ENDERBY PARISH COUNCIL Minutes of the Meeting of the Policy and Finance Committee held on the 11 th April 2012, at the Civic Centre, King Street, Enderby Present: Councillor Ms. T. Green (Vice-Chairman) Councillors: Mr. J. H. Bartlett, Mrs. S. Conway, Mrs. V. Ellis, R. F. Geisler, Mrs. J. Hall, R. W. Hunt, M. R. King, Mrs. S. Parr, E. A. Webster-Williams. The Clerk to the Council and District Councillor F.G.H. Jackson were also in attendance. Min No 44 - Attendance and Apologies Apologies for absence were received from Councillors: Mrs. J. Blackwell, B. Coleman. Min No 45 Minutes of the Last Meeting, held on 7 th March 2012 The Minutes of the Meeting held on the 7 th March 2012, were signed as a correct record. Min No 46 - Declarations of Interest Councillor M. R. King disclosed a Personal and Prejudicial interest in respect of Enderby Village Institute, due to his personal relationship with the Treasurer (See Minute No. 54 a) below). Min No 47 Authorisation of Accounts The Clerk circulated at the meeting, a report on the accounts paid since the date of the last Policy & Finance Committee meeting held on 7 th March 2012, along with a copy of the 2011-12 Wages Summary. RESOLVED: (a) That the Accounts and Payments, as detailed in the schedule attached to and forming part of these Minutes, be approved for payment. (b) That the 2011-12 Wages Summary be received. Min No 48 To Receive Update Regarding Lease Negotiations between Enderby Parish Council and Leicestershire County Council in Respect of the Enderby Library Lease The Enderby Library Lease was taken by Leicestershire County Council for a period of 15 years from January 2008-2023. The Council appointed Herbert, Lambert and Smith to negotiate the rent review on its behalf and an update is awaited regarding negotiations. RESOLVED: That the Clerk s report be noted. Min No 49 To Review Burial Administration Due to a number of administrative anomalies having been identified of late, it is proposed that in order to better manage the administration of Burials, the Council seeks ways to ensure the purpose and identity of purchasers of Interment Plots be established. The methods proposed to be applied are as follows: - Proof of the deceased s last residing address is to be verified prior to issue of Exclusive Rights of Burial, by means of an Interment Notice from either the respective Funeral Director or individual responsible for arranging the Interment. Funeral Directors will be required to submit Burial Certificates prior to each Burial/Interment, these will then be verified against the Interment Notice submitted to establish the correct level of fees have been applied. Enderby Parish Council s Burial Fees and Charges are to: - Give the definition of a Parishioner to whom Parishioner fees only will apply. State that A review of Burial Charges and Fees will be conducted annually and are subject to change. State that Burial, Interment and Memorial Fees and Charges applied by Enderby Parish Council are based on the deceased last residing address. In the case of advance purchases of Exclusive Rights of Burial, proof of name and address will be required to be given. All Purchasers of Exclusive Rights of Burial will be issued a copy of the Council s existing Burial Charges and Fees, explained prior to the transaction being completed. A copy of which will be signed by the
Purchaser in acknowledgement of the fees and this will then be held on file. RESOLVED: (1) That amendment is to be made to Enderby Parish Council s Burial Fees and Charges to reflect the requirements detailed. (2) That the revised Burial Fees and Charges be considered by the Policy & Finance Committee at its next meeting to be held 27 th June 2012. (3) That upon formal adoption of the revised Burial Fees & Charges, a copy be sent to all local Funeral Directors and the owners of Exclusive Rights of Burial who have not yet had reason to utilise their Burial Plots and a copy be published on the Parish Council s website. (4) That the Clerk assesses the number of deed holders with unused plots to ascertain the required number of letters to be sent. (5) That no increase is to be made to Burial Fees and Charges for Parishioners. (6) That no increase is to be made to Burial Fees and Charges for Non-Parishioners. Min No 50 To Consider the Installation of a Computer Data Back-up System The Clerk advised Members she has obtained an estimate for the installation of a Computer Data Back-up System, as follows: - 2 x External USB Hard Drives @ 60 each. Back-up Software @ 15. Installation of the equipment is expected to take approximately 2 hours @ 35 per hour. Total Estimate: 205. RESOLVED: That a Computer Data Back-up System be installed in the Parish Council Office to the specification of the estimate given. Min No 51 To Consider the Proposal to Purchase Land Located Between George Street and Alexander Avenue, Enderby, bordering Footpath W19, and the Prospect of Creating Community Allotments Enquiries made with the District Council have identified that any enquiries relating to the ownership of this land are to be made via the Land Registry. An initial enquiry has shown that the land in question, bordered by a number of residencies located on George Street, Alexander Avenue and Bordeaux Close, is covered by a large canopy of trees when viewed via an aerial map; identification of the area of the land via this method is therefore problematic. The Land Registry Office suggested the Council submit an application for an official search of the index map by completing a SIM or OC1 to apply for official copies of the register/plan or certificate. It is difficult to assess the cost of application as this is based upon the quantity of individuals who hold title (believed to be a local resident in Enderby). There are a number of issues to be considered in respect of the land being suitable for Community Allotments: - Purchase Price/Lease of Land the Council may, under the Small Holdings and Allotments Act 1908, s25(1), for the purpose of providing Allotments, purchase or take on lease of land. This would not necessarily require the Council to engage the District Council in respect of a Compulsory Purchase. Adaptation of the land e.g. removal of trees, layout, securing of boundaries, water supply etc and maintenance the Council may, under the Small Holdings and Allotments Act 1908, s 26 (1), the Council improve any land acquired by them for allotments and adapt the same for letting in allotments, by draining, fencing, and dividing the same, acquiring approaches, making roads and otherwise, as they think fit, and may from time to time do such things as may be necessary for maintenance. RESOLVED: That the Clerk contact the Owner via an established Enderby business connection and obtain a purchase price. Min No 52 - To Consider Subscription Renewals: - a) Rural Community Council Membership Renewal 1 st April 2012-31 st March 2013 The Annual Membership to the due and the Rural Community Council of 40 is now due. RESOLVED: That the Annual Membership to the Rural Community Council of 40 is to be paid.
b) Rural Community Council Community Buildings Service 1 st April 2012-31 st March 2013 The Full Membership to Rural Community Council s Community Buildings Service of 50 is now due. RESOLVED: That the Full Membership to the Rural Community Council s Community Buildings Service of 50 is to be paid. c) Leicestershire & Rutland Association of Local Councils NALC and LRALC Membership Renewal 1 st April 2012-31 st March 2013 The Membership Fees to the National Association of Local Councils and Leicestershire & Rutland Association of Councils is now due, as follows: - NALC 264.12 LRALC 341.09 Total 605.21 RESOLVED: That the Annual Membership Fees to the National Association of Local Councils and Leicestershire & Rutland Association of Local Councils be paid at a total cost of 605.21. d) Leicestershire & Rutland Playing Fields Association - Annual Subscription 2012-2013 The Annual Subscription to the Leicestershire & Rutland Playing Fields Association for 2012-13 is due. The cost of Full Membership is 19. RESOLVED: Pay the Full Membership of 19 to the Leicestershire & Rutland Playing Fields Association. e) Local Council Review Subscription Renewal The Subscription Renewal for the Local Council Review will expire on 31 st May 2012. The cost to renew the current subscription of 1 magazine is 15.50. RESOLVED: Pay 15.50 for the Council s subscription to the Local Council Review. Min No 53 - Enderby Parish Council Grant Applications: - a) Leicestershire County Council SHIRE Community Climate Change Grant Energy Audit The Clerk advised that the SHIRE Community Climate Change Grant towards an Energy Audit needs to be supported by a County Councillor and local Community Group and as such, the support of County Councillor Dickinson and a representative from the Enderby Reformed Church have been sought. Copies of the statements given were circulated. An application will now be submitted along with copies of additional supporting paperwork. RESOLVED: That the Clerk s report be noted. b) Leicestershire County Council Stepping Stones Plant a Tree for Jubilee An Application Form has now been received from Stepping Stones which indicates that the following information is to be submitted relating to the Plant a Tree for Jubilee Grant: - Cost of the tree Cost for planting the tree Stake and Guard if needed Plaque. As it is the intention of the Council to locate a tree at Mill Lane to celebrate the Queen s Diamond Jubilee, the type of tree proposed for this area is Tilia Cordata Greenspire. The Council intends to plant 4 trees of this variety at Mill Lane (to be planted along the path) and all 4 replacement trees are to be planted for this purpose. The Council has budgeted 850 and a plaque is to be purchased. The Application must be submitted by 31 st August 2012. Caution is given to the planting of trees over the Jubilee weekend 3 rd -4 th June as trees will require careful attention and care over the summer months and will need additional watering to survive. RESOLVED: (1) That the Council plants 4 No. trees in celebration of the Queens Diamond Jubilee and a plaque be purchased in celebration of the Queens Diamond Jubilee.
Min-No 54 - To Consider Grant Applications Requests: - Councillor M. R. King left the meeting for the following item. a) Enderby Village Institute Grant towards External Building Renovation A Grant Application was made by Enderby Village Institute, 20 th January 2012, whereby the Council made a provision of 3,750 for the year 2012-13. The Council is now required to consider this Application (File Ref. P&F/12/5). The Village Institute was built in 1883 and is a former Victorian school. External renovation is at great expense to the Institute and a grant request has been submitted by the Institute in support of the renovation work. In order to retain the facility within the Village, for the enjoyment of Parishioners, it is believed the Parish Council should continue to support the facility, though the level of funding is to be reviewed as the Parish Council s original aims in supporting the Village Institute may need to be assessed. RESOLVED: (1) That under Local Government Act 1972 s133, a grant of 3,750 be made to the Enderby Village Institute in two payments of 1,875 (April/September). (2) That formal notice be given to Enderby Village Institute of the Council s decision to review the level of funding for the 2013-14 Financial Year. Councillor M. R. King rejoined the meeting. b) The Scout Association Request for Sponsorship toward Scout Network Expedition to Iceland A Sponsorship request has been made by The Scout Association towards its expedition to Iceland (File Ref. P&F/12/10). RESOLVED: That no grant is to be made on this occasion. Min No 55 Correspondence The Clerk confirmed the following items of correspondence have been circulated to Members: - a) Blaby District Council Scrutiny Work Programme 2012/13. Blaby District Council s Scrutiny Commission invites parishes to nominate topics for its 2012/13 work programme (File Ref. P&F/12/11). The deadline for nominations is Friday, 27 th April 2012. c) Clement Keys Chartered Accountants: Notice of Annual Audit for the Year Ending 31 st March 2012. All Members are in receipt of the Notice of Annual Audit (P&F/12/12). The Council has not been selected to undergo an Intermediate Audit (Financial Year 2011/12). The date set by Clement Keys Chartered Accountants for submission of the Annual Return is 2 nd July 2012, to be approved by Council 13 th June 2012, latest to comply. To enable electors and interested persons to exercise their rights regarding the annual accounts the Council is required to give formal notice. The Notice of Appointment of Date for the Exercise of Electors Rights is required to be given by the Council at its next meeting to be held on 25 th April 2012 (to be issued on 26 th April 2012). Enderby Parish Council is required by law: to prepare accounting statements for the year ended 31 st March 2012 in the form required by proper practices (the annual return); Sections 1, 2 and 4 are to be completed and returned to Clement Keys Chartered Accountants by 2 nd July 2012. to approve the annual return including the accounting statements no later than 30 th June 2012; to publish or display the audited annual return by 30 th September 2012. RESOLVED: That items a) and b) be noted. Min No 56 Correspondence Received After Issue of Agenda (For Information Only): - The Clerk confirmed the following items of correspondence have been received: - a) Enderby Holiday Bible Club An email expressing thanks to the Parish Council for its grant of 150 towards the Enderby Holiday Bible Club has been received. Following the event, a review will be submitted to the local Journal including the Parish Council s name along with other businesses that have helped out, by way of thanks (File Ref. P&F/12/13).
b) Blaby District Council and Blaby Branch LRALC: Local Council Seminar Report November 2011 A copy of the Local Council Seminar Report November 2011 has been received. The Local Council Seminar for 2012 will take place on 23 rd October, should a member of the Council wish to attend the steering group to assist please notify the Clerk (File Ref. P&F/12/14). c) Leicestershire & Rutland Association of Local Councils:- i) March 2012 Newsletter (File Ref. P&F/12/15). ii) General Power of Competence Implementation and Training A training event on the General Power of Competence is to be held Wednesday, 18 th April 2012, 10am- 12:30pm at Jubilee Hall, Anstey. The session is aimed at officers only at a cost of 15.00 (File Ref. P&F/12/17). iii) Localism Act 2011 and the Standards Regime It is envisaged that the national date for the implementation of a Code of Conduct under the new regime will be 1 st July 2012 (though final confirmation is awaited) (File Ref. P&F/12/16). d) Leicestershire County Council: PRESS RELEASE: Temporary Closure of Narborough Road South, East Service Road The above road will be closed from 30 th April 2012 for up to 7 days to enable Leicestershire County Council to carry out traffic calming works (File Ref. P&F/12/18). e) Stepping Stones Project: Annual Partner s Forum 3 rd May 2012 A maximum of 2 representatives are invited to attend the above meeting which will be held in the Sparkenhoe Room, County Hall, and will start with a buffet at 6:16pm -8:00pm (File Ref. P&F/12/19). Councillor E. A. Webster-Williams confirmed he would be in attendance at this meeting. RESOLVED: (1) That items a), b), c) and d) and e) be noted. (2) That in respect of item c) ii) the Clerk make enquiries regarding attendance. CHAIRMAN.. 27 th June 2012
POLICY & FINANCE MEETING - 11TH APRIL 2012 Accounts paid since Council meeting - 7th March 2012 Date Payee Details Amount VAT 21/03/2012 Enderby Cricket Club Chairman's Annual Dinner 144.50 21/03/2012 Leics. & Rutland Crimestoppers Grant 100.00 21/03/2012 Holiday Bible Club Grant 150.00 21/03/2012 ESPO Stationery 32.64 5.44 21/03/2012 Travis Perkins Sand 5.64 0.94 Electricity, St.Johns Community Centre, 08/11/12 to 21/03/2012 Scottish Power 21/2/12 316.50 15.07 21/03/2012 Chapmans Garden Machinery 2.4mm Strimmer Line 45.00 7.50 22/03/2012 British Telecom Telephone charges 22nd March 2012 59.64 9.94 26/03/2012 Travis Perkins Postfix & threaded rod - Seat, Southey Close 95.95 15.99 26/03/2012 Greenacre Turf Supplies Grass seed, Top Soil & Turf 217.20 36.20 29/03/2012 CASH Withdrawal (Total cheque - 43.67) Sapcote Garden Centre - Post Rail 4.99 0.83 Post Office - Stamps 25.92 Blaby Shoe Repairs - 2 x Keys St. Johns 12.76 11/04/2012 Arval Business Partners (Total cheque 151.20) Diesel 110.14 18.36 11/04/2012 Unleaded 41.06 6.84 11/04/2012 E-on Street Lighting Charges:1/4/12-30/4/12 58.36 2.78 11/04/2012 Soc. Of Local Council Clerks Clerk's membership - 2012 157.00 11/04/2012 ESPO Cleaning materials - St.Johns Community Centre 24.83 4.14 11/04/2012 LRALC Membership fees, 2012/13 - NALC/LRALC 605.21 11/04/2012 NALC Local Council Review Subscription 2012/2013 15.50 11/04/2012 Leics. & Rutland Playing Fields Assoc Subscription 2012/2013 19.00 11/04/2012 Rural Community Council Membership 2012/2013 40.00 11/04/2012 Rural Community Council Community Buildings Service - 2012/2013 50.00 11/04/2012 S M Porter (Astley Computers) Work to computers - Restore email connectivity 140.00 11/04/2012 Chubb Fire Annual Inspection/maintenance of fire extinguishers 132.60 22.10 11/04/2012 E-on Gas - Civic Centre - 26/2/12 to 29/3/12 404.17 67.36 Salaries & Wages Mar-12 6,885.33 Clerk's Overtime 7.5 Hrs Holiday Cover Assistant Clerk's Overtime 0 Members Allowances Mar-12 875.00