Metheringham Parish Council
Metheringham Parish Council Minutes
Minutes 02/2010 of Metheringham, Sots Hole and Tanvats Annual Meeting of the Council held on Tuesday 29th June 2010 at 7.30pm in the Village Hall
PRESENT: Councillors Dr M J Allen (Chairman), N Dobbs, P D Ford,
Mrs J Honisett, Mrs S Peek, M E Reynolds, G H Roland (Vice Chairman), A M Waddington, Mrs A F Webb, and Ms S N Wetherall (Clerk).
1. To resolve to accept Apologies for absence and reasons given: Apologies were received from Councillors Mrs R Creasey, G W Chambers (District Council), J C Rose (District Council) and Mrs P Bradwell (County Council). It was resolved to accept the apologies and reasons, this was proposed by Cllr Mrs Honisett, seconded by Cllr Ford and all were in favour.
2. Members Declarations of Interests: Declarations of interest were made by the following Councillor:
Cllr Mrs Honisett declared a personal interest for agenda item 6b because she is the secretary of St Wilfrid’s Parochial Church Council, item 6h because she is the Chairman of the Village Hall Management Committee and item 6j because her husband is receiving a salary.
3. Reports from representatives on outside bodies:
a) Nothing to report from the County Council.
b) Nothing to report from the District Council.
c) Cllr Mrs Peek gave a report from MADSPA, they now have a new committee formed with six members. A copy of the minutes were available from the meeting held on 21st June 2010. Swimming lessons are now taking place as a new instructor has been appointed on Thursday evenings. New ideas have been suggested.
d) The Clerk read the dog warden report – it has been a quiet month however there are still two problem areas Church Walk and Shiregate, regular patrols are to continue until the offenders are found.
4. Notes of the last meeting: Held on 25th May 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.
5. Clerks report on matters outstanding:
a) LCC Highways contacted re: pot hole on Princess Margaret Avenue. Re-surfacing work has taken place on Alfred Avenue, Drury Street and Fen Lane. Clerk has contacted LCC again regarding grass cutting in the village, this has not been done to a satisfactory standard. LCC are to carry out a site visit.
b) Townsend Way has now been adopted by the relevant authorities. The street has been cleaned by NKDC and is on their regular street cleaning programme. Request for sign for Butters corner is still ongoing between NKDC and Chanceoption.
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, still waiting for date from Steve Welsh.
d) Post box has been re-located. Letter of thanks sent to Royal Mail. Clerk has contacted LCC to establish if there is any funding available for the bus shelter, waiting response.
e) Fly tipping - piece of concrete at playing field reported to NKDC
15-02-2010, has now been removed.
f) Request for new grit bins – waiting response from LCC.
g) Letter sent to occupants of 43 High Street, re: gravel on the public footpath.
h) Letter sent to Mrs R Parker re: her letter of resignation.
i) First Community Plan Steering Group meeting was held on 25th May, three people attended. Unfortunately Stuart Armsworth can no longer be acting Chairman due to other commitments. A Chairman is now urgently required to move the project forward.
j) Problems with dog fouling north end of Shiregate and Church Walk, areas are being monitored. Dog warden is to distribute no dog fouling flyers to new properties on Barley Close.
k) Full set of MPC procedures given to John Wood – Internal Auditor.
l) Job description completed for Responsible Financial Officer and Internal Auditor copies supplied to Cllr Ford and John Wood.
m) Clerk has contacted NKDC Conservation Officer re: broken windows etc at The Old School House, High Street, it does not fall under their remit.
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. Stamford Homes are waiting for quotations for different options to resolve problems.
p) Armed Forces Day Flag Flying Ceremony took place on 21st June 2010, thank you to all who attended.
q) Letter sent to E-on re: request for land for allotments. Clerk has spoken to contact at E.on, their Engineer has stated that the site is required and may be upgraded to a grid site in the future. Letters also sent to establish if the following land owners have any land available:- Mill Farm (no response) and Mr Mayfield (has a tenant and does not wish to change the situation).
r) New residents information booklet - further copies of the new residents booklet have been circulated around the village.
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 installed in the war memorial garden.
u) New seat and bin to be installed on grass area between Station Road and Grange Road, apparently this belongs to LCC. Clerk has spoken to LCC they are now stating the main grass area belongs to NKDC. NKDC have agreed MPC can install the seat and bin in this area.
v) Revised standing orders adopted at the May meeting will be available in Councillors folders.
w) Surgery held on 5th June at Info-Links, no members of the public attended.
x) Clerk has asked NKDC if MPC could have a key to the Info-Links office so we can hold our interim meetings outside of their office hours. Waiting for reply.
y) Letter, Annual Return and intermediate audit paperwork sent to External Auditor.
6. Financial matters:
a) To consider membership renewal of the Society of Local Council Clerks for 2010 at a cost of £135.00 – It was resolved to renew membership at a cost of £135.00, this was proposed by Cllr Ford, seconded by the Chairman and all were in favour.
b) To consider a request from St Wilfrid’s Church for a donation of £250.00 towards the upkeep of the new cemetery – It was resolved to make a donation of £250.00, this was proposed by Cllr Ford, seconded by Cllr Mrs Webb, one abstention (Cllr Mrs Honisett) and six were in favour.
c) To resolve to make a payment of £280.00 for repairs to motor at the swimming pool – This item was deferred from the last meeting as there was insufficient information on the invoice, this has now been clarified. The Clerk gave the details and it was resolved to make the payment, this was proposed by Cllr Roland, seconded by Cllr Mrs Honisett and all were in favour.
d) To resolve to make a payment of £500.00 for the removal of old filter sand, purchase of new sand and installation at the swimming pool - Following a brief discussion about the swimming pool it was resolved to approve payment of £500.00, this was proposed by Cllr Ford, seconded by Cllr Roland, one abstention (Cllr Reynolds) and six were in favour.
e) To consider and approve quotations received to remove sycamore tree, Drury Street at an approximate cost of £300.00 – Three quotations have been obtained, Arborcare - £375.00, Paul Bavin Tree Care Specialist - £300.00 and Tree Snatchers - £500.00 – Following a short discussion it was agreed the Parish Council would take responsibility for the un-adopted piece of land on the corner of Drury Street and St Wilfrid’s Close as ownership could not be confirmed. The Clerk is to register the land with land registry and purchase a small seat as suggested by the working group. It was resolved Paul Bavin would remove the tree at a cost of £300.00 this was proposed by the Chairman, seconded by Cllr Mrs Honisett and all were in favour.
ACTION: Clerk
f) To approve Cllr Roland is to become an authorized signatory for the Parish Council bank accounts – It was resolved Cllr Roland would become an authorized signatory, this was proposed by Cllr Ford, seconded by Cllr Mrs Honisett and all were in favour.
ACTION: Cllr Ford/Cllr Roland
g) To consider funding some trial sessions of Fairplay football and other
diversionary activities eg. Boxing, dance and golf at an approximate cost of £130.00 per 3 hour session – Following a discussion members felt that as there are a large number of groups/activities already taking place in the village. If the trial sessions were held and proved popular the PC would be pressured to provide the full session, the cost of the 8 week session of £3,000.00 was quite expensive and it would be more beneficial to put this amount towards permanent facilities eg. Multi Use Games Area (MUGA) and skate park etc. Therefore this motion was not resolved.
ACTION: Clerk
h) To consider and approve quotations received for alterations to
entrance of village hall and car park – Three quotations were obtained Chanceoption Homes - £21,752.00, Steve Redshaw Building Services - £28,634.00 and Whitelaw Builders - £20,683.00 – It was resolved Chanceoption Homes would carry out the work, this was proposed by Cllr Ford, seconded by Cllr Mrs Webb and all were in favour.
ACTION: Clerk
i) To consider applying to the Public Works Loan Board for a loan to
carry out the above alterations - The Clerk and Chairman provided members with the details; the Council will request the sum of £20,000.00 from the Public Works Loan Board to be repaid over 9 ½ years not over 10 years. Based on the PWLB Fixed Rate Loans – Estimated Repayment Costs Calculator an advance of £20,000.00 Annuity at a rate of 2.46%, ½ yearly cost £1,134.15, yearly cost £2,268.30, total cost £22,683.00. Following a discussion as to whether to apply to the PWLB or finance the work from the PC ‘ring fenced’ reserves for the pavilion project it was proposed the PC should apply to the PWLB for a loan of £20,000.00, this was proposed by Cllr Roland, seconded by Cllr Ford and all were in favour.
ACTION: Clerk
j) To consider accounts for payment:
| Payment to | Amount £ |
|---|---|
| LMS – Blades/Strimmer Cord | 30.71 |
| BBH PO – Postage | 7.56 |
| A M Hey – Asset Valuation | 411.77 |
| Jointline – White lining car park | 350.00 |
| Eclipse Fencing – wood for fence @ play park | 162.88 |
| Bluefin – Insurance premium | 4874.51 |
| SLCC – Regional Conference x 3 members | 120.00 |
| SLCC – 2010 membership renewal | 135.00 |
| Handyman Salary & Expenses | 260.52 |
| Village Caretaker Salary & Expenses | 283.93 |
| Public Toilet Caretaker Salary | 176.40 |
| Pavilion Cleaner Salary | 25.20 |
| Clerk Salary & Expenses | 1225.46 |
| LCC Pension Scheme | 376.95 |
| Parish Dog Warden | 450.00 |
| HM Revenue & Customs | 524.65 |
| MVHMC – Hire of Hall | 39.00 |
| St Wilfrid’s – Hire of Hall | 7.00 |
| E-on – Quarterly Maintenance Charge | 666.09 |
| Veolia – grass cutting | 93.18 |
| E-on repair Princes Street | 31.27 |
| Bonnetts – Materials for public toilets | 30.91 |
| E-on – repair 3 Fen Road | 31.64 |
| St Wilfrid’s – donation towards cemetery upkeep | 250.00 |
| Graeme Pembery – repairs to swimming pool | 60.00 |
| Dian Robinson – repairs to swimming pool | 60.00 |
| Dian Robinson – motor repair by Samuel Vickers | 136.17 |
| Hampshire Flag Co – Armed Forces Day Flag | 85.49 |
| Dian Robinson – Removal filter sand etc A Bradley | 500.00 |
| Paul Bavin | 300.00 |
| Boothman Agr – Weed killer | 31.71 |
| TOTAL JUNE 2010 | 11738.00 |
It was resolved to make payment of the accounts, this was proposed by Cllr Waddington, seconded by Cllr Dobbs, one abstention (Cllr Mrs Honisett) and six were in favour.
k) To receive a report from the RFO on the PC finances – There were no questions or queries for the RFO on the financial position.
7. Planning Committee:
a) Notes of the last meeting: Held on 9th June 2010, having been
previously circulated, to be approved as the minutes – It was resolved to sign the minutes as a true record of the meeting, this was proposed by Cllr Mrs Honisett, seconded by Cllr Mrs Peek and all were in favour.
b) To consider planning application Ref: 10/0486/FUL, proposal: To lay
an underground pipe (for water) from Mere Pumphouse (north of Mere Hall, Bracebridge Heath) to Boothby Heath Farm for agricultural purposes. This did not affect the Parish of Metheringham, therefore there were no comments or objections.
c) To consider planning application Ref: 10/0637/FUL, proposal erection
of 3 No Light Industrial Storage Units on land adjacent to Unit 24, Moorlands Trading Estate, Metheringham. This application had previously been submitted but the time limit had expired. Cllr Mrs Honisett is to respond to NKDC with the comments previously made.
8. Correspondence:
a) To note general correspondence – Please see Appendix 1.
b) To consider a letter from NKDC regarding Members Register of Interests under the Local Code of Conduct and Disclosure of Gifts or Hospitality, members to consider if they need to make any amendments – The Chairman and Clerk reminded Councillors of the importance of regularly updating their Register of Interests and if they have any changes they should notify the Clerk.
c) To consider a letter from NKDC relating to Local Code of Conduct and Declarations of Interest – Training workshops to be held on 13th July at Waddington Village Hall at 6.30pm or 14th July at NKDC Offices, Sleaford at 6.30pm and to agree representation – A training session was held at Metheringham in January 2010, most Councillors were in attendance. Councillors Mrs Honisett, Reynolds and Webb are to attend on 13th July, Clerk to notify NKDC.
It was resolved to suspend the meeting at 8.53pm for a short refreshment break.
The meeting resumed at 9.08pm
9. To receive reports on Outside Meetings:
a) LALC County Committee - The meeting was postponed until 1st July so there was nothing to report.
b) SLCC East Midlands Regional Conference held 22nd June 2010 – The Clerk circulated a written report detailing the main issues raised. Cllr Roland gave details of a mapping system that is available for Parish Councils, this may be worth pursuing. Cllr Roland also won the free prize draw for a digital camera which he very kindly gave to the Clerk.
c) ‘Burials seminar’ held 29th June 2010 – Cllr Mrs Honisett gave a verbal report on the seminar, the burials process is very complex. Some interesting points were raised about who is responsible for burials and the details of how large/deep graves should be dug. If anyone wants the legislation please contact the Clerk.
10. To receive reports from Working Groups:
a) Allotments – Cllr Mrs Honisett reported there were no problems with
the current allotments on Dunston Road.
b) Children’s Playgrounds and Playing Fields – Cllr Roland gave an
update on the ongoing maintenance work carried out at the play
parks. There have been issues with ASB at the Shiregate park, the handyman has been locking the gate on a Friday and Saturday night to deter youths from gathering. However the problem of ASB is in the Shiregate area not just the play park. The working group are to look at options to possibly move equipment to a different location. It was suggested questionnaires should be circulated to the Shiregate residents to gather their opinions. Princes Street Play Park; there are still some minor problems with missing bolts etc from the monkey ladder and the bolt issue on the cargo net has been solved in the interim. The handyman has started painting the frame of the swings. ACTION: Working Group
c) Consultation and Questionnaires – Nothing to report.
d) Fayre and Feast – Cllr Reynolds has been pursuing a celebrity to open the event. It was agreed army sniffer dog Treo and his handler Dave Heyhoe will be invited to open the event. Treo won the Dicken medal – the equivalent of the animal Victoria Cross earlier this year. Next meeting to be held on 22nd July 2010 at 7.00pm in the Star & Garter Lounge. ACTION: Working Group
e) Forward Planning – LCC have requested a meeting, this is to take
place on Tuesday 6th July 2010 at 3.30pm at the pavilion.
ACTION: Working Group
f) Highways, Footpaths and Car Parks – Various problems around the
village of overgrown trees, NKDC tree officers have visited the areas concerned. Cllr Waddington provided the Clerk with a report of problems. Clerk to notify LCC.
ACTION: Clerk/Working Group
g) Risk Assessment – Nothing to report.
h) Street Lighting – Nothing to report.
i) War memorial and Spring – The spring is now in a reasonable
condition. A seat is required. Clerk to obtain quotations for a small wooden seat.
ACTION: Clerk/Working Group
11. Recreation field and related issues: A Forward Planning meeting is to be held on 6th July 2010 with school governors, LCC and MPC. MPC to offer the Star & Garter field for lease with set conditions. LCC must allow MPC to build pavilion, changing rooms, toilets and MUGA. LCC must contact land registry to unregister the MPC land as they have leasehold registered the playing field, play park and car park. LCC must pay a commercial rent for the lease of the Star & Garter field. If the lease remains on the existing playing field a commercial rent will also be required for that. ACTION: Working Group
12. Allotments: Clerk has contacted E-on following receipt of their letter stating they will not lease or sell any of their excess land. This site may be upgraded to a grid site in the future. There is still no information relating to the sale of the glebe land and who has purchased it. Land adjacent to Allotments on Dunston Road is owned by Stamford Homes, still waiting for details from Stamford Homes as to whether MPC may be able to acquire some of this area for allotments.
ACTION: Clerk
13. Small Christmas Trees: Information was circulated to all Councillors, it was agreed pricing details were required before any of the properties on High Street are formally approached. This item has been deferred until the next meeting. ACTION: Clerk/Councillors
14. Asset Valuation Report: A copy of the report was circulated to all Members prior to the meeting. It was resolved to accept the report this was proposed by the Chairman, seconded by Cllr Roland and all were in favour.
15. Gifts and Hospitality Form MPC/017: This document was circulated to members. It was resolved to approve the document, this was proposed by Cllr Mrs Honisett, seconded by Cllr Reynolds and all were in favour. ACTION: Clerk
16. Metheringham & District Swimming Pool Association (MADSPA): Concerns have been raised following the AGM. However since that meeting a new committee has been formed which now consists of six members. Minutes from a meeting held on 21st June appear to be more positive. Items that need addressing are AGM, Finances, Budget, Fundraising and Lifeguards. The Chairman suggested an MPC working group could be formed to assist MADSPA. An action plan is required. A copy of the MADSPA constitution is to be provided to all MPC members. A meeting is to be arranged with MADSPA to meet the new committee members.
ACTION: Clerk/MADSPA
17. Date, time and venue of next meeting: Tuesday 27th July 2010 at 7.30pm in the Village Hall.
The meeting closed at 10.55pm.
Addendum 02/2010 of Metheringham, Sots Hole and Tanvats Parish Council Meeting, held on Tuesday 29th June 2010 at 7.30pm in the Village Hall
1. Police Report. PCSO Paul Flannigan was present and gave the police report, during the period 24/05/2010 and 29/06/2010 there have been 4 crimes recorded, which relate to:- 1 – Theft from motor vehicle, 1 – Damage to Motor Vehicle and 2 – Criminal Damage.
2. Public Forum. There were 2 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). Has received a letter from Barratt Homes, they state they are not responsible for the land and the tree can be removed but they will not incur any of the costs associated with it. The removal of the tree is covered in agenda item 6e. The working group suggested once the tree has been removed a small bench should be installed and possibly some small bushes, to improve the appearance of the area.