Present: Cllrs: E Fairclough (Chair), K Shaw, S Leith, C
Wagstaff, P Lee, S Birkby, T Saunders and C Pearson
In attendance: Ward Councillor M Cummings, WMDC’s Monitoring Officer, PC Steel, the
Clerk to the Council and three members of the public.
133.
To receive apologies for absence.
Apologies were received from Cllrs A
Manifield, Cllr F Heptinstall WMDC (Ward Councillors).
134.
To receive declarations of interest.
None.
The Chair made a brief announcement
that she would not allow any disruptions or discourteous behaviour during the
meeting.
135.
To approve the minutes of the Parish Council
meetings held on 1st December 2020.
Cllr Lee noted a statement could be added to
the minutes to reflect the financial balances were not available for general
expenditure. The Clerk noted this motion was not itemised for today’s meeting
and could be itemised at a subsequent meeting.
Resolved to approve the minutes of the meeting held on 1st
December 2020 without amendment as a correct record.
136.
To be notified of matters accomplished or arisen
since the last meeting not included elsewhere on the agenda.
None.
137.
Public
forum session – To permit members of the public to make representations, answer
questions, and give evidence in respect of any item of business included in the
agenda.
A member of the
public asked if any progress had been made regarding the bench that was removed
from the War Memorial. The Clerk informed him the Council still awaited a quote
for its refurbishment.
138.
To receive a report on the
PC Steel shared the SAFE report for December 2020 and noted speeding
patrols had been conducted following ongoing complaints of speeding at various locations
around the village. Patrols will also be made close to zebra crossing on Shay
Lane following reports of cars parking on it.
Enforcement Officers to be dispatched once schools return with a
possibility of visiting the school to undertake road safety discussions. PC Steel
also noted several officers were available to undertake patrols during unsociable
hours to deal with thefts and burglaries.
The Chair thanked PC Steel for all the police’s efforts during this
time.
Resolved to note the report.
139.
To receive reports from WMDC Ward 5 Councillors.
Cllr Cummings wished
all members a Happy New Year and provided the following updates:
·
The gulley on School Lane had been jetted and required some intervention;
·
Awaiting update on cars parking on the grass verge at the Nature reserve
·
One-way system on School Lane had been previously considered and Highways
do not see it necessary following resident objections raised previously;
·
Full consultations will take place on the possibility of reopening the Midland
railway if any plans are submitted;
·
A request was submitted for the Golden River traffic survey and await an
update.
A councillor noted on
the issue of parking at the Nature Reserve, it appears possible for WMDC to
extend the car park at the Colliery if a tree was removed. A site visit to be arranged
to investigate this.
Resolved
to note
the reports.
140.
To
receive training from the Monitoring Officer (MO) on Code of Conduct and social
media.
The MO introduced herself as the Monitoring
Officer at WMDC and the relevant person tasked in dealing with any complaints against
District and Parish Councillors. The
role is limited to behavioural complaints and not operational decisions.
The Localism Act requires Parish Councils to
adopt a Code of Conduct and a process to register pecuniary interests. Failure to disclose pecuniary interests is a
criminal offence with investigations undertaken by WMDC. The MO briefly
discussed dispensations can be granted when a pecuniary interest is identified
and discussed pre-determination.
The MO provided two legal cases whereby parish
councillors had conduct complaints submitted against them following
disagreements with other members or staff, leading to investigations and long-standing
legal proceedings. Ultimately, whilst
disagreements and difference of opinions can happen, it is important to remember
a decision by a parish council is a collective decision even if a member
personally disagrees with it.
The MO updated members on the new Model
Councillor Code of Conduct recently adopted by the Local Government Association
on 3rd December 2020 and noted this will be recommended to WMDC for
adoption.
The Chair thanked the MO for the useful update
and noted members’ interest to review the Parish Council’s own Code of Conduct in
light of the new Model Code.
A question was raised to query the difference,
if any, in terminology referring to personal and prejudicial interests against
disclosable pecuniary and other interests.
The MO clarified the correct and up-to-date terminology was pecuniary
interests which related to financial or monetary interests. Other interests are
advisable to be disclosed for transparency reasons, but members can still vote,
and no dispensations are required. These can include bodies and associations which
members are attributable to or affiliated with.
141.
Finance & Governance
1. To approve accounts to be paid, already paid under delegated powers and
income received December 2020.
The Clerk submitted details (copy attached
to minutes) of accounts paid totalling £2,759.36 for December 2020, and income
received of £3,594.24. This includes a further two tranches of payments following a successful COVID
grant application from WMDC. A Councillor wished to thank the Clerk for submitting
this application as some Parish Council’s had failed to secure the grant.
The account balances at the end of December
2020 are:
Current a/c: £3,679.80
Barclays Business Res a/c: £35,631.39
HSBC deposit a/c: £50,915.01
Total £90,226.20
Resolved: to
approve the financial statements and payments.
2. To consider
a budget for 21/22.
Following some initial queries, the Clerk clarified
the forecasted balances for year end 2021 and 2022 were just forecasts that are
liable to change. The Clerk advised the
Council’s general reserves at year end 2021 would be higher than expected due
to projects being delayed because of the pandemic. It was suggested the level of
reserves be reviewed in April 2020 and funds transferred to ear-marked reserves
for completion in 2021/2022.
Discussion took place regarding an acceptable level
of general reserves. Considering the internal
auditor’s advice and the Practitioners Guide (2019) for the preparation of
accounting and governance statements, the Clerk considered the acceptable level
based on last year’s expenditure to be in between £13,750 to £27,500. The proposed budget complies with this. The Clerk clarified the external auditor would
query high levels of reserves greater than the precept and would expect to see
this ring-fenced in ear-marked reserves.
Explanations can be offered regarding the successful recovery of loss and
delayed projects if general reserves remained higher even after ring-fencing.
Resolved to approve the circulated budget.
3.
To consider the precept for 2021/22.
The Clerk circulated the proposed precept based on the budget. It was noted this was in line the projected income/expenditure. Members noted the tax base was slightly higher
and therefore the increase in the precept would not a negligible increase on
electors.
Resolved to
increase the precept from £38,000 to £39,000.
4.
To consider hire charges for 2021/22 and to review the policy
for charitable lettings.
Discussion took place surrounding the Parish Council’s
intentions to align rates and accordingly, a proposal was submitted to increase
existing children’s and communal groups rates by 50pence per hour for use of
the hall. A counterproposal was submitted to increase the children’s groups
rates by 50pence p/h and communal groups by £1.00 p/h. The counterproposal was carried. A proposal
to increase the existing commercial rate by 50pence p/h for the committee room
was also carried. It was noted
significant refurbishment of the hall had taken place over the last two year and
increased charges, whilst they would not cover these costs, they would partially
fund them.
Resolved from 1st April 2021
(i)
to increase existing children’s and communal hirer rates by 50pence and £1
per hour respectively for use of the hall
(ii)
to increase existing commercial hirers rate by 50pence p/h for use of the
committee room
(iii)
all other rates to remain the same.
(iv)
to approve the policy for charitable lettings unchanged for 2021.
5.
To consider
renewal of SLCC membership for 2021
Resolved
to
approve renewal at a cost of £166 for 2021.
142.
To consider correspondence received.
The Clerk summarised the correspondence received
this month and listed the invitations. The Clerk noted WMDC’s change of policy to
pay the full precept upfront in April 2021 rather than two instalments.
Resolved
to note all
other correspondence.
143.
Planning Working Party.
1. To
consider planning applications validated and decided December 2020.
There have been 2 applications validated and 1 application
decided since the last meeting.
Resolved to note the remaining validated and decided applications.
2. To
consider request to support planning application 20/01369/FUL.
The
Clerk noted a request had been submitted to support the planning application (20/01369/FUL)
for the market stalls following several resident objections. It was noted a resident had contacted the
Parish Council to object to this planning application who was referred to WMDC
as the planning authority. The Clerk
noted as part of the request, the applicant specified the markets would run on
a weekly basis from 10am to 2pm for local businesses.
A Councillor
had reviewed the documents on the planning portal and noted a Heritage Impact
Assessment had not been submitted in compliance with the Neighbourhood Plan. It was also thought WMDC had a policy to
limit markets to 4 per annum at a specified location. Finally, it was discussed
except for the Waterton Green development, which was an exceptional case, the
Parish Council has not supported any planning application in order to remain
impartial.
Resolved to respond noting that it is the Parish Council’s policy not to support individual applications in order to remain impartial.
144.
Village Hall and Coronation Cottage Working
Party
1.To agree the date of
holiday closures of the Village Hall.
The
Clerk confirmed arrangements are made with the caretaker, should any bookings
be requested over the Christmas period.
Resolved
to close all bank holidays and
between 24th to 30st August 2021 and 27th December to 2nd
January 2022.
2.
To consider
request to store Walton’s Nordic Walking Group’s poles at the Village Hall.
Members
noted previous requests for storage were declined on the basis the only available
space is in the cellar and this required the caretaker to lift potentially
heavy items, open and close specifically for access. It was discussed the Community centre may
have availability for storage.
Resolved
to decline the request for
fairness and to comply with existing risk assessments regarding tasks
undertaken by the caretaker.
3.
To consider
and approve quote for CCTV survey and jet washing of drains at the Village
Hall.
The work was recommended by the Working party and £1,000
had been budgeted for this work. The
contractor is the same contractor that completed the survey in 2009. The work will
be scheduled as soon as possible while the hall was closed.
Resolved to approve the quote at a cost of £995 plus VAT.
4.
To
consider quotes for the sanding and sealing of the floor at the Village Hall.
The work had been recommended by the working party as the floor was last
sanded/sealed in summer 2012 with some water damage evident following the roof
leak. A budget of £2,200 has been included
in this financial year. All three contractors were recommended by individuals
managing village halls. It was agreed,
following recent installation of new curtains, an industrial vacuum is a condition
to minimise dust. It was agreed to award the contract to the cheapest contractor
with an industrial vacuum. It was noted a
fourth coat was offered by one contractor and if this is possible, should be pursued
as the increased costs is negligible against the benefit. The Clerk noted the
cheapest contractor required the payment of a deposit of 30%. It was agreed to
also sand and seal the stage within the specification.
Resolved
to award the contract to SandIt
flooring at a cost of £2,227.30 and authorise the Clerk to release the payment
of a 30% deposit.
5. To
receive Risk Assessment report on the external of Tennis Club.
Resolved
to defer item until Cllr
Carlon is in attendance.
145.
Recreation
Ground & Playgrounds Working Party
The
Clerk had been informed by WMDC the ROSPA inspection had been completed following
an update from WMDC and just awaiting the report. This will be itemised on the
agenda once received.
146.
Environmental
Improvements Working Party
1.
To consider quotes for summer hanging baskets
and/or Christmas trees for 2021
The Clerk
noted in line with the Council’s Financial Regulations, efforts were made to
obtain three quotes, but one contractor declined to quote based on workload. Accordingly, it was advised the Parish
Council to suspend Financial regulations.
Members noted the increased number of new sponsors last year due to the
popularity of the baskets and trees. It was proposed to increase the number of
licences from 40 to 50 columns. Members
preferred the hanging style baskets and noted these were the most financially
viable. The Clerk noted the cost of
hanging-style basket with a Christmas tree would be £110 per column. It was proposed to request £110 as the
sponsor price.
Resolved
(i)
Suspend
financial regulation 11(1)(h) and noted the cheapest
contractor was the same contractor the Parish Council has used for years.
(ii)
To
increase licences to 50 columns and increase cost to £110 per sponsor.
(iii)
to
approve the quote by First Impressions for the hanging-style baskets in the sum
of £3,100 plus VAT and £180 plus VAT for the 3 planters
(iv)
to
approve the quote by First Impressions for the Christmas trees for 2021 up to
sum of £2,250 plus VAT.
2.
To receive
a risk assessment report on the village seats and signs, bus shelter, war
memorial and Jubilee Field.
Cllr Saunders has inspected
the stone signs, seat, bus shelter and war memorial. Cllr Wagstaff there are no
issues with Jubilee Field and the reported sewerage leak was not evident on field.
Resolved
(i)
to
request WMDC remove bench No 2 due to its state of disrepair.
(ii) Numbers 3, 4, 22 and 23 to be
refurbished; number 7 to have bolt repaired and replace number 9.
(iii)
To reinstate
the black paint on the stone sign on Oakenshaw Lane.
(iv)
To request
if the School would remove the Holly sapling and the sapling that obscures the
view of oncoming buses from the window in the bus shelter.
147.
To consider
updating Complaints policy.
The Clerk noted the
current policy was dated and did not signpost to other adopted updated/policies. The current draft is based on model templates
provided by YLCA and SLCC. This sets out
a comprehensive procedure, detailing roles, and expectations of all involved. It also lists the areas which the Council are
responsible for and subject matters that need to be referred to other parties
such as WMDC for highway issues.
Resolved to update the Complaints with the proposed
policy and add to the website.
Meeting closed at 10 pm.