hall, sutton st. nicholas on monday 5th november 2018 (spc ...€¦ · cllr stan gyford, cllr anna...

Sutton St. Nicholas Parish Council

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Minutes of the Ordinary Meeting of Sutton St. Nicholas Parish Council, in the Village Hall, Sutton St. Nicholas on Monday 5th November 2018 (SPC/TF/132) Councillors Present Cllr Ron Gow Cllr Ann Burke Cllr Richard Andrews Cllr Stan Gyford Cllr Tina Hurley Cllr Anna Toon Cllr Ian Nicholas In attendance

Cllr Kema Guthrie – Ward Councillor. (Items 1 to 19) Tony Ford – Parish Clerk Mike Darley – Footpath Officer Members of the Public –4

1. Apologies for Absence

All Councillors were present.

2. Receive approve and sign the Minutes of the Ordinary Meeting of the Parish Council (no SPC/TF/131) held on Monday 1st October 2018 The minutes were signed by the Chairman as a true record of the meeting.

3. Disclosable Pecuniary Interest Dispensations

There were no requests for dispensation.

4. Declarations of Interest To receive declarations of interest by members in respect of items on the agenda.

5. Report from Clerk on actions from the last meeting

There were 19 actions requiring completion 7 were completed, 12 were in progress (Appendix 1 refers). (Noted)

6. Questions/Issues on any matter, from members of the public present. 6.1 Ward Councillors Report

A brief verbal report was received from Cllr Kema Guthrie -Ward Councillor. (Appendix 2 refers)

Councillor Y e s

N o

Agenda Item

DPI or NPI

Cllr Ron Gow √ 11.3.3 Member Village Hall Management Committee

Disclosable Pecuniary Interest

Cllr Ann Burke √ 11.3.3 Member Village Hall Management Committee


Cllr Richard Andrews √

Cllr Stan Gyford √

Cllr Tina Hurley √

Cllr Ian Nicholas √ . 11.3.3 Member Village Hall Management Committee


Cllr Anna Toon √


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6.2 Local Police Report

The Parish Council noted the report from the police, which highlighted that following discussions with a number of different parishes it had become clear that a more consistent approach to police contact was wanted, and their aim now was to attend a minimum of two Parish Council meetings per year, in addition they would also like to know dates of any fetes, winter fairs and other events so that they can make themselves available. They are also aiming to create drop in sessions where members of the community can speak to them. Action Clerk to give the police contact details of the Chairman, Vice-Chairman and

the Clerk in addition to the schedule of meetings.

6.3 Questions from other members of the public

There were no questions from the Public

7. Sutton Playing Field Youth Facilities Half- Pipe

Cllr Anna Toon informed the Parish Council that there would not be a report from Sutton Ramps and that due to more pressing personal issues, the group was suspending activities and would review the position in 12 months’ time. The Parish Council noted the update and agreed that the matter was closed and that it would be up to the group to reactivate the matter. The Parish Council was also informed that a quotation had been received from Playdale Playgrounds Ltd (Installers) to repair the Aerial Runway. The Clerk asked that the Parish Council consider asking for a quote for the Trim Trail as well as the inspection report indicated that connecting links would need to be replaced. This mean only one journey. The Parish Council agreed to this approach. Cllr Stan Gyford asked if other quotes could be sought, as the Clerk did not know of anyone, Cllr Anna Toon suggested that the Clerk contacted Fran White for suggestions. Action - Clerk to ask Playdale Playgrounds Ltd for a quote to include the links on the

Trim Trail. Action – Clerk to contact Fran White to see if she could suggest any possible

contractors.

8. Community Speed Watch

The Parish Council was informed that following the call for volunteers there had been five parishioner volunteers. At the Parish Council meeting Cllr Ron Gow, Cllr Ann Burke, Cllr Stan Gyford, Cllr Anna Toon and two additional parishioners also volunteered. In total there were eleven volunteers. Action Clerk to send the relevant document to each volunteer.

9. Planning Application 15 Willow Rise, Sutton St. Nicholas HR1 3DH (183719). Proposed works to a 30ft fir tree that has some previous work, which was not very good and has left the tree looking very bad and of no use to the house owner, he would like the tree removed. He will be looking to replant either an Acer Japonicum or Rowan

Having considered the matter the Parish Council resolved to support the application. Action – Clerk to inform Herefordshire Council of the Parish Councils decision.

10. Western Power – Power Supply Interruptions

The Parish Council considered the correspondence sent to the Parish Council from Keith Lawton, following his meeting with the Western Power Senior Manager, and it was pleasing to note that automatic supply changeover switches had been fitted. The Parish Council thanked Keith Lawton for his endeavours, which had led to a successful conclusion.


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Action- That on behalf of the Parish Council the Clerk to thank Keith Lawton.

11. Financial Report 11.1 Confirmation of Balances as at 5th November 2018 £30,779.39 (Appendix 3 refers) 11.2 Receipts – £14,288.50 (2nd precept payment from Herefordshire Council) 11.3 Invoices for payments

Ref Payee Amount £

VAT

1 Richard Morgan 211.25 n/a 27/09/18 grass cutting and Lengthsman work

2 Mike Darley 334.00 n/a 31/10/18 Grass Cutting and P3 work

3 Sutton St. Nicholas Village Hall

85.00 n/a 31/10/18 request for donation to cover electric shutter repair

Cllr Ron Gow. Cllr Ann Burke and Cllr Ian Nicholas left the meeting for agenda item

11.3.3, and Cllr Stan Gyford took the chair in the absence of the Chairman and Vice chairman.

The above payments were authorised for payment and cheques to be signed

12. Budget Monitoring Report

To budget monitoring Report as at 1st October 2018 (Appendix 4 refers) was considered by the Parish Council and the Clerks comments noted. Cllr Anna Toon asked for clarification on the variance for the Subsidy to Village Hall, the Parish Council was informed that the variance arose as there was no budget amount as the subsidy was being paid out of a specific reserve. She also asked for clarification on the figures in red, the minus variance figures for income and expenditure. The Clerk gave an explanation to the Parish Council. The Parish Council noted the update.

13. Footpath ST3 (Part) Sutton St. Nicholas

The Parish Council noted the Notice of Confirmation and Certification, Confirmed and Certified Order and Order Plan received from Herefordshire Council.

14. Travellers Site Development Plan- Additional Site Consultation

The Parish Council noted correspondence received from Herefordshire Council and resolved that no comment would be made.

15. Hedges on Orchard Close

The Clerk informed the Parish Council that correspondence had been received from Balfour Beatty requesting the Lengthsman be asked to cut back the footpath side, with Balfour Beatty doing the road side. The Clerk informed the Parish Council that it should consider having the Footpath Officer doing the footpath as the Parish Council could claim back a proportion of the costs from Herefordshire Council. Having considered the matter it was agreed that the Footpath Officer would be asked to do it.

16. Cabinet Update

The Parish Council noted Cabinet Update dated 24th October 2018.

17. Parish Council Elections – Thursday 2nd May 2019

The Parish Council considered the correspondence received from Herefordshire Council on the matter, the Clerk informed The Parish Council that at present there was a specific reserve of £1,400 to cover any possible election costs, and based on the information received from Herefordshire Council it should be increased to £2,000.00. The Parish Council resolved that the specific reserve for election costs be increased to £2,000.00 Action Clerk to increase the reserve to £2,000.00.


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18. Alcohol Prohibition Order

The Clerk informed the Parish Council that Herefordshire Council was consulting on extending the order, however the order only applied to areas in the Market Towns and that it was likely that if the Parish Council wanted an order, Herefordshire Council would more than likely need to see that certain conditions were met. Cllr Anna Toon informed the Parish Council that she had not seen anyone drinking on the playing field, however an order would allow the police to act if there was drinking being done. The Clerk informed the Parish Council that it had been agreed that incidents would be reported to the Clerk who would keep a log and report it to the police. The Parish Council noted the update.

19. Defibrillator

The Parish Council was informed that the solicitor who previously dealt with it had left and a new solicitor was reviewing the file and would get back to the Clerk on Wednesday and it was agree that the Clerk would inform Councillors of the update. Action Clerk to inform Councillors of the update

20. HALC Training Schedule

The Parish Council considered the HALC training schedule and it was agreed that Councillors would contact the Clerk direct as Councillors were free to attend training

21. Tree Inspection

The Parish Council was informed that the contractor had confirmed that the inspection had been done, and the report was still outstanding. The Parish Council asked that the trees on the Playing to be inspected as well. Action the Clerk to ask that the trees on the Playing Field at Orchard Closed be

inspected as well.

22. Lugg Drainage Board

Cllr Stan Gyford informed the Parish Council that this item had been put on at the request of a Parishioner, who had not attended. It was agreed that the matter would not be considered.

23. Fuel Poverty In Herefordshire

Cllr Anna Toon highlighted that although the correspondence was informative it did not indicate information in financial terms such as what was the low income amount in £s., she also indicated that it was important that an eye was kept on older people in the village. It was noted that the Lunch Club played an important role. The Parish Council

noted correspondence from Herefordshire Council that showed that in 2016 (the latest available data), approximately 11,043 households in Herefordshire were considered to be ‘fuel poor’. This equates to approximately 13.5% of all households in the district, which is above the rate for England of 11.1%. Herefordshire, as a large rural county, faces exceptional challenges in relation to the age and type of housing, the availability of mains gas, and the population profile.

Action - The Editor of the Sutton News was requested to put an article in the Sutton

News

24. Correspondence (Not covered by a separate agenda item and for information Only).

24.1 Balfour Beatty Weobley Sutton Walls & Queenswood Briefings W/c

5/10/18,12/10/18.19/10/18 & 25/10/18 (Noted) 24.2 Balfour Beatty – Road Closures October /November 2018. (Noted) 24.3 Herefordshire Council – Cabinet Briefing 4/10/18(Noted) 24.4 Balfour Beatty – Roadworks C1120 (Noted)


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24.5 Welsh Water – A chance to visit a Waste Water Treatment Works (Noted) 24.6 Balfour Beatty – Winter Maintenance Poster (Noted)

25. Matters relayed to the Clerk for the Agenda of the next meeting

Defibrillator

Tree Inspection

26. Confirmation of the date, time and venue of the next meeting, Parish Council Monday 3rd December 2018 @7.15pm at the Village Hall

The Parish Council resolved to go into closed session to consider confidential items

27. Tree Claim

The Parish Council noted the update.

28. Maintenance of the Community Garden

The Parish Council noted the updated and authorised the Clerk to open an account at Radbournes.

29. Clerks Salary The Clerk’s Salary 05/11/18 was authorised for payment.


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Appendix1 Status of Actions from last meeting 01/10/18

Meeting Ref

Date of Meeting

Agenda Item

Reference Action Action Owner

Action Taken

Status

11/01 05/06/17 7.1 Ward Councillor Report

Cllr Guthrie to invite Balfour Beatty representative to the next or a future meeting

Cllr Guthrie Work In Progress

11/02 05/06/17 23 Community Assets

Clerk to register the Parish Councils interest with Herefordshire Council.

Clerk Emailed Herefordshire Council for procedure

Work in progress

11/03 02/07/18 7.2 Local Police Report

Clerk to put police information on the Website and in Sutton News.

Clerk Work in progress

11/04 06/08/18 8 Village Hall the Committee to put an advert in Sutton News asking for volunteers to join the committee

Village hall Committee

Work In progress

11/05 03/09/18 9 Sutton Playing Field Youth Facilities Half- Pipe

The Group to submit for the November 2018 meeting the Tender evaluation outcome so that the Parish Council can have assurance on quality, health & safety, noise abatement and costs.

The Youth Group

Work In progress

11/06 03/09/18 9 Sutton Playing Field Youth Facilities Half- Pipe

The Group to submit for the November 2018 meeting an updated Action Plan and updated funding plan.

The Youth Group

Work In progress

11/07 03/09/18 11 Millway/Willow Rise Open Space

Clerk to ensure an agenda item for the January

Clerk Work In progress


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Meeting Ref

Date of Meeting

Agenda Item


Action Taken

Status

2019 meeting

11/08 03/09/18 17 BBC Hereford and Worcester

Clerk to put a note in Sutton News


11/09 03/09/18 22 Sutton Playing field

Clerk to seek costs as agreed

Clerk . Work In progress

.11/10 01/10/18 8 Community Speed Watch

Clerk to put a request in Sutton News asking for volunteers

Clerk Completed

11/11 01/10/18 8 Community Speed Watch

Clerk to inform West Mercia police that the Parish Council has put a request out for volunteers

Clerk Completed

11/12 01/10/18 9 Woodville Crossing

Clerk to update the Locality Steward.

Clerk Completed

11/13 01/10/18 10 Planning Application – Neverrhea, Sutton St. Nicholas HR1 3BB (182683)

Clerk to inform Herefordshire Council of the Parish Councils decision

Clerk Completed

11/14 01/10/18 17 Road Works on C1120

Clerk to forward the Parish Councils comments to Cllr Guthrie for her to raise the matter with Balfour Beatty.

Clerk Completed

11/15 01/10/18 19 Alcohol Prohibition Order

Clerk to find out the cost of seeking prohibition order

Clerk Agenda Item 18

Work In progress

11/16 01/10/18 19 Alcohol Prohibition Order

Parishioners to log incidents and sent details to the Clerk who would keep a log, which would be sent to the poli

Parishioners Work In progress

11/17 01/10/18 20 Wheelie Bin Stickers

Clerk to purchase 30mph stickers

Clerk Ordered Completed

11/18 01/10/18 20 Wheelie Bin Stickers

Footpath Officer to put signs on telegraph poles on the main roads through



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Meeting Ref

Date of Meeting

Agenda Item


Action Taken

Status

the village.

11/19 01/10/18 21 Tree Inspection Clerk to chase Clerk See agenda item 27

Completed


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Appendix 2

Ward Councillor’s Report

Highways Matters

Crossroads Improvements – I have requested that the improvement works are prioritised.

Re: Sutton Parish Council’s enquiry about white markings on the C1125 section of road from railway bridge to the roundabout with no works carried out – I am following this matter up with the Council’s Network Manager.

Balfour Beatty response to Parish Council’s enquiry – resurfacing on C1120

Balfour Beatty reported that – “scanner surveys were carried out on both sections of road. These showed that the section from the A49 to the bridge was in a worse condition, and at the end of its useful (safe) life. The section between the bridge and the Marden/Sutton road is poor in places, with sections of edge damage, but not in as poor an underlying condition as the section that was resurfaced. The section between the bridge and the Marden/Sutton road will remain on the forward plan for consideration in the future.”

Herefordshire remembers the centenary of the Armistice

As we approach the centenary of the end of the First World War, there is a programme of events in November to commemorate the fallen and remember the Home Front. This week leading up to Remembrance Sunday, Hereford Cathedral will read all 3200 names of the county's war dead. Remembrance Week 5 - 10 November (4.15pm daily) - Hereford Cathedral Open to all - Reading the names of the fallen - Around 500 names will be read each day in a daily service led by county dignitaries and organisations, and family representatives of those who died, were injured or who served during the First World War. The full list of the fallen will be printed in the Hereford Times and is available to view at www.herefordshire.gov.uk/WW1 Remembrance Sunday, 11 November (3.30pm) - Hereford Cathedral Open to all - a county service of remembrance for the end of the First World War. 3200 poppies marking each of the county’s war dead will be dropped from the cathedral tower.

http://www.herefordshire.gov.uk/WW1


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Warm Home Discount scheme open to low income households

Keep Herefordshire Warm is a partnership between Herefordshire Council and Marches Energy Agency The Warm Home Discount scheme offers a £140 energy bill discount to low income households. Offered by energy suppliers, many schemes are now open and operate on a first come, first served basis, so Keep Herefordshire Warm is urging residents to act fast to ensure they don’t miss out. The discount is available to those on a low income, and in receipt of certain means-tested benefits. Many smaller suppliers are involved in the scheme this year for the first time. The Keep Herefordshire Warm team are keen to hear from households where particular health conditions call for extra heat at home, or where fixed low incomes mean affording bills in the colder months can be a real struggle. To find out about eligibility for this scheme please telephone Keep Herefordshire Warm for free on 0800 677 1432.

We're supporting the 'Every Mind Matters' mental health campaign

Report by Kema Guthrie 05/11/2018


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Appendix 3

Bank Reconciliation as at 05/11/18

Opening 01/04/18

19,108.33

Receipts

28,644.60

47,752.93

Expenditure

16,973.54

Balance

30,779.39

Bank balance 12/10/2018 31,973.19

os cheques 1045 30.00

1104 140.93 1109 211.25 1110 334.00 1111 85.00 1112 235.42 1113 157.20

.

1,193.80

30,779.39

30,779.39


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Appendix 4 Budget Monitoring Report as at 1st October 2018

Actual 2015/16

Budget 2016/17

Actual 2016/17

Budget 2017/18

Actual 2017/18

Budget 2018/19

Actual to 01/10/18 variance Notes

Precept 19,635.00 19,635.00 19,635.00 21,077.00 21,077.00 28,577.00 14,288.50 -14,288.50

2nd instalment received but not reported as Bank Statement received after budget report date

Other - 0.00 0.00 0.00 0.00 42.83 42.83 30.23 -12.60 Over estimate of Wayleave amount

Balance Petty Cash Paid 0.00 0.00 0.00 0.00 32.00 0.00 0.00 0.00

New Lengthsman Scheme 380.00 1,584.00 892.00 670.00 527.50 0.00 37.37 37.37 Final payment for last year

Bursary 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

VAT recovered / estimate 718.97 3,100.00 3,478.74 1,350.00 0.00 360.17 0.00 -360.17 Claim due to be completed by 31st December 2018

Neighbourhood Plan Grant 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

P3 Scheme 1,403.00 1,078.00 999.00 990.00 317.00 790.00 0.00 -790.00 Claim to be made to Herefordshire once November Payments made

Lottery Grant 9,650.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Section 106 monies 4,934.76 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Total Income 36,721.73 25,397.00 25,004.74 24,087.00 21,996.33 29,770.00 14,356.10 -15,413.90

Expenditure

Clerks Salary 4,404.09 4,310.00 4,418.26 4,645.00 4,439.56 4,670.00 2,713.02 -1,956.98

Admin/Office Expenses 178.51 450.00 1,365.92 400.00 398.05 400.00 182.71 -217.29

Training 150.00 150.00 30.00 120.00 60.00 130.00 0.00 -130.00

Subsidy to Village Hall 0.00 500.00 0.00 500.00 0.00 0.00 2,707.00 2,707.00 This will come out of Reserves

Insurance 765.42 780.00 798.60 900.00 543.39 550.00 489.05 -60.95 No further payments due

Membership Subs 906.33 455.00 510.93 501.00 507.88 530.00 0.00 -530.00 Not due for payment until February 2019

Auditors 250.00 250.00 255.00 260.00 260.00 400.00 260.00 -140.00 No more payments due

Services Repairs and Maintenance 5,671.75 510.00 510.00 1,205.00 875.97 2,514.00 1,166.00 -1,348.00


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Actual 2015/16

Budget 2016/17

Actual 2016/17

Budget 2017/18

Actual 2017/18

Budget 2018/19


Lengthsman 711.98 1,584.00 990.50 870.00 1,165.00 1,000.00 183.75 -816.25

Way below budgeted figure, next year the Parish Council will have to be clearer on requirements with a timetable, important due to the village gateways project

Donations 200.00 200.00 50.00 200.00 225.00 200.00 0.00 -200.00

Elections 41.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Purchase of open spaces 0.00 1,000.00 1,247.00 0.00 0.00 0.00 0.00 0.00

Loan repayment 8,597.74 8,598.00 8,597.74 8,598.00 8,597.74 8,598.00 4,298.87 -4,299.13 Further Payment due in January 2019

Lottery Grant Neighbourhood Plan 2,076.66 0.00 2,926.73 0.00 0.00 0.00 0.00 0.00

Bin Collections 0.00 0.00 0.00 0.00 0.00 400.00 40.00 -360.00 Collections less than anticipated

SIDs 150.00 620.00 750.00 1,000.00 750.00 424.00 160.93 -263.07

Rent 5.00 6.00 5.00 1.00 0.00 1.00 0.00 -1.00

New Website 0.00 300.00 0.00 200.00 500.00 100.00 100.00 0.00

Neighbourhood Plan 10,080.60 1,500.00 1,729.40 0.00 49.50 0.00 0.00 0.00

Community Garden/Playing Field/Open Space

1,213.05 1,720.00 1,235.60 2,110.00 2,651.60 2,400.00 1,828.60

-571.40 On track

Good Neighbour Scheme 500.00 0.00 500.00 0.00 0.00 0.00 0.00

P3 Scheme 1,017.00 1,078.00 1,023.50 1,027.00 1,110.00 1,027.00 708.00 -319.00 On track Final payment of £264 being paid in November 2018

Vat 3,444.31 646.00 1,362.67 550.00 584.20 426.00 158.74 -267.26

Consultancy- travellers Site Submission

240.00 1,559.00 0.00 0.00 0.00 0.00

0.00

Sutton News 0.00 0.00 0.00 500.00 0.00 500.00 623.00 123.00 Increase in costs

Cash 0.00 0.00 320.00 0.00 0.00 0.00 0.00 0.00

cost of 1/2 share of SID 0.00 0.00 0.00 0.00 1,383.00 0.00 0.00 0.00

Litter pickers 0.00 0.00 0.00 0.00 27.05 0.00 0.00 0.00

Consultancy - Rural Area Site Allocation 0.00 0.00 0.00 0.00 325.00 0.00 0.00 0.00

Consultancy -Mast 0.00 0.00 0.00 0.00 870.88 0.00 0.00 0.00

Data protection 0.00 0.00 0.00 0.00 0.00 500.00 0.00 -500.00


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Actual 2015/16

Budget 2016/17

Actual 2016/17

Budget 2017/18

Actual 2017/18

Budget 2018/19


Compliance

Reserves 0.00 0.00 0.00 0.00 0.00 5,000.00 0.00 -5,000.00

Defibrillator 0.00 0.00 0.00 0.00 0.00 0.00 331.00 331.00 Legal fees

Total Expenditure 39,863.44 25,397.00 29,685.85 24,087.00 25,323.82 29,770.00 15,950.67 -13,819.33

Cash bark for playing field

288.00

Bank expenditure

25,035.82

hall, sutton st. nicholas on monday 5th november 2018 (spc ...€¦ · cllr stan gyford, cllr anna...

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