MINUTES OF THE LUTTERWORTH TOWN COUNCIL MEETING
HELD ON 12 JUNE 2012 AT THE COUNCIL OFFICES
COMMENCING AT 7.30PM
Present The Town Mayor, Councillor R Coleman
The Deputy Town Mayor, Councillor B Howes
Councillors J Ackerley, E Derrick, D Gair, T Hirons, A Holyoak,
M Johnson-Howe, B Piper, G Robinson, V Thornton, P Toye and J Turner
59 APOLOGIES FOR ABSENCE
Apologies were received and approved from Councillors Koriya, Staples and Weston.
60 DECLARATIONS OF INTEREST
Councillor Ackerley declared a personal interest in item 2 of the Clerk’s report due to her
position as Portfolio Holder for Planning and Housing infrastructure at Harborough District
61 MINUTES, LUTTERWORTH TOWN COUNCIL MEETING
RESOLVED that the minutes of the Lutterworth Town Council meeting held on 8 May 2012
be signed by the Town Mayor as a true record.
62 MINUTES, EVENTS WORKING PARTY MEETING
RESOLVED that the minutes of the Events Working Party meeting held on 21 May 2012 be
signed by the Town Mayor as a true record, that the minutes be adopted and that all
recommendations contained therein be approved.
Councillor Hirons thanked all volunteers from the local community for their assistance at the
Diamond Jubilee events in the town. Councillors Coleman, Thornton, Toye and Turner were
specifically thanked for the roles that they took on during the course of the weekend and the
Town Council staff were all commended for their organisation. Particular thanks were
extended to the Premises Supervisor, Mark Bayliss, and Premises Officer, Rob White, for
their extensive labour.
63 MINUTES, LUTTERWORTH ANNUAL TOWN COUNCIL MEETING
RESOLVED that the minutes of the Lutterworth Annual Town Council meeting held on 22
May 2012 be signed by the Town Mayor as a true record.
64 MINUTES, PLANNING AND GRANTS COMMITTEE MEETING
RESOLVED that the minutes of the Planning and Grants Committee meeting held on 28 May
2012 be signed by the Town Mayor as a true record, that the minutes be adopted and that all
recommendations contained therein be approved.
65 MINUTES, PAVILION WORKING PARY MEETING
RESOLVED to defer consideration of the Pavilion Working Party minutes to the confidential
section of the agenda due to additional information that had been received from one of the
regular hirers since the meeting was held.
66 TOWN MAYOR’S ANNOUNCEMENTS
Councillor Coleman thanked members for making the Annual Town Council meeting on 22
May 2012 a memorable evening for him and went on to report his attendance at the Junior
Flashman Triathlon to present the awards. Councillor Coleman also attended numerous
Diamond Jubilee events, which were held at the Sir Frank Whittle Inn, the Lutterworth
Community Church Fun Day, the Big Jubilee Lunch in the Wycliffe Rooms and St Mary’s
Church, the Shambles Public House, the Indian Vojon, the Picnic in the Park at Coventry
Road recreation ground where the Lutterworth Jubilee beacon was illuminated, the League
of Friends of Feilding Palmer Hospital, the Age Concern art exhibition to mark their 50 th
anniversary and the British Legion Fun Day.
67 COMMENTS FROM THE PUBLIC
Two members of the public, County Councillor Page and the press were in attendance.
Mr Shaw and Mr Weston expressed their concerns in relation to the risk of footballs coming
over the fence from the multi-court into the Bowls Club at Coventry Road recreation ground.
They reported that there had been incidents where footballs had come into contact with
Bowls Club players and they therefore requested that the Town Council considers increasing
the height of the fencing between the two facilities by a further ten to fifteen feet.
68 ACCOUNTS PAID AND TO BE PAID
Councillors Holyoak and Howes confirmed that all was in good order.
Accounts Paid 24 May 2012
BACS Wages 6,041.20
Accounts Paid 28 May 2012
9640 Steve Brown 660.00
9641 Crossroads Garage 260.24
9642 Ashwell Maintenance Limited 198.00
9643 Supplies Team 37.93
9644 Sports Supplies 19.20
9645 Sage (UK) Ltd 180.00
9646 Lutterworth Town Hall Charity 390.75
9647 A Taste of Parris Ltd 360.00
9648 G Kooner 10.50
9649 G Kooner 10.50
9650 Leicestershire County Council 981.60
9651 HM Revenue & Customs 2,078.22
9652 Lutterworth Plant & Bonsai Nursery 35.00
9653 Travis Perkins Trading Company Limited 10.91
9654 Griffindale Ltd 152.40
9655 Bray & Bray 120.00
9656 A Wood 27.42
9657 Coltman Bros 3.88
9658 Siemens Financial Services Limited 228.91
9659 County Tankers Ltd 180.00
9660 Arco Limited 69.36
9661 Central Stores UK 5.40
9662 Peeks of Bournemouth Ltd 586.74
9663 Payne & Bond Ltd 15.25
9664 ESPO 427.44
9665 Plantool Ltd 211.00
9666 Mrs K Faulkner 26.00
9667 Mr A Hirons 57.45
9668 Harborough District Council 964.74
9669 Post Office Ltd 215.00
9670 1st Broughton Astley Scout Group 250.00
9671 Lutterworth Royal British Legion Womens Section 470.50
9672 Leicestershire Fire & Rescue Service 500.00
9673 Griffindale Ltd 12.00
9674 R White 31.32
Accounts to be Paid 12 June 2012
9675 St Mary's Lutterworth P.C.C. 10,000.00
9676 ESPO 75.41
9677 Ulyett Landscapes Ltd 2,115.42
9678 Ashby Parva Plant Centre 4,016.00
9679 I.C.P. Cleaning Services Ltd 541.78
9680 Leicestershire County Council 85.71
9681 C&M Electrical Contractors 763.20
9682 Zurich Municipal 7,089.95
9683 Smith Timber & Joinery Co Ltd 76.84
9684 R White 15.66
9685 Harborough District Council 686.59
9686 LRALC 35.00
9687 Lutterworth Ford 122.89
9688 Jonathan's Fireworks Limited 720.00
9689 Jim Watts Signs 111.00
9690 H Surtees 203.26
9691 M Bayliss 47.50
69 INCOME AND EXPENDITURE TO DATE / BANK RECONCILIATION
Members noted the income and expenditure, and the bank reconciliations for the end of April
2012, and it was further noted that the documents relating to the end of May 2012 would be
presented at the July meeting due to the recent absence of the Accounts / Administration
70 YEAR END ACCOUNTS 2011-12
Members received the annual return, accounts, balance sheet and supporting statements for
the financial year 2011-12 and it was RESOLVED that the annual audit papers be approved
and signed by the Chairman and the Town Clerk as Responsible Financial Officer.
71 CONSULTATION ON APPOINTMENT OF EXTERNAL AUDITOR FOR 2012-13
AND FUTURE YEARS
Members noted that the Audit Commission is due to appoint Grant Thornton UK LLP to audit
the Town Council’s annual return for five years from 2012-13 and that the appointment is due
to commence on 1 September 2012.
72 PLANNING APPLICATIONS
RESOLVED to support the following planning application:
Plan No. Applicant Nature of Development & Location
12/00665/FUL Lutterworth Rugby Football Erection of single storey extension to
Club existing club house
Lutterworth Rugby Football Club, Ashby
73 SITE ALLOCATIONS PLAN – LOCAL GREEN SPACE CALL FOR SITES
RESOLVED that Councillors Gair, Hirons, Howes, Robinson and Turner be authorised to
prepare a response in conjunction with the Clerk to the above Harborough District Council
consultation on behalf of the Town Council. Members received a reminder of the important
open spaces that were previously submitted to Leicestershire County Council.
74 WARD WALKABOUT
Members noted that a ward walkabout is being organised by the Lutterworth District
Councillors for Thursday 19 July 2012 and strategic issues such as Dunley Way, Lutterworth
Country Park, Lilac Drive, Greenacres Drive, A-frames and St Mary’s Churchyard will be
Councillor Ackerley informed that the District Council’s Chief Executive and appropriate
Officers would be in attendance and it was RESOLVED that the areas of inspection be
attended by Lutterworth Town Councillors as follows:
Lilac Drive, Lutterworth Country Park, Dunley Way – Councillors Gair and Howes
Greenacres Drive – Councillor Derrick
St Mary’s Churchyard – Councillor Hirons
Councillors Ackerley and Robinson will be hosting the ward walkabout around all areas.
75 COMMITTEES / WORKING PARTIES FOR 2012-13
Members noted the list of Committees / Working Parties for 2012-13 and it was
acknowledged that the Administration, Finance and Development, Planning and Grants, and
Staffing Committees are all heavily subscribed. It was RESOLVED that the Clerk should
send an email to all members requesting them to review their communicated choices in case
of any alterations.
76 CRESCENT ROAD FENCING
Members were reminded that a quotation from Steve Brown Fencing was accepted at the
April Town Council meeting for £4,800 and that this cost had been met via the District
Council’s Section 106 contribution of £3,909 and the shortfall funded by the existing Town
Council budget that stood at £3,000.
A further recommendation had since been received from Mr Brown, Seven Locks Housing
and the Council’s Premises Supervisor that an additional gate be incorporated as part of the
design and all fencing to be powder coated at a total cost of £1,700. It was noted that it had
also proved necessary for the contractor to increase his original quotation by £400 due to the
difference in the cost of materials since November 2010.
The additional gate was advised as being necessary as there are a lot of parents and pupils
that use the recreation ground as a cut-through to Lutterworth College during term time
hours and it was reported that the powder coat finish had been recommended due to its
longevity and desired appearance.
RESOLVED to approve the recommendation made by Mr Brown, Seven Locks Housing and
the Council’s Premises Supervisor at a total additional cost of £2,100. Members
acknowledged that this amount would be met from the play equipment budget accrual and
that there remains a fund of £1,009 after the completion of this project.
77 BOWLS CLUB FENCING
Members considered the report from Lutterworth Town Bowls Club about the conflict of
sports balls coming over the fencing from the multi-court and the potential danger to bowls
It was reported that this issue was investigated several years ago in conjunction with RoSPA
and Zurich Municipal and it was advised at the time that signage could be displayed on both
sides of the fencing to encourage players of both sports to be mindful of the adjacent activity.
Members considered a quotation to increase the existing 5 metre fence by a further 1.5
metres but the Bowls Club advised that the fencing needed to be increased ideally by
another 10 to 15 feet.
The Clerk advised that the matter had been discussed with the Council’s insurance company
and that the existing 5 metre fence was deemed to be sufficient as the Council was
reasonably managing the risk. There would always be a risk of sports balls going over the
fence, no matter what height the fencing was positioned at.
RESOLVED to retain the existing height of fencing but that new signage be ordered for
display on either side to caution users of the potential risk. It was further RESOLVED that:
the Town Council reviews its risk assessment.
the Bowls Club devise its own risk assessment to better safeguard their players.
the juxtaposition of the multi-court and skate park in relation to the Bowls Club are to
be considered at a future Recreation Committee meeting.
78 A4303 LUTTERWORTH ROAD / COVENTRY ROAD
Members noted that the street lights at the above locations had been switched off for over 12
months and it was RESOLVED not to make any comment as no concerns had been raised.
79 RESTORATION OF THE HIGH CROSS MONUMENT
RESOLVED to write a letter of support to assist the community group from Copston Magna
in their quest to raise funds to enable a replica of the monument at High Cross to be located
close to the site of the original monument. It was noted that the rationale for the project is to
enhance the local heritage by raising the profile of the site and thereby encouraging visitors
to the Harborough District.
80 DE VERDON ROAD ALLOTMENTS
RESOLVED to approve all recommendations contained within the notes from the Allotment
Tenant Group meetings held on 17 April, 27 April and 17 May 2012.
81 LOCALISM ACT
RESOLVED that Councillor Howes, Piper or Thornton attend the training session on the
Localism Act at LRALC with the Clerk on Wednesday 11 July 2012. One name is to be
82 PAVILION BOOKING
RESOLVED to defer this item to the Administration, Finance and Development Committee in
order to determine how future requests for siting inflatable attractions on Coventry Road
recreation ground as part of the Pavilion hire will be dealt with.
83 REPORTS FROM COUNTY AND DISTRICT COUNCILLORS
County Councillor Page reported that the planning application for Leaders Farm was due to
be submitted to Harborough District Council at the end of June 2012.
It was also reported that the ruling attached to catchment areas for local schools would be
changing and further information would be circulated as and when it became available.
County Councillor Page was congratulated by members on her recent appointment as
Deputy Chair at Leicestershire County Council.
District Councillor Ackerley reported that whilst the subject of the Whittle Island did not
feature on the Executive agenda for the June meeting, the situation is however close to
District Councillor Ackerley further thanked the Clerk and Office staff for evidencing their
ability to administer the Small Grants Fund as this had led to a further application to the
Community Forum for £4,000 being successful.
84 REPORTS FROM MEMBERS WHO HAVE ATTENDED MEETINGS ON BEHALF
OF THE TOWN COUNCIL
Members received the notes from the Joint meeting that was held with Harborough District
Council on 15 May and from the Parking Matters meeting held on 23 May 2012.
RESOLVED to approve that the subject of A-frames, dog fouling, Civil Enforcement Officers
and improvements to Church Street be included within the remit of the Environmental
Working Party to pursue.
85 INFORMATION ITEMS
Members noted that the following information items were shortly to be uploaded onto the
Members’ Area of the Town Council’s website:
(i) Leicestershire and Rutland Association of Local Councils April and May 2012
Councillors Hirons and Piper expressed their interest in being considered to serve on
the LRALC Harborough Branch Panel and subsequently the Executive Committee.
(ii) Neighbourhood Watch June 2012 Newsletter
(iii) Lutterworth Rotary Cog May 2012 Newsletter
(iv) Rural Youth Voice Project – E-zine and report from the Youth Partnership Event that
was held on 22 March 2012
RESOLVED that “because the business to be discussed is of a confidential nature relating to
members of the staff, the public and the press be excluded from the remainder of the
And that “because publicity would prejudice the public interest by reason of the confidential
nature of the business to be transacted, the public and the press be excluded from the
remainder of the meeting”.
87 MATERNITY POLICY
RESOLVED to approve the draft maternity policy.
Members noted that information was shortly expected from the Leicestershire and Rutland
Association of Local Councils in order to establish the process and associated costs for the
employment of a qualified Clerk to attend the Full Council meetings in the Clerk’s absence to
support the Accounts / Administration Officer during the period of maternity leave. This
information is to be featured on the Administration, Finance and Development Committee
88 MOORBARNS LANE RE-LEVELLING
Members received quotations from two local companies following the article concerning the
re-levelling of Moorbarns Lane that had recently featured in the Lutterworth Mail. Members
were reminded that a Section 106 contribution of £8,074 had been received from
Harborough District Council towards this project and it was RESOLVED to approve Option 2
of Cockerill Lakes & Pools quotation as well as the revised quotation from Woodward Turf
Care, dated 7 June 2012. It was noted that the two contractors had advised that they were
willing to work together on the project and that the cost was estimated to total £5,070.
It was further RESOLVED to request that Woodward Turf Care quotes to include the
provision of safety fencing for the duration of the work as it was felt that this additional
requirement would still allow the project to be completed within the budget of £8,074. It was
hoped that the project would commence at the end of August 2012, after the school holidays,
provided that Harborough District Council gave authorisation. The importance of avoiding the
Community Orchard is to be communicated to the contractors when working on site.
89 SPECIAL EXPENSES
Members received a reminder of the questions previously submitted to Harborough District
Council and the authority’s responses in relation to the Lutterworth Special Expenses issue
concerning the Country Park and Dunley Way recreation ground. Members noted the
confidentiality of the information provided due to its commercially sensitive nature.
It was further noted that, at the recent Open Spaces meeting held with Harborough District
Council Officers Matthew Bills and John Parrott, the Town Council had specifically requested
that it be involved in the re-tender exercise for the grounds maintenance contract, which
could commence as early as 2013 despite the existing contract being in operation until 2016.
RESOLVED that Councillor Howes compiles a draft specification for the Lutterworth Country
Park in conjunction with the Clerk that can be used in the future for comparative quotation
purposes with the Town Council’s grounds maintenance contractor.
90 ADDITIONAL DAY OF ANNUAL LEAVE
RESOLVED that all Town Council employees be awarded an additional day’s annual leave
as an appropriate ‘thank you’ due to their commitment in working over the Bank Holiday
weekend to ensure that Lutterworth’s Diamond Jubilee celebrations were so successful.
91 MINUTES, PAVILION WORKING PARTY MEETING
Councillor Ackerley advised members that since the Pavilion Working Party meeting was
held on 29 May 2012, she had attended a meeting with the Clerk upon the Elderly Mentally
Infirm (EMI) group’s request, who are a regular hirer of the Pavilion building.
EMI had expressed concerns about their storage doors in the main room being blocked and
a new access corridor created as this would compromise their current set-up.
Members therefore RESOLVED to approve the minutes from the Pavilion Working Party
meeting that was held on 29 May 2012 as a correct record and to adopt all recommendations
contained therein, with the exception of the first recommendation detailed at minute 2(iii).
It was instead RESOLVED to accept Cav Morrow’s quotation at a total cost of £6,680 and to
retain existing access to the storage areas from the main room, as opposed to blocking
these doorways. The new corridor aspect of the project to allow additional toilets would then
be revisited at a later date as there were potentially other areas of the building that could be
adapted to suit.
Meeting adjourned at 8.53pm.