Page 19 - April 2016 Issue 302

APRIL 2016
including the fire alarm.
b. Audit
i. Appointment of Internal Audit - It was recommended to approve Ireland & Company to conduct the internal audit.
ii. Review of Audit procedure – From the start of 2017/18 financial year smaller authorities, including parish councils, must choose to have an external auditor appointed to them by a new ‘sector-led body’ or procure their own. It was resolved to use the ‘sector-led body’ for a 5 year period.
c. Grant Aid - A request has been received from Meadows Sports Association Ltd for funding towards the cost of an ‘in and out entrance
and exit’ at their site on Leicester Road. Cllr
P Holdridge wished to declare a disclosable non-pecuniary interest. It was recommended to approve grant aid of £1,000.
d. Matters arising for information purposes – There were no matters arising.
e. Staff Matters – There were no staff matters.
It was resolved to approve the recommendations of the working party.
THE MEETING OF COUNTESTHORPE PARISH COUNCIL WAS HELD IN THE VILLAGE HALL, STATION ROAD, COUNTESTHORPE ON THURSDAY 11th FEBRUARY 2016 AT 7.30 PM WHEN THERE WERE PRESENT:
Chairman: M Gillespie
Councillors: M Baum, J A Collis-Smith, R Daw, E Garratt, D Jennings, J Jennings,S Kinvig, Mason,M Munn,L Pringle, M Smith, J Thacker and M Upton
Parish Council Manager: Mrs A Bates
Assistant Parish Council Manager: Mrs C Samuels
TERMS OF REFERENCE
It was resolved to approve the Terms of Reference for Strategy Planning & Policy Working Party.
It was resolved to alter the Terms of Reference
for the Village Hall Management Committee
to a membership of six Councillors and three permanent co-opted members. It was resolved
to appoint Cllr J Thacker to the Village Hall Management Committee. It was resolved to consider changing the Library Working Party to a Committee with delegated powers: this will be a future agenda item.
POLICE MATTERS, INCLUDING MONTHLY REPORT
A report from the Police Community Support Officer (PCSO) was read to the meeting.
TO REVIEW PROCEDURE FOR PUBLIC CONSULTATION SESSION
It was resolved to include the ‘Public Participation Session’ as an agenda item for future meetings and to alter the normal order of business so that ‘Reports and questions from Representatives, County Councillor, District Councillors and Parish Councillors’ is discussed after ‘Matters arising
for information purposes only’, followed by the ‘Public Participation Session’. It was resolved that parishioners will be advised of the alteration via the Herald, notice boards and the website.
WAR MEMORIAL
Councillors and the Parish Council have received letters directly from a member of public regarding inclusion of a name on the War Memorial. The Chairman read his response and the recipient’s reply,which indicated he would continue to research for more evidence. It was resolved for the Parish Council to respond noting the contents of his letter. Several emails have been received from members of the public, however it was resolved only to respond to the one from a resident.
REPORTS AND QUESTIONS FROM REPRESENTATIVES, COUNTY COUNCILLOR, DISTRICT COUNCILLORS AND PARISH COUNCILLORS
Cty/Dst Councillor D Jennings advised that monitoring, at the junction of Ladbrook Close, has been completed and results are awaited. He has attended a meeting regarding problems with the works being undertaken by Virgin Media; he gave details of who to complaints to. He confirmed
that LCC would ensure that the pavements are reinstated. A report from Dst Cllr D Findlay was read to the meeting.
Report and to approve the recommendations from The Estates working party
a. Cemetery
i. Cemetery matters – there were no matters arising.
ii. Bench request – As the requested position for
a bench is too close to an existing bench,it was recommended to approve the bench provided the family are agreeable to a position which is at a sufficient distance from the existing bench.
Iii. Cemetery fees – It was recommended to increase the resident fee, to purchase exclusive burial rights for a grave, to £175 with effect from 1st April; all other charges will remain the same. b. Chapel–It was recommended to commission
a small plaque in recognition of the renovation works undertaken by members of Countesthorpe and Foston Heritage Group.
c. Willoughby Road Playing Field - It was noted that the condition of the hut is worsening, however it was recommended to defer this item until the end of the football season.
d. Salt bin request - A resident has forwarded an application form from LCC for a salt bin, which implies that the Parish Council will fund one. It was recommended to write to LCC informing them that their forms are incorrect and misleading, also to write to the Parishioner advising him that the Parish Council will not be providing a salt bin. A copy of both letters will be sent to the County Councillor.
e. Grass verge - A response from LCC is still awaited in respect of paving installed by a resident on a grass verge on Rosebank Road.
f. Mors Bags–It was resolved to help distribute Mors Bags to encourage people to stop using carrier bags for the environmental benefits.
g. Maintenance issues - The grounds men are working on the second hand mower. It was resolved to paint the bench, outside the shops on Station Road, as it is in a bad state of repair.
h. Matters arising for information purpose - It
is understood that the contractors will reinstate
the verges on Reedpool Close, which they have damaged.
It was resolved to approve the recommendations of the working party.
VILLAGE HALL MANAGEMENT COMMITTEE
Report – no meeting has been held.
REPORT AND TO APPROVE THE RECOMMENDATIONS FROM THE LIBRARY WORKING PARTY
a. Update – It was resolved to take over the library with effect from 14th March. It was resolved to sign the Countesthorpe Library Grant Agreement. The working party recommended obtaining clarification on the TUPE obligations in respect of contract/casual workers. It was resolved to obtain three estimates for the building work.
b. Progression of project - Consideration will be given, in phase 3 of the project, to have a café in the library; members of working party visited a neighbouring library to see their café.
c. Matters arising for information purposes - There were no matters arising.
It was resolved to approve the recommendations of the working party.
REPORT AND TO APPROVE THE RECOMMENDATIONS FROM THE EVENTS WORKING PARTY
a. Christmas Spectacular - It was suggested that this year’s theme is the 200 year celebration
of the carol ‘Silent Night, Holy Night’. It was recommended to make a provisional date for the event to be Friday 2nd December. It was recommended to support the Salvation Army’s ‘Crisis at Christmas Appeal’ for donations.
b. Chapel - Suggestions were put forward to hold a dedication ceremony at the chapel, possibly on 1st July if renovations have been completed. It was recommended to place a notice in the Herald, in April, stating the names of those who will be commemorated on the Roll of Honour, however
THE NEW COUNTESTHORPE HERALD 19
this was not resolved;the Estates Working Parties will consider this matter further.
c. Other Events - Suggestions were put forward to commemorate the hundred year anniversary of the end of World War 1.
It was resolved to approve the recommendations of the working party.
REPORT AND TO APPROVE THE RECOMMENDATIONS FROM STRATEGY PLANNING & POLICY WORKING PARTY
a. Review Terms of Reference - Terms of Reference were recommended for approval.
b. Review Policies–It was resolved to adopt
the Safeguarding Adults Policy and Procedure, Children’s Safeguarding Policy & Procedures, Volunteer Recruitment Policy and Disclosure
& Baring Policy. The Parish Council Manager will be the Designated Safeguarding Officer in respect of the Safeguarding Adults Policy and Procedure, it was therefore recommended that she attend specific training and then, if it is deemed necessary, other members of staff also attend training.
c. Petty Cash - It was recommended that the Finance & Human Resources Working Party review Petty Cash.
d. Health & Safety provider - Guardian Support has taken over the company who provided
the Parish Council’s Health & Safety support. They have supplied a quotation, however it was recommended to obtain a quotation from Ellis Whittam, the Parish Council’s HR advisors.
e. Willoughby Road Playing Field - This item was deferred.
f. Security system - This item was deferred as the Library Working Party is obtaining quotations for security of the whole building.
g. S106 payments - It was recommended to purchase the play equipment already approved. It was recommended to investigate the costs of MUGAs and to contact LCC regarding options to purchase land in the village for recreation purposes. An item has been placed in the Herald
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