CLIVE PARISH COUNCIL

Transcription

1 CLIVE PARISH COUNCIL Minutes of the Annual meeting of Clive Parish Council held in Clive Village Hall on Thursday 17 May 2018 following the Annual Parish Meeting that commenced at 7.30pm. Present In attendance Cllr Kate Bentham Chairman, Cllr Jon Jinks Vice chairman, Cllrs Ann Harrison, Peter Slark, Shropshire Councillor, Simon Jones. Lydia Bardsley Clerk/RFO Public: 3 Meeting started at 8:53pm 01/18 ELECTION OF CHAIRMAN It was PROPOSED by Cllr Slark and SECONDED by Cllr Jinks that Cllr Kate Bentham is elected as Chairman. ALL AGREED. Cllr Kate Bentham accepted the nomination and signed the Declaration of Office and took the chair. 02/18 ELECTION OF VICE CHAIRMAN It was PROPOSED by Cllr Harrison and SECONDED by Cllr Bentham that Cllr Jon Jinks is elected as Vice Chairman. ALL AGREED. Cllr Jon Jinks accepted the nomination and signed the Declaration of Office. 03/18 CHAIRMAN'S WELCOME Chairman Councillor Bentham welcomed all present. 04/18 TO RECEIVE APOLOGIES FOR ABSENCE Cllr Graham Godfrey-White (Holiday), Cllr Caia Bryant- Griffiths (other commitment), Adam Money, RAF Shawbury (other commitment). 05/18 OPEN FORUM A period set aside to allow the public the opportunity to speak on an agenda item. The chairman of the Bowling Club raised the issue of the proposed sale of Clive Hall, and that the Bowling Club would like Parish Council to apply for Bowling green to become an asset of community value. It was AGREED to move agenda item 13/18f to this point in the meeting to allow further discussion of this matter. Cllr Jinks explained that the bowling green is at risk of being lost due to change of ownership of Clive Hall, and the club may not be able to continue. As an individual, not as a councillor, he believes it fits the criteria for asset of community value only issue is there is no formal lease or contract, excepting the paying of rent for over 40 years. That in itself is a binding contract. The Club has currently paid at least 1000 every year in maintenance, and they also pay business rates. The suggestion was to pursue Asset of Community Value to protect the Bowling Club for at least 5 years. This would give the Bowling Club time to get a formal lease in place. Clive Hall has changed hands at least 4 times, so it is unknown what will happen. Wrekin Housing Association has put it in writing that Bowling Club will have to leave. Chair of Bowling Club has not pointed out that it will be up to new owners of Clive Hall if the Bowling Club stays or leaves, not Wrekin Housing Association. It was proposed by Councillor Jinks and seconded by Councillor Slark that Clive Parish Council put forward an application for the Bowling Green to be an Asset of Community Value. Motion RESOLVED. It was noted that the Council does not need to do this for the Bowling Club, but it adds some weight to the application as only one member of Parish Council is a bowler, so this shows whole village benefit. It was mentioned it will be worth looking into what kind of tenancy they go for when the time comes. Citizens Advice Bureau may help, and grant money may be available to help with legal fees. It was AGREED that Cllr Jinks will look into ACV application process and liaise with the chairman of Bowling club. Chairman Bentham thanked the Chairman of the Bowling Club and other interested members of the public for their time, and all three left the meeting. 06/18 DISCLOSURE OF PECUNIARY INTERESTS None Signed:...Date:... Page 7

2 07/18 DISPENSATION None. 08/18 MINUTES It was RESOLVED to approve and sign the minutes dated 19 April /18 APPOINTMENT OF PARISH COUNCIL REPRESENTATIVES - It was RESOLVED the following members represent the Council: a) North Shropshire Area Committee SALC Cllr Godfrey-White b) Local Joint Committee LJC The Council AGREED to check if Cllr Bryant-Griffiths would accept this position c) Clive Village Hall Committee - Cllr Harrison d) Corbet Wood and Grinshill Local Nature Reserve It was AGREED to merge roles D, E and I into one group (Grinshill Hill joint working group). Cllrs Jinks and Bryant-Griffiths. e) Conservation group - It was AGREED to merge roles D, E and I into one group (Grinshill Hill joint working group). Cllrs Jinks and Bryant-Griffiths. f) RAF Shawbury Liaison Cllr Slark g) Hardwick Estate Liaison - Cllr Jinks h) AED Committee Cllr Bentham, but it was AGREED to wait to co-opt extra councillors before deciding on this item f) Grinshill Hill Joint Working Group It was AGREED to merge roles D, E and I into one group (Grinshill Hill joint working group). Cllrs Jinks and Bryant-Griffiths. i) Proposal for Special Interests Roles Chairman Bentham talked about special interest roles for councillors, it was AGREED to get a list together, discuss, and assign roles next time. Councillors should think of different areas they might be interested in e.g. community, HR, IT etc. j) Renshaw Field Committee Cllr Harrison, but the council would also ask Cllr Bryant-Griffiths. 10/18 APPOINTMENT OF WARDENS - It was RESOLVED the following members carry out the following: a) Snow Warden - Brian Harrison. Council could ask Adam Page in the autumn if he might still want to be involved. b) Power Warden - Cllr Jinks, but it was AGREED to change name to utilities warden. c) Guardian of the Clive Millennium Stones - Cllr Harrison d) Tree Warden - Mr Ken Benbow Clerk to contact to check if still happy to carry on. 11/18 MEMBERS TO ADOPT THE FOLLOWING It was RESOLVED to adopt the following: a) Standing Orders adopted. b) Financial Regulations adopted. 12/18 REPORTS a) RAF Shawbury In the absence of the RAF Shawbury liaison Adam Money, the chair read out the following update: There are just a few events over the coming months that may affect Clive. 6-11th of June, RAF Shawbury will be acting as a support base for Cosford air show. Aircraft displaying at the air show (which includes fast jets) will be operating out of RAF Shawbury. Arriving and departing aircraft will be flying in a manner to minimise disturbance to the local population. Shropshire Council Cllr Simon Jones emphasised that aircraft would just be coming in and out with no aerobatics. b) Shropshire Council In addition to the report given during the Annual Parish Meeting earlier in the evening (see minutes for Annual Parish Meeting ), Shropshire Council Councillor Simon Jones talked about Shropshire Council Countryside sites. An advert has been put out for mobile catering vendors wanting to apply for a 1 year licence to sell refreshments at 3 sites just for weekends. Sites included Corbet Wood, Bridgenorth, and Nesscliffe Park. Licence holders would have to make good any damage caused, and remove litter from bins in immediate vicinity. Councillor Simon Jones reported the following comments received from Grinshill Parish Council: - The Council was very upset about this because of existing issues with litter in Corbet Wood, and concerns that food vendors would generate further refuse. - It was also commented that the car park is already full at weekends and over the summer, and a designated space for mobile catering would be taking away car parking space. It had been commented on that the Quarry Man s cottage could be used as a site for refreshments rather than mobile unit. Signed:...Date:... Page 8

3 Councillor Jones stated that the tender period ends around the 24/25 th May and that he would be putting forward comments from Grinshill Parish Council. It was AGREED that Clive Parish Council wished to echo these comments from Grinshill when Councillor Simon Jones reported this. It was commented that the bins are too small and frequently overflowing, which encourages vermin. Bigger bins may help, or possibly bins with a lid. And people should take rubbish with them anyway. It was commented that we ought not to be encouraging junk food really, and there could be a green grocer s stall instead. c) Clerk's Progress Report Staff training/attendance at events Grinshill Hill Joint Working group Parking in village FOR INFORMATION Clerk attended the following training sessions: GDPR briefing 26 th April CiLCA training session May 11 th : Clerk arranged meeting for joint working group on 3 rd May. Clerk confirmed with David Gradwell what markings were requested, and ed Head teacher to inform of Council actions. Website Newsletter GDPR Village Hall Lease Renshaw s Field Proposed Play Area Village Shop and Post Office Noticeboard on Drawwell Rowland Solner property vandalism Highways maintenance Policies Annual Parish Meeting. Insurance Resignation of councillors End of year tasks/audit OUTSTANDING/IN PROGRESS Ongoing: Updating website with news/road closure details, updating training statement of intent, and taking off old news items as they expire. Clerk drafted newsletter. See item 21/18a. See item 13/18g. No actions at present. Wait until after parish plan results collated. No actions at present. No actions at present : Clerk ed Sansaw Estates to thank for actions, and to notify of damage to skylights : James Thompson update for Annual parish Meeting received. There will be an estate review over next 12 months including this property : Clerk reported whole section under railway bridge for pot holes. Clerk amended health & safety policy, grant policy and application form as per minutes. Grant policy and application form now on Council website. Clerk arranged for speakers from Shropshire Council and Clive Village Hall Committee to speak at Annual Parish Meeting, prepared and published agenda. Received reports from RAF Shawbury and Sansaw Estates to read out. See item 20/18e. Clerk prepared Public notices for two casual vacancies, put on website and ed to elections team. Clerk looked up which committees resigning councillors are on so can start to contact groups to remove from mailing lists etc : Internal checks completed by Cllr Slark (see item 20/18d) : Internal audit report received (see item 18/18a). 13/18 PARISH MATTERS a) Parish Plan review There were concerns that some people haven t had questionnaires yet. It was noted that with a small team of volunteers it is difficult to get round whole village. It was AGREED the Clerk would put a note on the website, if you haven t received one there will be some in shop. b) Village noticeboard bottom of Drawwell Cllr Ann Harrison reported that this matter is in hand. Signed:...Date:... Page 9

4 c) Village parking issues The clerk confirmed that the road markings had been requested via David Gradwell and that the cost would be covered by Shropshire Council. The clerk had also contacted the school head mistress to keep them informed of any actions. Clerk to contact David Gradwell for a date/timeframe. d) Grinshill Hill Joint Working group Cllr Jinks gave the following update: Cllr Jinks and Bryant-Griffiths recently met with Steve Lewis, Mike Roocroft and Tom Wycherley from Grinshill Parish Council. There was some discussion on the recent incident of fly tipping, and it was suggested maybe putting up fake cameras, but it was noted that these people had covered up registration plates so would not be put off by the threat of CCTV. A security barrier was also discussed as a possibility but this would have to be manned. Mountain biking became a focus of the meeting. Not in any way criticising local children and adults, rather the issue is the large percentage of people who travel into the area for mountain biking. It was felt that reducing the number of visitors from these groups might help reduce the level of damage and refuse, e.g. High energy drinks bottles. There is no strict policing regime that can be put in place, police can only get involved if someone is hurt or crime committed. One suggestion was to highlight the conservation aspect, e.g. protected ferns. If Grinshill became a Site of Special Scientific Interest (SSSI) it would be possible to raise awareness of the issues in the media, e.g. Shropshire Star, Radio Shropshire etc. Then if bikers persist in riding over a conservation area it will change the dynamic from riders feeling persecuted by residents, to residents trying to protect a conservation area. It was hoped that this would discourage people from coming from further afield. The joint working group plans to meet again before Grinshill Parish Council s meeting, and then every couple of months. e) Village Hall lease the clerk reported that she had received an estimate of 300 legal fees plus disbursements from the solicitor at Shropshire Council for the work involved in registering the lease with the land registry. They also confirmed that there was no stamp duty to pay, but the clerk would double check there was still no penalty due. It was AGREED that the clerk should follow up further queries with Sansaw Estates, and Clerk to double check there is no penalty due to HMRC. f) Clive Bowling Club - This was discussed at an earlier point in the meeting. g) End of World War I Centenary commemorations Cllr Bentham and Cllr Harrison had some ideas on how to mark the centenary alongside the planned beacon, with a suggestion of poppies for lampposts ( 3 each). With there being no street lights in the parish, it was suggested to use telegraph poles instead. The clerk mentioned that they may need to ask permission from BT to do this and that poppies may need to be positioned carefully at certain heights so as not to prevent engineers from doing their work (poppies may be removed otherwise). Councillor Simon Jones mentioned that Grinshill was establishing where those who served lived in the parish, and installing a poppy with name and details on/outside the actual building, some properties would have multiple poppies. This was an idea from the local history group, and they will have all the relevant information. Cllr Harrison is on history group committee and will ask them if there is anything Council can help with. Councillor Simon Jones also noted on a related topic, that there is a copy of a book celebrating 100 years of the RAF, and Shropshire was one of only 2 councils in commonwealth who were asked to write something for the book. Shropshire has been given 3 books and Councillor Jones will bring a copy to a Council meeting when he is able to get hold of one to show people (only one copy available). Other ideas were suggested: 100 daffodils planted around sycamore tree outside school. Council to contact school and see if they re interested in this idea. If so, Cllr Jinks has said his company will donate bulbs, and they can be planted in autumn. It was AGREED that Councillor Harrison will liaise with Councillor Jinks and Cllr Bentham will talk to the school. It was noted that there may be grants for helping parishes to get hold of soldier silhouettes (roughly ), which could go on back of chairs or back of pews in the church. 14/18 PLANNING There were no new planning applications Signed:...Date:... Page 10

5 15/18 PLANNING Planning applications received after the agenda had been sent out There were no applications received after the agenda was sent out. 16/18 PLANNING DECISIONS BY SHROPSHIRE COUNCIL 1) Reference: 18/00386/FUL (validated 23/01/18) Address: Land Adjacent 8 High Street, Clive, Shrewsbury, Shropshire SY4 3JL Proposal: Erection of 1No. dwelling with single detached garage following demolition of existing engineering workshop Applicant: Mr & Mrs Philip Lansdale, Haystacks, High Street, Clive, SY4 3JL. Decision Awaiting decision 2) Reference: 18/00592/REM (validated: 05/02/2018) Address: Land South East Of Yorton Station, Yorton, Shrewsbury Shropshire Proposal: Reserved matters pursuant to outline planning application 14/02021/OUT for the erection of 11 dwellings and associated garaging to include means of access, appearance, landscaping, layout and scale. Applicant: Mrs B Launchbury (Agent address: Berrys, Beech House, Anchorage Avenue, Shrewsbury Business Park, SHREWSBURY SY2 6FG) Decision Awaiting decision 17/18 CONSULTATIONS a) Shropshire Local Plan Review Consultation on Preferred Scale and Distribution of Development An update from Senior Community Enablement Officer Nicola Fisher had been given at the Annual Parish Meeting earlier in the evening as follows: Nicola Fisher introduced herself and stated that although she lives in the area, Clive does not actually come under her patch as she covers Market Drayton. She also stated her intention to try not to talk at the public too long and felt that answering questions might be more helpful. She explained that the Local Plans need to be reviewed and updated frequently, and that this new review has an aspirational target of approximately 28,500 homes built in Shropshire by However she clarified that around 12-13,000 homes are already in the system, so Shropshire Council are just looking for remainder. The current plan review has an urban focus, with the 17 market towns taking the bulk of development. In past versions of the Local Plan, communities could previously opt out of clusters and hubs. This is what happened in Hadnall and they fell foul of the system when they didn t take any housing development, and were then obliged to take it because of the land supply was under target. Clive is now in a similar situation. The Local Plan Review has already involved a huge amount of work, the methodology was tested by the government, and at the consultation stage for the methodology generally people were satisfied. Nicola clarified the phrase Call for sites. Shropshire Council needs landowners to apply to the County Council to ask for their land to be allocated in the plans. She stated there is a robust process for allocating and assessing if land put forward is appropriate for development and sustainable. Bigger sites have come to light, and questions have been raised over whether the Irish regiment will be staying at Tern Hill this is what is known as a windfall site and would be a development in its own right. Shropshire Council will work with MOD. They are looking at approximately houses on this site, and Ironbridge is also a major site being considered. Timeframes have had to change due to this and the large number of responses to the last round of consultations. At the last Town and Parish Council Forum meeting it was explained that Planning Policy Officers would be sitting down with Parish Councils and talk with them to see what sites could be accepted. As Clive has objected to being a Community Hub, this has delayed this round of discussion. At cabinet last Thursday they agreed the methodology and new timeframes. Hopefully Planning will come to the Parish Council in September and October to look at sites and start discussions. Nicola again emphasised that the assessment of the suitability of all sites put forward by landowners would need to be based on a rigorous methodology. (A record of the Q&A session from the Annual Parish Meeting earlier in the evening is recorded in the minutes of that meeting). b) Environmental Maintenance Grant consultation After discussion the Council AGREED to respond with Signed:...Date:... Page 11

6 the following. Q1 No opinion. Q2 - No opinion. Q3 Disagree- Comments: Clive Parish Council disagrees that Parish Councils should have to part-fund the maintenance, as tasks are necessary and will need doing regardless. We have been told that if the Parish does not absorb the full/partial cost of these tasks, that Shropshire Council will have to do them but to a much lower standard and will only do the absolute minimum, which the Parish Council does not agree with. Q4 Disagree - Comments: The Parish Council feels it is very difficult for a Parish Council of their size to be able to work on such long term time frames as 3 years. With increased responsibilities as a result of the Localism Act, and more and more cuts in Shropshire Council's budget, there is a great deal of uncertainty surrounding what expenditure the Parish Council will need to budget for over the next 3 years, so it will be very difficult to anticipate how much will need to be allocated to environmental maintenance as well as other budget headers. Q5 - No opinion. Q6 - No opinion: Q7 - No opinion: Q8 - No opinion: At this point in the meeting the Council also discussed its current arrangements for environmental maintenance within the Parish. It was AGREED that, moving forward, only works discussed and agreed at Parish Council Meetings should be carried out, in order to be compliant with the proposed criteria attached to Environmental Maintenance Grants. The councillors would all think about what work would need doing and bring a list to the next meeting so that this can be agreed. It was also noted that all invoices should be sent directly to the clerk, rather than passed to councillors, and these should be received by the 2 nd Wednesday of each month at the latest in order to avoid delays in payment. c) Unauthorised Developments and Encampments (deadline 25/05/18). The Council AGREED that no comment was required. d) Shropshire Council s Statement of Principles, Gambling Act 2005 (deadline 20/05/18). The Council AGREED that no comment was required. 18/18 ANNUAL RETURN FOR THE YEAR ENDED 31 MARCH 2018 After considering the relevant AGAR documents, the council RESOLVED to approve and sign the following (b), (c), and (d): a) Internal Auditors Report Noted. b) Certificate of Exemption 2017/18 c) Section 1 - Annual Governance Statement 2017/18 d) Section 2 - Accounting Statements 2017/18 It was NOTED that the dates for the exercise of public rights would run from 4 th June to 13 th July 2018 and that the clerk would publish the relevant notice on the Parish Council s website by no later than the 3 rd June /18 PAYMENTS TO BE APPROVED It was proposed, seconded, and RESOLVED to move agenda item 20/18e to this point in the meeting in order to consider Insurance proposals first. 20/18e) The Council considered the available insurance quotes and it was RESOLVED to renew the Council s insurance with Zurich Municipal for one year for the amount of /18 a) It was RESOLVED to approve and sign the payments. Signed:...Date:... Page 12

7 Cheque No Payment to Description Net VAT Gross Lydia Bardsley May salary plus overtime for training and National Salary Award increase Lydia Bardsley May expenses HMRC NI/Tax contributions DJ Barkley Village Maintenance SDH Accounting Internal audit fee b) There were no payments made before the meeting c) It was RESOLVED to approve the following payments after the agenda was sent out Cheque No Payment to Description Net VAT Gross Zurich Municipal Insurance renewal DJ Barkley Village Maintenance /18 FINANCE It was RESOLVED to approve and sign the following: a) Receipts and Payments for April 2018 b) Bank Reconciliations for April 2018 c) Bank Statement for April 2018 d) Internal Controls Check Cllr Slark gave a report on the findings after the 6 monthly check completed on The clerk reported that there were pension letters on file for both the former and current clerk to meet with new Automatic Enrolment Regulations, and that Cllr Godfrey-White had signed a replacement Declaration of Acceptance of Office after his previous declaration had gone missing. It was AGREED that future receipts would be signed against the bank statements as well as payments, and perhaps noting the bank statement number on the remittance document. e) Insurance renewal this was discussed earlier in the meeting. 21/18 POLICIES AND PROTOCOLS GDPR a) GDPR Update from working group Clerk reported that following Shropshire Council s latest GDPR briefing event, we now have more templates to adapt to help make the council compliant, and that drafts would be brought to the next full meeting for consideration. Clerk also reported that the government had included an amendment to their Draft Data Protection Bill that would exempt Parish Councils from the requirement to appoint a DPO, but cautioned that this still has to go through parliament and that it would not become law until after 25 th May. The clerk also reported that she had received a quote from DM Payroll services for a GDPR advice service at the reduced cost of 220 which would not be for a year-long period and would be conducted by risk assessments and data audit. The decision whether to continue to appoint DM Payroll services as Data Protection Officer would be decided as part of the discussion of item 26/18 Staffing Matters. b) GDPR Required Documentation The council considered and RESOLVED to adopt the privacy notices and consent forms, with some minor changes to consent form. 22/18 REPORTS FROM MEETINGS & TRAINING a) GDPR Briefing The clerk shared some of the information from this briefing (mostly covered in agenda item 21/18a). b) CiLCA training session The clerk reported this had been very useful and confirmed her intention to put the registration fee for CiLCA on the agenda for June so that she could make a start on the portfolio over the summer months. 23/18 CORRESPONDENCE RECEIVED a) Helicopter Liaison Group minutes 20th March 2018 noted. Signed:...Date:... Page 13

8 24/18 FUTURE AGENDA ITEMS There was nothing to discuss 25/18 EXCLUSION OF THE PRESS AND PUBLIC It was RESOLVED to exclude the public under Public Bodies (Admission to Meetings) Act 1960, so as to discuss the following confidential matters. 26/18 STAFFING MATTERS The council discussed the matters raised at the clerk s recent informal review and how to offer more support. It was AGREED that introducing special interest roles would help save some time for the clerk by delegating certain tasks to council members e.g. researching office equipment/internet security renewals, etc. These roles would be discussed and assigned at the June meeting. It was AGREED to pay the clerk overtime for the additional GDPR work completed between December and March 2018, and it was also AGREED to pay the clerk for future GDPR work as long as logged appropriately to comply with transparency requirements. It was AGREED that pending final confirmation of the parish council exemption from the requirement to appoint a DPO, that the clerk would contact DM Payroll services to inform them their services would not be required. It was AGREED that the clerk s job description and hours would be reviewed at the official annual appraisal in September. It was AGREED to officially take the clerk off probation. 27/18 NEXT MEETING 21 June 2018 in Clive Village Hall at 7.30pm. Meeting closed: pm Signed:...Date:... Page 14