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SEAGRAVE PARISH COUNCIL Annual General Meeting Minutes of an Annual General Meeting held on Thursday 31st May 2007 at 6.00 p.m. in the Memorial Hall, Seagrave. Present: Councillor Muriel Hill (Chair) Councillor Cynthia Spence Councillor Nicola Willars In attendance: Borough Councillor John Bush 3 parishioners Apologies: County Councillor Richard Shepherd 07/01 Councillor Muriel Hill was elected Chairman (proposed by Councillor Cynthia Spence and seconded by Councillor Nicola Willars, and agreed unanimously). Declaration of Office documents were received by the Clerk from all Seagrave Parish Councillors. Councillor Cynthia Spence was elected Vice-Chair (proposed by Councillor Nicola Willars and seconded by Councillor Muriel Hill, and agreed unanimously). Clerk received ‘Register of Interest’ forms from all Councillors. John Tyers was appointed the School Governor representing the Parish Council. Appointment of representatives to the Memorial Hall Committee – deferred until the next meeting. Appointment of representatives to the Richard’s Charity - deferred until the next meeting. Mrs Polly Spikins and Mrs Susan Southward agreed to continue as Archaeology Wardens but indicated that they will be standing down later on in the year. Guy Preston was appointed Snow Warden and Handyman. The Clerk handed out details of current Annual Subscriptions which were agreed: Subscriptions - Campaign to Protect Rural England - Society of Local Clerks - Association of Parish & Local Councils - Rural Community Council - Data Protection Act (Compulsory) Details of Section 137 donations for 2006/7 were noted as follows: Donations - Poppy Wreath £17 The clerk circulated details of deeds held by the Clerk and the parish council solicitor, which include registration documents for Village Green and Common Land, and deeds to the Memorial Hall, Land at Big Lane and Land adjoining The Banks. Details of current Cemetery Fees and Allotment Fees were circulated. Councillor Muriel Hill circulated copies of the Chairman’s’ Report to all Councillors. A copy is to be put on the web-site and in the parish magazine. Standing orders were reviewed. Councillor Muriel Hill proposed the following amendments: Section 7. paragraph 3 to read: “The press and public have no rights to take part in any debate or transaction of the business listed on the agenda; the Chairman will indicate via the agenda the period for public participation, which will take place prior to the meeting.” Section 8. paragraph 1 to read: “Where it is intended to enter into a contract for goods, materials, or services, exceeding £1,000, such business shall be put out to tender to at least two companies. Councillors may make a special request at a parish council meeting to obtain quotes for goods, materials, or services, below £1,000 where deemed appropriate.” The changes were unanimously agreed by all Councillors. Amended standing orders to be signed by Councillors at the next parish council meeting The Clerk issued future meeting dates - no meeting will be held in August. Public Participation Session Minutes of a public participation session held on 31st May 2007 at 6.21pm. in the Memorial Hall, Seagrave. Attendees: 3 parishioners No topics were raised by parishioners. Parish Council Meeting Minutes of a Full Council Meeting held on Thursday 31st 2007 at 6.22 p.m. in the Memorial Hall, Seagrave. Present: Councillor Muriel Hill (Chair) Councillor Cynthia Spence Councillor Nicola Willars In attendance: Borough Councillor John Bush 5 parishioners 07/02 Apologies for Absence: County Councillor Richard Shepherd 07/03 Declaration of Interest None. 07/04 To confirm the minutes of the last full council meeting (16.4.07) The minutes were agreed as a true and accurate record of the proceedings 07/05 Co-option of an additional 2 councillors - appointment. 5 parishioners applied for the 2 vacancies. Councillor Nicola Willars proposed that Mr Brian Jeffs be elected a councillor. This was seconded by Councillor Cynthia Spence and unanimously agreed. Councillor Cynthia Spence proposed that Mr Jonathan Hutson be elected a councillor. This was seconded by Councillor Cynthia Spence and unanimously agreed. Councillor Muriel Hill declared Jonathan Hutson and Brian Jeffs to be duly appointed new Seagrave Parish Councillors. The Clerk was asked to forward acceptance forms to the 2 applicants. 07/06 Borough Councillor’s Report Councillor Muriel Hill, on behalf of the Parish Council, congratulated Borough Councillor John Bush on his re-appointment. Conservative Councillors control Charnwood Borough Council with 32 out of the 52 seats. Councillor Richard Shepherd was appointed leader with Councillor John Bush deputy. The Conservative manifesto included: elimination of the bulky waste charge to deter fly tipping, more frequent street cleaning and pay on exit at 2 Loughborough car parks. 07/07 County Councillor’s Report None. 07/08 Police Officer’s Report Clerk asked to contact Pc Griffin with details of future meetings. 07/09 Matters arising from the minutes The Clerk confirmed that details of A46 correspondence has been supplied to County Councillor Richard Hill to assist obtaining an update from Highways. It was noted that the A46 junction is to be affected by road works from 9th June – article in Leicester Mercury. Councillor Nicola Willars to obtain an enlargement to put on the notice board. A meeting was held with Highways re the removal of Park Hill from the P1/P2 precautionary salting network. Highways stated Park Hill will remain on the P3 salting network but precautionary salting will be extended to Park Hill golf club. This was subject to obtaining agreement from the golf club for the salting vehicle to turn in the entrance. Note: permission was given by the golf club at the end of the meeting. Clerk to inform Highways. No response for an additional Neighbourhood Watch coordinator, following the second advert in the parish magazine. County Hall solicitor confirmed it is not possible to name the Parish Council as the registered owner of South Long field although it remains responsible for its upkeep. Councillors Nicola Willars and Cynthia Spence agreed to view the stable block on Berrycott Lane to check it complies with planning permission given. Clerk confirmed that the Cemetery audit is in progress. Councillors asked the clerk to enquire whether it is possible to purchase the rented section of the cemetery from Charnwood Borough Council. No response from the parishioner on Green Lane re the appearance of a fence. Handout from a presentation received from the National Housing Federation bshf – deferred until next month. Flyer re Community Speed watch to be prepared by the Clerk for inclusion in the July/August magazine. With regard to damage done to verges outside the school, Councillor Nicola Willars noted that the school is currently running a project on road safety. School staff, however, still prefer to park on the road outside the school for security reasons rather than the Memorial Hall car park. Councillor Muriel Hill noted that Highways no longer repair verges anywhere on the County. Letter of advice received from the parish council solicitor re damage done to village green on Green Lane. To be kept on file until a final decision is made by the police. Clerk asked to chase the police for a response. Clerk asked to chase a response in writing from the County Hall solicitor re the new development on Green Lane. The Insurance policy now includes cover for the replacement of locks to the parish office. The clerk confirmed that the HSBC bank has refunded the £40 bank charge. 07/10 Correspondence A list of correspondence received was given out to all Councillors present: Letter received from a parishioner re Land at the east end of King Street – deferred until next month. Leicestershire County Council has decided that they are unable to make an order to add a public footpath from Water Lane to King Street due to insufficient supporting evidence. Leicestershire County Council Highways Department to carry out an annual highways safety inspection – Councillors asked to report any items requiring attention to the clerk for the next meeting. Hacker Young issued details of “2007 Annual Returns Important Practical Points” – omitted in error from their previous correspondence. Pc Kevin Palmer wrote re a recent traffic survey of the A46. Councillors asked the Clerk to write to Highways noting that they support Thrussington Parish Council in their concern over speed. Copy of the correspondence to be given to County Councillor Richard Shepherd. Councillors declined the plant offer from Volunteer 4 Charnwood. Correspondence received from a parishioner re the Lord of the Manor – Clerk to file. Letter received from a parishioner re difficulty getting dogs through stiles on the footpath off Berrycott Lane. Clerk asked to contact the new footpath officer, Barry Clarke, at Highways. Quote received from the Handyman for £150 for clearing an allotment. Clerk asked to obtain an alternative quote from David Barker. 07/11 Planning Matters New Planning Applications: P/07/1129/2 - Erection of porch (Revised scheme P/06/3426/2 refers) at 2 Hardy Court, Mucklegate Lane, Seagrave - The Parish Council had no objections. Councillors reiterated that permission would be required to access village green for the building work and that the recently reinstated Hawthorne hedge was a condition of the original planning application. P/07/1352/2 – Removal of Eucalyptus tree (Conservation Area Notice) at 41 King Street, Seagrave - The Parish Council had no objections. P/07/0914/2 - Re-siting of manege including lighting and fencing (revised scheme, planning permission ref P/04/2304/2 refers) at The Oaks Farm, Sixhills - The Parish Council had no objections. Planning Decisions: P/07/0540/2 - Erection of garden store at 41 Swan Street, Seagrave - The Borough Council granted planning permission subject to conditions. P/07/0484/2 – Replacement of concrete roof tiles with Welsh slates and installation of replacement windows with painted softwood double glazed windows (LBC) at White House Farm, 63 Green Lane, Seagrave - The Borough Council granted planning permission subject to conditions. Other Matters: Sherwood Oak Properties asked for comments re changes to Plot 3c35 King Street. Councillors asked the Clerk to write back noting that the applicant should discuss the changes with planners at Charnwood Borough Council. 07/12 Financial Report Bank Balance & Payment of Accounts: The bank account balance as at 30th April 2007, after taking into account unpresented cheques, was £9,305.48 The following accounts were presented to the council for payment in May: Playground Inspection fee £47.00 Clearing rubbish from an allotment £35.00 Mowing - Cemetery £240.00 Stationery £57.82 Inland Revenue re Parish Clerk April & May £36.31 Parish clerk’s salary – May £451.00 Fixing an alarm to parish office door £5.00 Internet monthly charge £14.99 Secure e-Mail annual fee £9.99 It was RESOLVED that the remaining accounts were correct and cheques duly signed. Annual Accounts The Clerk circulated a copy of the Annual Accounts. 07/13 Adoption of New Code of Conduct – discussion on paragraph 12(2) and adoption. Councillor Cynthia Spence proposed that the Parish Council adopt paragraph 12(2) of the new Code of Conduct in addition to the mandatory sections. This was seconded by Councillor Muriel Hill and unanimously accepted. Councillors were asked to note the dates of training courses on the new Code of Conduct organized by Charnwood Borough Council. The Clerk to inform the Standards Boards of the adoption of the new Code as required. 07/14 Playground monthly inspection - update by Councillor Nicola Willars Councillor Nicola Willars noted that there is litter being left on South Long field. To monitor the situation. It was noted that the path needs more mill waste spreading on it – Clerk asked to contact the handyman. 07/15 Safety Inspection of Playground Equipment by Wicksteed Leisure – consideration of report enclosed. The report indicated that the chain on the swings required adjusting – Wicksteed quoted £150.00. Clerk requested to obtain an alternative quote for a new seat with chains. Clerk requested to ask SPLAT if it is willing to make a donation towards the cost of fixing the swing chains. 07/16 Environmental Matters None this month. 07/17 Urgent items by permission of the Chairman Councillors requested that the future of the ex-allotment site on Big Lane be an agenda item next month. It was noted that the grass around the War Memorial had not been trimmed – Clerk to contact Roma Landscape. Councillor Nicola Willars reported that the bus shelter required cleaning. Clerk to ask the handyman to clean the bus shelter and remove all notices. Seagrave Memorial Hall requested the parish council to write a paragraph as a user of the hall for a display board at the Village Fete – Clerk to arrange. Councillor Harry Porter (ex) attended a recent meeting with British Gypsum: - a wind mast is to be trialed near Barrow - a Seagrave Bridleway is to be investigated further. The Clerk gave notice of her decision to resign from her post. An advert to be placed on the notice board and the Loughborough Echo for a new parish clerk. 07/18 Date and time of next meeting Monday 18th June 2007 at 7.15 p.m. in the Memorial Hall, Seagrave The meeting closed at 20.40 p.m. Signed..............................................................................(Chairman, Seagrave Parish Council) Dated...............................................................................
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