Present SAWLEY PARISH COUNCIL Minutes of a Meeting of Sawley Parish Council held at the New Sawley Methodist Hall at 7.00 pm on Tuesday 27 November 2018 Councillors Y Bird, D Bond, D Briggs, C Corbett (Vice- Chairman), S Dawson, J Powell, H Richardson and J Sewell (Chairman). Also Present Mrs K Sharpe (Clerk/RFO) and 2 Members of the public. 143/18 Apologies for absence None received 144/18 Declarations of Interest Councillor J Sewell declared a personal interest in relation to being a Member of the Planning Committee at Erewash Borough Council. 145/18 Public Speaking (a) Members of the Public i. No member of the public raised any issues or concerns. Councillor Sewell fed back to the Council the excellent feedback he had received from the public regarding the Christmas Light Switch-on event and he thanked all Members of the Council who had been involved in the delivery of the event. (b) Police i. No report. (c) Borough Councillor Report i. Councillor Corbett highlighted that the latest edition of EBC Today had been issued, which included details of the Small Bulky Waste Collection that would take place on Saturday 5 January 2019 at Sawley Park car park between 8.00am 11.30am. (d) County Councillor Report i. No report. RESOLVED that the reports be noted. Sawley Parish Council meeting 27 November 2018 Page 1 of 6
146/18 Minutes RESOLVED that the minutes of the meeting held on 23 October 2018 be approved as a true record and signed by the Chairman. 147/18 Reports from Councillors (a) Discussion on potential projects for 2019 (for inclusion in budget) Councillors discussed potential projects for 2019/20. Items highlighted included: - Extending Christmas lighting scheme to Beresford Road and Draycott Road area; also, at Lock Lane and at Parish Church Restore Kams garden Initiating activities for disengaged young people Improve Old Sawley area, looking at a planting scheme and additional hanging baskets Replacing the Victorian lamp post that used to stand at the junction of Wilne Road and Tamworth Road Ask Highways to install a Welcome to Sawley sign at the entrance to the village near the Railway bridge. RESOLVED that consideration would be given to all these items at the Finance Committee meeting on 4 December 2018; and for a suitable budget to be allocated for 2019/20 in order that the projects be carried out. 148/18 Report of the Clerk (a) Winter planting of flower beds EBC had contacted the Parish Council to enquire whether winter bedding plants were needed in the three beds that were being cleared of the summer plants. Because of short notice, the Clerk, in consultation with the Chairman gave the approval for this and at meeting was seeking retrospective approval for this expenditure. RESOLVED to give retrospective approval for this expenditure. (b) Maintenance of All Saints churchyard Following the Parish Council s formal request to Erewash Borough Council to take over the future maintenance of the All Saint s churchyard under the provisions made in Section 215 of the Local Government Act 1972, EBC had confirmed that they would take over this maintenance with effect from 1 st April 2019. RESOLVED that the report be noted. Sawley Parish Council meeting 27 November 2018 Page 2 of 6
149/18 Planning SAWLEY PARISH COUNCIL (c) Insurance for flagpole, laptop & events The Clerk confirmed that the flagpole and laptop had been added to the All Risks section of the Council s insurance. The Clerk also confirmed with the insurance company that both the Remembrance Day event and the Christmas event were covered under the Public Liability section of the Council s insurance. RESOLVED that the report be noted. Council considered the following planning applications and decisions: - (a) Planning applications (Erewash Borough Council planning portal) ERE 1018 0020 12 Northfield Avenue, Sawley Construction of a detached house No objections (b) Decision Notices: - None RESOLVED that no objections or comments be submitted, and the decisions noted. 150/18 Outside Bodies Councillor Dawson reported that the Friends of Sawley Park were interested in a youth provision. RESOLVED Councillor Sewell would speak to the Youth Service at EBC to ask whether they would come to a meeting with the Parish Council and the Friends of Sawley Park to talk about what would be possible. 151/18 Committee and Advisory Group minutes and reports (a) Finance and Business Plan Committee no report, next meeting due to take place on 4 December. (b) Personnel Committee no report (c) War Memorial and Remembrance Day (Advisory Group) Councillor Sewell reported that the Remembrance Day parade and service had taken place and had been well attended and well received by residents. (d) Christmas Tree Lights and Community Events (Advisory Group) Councillor Bond thanked everyone who had helped at the Christmas Light Switch-on event on 23 November. The evening had been well attended by residents and there had been very good feedback. There had been some issues with the Façade Christmas Lights and it was agreed to hold a Christmas review meeting in January to go over all aspects of event and lights in order to improve for next year. Sawley Parish Council meeting 27 November 2018 Page 3 of 6
152/18 Finance RESOLVED that the reports be noted. Council considered the bank reconciliation and budget monitoring reports and a schedule of payments. RESOLVED - (a) That the bank reconciliation and budget monitoring reports be noted. (b) That the schedule of payments detailed below be approved. Schedule of approved payments Cheque Number Payee NET VAT to reclaim Amount Total 300192 SDVCC - Wages November 517.30 0.00 517.30 2018 300193 Kate Sharpe 50.00 0.00 50.00 Clerk s Expenses November - Phone allowance 5.00 - Working from home allowance 18.00 - Mileage 23 October (Parish Council meeting) 20 miles at 45p/mile = 9.00 - Mileage 13 November (Parish Council pre-meeting) 20 miles at 45p/mile = 9.00 Mileage 20 November (meet Leisure Lites) 20 miles at 45p/mile = 9.00 300194 Denise Bond Reimbursement 57.60 0.00 57.60 for purchases for Christmas event 300195 John Sewell Reimbursement 25.00 0.00 25.00 for hire of lights and cables from Hire Station for Christmas event 300196 S137 Donation to Scouts for 50.00 0.00 50.00 use of their gazebos for Christmas event 300197 Kate Sharpe 282.50 56.50 339.00 Reimbursement for purchase of new laptop. 300198 Professional Security Remembrance Day 382.00 76.40 458.40 Sawley Parish Council meeting 27 November 2018 Page 4 of 6
300199 PB Fire - First Aid at Xmas event Remembrance Day event 300200 Precision Audio PA at Remembrance Day event 300201 Photocast Limited balance owed for Remembrance plaques. ( 1000 deposit paid in April 2018) 245.00 0.00 245.00 80.00 16.00 96.00 3721.00 744.00 4465.20 (Balance owed 3465.20 on this cheque) 1232.00 246.40 1478.40 300202 Leisure Lites Ltd. installation of façade trees 300203 The Bakery mince pies etc 170.00 0.00 170.00 300204 Royal British Legion - wreath 18.50 0.00 18.50 300205 15 th Long Eaton Sea Scouts 50.00 0.00 50.00 in lieu of hire of tent (c) Approvals sought. The Clerk asked for retrospective approval for the winter planting of the 2 x flower beds and the 2 x small beds at the War Memorial costs as summer bedding: - Bed out planting by co-op 126.00 Bed out 2 x planter either side of war memorial 60.00 Bed out planting by M1 flyover 137.00 RESOLVED to give retrospective approval for this expenditure. (d) Conclusion of External Audit Report for the Financial year ending 31 March 2018. Council received the External Audit Report for the Financial year ending 31 March 2018 which concluded the audit process. The External Auditor had raised the following issues: On the AGAR, the answers to questions on addressing the previous year s notes had not been answered correctly The AGAR had not been accurately completed with correct figures as requested in the previous year s audit report Uncashed cheques had not been allowed for when entering figures on AGAR for the year end figure for the 2017/18 budget year. RESOLVED that the Councillors had noted the contents of the report and the steps below would be taken to resolve the issues. Correct provision would be made for the exercise of public rights for the 2017/18 budget year and the answers to questions on addressing the previous year s notes would be answered correctly. Sawley Parish Council meeting 27 November 2018 Page 5 of 6
153/18 Correspondence A new accounting system had been set up which would ensure that uncashed cheques at year end are properly accounted for. Figures advised by External Auditor would be entered on AGAR next year as restated. RESOLVED that the following items of correspondence be noted. (a) DALC Circular 14/2018 (forwarded 18 October) (b) DCC re. Invitation to next Borough and Parish Council Forum meeting in 29 January 2018 (forwarded 31 October) (c) Returning Officers response to the EBC Consultation on location of polling stations (forwarded 7 November) 154/18 Date and Time of Next Meeting It was NOTED that it had previously been agreed not to hold a meeting in December therefore the next meeting of the Parish Council would be held on Tuesday 29 January 2019 at Sawley Women s Institute Hall at 7.00 pm. NOTE: At the Finance and Business Plan Committee meeting on 4 December 2018, it was resolved to move the January 2019 meeting to Tuesday 22 January in order that the budget could be signed off by Full Council and the precept figure returned to EBC by the deadline set 25 January 2019. Sawley Parish Council meeting 27 November 2018 Page 6 of 6