PC Meeting Minutes 19th March 2019
MINUTES OF THE PARISH COUNCIL MEETING HELD ON MARCH 19th 2019 AT 7.45PM IN THE VILLAGE HUT.
PUBLIC FORUM, 7.30pm. No members of the public were present.
Cllr Mrs Murphy-Mann reported that a light at the Hut had been shown as repaired but was still not working. Also pot holes on the west side of Swaton had also shown as being repaired, but were still pot holes. Both of these to be re-reported by the Clerk.
Cllr Mrs Penketh. A camper van has been going into North Drove emptying waste liquids – into the river over the bridge but some has been left on the bankside. PCSO Welby Everard to be notified.
The Chairman opened the meeting at 7.35pm.
PRESENT: Cllr A Deptford (Chairman) Cllrs Mrs E Penketh, Mrs Murphy-Mann, A Wilson, C Richardson, and village representatives Mrs J Patrick, C Campion, and the Clerk, Mrs S McIntyre
APOLOGIES FOR ABSENCE. There were none.
DECLARATIONS OF INTEREST/DISPENSATIONS. Block exemption granted by the Clerk for matters in connection with the Swaton Play area, including the planning application.
SIGNING OF THE MINUTES - Clerks’ Notes from the meeting of Jan 15thth, 2019. Cllr Wilson proposed and Cllr Mrs Penketh seconded that these be approved as a true record. All agreed, the Resolution was passed, the Chairman signed the Minutes.
COUNTY/DISTRICT/POLICE MATTERS. No representatives present. C/Cllr Young and PCSO Welby-Everard had both replied giving reasons for their non attendance at meetings.
PLAY AREA UPDATE. Block Dispensation. Cllr Wilson has made a start fabricating the goal posts. The chain link for the fencing is being stored. It was noted that the fencing will now be all black and not black & green as originally planned due to adverse comments from neighbours. Remaining expenditure is for galvanising, gravel boards and fixings. Completion hoped for by May. Cllr Mrs Penketh reported the Co-op grant was unsuccessful, a larger neighbouring village had more votes. A small Calor gas grant has been applied for, but it will also rely on votes. The RAF Hive gift Shop at the Brunei Centre also dispenses small local grants.
COMMUNITY SPEEDWATCH. Mr Lukjaniec to be asked for an update.
GDPR AND INFORMATION COMMISSIONER. Advice from LALC regarding registering with the I.C.O. was discussed. Cllr Deptford proposed the PC should not register with the I.C.O., this was seconded by Cllr Wilson. Vote – 4 for, 1 against. The Resolution was passed.
GDPR Documents to be accepted: General Privacy Notice; Subject Access Request Procedure; Data Breach Policy, Publication Scheme, Data Protection Policy, Records Retention Policy. All Councillors completed Security Compliance Checklist. The Data Protection Policy will be amended to reflect the the I.C.O. decision. It was proposed by Cllr Wilson and seconded by Cllr Mrs Murphy-Mann that these be adopted en bloc. All agreed, the Resolution was passed. The Clerk to date all the documents and send to the Chairman for the website.
ELECTION MATTERS. Nomination packs collected, timescales listed candidates encouraged to book informal check prior to submission. The Chairman asked all Cllrs and prospective Councillors to remain after the meeting to go through their nomination packs. Posters and other information is being displayed as information comes through.
FINANCE –
Monthly report from RFO had been circulated and explained. It was proposed by Cllr Richardson, and seconded by Cllr Wilson that the report be accepted, and the below BACS payments and cheque approved. All agreed, the resolution was passed.
Signing of Cheques and approval of BACS payments.
Mrs S McIntyre BACS Expenses Mar/April £23.00
LALC BACS meals Clerk/Chair training £25.50
See Resolution item 11.
LALC BACS Annual subs 1/4/19 £73.20
LALC BACS Annual Training scheme £78.00 1/4/19
Digital VAT Notification . Councils not registered for VAT will be required to register for digital VAT notification sometime after October 2019.
CLERK’s REPORT AND UPDATES.
ATTENDANCE AT MEETINGS BY C/CLLR AND POLICE. See Item 4.
LCC Grass Cutting Agreement 2019. 8.10pm It was proposed by Cllr Mrs Penketh and seconded by Cllr Richardson that this item should be in closed session due to the sensitive nature of the item. All agreed. After discussion it was agreed to write to LCC with some further questions relating to the requirements of the agreement.
The meeting was re-opened at 8.17pm.
VOTING IN 2019 . All NKDC electors need to produce ID. Posters received.
ROAD CLOSURE. Parson’s Drove. 8/4/19-13/9/19 – up to 7 days as and when required.
REPORTING HIGHWAYS ISSUES. Details circulated. Noted.
INVITATION. Western Power – Annual Stakeholders Workshops.
MINERALS AND WASTE. Notification of Consultation – circulated.
NKDC – Revised Code of Conduct. Proposed by Cllr Deptford and seconded by Cllr Mrs Penketh that Swaton PC adopts the NKDC Code of Conduct on May 7th – the start date for this Code. All agreed, the Resolution was passed.
EXTERNAL AUDITOR WEBINAR – available after March 19th. Cllr Deptford to access.
LALC NEWS and TRAINING.
LALC NEWS - circulated. Training events noted.
LALC Annual Subs and Training Scheme. See Item 9. It was proposed by Cllr Richardson and seconded by Cllr Mrs Penketh that after April 1st, the Parish Council pays the LALC membership and also joins the Annual Training Scheme for 2019/20. All agreed.
Join the Dots Event Jan 29th. Cllr Mrs Penketh attended.
Prospective Cllr Briefing, March 6th. Mrs Patrick and Mr Campion attended.
Chairman and Clerk Training. Cllr Mrs Penketh and the Clerk attended.
Clustering Questionnaire. Cllr Mrs Penketh will complete and submit.
PLANNING: 18/0765/FUL. Erection of 3m chain-link ball fencing and 4.5m high pyramid climbing net – Swaton Playing Fields. Noted.
18/1366 FUL. Notification of Appeal. Church House. Noted.
URGENT MATTERS FOR DISCUSSION. Insurance Renewal June 1st – check details.
DATE OF NEXT MEETING. Tues. May 14th. ANNUAL PARISH MEETING 7.30pm followed by ANNUAL MEETING OF THE PARISH COUNCIL – the first one for the new Council.
The meeting closed at 8.40pm.