CR/FEB/2023
CLAWSON, HOSE & HARBY PARISH COUNCIL
REPORT BY THE CLERK TO THE PARISH COUNCIL FOR THE ORDINARY MEETING TO BE HELD ON MONDAY 20TH FEBRUARY 2023 AT VALLEY CHRISTIAN FELLOWSHIP SMALL HALL, HARBY STARTING AT 7PM
The Ordinary Meeting will start at 7pm but postponed for 15 minutes should any member of the public, Borough/County Councillor or Police representative wish to discuss any matter with, or give a report to, the Parish Council
1 COUNCILLORS PRESENT & APOLOGIES FOR ABSENCE
2 NOTIFICATION OF DECLARATION OF INTERESTS
3 MINUTES OF THE ORDINARY MEETING dated 16th January 2023 (copy attached)
4 PLANNING MATTERS
4a Planning Decisions – Permission granted
Permission refused
4b Appeals lodged / Inspector’s decisions/Withdrawn applications
4c Planning Applications
i 21/01193/FUL ‘Headland Farm’ 36 West End, Long Clawson Proposed conversion and extension of existing dwelling to form two dwellings AMENDED PLANS 19.1.23
ii 23/00018/GDOOTH Grass verge OS476132 329501, Waltham Lane, Harby Mast and associated supporting apparatus. Deadline of 13.2.23. Observations from Chairman sent 13.2.23
iii 23/00036/FUL ‘Castle View’ Hickling Lane, Long Clawson Extensions and alterations to existing dwelling, along with change of use of a piece of land to residential curtilage and new garage
4d Planning Correspondence
i Senior Planning Development Officer 27.1.23: 22/00852/REM ‘1 Waltham Lane, Long Clawson’ Workshop meeting on 9.3.23 6pm (copy Cllrs 29.1.23)
MATTERS TO REPORT
5a Items requiring action from Cllrs/third parties
i 22/95h Cllr McCulloch quote for revarnishing bus shelter at Boyer’s Orchard
ii 22/95i Cllr Cheetham follow up damage to Pingle fence possible insurance claim
5b PC Land
Grounds Maintenance
i Handyman report & work record/checklist
ii Quotes received for works
5c Car Parks
5d Cemetery & Closed Churchyards
22/95d Additional clearing work at LC Cemetery
5e Allotments & Summer Keeps
5f Community Orchards
II
5g Street Lighting
5h Street Furniture (including bus shelters)
5i Playgrounds
i Damage to chain cover pod swing The Leys, Harby reported by Handyman. Proludic quote of £663.50 (budget available £1100)
ii Playground Supplies Ltd 13.2.23: Quarterly playground inspection (copy Cllrs 13.2.23)
5j Traffic (including TTROs)
i LCC 29.1.23: TTRO Hickling Lane, Long Clawson 5 day closure starting 20.3.23 (copy Cllrs 1.2.23 & LC PC noticeboards)
ii LCC 24.1.23: TTRO Boyer’s Orchard, Harby 3 day closure from 7.2.23 (copy Harby Cllrs 2.2.23 & Harby PC noticeboards)
iii LCC 15.2.23: TTRO Pasture Lane, Hose 3 day closure from 12.4.23 (copy Hose Cllrs 15.2.23 & Hose PC noticeboard)
5k Training:
5l Incident Register
5m Reports / Comments from Cllrs
a To consider actions and progress so far from Community Actions Working Groups:
Environmental – Cllrs Cheetham, Oldershaw & Simpkin
Transport – Cllrs Dunn, Heald & McCulloch
Community Facilities – Cllrs Cheetham & Dames
b Comments / concerns from Cllrs
5n 19/50 Reports from PC Village Hall Representatives
5o Report from Clerk
i
6 FINANCE
6a Financial Correspondence (including Remittance Advice)
i LRALC 23.1.23: Internal Audit 2022/23 financial year & invoice (below)
6b Accounts for Payment
Budget review to end of January bank statements & invoices below will be available for inspection.
Bank statements to be reconciled by a different Cllr each month, following reconciliation by clerk.
Invoices to be checked/initialed by a Cllr before the meeting.
i TSB Bank plc (DD) £8.00 Bank charges
ii NEST (DD) £50.31 Pension contribution
iii HMRC (Bacs) £147.02 Tax & NI
iv Mr A Najdowski (Bacs) £303.53 Wages & expenses
v Mrs E Crowther (Bacs) £750.50 Consultant interim clerk
vi Long Clawson Village Hall (Bacs) £34.50 Room hire 16.1.23
vii LRALC (Bacs) £260.00 Internal audit service 22/23
viii Npower Business Solutions (Bacs) £643.42 Electricity Jan 2023
ix Playground Supplies Ltd (Bacs) £330.00 Quarterly inspection Feb
x LRALC (Bacs) £30.00 Clerk training Nov 2022
xi Waterplus (Bacs) £6.75 Water bill LC cemetery
xii Richard Scarborough (Bacs) £500.00 Clearing work LC Cemetery
7 CORRESPONDENCE
7a Correspondence for Information
i Elections Assistant MBC 6.2.23 & 15.2.23:
• PC Elections 4.5.23 timetable for candidates (copy Cllrs 7.2.23)
• Guidance for Parish Council Elections (copy Cllrs 15.2.23)
ii Leicestershire Neighbourhood Watch 15.2.23: Annual Report (copy Cllrs 15.2.23)
III
7b Correspondence for Discussion (detailed below & available to Cllrs)
i Lincoln TOWC 29.1.23: Request to use Leys playing field Sunday 16.4.23 (copy Cllrs 29.1.23)
ii Mr D Bunten 27.1.23: Disabled car parking spaces at The Sands, LC (copy Cllrs 29.1.23)
iii Finding Fitness Ltd 31.1.23: Climbing wall (copy Cllrs 31.1.23)
iv LCC Access Officer 30.1.23: Public Rights of Way Volunteers Training session 23.2.23 (copy Cllrs 31.1.23)
v A Buchan 30.1.23: Complaints about public footpath and canal path, Canal Lane
vi The King’s Coronation Celebrations:
– Events Team LCC 17.1.23: street party road closure arrangements (copy Cllrs 19.1.23)
– Harby Village Hall Committee 13.2.23: request to use the Leys for village picnic 7.5.23 (copy Cllrs 13.2.23)
vii LC resident 2.2.23: Request for dog waste bin at East End, LC (copy Cllrs 2.2.23)
viii Strategic Lead Safer Communities 2.2.23: Community payback (copy Cllrs 2.2.23)
7c Urgent correspondence received after the clerk’s report and requiring discussion
8 THE LEYS, HARBY:
a 22/95c car park padlock
b 22/95n new village hall
9 REQUEST FROM HARBY VILLAGE HALL COMMITTEE FOR RELEASE OF £5510 FROM THE BEQUEST OF £5553.31 OF THE LATE MR CHRISTOPHER ROLAND GALE TOWARDS PROVISION OF DEFIBRILLATOR MACHINES IN HARBY
10 GROUNDS MAINTENANCE CONTRACT 2023/24
11 RENEWAL OF WEBSITE CONTRACT WEF 21.4.23 £740
A vote will be taken prior to the next item of business on the agenda to exclude the public and the press under the 1960 Act due to the nature of the business to be transacted
12 NEW CLERK RECRUITMENT
a Remuneration
b Mileage & Expenses
Clerk to Clawson Hose & Harby Parish Council – clerk@chhparishcouncil.co.uk – or http://www.chhparishcouncil.co.uk. Any member of the public may take photographs, film or audio-record the proceedings of, and report on, all Parish Council meetings
IV
MATTERS NOT FOR DISCUSSION UNLESS REQUESTED
The following items required no further action and are discharged:
22/45 Councillors Present & Apologies for Absence
22/46 Notification of Declaration of Interests
Necessary actions have been taken on the following items and discharged:
(Cllrs confirm where necessary)
22/47 Minutes of Previous Meeting
22/48 Planning Matters
22/49 Matters to Report
22/50 Finance (including Accounts for Payment)
22/51 Correspondence
22/55 Next meeting – 17th October 2022 at 7pm – Ordinary Parish Council Meeting: Long Clawson Village Hall, Lounge
22/56 Appointment of Clerk
22/57 Matters Ongoing
21/107b Ci Repairs to fence around The Pingle, LC – completed by Handy man and inspected by Parish Clerk
21/161o iii MBC Grass Cutting –payment for 2021-22 and 2022-23 received
20/173e Cii & iii – Clerk to obtain quotes for benches for The Pingle, LC & The Leys, Harby: quotes received. See agenda item ????
22/36b Bi – Replacement picnic table on The Leys – quote for replacement received. See resolution ??? above..
22/36h ii – Repair broken window in telephone kiosk at The Sands : Clerk confirmed no repair necessary
22/52 22/54, 22/29 – New Harby Village Hall / Leys – Cllr Cheetham to liaise with Paul Towns. See agenda item ??? above
V
Responses awaited to actions on the following items:
19/67d A – Cllr Heald asking volunteers to move boulders in bark area, The Leys, to clear fall space – It was suggested that the PC await advice following the May / June ROSPA inspection. Clerk to obtain quotes.
Handyman has measured distance between boulders: Minimum = 59cm, Maximum = 1m. Clerk to check with playground inspector for further advice.
20/45dv Application to prune back a weak branch of a sycamore in St Remigius Churchyard – awaiting approval
&21/12di from MBC – Approval confirmed. Clerk submitted new request to diocese
20/79 Clerk to obtain quotes for repainting gates at LC Cemetery, maintenance of roundabout at Hose Park and new PC signs in car parks and cemetery.
20/96 20/81, 20/35 – Website Accessibility – Clerk to ensure all documents from 2018 are compliant
20/157 To consider establishing a Local Nature Reserve (LNR) along a stretch of the Grantham Canal – Jane Fraser to apply to the boundary and contact the PC in due course.
21/26i ii – PC to set up working group to address items identified in 2021 RoSPA reports
21/37g i & ii – Permit required for new streetlight column? E.ON to check – Paperwork for Section 50 Licence now with E.ON to complete
21/107c i – The Leys Car Park replacement height sign – awaiting installation by supplier.
21/107g v / 20/118k iv – Connection of electricity to new S/L columns on East End, LC – WPD state this should be done by May 2022 (including removal of old wooden poles). Clerk to keep checking.
21/113 21/97 – Resolution to approve the Parish Council handling and managing a designated account for the Hose Climbing Frame Fundraising Group – Awaiting response from Hose Park Trustees and the fundraising group.
21/141 Replacement defibrillator (Hose) paid for with CHT. Awaiting installation on the external wall of The Forge.
.
22/05 Review of Inventory of Land – Land / Asset Register to be formalised to include all land owned by the PC
22/36i iii – Response from MBC re. length of time taken to receive RoSPA playground inspection report.
22/49g ii – Replacement lantern and bracket for S/L 39 Harby – awaiting quotation from E.ON
Items awaiting further action which may not yet be discharged
A Tasks Outstanding – Clerk
18/121 / Contact owners of unstable headstones in the cemetery where known and place a notice in the Melton
22/14d Times, Clawson Clarion & Hose Piper, PC notice boards & gates asking for owners to contact the clerk. Plan updated with memorial details
19/115 & 19/97bi Amended Tree Policy – It was agreed that the clerk would contact LRALC and/or NALC to obtain guidance on the definition of risk before re-drafting and circulating the Tree Policy to all Cllrs for approval.
19/67fi Input data re streetlight pole checking on spreadsheet – Cllr Adams to begin this.
19/67fiii Amend Appendix B scale of fees & charges of Cemetery Rules & Regulations
20/63 20/41 – To discuss and plan repairs to Hose Churchyard wall
20/154h iii – Clerk / Chairman to investigate cost of fencing for LC Cemetery for a future meeting.
21/16 Resolution to consider and approve ‘Chairman’s Box File’ – Clerk to set up
21/28b iv – Clerk to take photos of Cllrs for the PC website
21/107d i – Horse chestnut tree at Hose Church – Cllr Cheetham and Clerk to obtain quotes, liaise with diocese and apply for permission for tree work from MBC.
22/27 Internal Audit Actions – PC website, cloud storage facility, Equal Opportunities, Complaints Procedure & Data Protection Policy
22/38c Clerk to add info on Ultrafast Broadband in Hose to PC website
B Deferred Items/Reminders for Future Tasks
15/167dA Online ‘Get Mapping’ of PC property recording unique ref numbers/inspection dates (ongoing)
18/66 Review LC cemetery charges every 4 years – next due 2022
19/22 Street light PC pole/column checking every 5 years – next due 2024
20/127 To consider whether the PC should have an investment strategy and policy
VI
21/58b Cii – Village Greens – Annual reminders re parking, storage and access over Village Greens (Oct 2022)
22/95g Street light repairs and repeat failures – agenda for when a permanent clerk is in post
22/100 Review of Cemetery charges – comparable Diocesan charges needed
