Parwich Parish Council. Minutes. A meeting of Parwich Parish Council was held on Wednesday, 16th October 2013 at 7.30 pm in Parwich Memorial Hall.

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1 Parwich Parish Council Minutes A meeting of Parwich Parish Council was held on Wednesday, 16th October 2013 at 7.30 pm in Parwich Memorial Hall. Present: C Healy, M Harrison, J Bennett, N Linnell, E Yeomans and the Clerk, Mrs S Hampson Apologies/Councillors' attendance register Apologies had been received in advance of the meeting from Mr S Dale, Mr R Bunting, County Councillor, Mr S Spencer and District Councillor, Sir R Fitzherbert. Members present completed the attendance register Declaration of personal/prejudicial interest of councillors There was no need, by any member present, to complete an entry in the register Minutes and items from the previous minutes The minutes of the previous meeting had been electronically forwarded to all members in advance of the meeting and had been placed on the Blog. Members acknowledged that the minutes contained one error. The minutes should have recorded that responses should have been both ways between parish council and the member of the public. A letter had been sent to the member of the public who had attended the previous meeting. Resolved: The minutes were otherwise accepted as a true record of proceedings and signed in the meeting by the Chairman Public speaking There were no members of the public in attendance Update from District Councillor and County Councillor Apologies had been received in advance from both the District and County Councillors Update from PCSO and Speed Van (if taken place) The PCSO forwarded an update regarding the deployment of the mobile van. The Mobile Police Station will be deployed at Parwich for Op ILLUMINATE (Crime Prevention items and advice available by SNPT Officers). The Sergeant will be deploying the van when he has a list of suitable villages and locations as soon as possible Parsons Croft A letter had been received from Parwich Crown Green Bowling Club identifying items and vehicles which remain placed/parked on the parish council's land dedicated for recreation use. The clerk had contacted the former solicitor referred to in the previous minutes. He had kindly forwarded a response with some advisory points, again including the suggestion of charging a small rent for some items placed on parish council land by occupants of neighbouring properties. The parish council members discussed this matter at length and the action taken so far which includes: Letters sent to the residents adjoining the parish council's land on two separate occasions Verbal communication with some residents associated with the items placed on the land Letter to Peak District National Park Authority (PDNPA) Letter to the Housing Association Letter seeking legal advice Letter to County and District Councils regarding advisory signs 1

2 Consideration given to litigation which may be expensive Consideration given to the introduction of rents for certain items A further log shed has now appeared on parish council land, without permission. Members of the parish council took into consideration the impact of vehicles parking elsewhere and the impact this may have on the nearby highway in relation to children playing and also to potential restrictions for emergency service vehicles. Further consideration was given to the installation of a restricted height barrier which would continue to offer access to normal height cars but would not permit access to caravans, industrial type vans and tractors. The barrier could be opened to allow access for the caravan rally bookings which take place at this location. Resolved: Clerk to seek advice and opinion from PDNPA with regard to the introduction of a height restriction barrier. Notts DA caravan rally booking form had been received. Also details from PDNPA regarding caravan rallies in Parwich. Resolved: Due to the contribution to the wakes that Notts DA make, it was agreed that their fees per unit per night be Clerk to confirm with Notts DA Pavilion, electricity supply and user groups Pavilion Mrs Bennett had placed a photograph on the blog of the pavilion following recent renovations. The redundant mower had been moved from the side of the pavilion by Mr Bunting. Mr Harrison had inspected the mower and reported that it could be repaired if required. Members discussed both the possibility of selling the mower and also retaining for possible use in the future. The clerk had contacted the grounds person, responsible for mowing at this location, regarding strimming near the base of the pavilion; however, this had not been carried out at the time of the meeting. The contractor has in fact completed his required contract for this season. Resolved: Mr Yeomans to assist Mr Bunting to ascertain whether access for the mower in to the council's storage sheds is possible, to enable an informed decision to be reached. Electricity supply Mr Harrison raised the issue of electrical testing, RCD protection and access to the flood lights. Resolved: Mrs Linnell to make contact with relevant persons regarding supplies during the next two weeks. The lady who has been cleaning the toilet has unfortunately resigned. The parish council members were very grateful for the hard work of the lady who has cleaned the toilets. An advertisement for a replacement was discussed. Resolved: A final clean of the toilets needs to take place prior to closure. Resolved: Water to be turned off Resolved: Advertisement to be placed on the blog and on the noticeboard for a cleaner for the toilet in the near future Parwich Memorial Hall The clerk had not received the rebuild value or present sum insured prior to the meeting; therefore no further enquiries regarding the achievement of joint package of insurance cover had been pursued. Mr Harrison brought the insurance rebuild costs and valuations to the meeting. Mr Harrison reported that hire charges for the Memorial Hall have increased. 2

3 Resolved: Clerk to copy and return the insurance document to the Memorial Hall secretary. Clerk to contact the parish council's insurance company and, using the information provided, ascertain the possibility of achieving a joint package of insurance for the parish council and the Memorial Hall. The clerk had received responses to her enquiries regarding community transport costs for some users of activities at the Memorial Hall. A discussion about a public meeting took place. Resolved: Village and community transport to be considered at a future parish council meeting. Resolved: Clerk to make enquiries with County Councillor, DCC and District Councillor about a public meeting regarding transport Trees The clerk had liaised with Peak District National Park Authority (PDNPA) tree officers regarding funding available for the purchase of alder trees to form the avenue at Nethergreen. All costs associated with the purchase of the trees and planting components will be met by PDNPA but there will be no contribution to labour costs. Mrs Bennett provided details of costs per tree dependent on height and also on the diameter of the trunk. A quotation and acceptance slip had been received from Derwent Treescapes regarding the supply of the trees and labour costs to plant the trees. The labour costs for planting will not change. Members reaffirmed the planting sites. Resolved: Clerk to further clarify with both Mr Goodwin and Mr Frost the monetary ceiling limit for each tree to enable Mrs Bennett to select the best trees, with the optimum chance of viability. Resolved: Members authorised Mrs Bennett to sign the acceptance slip Review of council's policies, procedures and regulations In advance of the meeting the clerk had updated the council's complaints procedure based on guidelines from DALC and forwarded this to members in addition to a copy of the council's financial regulations. Mrs Bennett had worked on a document regarding public speaking. The public speaking document states rules for the manner of behaviour during public participation and will form part of the council's standing orders. Consultation had taken place between members and the clerk, in advance of the meeting, with regard to these documents on the processes at council meetings and were subsequently discussed by all members present. Members' responsibilities were also discussed together with a possibility of parish council website which could provide improved communication from the parish council. Resolved: The parish council adopted the updated complaints procedure, model standing orders and the public speaking procedure. Resolved: A copy of the agreed complaints procedure to be forwarded to the resident referred to in the previous minutes together with a letter. Resolved: Ms Healy and Mrs Bennett to review the optional portions of the model standing orders to enable the adopted model standing orders to be revisited at future meetings. Resolved: At the beginning of every public speaking item the chairman will give a warning of 3 minutes maximum for an individual to speak. A hard copy of the public speaking document will be available in each meeting, detailing the adopted process. Resolved: Clerk to consult DALC for information about a parish council website. Resolved: Mrs Bennett to make preliminary enquiries about website costs to be discussed at future meetings Village maintenance, playground, football pitch, hedge, village preparation for wakes and stream management. Mrs Bennett reported that some of the soil has sunk adjacent to the roundabout which may impact on the matting. The clerk had requested a map indicating the location of all litter bins in Parwich from Derbyshire Dales District Council (DDDC). DDDC will no longer place additional litter bins even if purchased by the parish council, only replacement or relocation of bins is possible to reduce impact on refuse collection costs. Mrs 3

4 Bennett had photographed all of the bins but there was a discrepancy the number of bins identified on DDDC's map. The public telephone box has a broken pane. The condition of the stream was brought to the attention of members using photographs taken by Mrs Bennett. Several areas of the stream are choked with weed. Mr Yeomans reported that clearance via mechanical means would cost approximately 150. The triangle area at the bottom of Kiln Lane is under private ownership. Resolved: The soiled area on the playground to receive attention in spring Resolved: Clerk to request that the parish council would like to pay for a new litter bin on the football pitch to replace the bin presently there. DDDC to be advised to remove the bin marked at the former shop. Resolved: Clerk to contact BT Open Reach to request a new pane to placed in the telephone box. Resolved: Mrs Linnell to kindly clear the stream areas of weed Bus Shelter and plaque Repairs to the bus shelter have been completely promptly Tenancy agreements All rents have been received promptly from the tenants. There was no update from Bagshaws regarding this item Pump Hill Advice had been received from DALC to contact the insurance company regarding the possible use of the land by the school. The parish council's insurance company had sent an advisory letter which did not prohibit the school's use. Resolved: Clerk to copy the response from the insurance company and enclose it with an invite to the Head teacher to attend the next meeting to discuss the matter further Identification of forthcoming village events/projects (part of annual planning) No events were identified during the meeting Highway and footpaths The slippery steps near Pump Hill were discussed together with the retaining walls on either side. Some areas in the village need to be incorporated in the mowing contracts. Resolved: Mr Yeomans to approach respective property owners. Resolved: Mr Yeomans to use machinery to blow away as much loose vegetation as possible; Mrs Linnell to then attend to the steps Items of account, clerk's salary, contractors and HMRC Cq 1144 S Hampson October net salary Cq 1145 S Hampson Reimbursement of expenses Cq 1146 Parwich Memorial Hall October meeting hire fee Cq 1147 Parwich Memorial Hall Back dated increased hire charges for June, July, September & October* Cq 1148 R J Cundy Bus shelter repairs/renovations Cq 1149 N Linnell Reimbursement for key cutting * Memorial Hall hire charges had increased in June 2013; however, the parish had not been made aware of this. 4

5 Planning applications and Planning sub-committee There were no new planning applications. PDNPA Planning Service Bulleting No.2 had been received providing brief details of neighbourhood planning. Mrs Bennett had attended a recent planning seminar and provided feedback to members, in particular regarding positive comments to planning applications. The new director of planning, Mr John Scott, had provided useful information and would be willing to attend future parish council meetings. Resolved: Clerk to invite Mr Scott to attend a parish council meeting in June/July Correspondence and communication, including electronic communication Ms Healy had received a notice of an application to register easement or other rights from the Land Registry which had been addressed to a former clerk concerning residents and access to Pump Hill. This matter was of concern to the members. Communication had been received from a resident expressing further concerns about public transport. Remembrance Day service representation was discussed. Resolved: Clerk to write to the Land Registry to decline this request. Resolved: As referred to in item , the clerk to make enquiries about a public transport meeting. Resolved: Mr Yeomans to represent the parish council and lay a wreath Other items of correspondence included: Hartington Surgery Patients Group annual general meeting, 11th November, DDDC area forums, Creswell Ashfield and Mansfield groundwork landscape construction team services Items for next agenda Items for precept consideration*, Trees, Insurance, Parsons Croft and pavilion, Pump Hill, Snow warden, Public transport meeting, Tenancy agreements, Web design. Additional items to be compiled by the clerk. *The parish council does not ordinarily meeting in December; however, members considered the benefit of holding a meeting solely to discuss and set the precept for the forthcoming financial year. Resolved: A meeting will be held in December to set the precept Date of next meeting 20th November 2013 The meeting was declared closed at pm. Mrs S Hampson, Clerk to the Parish Council 20th October 2013 Parwich Parish Council minutes remain draft until approved by the parish council at the next meeting. 5