Hemswell Cliff Parish Council - Minutes 1 Hemswell Cliff Parish Council Minutes of the Ordinary Meeting of the Parish Council held on Monday 5 June 2017 in the Room of Requirement at Hemswell Cliff Primary School. Present: Councillors Beevers, Hann, Kirman, Prestwood (Chairman) and Richardson. Clerk Tom Clay. In Attendance: District Councillor Howitt-Cowan. Apologies: County Councillor Perraton-Williams and PCSO Julie McFaul. Minute Item Number Procedural Items items not requiring written notice 40/1718 Declarations of interest Councillor Kirman has declared an interest in item 12a. in that she is the owner of Flowers by Design. Cllr Kirman will not take part in the vote or discussion on that item. 41/1718 Minutes of the Annual Meeting held on Monday 8 May 2017 Resolved - Councillor Hann proposed that the minutes be accepted as a true and proper record of the meeting, Councillor Kirman seconded, and the minutes were approved. 42/1718 Minutes of the Ordinary meeting held on Monday 8 May 2017 Resolved - Councillor Richardson proposed that the minutes be accepted as a true and proper record of the meeting, Councillor Kirman seconded, and the minutes were approved. 43/1718 Minutes of the Neighbourhood Plan Committee meeting held on Monday 22 May 2017 Resolved - Council deferred this item until the next ordinary meeting of Council. 44/1718 Public questions No members of the public were present. 45/1718 Chairman s remarks The Chairman reported that: Pioneer has been taken on by WLDC to tackle help find a way of reducing problems around anti-social behaviour and crime in the village. They will start by doing a Community Vulnerability Assessment, work has started on this and some people have already been interviewed. No Motor Vehicles signs are up on the field and the Police know. A mobile fish and chip van will be stopping in the village every Thursday from 4pm.
Hemswell Cliff Parish Council - Minutes 2 The Local Plan has no gone live and is available online. The Ball Park furniture has been reset. 46/1718 Clerk s report The Clerk reported that: That the Annual Return has been complete and would shortly be sent off to the external auditors. The Council had received a letter from County Councillor Strange, thanking the Parish and asking if he could attend a future meeting. 46/1718 Police, crime and anti-social behaviour update Councillor Prestwood gave a short update in PCSO McFaul s absence. He went on to say that there is a slight delay in getting the CCTV cameras up, but that it should be resolved soon. A Community Vulnerability Assessment is being done and should be ready by July. 47/1718 District and County Council update District Councillor Howitt-Cowan gave the following report: Congratulations to Councillors Prestwood and Kirman on their election as Chairman and Vice-Chairman respectively. Thank you to the outgoing Clerk and I wish him the best of luck. Congratulations to Councillor Perraton-Williams being elected as county councillor for the area. We are currently engaging with the work being undertaken by Pioneer. The Local Plan is now live and a paper copy can be requested if the Clerk writes asking for one. An item about Hemswell Cliff s Master Plan will shortly be going to Prosperous Communities Scrutiny about the Food Enterprise Zone order. A planning application has gone in for a shed over a vending machine in Spital. Planning permission is being sought to demolish The Sun Inn Hotel, Gainsborough. The results of a broadband speed survey will be sent to the Clerk. 48/1718 Parish Councillor update Councillor Hann reported that the Big Lunch made 400, which was a bit of drop from last year. Councillor Kirman reported that an eye would need to be kept on the vegetation growing near the footpath at the lay-by on the A631. There is a defiblerator at the Hemswell Court for the community to use. Is there scope in the future for a flagpole to be located near the school. The area around the memorial on the A631 needs to be maintained. Councillor Richardson reported that he had contacted Councillor Strange to say thank you for all the help you have offered. Small repairs to the
Hemswell Cliff Parish Council - Minutes 3 village signs is an outstanding issue, but one that will be done soon. Business Items Items requiring written notice 49/1718 Finances A) Payments for approval Cllr Hann proposed, seconded by Cllr Richardson, that the following payments be approved, cheques drawn up during the meeting and electronic payments made by the Clerk where indicated. 10 Lincs Accounting (to be paid electronically) 320 Murphy s Landscapes (to be paid electronically) 50 Flowers by Design for wreath and flowers 8 LALC for training event catering (to be paid electronically) 7.13 1&1 website for email address (to be paid electronically) 10 T Clay for office phone top-up (to be paid electronically) 32 T Clay the purchase of plastic storage containers for office equipment and files (to be paid electronically) 225 NationBuilder for the Parish Council s website. Please note the price could vary slightly as it is dependent on the exchange rate ($ to ) at the time of payment (to be paid electronically) Resolved - The proposal received unanimous support, the payments approved, cheques were drawn and the Clerk was instructed to make electronic payments where indicated. Council noted that the following payments were made between the last meeting of Council and this one for contractual reasons, legal reasons, following a decision of Council or were made through delegated powers: 266.75 Clerk s Pay (paid electronically) 66.60 - HMRC (paid electronically) 31.31 G Prestwood for weed killer (paid electronically) 93.59 G Prestwood for two signs (paid electronically) B) Bank Balances and accounts reconciliation The Clerk updated councillors about the bank reconciliation and no questions were asked. Resolved - The Clerk was instructed to move 2,000 for the current account to the reserve account. C) Small grant fund application Cllr Prestwood proposed, seconded by Cllr Richardson, that Small Grant Fund application by the Residents Group be rejected on the grounds that: 4.4. Grants will not be awarded on a retrospective basis but only for future funding requirements. - The application arrived at
Hemswell Cliff Parish Council - Minutes 4 such a late point that it would have been impossible for the Council to make a decision in advance of the event. Council resolved that it would not contravene its policy and make a retrospective award. 4.7. The small grants process is specifically for "one off" projects and events, so cannot be used for any recurring annual expenditure. - The Big Lunch is an annual project and not "one-off". Council resolved not to commit to making an award that could be seen as contravening the policy and establishing an annual commitment. 4.8. Payments will usually be made by cheque. The maximum grant award is 100, although the Council may award more in exceptional circumstances. - Council noted that the amount requested was above the maximum award. However, as the Council had decided not to award funds at this stage it was decided not to consider any further the circumstances of the grant. 4.19. Applications that would result in an ongoing commitment from the Parish Council will not be accepted. - See reasoning next to 4.7. Resolved - The proposal received unanimous support and the grant application was rejected. The Clerk was instructed to write to the Residents Group outlining the reason for the rejection. 50/1718 Appointment of a new Clerk/RFO The Parish Council formally thanked the outgoing Clerk for all their hard work. Cllr Hann proposed, seconded by Cllr Kirman, that: a) the advert be improved with one slight amendment, the application pack be approved with two slight amendments and that the draft contract be noted; b) Council delegate the application and interview process to Councillors Kirman and Prestwood, and; c) that the Clerk should be instructed to send the advertisement to LALC and put it up on the Council s website. Resolved - The proposal received unanimous support and was approved. The Clerk was instructed to place the advert and to send all finalised documents to Councillors Kirman and Prestwood. Councillor Prestwood said that he would put the advert up on Facebook. 51/1718 Parish Council Insurance Councillor Prestwood, seconded by Councillor Kirman, proposed that Council approve the recommendation included in the report (paras 5-5.3) and that the Parish Council, and specifically that council spend 643.15 on securing insurance from Aon to cover all insurable risks of the Parish Council.
Hemswell Cliff Parish Council - Minutes 5 Councillor Hann, seconded by Councillor Richardson, proposed that the annual RoSPA inspection be arranged as the Council has a duty of care and it is important to demonstrate that equipment is in a good state of repair for insurance purposes. Resolved - The proposals received unanimous support and was approved. The Clerk was instructed to inform Aon and pay 643.15 to them once an invoice was made available. 52/1718 RAF Hemswell Day Resolved Councillors to contact certain named individuals to see if they can attend. The Clerk was instructed to design a poster for the event and send it Councillor Beevers. Councillor Prestwood said that he would remind Murphy s Landscapes about the need to tidy the site in advance of the event. 53/1718 Straw on the Roads and Pavements Resolved - Nothing to report at the moment. Council will continue to monitor the situation. 54/1718 Dog Kennel Lane Bus Shelter Resolved Councillor Prestwood will spray the shelter and a team will clear up the shelter after. Next Ordinary Meeting items not requiring written notice 55/1718 Items for inclusion on the next Ordinary Meeting agenda The following items are to appear on the agenda for the next Ordinary Meeting of Council: RAF Hemswell Day Straw on the roads and pavements Bus shelter 56/1718 Actions to be undertaken before the Next Ordinary meeting 1. TC to contact the Land Registry about the memorial. 2. TC to transfer 2,000 to the reserve account. 3. TC to create a RAF Hemswell Day poster. 4. GP to contact Murphy s about RAF Hemswell Day. 5. GP to contact LALC and Anne Cater about finding a replacement Clerk. 6. Councillors to chase up people about their attendance on RAF Hemswell day. 7. GP to spray the bus shelter to get rid of moss. 8. GP to organise the RoSPA inspection. 57/1718 Date and time of the next Ordinary Meeting The date and time of the next Ordinary Meeting of the Parish Council was confirmed as: Monday 3 July 2017, starting at 7:30pm. The meeting
Hemswell Cliff Parish Council - Minutes 6 will take place in the Room of Requirement at Hemswell Cliff Primary School. Meeting started at 7:30pm and closed at 9:35pm Document published on Monday 26 June 2017 Signed:.. Print Name:.. Date:..