2018 Parish Council Minutes of Meetings

1.

Chairman’s remarks

1.1

The Chairman opened the meeting wished everyone a Happy New Year and thanked those in attendance for coming to the meeting. 

1.2

A villager commented that the recent verge improvements completed by Highways on Gonerby Lane were particularly bad.  The potholes between the verge and the road had been filled but were already failing.  Villagers also commented about the road closure whilst maintenance had been carried out.  Traffic was diverted down Side Street and large lorries were unable to negotiate the tight turn at the junction of Bottom Street well and had caused issues. The clerk would report this to Highways.  (Action point: clerk)

1.3

Cllr Bosworth spoke about villager Cathy Green whose funeral had been earlier in the day.  Everyone agreed that Cathy would be an enormous loss to the village.  She had been a big supporter of the village in so many ways, over many years.  She worked tirelessly supporting the village hall as Chairman and committee member, always working with honesty and integrity, she will be missed enormously.

2.

Apologies

2.1

There were no apologies, all Parish Councillors were present.

2.2

.District Councillor Pam Bosworth sent her apologies.

3.

Declarations of Interest

3.1

There were no declarations of interest.

4.

Minutes of the annual meeting held on 8 November 2017

4.1

The minutes were confirmed as a true record and signed by the Chairman.

5.

Correspondence received since the meeting held on 8 November 2017

5.1

The clerk reported on some of the correspondence received and sent.

1. Correspondence from a villager expressing concern with the damage to the playing field
2. Correspondence regarding the public meeting on 13 December with Oldrids personnel
3. LCC letter re: Impact of the Part Night Street Lighting Policy Scrutiny Panel.
4. SKDC: Neighbourhood Plan workshop information
5. LALC: Revised Standing Orders
6. Residents letter complaining about a letting at the VH on Christmas Day
7. Notification that VH will not be increasing rent for 2018
8. Correspondence from Community Lincs re: Village Plan
9. LCC notification: 2018/19 verges will get two safety cuts per year
10. Correspondence: Eon re: unmetered supply for Christmas lights
11. VH Chairman re: Land Registration of Village Hall
12. LALC info: General Data Protection Legislation changes due in May 2018
13. Cromer Town Council second home survey
14. Letter from QA Co-ordinator from NHS wishes to discuss Sustainability and Transformation Plan
15. LALC training events
16. Various updates from Highways agency

5.2

Regarding point (m), Cllr Cant responded to the survey.

Regarding point (n).  The clerk would invite the QA Co-ordinator to the APM in April.  (Action point: clerk)

6

Representations made to the Parish Council since the agenda has been set

6.1

There were no representations made to the Council after the agenda had been set.

7.

Objectives for 2018

7.1

Councillors were reminded of the objectives set for 2017.  It was agreed that these objectives would be continued into 2018. 

• To continue with the objective to repair to the footpath along from South Lodge to the church continues.  The matter is ongoing.  LCC are aware that the path needs attention but it is a matter of finances presently.  Cllr Bosworth is in contact with the Highways and is seeking a meeting. 
• The pavilion has been a high priority with the Playing Field Advisory Group throughout 2017.  This continues and is progressing well. 
• The village plan should be reviewed and a new survey undertaken. 

8

Update of Village Meeting - Downtown proposal

8.1

Cllr Plummer reported back on the public meeting held in the Village Hall which was attended by approximately 40 residents, which included a few people from neighbouring villages.The Managing Director and Finance Director of Oldrids gave a presentation about the proposed development and answered questions from villagers.The main issues raised were:

1. An increase in traffic through the village
2. The lack of appropriate signage from Downtown to the A52
3. Light pollution that a new development would bring.

Richard Broadhead, the Managing Director, said that he would welcome comments from the Parish Council before further planning meetings go ahead in the New Year.

8.2

Cllr Plummer drafted and circulated a proposed response for Richard Broadhead, Oldrids Managing Director, outlining the points and concerns raised by residents.The content of the draft letter was agreed by Councillors.The clerk would send the letter to Richard Broadhead.(Action point: clerk)

8.3

Councillors were disappointed that the village did not receive leaflets from Oldrids promoting the meeting in the village hall, as they had said that this would happen.As a result some villagers were not aware that the meeting was going ahead.It was also unfortunate that the meeting went ahead after SKDC’s planning committee had already met and discussed the issue.

9

Revision of the Village Plan

9.1

Cllr Cant reported that she had had a meeting with Sam Smith from Community Lincs.  Community Lincs will provide services to help the village revise its Village Plan.  A new plan is needed as several items on the previous plan have been achieved and the aspirations of current residents needs considering.

9.2

A steering group is necessary to progress this project further – however, it should be run by the Parish Council.Cllr Cant explained the differences between a community led Village Plan and a Neighbourhood Plan.She explained that a Neighbourhood plan has to be ratified by the District Council and consequently the District Council has to take notice of its content.

9.3

Cllr Cant stated that the village is starting with a strong position and it is necessary to encourage local groups and businesses to volunteer to become involved with the Village Plan.Cllr Cant will draft an article for the website AllingtonOnline and a village event will be convened for interested participants in due course.(Action point: MC)

10

Communication to villagers

10.1

Cllr Bosworth looked what other villages have done / are doing, regarding social media.  Presently the village has the website: ‘AllingtonOnline’ but not other social media platforms. It was accepted that the PC needs a Social Media policy and Cllr Bosworth said that he would investigate this further.  (Action point: AB)

10.2

It matter will be put on the agenda for the next meeting.  (Action point: clerk)

11

Village Hall matters

11.1

Cllr Cant reported that the Chairman of the Village Hall had been in touch with her regarding getting the Hall formally registered with the Land Registry.  In the past a local solicitor has always dealt with Welby Estate affairs.  The Village Hall Chairman stated that he understood that this professional work would incur a charge of around £700 legal fees plus the Land Registration fee.  Parish Councillors agreed that the Village Hall needs to be correctly registered and the process needs to be done through proper channels.   

11.2

There was a discussion as to whether the cost for this procedure could be paid from the Parish Council’s ringfenced funds for the village hall.  However, the VHMC Chairman was reluctant to have this cost taken from these funds. Cllr Cant proposed that the Parish Council pays for the process of registering the Village Hall by way of a grant – this was agreed unanimously. 

12

Highway matters

12.1

The clerk reported that she had received a letter from LCC stating that for the forthcoming financial year 2018/19 grass cutting funded by the Count Council will be based on two safety cuts a year.  However they are also looking to expand and increase Parish Agreements and it was essential that for insurance reasons that any Parish Council cutting grass within the Highway enters into a formal agreement.

12.2

The clerk has written to LCC asking for more information on the situation.  She will report to Councillors when a response is received.  (Action point: clerk)

13

Playing field matters:

13.1

Cllr Sharp reported to the Council regarding a list of maintenance issues that he had drawn up for the playing field.  Some issues, which were deemed as urgent, have been dealt with, others are ongoing.

13.2

He reported that the fencing around the MUGA has received attention as bolts were needed to make it secure.  A new swing seat had been fitted and broken tiles on the toilet block roof had been replaced.  These matters were urgent and have been sorted as a priority.

13.3

Other, non-urgent, maintenance matters will be dealt with in due course.

13.4

Cllr Sharp reported on recent and ongoing meetings with Gonerby Youth Football Club concerning, amongst other things, the car parking issues.  The meetings have been well received.  The football club are keen to work with the Playing Field Advisory Group and have been told that their car parking is creating a nuisance to the village and solutions must be found. 

13.5

Cllr Jackson reported on the new building proposed to replace the portacabins.  Drawings are currently being done he hopes to have them soon.  Planning will be submitted shortly.

14

Planning matters

14.1

Applications received and determined since the last Parish Council meeting on 8 November 2017:

• Approval – Yew Tree Cottage, Side Street – Reduce crown of walnut tree
• Application and approval – ‘Woodnook’ Side Street, removal of sycamore tree
• Application and approval – The Small House, Side Street – replacement boiler flue
• Application – Downtown Store (Oldrids) – outline planning permission Outlet village
• Application – Manor House, Bottesford Lane – Proposed change of use to provide up to six hotel rooms

Parish Councillors commented that they were saddened to see the demise of so many trees within the village.

15

Financial matters

15.1

The clerk reported on the income and outgoings since the last meeting on 8 November 17:

Parish Council

• Bank interest - £2.36
• Income from Bonfire night - £2,509.13
• Reimburse float for bonfire night - £2,000

Parish Council

• P E Hempstead – £512.24

(LG(MP)A 1976 s19)

• Opus Energy - £26.69

(LG(MP)A 1976 s19)

• HMRC – 271.80

(Income tax PAYE Legislation)

• VHMC rent for hall - £100.00

(LGA 1972 s133)

• Padlocks to secure bench at field (MS) - £7.29

(LG(MP)A 196 s19)

• MUGA maintenance work - £132.72

(LG(MP)A 196 s19)

• Swing seat repair - £103.20

(LG(MP)A 196 s19

Plus Clerk and Caretakers’ salaries.

(LGA 1972 s 112)

15.2

Councillors unanimously approved the payments retrospectively.

15.4

Councillors considered the budget and any payments and expenditure for 2018/19 which needed to be borne in mind.  After discussion it was agreed to request a precept of £18,000 for 2018/19.  This maintains the precept at this level for the fourth year running.  The clerk will inform SKDC. (Action point: clerk)

16

Any other business for future meetings

16.1

The following would be on the agenda at the next Parish Council meeting:

• Village plan
• Social media policy

17

Date of next meeting

17.1

The next Parish Council meeting will be on Wednesday 14 March 2018 at 7.30pm.

Signed: -----------------------------------  (Chairman).  Date:  --------------------------------------