Minutes of the Annual General Meeting of the Trowell Parish Council, Held in the Parish
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MINUTES OF THE TROWELL PARISH COUNCIL MEETING, HELD IN THE PARISH HALL ON TUESDAY 10TH OCTOBER 2017, AT 7.15PM.
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Present: Cllrs. D. Pringle - Chairman, Mrs. L. Harley, Mrs. C. McGann, R. McGann, G. Lockwood, Mrs. S. Williams, Mrs. H. Cumberpatch, M. Westmoreland, Mrs. M. Birkitt, G. Cotton, K. E. Rigby (BBC), Mrs. L Ball B.E.M. (BBC) & Dr. J. Doddy (NCC).
Clerk: Mrs. A. K. Mitchell.
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162/17. DECLARATION OF MEMBERS INTERESTS.
SW declared a non-pecuniary interest in items 177/17 on the agenda.
163/17. TO RECEIVE APOLOGIES FOR ABSENCE.
None.
164/17. COUNTY COUNCILLOR’S REPORT – (JL).
Members were asked to note the content of the email sent by JL which had been circulated prior to the meeting.
165/17. COUNTY COUNCILLOR’S REPORT – (JD).
JD advised that he has been charged with rolling out the Health & Wellbeing strategy throughout the County. It is to cover the needs in Nottinghamshire for the next 4 year with particular attention being paid to obesity, mental health & smoking.
At the NCC meeting on 21/09/17 the most heated discussion surrounded the future of Children’s Centre’s such as the one in Stapleford which are very highly valued in their communities.
A letter with cross party support has been sent to the Government expressing how unhappy NCC Members are in relation to the cancellation of the electrification of the Midland mainline.
The plan to open a railway line between Shirebrook & Ollerton was also discussed.
DP commented that he could not believe that Chris Grayling, the Transport Minister had stated that one of the reasons for cancelling the electrification plans was because he did not want residents along the line to be affected by the installation of gantries but a huge HS2 viaduct through Trowell is being considered.
LH asked if JD had contacted a parishioner regarding tree related issues as requested by both herself & DP in the last month. A copy of the relevant email was passed to JD for his information.
JD to action.
166/17. BOROUGH COUNCILLOR’S REPORT (KER).
It was noted that a written report had been circulated prior to the meeting.
KER reported that it would appear that BBC no longer has any covert cameras.
KER asked, in the event of any further incidents of fly tipping he & BBC should be notified asap as BBC will sift the rubbish for clues as to who dumped it.
HC commented that she presumes that covert cameras are expensive items of equipment so where have they gone?
KER to enquire.
DP advised that he had reported the presence of several packets of a strong medication on a local footpath to the Police but nothing has been done even after several days. KER commented that DP has followed the correct course of action, this is a Police matter.
167/17. BOROUGH COUNCILLOR'S REPORT (LB).
Cossall Car Park – Members were asked to note the content of the letter which had been supplied by LB on this issue. LB had also visited the car park herself & found that there was some rubbish near the footpath. She added that she will speak to PS at BBC again on this matter to ensure a regular litter pick. She asked that Members keep her informed of any further issues at this site.
KER advised that he had bumped into a BBC employee up there who had just discovered asbestos sheets at the site which BBC then had to clear away with all the related costs.
It was noted that these types of incidents add strength to the argument of the cost of clearing the site against locking it up overnight as these types of deposits are most likely to have been left under cover of darkness.
JD commented that there are always incidents of tipping on Waterloo Lane too.
GL thanked LB for the information in relation to Bramcote Crematorium but his original question was when & why the system changed and this was not addressed in the answer provided by BBC.
GL added that when he asked this question he had been unaware of JL’s sad loss & had he known he would not have raised the issue at such a difficult time.
LB advised that she will try & find out the answer to GL’s remaining queries.
LB advised that she is BBC’s representative on the Health & Well Being Board mentioned earlier by JD.
LB left the meeting at this point to attend another engagement.
168/17. TO APPROVE MINUTES OF THE OPEN FORUM & THE FULL PARISH COUNCIL MEETING –12TH SEPTEMBER 2017.
It was noted that the Clerk had not received any queries prior to this meeting.
The minutes of the Open Forum were approved & signed by the Chairman as an accurate record.
The minutes of the Full Parish Council meeting were approved & signed by the Chairman as an accurate record.
169/17. LOCAL POLICE REPORT.
Members noted the content of the report which had been distributed prior to the meeting.
LH was pleased to see that AF will be attending the January meeting.
170/17. MATTERS ARISING FROM THE MINUTES:
None.
171/17. MATTERS ARISING FROM THE “OPEN FORUM”.
171.1/17. Bridleway 8: Stapleford Road to Garden Centre – progress report.
It was RESOLVED to accept the quote of £906.98 plus VAT from Jointline. All in favour.
Clerk to action.
172/17. TO DEAL WITH CORRESPONDENCE.
The Clerk had not received any queries about this list prior to the meeting.
APPENDIX 1 – Noted.
It was noted that the Clerk has processed over 500 emails since the September Council meeting.
173/17. TO RECEIVE COMMITTEE REPORTS ETC. AS APPROPRIATE.
Newsletter Editorial Committee – 26-9-17.
The minutes of the Newsletter Editorial Committee & the proposals contained therein were presented & moved by CMG. Seconded by HC. All in favour.
HC stressed the need for all Members to submit articles. It was agreed that the new thicker quality paper had been a great success.
Parish Hall & Grounds Committee – 26-9-17.
The minutes of the Parish Hall & Grounds Committee & the proposals contained therein were presented & moved by GL. Seconded by LH. All in favour.
Planning & Environment Committee – 03-10-17.
The minutes of the Planning & Environment Committee & the proposals contained therein were presented & moved by SW. Seconded by LH. All in favour.
Members were updated regarding winter grit levels & supplies.
CMG enquired regarding Snow Wardens, she was advised that KER had previously been the parish’s only Snow Warden.
Footpath walking sheets – it was agreed that these would be distributed during the refreshment break. DP advised Members that in light of future HS2 proposals it is important to keep these records up to date.
Finance & General Purposes Committee – 03-10-17.
The minutes of the Finance & General Purposes Committee & the proposals contained therein were presented & moved by LH. Seconded by SW. All in favour.
Website.
Members were asked to note the content of the report.
Governor’s Report.
It was noted that OFSTED inspectors would be arriving at the school the following day.
174/17. FINANCE.
a) Financial Statements and bank reconciliations.
It was RESOLVED to approve all financial reports which were circulated to all Councillors prior to the meeting.
b) Accounts paid prior to the meeting – Appendix 2 attached.
It was RESOLVED to approve for payment the accounts listed in the appendix.
c) Accounts for payment at the meeting – Appendix 3 attached.
It was RESOLVED to approve for payment the accounts listed in the appendix.
d) 2016/2017 Annual Return Progress Report.
Members were asked to note that all necessary documentation had been publicized on the website as required. It was therefore agreed to discharge this matter from the agenda.
e) Staff Salary Statements – Appendix 4 attached.
It was noted that the Clerk has not received any queries prior to the meeting.
f) 2018/2019 Budget Proposals.
It was noted that the Clerk had not received any queries on these proposals prior to the meeting.
It was RESOLVED to defer this matter until the November meeting. All in favour.
175/17. PARISH HALL PLAY PARK UPDATE.
DP confirmed that he had sent an email to all Members the previous stating that he had validated the latest play park inspection sheets & that there were no issues to report.
DP commented that he appreciated what BR & AKM have done in keeping the inspection records up to date.
It was noted that confirmation has been received from Proludic that the necessary parts have been ordered.
Members were asked to note the content of a letter from BBC & the Clerk’s proposed response. The Clerk’s draft response was approved for submission. Clerk to action.
176/17. PARISH HALL MATTERS UPDATE.
It was noted that DP had sent an email the previous day to Members confirming that he had checked & validated the following reports:
Monthly means of escape check.
Weekly fire alarm checks.
Daily Emergency lighting inspection.
There was nothing to bring to Members attention.
It was noted that the Clerk has checked & validated the following reports:
Weekly legionella checks up to & including 05/10/17.
First Aid Box checklist up to & including 09/10/17.
Monthly legionella checks up to & including 09/10/17.
There were no issues to bring to Members attention.
Parish Hall Re-ordering Project Progress Report – It was noted that the Clerk has put Integrated Community Solutions in contact with GL as previously agreed.
GL asked that the Clerk obtain available dates for a meeting with them. Clerk to action.
Damage to hall floor – progress report. The Clerk advised that she had received a further report from CC that they are still struggling to dance on the floor as it is not slippery enough. She has been advised that it is a multi-use floor. The Clerk reported that she has replied to the latest queries from Hiscox but has yet to receive a response.
Security procedures – progress report. Members were asked to
note the latest information received from BBC on this matter.
It was RESOLVED in the first instance that the Clerk should purchase a suitable mobile handset & SIM card to facilitate the agreed approach to security cover. All in favour.
Clerk to action.
Plumbing Works – progress report.
It was noted that these works have been ordered & that the Clerk is currently awaiting a date from the contractor.
Fire Alarm & emergency lighting servicing arrangements – progress report.
It was noted that the Clerk is currently awaiting receipt of a quote on this matter.
Use of Parish Hall for HS2 information event progress report. There was nothing further to report since the PHGC meeting.
Caretaker – To receive an update.
The draft return to work form was available for members to approve before signing off.
Members were asked to note this week’s caretaking cover plan & raise any concerns etc.
It was noted that the Relief Caretaker will accompany the Caretaker at the Parish Hall whilst the Clerk is on leave later this month.
Members were asked to note the date of the Caretaker’s next hospital appointment.
Water in the accessible WC - It was noted that an inspection has been requested as previously agreed.
Legionella Testing – The Clerk has contacted the new contractor & as the next review date is this month she is also checking with the existing contractor if the will be conducting this review before he retires in November.
The Clerk advised Members of a request from the Caretakers for a hand held vacuum cleaner. It was RESOLVED that the Clerk should purchase a suitable piece of equipment for the Caretaking staff. All in favour.
DP reported a missing wheel from the Wet/Dry Vac – Clerk to investigate.
Standing Orders were suspended for 10 mins to allow for a refreshment break.
177/17. OFFER OF LAND AT FIELD FARM.
The Clerk reported that a response had been sent to Trowell FC as agreed at September Council.
178/17. HS2.
Members had been asked to set a remit for their next meeting with HS2 representatives. The Clerk had forwarded an email from MW to all Members for information/consideration.
It was agreed to use MW’s notes to form the remit of the meeting.
Clerk to action.
179/17. CHRISTMAS LIGHTING.
The Clerk advised that the licence application form is currently being prepared.
180/17. HEALTH & SAFETY UPDATE.
It was noted that there was nothing further to report following the F & GP meeting.
181/17. ST. HELEN’S CHURCH, TROWELL – RE-ORDERING PROJECT – REQUEST FOR FINANCIAL ASSISTANCE FROM TROWELL ST HELEN’S CHURCH PROGRESS REPORT.
It was noted that the cheque had been sent as previously agreed. It was therefore agreed to discharge this matter from the agenda.
182/17. STANTON RECYCLING - PROGRESS REPORT.
Planning Application – CW8/0817/38. It was noted that an objection had been submitted as previously agreed at September Council.
CMG advised that she has not heard from the EA yet regarding a site visit, so presumes that it will take place in April now.
183/17. ANNUAL REVIEW & ADOPTION OF FINANCIAL REGULATIONS – PROGRESS REPORT.
A copy of the revised document will be issued to Members shortly.
184/17 PHOTOCOPIER/PRINTER – LEASE EXPIRY.
It was noted that the Clerk has confirmed with Siemens that the Finance Lease has been cancelled. The rental agreement with Midland Reprographics has been extended by 12 months.