Metheringham Parish Council
Metheringham Parish Council Minutes
Minutes 01/2010 of Metheringham, Sots Hole and Tanvats Annual Meeting of the Councilheld on Tuesday 25th May 2010 at 7.30pm in the Village Hall
PRESENT: Councillors Dr M J Allen (Chairman), G H Roland (Vice Chairman), Mrs R Creasey, N Dobbs, P D Ford, Mrs J Honisett, Mrs S Peek,
M E Reynolds, A M Waddington, Mrs A F Webb, J C Rose (District Council), Mrs P Bradwell (County Council) and Ms S N Wetherall (Clerk).
1. To elect a Chairman of the Council: It was proposed by Cllr Ford and seconded by Cllr Mrs Honisett that Cllr Dr Allen be elected as Chairman. Cllr Dr Allen was willing to stand. There being no other nominations, he was elected unanimously.
2. To receive the Chairman’s declaration of acceptance of office: The Chairman accepted the office and signed the relevant paperwork.
3. To elect a Vice Chairman of the Council: Cllr Mrs Honisett had previously indicated that she wished to step down from the position of Vice Chairman due to other work commitments. The Chairman thanked Cllr Mrs Honisett for her contribution to the Parish Council and also for her support to the Chairman particularly in the early days when they had both first taken office. It was proposed by Cllr Ford and seconded by Cllr Mrs Honisett that Cllr Roland be elected as Vice Chairman and all were in favour. There were no other nominations and Cllr Roland was willing to stand.
4. To appoint representatives to outside bodies: These need to be independent of the outside body they are on and should report back to Full Council on a regular basis, documentation to be supplied includes; Minutes, Annual reports and Financial reports.
| Outside Bodies | Representatives | |
|---|---|---|
| a) | Bowls Club | Cllr Ford |
| b) | Joint Management Committee | Cllrs Dr Allen, Mrs Creasey and Ford |
| c) | LALC County Committee | Cllr Dr Allen |
| d) | MACLA | Cllr Roland |
| e) | Metheringham Area Cluster Group | Cllrs Dr Allen and Waddington. |
| f) | Metheringham & District Swimming Pool Association | Cllr Mrs Peek |
| g) | NKDC Standards Committee | Cllr Dr Allen |
| h) | Community Plan Steering Group | Cllr Waddington |
| i) | Village Hall Management Committee | Cllr Dobbs |
5. To appoint the Planning Committee:
| Chairman | Members |
|---|---|
| Cllr Mrs Honisett | Cllrs Mrs Creasey, Mrs Peek, Mrs Webb and Waddington. |
6. To appoint leaders and members of Working Groups:
| Working group | Leader | |
|---|---|---|
| a) | Allotments | Cllr Mrs Honisett |
| b) | Children’s Playgrounds and Playing Fields | Cllr Roland |
| c) | Consultation and Questionnaires | Cllr Waddington |
| d) | Fayre & Feast | Cllr Reynolds |
| e) | Forward Planning | Cllr Dr Allen |
| f) | Highways, Footpaths and Car Parks | Cllr Waddington |
| g) | Risk Assessment | Cllr Ford |
| h) | Street Lighting | Cllr Reynolds |
| i) | War Memorial and Spring | Cllr Mrs Webb |
A full table of leaders and members will be circulated to all Councillors, details will also be available on www.macla.co.uk/megpc.
7. To consider the following:
a) Standing Orders MPC/001-R6 – This document has been completely revised, based on the NALC new model standing orders.
b) Financial Regulations MPC/002-R1
c) Equal Opportunities MPC/003-R1
d) Filling of Casual Vacancy MPC/004-R2
e) Disciplinary Procedure MPC/005-R2
f) Grievance Procedure MPC/006-R2
g) Complaints Procedure MPC/007-R2
h) Risk Assessment – General Procedure MPC/008-R3
i) Risk Assessment Report MPC/009-R5
j) Tenancy Agreement for Allotment Gardens MPC/010-R2
k) Freedom of Information – Publication Scheme MPC/011-R2
l) Dignity at Work/Bullying and Harassment Policy MPC/012-R1
m) Application form for section 137 Grant MPC/013-R1
n) Training – Statement of Intent MPC/014-R1
o) Community Engagement – Statement of Intent MPC/015-R1
p) Protocol between NKDC & MPC for Handling Notification of Complaints and Results of Hearings MPC/016-R1
q) Employee Terms & Conditions
The Chairman stated the only revised document was Standing Orders MPC/001-R6 which had been previously circulated to all members. It was resolved to accept the revised document this was proposed by Cllr Reynolds, seconded by Cllr Waddington and all were in favour. It was resolved to adopt the other documents listed above, this was proposed by the Chairman, seconded by Cllr Mrs Honisett and all were in favour.
8. To resolve to appoint a Responsible Financial Officer: The Chairman thanked Cllr Ford for his excellent efforts during the past year. It was resolved to appoint Cllr Ford as RFO, this was proposed by the Chairman, seconded by Cllr Waddington and all were in favour.
9. To resolve to appoint an Internal Auditor: It was resolved to appoint Mr John Wood as the internal auditor for MPC, this was proposed by
Cllr Ford and seconded by the Chairman 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 Ford, seconded by Cllr Roland and all were in favour.
11. To agree the dates of full Council Meetings for 2010/2011: The list of dates were circulated to members, it was resolved to agree the dates, this was proposed by the Chairman, seconded by Cllr Waddington and all were in favour.
12. To resolve to accept Apologies for absence and reasons given: Cllr G W Chambers. It was resolved to accept the apologies and reasons, this was proposed by Cllr Mrs Honisett seconded by Cllr Mrs Peek and all were in favour.
13. Members Declarations of Interests: Declarations of interest were made by the following Councillor: Cllr Mrs Honisett declared a personal interest for Agenda Item 17e - because her husband is receiving a salary.
14. Reports from representatives on outside bodies:
a) Cllr Mrs Bradwell reported that funding for the station car park is no longer available. Rural grant funding is not available either. Various highways issues are contained in the Clerks report, Cllr Mrs Bradwell stated only A and B roads are being repaired due to a lack of funds.
Cllr Mrs Bradwell has received a request from the School Governors for a meeting to discuss a lease of the Star & Garter field.
b) Cllr Rose informed members that the NKDC Annual Meeting had taken place on 13th May, Cllr Mrs Howe had been appointed Chairman,
Cllr Cartwright Vice Chairman and Executive Board Chairman Cllr Mrs Waring. There are proposed £1.2bn funding cuts from principal authorities.
c) Nothing to report from Council representatives on other outside bodies.
d) The Clerk read the dog warden report for May, an offender has been identified at the north end of Shiregate, this area is to be monitored closely.
15. Notes of the last meeting: Held on 30th March 2010, having been previously circulated, be approved as the minutes – It was resolved to sign the minutes as a true record of the meeting, this was proposed by Cllr Roland, seconded by Cllr Mrs Honisett and all were in favour. Notes of the Annual Village Meeting held on 27th April 2010 – It was resolved the notes were approved to go forward for acceptance as Minutes at the 2011 meeting this was proposed by the Chairman, seconded by Cllr Waddington and all were in favour.
16. Clerks report on matters outstanding:
a) Highways contacted re: various issues, including pot holes throughout the village, poor state of Metheringham Fen Lane. Stones/boulders on verges on Lincoln Road. Lincoln Road - trees blocking street lights. Waiting for other issues to be resolved.
b) Townsend Way has now been adopted by the relevant authorities. Concerns are still being raised about the access from High Street to Townsend Way. LCC have suggested asking the Co-op if they will erect a gate and manage the opening and closing at designated times. MPC members did not feel this was a suitable solution any other suggestions are to be given to the Clerk.
c) Request to LCC for single bus stop pole outside D & K News, due to ongoing problems with Brylaine buses not stopping at this stop. During Site meeting with LCC Highways MPC requested footpath is widened – LCC have agreed to install the sign and widen the footway, waiting for date from Steve Welsh.
d) Bus shelter on High Street is desperately needed. Site meeting held with Lincolnshire Co-op and Royal Mail regarding the re-positioning of the post box. Paperwork for relocating post box is in hand. Royal Mail contact is on holiday, will contact him again on his return.
e) A second new litter bin has been installed at Princes Street Play Park.
f) Fly tipping - piece of concrete at playing field reported to NKDC 15-02-2010. Piece of concrete is still at playing field.
g) Request for new grit bins – waiting response from LCC.
h) Site meeting held with Andy Hey – Chartered Surveyor to establish all MPC assets. Draft details received from Surveyor – document to be reviewed.
i) First Community Plan Steering Group meeting to be held on 25th May at 7.30pm in the Church Hall.
j) Problems with dog fouling north end of Shiregate and Church Walk. New NKDC no dog fouling signs have been erected. Dog warden monitoring situation.
k) NALC – Local Council Awards – MPC were not successful in being shortlisted.
l) Letters sent to all local businesses requesting sponsorship for the new Fresh Air Fitness Play Equipment – Three businesses; Top Wok Chinese Restaurant, The Beehive and Jackson Work Wear Ltd have kindly contributed towards the project. Official opening date to be suggested.
m) Letter sent to owners of land at 42-48 High Street, requesting the area is kept tidy. NKDC Conservation Officer is on holiday will contact her on her return re: broken windows etc at The Old School House, High Street.
n) Metheringham Youth Council – meeting to be arranged with Mission X and other interested parties.
o) Meeting held on 31st March 2010, with Stamford Homes, NKDC and MPC to establish long term ownership and maintenance of area. Waiting for feedback from Stamford Homes.
p) AVM - Letters of thanks sent to all village groups, Community Lincs, Countryside NK and guest speaker. Thank you to all Councillors who helped on the day, it was greatly appreciated.
q) Letter sent to E-on re: request for land for allotments. Reply received they are not prepared to surrender the land for lease or sale. MPC sent further letter stating land is desperately required. Letters also sent to Mill Farm and Mr Mayfield to establish if they have any land available.
r) New residents information booklet & MACLA magazine circulated to new properties on Barley Close. Further copies of the new residents booklet to be placed in Info-Links.
s) Letter received from land registry re: MPC have four areas of land registered. All other areas of land to be registered, by the Clerk as soon as possible.
t) New finger post sign has been delivered, handyman to install in war memorial garden.
u) Further request to NKDC for Townsend Way to be cleaned as a matter of urgency. Further request 18-05-2010 for Butters Corner street sign to be erected.
v) White lining of village car park Princes Street is complete.
w) Application for Best Kept Village Competition returned 26-04-2010, the first round of judging takes place in June.
x) Extreme NK and NK Play Bus free sessions will take place on Friday 13th August and Monday 31st August at Princes Street car park and playing field, posters will be provided nearer the time.
y) Metheringham History Walk on Saturday 15th May guided by Cllr Waddington was a success with approximately 30 people attending.
z) New seat and bin to be installed on grass area between Station Road and Grange Road, apparently this belongs to LCC, we therefore need their permission and an authorized person to install.
17. Financial matters:
a) To consider a donation of £500.00 to Metheringham Area First
Responders (LIVES) for delivering the Parish Council Annual Report – It was resolved to make a donation of £500.00 to LIVES, using the Power of Well Being, this was proposed by Cllr Ford, seconded by the Chairman and all were in favour. Note: this will be paid once the reports are delivered.
Cllr Mrs Bradwell left the meeting at 8.30pm.
b) To consider an invite to the East Midlands SLCC Regional Conference on 22nd June - It was resolved Cllr Mrs Honisett, Cllr Roland and the Clerk would attend at a cost of £55.00 each, this was proposed by the Chairman, seconded by Cllr Ford and all were in favour.
c) To resolve to approve the Insurance renewal premium of £4874.51 due on 1st June 2010, this cost now includes cover for directors and officers - It was resolved to accept the renewal premium, this was proposed by the Chairman, seconded by Cllr Ford and all were in favour.
d) To resolve to make a payment of £300.00 for repairs to motor at the swimming pool – Only one invoice had been received and it was not clear how much this was for and who required payment, further clarification is required, therefore this item was deferred until the next meeting. Following a short discussion it was agreed that the swimming pool would be an agenda item at the next meeting.
e) To consider accounts for payment:
| Payment to | Amount £ |
|---|---|
| E-on quarterly charge | 813.30 |
| NKDC - non domestic rates for toilets | 335.77 |
| E-on lighting war memorial & public toilets | 88.56 |
| Methodist Church – hire of hall | 28.00 |
| Sainsbury’s – Misc items for AVM | 51.11 |
| Village Caretaker | 229.80 |
| Public Toilet Caretaker | 174.16 |
| Pavilion Caretaker | 75.60 |
| Handyman Salary & Expenses | 178.71 |
| Clerk Salary & Expenses | 1045.93 |
| LCC Pension Scheme | 306.92 |
| Parish Dog Warden | 340.00 |
| HM Revenue & Customs | 295.54 |
| A1 Signs – banners for AVM | 81.00 |
| St Wilfrid’s - Hire of Hall | 7.00 |
| MVHMC – Hire of Hall | 65.00 |
| Tesco – Misc items for AVM | 110.92 |
| Wilkinson – Misc items for AVM | 3.87 |
| Sue Clark & Ann Brown – help at AVM | 40.00 |
| Lincs & Notts Air Ambulance – Donation AVM | 50.00 |
| M & S – Misc items for AVM | 2.99 |
| Community Lincs training & BKV Competition | 40.00 |
| BBH Post Office – Postage | 13.44 |
| J Wood – Internal Auditor | 50.00 |
| Penny Marden – AVM Buffett | 350.00 |
| Michael Cummings – Relief Dog Warden | 170.00 |
| Roy Darwood – rod & clear toilet | 30.00 |
| TOTAL APRIL | 4979.86 |
Payment to |
Amount £ |
| BBH Post Office – Postage | 29.19 |
| Bonnetts – toilet materials | 88.70 |
| Veolia – grass cutting | 93.18 |
| Etatron – Chlorine Granules for swimming pool | 1014.00 |
| E-on – Repair Princess Margaret Av. | 23.47 |
| Fresh air fitness | 14186.33 |
| Village Caretaker Salary & Expenses | 261.51 |
| Public Toilet Caretaker | 176.40 |
| Pavilion Caretaker | 25.20 |
| Handyman Salary & Expenses | 233.85 |
| Clerk Salary & Expenses | 1083.57 |
| LCC Pension scheme | 314.37 |
| Parish Dog Warden | 340.00 |
| HM Revenue & Customs | 473.03 |
| William Smith – Village finger post sign | 610.06 |
| VHMC – Hire of Hall | 39.00 |
| TOTAL MAY | 18991.86 |
It was agreed the invoice for Fresh Air Fitness will not to be paid until the problem with the loose bolts is solved. It was resolved to make payment of the accounts, this was proposed by the Chairman, seconded by Cllr Roland, 1 abstention (Cllr Mrs Honisett) and 7 were in favour.
f) To receive a report from the RFO on the PC finances - The RFO gave
a brief review of the financial position.
g) To receive the Internal Auditors report – The RFO read the Internal Auditors report for 2009/2010.
h) To receive, approve and sign the Statement of Accounts for the Audit Return 2009/2010 and answer each Section of the Annual Governance Statement – The RFO read the details to members, it was resolved to send the Annual Return to the external auditor this was proposed by Cllr Mrs Honisett, seconded by the Chairman and all were in favour.
i) 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 Ford and all were in favour.
18. Planning Committee:
a) Notes of the last meeting: Held on 13th April 2010 and notes of the Special Meeting held on 28th April 2010, having been previously circulated, to be approved as the minutes – It was resolved to sign both sets of minutes as a true record of the meetings, this was proposed by Cllr Mrs Webb, seconded by Cllr Waddington and all were in favour.
Cllr Mrs Creasey having declared a prejudicial interest in item 18 b) because of her connections with Messrs P and D P C Creasey, left the room immediately.
b) Following the call for land carried out by Community Lincs, two sites have been put forward, but only one is deemed suitable for development. The site is land between Sleaford Road and Dunston Road to the north west of the village. To consider if the council are happy to progress, to look at the possibility of progressing this site. Plans of the area were shown to members, following a short discussion it was resolved that the council were in agreement that this should be discussed further with NKDC, MPC and the developer, this was proposed by Cllr Mrs Honisett, seconded by the Chairman and 6 were in favour.
Cllr Mrs Creasey returned to the meeting.
19. Correspondence:
a) To note general correspondence – Please see Appendix 1.
Note: The Chairman made members aware that a letter of resignation from Mrs Ruth Parker was available for viewing.
It was resolved to suspend the meeting at 9.20pm for a short refreshment break.
Cllr Rose left the meeting at 9.33pm.
The meeting resumed at 9.36pm.
20. To receive reports on Outside Meetings:
a) LALC – Dealing with Council Finances – The Chairman reported this
was an excellent training session given by Trisha Carter. The Clerk
circulated an information sheet to all members, giving relevant
information relating to PC finances.
b) The Chairman attended the Standards Committee meeting on 14th
April, a new Chairman is to be appointed. The new government coalition have stated they will abolish the Standards Board regime. Standards Board issues will probably continue under local authorities; NKDC - Standards Committee. Local authorities already have delegated powers to act in most cases for the Standards Board.
c) The Chairman gave a brief report on the Metheringham Cluster
meeting, this was held at Metheringham on 28th April. The SID results were provided by the police, there is no funding available for the maintenance or insurance of the SID. There will be no further devolved fund for any of the Cluster groups.
21. To receive reports from Working Groups:
a) Children’s Playgrounds and Playing Fields – Cllr Roland gave an update on the new play equipment, there have been some problems with the bolts working loose on the ten way fitness station - cargo net, it is believed youths are loosening them. Clerk has spoken to Fresh Air Fitness this problem should be resolved by the end of the week. Paint has been purchased for all equipment, painting of these areas to be discussed by the working group, meeting to be arranged. Waiting for quotation from Fresh Air Fitness for replacement of chequer plate on equipment on Shiregate and new bow top fence. Wood has been delivered for the fence at Princes Street Play area, handyman to install. ACTION: Working Group
b) Fayre & Feast – A meeting of the working group took place on 20th May, entertainment is progressing, Mission X have kindly volunteered to help, Clerk to contact RAF Cranwell re: cadets. ACTION: Working Group
c) Forward Planning – A meeting took place on 4th May, details are covered in item 22. ACTION: Working Group
d) Highways, Footpaths and Car Parks – Pot holes in the village are still a problem. Please report these to the Clerk or direct to LCC Highways. ACTION: Working Group/Clerk
22. Recreation field & related issues: The Chairman gave a report to the Council following the forward planning meeting held 4th May. The possibility of building the new pavilion at the south end of the playing fields cannot happen as all of the glebe land has been sold to another party. The land agent would not disclose who it had been sold to. The Parish Council has been in negotiations with the agent and diocese for two years to acquire this land, in October 2009 a price was agreed, this is extremely disappointing. The Heads of Terms document is to be revisited to include the lease will be for 10 or 15 years as suggested by our solicitor. MPC to add:- LCC will allow MPC to build a pavilion, changing rooms, toilets and MUGA on this land. A Forward planning meeting is to be arranged with the Primary School, School governors and Cllr Mrs Bradwell. A new lease for the Primary School to use the Star & Garter field is required as a matter of urgency.
ACTION: Working Group/Clerk
23. Allotments: The Council now has a waiting list of twenty seven people. Due to the sale of the glebe land, other suggestions are required, Cllr Reynolds thought the land adjacent to the railway station on Station Road could be a possible location, but other members did not feel this site was suitable.
24. Annual Village Meeting 2010: All members thought the meeting was excellent. There have been some positive comments received from the public who were in attendance. Cllr Mrs Webb has received a suggestion that the leaders of the working groups should give a short presentation. Cllr Mrs Honisett suggested the finger buffet should be available at the
end of the meeting, to help retain people for the whole of the meeting. Members should give consideration to the format of the event for 2011. Cllr Ford suggested the guest speaker could be Lincolnshire Road Safety Partnership, any other suggestions are to be given to the Clerk. ACTION: Clerk
25. Annual Report 2009/2010: There were no comments relating to the Annual Report. It was resolved the report should be sent for printing, this was proposed by Cllr Mrs Peek, seconded by Cllr Waddington and all were in favour. ACTION: Chairman/Clerk
26. Council Members: Following a short discussion, it was agreed that the number of Councillors would remain at eleven, this would be reviewed again in the future.
27. St Wilfrid’s Parish Church: To consider a request from the PCC that the Parish Council resume grass cutting in the south closed cemetery - The Clerk has spoken to the handyman he is happy to do this, following a short discussion it was resolved the Parish Council would cut the grass, this was proposed by Cllr Ford, seconded by the Chairman and all were in favour. ACTION: Clerk
28. Date, time and venue of next meeting: Tuesday 29th June 2010 at 7.30pm in the Village Hall.
The Chairman closed the meeting at 10.33pm.
Addendum 01/2010 of Metheringham, Sots Hole and Tanvats Annual Meeting of the Council, held on Tuesday 25th May 2010 at 7.30pm in the Village Hall
1. Police Report
PC Simon Gordon and PCSO Lisa Duckworth were present and gave the police report, during the period 29/04/2010 and 25/05/2010 there have been 7 crimes recorded, which relate to:- 1 – Theft from motor vehicle, 1 – Theft and 5 – Criminal Damage (all detected).
2. Public Forum
There were 3 members of the public present at the meeting. A resident from Drury Street who had been to the previous council meeting relating to the ownership of the land and tree at the corner of Drury Street (adjacent to No 8). She has carried out a search at land registry and the land is not registered, she has requested through NKDC that the tree is removed and would like to establish the long term ownership and maintenance of the area. The Clerk is to obtain quotations for the removal of the tree. The working group are to investigate the future development of the area.