

2012/123:TO APPROVE THE RECEIPTS AND PAYMENTS SINCE THE LAST MEETING:

Receipts & Payments from previous meeting to 31st October 2012:

Income

Interest 12.19Staff Wages - October 1082.06

WLDC Telecoms 64.86PAT Test UK 91.20

WLDC (litter Picking)322.56DAB Graphics (display boards

Hall rents171.00For pond – Lottery Fund) 3,486.00

Burial ground fees483.00Intelli-Clean 5.00

N Jones 180.00

Home Call Computer (new

Computer system) 820.00

Mr E Pitt 275.20

PaymentsWLDC (litter bins80.00

E-ON 16.00Croft Carpets80.00

N Jones (VAT only)526.40Multidata 48.24

Mrs M Vail (expenses)110.07

Cherry News 50.00

Amazon (hall Heaters)248.06

Veolia683.17

It was resolved to accept these payments and receipts.

2012/124: TO RECEIVE REPORTS AND RECOMMENDATIONS CONCERNING THE BUSINESS OF THE COUNCIL ITS COMMITTEES AND SUB-COMMITTEES:

a)Finance & General Purposes.

1. It was duly resolved to propose a request to WLDC for a precept of £43100 for 2013/14 as per precept and budget agreed at October’s Council meeting.

b) Employment Committee.

1. It was noted there had been 4 applications received for the post of RFO and 2 applications for the post of Handyman. Interviews are to be held next week.
2. It was duly resolved to authorise the Employment committee to ratify their decision.
3. It was noted the cost of training the handyman for the street works licence was £700 and it was resolved this was not the right time and to be reconsidered in the spring.
4. It was resolved to put Laburnum Drive and St Pauls Playing Fields together and ask one litter picker to cover both.

c)Village Improvement Committee:

1. It was resolved to defer this decision to the next VIC meeting when the Clerk is in possession of more quotations for the 2013/14 grass season.
2. It was resolved to approve expenditure by the Clerk on a new heater for the Millennium Hall to replace the broken one.
3. It was noted completion of work to the floor of the toilet in the Millennium Hall.
4. It was noted the installation of the new computer equipment in Parish Office.
5. It was noted the new office furniture was being delivered and fitted on 20th November 2012.
6. It had not been possible to undertake any further work on dog control orders and so this was deferred until the next meeting.

d)Leisure & Amenities Committee;

1. Progress on the drainage issue at Laburnum Drive Playing Field was deferred until the next meeting owing to nothing to report.
2. It was noted the Clerk had received a form for completion ‘Certificate of Completion of Works Authorised by Faculty’. It was duly resolved to sign and return the form as requested.
3. It was noted the completion of the fence panels along the burial ground curtilage. Action: Clerk to confirm final cost.
4. It was noted the cost of repairing the existing motorbike in the Laburnum Drive Playing Field was £341 ex VAT. It was duly resolved to repair the bike.Action: Clerk to action
5. It was noted the Clerk had written to Mr Bowser and had information on Bardney’s allotments.An item would go into the next Cherry News.

e)Planning Matters:

i) Applications

129253 – 32 Hawthorn Road: single storey extension to dwelling

128946 – 18 St Johns Avenue: Proposed first floor dormer window extension to front bedrooms with ground floor entrance hall including garage – resubmission of app 127630

129023 – 73 Waterford Lane: extension to existing garage and two storey extension, replacing flat roofs with pitches

129269 – Land opp 55-77 Waterford Lane: erction of 32no dwellings including 28no affordable housing units with associated highways and parking. PC granted extended deadline until 11th Dec to respond.

129280 – 71 Waterford Lane: move plots 4 & 5 with infrastructure 2 meters south east and extend gardens following purchase of land.

Appeal

128567- 2 St Matthews Close: erection of detached garage adjacent to existing dwellings Start Date 19th October.

Approval

128925 – 71 Waterford lane add width of plot footprint to allow add space in living and dining rooms. Submitted with 128924. Approved with conditions that a satisfactory surface water and foul drainage scheme be implemented and the roadway be completed to an adoptable standard.

ii) The Visual Landscape Assessment had been commissioned and the consultant had visited site; the council were still waiting for report. It was noted the report can be used as background and can be submitted as part of the Parish Council’s formal response to the Waterford Lane planning application.

iii) Cllr Booth recommended the Council began work on a Neighbourhood Plan in line with higher level policies, adding it would give weight to recommendations and responses from the Council in future planning matters. It was noted that the plan would need to respond to local community needs and should use the work of the CW2020, LCC & WLDC. It could be used as a tool to highlight areas where development would be welcomed and where it would not. It was resolved to begin this work.

iv) It was resolved to agree in principle to obtain a full Visual Landscape Assessment when recommended by the Planning Committee at a later date.

v) The arrangements for the planning consultation regarding Waterford Lane are Saturday 1st December 10-1 at the Xmas Market event with a outline plan and signposting people to the Millennium Hall where full plans will be available with forms for residents to make comments, and Thursday 6thDecember 6.30 – 8.30pm

f)Summer Events Task and Finish Group:

It was noted the 13th July 2pm – 5pm at the Community School had been proposed for the Summer Event. The Chair noted that the Cherry Tree with the Playing Field had also been considered, The Chair had spoken to the Community School and a fee of £200 had been provisionally agreed.The Gardening Club had a number of ideas for involving the residents in a Village Show as part of the Gala. It was resolved that the Parish Council would support the Gala at the CWCS as proposed. The next planning meeting will be held on 15th January at 7.30pm. Cllr Trevor offered to join the group.

g)Emergency Planning:

It was noted there was nothing to report and Councillors were reminded that it had been agreed to ring the clerk for the location of the nearest shovel and this had been reported in the Cherry News.

h)Xmas Event:

1. It was noted the Christmas Tree would be delivered on 29th November and erected on 30th November. It was further noted there would be 7 stands at the Event. Risk Assessments had been completed for the Christmas event and erecting the tree to comply with H&S and Insurance. Cllr Cutler to prepare a poster to go to schools and noticeboards. It was resolved to purchase 3 pairs of heavy duty gloves.
2. It was resolved up to £60 donation awarded to the Carols on the Green and it was further resolved that if their public liability insurance does not cover them for the event to allow them to go under the Parish Councils insurance on production of a valid Risk Assessment to be verified by the Clerk. Action: Clerk to verify insurance if necessary

2012/125 TO RECEIVE REPORTS AND RECOMMENDATION FROM COUNCILLORS REPRESENTING COUNCILON OUTSIDE COMMITTEES

1. CW2020 Steering Group – A report on progress to date was delivered by the Chairman detailing works undertaken and the direction the group is moving in.
2. Youth Club – Cllr Joy noted difficulties working with LCC but reported the group was ready to take control as soon as the agreement with LCC was in place.
3. The Parade Committee – Nothing to report

2012/126: TO CONSIDER OTHER MATTERS RELATING TO WORK OF THE COUNCIL

a)It was resolved to adopt the LALC Model Protocol on Communication Policy with the insertion of the following in section C ‘Items for Cherry Willingham News will be submitted by the nominated councillor and copied to the clerk.’ There was a discussion around changing the date of the monthly meeting to the 2nd Monday in the month to allow Clerk time to make the Cherry News deadline each month. Action: Clerk to ascertain whether this suits all Councillors

b)It was resolved for Cllr Robinson to continue to submit the Cherry News items.

c)It was resolved to adopt the NALC model complaints procedure.

d)The LALC AGM on 13th October was reported on.

e)It was resolved that the Council archives one year of minutes and papers on an annual basis. Action: Clerk to action

f)After a heated discussion Councillors were advised to notify the clerk on what matters they consider unnecessary in the previous agendas to aid her in the preparation of these papers. The chair also asked councillors to attend LALC training course on agendas in order that the council can have an informed discussion over the wording. A councillor also reminded the meeting of the need to stick to the items on the agenda and not hijack them and use them to discuss items that have already been passed. He also reminded councillors they should allow the Chair to move onto the next item on the agenda without keeping interrupting. It was noted by Council that Cllr Beattie made an offensive remark towards the Chair.

g)It was resolved to offer the Gardening trophy to the Gardening Club for future use.

h)It was resolved to amend the Friday office opening hours to the public to Thursday 11 -12. Action: Clerk to make necessary alterations

i)It was resolved to allow the clerk to dispose of unwanted office items to the public up to and including the value of £25.00, putting advertisements on Parish noticeboards, inviting the public to bid. Action: Clerk to action

2012/127: POLICE MATTERS

No Police were in attendance but a Councillor reported that the Butchers on the Parade had been broken into.

2012/128:TO RECEIVE REPORTS ON ACTION TAKEN IN RELATION TO MATTERS ARISING FROM THE MINUTES NOT COVERED BY THE AGENDA AND/OR REPORTS

1)2010/111 (d) Extension to the Fiskerton Road East footpath – It was noted that work had almost finished

2)2010/162 (d) Laburnum Drive – Needs moving forward.

3)2011/110 (c) iii Feasibility of path from pond area to Church Lane – PCC have discussions in may this item is on hold.

4)2011/116 To explore the feasibility of path/wooded area linking Hawthorn Ave to main part of CW – work ongoing in contacting land owners concerned.

2012/129: CORRESPONDENCE AND AGREE ANY ACTIONS

1. Letter from resident concerning state of churchyard – It was agreed to pass this to L & A committee for further report.

2012/130: COUNCILLORS MATTERS FOR REPORT AND NOTICE OF ITEMS TO BE INCLUDED IN THE DECEMBER AGENDA

Weed spraying has been done at the request to WLDC

A static caravan has been reported parked on the ground on Waterford Lane

A blue clothes bin has been left on the Parade

Reepham Parish Council have reported that the advertising signs that have gone up need planning permission, should they try to put them up in CW

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Minutes of meeting of Cherry Willingham Parish Council held on 19th November 2012

2012/131: TO RECEIVE A PROPOSAL TO DISCUSS THE FOLLOWING ITEMS IN CLOSED SESSION, THE CO-OPTION TO FILL THE VACANCY ON THE COUNCIL

It was resolved to go into closed session.

After due consideration Mrs Brylewski was duly co-opted onto the Parish Council.

Action: Clerk to contact Mrs Brylewski and the unsuccessful applicants with a decision.

There being no further business the meeting closed at 9.45 pm.

Date of the next meeting:Monday 10thDecember2012 at 7.30 pm.

Note: Items for the agenda to reach the Clerk by Friday 30th November.

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