Houghton on the Hill Parish Council

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1 MINUTES OF THE PARISH COUNCIL MEETING HELD IN THE METHODIST CHURCH SCHOOLROOM, MAIN STREET, HOUGHTON ON THE HILL, ON THURSDAY 11 th OCTOBER 2012, AT 7.30 PM PRESENT: Members: Cllr. Mr. H. Francis (Chairman), Cllr. Mrs. A. Sleath (Vice Chairman), Cllr. Mrs. R. Hamilton, Cllr. Mrs. H. McSweeney, Cllr. Mr. Y. Ali and Cllr. Mr. S. Sims. : Mr. S. Derry Members of the Public: There were 4 members of the public present /12 APOLOGIES FOR ABSENCE An apology was received and accepted from Cllr. Mrs. S. Swann /12 NOTIFICATION OF DECLARATIONS OF INTEREST None was received /12 CONFIRMATION OF MINUTES OF THE PARISH COUNCIL MEETING HELD ON 13 SEPTEMBER 2012 It was resolved that the minutes be confirmed. The minutes were duly signed by the Chairman /12 INFORMAL PUBLIC PARTICIPATION SESSION Ian Hill, Chair of the Village Hall Committee, expressed concern about parts of the Policy on Grants which had been agreed at the Parish Council s meeting on 9 August /12 CAR PARKING The Working Party had held a further meeting on 9 October 2012 which had been attended by 12 parishioners. Cllr. Francis was to contact Leicestershire County Council and Simon Galton, District/County Councillor, to update them on the group s observations and to discuss possible solutions to the generic and specific parking and traffic management issues which were affecting Houghton. A further public meeting was also being considered. ACTION It had been anticipated that the Working Group would be able to present its findings before the end of 2012 although this was now over-optimistic. It was therefore resolved that the Working Group s findings would be presented to a Parish Council meeting after January Cllrs. HF, YA and 1

2 06-10/12 GRASS CUTTING The Working Party had met with four contractors to discuss grass cutting and dog bin emptying requirements for 2013/14 and three informal quotations had been provided. It was resolved: a) To invite formal quotations from organisations which the Working Party considered capable of fulfilling the contract and that separate quotations be provided for: Grass cutting only Collecting up the cut grass to put to one side for composting Emptying dog bins b) That there will be a requirement to cut the grass 14 times during the cutting season and to empty and replace the liners of dog waste bins weekly. c) That grass will ideally be cut on Monday, Tuesday or Wednesday unless changed by prior agreement. d) That the contractor will be required to supply to the, the date when grass has been cut and the date when the next cut is scheduled to take place. e) That Financial Regulations be waived to enable invitations from more than three organisations to be issued if necessary. f) To issue invitations on 25 October 2012 for return by no later than 15 November g) That, subject to weather conditions, grass is to be cut not less frequently than every 14 days. h) That provision be made for an option to review the arrangements following the last cutting of grass in 2013 with a view to renewing the arrangement with the successful contractor if appropriate. i) To consider quotations at the Parish Council meeting on 13 December /12 PARISH COUNCIL NOTICES Notices posted on the A47 noticeboard were sometimes being damaged although a recent notice which had been laminated had remained intact. It was resolved to purchase a supply of laminating sheets at a cost not exceeding 20. Cllrs. AS, YA and 2

3 08-10/12 COMMEMORATIVE JUBILEE NOTICE BOARDS A local joiner had previously informally indicated that he was prepared to supply a notice board to the specification envisaged outside the Co-op store in Main Street and it had been resolved at the Parish Council s meeting in September 2012 to defer consideration pending receipt of a detailed specification including material type, design and availability of lockable door. The requested information had not yet been supplied and it was therefore resolved to defer consideration to the meeting on 8 November The Co-op had been invited to consider either funding the replacement noticeboard or to make a contribution towards a new one. Glyn Jenney, a representative of the Co-op, had indicated that this would be determined by the local Store Manager/Regional Operations Manager and had asked what the cost of the replacement noticeboard was likely to be. It was resolved that Mr. Jenney be advised as to the likely cost and be asked to consider making a 50% contribution to the overall cost including removing the existing noticeboard and fixing the replacement. Cllrs HF, S Swann, RH and Cllr HF, 09-10/12 GRANTS POLICY It was resolved to defer consideration to the meeting of the Parish Council on 14 February /12 TREES a) Following its meeting on 9 August 2012 at which safety concerns had been expressed about trees on privately owned land in Stretton Lane, Peter Kenyon, Leicestershire County Council s Forestry and Arboricultural Officer, had been consulted. He had arranged for an inspection to be undertaken with a view to sending a notice to the owners in individual cases asking for remedial works to be undertaken if necessary. His colleague, Rob Hardingham, had consequently driven down the road but had concluded that there were quite a few mature Ash but none that required a Notice. Concerns still remained, however, and it was resolved that a further letter should be sent to Peter Kenyon reiterating these. b) Residents in Houghton had received a flyer advertising a fundraising event towards the purchase of a Sequoia Gigantum tree to be planted in the village to commemorate the Queen s Diamond Jubilee and the Olympic Games. There were local concerns about this. In particular, consultation arrangements and the appropriateness of the tree being proposed. It was resolved to write to Leicestershire County Council and Harborough District Council accordingly /12 REMEMBRANCE DAY Cllr. Hamilton reported that arrangements were in hand and that there were no matters which needed to be brought to the attention of Councillors /12 RISK MANAGEMENT The had prepared a draft Risk Management policy document, elements of which would be trialled at the forthcoming Village Walk. In view of this, it was resolved to defer consideration of adoption of the policy to the meeting on 8 November

4 13-10/12 PLANNING APPLICATION 12/01203/FUL Change of use of the land from agricultural use to equestrian use, erection of four field shelters and creation of hardstanding (Land Rear of Homelands, Uppingham Road, Houghton) Resolved to submit a has NO COMMENTS response but to request that the applicant should Ensure that the existing public footpath is maintained /12 CLERK S REPORT The s report was received and accepted /12 REPORTS FROM VILLAGE REPRESENTATIVES ON EXTERNAL BODIES Cllr. McSweeney, had attended a meeting of Houghton Gardeners Club and presented a report. Cllr. Hamilton, as the representative for Houghton Village Hall, had attended a meeting and presented a report. Cllr. Sleath, as the representative for Houghton Field Association, had attended a meeting and presented a report /12 CORRESPONDENCE The list of correspondence, as circulated by the with the agenda, was received and accepted. The following issues for action were considered: a) Invitation from Joanne White (Planning Assistant, Harborough District Council) to attend Harborough District Planning Conference on Thursday 6 December 2012 (venue to be confirmed) from a.m. to 4.00p.m. (lunch and refreshments provided). The conference will provide an opportunity to find out about HDC s approach to Neighbourhood Planning, Local Development Framework and the Community Infrastructure Levy. It was resolved that Cllrs. Francis and Sleath would attend. Cllrs. HF, AS and b) Letter from Sir Clive Loader, Police and Crime Commissioner candidate, received 29 September 2012 inviting the Parish Council to complete a Local Residents Crime Survey. LRALC, had advised that completion of surveys did not usually require a decision of the Parish Council or commit it to a course of action/use of resources but was simply giving an opinion. It was therefore lawful for surveys which did not adopt taking a formal position to be completed by a named Councillor. It was resolved that Cllr. Sleath would complete the survey. c) from Beverley Ireland (Committee Officer, Leicestershire County Council) 1 October 2012 on behalf of the Chief Constable of Leicestershire Police, Simon Cole and Chief Superintendent Chris Thomas, Counties BCU Commander, inviting attendance at an event at Leicestershire Police Force Headquarters on the evening of 31 October 2012 to introduce changes being made to how neighbourhood policing will be delivered from January The event will start at 7 p.m. It was resolved that Cllrs. Francis and Sleath would attend. Cllr. AS and Cllrs. HF, AS and 4

5 d) from Dave Kirkwood of Houghton Bowls Club, 3 October 2012 commenting on the wording of the Grants Policy. It was resolved to write to Mr. Kirkwood to notify him of the decision taken. e) s received from parishioners expressing concern about the proposed planting of a Sequoia tree. It was resolved to write to notify them of the decision taken. f) from Tom Day (Community Partnerships Manager, Harborough District Council) inviting attendance at the Annual Parish Liaison meeting on Monday 28 January, 2013 starting around 6.30 p.m. and usually lasting two hours. Venue to be confirmed. It was resolved that Cllr. Hamilton would attend. Cllr. RH and 17-10/12 CLERK S HALF YEARLY APPRAISAL The s half yearly appraisal had been conducted in accordance with his Contract of Employment and there were no matters arising for which a decision of the Parish Council was needed /12 FINANCIAL MATTERS a) St. Catharine s Church Grant. The Church had submitted financial information in support of its request to release the 2011/12 grant of 1, which had been awarded for Church restoration. The information did not, however, appear to indicate how the money was being spent although it was acknowledged that the accounts did not include the period from January to March It was resolved: To request further supporting evidence To defer consideration to the meeting of the Parish Council on 8 November b) Invoices received and approval of payment. With the exception of St. Catharine s Church Grant, it was resolved to approve the payments detailed in the Schedule of Payments as circulated by the with the agenda. c) Quarterly Financial Progress Report It was resolved that the report, comprising details of expenditure, income and bank reconciliations for the period from 1 July to 30 September, be accepted. 5

6 d) Revised 2012/13 Budget A financial summary showing original 2012/13 budget, expenditure and income to 30 September 2012 and forecast expenditure and income at 31 March 2013 had been circulated to Councillors with the agenda. It was resolved that the revised forecast expenditure and income at 31 March 2013 be approved as the revised budget 2012/ /12 ITEMS FOR INCLUSION IN THE NEXT AGENDA In addition to items shown elsewhere, it was resolved to include the following in the agenda for the meeting to be held on 8 November: a) Consideration of items to be included in the precept for 2013/14 b) Report on village walk c) Noticeboards d) Nomination of further representative for Houghton Field Association 20-10/12 DATE OF NEXT MEETING The next meeting will be held on Thursday, 8 November 2012, commencing at 7.30 p.m. in the Methodist Church Schoolroom, Houghton. The meeting closed at 9.30 p.m.... Chairman 8 November

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