September 2019 Minutes
ALLINGTON PARISH COUNCIL
Minutes of Parish Council Meeting held in Village Hall
Wednesday 11 September 2019
Present Councillor Plummer (Chairman) Councillor Jackson
Councillor Sharp (Vice Chairman) Councillor Mould
Councillor Goodall Councillor Marsh
Mark Whittington (District Councillor)
1 Villager
Chairman’s Remarks
Chairman opened the meeting and welcomed everyone. He requested the Council approve the minutes being taken by Pam Plummer as the Clerk Janet Morton is on holiday.
From the Floor
A villager discussed items relating to the Village Hall from the floor. Namely the continued chasing of the whereabouts of the Deeds, which is ongoing. He also discussed the roof that is due for inspection. He advised the PC Members of the dates of the Macmillan Coffee Morning (28 September) and First Aid Courses that are available on 4 and 30 October if anyone would like to attend.
Pam Plummer reported that Community Links had been approached about the poor quality of the Village Plan and advised that a fully corrected replacement has been promised.
Apologies
Received from Councillor Reynolds – work commitments
Janet Morton (Clerk) – Vacation
Declarations of Interest
There were no declarations of interest
Notes of the Annual Meeting held on 10 July 2019
The minutes were confirmed as a true record and signed by the Chairman.
Notes of the Extraordinary Meeting held on 26 July 2019
The Chairman requested that the sentence relating to the Loan for the Playing Field should be amended as follows:
‘This meeting had been convened as part of the Consultation Process relating to the Parish Council having a loan to cover the cost of building the Storage Facility at the Playing Field’
This was unanimously agreed.
Action Point: PC Clerk
Correspondence
The Chairman reported that three thank you letters had been received - from Ian Blake and Jan Fox for retirement gifts and from Allington News for a donation.
GYFC have submitted a limited Fixtures Lists and related information.
Representations made to the Parish Council since the agenda was set
There were no representations made.
Red Telephone Box (update)
Councillor Marsh reported that she is contacting BT regarding supply of Red Telephone Boxes for £1 to worthy causes. The usage was discussed and agreed that it should contain a Defibrillator, either moved from the Village Hall or an additional one. If this Box is available to PC then funds already collected would be utilized for its transportation and installation plus any refurbishment if required or possibly the purchase of the equipment. Action Point: Cllr Marsh
Councillor Marsh also suggested a Wine Tasting event to raise further funds and she outlined a plan which was discussed among the Members who will obtain feedback from Villagers before the next meeting.
Village Cross
Fund raising for this is ongoing. Councillor Jackson reported that he had met an Architect who recommended a contact living locally who is an Associate of English Heritage. Councillor Jackson agreed to telephone the contact and invite him to inspect the Cross and request an up-to-date report on the work required and the possible costs involved. Councillor Mould had undertaken to investigate outside funding for this project and will liaise with Councillor Jackson.
Action Point: Cllr Jackson, Cllr Mould
New Village Caretaker
David Smedley was welcomed at the meeting and congratulated on his appointment as Village Caretaker. He has already been spotted at work in the Village.
Verges / Footpaths / Bridleways
Councillor Mould expressed concern over the standard of hedge cutting in Peach Lane. It appears to have been very poorly executed and now is an eyesore as well as not being cut back properly.
The condition of Cow Lady Lane was discussed as this is now partially blocked and urgently needs cutting back. It was agreed that Highways will be contacted to remedy these sites. District Councillor Mark Whittington offered his assistance with Highways if required.
Action Point: Cllr Plummer
Speed Indicators / Defibrillator Maintenance
It was agreed by the Parish Council that these two items should be brought ‘in house’ and be the responsibility of the Parish Council. Councillor Mould was invited, and agreed to undertake the tasks. He will contact Sharon Andrews to obtain requisite maintenance information.
Proposed by Councillor Jackson – seconded by Councillor Sharp – carried unanimously.
Action Point: Cllr Mould, PC Clerk
Post Office (Outreach)
There has been a low footfall in recent months for the Outreach Post Office at the Village Hall and it is no longer profitable. The Parish Council were approached with a request to help pay for the costs. The Chairman reported that under Rules relating to Parish Councils, Allington PC does not qualify and therefore may not offer financial assistance to businesses. He had this confirmed at a recent training course for Parish Councillors. In addition, Councillor Reynolds had approached the Post Office/Royal Mail who advised that they were unable to offer support for Outreach Post Offices.
Gateways
It has been suggested that Allington has Gateways marking the boundaries to the Village.
Councillor Sharp has undertaken extensive research and inspection of various types of Gate and is obtaining prices and samples, together with information relating to siting. He will bring further information to the next meeting.
Action Point: Cllr Sharp
Social Media/email
Councillor Goodall has undertaken this on behalf of the Parish Council and is in the process of assisting all Councillors with adjustments to their mobile phones and computers. He intends to contact the Provider to obtain additional information relating to operation of the system.
Action Point: Cllr Goodall
AGRA
Allington Garden Residents Association had no report to make. Their concerns over the Hedges in Peach Lane have been included in a previous item
Playing Field Matters
Update on New Building – The new Building is progressing well. The construction is now at head height. Councillor Jackson and Councillor Sharp are liaising with the Builder. There were some alterations required by Building Regulations at SKDC which will cause a slight increase in costs. The provision of doors and windows was not included in the original estimate and these will be an additional charge. The Loan Approval application has been submitted and a response is expected soon.
Councillor Marsh requested that it be minuted that all Funds raised by the Playing Field Committee for the Pavilion building are separate from Parish Council Funds and can be used by the PC at their discretion which could include payment for outstanding loans if necessary.
Charges / Rental for GYFC – The Chairman issued a Fixture List received from the Club which covers the period to end November. The New List comes out in January following year end changes. The list received does not include Training sessions or Friendly Matches.
Councillor Sharp said he had observed Wednesday Training and is checking regularly on use. Councillor Reynolds will contact the Club Secretary to see how many Training Sessions and how many Friendlies are played. Costs will then be discussed. Ongoing.
Action Point: Cllr Reynolds Cllr Sharp
ROSPA Report – some slight wear damage was reported on the base of the apparatus supports – possibly caused by strimmer. This will be inspected and remedied by the Advisory Group.
There were no safety issues.
The Muga was also discussed as two of the panels need replacing. The surface may need dressing – to discuss fully next meeting.
Petanque Pistes – These were part of the Village Plan. Two sites have been suggested and the
Councillors will inspect and discuss. It was proposed that Richard Davenport from the Village be asked if he would be prepared to undertake this project and report to the Parish Council.
Action Point: Cllr Plummer
Planning Matters
One proposal has been submitted to the Parish Council for the building of three dwellings on the piece of land adjacent to Sedgebrook Road to replace one existing prefabricated building. It was considered to be quite a lot of dwellings in a small space Councillor Goodall had taken advice.
There was a discussion about reasons for the PC making a comment under Material Planning Considerations. It was agreed that a letter would be sent to the Planning Office voicing concern over the construction of three properties on the site, relating to layout and density of Building Design in close proximity to a conservation area.
This decision was made by a vote – 3 for / 1 against / 2 abstaining.
Action Point: Cllr Marsh
Financial Matters
Income – Expenditure since 10 July – a Financial Report was circulated to all members which clarifies all Bank Transactions in the period.
Approval of Expenditure – the largest expenditure for the period has been the stage payments for the new building.
Maintenance of the Community Shelter.
Several small bills paid, namely ROSPA and Planning changes.
Income of a Grant from SKDC for the new pavilion building
Rental/hire fees from GYFC.
Review of Ring-Fenced Funds – The Parish Council are responsible for ‘keeping the lights on’ in the Village Hall and as such have ring-fenced money for this purpose. This amount will remain capped and ring fenced. In previous years this fund has been added to annually, it was discussed whether this additional funding together with any funds raised from other events or organizations within the Village could be further ring fenced as one amount (Village Contingencies Fund) that can be used for any project that benefits the Village. An example stated could be the refurbishment of the Village Cross. It was decided to take this proposal to the next Village Hall meeting for comment and for the PC to discuss further at the next meeting.
Action Point: Cllr Jackson
New Auditor – The Parish Council need a new independent Auditor. It was decided to ask a company in Allington if they would be willing to undertake this task.
Action Point: Cllr Plummer
Clerk’s Remuneration – It was unanimously agreed to increase the current Clerk’s remuneration to the same hourly rate as the previous Parish Clerk.
Action Point: Cllr Plummer
Items for future meetings
Red Phone Box – Wine tasting fund raising event
Market Cross
Verges and Footpaths
Speed Indicators
Entrance to Village Gateways
Social Media
Ring-fenced monies
Petanque Pistes
The next meeting will be held in Allington Village Hall on 13th November at 7.30 pm
Signed: ……………………………….………. (Chairman). Date: ………………………….