Parish Council Meeting 26 June 2017

Draft Minutes of Colston Basset Parish Council Meeting held from 7pm on 26 June 2017

295     Those Present and In Attendance

Present         Cllr R Jackson (Chair), Cllr R Taylor (Vice Chair), Cllr C Newton, Cllr D Clarke, Cllr R Thomason, Cllr K Parker

In Attendance          NCC Cllr N Clarke   CBPC Clerk N Mayglothling

296     Apologies for non-attendance        Cllr Alcock     RBC Cllr Combellack

297     Declaration of Interest from Members in Matters scheduled for discussion: There were none

298     Minutes of the 2017 Annual Parish Meeting held on May 22 2017

The Council approved the Minutes of the 2017 Annual Parish Meeting and noted that there are no matters requiring action arising from that meeting

299     Minutes of the Annual Parish Council Meeting held on May 22 2017. The Council noted the Minutes of the 2017 Annual Parish Council Meeting.

The Minutes were approved with the comment noted under Minute 300g.

300     Matters arising from the Minutes of May 22 2017

a) 273d SpeedWatch Repairs        Feedback from NPC (NCC Cllr Clarke); NCC Cllr Clarke reported no response to date from Paddy Tipping

b) 289ii Articles; The Council noted that the June Village Update contained a article on the Market Cross supplied by the local History Group and again invited contributions from all village and local groups to the Monthly Village Update; all submissions can be made to the Clerk.

c) 289iii Advertising; The Clerk advised the meeting that under the provisions of the Data Protection Act it was likely that any use of the existing database for commercial advertising would require acceptance by all listed to accept such advertising. That would require issuing and recording emails of acceptance / refusal and then the transfer of addresses on to a separate mailing list if an online version were to be pursued. The separate question of a hard-copy version was also discussed, alongside the question of who would cost, recruit, manage and format any hard-copy advertising & the publication in general. The Parish Council decided to refer to Nick Goddard for the original legal guidance on hard-copy & to revisit this topic at a later date once legal clarity and any hard-copy scheme viability has been established.

d) 291i Insurance It was noted that Zurich Municipal Insurance had been secured at a slight discount on the 2016-17 price and well below the original 2017-18 quotation. This was a multi-year deal, prone only to small increases against any corresponding appreciation in asset values and Insurance risk.

e) 291iii New Cupboards: It was noted that the new cupboards are in situ and the older cupboards can now be removed. A £225 donation from CB History Group towards this purchase will be banked at the earliest opportunity.

f) 293i St Marys Grass Cutting Cllr Alcock had raised the issue of the cutting of the Parish Burial Ground. The Clerk had visited St Marys and also written to the contractor to request the standard of “cut & removal” were maintained at an acceptable level for this season. It was noted that a satisfactory recent cut had already been observed before the meeting by several Councillors.

g) 293ii Roadway deterioration Cllr Parker had raised the condition of the road around Hall Lane / New Road Junction, where the road edge was crumbling and collapsing; Cllr Newton raised the issue (noted under 299) that this was more correctly at the junction of Hall Lane with Nottingham Road, even though this section of road is varyingly designated also as being both Colston Road and as Hall Lane on various maps.  NCC Cllr N Clarke informed the meeting that he had already raised this issue in this location with NCC Highways (VIA - Kendra Hourd), it had been noted and Highways action would be awaited as it is now “on their list for consideration”, alongside many other local roads.

h) 293iii Grit Bin within Hall Grounds: The positioning of this grit bin had been raised by Cllrs Newton. The Clerk had investigated the site and would also discuss it with the Volunteer Gritters at a meeting on June 27. As the communicated intention of the Grit Team Volunteers is to support safer passage for residents, especially less mobile residents, positioning a grit bin close to common thoroughfares, even on “private” ground, appeared to support that aim. It also appeared that there were no other safe or appropriate sites available near that location. Cllr Newton suggested that the Grit Bin serving Hall Lane should be sited off private land and perhaps placed on the grass verge adjacent to the road, so as not to encourage usage on “private paths”. The Clerk informed the meeting that (re)-siting bins adjacent to a Highway required NCC Highways permission, and that an unprotected grass verge with no pavement, adjacent to the unrestricted and busy Hall Lane, was very unlikely to meet with their approval as a satisfactory site. As a current member of the Grit Team the Clerk further informed the meeting that the private pathways of certain residents were gritted as a matter of course by the volunteers, to facilitate prioritised access / egress to public paths & highways.Following considerable discussion it was decided that the Clerk should discuss the situation with the Grit Team and that consideration of a request to re-sight the bin to the entrance to Hall Grounds be considered at the next meeting                                                                                          (Action Clerk)

301     Colston Bassett Neighbourhood Plan Working Party Update  (May 23 Notes).  It was noted that various Theme Groups were now working on elements of the Neighbourhood Plan and would be reporting to the main working Party at the end of the summer. The CBNP WP had also submitted an Awards for All funding application, as previously approved by Council, and the outcome of that application would be reported once known.

302     Parishioners Question Time          i) Colston Bassett History Group  The cost of Explanatory Plaques for the Colston Bassett Village Sign and The Jubilee Walk were being explored with a local supplier. Such signs would appropriately identify and explain two significant parts of the Parish. The intention was that a Village Sign plaque would be positioned on the post of the Village Sign by the Village Hall and that a Jubilee Walk plaque be positioned along that approach to St Marys. The CBHG would report back on this project at a later Parish Council meeting and any request for funding support would be considered at that stage.

ii) There were no other Questions or Submissions from Parishioners

303     Report of Village Hall Committee Representative; Cllr Newton reported that no meetings had taken place since his last pdate.

304     Financial Matters:

a) Payment of Items notified as falling due before 1 July 2018

i)          The Clerks Quarterly Salary & Council Expenses Repayments were Approved

a) Salary £377.22 Payments Made; (7 receipts) £749.76  -   Chq 110 £1126.98

b) HMRC PAYE April/May/June  (£94.00)  -  Chq 111 £94.00

ii)         No other items had been notified prior to the meeting

b) Notification of the 2017 Annual Return and Unaudited Accounts   (RFO)  The Parish Council noted confirmed receipt of the Annual Return by the External Auditors and that the agreed Notification of Unaudited Accounts and Period of Public Rights had been displayed both online and on the Parish Noticeboard.

c) Statement of Current and Deposit Accounts

i)  NatWest Current     June Statement  £14,090.79

Reconciliation (ch109)      £13,627.67

ii)         NatWest Reserve   June Statement                  £10,796.24

iii)        Co-Op Defib             Last Statement                    £1,486.51

The Council noted that the Internal Auditor had agreed these totals as correct. The inclusion of the CBNP Grant Element within the Current Account would be itemised in future to reflect available and ring-fenced Parish Council funds

d) Notification of VAT Refund Application, March-May 2017   £438.85.  It was noted that the Clerk had submitted a VAT Refund application to HMRC on May 25, but to date no notice of payment nor any questions on this submission have been received from HMRC.

305     Planning Applications & Other Communications received:

Planning: The following outcomes were noted.

a) 17/01110/FUL Willowbrook       CBPC Support         RBC   Approved

b) 17/01195/FUL Home Farm       CBPC Support         RBC   Pending (28/7)

c) 17/01180/TPO Tanglewood      CBPC OBJECT        RBC   Replacement

- The new RBC Council Leaders comments made at the Town and Parish Councils Annual Meeting on maintaining and increasing tree coverage in Rushcliffe were noted and received Parish Council support. The CBPC view on Tree Removal and Replacement was discussed and the Council agreed that they would actively seek to support both the replanting and replacement of any trees requiring removal around the Parish going forward on either a “like for like” or Native species basis                                                (Action Clerk)

Communications

d) WW1 Commemoration Fund    It was noted that a grant of up to £300 towards funding for WW1 commemoration events was currently available and notification of this opportunity had already been given to RBL & School by the Cler

e) NCC & Jas Martin; Estate & NCC Footpaths and Vegetation maintenance,  The Council noted that the Clerk had been in contact with both NCC VIA Highways and JAS Martin (Agents for the Estate) with regard to delivering on their appropriate responsibilities in maintaining pathways and cutting hedges around the Parish. Work had already been undertaken on several footpaths by volunteers and Cllr Parker reported that the NCC-adopted footpath from Church Gate to St Marys had also been strimmed very recently.

306.    Councillor’s Urgent Items

1) Cllr Taylor

a) Councillor Taylor wished noted that the Annual Parish Meeting Agenda had been inappropriately labelled as Colston Bassett Parish Council, resulting in some confusion for him as to which was the correct agenda for which meeting. He further referred to the Annual Meetings as being a shambles.(Clerks Note: The Inclusion of “Colston Bassett Parish Council” as a header or footer within the Agenda and Minutes of both the Annual Parish Meeting and the Annual Parish Council Meeting reflect the approved template for the Minutes and Agendas of previous such meetings. This was also the format as approved in 2015 under Cllr Taylors own Chairmanship of the Parish Council. Agendas and Minutes exist in a similar format dating back to at least 2011 apparently without having caused any prior confusion or inconvenience)

b) Cllr Taylor complained that the 2017 Chairmans Annual Report did not include any reference to Finance figures nor to any local businesses (Clerks Note; There is no defined report-content listed in statute for the Annual Parish Meeting Chairs Report, so it is at the sole discretion of the Parish Council Chair as to what is included. With the existence of a Parish Council the Chair of that Parish Council is also responsible in statute for convening and chairing the Annual Meeting but it is delegated in practice to the Parish Clerk to deliver notice of both the Annual Parish Meeting and the Annual Parish Council Meeting. This is again as evidenced in Colston Bassett in all agendas since 2011, including under Cllr Taylors own Chairmanship. The Council Chairman, having noted that the RFOs 2017 Report presented accounts to the Annual Parish Meeting, had chosen not to repeat those figures, Both the 2017 Chairs Report and the Annual Accounting Statement by the RFO were also available and circulated online and in hard copy prior to the Annual Parish Meeting, the first year that this has happened)

c) Cllr Taylor further complained that there had been no clear end to the Annual Parish Meeting. This had resulted in his confusion as to which meeting he was in when required to take the Chair for the Planning Section. That item had already been moved up the Annual Parish Council Meeting Agenda by agreement before Cllr Taylor was required to take The Chair due to the Declaration of Interest made by Cllr Jackson in a Planning Matter. (Clerks Note: The Minutes of the 2017 Annual Parish Meeting were approved earlier without comment under Minute 298 & therefore remain unchallenged in asserting that the Annual Parish Meeting was noted as having concluded correctly prior to the commencement of the Annual Parish Council Meeting)

d) Cllr Taylor was disappointed to note that his advice on how to conduct these meetings had not been followed.

Parish Council Chairman Cllr Jackson thanked Cllr Taylor for his observations & will discuss them with the Clerk before the July Parish Council meeting.

2 Cllr D Clark;  Cllr Clark noted that several volunteers were contributing to the upkeep of the village on a regular basis and proposed the Parish Council passed on their official thanks to those known to be taking on these roles, This was seconded by Cllr Taylor. Of particular note were the works done over some time by; Nick Goddard on Church Gate, Martin Loxton on New Road, Mrs Helen Wright on Bunnison Lane, The Dairy and the Fletcher Family on Harby Lane and Charles Newton for the Hall Hedges. The Parish Council are aware that many other unidentified volunteers also help to clear and maintain substantive areas and pathways around the village and the Council passed on their recorded thanks to those valued village volunteers as well.

3 Cllr Parker asked NCC Cllr N Clarke about his efforts to find a new recycling site; NCC Cllr Clarke informed the meeting that re-opening Langar Tip was not a viable option, but that efforts to find an appropriate site remains an ongoing aspiration as the West Bridgford Recycling site is now noted as overwhelmed.  Despite apparent evidence to the contrary around local lanes, there had only been a small rise in reported fly-tipping since the closure of Langar.

307.    Date of next meeting – 31 July 2017, Colston Bassett Village Hall, 7pm

There being no further business the meeting closed at 7:54pm