Donington on Bain Parish Council
The clerk’s notes of the meeting of the Parish Council held on Monday 24th September 2012 in the village hall beginning with the public session at 7.20pm. Present were: Cllrs M Fisher chairman, Mrs J Roantree vice chairman, Mrs T Burnham, Mrs J Scutt, Mrs A Skitt, P Slinger and F Beaney, the clerk Mrs A Hodgson and one member of the public Dist. Cllr D Simpson attended for part of the meeting. Cllr Fisher formally opened the Council meeting at 7.30pm. 158.12. Chairman’s remarks The chairman reminded members of the election for a police chief in November and stressed how important it was for people to vote. 159.12. Apologies and reasons for absence- all councillors were present. 160.12. Clerk’s notes of the extraordinary meeting held on 22nd August 2012 to be approved as minutes. The notes having been circulated in advance were taken as read. It was resolved unanimously that they be signed as a correct record of the minutes of the meeting. a) 161.12. Clerk’s report on matters outstanding a) Minute 8.09 deferred to October agenda ( to be revoked) due to volume of business. b) 131.12c The village did not progress to the final of the BKV competition- results not yet in. c) 131.12d) The letter objecting to planning consultations being received electronically had crossed in the post with information from East Lindsey that this was now deferred until 2015 for small parishes- involvement will still be welcomed and all are encouraged to take part. A businessman had contacted the clerk offering to print A3 copies (no longer necessary at this time) and also offered to laminate A3 documents if needed. d) 133.12 The clerk informed members of the council that she had deleted reference to the Code of Conduct from the ‘Declaration of Acceptance of Office’ they had signed in 2011 as it was understood that only councillors who were appointed after the Localism Act became law on1stJuly 2012 were required to sign the new form. Members were reminded that they must still be committed to behaving in a manner that is consistent with the principles of the new District Council Code adopted by Donington on Bain Parish Council e) The clerk had forwarded each member a further copy of the NALC Code of Conduct with information which explained their obligations under the Localism Act more clearly than that prepared by ELDC as they appeared to be unsure of Disclosable Pecuniary nterests The contact number for the District Council Monitoring Officer who is based in Lincoln had also been provided (01522 552542). The clerk reminded members that Ms Hoggart is available to advise them individually if they have a query to avoid the risk of them committing a criminal offence under the new law by not disclosing or declaring an interest within 28 days, or by voting on a matter arising at a meeting without having written to the Council’s Proper Officer to ask the Council to consider granting a dispensation. f) 149.12 The clerk reported that the daughter of the family had telephoned to say thank you for the helpful letter and confirmed the cremated remains were interred.The situation had now been resolved as satisfactorily as possible with the purchase of Exclusive Right of burial for the second parent in the adjoining cremation plot. The lady had written to say thank you again for all the help after receiving the document confirming Exclusive Right. g) The clerk had contacted Came and Co referring to the permission previously given to undertake the visual inspection fortnightly during the winter months and this had now been confirmed by email, from 1st November to 31st March, then weekly during summer. The new rota had been prepared up to December as the confirmation was not available. h) The copy for the newsletter had been provided in pdf (Council policy)and the volunteer printer rang to ask for it in Word to avoid the extra work involved. He assured the clerk it would be converted to pdf before publication on the village website. No objections.
123 e) It had been suggested that ‘SID’ should be ordered again. It was thought there would need to be a further training session. To be booked after 16 October on a Monday afternoon when four councillors would be available. 162.12. Correspondence received 1. A letter from a resident highlighted the increasing problem of vehicles parked on both sides of the road through the village and on Mill Road in particular. They were making it difficult for large agricultural vehicles to pass and creating a hazard for pedestrians. The councillors agreed referring to the fire engine which would be held up in an emergency. It was agreed that the clerk should write to the Police, Highways and Lynx Homes. 2. Notice of Electoral review of East Lindsey, possibly reducing members from 55 to 50. 3. Lincs Wolds offering funding for a sustainable project to be completed by February. Other items circulated. 163.12. Highways and Public Rights of Way Lincolnshire Rights of Way Improvement Plan 2- no comments on review. Notice of temporary traffic restriction on Station Road between 15/10/12 and 19/10/12 and 30mph Speed Limit Order on A 157 at Grimblethorpe from 15/10/12 to 7/12/2012. 164.12. Planning There were no planning applications to consider. It was noted that permission had been granted to Goodwin and Tucker Ltd N/042/00848/12. 165.12. Allotment Field- Small Holding and Allotments Act 1908 a) One half plot 17b had not been cut and the clerk was instructed to write and reclaim it. The tenants of plot 13 were happy to hand over as they were to move away. b) The insurance provider recommended amending the suggested addition to the Tenancy Agreement for clarity ‘The Council will not be liable for any loss or damage to Tenants property or for any injury, loss or damage arising either from the Tenant’s activities within their plot or from any vehicle which is taken into the area of the allotment gardens’. c) It was resolved unanimously that allotments should be available without restriction and No4 on the Agreement should be deleted. d) The clerk had queried the recommended distance for allotment gardens from the football pitch as there was no reference to this in the response from Came and Co. The officer replied that this was not a question that they are qualified to answer and recommended contacting Digley Associates regarding any concerns about adequate distance or whether fencing should be erected. Came and Co were informed that this had been done but the councillors objected as they considered the recommended fence would be unsightly. As Responsible Financial Officer the clerk asked for clarification as statements appeared to be conflicting and it was important to prevent the parish being at risk of not having adequate insurance cover. The reply was received as follows: “As discussed I can confirm that should any plot/crops be damaged by an errant ball and the allotment holder can successfully prove the Parish Council is legally liable the Public Liability insurance section of the policy will meet any subsequent claim. We expect Councils to take all reasonable precautions to manage risks and reduce the likelihood of claims being made. The advice of independent experts such as Digley Associates should be taken under advisement and their recommendations implemented. If the Council chooses not to heed Digley Associates advice and not erect a fence between the football pitch and the allotments the existing insurance will continue to indemnify the Council. I trust the above has clarified the matter”. The clerk was instructed to write and ask East Lindsey District Council for advice. e) A letter of application for one and a half plots, dated 9th September was delivered by hand to the meeting. There are plots now vacant and a new site is not needed at this time. f) It was agreed that the clerk would be available prior to the meeting on 22nd October to to collect payment due from 1st October 2012 to 30th September 2013 and to provide tenants with the revision to the Agreement clarifying that the Council will not be liable for tenants’ property or their activities within their plots.
166.12. Temporary Use of Reclaimed Land 124 An email from the Grazier’s solicitor informed the Council that arrangements were being made to remove the horses and equipment to another location and would advise when this had occurred. This was without prejudice to her position and outstanding issues she has against the council as to the validity of the notice, that questions raised did not receive a satisfactory response and that criminal damage has been caused to clients’ property. The clerk was instructed to write to the Grazier and inform her that councillors had noted that she had not yet removed the fencing from the land and to get this matter finalised they were offering her assistance to help take it down. Would she please inform the Council if she wished to accept the offer. Future use and maintenance of the land was deferred- to be considered at next meeting. 167.12. Church yard A copy of a letter from the architect addressed to the churchwarden/committee secretary and two letters addressed to the Council were read, referring to the investigation made and recommending work which should be implemented. This implied that a repair would be adequate and that it could be done by the local builder- he had invited him to quote. Photographs of the investigation made, the names of 2 Diocese approved stone masons (he was asked for three) and a copy of an invoice made out to the architect were included. A letter from a resident objecting to the felling of the trees had also been received. There was concern that the architect was attempting to impose his services on the council (at a cost) and it was resolved unanimously that the officer from the Diocese should be contacted for advice before any decision is made. The clerk to inform the architect and the resident of the action being taken. The request for a meeting with public participation was discussed and it was agreed that this would be considered when information was received from the Diocese. 168.12. Multi Use Games Area a) The clerk had made further attempts including sending an email to obtain the information necessary from the contractor, but with no positive response. Football Club to be asked if moss still a problem. There had been no reply to the letter sent to the school regarding concessionary use of MUGA. The clerk had had to purchase the lights on line by VISA – to be reimbursed as invoice £33.70. 169.12. Recreation Area There had been a hitch with the bins. Cllr Marfleet had already allocated his fund elsewhere and members had verbally agreed that the clerk could transfer the request to Cllr Simpson if possible as the bins were more urgent than the second picnic table. Cllr Simpson agreed and the order had been made by telephone when the clerk confirmed the prices as listed with a 10% discount. The Froggo was invoiced at a higher price- this was queried and the Glasdon officer said the discounted price was listed on the leaflet and agreed it was confusing- the two black bins were charged at the price as ordered. It was resolved with six votes in favour and one against that the Council would keep the bins although the Dist. Cllrs Ward grant was yet to be confirmed. Cllr Mrs Roantree was thanked for taking the delivery and bringing Froggo to the meeting.
170.12. Financial matters a) The Annual Return had been audited without a query and invoice received. b) Income received: Lloyds TSB interest July 30p, August 31p Tennis membership Cash (casual hire) collected from village shop Burial grant Football Club MUGA Court hire for season “ “ “ Floodlights hire
62p 25.00 24.00 50.00 80.00 60.00
c) Bills for payment: It was resolved unanimously that the following bills be paid including approval of retrospective payment of £352 to AR & DF Chappell for amenity contract/July 000684 and August 000685.
000690 Clement Keys external audit 162.00 125 000691 Southern Electric 9.51 000692 A Hodgson reimburse for MUGA lights 40.44 It was resolved unanimously that the payment of £352.00 to AR and DF Chappell for the contract due for September be authorised in advance . £550.00 to be transferred. 171.12. Dog fouling. Residents were complaining that dog fouling on the footways was on the increase and it was stressed again that there is nothing the Parish Council can do. The Dog Warden has appealed to people to give names of offenders when they complain so that she can take action and gets no response. Two application forms for voluntary assistants to the warden were handed out. 172.12. Notes of Parish Council Meetings. Cllr Fisher proposed that the clerk’s notes of meetings should be published before approval. It was resolved by six votes in favour to one against- a note to be added ‘subject to change’. 173.12. Items for next agenda-confirm date of next meeting on Monday 22nd October 2012. The meeting closed at 9.42pm.