25 Sep 2006 - PARISH COUNCIL
DRAFT MINUTES: SHENINGTON WITH ALKERTON PARISH COUNCIL
The Parish Council met in the Village Hall on Wednesday 13th September 2006.
Present: Mr K Hainsworth (Chairman) [KH], Mr T Dowdeswell (Vice Chairman) [TD], Mr K Adams, [KA] Ms M Coles [MC], Ms G Crabb [GC], Mr S Mitchell [SM], Ms J Walters [JW]
Apologies: None
In attendance: Cllr G Reynolds, Mr C M H Gibson (the Clerk)
Approximately 15 members of the public were present.
1. Chairman's Opening Remarks
1.1 KH welcomed members of the public and Cllr G Reynolds to the meeting.
2. Declarations of Interest
2.1 There were none.
3. First Open Forum
3.1 One member of the public read a pre prepared statement stating that GC has a good grasp of the Planning Portfolio and should continue in that role. This was supported by other members of the public.
3.2 One member of the public asked about the response to CDC?s Issues and Options Paper on Development Proposals, and if it went in on time. KH noted that the response did go in on schedule, and that it had a covering letter (from KH) plus GC's attachments (with one minor change).
3.3 That member of the public noted that it would have been helpful if GC had been allowed to read out the responses at the last meeting. KH noted that copies of GC's attachments were distributed t the meeting (by GC).
3.4 GC read out the covering letter.
3.5 One member of the public asked if the PC had yet taken action to secure use of the school. KH noted that the Village Hall Committee had been asked to take this up.
3.6 Another member of the public noted that increased use of the school could increase traffic on Stocking Lane, which would concern residents of Stocking Lane, especially if it was used for functions that were too big for the village hall.
3.7 It was agreed that this would be an item for future discussion.
Action: Clerk/KH
4. Talk and discussion by Cllr Reynolds
4.1 KH introduced Cllr G Reynolds.
4.2 Cllr Reynolds noted that each PC was different and stressed the importance of the role of Clerk.
4.3 He stated that the PCs have to take their own decisions, sometimes against public opinion.
4.4 He referred to the Local Council Administration book, and suggested making full use of the OALC and SLCC.
4.5 Furthermore he urged PCs to accepted majority decisions.
4.6 He noted that the Standards Board was influential in maintaining standards, and stressed the need for PCs to comply, particularly the need to declare interests correctly.
4.7 He urged PCs to use common sense, and enjoy being a PC, and avoid decisions by single members without going through the PC.
4.8 KH asked about portfolios. Cllr Reynolds was of the view that the full PC should decide matters, and that CDC will attach more weight to letters from the Clerk rather than from individual PCs.
4.9 Cllr Reynolds had no issue with sub committees, but would not advise individuals to hold portfolios single-handedly. He would be comfortable with committees of 2 people. Some sub-committees may have one or more members of the public to assist them.
4.10 TD asked about frequency of meetings. Cllr Reynolds felt that this was up to the PC, as was the duration of the meeting.
4.11 Parish Councillors thanked Cllr Reynolds for his advice.
5. Minutes of the meeting held 12th July 2006
5.1 GC noted that in minute 4.4 the bungalows have 2 bedrooms.
5.2 GC noted that in minute 7.2 the previous council did answer questions if it could. TD noted that James Thompson had told him that it was the policy not to answer question. KH noted that JT was not Chairman of the previous parish council.
5.3 In minute 11.11 the action has now been overtaken.
5.4 Minute 13.5 ? the meeting took place on July 19th.
5.5 With the above amendment(s) the minutes were duly agreed.
6. Actions from the meeting held on 12th July 2006
6.1 The Clerk has updated the register of members interests with the interests declared at the July meeting.
6.2 The aerial / transmitter option for the stone pit has been progresses by KH, who is awaiting a response from Fischer German.
6.3 Cllr Reynolds will be giving a talk later
6.4 The Clerk has not yet written to the School or Surgery.
Action: Clerk
6.5 The Clerk has provided Cllr Webb with copies of the PC comments on Longacre. Cllr Webb has spoken with the planning officer who will respond to the PC directly.
6.6 A TPO has not yet been requested. KH questioned whether the PC has made the right decision, as this might complicate the pruning of the trees in future, and that were not immediately threatened according to the developers plan. GC felt that it would be prudent to have a TPO as she did not entirely trust developers because they have a poor record of compliance. MC did not believe that the developer would touch the trees. It was agreed that GC would investigate whether the PC could apply for a TPO on highway's land, and whether the PC had responsibility for pruning trees on Highways. Action: GC
6.7 The Statutory Accounts were submitted to the Auditors, and some minor audit queries dealt with.
6.8 Matters regarding the Jitty are still awaiting expedition.
Action: Clerk
6.9 KA's paper on communications will be discussed at the November meeting.
Action: Clerk
6.10 The Chairman and Clerk have met regularly.
6.11 No VAT reclaim has yet been pursued.
Action: TD & RFO
6.12 Highways will be invited to the November meeting.
Action: Clerk
6.13 The issues and options paper was dealt with at a previous meeting.
6.14 The Kart Club will be dealt with as a portfolio.
7. Minutes of the meeting held 4th September 2006
7.1 TD noted that item 2 Dr Robinson & Mrs Newman are the same person. He noted that his relationship with the Coles? family is correctly reported as one of friendship and that he has absolutely no pecuniary interest at all whatsoever.
7.2 GC noted that as part of 4.2 GC had mentioned her first meeting with CDC.
7.3 GC noted that in 4.15 "implausible" should read "inappropriate and incredible".
7.4 With respect to minute 5.16 GC did not see the merit of building a 3rd hall if we could use the school.
7.5 With respect to minute 5.20 GC noted that at the time it was Government policy to sell off affordable housing.
7.6 With respect to minute 9.7 "Consumption" should read "document".
7.7 MC questioned minute 9.2 and whether the PC had agreed to investigate options or merely talk about the issue at the next meeting. The minute was not changed.
7.8 JW noted that in minute 5.4 she was only in favour if traffic problems were reduced by provision of a relief road to Stocking Lane.
7.9 With respect to minute 5.4 Mr Sanders asked for it to be made clear that not put in the land suggested for discussion and that he had no intention that it should be developed.
7.10 Minute 5.18 should not include KA.
7.11 Subject to the above amendments the minutes were agreed.
8. Actions from the meeting held on 4th September 2006
8.1 The Auditors comments have been dealt with.
8.2 TD is progressing the hunt for the new RFO, and will care-take the finance records in the meantime.
8.3 Minerals & Waste is on the agenda.
9. Allocation of Portfolios
9.1 The Chairman listed the possible portfolios, which we re consolidated as follows:
· Finance & Stone-pit [TD & RFO]
· Planning & Affordable homes [GC & JW]
· Super-planning (Whole PC)
· Minerals & The Tip/Waste [KH & TD]
· Transport, Highways footpaths busses traffic [KA & SM]
· Karts & Gliders [MC & SM]
· Conservation & Restoration [JW]
· Police Liaison [JW]
· Recreation & Village Hall, Sports [SM & MC]
· Chairman [KH & TD] (Liaison with villagers/press/website (TBC)
9.2 These roles were agreed.
9.3 The Chairman urged all members to give support to portfolio holders.
9.4 As recent failures in the system have shown, he believed that 2 people should be allocated to each portfolio wherever possible. This was agreed unanimously.
9.5 There was significant discussion of Planning and Super Planning Portfolio?s.
9.6 KH did not believe that GC was competent to deal with the planning. The majority of PCs supported GC continuing with this role.
9.7 GC provided a written statement (which was not read out) as to why she should retain the planning portfolio. This was distributed to all PCs and the Clerk.
9.8 The Chairman noted that he had sent a letter to CDC (which was not read out). The letter will be a matter of public record after the meeting. This is to address some of the issues that the conservation officers raised. He felt that it gave the wrong signals to have poor quality stonework in the village.
9.9 GC noted that KH has criticized the quality of stonework at her house in the past. SM noted that KH had also criticised the stonework at his house.
9.10 KH noted that there would be informal meetings with the PCs.
9.11 KH gave a brief summary of the present position on minerals.
10. Financial Report
Current Financial Position
10.1 TD reported that have received the mid year precept of £2500
10.2 Cheques required signature for the following amounts:
Clerk's Salary £423.66
11. Matters Arising not referred to later on the Agenda
Minerals & Waste
11.1 GC was unhappy with the KH's response on behalf of the PC stating that he was not competent to answer the minerals consultation. GC noted that there have been issues at the tip and noted that it had been a golden opportunity to respond.
11.2 KH acknowledged that it was not his finest moment. He apologised to members for this. He would support members if they wished to send in a modified reply via Cllr Reynolds.
11.3 MC noted that the Tip had a planning condition that it was open 24 hours, and that previous PCs had not resisted the change. GC noted that the PC had written to OCC stating that reducing opening times would cause problems and that in the past PC had consistently monitored and challenged issues with the Tip. GC stated that GR had been extremely helpful in the past in raising awareness about forthcoming problems with the Tip. TD noted that it was not a simple black & white issue.
11.4 KH & TD agreed to provide a position paper/background on the Tip.
Action: KH & TD
Recreation
11.5 A recreation strategy document has been received from CDC where the PC can feed in its needs for recreation facilities, such as cricket pitch, play area etc. This will be investigated.
Action: SM & MC
12. Reports of Working Groups
Planning
12.1 GC noted that there was planning application for Alkerton quarry drainage and that there may be problems at the site.
12.2 All planning application for Bennies will be passed to the minerals portfolio.
Action: GC
13. Second Open Forum
13.1 One member of the portfolio asked if the PC was aware of any further sites being proposed. KH has been told informally that the Courts have nominated their field, but this has not been confirmed by CDC.
13.2 One member of the public asked how the portfolio system would work in practice. KH hopes that PCs will find out about their portfolios and educate the rest of the PCs on the key issues. KH noted that there were many things that he and other PCs did not know and that this would enable them to find out.
13.3 GC noted that it was possible to get funding for a parish plan and explained some of the benefits of such a long term plan for the village.
Action Groups
13.4 KH welcomes action groups (having once started one himself). He noted that Col. Marrot had a successful group relating to the tip. KH asked people to continue to be enthusiastic but noted that other action groups had achieved their successes with the PC. He suggested that it would be advantageous if the Chairman and Clerk be advised of any circulars in advance, to ensure that the facts are correct.
14. Date of Next Meeting
14.1 The next ordinary Parish Council meeting will be held on Wednesday 8th November 2006 in the Village Hall at 8:30pm.
14.2 The meeting closed at 10:50 pm.
The Parish Council met in the Village Hall on Wednesday 13th September 2006.
Present: Mr K Hainsworth (Chairman) [KH], Mr T Dowdeswell (Vice Chairman) [TD], Mr K Adams, [KA] Ms M Coles [MC], Ms G Crabb [GC], Mr S Mitchell [SM], Ms J Walters [JW]
Apologies: None
In attendance: Cllr G Reynolds, Mr C M H Gibson (the Clerk)
Approximately 15 members of the public were present.
1. Chairman's Opening Remarks
1.1 KH welcomed members of the public and Cllr G Reynolds to the meeting.
2. Declarations of Interest
2.1 There were none.
3. First Open Forum
3.1 One member of the public read a pre prepared statement stating that GC has a good grasp of the Planning Portfolio and should continue in that role. This was supported by other members of the public.
3.2 One member of the public asked about the response to CDC?s Issues and Options Paper on Development Proposals, and if it went in on time. KH noted that the response did go in on schedule, and that it had a covering letter (from KH) plus GC's attachments (with one minor change).
3.3 That member of the public noted that it would have been helpful if GC had been allowed to read out the responses at the last meeting. KH noted that copies of GC's attachments were distributed t the meeting (by GC).
3.4 GC read out the covering letter.
3.5 One member of the public asked if the PC had yet taken action to secure use of the school. KH noted that the Village Hall Committee had been asked to take this up.
3.6 Another member of the public noted that increased use of the school could increase traffic on Stocking Lane, which would concern residents of Stocking Lane, especially if it was used for functions that were too big for the village hall.
3.7 It was agreed that this would be an item for future discussion.
Action: Clerk/KH
4. Talk and discussion by Cllr Reynolds
4.1 KH introduced Cllr G Reynolds.
4.2 Cllr Reynolds noted that each PC was different and stressed the importance of the role of Clerk.
4.3 He stated that the PCs have to take their own decisions, sometimes against public opinion.
4.4 He referred to the Local Council Administration book, and suggested making full use of the OALC and SLCC.
4.5 Furthermore he urged PCs to accepted majority decisions.
4.6 He noted that the Standards Board was influential in maintaining standards, and stressed the need for PCs to comply, particularly the need to declare interests correctly.
4.7 He urged PCs to use common sense, and enjoy being a PC, and avoid decisions by single members without going through the PC.
4.8 KH asked about portfolios. Cllr Reynolds was of the view that the full PC should decide matters, and that CDC will attach more weight to letters from the Clerk rather than from individual PCs.
4.9 Cllr Reynolds had no issue with sub committees, but would not advise individuals to hold portfolios single-handedly. He would be comfortable with committees of 2 people. Some sub-committees may have one or more members of the public to assist them.
4.10 TD asked about frequency of meetings. Cllr Reynolds felt that this was up to the PC, as was the duration of the meeting.
4.11 Parish Councillors thanked Cllr Reynolds for his advice.
5. Minutes of the meeting held 12th July 2006
5.1 GC noted that in minute 4.4 the bungalows have 2 bedrooms.
5.2 GC noted that in minute 7.2 the previous council did answer questions if it could. TD noted that James Thompson had told him that it was the policy not to answer question. KH noted that JT was not Chairman of the previous parish council.
5.3 In minute 11.11 the action has now been overtaken.
5.4 Minute 13.5 ? the meeting took place on July 19th.
5.5 With the above amendment(s) the minutes were duly agreed.
6. Actions from the meeting held on 12th July 2006
6.1 The Clerk has updated the register of members interests with the interests declared at the July meeting.
6.2 The aerial / transmitter option for the stone pit has been progresses by KH, who is awaiting a response from Fischer German.
6.3 Cllr Reynolds will be giving a talk later
6.4 The Clerk has not yet written to the School or Surgery.
Action: Clerk
6.5 The Clerk has provided Cllr Webb with copies of the PC comments on Longacre. Cllr Webb has spoken with the planning officer who will respond to the PC directly.
6.6 A TPO has not yet been requested. KH questioned whether the PC has made the right decision, as this might complicate the pruning of the trees in future, and that were not immediately threatened according to the developers plan. GC felt that it would be prudent to have a TPO as she did not entirely trust developers because they have a poor record of compliance. MC did not believe that the developer would touch the trees. It was agreed that GC would investigate whether the PC could apply for a TPO on highway's land, and whether the PC had responsibility for pruning trees on Highways. Action: GC
6.7 The Statutory Accounts were submitted to the Auditors, and some minor audit queries dealt with.
6.8 Matters regarding the Jitty are still awaiting expedition.
Action: Clerk
6.9 KA's paper on communications will be discussed at the November meeting.
Action: Clerk
6.10 The Chairman and Clerk have met regularly.
6.11 No VAT reclaim has yet been pursued.
Action: TD & RFO
6.12 Highways will be invited to the November meeting.
Action: Clerk
6.13 The issues and options paper was dealt with at a previous meeting.
6.14 The Kart Club will be dealt with as a portfolio.
7. Minutes of the meeting held 4th September 2006
7.1 TD noted that item 2 Dr Robinson & Mrs Newman are the same person. He noted that his relationship with the Coles? family is correctly reported as one of friendship and that he has absolutely no pecuniary interest at all whatsoever.
7.2 GC noted that as part of 4.2 GC had mentioned her first meeting with CDC.
7.3 GC noted that in 4.15 "implausible" should read "inappropriate and incredible".
7.4 With respect to minute 5.16 GC did not see the merit of building a 3rd hall if we could use the school.
7.5 With respect to minute 5.20 GC noted that at the time it was Government policy to sell off affordable housing.
7.6 With respect to minute 9.7 "Consumption" should read "document".
7.7 MC questioned minute 9.2 and whether the PC had agreed to investigate options or merely talk about the issue at the next meeting. The minute was not changed.
7.8 JW noted that in minute 5.4 she was only in favour if traffic problems were reduced by provision of a relief road to Stocking Lane.
7.9 With respect to minute 5.4 Mr Sanders asked for it to be made clear that not put in the land suggested for discussion and that he had no intention that it should be developed.
7.10 Minute 5.18 should not include KA.
7.11 Subject to the above amendments the minutes were agreed.
8. Actions from the meeting held on 4th September 2006
8.1 The Auditors comments have been dealt with.
8.2 TD is progressing the hunt for the new RFO, and will care-take the finance records in the meantime.
8.3 Minerals & Waste is on the agenda.
9. Allocation of Portfolios
9.1 The Chairman listed the possible portfolios, which we re consolidated as follows:
· Finance & Stone-pit [TD & RFO]
· Planning & Affordable homes [GC & JW]
· Super-planning (Whole PC)
· Minerals & The Tip/Waste [KH & TD]
· Transport, Highways footpaths busses traffic [KA & SM]
· Karts & Gliders [MC & SM]
· Conservation & Restoration [JW]
· Police Liaison [JW]
· Recreation & Village Hall, Sports [SM & MC]
· Chairman [KH & TD] (Liaison with villagers/press/website (TBC)
9.2 These roles were agreed.
9.3 The Chairman urged all members to give support to portfolio holders.
9.4 As recent failures in the system have shown, he believed that 2 people should be allocated to each portfolio wherever possible. This was agreed unanimously.
9.5 There was significant discussion of Planning and Super Planning Portfolio?s.
9.6 KH did not believe that GC was competent to deal with the planning. The majority of PCs supported GC continuing with this role.
9.7 GC provided a written statement (which was not read out) as to why she should retain the planning portfolio. This was distributed to all PCs and the Clerk.
9.8 The Chairman noted that he had sent a letter to CDC (which was not read out). The letter will be a matter of public record after the meeting. This is to address some of the issues that the conservation officers raised. He felt that it gave the wrong signals to have poor quality stonework in the village.
9.9 GC noted that KH has criticized the quality of stonework at her house in the past. SM noted that KH had also criticised the stonework at his house.
9.10 KH noted that there would be informal meetings with the PCs.
9.11 KH gave a brief summary of the present position on minerals.
10. Financial Report
Current Financial Position
10.1 TD reported that have received the mid year precept of £2500
10.2 Cheques required signature for the following amounts:
Clerk's Salary £423.66
11. Matters Arising not referred to later on the Agenda
Minerals & Waste
11.1 GC was unhappy with the KH's response on behalf of the PC stating that he was not competent to answer the minerals consultation. GC noted that there have been issues at the tip and noted that it had been a golden opportunity to respond.
11.2 KH acknowledged that it was not his finest moment. He apologised to members for this. He would support members if they wished to send in a modified reply via Cllr Reynolds.
11.3 MC noted that the Tip had a planning condition that it was open 24 hours, and that previous PCs had not resisted the change. GC noted that the PC had written to OCC stating that reducing opening times would cause problems and that in the past PC had consistently monitored and challenged issues with the Tip. GC stated that GR had been extremely helpful in the past in raising awareness about forthcoming problems with the Tip. TD noted that it was not a simple black & white issue.
11.4 KH & TD agreed to provide a position paper/background on the Tip.
Action: KH & TD
Recreation
11.5 A recreation strategy document has been received from CDC where the PC can feed in its needs for recreation facilities, such as cricket pitch, play area etc. This will be investigated.
Action: SM & MC
12. Reports of Working Groups
Planning
12.1 GC noted that there was planning application for Alkerton quarry drainage and that there may be problems at the site.
12.2 All planning application for Bennies will be passed to the minerals portfolio.
Action: GC
13. Second Open Forum
13.1 One member of the portfolio asked if the PC was aware of any further sites being proposed. KH has been told informally that the Courts have nominated their field, but this has not been confirmed by CDC.
13.2 One member of the public asked how the portfolio system would work in practice. KH hopes that PCs will find out about their portfolios and educate the rest of the PCs on the key issues. KH noted that there were many things that he and other PCs did not know and that this would enable them to find out.
13.3 GC noted that it was possible to get funding for a parish plan and explained some of the benefits of such a long term plan for the village.
Action Groups
13.4 KH welcomes action groups (having once started one himself). He noted that Col. Marrot had a successful group relating to the tip. KH asked people to continue to be enthusiastic but noted that other action groups had achieved their successes with the PC. He suggested that it would be advantageous if the Chairman and Clerk be advised of any circulars in advance, to ensure that the facts are correct.
14. Date of Next Meeting
14.1 The next ordinary Parish Council meeting will be held on Wednesday 8th November 2006 in the Village Hall at 8:30pm.
14.2 The meeting closed at 10:50 pm.