Metheringham Parish Council
Metheringham Parish Council Minutes
Minutes 01/2008 of Metheringham Annual Parish Council Meeting held on Tuesday 27th May 2008 at 7.30pm in the Village Hall
PRESENT: Councillors Dr M J Allen (Chairman), Mrs J Honisett (Vice Chairman),
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) and Ms S N Wetherall (Clerk).
1. Chairman’s Remarks: The Chairman welcomed everyone to the Annual Meeting.
Copies of the agenda were available for members of the public (7 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 Cllr Mrs Webb and seconded by Cllr Mrs Peek 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.
a) Bowls Club – Cllr Ford
b) Joint Management Committee – Cllrs Dr Allen, Mrs Creasey,
Ford
c) MACLA – Cllr Chambers
d) Swimming Pool Association – Cllr Mrs Peek
e) Village Hall Management Committee – Cllr Dr Allen
f) Parish plan – Steering Group – Cllrs Dr Allen, Roland and
Waddington
6. To appoint the Planning Committee: Chairman to be Cllr Mrs Honisett with Cllrs Mrs Creasey, Mrs Parker, Mrs Peek, Mrs Webb and Waddington.
7. To appoint leaders and members of Working Groups:
a) Children’s Playgrounds – Cllr Roland
b) Fayre and Feast – Cllr Ford
c) Forward Planning – Cllr Dr Allen
d) Highways and Footpaths – Cllr Waddington
e) Playing Fields – Cllr Ford
f) Street Lighting – Cllr Roland
g) War Memorial, Spring & Public Open Spaces – Cllr Mrs Parker
h) Risk Assessment – Cllr Ford
Due to the Council co-opting two new members, a new document giving full details
of working group members will be circulated at a later date.
8. To consider the following:
a) Standing Orders MPC/001-R2
b) Financial Regulations MPC/002-R1
c) Equal Opportunities Policy MPC/003-R1
d) Filling of Casual Vacancy MPC/004-R1
e) Disciplinary Procedure MPC/005-R1
f) Grievance Procedure MPC/006-R1
g) Complaints Procedure MPC/007-R1
h) Risk Assessment – General Procedure MPC/008-R3
i) Risk Assessment Report MPC/009-R4
j) Tenancy Agreement for Allotment Gardens MPC/010-R2
k) Freedom of Information – Publication Scheme MPC/011-R1
l) Employee Terms & Conditions
Councillors were given a revision sheet showing proposed amendments to Standing Orders MPC/001-R2 Section 5 and Filling of Casual Vacancy MPC/004-R1- Section 4 – Note (a). It was resolved to accept the amendments, this was proposed by Cllr Waddington, seconded by Cllr Mrs Honisett and all were in favour. Revised documents to be circulated to all Councillors.
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 Ford with all in favour.
10. To agree annual rent for Parish Council Allotments: It was resolved to accept the current figure of £20 per year, per allotment, this was proposed by Cllr Mrs Honisett, seconded by Cllr Mrs Webb and all were in favour.
It was resolved to adjourn the meeting at 7.43pm, this was proposed by the Chairman, seconded by Cllr Mrs Honisett and all were in favour.
11. To co-opt two new members to the Parish Council: The three prospective Councillors, Mr Dobbs, Mr Greenhouse and Mrs Hill were given the opportunity to introduce themselves and state why they wanted to join the Parish Council. The Chairman thanked them for attending and their interest in joining MPC. It was agreed the council would move into closed session at the end of the meeting.
At 7.47pm the Chairman reconvened the meeting.
12. To resolve to accept Apologies for absence and reasons given: Cllr Mrs Creasey and Cllr J C Rose. It was resolved to accept the apologies and reasons, this was proposed by Cllr Mrs Honisett seconded by Cllr Mrs Webb and all were in favour.
13. Members Declarations of Interests: Declarations of interest were made
by the following Councillors:
Cllr Mrs Honisett declared a personal interest for Agenda Item 17a - because
her husband is receiving a salary.
Cllr Mrs Parker declared a personal interest for Agenda Item 21d – because
of her connections with Blankney Estates Ltd.
14. Reports from representatives on outside bodies:
a) Cllr Mrs Bradwell stated LCC required further information in relation to
businesses that may be affected by the proposed works on Dunston Road Railway
Bridge. Clerk sent Cllr Mrs Creasey copies of the letter from LCC to circulate.
Cllr Mrs Bradwell to contact Cllr Mrs Creasey. Grass verge on corner of Caroline
Road/Station Road has not yet been restored to its original condition, Malcolm
Greenfield from LCC highways to visit site 28th May, await further information.
The library hours have been increased by 7 hours per week, but not back to
the original of 12 hours. Cllr Mrs Bradwell informed the PC, that PCT have
capital funds available, possibly for rebuilding the health centre, LCC would
also provide funds towards the new library building. PC are extremely disappointed
with the response from LCC re: bus shelter at High Street, Cllr Mrs Bradwell
to arrange an on site meeting with LCC and PC.
b) Cllr Chambers informed the PC of a funding fair to be held on Thursday
12th June at Leasingham Village Hall.
c) The Chairman gave a report from the JMC meeting held at the school to
discuss Fire Risk Assessment of the Pavilion. The school are stating the
PC should be responsible. Cllr Mrs Bradwell to make enquiries. Cllr Mrs Honisett
gave a report from VHMC the AGM took place on 20th May, Mrs Honisett was
voted chairman, Mrs Margaret Amos vice chairman, Mrs Jayne Palmer –secretary,
and Mrs Gwyneth Holland treasurer. A good fund raising year and the promise
of at least one grant means the 21st Century Energy Efficiency Improvements
Project can get started. The next meeting is to be held on 3rd June at 7.30pm
in the village hall and it is hoped that every village organization using
the hall will send a representative.
15. Notes of the last meeting: Held on 25th March 2008, having been previously
circulated, to be approved as the minutes – Following a brief discussion
regarding the clarification of item 4 b) erection of new fence, the signing
of the minutes was proposed by Cllr Mrs Honisett, seconded by Cllr Mrs Peek,
and all were in favour.
16. Clerks report on matters outstanding: The next Parish Council Drop in Surgery will be on Saturday 7th June 2008 at the INFO-LINKS Office from 10.00am – 12.00pm.
Letters of thanks have been sent to all village organizations that attended
the Annual Village Meeting.
Position of Public Toilet Caretaker has been advertised – closing date
23rd May.
Advert for position of Gardener/Handyman – closing date has passed,
one applicant has been interviewed, but withdrew their interest; position has
been re-advertised closing date 23rd May. Letter received from Alan Brown at
LCC Highways regarding issues raised during a village tour.
LCC Highways – reported
graffiti on Metheringham village sign, this has been removed.
Bus shelter at
High Street, LCC has now stated they cannot erect a shelter outside the Co-op.
Clerk investigating other options.
MACLA website has been updated.
Complaints received re: barking dog at Saxon
Close – letter sent to
occupants.
Spoken to Cllr Chambers regarding NKDC reviewing conservation areas
in the district, a review of Metheringham is not proposed in the near future.
Dog and litter bins are to be emptied on a Friday each week, there have been
two incidences where this has not happened, if all Councillors could please
monitor the situation.
Letter sent to the diocese asking if they have any land
available that the PC could lease for use as Allotment gardens. Reply received
the land adjacent to the vicarage is currently leased, our details have been
passed to their solicitors.
Design of MPC letter head and logo – Clerk
has provided a brief outline of what is required and given details to Mrs McMenemie.
Letter sent to Squash Club requesting they remind members not to park on the
footpath outside the Village Hall and to use the car park to the rear of the
building.
Further complaints received about uneven footpath on Lime Tree Avenue
(caused by tree roots) – letter sent to occupant.
Letter sent to Brylaine
requesting confirmation of where the bus stop should be on High Street, near
D & K News. Letter of response received from Brylaine,
this is not acceptable. Clerk to send a further letter.
Letters sent to residents
regarding erection of youth shelter on Princess Street.
New litter bin to be
erected next to the youth shelter.
Letter of acknowledgement sent to Mrs Wiseman.
Damaged telegraph pole at Sargent
Close reported to BT.
Letter sent to resident regarding concerns about 6 & 8
Drury Street, the properties are to be sold on the open market in due course.
New
dog bin ordered for Highfield Rise waiting delivery.
17. Financial matters:
a) To consider accounts for payment
| Payment to | Amount £ |
|---|---|
| Base Leisure | 7709.18 |
| NKDC - non domestic rates for toilets | 332.05 |
| Stationery (Debit Card) | 2.93 |
| A1 Signs | 56.40 |
| Metheringham PO postage (Debit card) | 11.88 |
| Village Caretaker | 324.00 |
| Public Toilet Caretaker | 193.20 |
| Clerk Salary + Expenses | 978.55 |
| LCC Pension Scheme | 278.15 |
| Parish Dog Warden | 476.00 |
| Inland Revenue | 284.89 |
| St Wilfrid’s donation re Churchyard upkeep | 250.00 |
| St Wilfrid’s - Hire of Hall | 14.00 |
| MVHMC – Hire of Hall | 45.50 |
| Clive Wickes Architect – pavilion plans | 2133.80 |
| J Wood – Internal Auditor | 50.00 |
| LALC – Computer Software | 14.69 |
| Darwood builders – public toilets | 41.13 |
| C W Ford – cleaning pavilion | 50.00 |
| Total April | 13246.35 |
| Payment to | Amount £ |
| Tesco wine for AVM | 50.00 |
| Comet prize for AVM | 24.99 |
| J Andrews AVM Reception | 207.60 |
| Bates Sound AVM pa system | 141.00 |
| St Giles PO postage (Debit Card) | 4.16 |
| Village Caretaker | 235.43 |
| Public Toilet Caretaker | 154.56 |
| Clerk Salary + Expenses | 857.29 |
| LCC Pension Scheme | 233.77 |
| Parish Dog Warden | 456.00 |
| Inland Revenue | 328.38 |
| Wybone – new litter bin | 449.62 |
| St Wilfrid’s Hire of Hall | 7.00 |
| VHMC – Hire of Hall | 44.13 |
| VHMC – True glaze windows | 1969.20 |
| Etatron - repair to pump at swimming pool | 392.45 |
| Etatron – chemicals for pool | 1099.80 |
| EON – war memorial lighting | 65.55 |
| Darwood builders – installing new bin | 29.38 |
| EON – public toilet lighting | 51.92 |
| BBH PO postage (Debit Card) | 11.88 |
| ABB Ltd – repair s/light o/s 5 Manor Close | 27.58 |
| Veolia – grass cut (S & G) April | 102.23 |
| TOTAL May | 6943.92 |
It was resolved to make retrospective payment of the April accounts and payment of the May accounts, the Chairman proposed payment, Cllr Roland seconded, 1 abstention (Cllr Mrs Honisett) and 5 were in favour.
b) To receive a report from the RFO on the PC finances
| PC Income April 2008 | Amount £ |
|---|---|
| Interest from Premier Account | 231.88 |
| Interest from Deposit Account | 2.87 |
| VHMC – payment on loan | 97.78 |
| TOTAL | 332.53 |
| PC Income May 2008 | Amount £ |
| Interest from Premier Account | 268.44 |
| Interest from Deposit Account | 2.85 |
| VHMC – payment on loan | 97.78 |
| NKDC Cluster group devolved fund (Not MPC) | 4000.00 |
| TOTAL | 4369.07 |
c) To resolve PC Accounts for 2007/08, which have been checked and approved by the PC Internal Auditor are sent to the External Auditor - It was resolved to send the accounts to the external auditor this was proposed by the Chairman, seconded by Cllr Mrs Honisett and all were in favour.
d) To approve posting of notice of the Annual Audit on the PC notice board – It was resolved to post the notice, proposed by the Chairman, seconded by Cllr Waddington and all were in favour.
e) To consider hiring the Skate NK mobile course at a cost of; 1st day – £120.00, 2nd consecutive day £100.00 – following a short discussion it was resolved not to hire the skate park this year, this was proposed by Cllr Ford, seconded by Cllr Waddington and all were in favour.
18. Planning matters:
a) To note a report from the planning committee:
The Planning Committee met on Wednesday 9th April and Wednesday 14th May 2008.
The following applications were discussed:
Ref: N39/0291/08 – proposal: Conservatory extension to rear of bungalow
at 18 High Rise, Metheringham. There were no comments or objections.
Ref: N39/0315/08 – proposal: Erection of UPVC framed conservatory at
Field Farm House, Shiregate, Metheringham. There were no comments or objections.
Ref: N39/0184/08 – proposal: Erection of stables at Ivy House, Church
Walk, Metheringham. There were no comments or objections.
Ref: N39/0314/08 – proposal: Proposed ground floor extension to rear
of existing dwelling at White House Farm, Metheringham Fen Lane. There were
no comments or objections.
Ref: N39/0312/08 – proposal: Form new vehicular access to White House
Farm from Metheringham Fen Lane at White House Farm, Metheringham Fen Lane.
There were no comments or objections.
Ref: N39/0408/08 – proposal: Change of use from public open space to
private garden land at 8 Cavalry Court, Metheringham. There were no comments
or objections.
Ref: N39/0236/08 – proposal: Conversion of existing garage to shop and
holding kennel, change of use of side paddock to car parking area for domestic,
commercial and delivery vehicles and change of use of rear paddock to form
an exercise and training area for domestic, commercially boarded and visiting
dogs at 1 Metheringham Heath, Nocton. There were no comments or objections.
Planning permission has been granted in respect of:
Ref: N39/0190/08 – Two storey and single storey rear extension at 8
Paddock Lane, Metheringham.
Ref: N39/0291/08 – Conservatory extension to rear of bungalow at 18 Highfield
Rise, Metheringham.
Planning permission has been refused in respect of:
Ref: N39/0211/08 – Change of use to 1 bedroom house and flat at 26 Fen Road, Metheringham.
The Planning Inspector dismissed the appeal by Abbeydale Homes Limited concerning the first set of plans at 42-48 High Street, Metheringham. With reference to planning application N39/0267/08 for the same site, the Parish Council has been informed that this application has been withdrawn.
b) To consider planning application Ref: N39/0448/08 – Proposal:
single storey extension to existing bungalow 30 Ashdale Close, Metheringham.
There were no comments or objections.
The Planning Committee is scheduled to meet next on Wednesday 11th June 2008 at 7.30pm in the Church Hall.
At 8.45pm the Chairman adjourned the meeting for refreshments.
At 9.00pm the Chairman reconvened the meeting.
19. Correspondence:
a) To note general correspondence – Please see Appendix 1.
b) To consider a letter from Lincolnshire Police Authority regarding appointment
of 3 independent members – No volunteers.
c) To consider a letter from NKDC regarding a Funding Fair Thursday 12th June
2008 at Leasingham Village Hall – it was agreed members of the VHMC may
attend. Clerk to contact Sue Chambers to request she attends a separate PC
meeting relating to funding for the Pavilion and Changing Rooms.
20. To receive reports on Outside Meetings:
a) The Chairman gave a report on the Metheringham Area Cluster
meeting held 10th April. The main topics discussed were NKDC –
environmental issues and fly tipping, report on Hill Holt Wood and the
devolved fund, Cllr Dr Allen offered on behalf of MPC to hold the
devlolved fund for the Cluster Group. We can then purchase the SID,
projector and screen and reclaim VAT. In the meantime the fund is
held in our bank account.
b) The Chairman gave a brief overview of the changes which are happening in relation to the Local Code of Conduct a copy of the presentation was circulated to all Councillors.
c) Cllr Roland attended the MADSPA AGM, he stated all committee members had been re-elected. Various issues were raised regarding maintenance of the pool area and the condemned boiler.
At 9.15pm the chairman adjourned the meeting for a member of the public to speak.
The Chairman of MADSPA gave details of the ongoing maintenance problems and the condemned boiler. Boilers only have a one year warranty. The problem is caused by switching the boiler off in the winter. A quotation has been received for a new industrial boiler £3,500.00 - £4,000.00 including installation. It was decided the pool should remain open. Options available; can it be repaired, install two domestic boilers, install new industrial boiler.
At 9.40pm the chairman reconvened the meeting.
The Chairman proposed the boiler should be repaired or replaced, this was seconded by Cllr Mrs Honisett and all were in favour. It was agreed the PC would initially pay the full amount for the new boiler, MADSPA would repay half the cost as an interest free loan. A meeting with MADPSA is to be arranged as soon as possible.
At 9.41pm Cllr Chambers left the meeting.
21. To receive reports from Working Groups:
a) Children’s Playgrounds – Cllr Roland gave a report on the play
parks, part of a bike had been abandoned in Shiregate Park, Clerk reported
to NKDC requesting it was removed. Youth Shelter - Cllr Roland has been speaking
to the teenagers and received very positive feedback, litter bin has been installed.
Working group to monitor situation. The Chairman thanked Cllr Roland for his
tremendous efforts.
ACTION: Working Group/Clerk
b) Fayre & Feast – A meeting of the working group took place on 22nd
May. Various issues were discussed, stewards are still required. Concerns were
raised regarding the number of stalls in the Village Hall. Meeting to be arranged
with VHMC. The next meeting has been arranged for Thursday 24th July 2008 at
7.00pm in the Pavilion. ACTION: Working Group
c) Highways & Footpaths – Cllr Waddington has carried out a survey
of parts of the village – details given to Clerk. Clerk to report to
LCC highways. Cllr Waddington has concerns regarding the footpath at the entrance
to the car park on Princes Street. Cllr Mrs Bradwell to contact Malcolm Greenfield
regarding chippings, for repair of car park.
ACTION: Working Group/Clerk
d) War Memorial, Spring and Public Open Spaces – Meeting took place on
22nd May, with neighbours to discuss outstanding issues relating to the Spring
area. Clerk to send letters confirming details agreed at the meeting and letter
to Blankney Estates Ltd.
ACTION: Working Group/Clerk
22. Chance to Share & related issues: The Chairman gave a report to the
Council following a fourth revised draft Heads of Terms Lease for the Star & Garter
Field (copies previously circulated to Cllrs). The Chairman proposed the following
amendments:-
Clause 4g Delete final paragraph and replace with ‘Access
by Metheringham Parish Council (MPC) or any third party acting for MPC, to
the existing playing field or the demised premises to continue. This will
not constitute a legal right in the event that the School is closed and the
site is sold. Security arrangements will be subject to local agreement.’
Clause 6a Add the following paragraph, ‘All fixed assets of the Metheringham Swimming Pool will be transferred to Metheringham Parish Council.’
It was resolved to accept the above amendments, this was proposed by Cllr Ford, seconded by Cllr Waddington and all were in favour. ACTION: Working Group
23. New Pavilion and changing rooms: In view of the progress
with LCC the Chairman requested volunteers for working groups at the Annual
Village Meeting, unfortunately there have been no offers.
ACTION: Chairman/Clerk
24. Parish Plan for Metheringham: A steering group has not yet been formed.
A request for volunteers was raised at the Annual Village Meeting. One person
was interested. All Councillors are to send the Clerk a “wish list” of
suggested items to improve the village.
ACTION: Councillors
25. Storage of Parish Council records: NKDC and LALC do not
have facilities for storage of PC documents. Other alternatives are to be suggested.
ACTION: Councillors
26. Annual Village Meeting: Cllrs thought the meeting was very successful
and the format should remain the same.
27. Metheringham Library opening hours: Following a short
discussion it was agreed the PC should write to LCC stating the need to increase
the library opening hours.
ACTION: Clerk
28. Metheringham Railway Station: Cllr Waddington gave details regarding re-surfacing, erection of new fence and new signs. Portacabins will be removed when works are complete. PC to write to Network Rail about the poor state of the station and surrounding area. ACTION: Clerk
29. Bus service in village: Cllr Waddington has concerns about the operating times of buses in Metheringham, there are no late buses this item to be given further consideration. ACTION: Councillors
30. Allotments: PC now has a waiting list of 10 people. Clerk has written to diocese asking if they have any available land for use as allotments. At this time the land is leased. If any Councillors know of any land that could be utilized as allotments, please contact the Clerk. ACTION: Councillors/Clerk
31. Metheringham Primary School: Cllr Waddington volunteered to fill a vacancy for a school governor at Metheringham Primary School, awaiting details from the school.
32. Date, time and venue of next meeting: Tuesday 24th June 2008 at 7.30pm in the Village Hall.
The Chairman closed the meeting at 10.35pm.