MINUTES OF THE HOLTON-LE-CLAY PARISH COUNCIL MEETING HELD IN THE MEETING ROOM, VILLAGE HALL, PINFOLD LANE, HOLTON LE CLAY ON MONDAY 17th November 2014 AT 7.00 PM
Present: .Councillor C. Blacklock (Chairman), Councillor Mrs J. Johnson (Vice-Chairman),Councillor B. Clifton, Councillor T. Henderson, Councillor P. Pike, Councillor Mrs. H. Reynolds, Councillor P. Rowntree, Councillor B.Wright
Councillor T. Aldridge of East Lindsey District Council and 4 members of the Public
In Attendance: Lucy Waller Clerk to the Parish Council
14/307. CHAIRMAN’S OPENING REMARKS:
The Chairman welcomed everyone to the meeting and formally introduced the new Parish Clerk. The Chairman went on to highlight that under the new Regulations of 6 August 2014 any member of the public had the rights to film and record at Council meetings. The Chairman highlighted that the Neighbourhood Development Plan Steering group would have a presence at the upcoming Village Hall Christmas event on the 6th December.
14/308. APOLOGIES FOR ABSENCE AND REASONS GIVEN:
Apologies for Absence were received from Councillors D.I Greetham and J.W.B Willingham
14/309. TO RECEIVE DECLARATIONS OF INTEREST:
Councillor T. Aldridge of East Lindsey District Council declared that he was a member of the East Lindsey Planning Committee and could therefore not enter into any discussions relating to specific planning applications.
14/310. TO APPROVE THE MINUTES OF THE LAST MEETING HELD ON MONDAY 20TH OCTOBER 2014:
It was RESOLVED that the Minutes of the last Meeting of The Parish Council be confirmed and signed as an accurate record. (Proposed by Councillor Mrs J. Johnson and Seconded by Councillor B. Clifton, VOTE: 2 abstentions, 6 in favour)
14/311. MATTERS ARISING FROM THEM THE MINUTES:
It was requested that a further update be provided on Passive Signs. Following queries members were informed that the new shredder was to be purchased and that the new notice board had been ordered.
14/312. TO ADJOURN THE MEETING FOR THE PUBLIC FORUM (Maximum 30 minutes):
The Public Forum opened at 19:08 and closed at 19:14. Points raised were:
- Queries as to any time limit in place for the production of a Neighbourhood Plan - Members replied that there was no such time limit in place.
- Overhanging hedges obstructing the walkway between Pinfold Lane and Picksley Crescent – It was agreed that a letter would be sent to the owner to request that action be taken.
- The uneven surfacing of the walkway between Pinfold Lane and Picksley Crescent – It was agreed that this would be highlighted to the Highways department.
14/313. TO RECEIVE A REPORT FROM THE LINCOLNSHIRE POLICE:
Councillor B. Clifton tabled a report received from Lincolnshire Police.(Attached as Appendix A to these minutes) Members noted that there had been a low rate of sign up to the Lincs Alert scheme in Holton-le-Clay and it was agreed that information would be placed in the Holton News Parish Magazine and on the noticeboards.
14/314. TO RECEIVE A REPORT FROM THE COUNTYCOUNCILLOR:
Apologies Received
14/315. PLANNING MATTERS EAST LINDSEY DISTRICT COUNCIL:
a.Planning Applications.
PLANNING APPLICATION NUMBER: N/085/02167/14 APPLICANT: Mr Gilham PROPOSAL: Outline erection of a bungalow (with means of access to be considered). LOCATION: 9 BEAUMONDE, HOLTON-LE-CLAY, GRIMSBY DN36 5HH
It was agreed that Members view the site and feedback opinions to the Chairman as a matter of urgency, to enable a response to East Lindsey District Council Planning Department within the allocated time scale.
b.Planning Permissions and Refusals (for noting).
Approval to remove or vary a condition
PLANNING APPLICATION NUMBER: N/085/01086/14 APPLICANT: Fetch & Carry Services PROPOSAL: Application to remove condition no. 2. plant hedging along boundary site. LOCATION: GRANGE FARM, STATION ROAD, HOLTON-LE-CLAY NOTED
c.Planning Correspondence.
Department of Energy & Climate Change letter dated 10 November 2014 – Application by Smart Wind Ltd for an Order granting Development consent for the Hornsea Offshore Wind Farm. NOTED
14/316. PROPOSED BY COUNCILLOR REYNOLDS FOR VEOLIA ES (UK) LTD – THE GRASS CUTTING CONTRACTOR TO CARRY OUT PATH EDGING AROUND THE VILLAGE AT A COST OF £17,50.00 + VAT. MONIES WITHIN THE GRASS CUTTING CONTRACT ALLOCATED BUDGET:
It was RESOLVED that Veolia ES UK (LTD) carry out path edging around the Village at a cost of £1750.00 + VAT
(Proposed by Councillor Mrs. H. Reynolds and Seconded by Councillor P.S Rowntree. VOTE all in favour)
14/317. PROPOSED BY COUNCILLOR REYNOLDS TO INSTALL A BABY CHANGING UNIT IN THE DISABLED TOILETS. TO BE PAID FOR OUT OF THE VILLAGE HALL PROJECT FUNDS CURRENTLY HELD EITHER FROM HLC MERC (£2,000) OR PARISH COUNCIL (£989.69):
It was RESOLVED that a baby changing unit be installed in the disabled toilets. (Proposed by Councillor Mrs. H. Reynolds and seconded by Councillor P.S. Rowntree VOTE: all in favour.
Members noted that remedial work was required to the disabled toilet and that it may be wise to carry out these works prior to installation of the new changing unit.
14/318. MEMBERS TO GIVE DETAILS OF ANY AREAS OF SPENDING FOR THE FY 2015/16 TO THE PERSONNEL AND FINANCE COMMITTEE:
Members noted that all details are to be forwarded to the Personnel and Finance Committee by Friday 5th of December in preparation for the Pre-Finance Meeting on 9th December.
14/319. PROPOSED BY COUNCILLOR CLIFTON TO ACQUIRE A FREE 1 TONNE OF SALT FROM COUNTY HIGHWAYS:
It was RESOLVED that I tonne of free salt be acquired from highways, to be amended to 2 tonnes should it be available.
(Proposed by Councillor B. Clifton and Seconded by Councillor P.S. Rowntree. VOTE: All in favour)
14/320. PROPOSED BY COUNCILLOR CLIFTON TO STORE A 1 TONNE BAG OF SALT ON THE PARISH COUNCIL OFFICE SITE:
It was RESOLVED that the salt be stored at the Parish Council Office Site, exact location to be confirmed at a later date.
(Proposed by Councillor B. Clifton and Seconded by Councillor P.S. Rowntree. VOTE: All in favour)
14/321. PROPOSED BY COUNCILLOR CLIFTON TO SEND A LETTER TO INDIVIDUAL’S CONCERNED WHO MAKE DAMAGE TO ROAD SIDE VERGES CAUSED BY VEHICLES:
Members noted that North East Lincolnshire Council had introduced a Byelaw enabling wardens to fine the owners of vehicles parked on grass verges and that the introduction of a similar scheme by Lincolnshire County Council may act as a more effective deterrent. It was therefore decided to lobby Lincolnshire County Council on this issue via the Highways Department and Tony Bridges, the local County Council Representative.
14/322TO DISCUSSWHETHER TO ENCOURAGE RESIDENTS TO TAKE PRIDE IN THEIR AREA AND CLEARING WEEDS AND MOSS FROM FOOTPATHS:
It was agreed that a proposal be submitted to the next Full Council meeting regarding the production of a flyer informing members of the public of the actions they can take to upkeep footpaths.
14/323 TO DISCUSS THE LOCATIONS OF THE GRIT BINS IN THE VILLAGE:
Members noted that the current distribution of Grit Bins in the Village left large areas unprovided for. It was agreed that Members would assess there designated areas of the village and feed back suggested changes and additions to the next Full Council Meeting. However it was highlighted that if the Highways Department deemed the suggested changes unnecessary any additional Grit Bins and contents would have to be funded by the Parish Council.
14/324 PROPOSAL FOR THE PURCHASE OF A NEW STRIMMER EXTENSION:
It was RESOLVED that a replacement strimmer extension be purchased, subject to approval of the costs. (Proposed by Councillor C. Blacklock and Seconded by Councillor P. Rowntree VOTE: All in favour.)
14/325 TO DISCUSS THE REQUEST BY A RESIDENT TO ARRANGE TO HAVE REDUCED IN HEIGHT THE HEDGEROW FROM 10 FEET TO 6 FEET ON SIDE OF PROPERTY ATMAGNOLIA DRIVE:
It was agreed that the resident be given permission to carry out the works.
14/326FINANCIAL MATTERS:
- To consider accounts for payment.
It was RESOLVED that the payments be authorised. Proposed by Councillor B. Wright and Seconded by Councillor Mrs. H. Reynolds VOTE: 1 abstention 7 in favour
- To receive a report from the RFO on the PC finances, Income and Expenditure.
Report not available at this time.
- Duncan & Toplis letters with details of PAYE liabilities for October salary.
Not available at this time to be circulated to Members.
- Details on the Village Hall solar panels British Gas tariff return – first 3 months.
Information not received. To be circulated to Members when available.
14/327 HIGHWAYS/STREET LIGHTS/WASTE:Weed Spray meeting with Highways – report by Councillor Clifton circulated. Anglian Water letter of 10 October 2014 with extension date to works at Langton Road/Newstead Avenue to 16/12/14.
Councillor B. Clifton updated Members on weed spraying issues and it was noted that the contractor would revisit areas of concern and that the weed spraying would be moved forward to late spring from next year. It was agreed that Members would monitor the situation and report back to the Highways Department and that chemical training for weed spraying would be organised for the Maintenance Operative.
Members informed the Clerk of inoperative street lights to be reported.
14/328 CONTRACTS FOR APPROVAL AND UPDATE: None.
14/329 CLERKS CORRESPONDENCE:
NOTED
14/330 CLERKS REPORT:
Not available at this time.
14/331 TO RECEIVE REPORTS ON OUTSIDE MEETINGS:
None.
14/332 TO RECEIVE REPORTS FROM COMMITTEES:
a)Eight Acres Playing Field.
Update circulated by Councillor P. Rowntree, attached as Appendix B to these Minutes.
b)Junior Playing Field.
Update circulated by Councillor P. Rowntree attached as Appendix C to these Minutes.
c)Cemetery/Burial Matters and ParishGardens.
Members noted a request had been received for an Ashes Bed. It was agreed that this be included in the Agenda of the next Committee meeting.
d) Emergency Planning and Planning and Development.
Councillor B. Clifton updated members on his work in relation to the Emergency Plan. It was agreed that further information be sought by the clerk from the environment agency and relayed to Councillor Clifton to assist him.
e)Personnel and Finance. Date to be arranged for the Pre-Finance meeting to set the 2015/16 Precept.
It was agreed to provisionally arrange the Pre-Finance meeting for 9th December.
f) Highways and Environment Wards – area of responsibility of highways, street lighting and roads All members.
It was agreed that a reminder be sent to Members regarding their areas of responsibility
g) Press/Media representative (including Holton News). New Council offices Opening times. New Clerk appointment.
It was agreed that in addition to the above information the Holton News also contain information regarding Lincs Alert and the Neighbourhood Development Steering Group presence at the MERC Christmas Fayre.
h) Memorials
Update circulated by Councillor P. Rowntree, attached as Appendix D to these Minutes.
14/333 REPORTS FROM REPRESENTATIVES AND OUTSIDE BODIES: a. To receive a report from the two District Councillors.
Councillor T. Aldridge informed Members that he had recently attended an East Lindsey District Council Reserved Members Day regarding housing strategy. Points of note were:
- Holton-le-Clay had been highlighted as a future area for development.
- East Lindsey currently only had a year and a thirds worth of housing stock.
(N.B 21:53 Councillor B. Wright left the meeting)
b.To receive reports from Council representatives on other outside bodies:
a).Neighbourhood Development Plan Steering Group.
Members noted that whilst Councillor C. Blacklock remained as Chairman Councillor B. Clifton had taken on the role of co-ordinator and a team approach was to be taken.
b).Joint Management Committee.
Councillors P. Rowntree and Mrs. H. Reynolds were to attend the next H.C.C.A meeting.
c).Northern Area Committee
Members noted that the next meeting was 3rd December 2014.
d).North Rural Neighbourhood Police Panel-No further updates.
e).School Governor.
Members noted that some School Governors were retiring.
f).Wind farm Collaboration of Local Parishes- No meetings to report on.
g).HLC MERC.
Report tabled.
h).Police Restorative Justice System representative – Councillor Reynolds. Nothing to report.
i).Safeguarding and Child Protection Officers. Nothing to report.
j).ELDC Parish Carers Champion – Clerk to the Council. Nothing to report.
14/344 MEMBERS POINTS OF INFORMATION.
Members noted that this Agenda Item had been introduced to enable Members to raise issues ,not included within the Agenda, in order that they be added to the next Agenda for consideration/action. It was highlighted that this was the appropriate point to raise issues not already included in the Agenda.
It was requested that:
- The Councillors Job Charter be included in the December Agenda.
- That information be circulated regarding previous Bus Shelter Costs and the availability of grants for the provision of further bus shelters.
- That Draft Minutes be circulated electronically to Members within 7 days of a Full Council Meeting.
- That the CountyCouncillor be contacted in regard to funding for the Memorial works, and the proposed cycle track between Holton-le-Clay and New Waltham
- That the Clerk Contact the tenant of a neighbouring unit to request repairs be made to a window.
14/336 DATE, TIME AND VENUE OF THE NEXT MEETINGS: 15th December 2014 and 19th January 2015. Finance Meeting 12TH January 2015.
NOTED (N.B 22:12 Councillor Pike left the meeting)
14/336 TO RESOLVE THAT THE PRESS AND PUBLIC BE EXCLUDED FROM THE REMAINDER OF THE MEETING OWING TO THE CONFIDENTIAL NATURE OF THE FOLLOWING BUSINESS TO BE CONDUCTED:
VILLAGE HALL HEALTH & SAFETY LEGAL MATTER
A confidential matter was discussed in relation to a health and safety matter at the Village and an appropriate course of action decided upon.
THE MEETING CLOSED AT 22:17
Signed ______Chairman
Date______
APPENDIX A
Incidents in Holton le Clay since the last PC Meeting on 20th October 2014
6 x Admin Incidents
1 x Alarm Activation – All in Order
2 x Anti-Social Behaviour Incidents – 1 Noise Nuisance which was referred onto the council and one incident of shouting and swearing which was dealt with by words of advice to both parties.
1 x Criminal Damage – to electric gates at a property on Church Lane
1 x Abandoned Call – All in Order
1 x Concern for Safety – Ambulance attended also and dealt
2 x Domestic Incidents
1 x Firearms – Notification of Lamping taking place
1 x Pets / Domesticated Animals – nothing of note
5 x Suspicious Circumstances – nothing of note.
2 x Transport Hazard Disruption
3 x Road Traffic Collisions – 1 with minor injury and two which were damage only
1 x Transport Traffic Offence
Lincs Alert Messaging System
Lincs Alert has been running successfully in Lincolnshire for a couple of years now. It is a two way messaging system where Lincolnshire Police can send out messages to registered members and they are also able to reply directly to any messages they receive.
Lincs Alert is completely free to join, you can join by completing an application form which can be collected from your local Police Station (there might also still be a stock of those in the Parish Council Offices). The messages can be sent via email, text message and telephone call (to either a mobile phone or a landline). The messages are delivered instantly to the members and the replied are also received back within seconds.
At present, within the Louth Rural neighbourhood Policing Team area we have a total of 746 members. However, only 49 of those members are situated within Holton le Clay.
Earlier in the year, an application form was delivered to every household within the Holton le Clay newsletter, with not many of these being returned.
We are also trying to increase our members on the Lincs Alert system. We are currently rolling out a competition within our local primary schools where every child is sent home with an application form and asked their parent/guardian to complete this and return it to the school to be entered into a prize draw where one lucky child wins a Lincolnshire Police teddy bear!! This has been very successful at increasing the numbers in the schools which the competition has already been run.
We will be asking both schools within Holton le Clay in the next couple of weeks whether they would like to participate with this competition which will hopefully see an increase of members within the village.
On Lincs Alert, you are also able to join various other watch schemes such as Farm and Country Business Watch, Horse Watch, Canines on Patrol (COP) and many others.
We regularly send out messages on the Lincs Alert system regarding crimes in your area, any events which may be coming up, crime prevention advice etc. We are able to choose the area to which the messages are sent so you will only generally receive emails which are relevant to you.
We have had some success stories with the Lincs Alert system, we send out pictures of stolen property etc which has been recovered on occasions just by someone seeing the picture on Lincs Alert and informing us as to where the property may be.
APPENDIX B
8 acres
The children are still showing an interest in the bmx track. Although The weather is now changeling and getting muddy.
The kids are asking about any news on a skate park !!
We are currently not doing anything new down there due to concentrating On grants on jpf
But hopefully next year we will begin
APPENDIX C
JUNIOR PLAYING FIELDS.
WELL GOOD NEWS HERE. !!
We applied for a a4a grant of £10.000 for phase two ( zip wire )
We have received an email saying we have been approved and are awaiting paperwork and a rubber stamp to finalise.
I asked Paul notely to pay some attention down there.
He has tidied up weeds glass rubbish ect.
So when we receive paperwork we pass on to our clerk.
APPENDIX D
Well the memorial went very well a good attendance by the public At the church and memorial.
EDLC cleaning team did a good job down there. Thanks to our clerk request.
There are a number of trees down there that need pruning back around the bases.
We may be need a volunteer day down there for couple of hours ????
The farmer ( Vincent bros) have done a good job levelling and trimming back.
A letter of thanks needs to be sent.
There are a couple of holes that needs filling in perhaps our operative could attend to !!!
My self and cllr Reynolds are still on with grant forms for further developement. Still a while to. Go yet.