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The monthly meeting of the Parish Council was held on Monday 14 February 2005, in the Jubilee Hall, High Street, Heighington and started at 7.30pm
No residents attended. Councillor Bliss' additional role as County Councillor for the area was noted for information.
Apologies from Councillor Dziadkiewicz for lateness and Councillors Hill and Mrs Hutton for absence were noted together with those from District Councillors Mrs Brighton, Clarke, Oxby and Police Constable Julie Kelly.
Present:- Councillor Group Capt. W.E. Bliss CBE - Chairman
Councillor R.S. Bushell
Councillor H.S. Chahal (left at 9.10pm)
Councillor Mrs C.J. Dunning
Councillor J.R. Dziadkiewicz (arrived at 9.12pm)
Councillor D. Hopewell
Councillor C.M.Green
Councillor Mrs C.E. Walter
Councillor Mrs B. Webster
The Chairman opened the meeting at 7.30pm.
1. Declarations of Interest: None to record at this stage.
2. Minutes from the previous meeting: To approve the Clerk's notes of the Parish Council Meeting held on Monday 10 January 2005, as the minutes of that meeting: a copy of the notes had been displayed on the notice boards in the village and distributed to Members prior to the meeting and were taken as read. Following the correction of typewriting errors it was proposed by Councillor Mrs Dunning and seconded by Councillor Mrs Webster that the notes be approved as minutes for signing by the Chairman and this was agreed.
3. Matters Arising/Clerks Report:
3/1 page 1522 item 3/1 Police Matters/Skateboarding Problems: A letter from a resident at Stoyles Way informed of a discussion with the Area Highways Manager Mr Christie who had informed him that a costing for the works had been prepared and that the Parish Council should receive the information shortly; the possibility of funding from NKDC towards the proposal was mentioned. The resident advised of a skateboarder outside their property and pointed out that it was not one of the original youths, and expressed concern about the increase of this activity at the onset of lighter evenings etc. A letter from the Divisional Highways Manager referred to discussions between Mr Christie, Ms Ryder at the NKDC, residents in the locality, and the Chairman, and recalled various suggestions to alter the street-scene which may reduce the problems. Having carried out a survey of the area a plan of the proposal to change the vehicle priority and increase the areas of grass was noted at a cost of £3,000. Mr Christie advised that if the costs could be ‘share funded' between ourselves equally an arrangement for the works to be programmed would be made. During a discussion the Chairman queried the financial implications on Parish Council funds and Councillor Bushell confirmed that there was no specific provision for this expenditure. He considered it difficult to assess what reserves might be available at the end of the financial year bearing in mind the amount of unexpected expenditure over the current year. In addition he was not convinced that once the works had been done it would be sufficient to control the problems that the works were intended to resolve. It was agreed to defer consideration until the next meeting (14 March 2005) to enable the Clerk to collate additional information. The Clerk said that she had given a copy of the resident's letter to P.C. Kelly.
3/2 page 1522 item 3/2 Public Footpath No. 2: Carried forward to monitor the delineation of the track either side of this Public Right of Way on the Definitive Rights of Way Map that was being looked into by the Legal Department at the County Council but no timescale had been given.
3/3 page 1522 item 3/4 Risk Assessments: It was thought that the No. 5 had been replaced.
3/4 page 1522 item 3/5 Quality Parish Councils - Clerks Accreditation: Councillor Mrs Dunning expressed concerned that this item had been carried forward for a long time. The Chairman considered that a back log of work needed to be cleared before the Clerk started the course.
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3/5 page 1522 item 3/6 Door latches: The Clerk said she had invited additional estimates to fit door latches at the Jubilee Hall and one was awaited. ( two red door handles that match existing handles removed from doors when toilet area at the Hall refurbished found ).
3/6 page 1522 item 3/7 Disposal of computer and associated software from Parish Council Office : Councillor Mrs Walter had contacted the School and Mr Mawson had queried the memory and software. The Clerk said that she was looking into the matter. ( The computer had to be re-assembled as it had been un-plugged and stored on the lectern in the office to make room for the new computer and she needed to install the computer to answer the questions because she could not remember what software was on and also any files associated with the Parish Council needed to be removed ). This task had been added to the list of things to do but she could not give any timescale. Over the next six weeks a meeting was planned for each Monday she no sooner prepared and delivered for one, when the next one came along and there was always something to action after meetings as well as minutes. We were nearing the end of the financial year and would have to prepare for audit and complete the end of year for PAYE, and we were still waiting for completion of 2004 audit. There were issues raised by residents and others in between meetings, and she was still trying to sort filing. Councillor Mrs Webster suggested employing Mr Buckle to sort the computer. The Clerk said she was due a visit from the Computer Consultant employed by the Council and she thought she would ask the Consultant to look at the Computer. This was accepted by Members.
3/7 page 1523 item 3/7 Village Signs: Offer from Millfield School to be progressed.
3/8 page 1523 item 3/8 LCC Walks Leaflet: Ms Braund had met with Councillor Green and the Clerk on Wednesday 12 January 2005, and left a draft of the Leaflet asking for the historical notes to be reduced to fit in the Leaflet. Councillor Mrs Webster had been approached by Councillor Green regarding this and she confirmed that she was looking in to the situation. A copy of the draft had been distributed to Members and was noted for information. Typewriting errors were corrected.
3/9 page 1523 item 3/9 Fen Road: The Clerk updated that P.C. Kelly had spoken with the proprietor of the garage business about congestion along Fen Road associated with the parking of cars from the garage business; she had also asked Traffic Wardens to monitor the area when time permitted. P.C. Kelly had not seen any problems at the time of her visit and no cars were parked illegally (i.e. without a tax disc etc). Members reported no improvements to that situation. P.C. Kelly had also suggested referring speeding problems along Fen Road to the Lincolnshire Road Safety Partnership for an Archer site survey. In discussion Members could see no benefit in an Archer site survey, and a previous offer of a mobile speeding unit operated by Members was recalled. Members confirmed that they did not want to undertake, nor should they have to undertake, that type of commitment, it was opined that it was a Police matter. The Clerk suggested speaking to the Lincolnshire Road Safety Partnership and this was agreed.
3/10 page 1523 item 3/10 Land along Fen Road: NKDC Enforcement Officers had advised that a Notice would be served on the Owner of the land in the near future.
3/11 page 1523 item 3/11 NKDC Improvements to Green Space at Almond Avenue: No update had been received from NKDC about the improvement scheme.
3/12 page 1523 item 3/12 Planning application N/32/1006/03 Erection of three dwellings on land to the rear of Park Lane, Heighington: No update had been received from NKDC about the determination of this planning application
3/13 page 1523 item 3/13 LCC - Canwick Hill, Lincoln: The Chairman said the idea of a camera on the gantry was still being looked in to by Lincolnshire Road Safety Partnership.
3/14 page 1523 item 3/15 Village Web Site: The Clerk said that meeting notices and a copy of the approved minutes could be seen on the web site.
3/15 page 1523 item 3/16 Station Road Recreation Ground Improvements to Tennis Court Area: Carried forward to monitor completion of the contract in colour spraying, line marking and new nets and posts, to be implemented in Spring; plus the claiming of Grant Aid towards the project.
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3/16 page 1523 item 3/17 Recycling Waste at the Jubilee Hall: There had been no reply from NKDC to our enquiry about ‘recycling' waste at the Jubilee Hall.
3/17 page 1523 item 3/19 Control of Asbestos at Work Regulations 2002 - Parish Council Property: A reply to the Area District Commissioner following an enquiry regarding asbestos products at the Jubilee Hall to be progressed by the Clerk.
3/18 page 1523 item 3/20 Inspection of Play Areas: Councillor Green confirmed that a Representative from SMP had agreed to inspect the roundabout and re-assess the safety surfacing under the Horizon Play unit at Almond Avenue when he was next in the area.
3/19 page 1524 item 3/21 Lincolnshire Regional Access Centre Network: Copy letter to Chairman for hand delivery to the County Council Director of Education & Cultural Services.
3/20 page 1524 item 3/22 Village of Year Competition: The Chairman enquired about the receipt of the £500 award from Calor. The Clerk confirmed that a cheque had not been received and that she was looking in to the matter via the Community Council of Lincolnshire. A copy of the Judges feedback and a questionnaire about taking part in the Competition was noted.
3/20 page 1524 item 3/23 New Cemetery or Burial Ground: Carried forward to monitor information from the Rector at Washingborough, and the Home Office.
3/21 page 1524 item 3/24 Anti-slip flooring Pavilion, Potterhanworth Road Sportsfield: Carried forward to monitor installation of anti-slip flooring by Lincolnshire Flooring.
3/22 page 1524 item 3/25 Campaign to Protect Rural England - ‘A Quiet Country Lane': Letter to be progressed by the Clerk
3/23 page 1524 item 3/26 Footway Lighting Programme 2005/06: Carried forward to monitor success or otherwise of requests for additional footway lighting in the programme.
3/24 page 1525 item 3/30 Coleby Parish Council - Re Aircraft Noise Protest: Reply to be sent to Coleby.
3/25 page 1525 item 3/32 The Licensing Act 2003: Village Halls Training event at West Ashby on 9 March 2005 (those attending Councillors Mrs Hutton, Green, Hill and the Clerk)
3/26 page 1525 item 3/33 Heighington Beck: Work completed by NKDC.
3/27 page 1525 item 5/4 LincsGreen: Clerk to liaise with Mr Wilkinson regarding a weed & feed programme for the Sportsfield and Recreation Ground.
3/28 page 1525 item 5/5 Community Safety Partnership: Carried forward to monitor Councillor Dziadkiewicz attendance at a Safety Seminar on Saturday 14 May 2005
3/29 page 1525/26 item 5/8 Local Problems: The Clerk updated that the burnt out litter bin at the side of the Beck had been removed and replaced by a Tuff Tub. NKDC had repaired the Lincolnshire post & rail fencing around the balancing reservoir on the Millview Estate. All leaves had been cleared off the footways when the mechanical sweeper was in the village the previous week.
3/30 page 1527/28 Parish Precept 2005/06 financial year: The Clerk confirmed that the Precept had been submitted to NKDC.
3/31 page 1528 item 9. Dog Warden - Revised Contract & New Services: The Chairman recalled the revised contract approved by this Council at the previous meeting and informed Members that Washingborough Parish Council had agreed to retain the provision as part of the Four Parishes Group but they had raised queries relating to the status of Ms Gleave including the trading name for the service. He understood Branston Parish Council was going to discuss the revised contract at a meeting that evening. The Chairman proposed to resolve the problems with Ms Gleave and take the matter back to the Four Parishes Group and bring the revised contract back to this Council at the next meeting and this was agreed.
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3/31: The Chairman also advised that Washingborough Parish Council wanted to hand over responsibility for the Dog Warden Service by their Clerk who had administered it since inception (circa 1998). In being mindful that Mrs Rudolf was Clerk to Canwick and Heighington Parish Councils, and Branston Parish Council were currently without a Clerk, he had asked Mrs Rudolf if she would undertake the administration of the Service from 1 April 2005. Mrs Rudolf had enquired whether she had any choice but as there was no alternative at the current time she had agreed to manage the Dog Warden Service for the Four Parishes Group and this was noted by Members.
3/32 page 1528 item 11 Local Government Pension Fund: Councillor Bushell informed Members that he had been unable to attend the Seminar on 3 rd February 2005. He recalled the output from the triennial review which had deteriorated over the three year period on the back of poor investment returns, as reported at the previous meeting, and referred to a further letter dated 4 February 2005, that required confirmation of the rates to be paid for three years commencing 1 st April 2005. During a discussion Members were advised that this would mean an additional £55 would have to be found from General Reserves to meet the recommended rate for the 2005/06 financial year. It was proposed by the Chairman and seconded by Councillor Bushell that the recommended rates for Pooled employers' small scheduled bodies 20years deficit recovery period at % rate of payroll be accepted, and this was unanimously agreed.
3/33 page 1529 item 14/1 Jubilee Hall: The Clerk informed of continuing problems of litter and bottle debris in the rear car park at the Hall. P.C. Kelly had made a number of visits but had found no one present. Councillor Mrs Dunning reported problems of stone being thrown at her property ( stone had been picked from the stone wall on the eastern side of the track leading to the car park ) a group of seven youths including 2 girls no older than 15 years had been observed late at night and a 999 call had responded within 10 minutes. The Clerk was asked to discuss remedial works to the wall with Mr Salter. Councillor Mrs Webster offered spare stone.
4. Minutes of Committee Meetings:
4a Recreation & Environment Advisory Forum on 22 November 2004: TO FOLLOW
4b Finance & General Purposes Committee Meeting on 13 December 2004: TO FOLLOW
4c Jubilee Hall Management Committee Meeting on 12 January 2005: A copy of these minutes were received by Members. Various items were highlighted to include liaison with the Village Hall, the shortfall between receipts and payments to be made up by hirings, and an agreement that there would be no immediate increase to the hiring charges but it was subject to a review at a later date. A letter about Fund Raising was circulated to all Members.
5. Correspondence
5a NKDC Area Advisory Forum: NKDC North Area Advisory Forum on Monday 14 March 2005, at Washingborough Community Centre reception at 7pm for 7.30pm was noted by the Chairman when he advised that it clashed with the next Parish Council meeting date. No one was available to attend and there were no questions for submission
5b Guide to Local Health Services - 2004 Edition: West Lincolnshire NHS Primary Care Trust had sent copies of this leaflet and each Member had received one for information.
5c Overgrown Eastern Boundary - Martin Close: Two residents replied to an earlier enquiry and this was noted by Members. The Clerk said that she had spoken with Mr Hines at Highways who agreed to meet with the residents on a mutually convenient date.
5d NKDC Community Service Awards 2004/05: Members were asked to submit nominations for this award and to display a poster in the village. The Chairman looked to Members for suggestions but none were forthcoming. The Clerk proposed that Councillor Mrs Walter be considered. Members agreed and Councillor Mrs Webster volunteered to complete by 8 April 2005.
5e LCC - Lincoln Transport Study: The Chairman introduced a letter from Lincolnshire County Council Highways & Planning Directorate that advised about the Lincoln Transport Study with details of the exercise outlined in a leaflet. A copy of revision A of the new Non-Technical Summary in regard to the Lincoln Eastern Bypass was also noted for information.
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Additional Correspondence had been received since the Agenda was published and it was agreed to review same.
5f Interim County Circular January 2005: This publication had been copied to each Member and was noted by the Chairman when he highlighted various topics including a paper about the Freedom of Information Act General Right of Access - January 2005, Training Programme 2005/2006 - a chance to sign up to a new package with subscriptions based on electorate. The transfer of administration for the (CiLCA) accreditation scheme to the Society of Local Council Clerks, and signing up to a Parish Charter. A new salary scheme/amended pay scales, an update regarding a clerks' training bursary scheme, and booking forms for the first training sessions of the 2005/06 financial year. In discussion it was noted that Councillors Bushell and Green had agreed to review the Clerk's Contract etc. Councillor Mrs Webster volunteered to attend a seminar about Burial Grounds subject to information being obtained by the Clerk from LALC. Members agreed to sign up to a Parish Charter, and also agreed that they would like to obtain Quality Status within the next two years.
5g ODPM Discussion Documents: Two discussion documents had been received from the Office of the Deputy Prime Minister entitled Citizen Engagement and Public Services: Why Neighbourhoods Matter, and Vibrant Local Leadership. Although not formal consultation documents comments were invited. Councillor Mrs Dunning volunteered to read the documents.
5h NKDC Best Value Inspection: Access to Services and E-Government: Members were invited to attend a Focus Group on Thursday 17 February 2005, reception at 12.15pm for 1pm start. No one was available to attend.
5i ReadFile: Various publications had been received together with a copy of NKDC Standards Committee report and were placed on a file for Members to peruse.
6. Financial Matters:
6a Monthly Statements showing Receipts and Payments during January 2005: (copies attached to the minute file ): Accounts paid during the month of January were outlined by the Clerk and the position of the General Fund was noted.
6b Accounts for Payment in February 2005 : A list of accounts ( copy attached to the minute file ) to be paid was reviewed by the Clerk.
It was proposed by Councillor Mrs Dunning and seconded by Councillor Hopewell that the statement for January and the list of accounts for payment in February be accepted and approved, and this was unanimously agreed. Cheques were signed by the Chairman and Councillor Mrs Walter.
The Clerk drew Members attention to a statement from Washingborough Parish Council regarding the Four Parishes Dog Warden Service in that a credit of £148.29 was being carried forward to the final quarter year payments. Information from Lincolnshire County Council, and Develop Lincolnshire about the availability of capital grants was noted. The Clerk said in being mindful of complaints about the efficiency of the heating etc at the Jubilee Hall, and the Parish Council's forward programme, she had taken the opportunity to obtain an estimate for a replacement Gas boiler from GasForce Limited. The quotation had been received and gave a cost of £2,419.50 + VAT to disconnect and remove the existing gas boiler and hot water cylinder, and install a new wall mounted gas combination boiler to existing central heating pipework etc; and this was also noted by Members.
6c Annual Audit - Additional Information: The Chairman introduced this item by referring to a letter from Moore Stephens ( External Auditor ) relating to the 2004 Annual Return. More detailed information concerning year on year variances associated with general administration and capital expenditure was requested together with copies of minutes approving the Annual Return, and statements of investments etc. The Chairman said that he was a little aggrieved by the situation bearing in mind that we employ an accountancy firm to carry out the internal audit. The Clerk reported that she had already submitted a summary of variances and a bank reconciliation statement etc when the end of year statement was sent in August 2004, and prior to the submission of the Annual Statement, she had enquired whether the Council was in the intermediate category because Income/Expenditure levels were below £100,000 for that year, and she had been advised to complete to Ordinary status. She had also queried why Moore Stephens had not let her know earlier in the year but had not received a reply. However, in this event additional information had been collated and sent to Moore Stephens, and the completion of the 2004 Audit was still awaited.
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7 Planning Matters
7a Review Planning Application(s) received from NKDC for Members consultative comments:-
7a/1 N/32/0079/05 Erection of Conservatory at 9 Sheppards Close, Heighington: The Chairman referred to the Applicants of this application one of whom was a member of the Jubilee Hall Management Committee and in this regard personal interests were declared by the Chairman, and Councillor Mrs Walter. The proposal called for the construction of a lean too conservatory with polycarbonate roof on 600 high brick dwarf wall to be built at the rear of the existing property. Members looked at the plans and could see no objections to the development and the Clerk was asked to return ‘no comment' to NKDC.
7a/2 CA/32/53 Notice of intended works to trees in a Conservation Area: An application to fell a Sycamore tree at 60 High Street was noted by the Chairman. Due to one of the Applicants being a Parish Councillor Members declined to comment and left the decision at the discretion of the Tree Officer.
7b Decision Notices issued by NKDC:
N/32/1630/04 Demolish existing rear extension and erect two storey rear extension, Middle Oak, Blacksmith Lane, Heighington - permission granted on 12 January 2005.
8. Freedom of Information Act 2000 - Authorisation of the Qualified Person and amendments to Schedule 12A of the Local Government Act 1972: The Chairman referred to a letter from the Office of the Deputy Prime Minister regarding Qualified Persons for the purposes of section 36 of the Freedom of Information Act 2000, and recommended that in the case of a Parish Council the primary qualified person should be the Clerk to the Council, and in the Clerk's absence the secondary authorisation be the Chairman of the Council. It was proposed by Councillor Mrs Dunning and seconded by Councillor Mrs Walter that the recommendation from the ODPM be accepted and this was agreed unanimously.
9. Health & Safety at Work etc : A letter from NKDC referred to the Health & Safety at Work Act and requested information on a questionnaire format. It was agreed to pass this information on to Councillor Dziadkiewicz as Parish Council Health & Safety Officer and Councillor Green volunteered to assist.
10. Youth Issues: Councillor Green introduced this item by referring to a report that had been written and copied to each Member following a meeting on 13 January 2005, that he and Councillor Mrs Dunning had attended to discuss Youth Issues with Mrs Kerr Heighington Youth Club Leader, and Ms Beck Simm Regional Youth Worker. The aim of the meeting was to seek a greater understanding of youth aspirations in the village and to explore the role of the Parish Council in relation to this. The report was acknowledged and accepted by Members. During a discussion Councillor Green noted the enthusiasm of Ms Simm to help and stressed the need for a proper Youth Club Management Committee to strengthen the Club in an administrative role that was fundamental to obtaining external funding for the Club. The mission was to change the view of the village towards young people in general, and the Youth Club in particular. It was opined that might be achieved through a better integration of youth groups with each other, and the wider community, and was seen to be a key factor. The role of the Parish Council was to facilitate by means of overall support as well as financial in the form of grants or match funding. Councillor Dziadkiewicz recalled previous experiences with the Youth Club but considered that the current situation was worth cultivating and agreed that the top priority was a management committee. Councillor Bushell referred to funds and opined that the Parish Council could support activities and look to support volunteers. The Chairman considered progress had been made and thanked Councillors Green and Mrs Dunning for taking the initiative.
11 Arrangements for Annual Parish Meeting: It was agreed to hold the meeting on Monday 11 April 2005, at 7pm, that the Parish Council Chairman should preside at that meeting and that there would be no speaker or special topic. The Monthly Parish Council Meeting to follow the Annual Parish meeting at approximately 7.30pm.
12. Urgent Items for Consideration:
12/1 Community Projects: The Clerk advised that she had received a telephone call from the Lincolnshire Community Punishment Officer looking for projects and this was noted by Members.
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12/2 Bus Shelter at Almond Avenue: The Chairman referred to a request that the Parish Council remove this bus shelter. Councillor Mrs Webster advised that she had received complaints from nearby residents about the noise and nuisance from youths gathering near the shelter and defecating in the shelter. This prompted an enquiry as to whether a shelter was needed at that location, and a suggestion for an open style shelter similar to that observed on Canwick Hill. The Chairman pointed out that the shelter on Canwick Hill had been vandalised.
Agenda Part ‘B' CHAIRMAN MOVED: that in conjunction with the Public Bodies Admission to Meetings Act 1960 the remainder of the business be held in “Committee” and both the Public and Press be excluded therefrom for the reason that the business to be transacted or advice tendered is that of a confidential nature which is considered prejudicial in the Public Interest to publicise. Members agreed.
13. Matters Arising from Previous Part ‘B' Minutes:
13a page 1529 item 15a Village Hall Lease:
There being no further business the Chairman closed the meeting at 9.45pm.
Signed W.E. Bliss Dated 14 th March 2005