Metheringham Parish Council

Metheringham Parish Council Minutes

Parish Council

Minutes 01/2007 of Metheringham Annual Parish Council Meeting held on Tuesday 15th May 2007 at 7.15pm in the Village Hall  

PRESENT:
Councillors Dr M J Allen Chairman
Mrs J Honisett Vice Chairman
Mrs R Creasey
P D Ford
Mrs R Parker
Mrs S Peek
G H Roland
A M Waddington
Mrs A F Webb
G W Chambers District Council
Mrs P Bradwell County Council
Clerk Ms S N Wetherall

1.Welcome and Introduction: The Chairman welcomed everyone to the Annual Meeting of the Parish Council and a special welcome to the new Councillor’s Mrs Shirley Peek and Mr George Roland. Copies of the agenda were available for members of the public (1 present).

2. To elect a Chairman of the Council: It was proposed by Cllr Ford and seconded by Cllr Mrs Parker that Cllr Dr Allen be elected as Chairman. Cllr Dr Allen was willing to stand. There being no other nominations, he was elected unanimously.

3. To receive the Chairman’s declaration of acceptance of office: The Chairman accepted the office and signed the relevant paperwork.

4.To elect a Vice Chairman of the Council: It was proposed by the Chairman and seconded by Cllr Mrs Webb that Cllr Mrs Honisett be elected as Vice Chairman, and all were in favour.

5.To appoint representatives to outside bodies: These need to be independent of the outside body they are on, and should report back to the Parish Council on a regular basis, documentation to be supplied includes; Minutes, Annual reports and Financial reports.

5.1 Bowls Club – Cllr Ford
5.2 Joint Management Committee – Cllrs Dr Allen, Mrs Creasey, Ford and Waddington
5.3 MACLA – Cllr Chambers
5.4 Swimming Pool Association – Cllr Mrs Peek
5.5 Village Hall Management Committee – Cllr Mrs Morrison

At 7.30pm Cllr Mrs Bradwell joined the meeting.

6.To appoint the Planning Committee: Chairman to be Cllr Mrs Honisett with Cllrs Mrs Creasey, Mrs Morrison, Mrs Parker, Mrs Webb and Waddington.

7.To appoint leaders of Working Groups

7.1.1 Children’s Playgrounds – Cllr Roland
7.1.2 Fayre and Feast – Cllr Ford
7.1.3 Forward Planning – Cllr Dr Allen
7.1.4 Highways and Footpaths – Cllr Mrs Webb
7.1.5 Playing Fields – Cllr Ford
7.1.6 Street Lighting – Cllr Roland
7.1.7 War Memorial, Spring & Public Open Spaces – Cllr Mrs Parker

8. To consider the following:-

8.1.1 Standing Orders MPC/001-R2
8.1.2 Financial Regulations MPC/002-R1
8.1.3 Equal Opportunities Policy MPC/003-R1
8.1.4 Filling of Casual Vacancy MPC/004-R1
8.1.5 Disciplinary Procedure MPC/005-R1
8.1.6 Grievance Procedure MPC/006-R1
8.1.7 Complaints Procedure MPC/007-R1
8.1.8 Risk Assessment – General Procedure MPC/008-R3
Risk Assessment Report MPC/009-R4
8.1.9 Tenancy Agreement for Allotment Gardens MPC/010-R2
8.1.10 Freedom of Information – Publication Scheme MPC/011
8.1.11 Employee Terms & Conditions

Copies of documents MPC/001 to MPC/010 were given to all Councillors with a revision sheet showing recent changes. Items 8.1.1 to 8.1.9 were approved. The Chairman confirmed that with reference to items 8.1.10 and 8.1.11 these documents are still under review.

9.Appointment of Internal Auditor: It was resolved to appoint Mr John Wood as the internal auditor for MPC, this was proposed by the Chairman and seconded by Cllr Mrs Creasey with all in favour.

10. To agree rent for Parish Council Allotments: It was resolvedto accept the current figure of £20 per year, per allotment, this was proposed by Cllr Mrs Creasey, seconded by Cllr Mrs Webb and all were in favour.

11. To fill vacancies left unfilled at the election by reason of insufficient nominations: The Council are to co-opt a new member; the Clerk has placed an advertisement in the notice board. This item has been deferred to the next meeting.

12. Apologies for absence and reasons given:

Councillor J C Rose
Councillor Mrs H Morrison

Reasons for absence accepted by the Council.

13. To receive declarations of interest: Cllr Mrs Honisett declared a personal interest for item 20.5 because her husband is the village caretaker and item 23.1 because her husband is receiving a salary.

Cllr Mrs Parker declared a personal interest in item 16.7 because of her involvement with Blankney Estates.

14.Notes of the last meeting held on Tuesday 27 th March 2007, to be approved as the minutes: The signing of the minutes was proposed by Cllr Mrs Webb, seconded by Cllr Waddington and all were in favour.

15. Clerks Report: The Parish Council Drop in Surgery continues on Saturday 2 nd June at the INFO-LINKS Office from 10.30am – 12.00pm.
Complaint received about overgrown hedge on footpath at 14 Saxon Close, contacted LCC Highways, letter sent 26/04/07.
Visit to the Lincoln CCTV Control Room, still waiting for confirmation of date. Councillors who expressed an interest are Mrs Morrison, Mrs Creasey, Mrs Parker and Dr Allen.
Clerk attended Certificate in Local Council Administration CiLCA training sessions run by LALC. Portfolio is to be completed in approximately 12-24 months.
Signs have been ordered for the following:- Public toilets; gents, ladies, disabled & toilets, Allotments on Dunston Road, Car Park at rear of Village Hall.
Request for information sent to LCC for PC to set up our own website – Clerk is to send relevant information to be added to website, if anyone has any suggestions please let me know. The Chairman, Clerk and Cllr Ford will work on the web site issue.
Contacted NKDC Enforcement Officer about land next to the Station; waiting further information. Complaint received about large lorries entering property on Drury Street; NKDC investigated; a small railway track has been laid, planning permission is not required.
Letter sent to occupants of new property on Drury Street requesting information relating to the boundary wall.
RoSPA has carried out their inspection of the village play parks, report completed.
Replacement Litter bin ordered for Fen Road, Litter bin in Princes Street Play Park to be moved adjacent to its current position.
Night filter light ordered for street light in Church Walk.
The following items have been reported to LCC Highways:- Replacement of No Cycling sign on Church Walk; poor state of grass verges on Fen Lane, near to Eros Labs and outside 30 Lincoln Road; request to clean road signs. The following have previously been reported but not yet carried out so have requested an update:- footpaths on Lime Tree Avenue; Pot hole on Manor Lane; Drop curb on Station Road; Footpath from Cherry Tree Way onto Lincoln Road.
Letters of thanks have been sent to all organizations and guest speakers in attendance at the Annual Village Meeting.
Street sign at Mordern Close has protruding bolts, reported to NKDC 30/04/07.
E-mail sent to Tanya Vaughan at LCC ref bus shelter for High Street.
Co-option notice has been placed in the PC notice board.
Letters of resignation received from Cllr’s Finter and Westall, however both are still willing to serve on the Fayre & Feast Committee.

At 7.46pm Cllr Mrs Honisett joined the meeting.

16.Matters arising

16.1 Fayre & Feast: Cllr Ford confirmed the Road Closure Application had been applied for. A meeting of the working group is to be arranged. ACTION: Cllr Ford/Working Group

16.2 Chance to Share & related issues: MPC Heads of Terms have been sent to LCC and DC. This needs to be resolved as soon as possible. A meeting of the Forward Planning Group is to be arranged. Cllr Mrs Bradwell suggested a meeting should be arranged as a matter of urgency. ACTION: Forward Planning Group

16.3 Village play parks & Youths Recreation Area: RoSPA have carried out an inspection and risk assessment of both play areas, report received. The Chairman, Clerk and Cllr Roland are to meet on site to establish how to progress this. Letter from Cllr Rose relating to locations of Youth Shelters circulated to all Cllrs, Clerk to contact Police and Branston PC Clerk. ACTION: Chairman/Clerk/Cllr Roland

16.4 New pavilion and changing rooms: This is ongoing. ACTION: Chairman

16.5 Public Conveniences: Three quotations were received to install hot water in the public conveniences, Tony Fox - £225, Sparks Electrical - £291 and Graham Hart - £166 for electrical work only, it was resolved Tony Fox QE0001/07,would carry out the work this was proposed by Cllr Mrs Creasey, seconded by Cllr Mrs Parker and all were in favour. Three quotations were also obtained to install a sink, Michael Ford – TBA, Roy Darwood - £190 and Peter Woodward - £505, it was resolved Roy Darwood QE0005/07, would carry out the work this was proposed by Cllr Mrs Creasey seconded by Cllr Mrs Honisett and all were in favour. ACTION: Clerk

16.6 Annual Village Meeting: The Chairman believes the Annual Village Meeting was a success. Approximately 75 people were in attendance. A similar format is to be followed next year. Chairman requested the clerk to send a letter to organizations asking for their involvement in next year’s event. ACTION: Clerk

16.7 Gate/Fence between Squash Club, Public Conveniences and Village Hall: Cllr Mrs Parker is to clarify the situation. ACTION: Cllr Mrs Parker

16.8 Consider insurance issues relating to all PC assets: The Chairman and RFO attended a meeting with a Mr Perrin – Norwich Union to quote. MPC Insurance is due for renewal on 1 st June 2007. The insurance is to be renewed unless an improved quotation is received in time. ACTION: Chairman/RFO

16.9 Parish Plan: This is ongoing;the two major projects are the Village Centre Regeneration Project and the Pavillion/Changing Rooms. ACTION: Chairman/Clerk

16.10 Charity Commission: Deeds state the recreation land was sold in 1967 for a sum of £4100. PC need to establish the Chance to Share field in Princes Street was the replacement for the land sold in 1967. Cllr Mrs Morrison is to check the minute books. A letter has been sent to the Charity Commission stating the issue was resolved over 40 years ago. A meeting of the Forward Planning Group is to be arranged, a decision must be made as to how to move this forward. ACTION: Forward Planning Group

16.11Village Centre Regeneration Project: The Chairman was disappointed with the presentation given by Peter Fender at the Annual Village Meeting. The Chairman read a letter from a parishioner who strongly believes the ‘market cross’ should remain. The PC must ascertain whether the cross should remain, be moved or removed. It appears the views about the cross are divided, Cllr Mrs Bradwell is to arrange a meeting with Alan Aistrup and Peter Fender from LCC. The PC still has concerns about the proposal for the new road layout. The artist for the project is to be selected by a panel on Monday 21 st May. ACTION: Chairman/Cllr Mrs Bradwell

At 8.33pm the Chairman adjourned the meeting for refreshments.

17. Police Report: Unfortunately neither Community Beat Manager PC Gordon or PCSO’s Duckworth and Flannigan were present. The Clerk gave the police report – during the period 24/04/07 and 15/05/07 there have been no crimes recorded in Metheringham.

18.Public Forum: There were no questions or statements from the public.

19.Reports from representatives on outside bodies:

19.1 To receive a report from the County Councillor: Cllr Mrs Bradwell reported the footpath on either side of Fen Lane Bridge is to be completed mid June. Complaints received about lack of trees & shrubs since the new barriers have been put in place. Cllr Mrs Bradwell has given the Clerk contact details for Network Rail.

Repairs on Dunston Road are planned for end June/early July the road will be closed. Heath Road, large holes at side of road, repairs to be carried out. Cllr Mrs Creasey asked about the poor state of Fen Lane, unfortunately there are no funds for subsidence work; Cllr Mrs Bradwell is to investigate. ACTION: Cllr Mrs Bradwell/Clerk

19.2 To receive a report from the District Councillor: A copy of the MACLA minutes were provided for the PC. Cllr Chambers informed the PC the District Council Annual General Meeting was taking place on Thursday 17 th May 2007.

19.3 To receive reports from representatives on other outside bodies: The Village Hall Management Committee held a Plant Sale and Spring Fair this raised £1667.00, the Chairman congratulated all those involved. VHMC AGM takes place on Tuesday 29 th May 2007. A Chairman is now urgently required for the committee.

The Bowls Club are considering funding for new toilets. A meeting is taking place on Monday 21 st May 2007, the Chairman and RFO to attend.

At 9.01pm the Chairman reconvened the meeting.
At 9.02pm Cllr Mrs Bradwell and Cllr Chambers left the meeting.

20.New Business

20.1 To approve the Annual Report – for circulation to all households in Metheringham: A motion to accept the report and have 1500 copies printed, three quotations have been received, Budget Print - £360, Melton Printers - £450 and Prontaprint - £502.57, it was resolved Budget Print QE0007/07, would do the printing this was proposed by Cllr Ford, seconded by Cllr Waddington and all were in favour. ACTION: Clerk

20.2 To resolve tenders for a new dog warden contract: It was agreed performance measures and a yearly review must be in place. Problem areas to be targeted are the Playing Field and High Street. Three tenders were received Liz Keal - £7.50 per hour, Julie Hill - £8.75 per hour and Sandy Long - £8.50 per hour, it was proposed by Cllr Ford that Julie Hill and Sandy Long are both employed on a one year contract, a probationary period to be included and the person with the best results would continue with the contract for the following year, this was seconded by the Chairman and all were in favour. ACTION: Clerk

20.3 Retrospective approval of £950.00 for urgent repairs to Princes Street Play Park: Following a short discussion it was resolved to make the payment of £950.00 this was proposed by the Chairman, seconded by Cllr Mrs Creasey and all were in favour.

20.4 Lincolnshire Playing Fields Association, request for a donation: Some Councillors questioned what Lincolnshire Playing Fields Association offered the PC. It was resolved a donation of £75.00 be paid this was proposed by Cllr Ford, seconded by Cllr Mrs Parker and all were in favour.

20.5 To resolve to purchase a new Rotary lawn mower at £799.00: It is to be established what grass verges and land belongs to the PC. Cllr Waddington commented on the poor maintenance of the grass verge on the B1188 Sleaford Road near to the bungalows, the Clerk to clarify who is responsible. It was resolved to purchase the Rotary mower this was proposed by Cllr Mrs Creasey, seconded by Cllr Mrs Webb with all in favour. It was also agreed the mower currently in use is to be scrapped off. ACTION: Clerk

20.6 Metheringham & District Swimming Pool Association request for assistance in paying their gas bill for 2006: Following a discussion it was agreed a meeting is to be organised between MADSPA, the Chairman and the gas supplier. It was agreed a more in depth report of MADSPA finances is required this is to be given to the PC on a monthly basis. The PC to request a breakdown of pay scales and charges. If necessary the Clerk in consultation with the Chairman and RFO can progress a contribution to the outstanding gas bill up to £1000.00, this would be a one off payment. This item has been deferred to the next meeting. ACTION: Chairman

21.Correspondence

21.1 To note general correspondence: Please see Appendix 1.
21.2 To consider correspondence requiring action by the Council:

22.Planning

To note a report from the planning committee:

The Planning Committee met on Wednesday 9 th May 2007 and the following were discussed:

Planning Applications:

Ref: N39/0323/07 – Proposal: Erection of conservatory at 17 Bentley Way, Metheringham. There were no comments or objections.
Ref: N39/0403/07 – Proposal: Erection of new dwelling to form a terrace of 3 dwellings on land at 20 Alfred Avenue, Metheringham. The Parish Council objects as follows:

Tree Preservation work:

Refs: CA39/26 and N15/13 – concerning trees at the Manor, Manor Lane, Metheringham. Councillor Mrs Parker declared an interest, and more information is being requested.

Planning permission has been granted for:

Ref: N39/0197/07 – Extension and alteration of dwelling, and erection of detached garage at 12 Dunston Road, Metheringham.
Ref: N39/0212/07 – Erection of pre-cast concrete garage at 52 Prince’s Street, Metheringham.
Ref: N39/0243/07 – Erection of pitched roof over existing flat roofed extension, 51 Sleaford Road, Metheringham.
Ref: N39/0092/07 – Installation of micro windsave turbine at 1 The Fen, Metheringham.

Planning permission has been refused for:

Ref: N39/0260/07 – Removal of condition 2 of planning permission N39/0346/03 restricting occupancy of converted residential units in the car park to guests or employees only of the public house at Unit A and B, The Scarf and Goggles, High Street, Metheringham.

The Planning Committee is scheduled to meet next on Wednesday 13 th June 2007 at 7.30pm in the Church Hall.

23.Financial matters

23.1 To consider accounts for payment:

Payment to

Amount £

EKM-Maintenance work on play equipment

534.63

Clerk Salary + Expenses

799.03

Village Caretaker

204.09

Public Toilet Caretaker

148.50

Village Hall Hire

39.00

Powergen – Street lighting general

814.93

St Wilfrid’s – Donation towards Churchyard maintenance

 

250.00

Inland Revenue

120.57

Darwood Builders – Unblocking toilets

41.13

Clerk AVM Expenses

57.72

Parish Dog Warden Services

264.31

TOTAL FOR APRIL

3273.91

 

J Andrews AVM Refreshments

200.00

ABB Ltd - Street light repair Column 661

58.75

Village Hall Hire

50.63

G Allbones Clearing Prince St Play Park

376.00

Clerk Expenses Stationery/raffle prize

101.00

Village Caretaker

TBC

Public Toilet Caretaker

TBC

Clerk Salary + Expenses

TBC

Parish Dog Warden Services

TBC

Inland Revenue

TBC

Playsafe Ltd – RoSPA Inspection

329.00

St Wilfrid’s – Hire of Hall

7.00

Service Team – grass cutting sports field

42.59

Powergen – lighting war memorial

59.28

Powergen – lighting public toilets

40.88

NKDC – Ins 06/07 Public Toilets

37.04

NKDC – Hire of Mobile Skate Park

258.50

TOTAL FOR MAY

1560.67

 

Cllr Waddington proposed payment of accounts, Cllr Mrs Parker seconded, with one abstention (Cllr Mrs Honisett) and 6 were in favour.

23.2 To receive a report from the RFO on the PC finances:

PC Income May 2007

Amount £

VAT Refund for 2006/07

2471.35

Interest from Premier Account

271.29

Interest from Deposit Account

2.05

Donation from Youth Club towards Youth Shelter

60.46

TOTAL

2805.15

 

24.Date and venue of next meeting: Tuesday 26 th June 2007 in the Village Hall.

The Chairman closed the meeting at 10.13pm .

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