Whitwell Parish Council Meeting – 10th June 2015

Karl June 10, 20157:04 PM

1. Apologies for absence
There were no apologies.

Karl June 10, 20157:05 PM

2. To record declarations of personal and disclosable pecuniary interests from members on any items to be discussed 
There were none.

Karl June 10, 20157:05 PM

3. To receive and approve requests for dispensations from members on matters in which they have a disclosable pecuniary interest (forms to be completed before the meeting)

Karl June 10, 20157:11 PM

4.1. Members of the Parish Council and the public to discuss matters of importance with the police
There were no police present.
Road Safety – A member of the public raised concerns about excessive speeding past the skate park and a moped doing wheelies.  They are so fast that once you’ve heard them coming they have gone past so it isn’t possible to get a number plate.  It is particularly bad after 5PM.

A child from a group moved from the pavement on a scooter straight towards her car, if she had not done an emergency stop there would have been an accident.

There were complaints about people using the wooded area at Bakestone Moor as toilets, with some even using the skate ramps as a toilet.  They were also using the woods for sexual activity.

A member of the public updated on the issue with the footpath between Claylands and Plantation, the person has now taken to doing wheelies along there, as well as down the middle of the road without moving out of the way of vehicles.  The police are aware of who it is.

Cllr. Ritchie updated on the A-Frame proposal for the path, he has identified that part of the path belongs to one of the houses and part belonging to the council.  The owners do not mind an A-Frame being fitted, BDC are talking with the county council to fit A-Frames at each end that are surplus to requirements elsewhere in the district.

Karl June 10, 20157:25 PM

4.2. Members of the Parish Council and the public to discuss matters of importance with the County Councillor
Cllr. McGregor updated on the new B-Line scheme being given the go-ahead so that 1000s more young people up to 19 years of age will have help with travel costs.  This will also apply to apprentices.  Under 16s will qualify for the operators own discount scheme which is often better than the B-Line scheme for them.

£5.7m will be invested in over 150 miles of county roads, this will involve surface dressing.  This money will come from the county councils reserves and will extend the life of these roads by 10 years.

Potholes – Mill Crescent should be completed by now.  Butt Hill should be done on 11-12th June and it will be closed during this time except for access where possible.

A temporary 10mph speed limit will be in place on various main roads for a 9 day period between June and September.

Cllr. McGregor stressed how important the current planning presentation by Lafarge Tarmac is.

A member of the public asked about the hedge on Butt Hill saying that it is overgrown and the road signs cannot be seen and it restricts the width of the road as well.

A member of the public chased a reported issue that has had no reply from DCC about branches sticking out in to the road and scratching cars.  It is not possible to avoid them without being on the wrong side of the road.

Cllr. Munro asked about the drains from Titchfield Street to The Square.  Cllr. McGregor has had a site meeting about it this week.  These should hopefully have been cleared and he will check when he leaves the meeting.

Cllr. Maiden reported that the drains from the Cemetery to The Square all need looking at, Cllr. McGregor has been to one reported by Cllr. Ritchie at Old Hall Lane which results in properties over the road being flooded.  He is looking in to this.

He also spoke about the repairs to the rumble strip.

Cllr. Maiden also mentioned a previous report about a tree over the path on Firbeck Lane which was reported in March.

Karl June 10, 20157:29 PM

4.3. Members of the public to discuss matters of importance with the Councillors present

Cllr. Ritchie updated about dog fouling, that there are signs and stencils on Southfield Lane about it.  There will also be covert and overt monitoring where fines will be handed out.  Another dog warden has also been appointed.  He has asked for more dog bins, one at the top of Claylands.

He has had Doles Lane garage site cleaned up.  Currently there are 4 containers on there for council workers as they are externally cladding 32 properties.

Mill Walk has been sprayed.

Cllr. Mills reported that Croft Walk is in a bad state.  Cllr. Munro has already reported it with photographs and has been given assurances that it is on a programme and it will be dealt with before the end of July.  Cllr. Mills stated it wouldn’t be passable if we got to the end of July.  An extra quad bike has been secured to help with the weed spraying.

Karl June 10, 20157:58 PM

4.3. Members of the public to discuss matters of importance with the Councillors present


Cllr. Munro updated residents present about the skate park and a meeting that took place with residents from the area.  Cllr. Munro and Cllr. Ellis were present as well as two representitives from the contractor, Proludic as well as two PCSOs.

He reported on the unsafe final surfacing around the skate park and MUGA.  Proludic have arranged for this to be addressed by their contractor with a stone pick, top soil and grass matting which should commence this month.

Skate Park Noise – Cllr. Munro had raised the issue and that the council were given assurances about noise and that Proludic would discuss this with their contractor.  Some remedial works had been carried out.  The suggestion that filling the ramps with foam would shorten their life.  Acoustic fencing was also discussed and Proludic would see if they could help with funding.

The reduction in the life of the ramps is no definable.  The ramps can be packed with bagged dry sand which will absorb sound and reduce reverberation.  Works will be carried out to further reduce reverberation issues by Proludic before the end of June.

Anti-social behaviour – This was discussed with the BDC ASB team who were coordinating with the Police.  The police were asked about targeting the area, they cannot do so without incidents being reported to them, they need evidence.

Plantation – Maintenance will be carried out on a rolling basis and managed so that it cannot be used as a toilet area.  The area has been sprayed to reduce the weed height and a proper plan for managing it is being developed.  Cllr. Munro urged members of the public to report all incidents which will help the police obtain resources.

A member of the public asked if the council will be consulting members of the public about any future developments as they did not think the council had done so for the skate park.  Cllr. Munro disagreed with this statement and stated the council will be continuing consultation.  He also raised the recent Parish Plan discussions and urged all residents to get involved.  The next meeting will be 19:30 on 6th July 2015.  This is not a parish council run project, but a community led one.

A member of the public stated that the reason they vote for councillors so that they can represent them and to the right thing.  He explained that a parish plan will inform the council what people want and that the council needs people to tell them what they want.

A member of the public reported that there have been fires/BBQs on the plantation area which is a fire risk.

A member of the public raised concerns about Items 7 & 8 on the agenda.

A member of the public raised the minutes of the meeting with Proludic and asked about the other sound measures being considered are and some clarification.  He reported on his own acoustic research and that is appears no one has achieved satisfactory results of 30dB(A) or more.  He stated that nothing short of removal would be satisfactory as did another resident.

Cllr. Munro admitted the council should have carried out more research and that the council should be allowed to find a solution that maintains the facility and addresses the noise problems.

A member of the public raised issues with Cllr. Webster who he thought kept giving the impression he objected to the skate park when he raised no such objections at working group meetings or when the project was put to the council to be voted on.

A member of the public asked if there had been any reply from BDC Environment Health about the complaints raised with them.  They had emailed and stated that they will be visiting the site on Saturday to inspect the noise issues and that they have received noise diary sheets from some residents.  They asked to be updated after the meeting tonight on any outcomes.  Cllr. Munro asked a resident who knew of this if they were coming at a peak time for this and was informed that they have been informed of peak times.  Cllr. Munro suggested they should also do monitoring from the plantation end.

As the police had arrived Cllr. Munro informed of some of the earlier reported issues.  PCSO Levers again stressed that all such things are logged via calling 101.  A member of the public stated that she had spoken to PCSO Levers about the individual in question.

A member of the public stated it would be nice at the start of the meeting if councillors introduced themselves.

Karl June 10, 20158:00 PM

The majority of the 21 members of the public left the meeting.

Karl June 10, 20158:01 PM

5. To consider for approval the minutes of the Annual Meeting of the Parish Council held on 20 May 2015

The minutes were approved as a true record.
Karl June 10, 20158:07 PM

6. To consider any matters arising (for information only) from the Minutes of the Annual Meeting of the Parish Council held on 20 May 2015
Item 4 – Cllr. Munro asked if Cllr. Mills was okay with the working groups she had been volunteered for as she was not present at the time.  She was.

Item 10 – Cllr. Maiden raised a typographical issue.

Item 19 – The meeting took place on 8th June due to room availability and was a very successful meeting.

Item 21 – Cllr. F Rapsin asked if there had been any progress on this item.  Cllr. Munro said he has met with the handy men and any render that may be a hazard will be removed.  The Clerk is looking in to the ownership of the wall.  It only relates to the wall in the garden section.

Karl June 10, 20158:11 PM

7. Proposal to cancel August parish council meetings (Cllr T Munro)
Cllr. Munro informed that it was an item to prompt debate and that the district council has no meetings in August.  Cllr. Mills stated she would not support this item due to the issues already raised and that we are a small village and that it is important to not let issues that members of the public have fester in the background.

Cllr. J Raspin stated she has been on the council for four years and does not remember ever having a particularly quiet August meeting.  Cllr. Webster supported this statement.

Cllr. Maiden felt that removing 1/12th of the opportunity for members of the public to meet the council was not appropriate.

Cllr. Munro withdrew the proposal.

Karl June 10, 20158:20 PM

8. Proposal to better manage meeting time.  “At 9.00 pm the Chair should prioritise the remainder of the agenda in order to curtail the meeting at 9.30pm. Any as yet incomplete business to be deferred to a future meeting.” (Cllr T Munro)
Cllr. Munro stated that he thought the council would operate more efficiently and that accurate decisions may not be made if the meeting drags on.  Additional business could be taken at an extraordinary meeting if needed.

Cllr. J Raspin asked if this would always be rigorously enforced, such as any special circumstances.  Cllr. Munro informed a resolution could be passed to carry on with the meeting.  Cllr. F Raspin said he would support this issue as the last meeting had carried on until nearly 23:00.

Cllr. Mills stated that she could not support this resolution and that the current meetings cannot be taken as an average council meeting as there are issues members of the public feel strongly about and that the business on the agenda should be taken on that evening.

Cllr. Maiden raised that the council has standing orders which address the running on the meeting and that the chairman controls the meeting and should use the standing orders appropriately.

Cllr. Ellis asked if the proposal was really required, the Clerk informed that the chairman has the power to curtail discussion or limit speaking time if required.

Cllr. Webster informed in the past items had been repeatedly delayed and in the end never discussed due to such a policy.

Cllr. Maiden proposed an amendment “That the chairman ensures all business scheduled for each PC meeting is addressed or actioned by appropriate application of the standing orders”.  Cllr. Ellis seconded the amendment.

4 votes for the amendment, 2 against.  The amendment is carried.

Karl June 10, 20158:22 PM

9. Accounts for approval and payment
There was one retrospective payment authorisation to Nottcutts.

The Dale Nurseries item was queried and it was reported this was for providing and watering the hanging baskets.  Some hanging baskets were impossible to reduce in height, where possible they have been lowered.

The payments were approved.

Karl June 10, 20158:32 PM

10. Financial Reports
Cllr. Ellis raised an issue with the April reconciliation as he had wanted clarification on a few issues and is now happy with it.

Cllr. F Raspin carried out the May reconciliation.

All councillors will need to sign the bank mandate outside of the meeting due to the time it will take.

Cllr. Mills stated the wages report was not dated so should not be accepted and that this was not the first time.  Cllr. Maiden also raised that it states 2014/15 and should be 2015/16.  Cllr. Munro proposed ths thte RFO bring back a correct report in July as well as the June figures.

The RFO had no issues with expenditure so far.  Cllr. Munro queried the budget for the parish vehicle, it needed a new clutch which had pushed the budget to 64% already.  Cllr. Ellis queried the DALC subs, the Clerk informed that this was because the higher package with training included was chosen.

Cllr. Maiden informed that the budget head for the cemetery is not money the Parish Council has, as it belongs to the Joint Cemetery Committee and this effects the totals on the report.

Karl June 10, 20158:35 PM

11. Internal Auditor’s Report
The audit was carried and found areas for concern:

No fixed asset register in 2014/15

Risk assessments were no provided to council for approval
The current system of controls are to a good standard but all risk assessments should be put to the council, not just the financial risk assessment.

Cllr. Munro would like to setup a rolling review programme so some are reviewed each month rather than as a large block.  All agreed.

Karl June 10, 20158:46 PM

12. Approval of the Statement of Accounts for the year ended 31.3.15 and annual governance statement
Cllr. Munro read out the annual return statements that councillors have to agree too.

Cllr. Maiden raised an issue with statement 3 that he did not agree with, with regards to compliance with law and P11D forms for HMRC.

Karl June 10, 20158:47 PM

13. To consider the extension of HR Services provided by Chris Moses (Cllr S Maiden)
Cllr. Maiden informed the HR issues are still ongoing and that the current contract for HR services has expired and that it should be extended for three months.  Cllr. Munro seconded the proposal.  Cllr. Ellis queried the cost, which Cllr. Munro informed is £100 per month and that the reserves would cover this spend.

All agreed.

Karl June 10, 20158:48 PM

14. To consider the appointment of a third Staffing Committee representative (Cllr T Munro)
Moved to confidential.

Karl June 10, 20158:51 PM

15. Election of parish council liaison representative – Bolsover Partnership
Cllr. J Raspin stated she had looked in to it and due to work could not attend the meetings which happen during the day.  Cllr. Mills informed that Tuesdays were not possible for her.  Cllr. Ellis suggested it was raised to the district the timings are unsuitable for a lot of people.  Cllr. McGregor informed they are on a Monday.

Cllr. Green informed she would like to attend but was not sure if her university time table might clash with it later in the year.  Cllr. Mills suggested when Cllr. Green could not attend that perhaps another councillor could attend if permitted.

Karl June 10, 20158:58 PM

16. To consider DCC’s proposal of a proposed shared cycle/pedestrian route – A616 Clowne to Creswell (Cllr T Munro)
Cllr. Munro gave further information on the proposal that Cllr. McGregor had raised at the previous meeting.  Cllr. Munro has spoken with the person named on the proposal about an extension on the deadline which was 5th June so it could be discussed at this meeting.

Cllr. McGregor raised what he thought were the main issues with the proposals and that it was likely it would be withdrawn.  From Gapsick Lane to the start of the scheme is 200m, so people would have to use the road to get on the path, at the other end there is 100m where the road would need to be used.  In between there are two sections where cyclists should dismount and walk to the next section before remounting.

The area is also part of Markland Grips an SSSI.  Cllr. McGregor urged the council to consider these points in their decision.

A member of the public asked how much money had been wasted on coming up with this proposal.  Cllr. McGregor shared the concern.

The council agreed to raise their objections to it.

Karl June 10, 20159:02 PM

17. To consider accepting the revised Terms of Reference for the Whitwell Community Centre Management Committee.
Cllr. Mills stated that the terms of reference should state that a user group representative may not represent more than one user group.  A member of the public informed that this is already stated in the constitution of the community centre.  The wording was amended to state this and the document was accepted.

Karl June 10, 20159:07 PM

18. To consider advice received from NALC and acceptance of BDC’s lease for the parish Store.
Cllr. Mills asked if it states who maintains the fabric of the building.

Cllr. Munro asked if this should be run past the council’s solicitors.  Cllr. Maiden informed that the council currently has no solicitors on retainer.

The Clerk informed that NALC had given advice that as long as the lease is not excluded from the Landlord and Tenant Act.  The Clerk informed that the lease is not excluded from the Act, she also informed that there was no break clause.  Cllr. F Rapsin thought that in a 5 year lease there was no need.  Cllr. Maiden stated there is no alternative suitable property.

The lease was agreed.

Karl June 10, 20159:09 PM

19.1. BDC – Reply regarding the old Co-op building on Welbeck Street
BDC apologised for the delay in replying since it was raised in November 2014.  It does not currently in a bad enough state for a Section 215 notice to be served.  The council will be keeping an eye on the site however.  Cllr. Munro asked that BDC investigate the alarms that sometime go off for long periods along with flashing security lights that are disturbing residents.

Karl June 10, 20159:11 PM

19.2. Nottinghamshire CC Consultation on part 2 of the replacement Waste Local Plan
The Clerk provided details on the document and consultation.  It was thought that this would not have any direct effect on Whitwell and the content was noted.

Karl June 10, 20159:11 PM

19.3. DALC Circular No. 14/2015 – DALC Website/NALC co-option/Electronic Summons/ Training/New Transparency Code/Big Lunch/NALC Procurement Toolkit/Connecting Derbyshire.

Karl June 10, 20159:12 PM

19.4 Rachel Lister – Thomas Lister Limited.

The date for submissions for purchase of the Southfield Lane site has been set at 24th June.

Karl June 10, 20159:14 PM

19.5 Invitation to Council’s to Exhibition at Creswell Crags

Invitation to Mrs. Delaney exhibition at the Crags on 19th June with items of decoupage loaned from the British Museum.  Cllr. Munro will be attending and Cllr. F Rapsin will try to attend as well.

Karl June 10, 20159:14 PM

20. Planning Matters
There were none.

Karl June 10, 20159:20 PM

21. Progress Reports
Cllr. Munro reported on the parish plan meeting which was very successful and positive.  It discussed Neighbourhood Plans and Parish Plans as well as an update from BDC on their neighbour plan plans.  Whitwell would be in the Clowne Cluster with Clowne, Creswell, Barlborough and Hodthorpe & Belph.

Ideas of what might be in the plan were discussed and an agenda for the next meeting.  The next meeting will be 6th July at 19:30 in the Meeting Room.

Cllr. Ellis said he had read the notes as he was at the Scouts Group on a Monday.

Cllr. J Raspin updated on the playscheme recruitment and that there had not been as many applicants as normal for running the scheme.  Cllr. Maiden asked who was carrying out the interviewing and was provided with the information.

Cllr. Munro will be sending an email as requested to setup a meeting for the IT Working Group.

Karl June 10, 20159:21 PM

22. Date of Next Meeting 
Wednesday 8th July 19:00

Karl June 10, 20159:24 PM

23. Fifteen minute public session for members of the public to comment on items discussed at this meeting (no decisions can be made on any items raised in this session)
A member of the public raised an observation about finances that there have been ongoing issues.  He asked if there was a specific member of the council who was appointed to oversee finance issues and that maybe they should and appropriate training be giving.  Cllr. Munro agreed that it is something that needs to be addressed.  The member of the public offered to provide basic advice if required as Cllr. Maiden thought DALC had no such appropriate course.

A member of the public commented on the proposed cycle route and that the grass verges are important locally for glow-worms, there was a small debate on where the SSSI extended to.

Karl June 10, 20159:49 PM

24. To consider a resolution under the Public Bodies (Admission to Meetings Act 1960) to exclude members of the public and press from the remainder of the meeting on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.

[Delayed due to being kicked out]

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