Minutes of the Meeting 4th September 2023
LONG BENNINGTON PARISH COUNCIL
APPROVED MINUTES of the Parish Council Meeting
Held Monday 4th September 2023
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Public Forum |
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2 members of the public attended. No issues raised. |
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Meeting commenced at 7.01 pm |
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Present |
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Geoff Fearn (GF) Vice-Chairman, Jane Bell (JB), Mick Walker (MW), Mick Brooks (MB), Carole Lee (CL), Daryl Walton (DW), Ross Warman (RW), John Leventhall (JL) and Jane Evans, Parish Clerk |
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23/146 |
Apologies for Absence |
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Mark Newton (MN) Chairman and Paul Wood (PW) due to personal commitments, Iain Lyon (IL) due to work commitments and Alex Maughan (AM) due to County Councillor commitments elsewhere - apologies accepted. |
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23/147 |
Declarations of Interest. |
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To receive Disclosable Pecuniary Interests in accordance with the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012. MW declared a pecuniary interest in agenda item 12, payment of invoices. |
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23/148 |
Minutes & Matters Arising from Previous Meeting 7th August 2023 |
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Matters Arising 23/142 – contact with Whitakers about parking remains outstanding. ACTION CLERK
It was RESOLVED that the minutes be signed as a true record. |
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23/149 |
County Council Report |
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Councillors were referred to the email circulated prior to the meeting, providing updates on the Cycle Scheme, Moor Lane, Flood Scheme and the local Flood Action Group. It was confirmed the flood relief scheme is scheduled to be finished by the end of October. Overall, it was agreed the feedback regarding the works done so far is very positive. |
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23/150 |
District Council Report |
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No report |
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23/151 |
Planning |
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Applications - none Planning Approvals – see agenda, no comment required. Planning Refusals – none Planning Appeals/Withdrawals – none Other planning issues – GF referred to the archaeological survey proposed for the solar farm and advised it would be 12 months before work start to install the solar panels. |
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Section 106 Monies re Park View– to provide update on request for funding for car park and update on progress of plans for car park. |
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Councillors were advised the monies have been chased and it has been confirmed by Phil Jordan at SKDC that a new member of staff has been employed to deal with allocation of S106 monies and how the monies will be distributed will be looked at as a priority.
The deadline for the tenders has been reached with a short extension offered to one contractor who is waiting for suppliers to provide quotes for materials. Once this have been received, there will be three quotes to consider. |
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23/153 |
Village Hall Ownership Structure – to discuss current position |
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Councillors were referred to the Adie-Pepperdine common purpose agreement, that was circulated prior to the meeting, requiring signing on behalf of the PC. It was proposed, seconded and RESOLVED that the Chairman and Clerk can sign the agreement. ACTION CLERK/MN Councillors were advised that ID required for the solicitors to meet money laundering prevention rules, will be certified by Suzy Warman and appreciation was expressed by Councillors. Further discussion took place regarding the current position and current challenges. Councillors were then referred to the customer care letter that was circulated prior to the meeting. Councillors agreed the scope of work as detailed in the letter and the estimated fees of £6000 - £7000 +vat. It was RESOLVED the terms of engagement and terms and conditions can be accepted on behalf of the Parish Council and signed by the Chairman and Clerk. ACTION CLERK/MN |
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23/153 |
Gateway Project – to discuss progress |
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Councillors were advised the contractor employed to install the gates will have to be reviewed due to LCC criteria, requiring an accredited contractor. It was confirmed a local company has been approached for a quote. ACTION CLERK |
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23/154 |
Review of Policies – to confirm review of the following policies (as published on the PC website): Data Protection Policy, Data Breach Policy, General Privacy Policy, Records Retention Policy, CCTV Policy, Equality, Diversity and Inclusion Policy, Freedom of Information Policy, Grant Application Policy, Complaints Procedure, Model Publication Scheme, Social Media and Electronic Communications Policy and Whistleblowing Policy. |
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Councillors confirmed review of the above, all of which had been circulated for review prior to the meeting. The Grant Application Policy was discussed briefly, being a new policy and the adoption was confirmed. Councillors approved review of the remainder as detailed above. |
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23/155 |
Chairman’s and Clerk’s Report |
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Chairman’s Report No report Clerks Report Councillors were referred to the attached report. Item 4 – Witham Meadow. Cllrs were advise the clerk and IL had a joint site meeting to discuss the scope of works and the quotes/proposals were circulated ahead of the PC meeting. Councillors RESOLVED to approve option a for the storage shed foundation, costing £175 and installation of grasscrete base costing £675. Sufficient funds are available in the current budget and forms part of the plans included in the grant provision. |
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23/156 |
Finance |
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Councillors were referred to the attached schedule of invoices for payment totalling £8997.37 RESOLVED – to pay the invoices. ACTION Clerk to arrange payment. Monthly financial reports were provided, and no questions were raised. Community Cleaner hours worked and payment – approved.
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23/157 |
Reports |
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Playing Fields Management Committee – quotes for the carpark should be available for discussion at the October meeting. Village Hall Management Committee – no report but Cllrs discussed briefly the current RAAC issue with schools and it was agreed to check with the architect involved in the design for the village hall, what materials were used. ACTION CL School Liaison – no report Emergency Planning Group Report – no report Road Safety – MB expressed disappointment no progress has been made with discussions about double yellow lines in the village to improve road safety. Police Report – it was suggested and agreed to ask AM to contact the Police Commissioner about the lack of local policing. Footpaths & Streetlights – no report Witham Meadow – see clerks report |
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23/158 |
Correspondence |
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Councillors referred to attached list of correspondence received during the last month. Item 7 – it was agreed to support the national effort to protect neighbourhood plans and an email is to ne sent to the local MP. ACTION CLERK
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23/159 |
Items for next agenda and Parish News Report. |
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Next agenda – Village gateway, S106 monies/carpark tenders, Village Hall transfer of title
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23/160 |
Date of next meeting – 2nd October 2023 |
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Meeting Closed 8.07pm |
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Signed…………………………………. Designation …………………… Date ……………………. |