HARTINGTON NETHER QUARTER PARISH COUNCIL
A meeting of Hartington Nether Quarter Parish Council was held on Thursday, 9 April 2015 at
7.30 pm at Biggin Village Hall.
Present: J Coles, J Brindley, D Prince (for part of the meeting), Mrs J Griffiths and the clerk,
Mrs Hampson. There were 3 members of the public also in attendance.
15.4.1 Apologies
Apologies had been received in advance of the meeting from Mrs S McCurrach.
15.4.2 Declaration of personal/prejudicial interest of councillors
Mrs J Coles completed an entry in the register regarding agenda item 15.4.10. Mrs Coles also advised that she no longer had a pecuniary interest in the former mineral yard known as ‘The Rocks’.
15.4.3 Minutes of the previous meeting
The minutes of the previous meeting had been forwarded to all members in advance of the meeting and had been displayed on the noticeboard.
Resolved: The minutes were accepted as a true record of proceedings (Prop JG Sec DP)
15.4.4 Matters arising from pre-meeting
There were no items to raise.
15.4.5 Public speaking procedures document
The parish council’s public speaking procedures document was presented to the members of the public to read in advance of the public speaking section.
15.4.6 Public speaking
The three members of the public had attended the meeting to report the same matter in Heathcote. Two of the residents from Heathcote reported that they had received, through their letter box, information about a proposal for a caravan site at a property in Heathcote. If achieved, this would result in a second caravans site in the small hamlet. They stated that in their opinion approximately 80% of Heathcote residents would be against the proposal for a second caravan site in Heathcote due to a lack of pavements; potential damage to verges; issues with traffic turning and increased traffic on unsuitable roads. The third member of the public shared many of the same opinions voiced by the other members of the public. He also reported some of the steps already taken to report concerns about the proposed caravan site. The Caravan Club, Natural England and Peak District National Park Authority (PDNPA) had also been contacted by the residents, prior to the meeting, expressing concern about disruption to the lives of the Heathcote residents. The names of officers consulted at PDNPA were provided. It was acknowledged that a formal planning application has not been received for the proposed caravan site but it was reported that the property concerned had previously operated a caravan site.
Resolved: The clerk to contact the named PDNPA planning officers to request up to date information on the proposed caravan site.
15.4.7 PCSO update
The PCSO was not present, however, she had reported to the clerk that a vehicle registration was required to pursue the matter any further regarding the alleged incidence of a gun shot being fired. Members reported that there had been an increased police presence in the village since the last meeting.
15.4.8 County and District Councillor updates
Neither the County nor District Councillor attended the meeting.
15.4.9 Highway issues
The clerk reported that Derbyshire County Council (DCC) had raised job sheets for some of the pot holes reported after the previous meeting. Back Lane remains in a poor condition. A new pot hole was reported adjacent to a man hole/grid between Heathcote Mere and Dale End. Members reported that some repairs had been made at Hall Bank, Hartington in the neighbouring parish.
Resolved: Clerk to report Back Lane again to DCC and to report the new pot hole near the man hole/grid at Heathcote.
15.4.10 Cemetery rules and regulations, condition of cemetery. Voles in the parish council cemetery
Mrs Brindley had forwarded an article to the News and Views regarding the condition of the parish council cemetery. Neither the clerk nor any members of the parish council had received any comments subsequent to the appearance of the article. Mrs Brindley reported that she thought there had been some improvement to the cemetery and Mrs Griffiths agreed. One of the graves had been flattened by the grounds person. A lengthy discussion took place regarding the parish council’s approach to ensure standards are maintained in the cemetery following guidance from Derbyshire Dales District Council (DDDC). Members discussed erecting a new noticeboard at the entrance to the parish council cemetery to ensure residents and family members receive the correct advice regarding memorials, permissions required in the cemetery etc. It was reported that at present, there are several items, in addition to approved memorials, which have been placed in the cemetery on graves but which have not been approved by the council nor relevant fees paid. These items are in addition to numerous jam jars and plant pots.
Mr Prince stated that he had placed an additional item on the grave of his late son but no details had been supplied in advance of placing this item to allow consideration to be given to the item by the clerk and the members of the parish council. He was advised that the item was therefore, presently unapproved but he stated that he intended to leave the item in situ. Mr Prince also requested a copy of the cemetery and memorial fees.
An application for a new memorial had been received with a request to include a football logo etched in to the base plinth. The clerk brought this before the council as this was the first request of its kind.
Mrs Griffiths also reported that the tree near the seat in the cemetery required attention as it is beginning to grow out of shape.
DDDC had confirmed that they offer a pest control service but stated that only water voles are protected species. This statement contradicts the advice previously received from the mole contractor.
Resolved: Members to visit the cemetery and to report back findings at the next parish council.
Resolved: Members to allow the additional time period to enable any further responses to be received following the News and Views article.
Resolved: Mrs Brindley to tidy some items in the cemetery.
Resolved: Members to review regulations at the next meeting with regard to additional items in the cemetery and to take an appropriate course of action.
Resolved: Clerk to forward a copy of cemetery and memorial fees to Mr Prince.
Resolved: The new memorial application was approved.
Resolved: Any future memorial applications to include logos will only be approved for small designs etched into the base plinth and not to appear on the vertical headstone.
Resolved: Clerk to investigate noticeboard suppliers with a view to obtaining costs to facilitate consideration for the purchase of a noticeboard at the next meeting.
Resolved: Clerk to contact the mole contractor again regarding removal of the voles from within the cemetery.
15.4.11 Defibrillator and publication of trained personnel
Members gave further consideration to the publication of personal details of the 23 trained persons. A condition of receiving free training in the use of the defibrillator was the publication of the names of those trained.
Resolved: To publish a list of names only of those trained to preserve the privacy of contact details of those involved.
Resolved: The list of names to appear in several places around the village with a request for residents to familiarise themselves with the names of trained personnel. This is in the interest of expediency in the event of a real emergency which may require the assistance of a trained person and the defibrillator.
Members also discussed the possibility of obtaining a second defibrillator and an appropriate location with an electricity supply for an outdoor installation cabinet.
Resolved: Clerk to contact DCC with regard to the possible use of a bus shelter and its electricity supply to place a second defibrillator.
Mrs Griffiths advised that the existing defibrillator cabinet had been updated to British Summer Time.
15.4.12 Heathcote Mere
Members were very sorry to hear of the recent death of a resident from Heathcote who had attended many parish council meetings. This resident’s son had previously rolled the left hand side of the verge at the front of the mere but the size of the roller used presented problems when getting close to the water’s edge of the mere. Members discussed some alternative suggestions. The clerk suggested approaching the Countryside Maintenance Team (CMT), associated with PDNPA, to enquire if they possess a smaller roller fit for the purpose of mowing the verge at this location and if this work would be within their remit.
Resolved: Clerk to contact CMT with regards to an appropriately sized roller and their costs to carry out the required work.
15.4.13 Website
In view of the new Transparency Code for Parish Councils, it will be a requirement to publish parish council material electronically in the very near future. The parish council will, therefore, need to operate its own website shortly. Members discussed website providers. Mrs Coles provided some costs which would be involved each year and how material is published and updated with a provide she is familiar with. The clerk had also viewed the website company’s details. Some information from DALC regarding possible grants had been received but the grants may not be available in time to comply with the Transparency Code deadlines.
Resolved: To place the item on the next agenda when more council members may be present to discuss the matter further.
15.4.14 New pension regulations
The clerk had registered details with the Pension Regulator. A staging date had not been received. The clerk had also been in contact with a low cost pension provider (NEST). From a telephone conversation NEST had advised that based on the salary of the grounds person, the parish council legally does not have to make any pension contributions to the grounds person due the salary being less than the monthly trigger amount of £833 per month. NEST would also take a 1.8% contribution charge and 0.3% annual fee for the employee.
Resolved: Clerk to contact the grounds person to relay the information above.
15.4.15 Elections
The closing date for receipt of nominations was the day after the meeting. All of the members present had completed nomination forms. At the time of the meeting, it was only known that five of the six members had completed nomination papers. The clerk reported that she had received an enquiry for an electoral roll number from a resident not presently a councillor.
15.4.16 Planning applications and planning sub-committee
A new planning application had been received for a garage and access at 4 Winds, Newhaven.
Resolved: Members supported the application. Clerk to advise PDNPA accordingly.
15.4.17 Items of account, salaries (including national pay award for clerks) and HMRC
Cq 815 S Hampson Reimbursement of expenses
Cq 816 S Hampson April net salary
*Cq 817 S Hampson Premises Allowance
Cq 818 G Tilson April net salary
Cq 819 Shelter Maintenance Ltd Bus shelter cleaning
Cq 820 DALC Annual subscription
*The clerk requested a review of the premises allowance which has remained the same amount for the last four years. This was previously £100 per year.
Resolved: To increase the clerk’s premises allowance to £120 per year.
A new direct debit mandate was completed for the wheeled bins in the parish council cemetery and signed by the chairman in the meeting. The clerk queried the number and size of bins required in the cemetery.
Resolved: Mrs Brindley and the clerk to check the wheeled bins.
15.4.18 Correspondence and communication
PDNPA had queried the previous resolution of the parish council not to sanction the removal of existing telegraph poles.
Resolved: Members upheld their previous decision; members do not wish the telegraph poles to be removed as the BT Open Reach poles still have to remain.
Resolved: Clerk to reaffirm the members’ decision with PDNPA
15.4.19 Items for the next agenda
The next meeting will be the annual parish council meeting and will have to follow the elections. Defibrillator(s), the cemetery, parish council website, donation to the playground committee, new noticeboard. Additional items to be compiled by the clerk.
15.4.20 Date of next meeting
Resolved: The date of the next meeting – 11 May 2015 following the elections
Part 2 –Confidential Information
To move the following resolution – “That in view of the confidential nature of the business about to be transacted (in respect of discussions concerning vexatious and repeated requests) it is advisable in the public interest, that the press and public be temporarily excluded and they are instructed to withdraw.”
15.4.21 Vexatious and repeated requests for information and adoption of policy
The clerk had received numerous emails, for the attention of the parish council members, from the same resident of the parish. The resident has also sent repeated emails and requests to other outside agencies regarding the same matter.
Resolved: To accept and adopt a ‘Vexatious and repeated requests for information’ policy with immediate effect.
The meeting was declared closed at 10.30 pm
Mrs S Hampson,
Clerk to the parish council
12 April 2015
©Hartington Nether Quarter Parish Council minutes remain draft until approved by the parish council at the next meeting.