"DRAFT MINUTES OF THE BURTON JOYCE PARISH COUNCIL MEETING Held "
DRAFT MINUTES OF THE BURTON JOYCE PARISH COUNCIL MEETING Held Tuesday 7th April 2009 in the Carnarvon Rooms, BJ at 7.30pm Chairman: Cllr Potter presiding Present: Cllrs. Blandamer, Cluff, Greenfield, Hutt, Johnson & Welton In Attendance: Mrs J Dawn (Parish Clerk). 10 members of public in attendance for part of meeting. 09/038 Apologies Cllrs Bilan, B & J O’Neill 09/039 Declarations of Interest None 09/040 Minutes of Meetings Held on 3rd March 2009 With the following omission noted under Agenda Item 7 - Final Accounts 2008/09: It was agreed that a suitably qualified and/or experienced person should be engaged to undertake the final preparation of accounts, It was resolved to accept and sign the minutes of the meeting held on the 3rd March 2009 as a true record. 09/041 Matters Arising from the Minutes of Meetings Held on 3rd March 2009 09/037 – Any Other Business: It was noted that the grievance which had been registered with the Parish Council had now been withdrawn and the matter remained confidential. 09/042 Open Session for Public The meeting adjourned at 7.40pm for members of the public to raise relevant matters and 4 items were raised. Fiona Hunter presented an update on the current situation with regard to the Parish Plan and advised that a recent open meeting had been well attended. The need to nominate a Parish Councillor representative following the retirement of Cllr J O’Neill at the end of May was noted. It was agreed that minutes from the Parish Plan meetings would be presented to the Amenities Committee and included on the Parish Council website. A request for the continued complimentary use of the poplars Pavilion for meetings would be considered at the May Parish Council meeting. Cllr Hutt thanked members of the Parish Plan Committee for their work to date. A representative from Severn Trent Water advised the meeting of their intention to apply for planning permission to erect a wind monitoring mast to inform investigations into the viability of wind generated power. It was agreed that Severn Trent Water would be invited to give a presentation to the Annual Parish meeting on the 19th May 2009. Following an update by PC Simon Wells, it was agreed that the current policing priorities would remain. A number of issues regarding potential road/rail line closures during the May Day bank holiday weekend and their effect on the 3 Villages Gala were noted. The situation with regard the Chestnut Grove railway crossing was raised and it was agreed that the Parish Clerk would co-ordinate a site meeting with Railtrack, members of the Parish Council and Barbara Bowmar. Cllr Johnson agreed to liaise with John Clarke, County Councillor. The meeting re-convened at 8.12pm. 1 DRAFT 09/043 Burton Joyce On-Line Presentation The meeting received a presentation by Mr Brian Alvey who gave an overview of the background and development to date of the website which went on line in February 2009. Members were asked to consider ways in which the Parish Council could use the facilities of the site to better engage with the community. Comparisons with the Burton Joyce Parish Council website were discussed and, after a lengthy discussion, it was agreed that, whilst some elements of the Burton Joyce On-Line website would be useful in terms of polling for views and dissemination of information, the Parish Council should maintain its independence and continue to monitor and develop links between the two sites where appropriate. 09/044 Cheque List of Expenditure, Bank Reconciliation & Budget Report It was resolved to approve the cheque lists of expenditure for April 2009 as presented and the bank reconciliation and budget performance to 28th February 2009. 09/045 Correspondence A full schedule of correspondence received during the previous month had been previously circulated and an additional list was tabled, these documents would form an appendix to the Minutes. The following items were discussed: A612 – following discussion of a letter received from a local resident asking for the Parish Council to support an additional pedestrian crossing near Station Road, it was resolved that the Parish Clerk should invite a representative from Nottinghamshire County Council Highways Department to meet with councillors to discuss possible solutions. It was agreed that this site presented a serious safety hazard. RCA – it was resolved that membership to the RCA be discontinued. Sports based youth club - it was resolved that Mr Richard Turner be invited to attend the May meeting of Poplars Sports Committee to discuss proposals. Hedge at Mill Field Close – it was resolved that the Parish Clerk should establish ownership of the hedge and report the situation. It was resolved: to accept the list of correspondence as presented. 09/046 Committees It was resolved that Cllr Welton would be a member of the Amenities and Planning Committee. (i) Amenities – It was resolved: To accept and approve the Minutes of the meeting held on the 17th March 2009. The following recommendations contained therein were discussed: (a) Council supported progress being made toward the future refurbishment of Roberts Recreation Ground and approved initiative to invite suppliers of equipment to provide materials for display at the village gala (b) It was resolved to accept the offer of a 30% discount and support the payment of the bill from Remco with regard to Christmas lights. It was noted that the Amenities Committee would consider options for 2009 lights. (c) It was resolved to defer entry to the Calor Village of the Year competition. (d) It was resolved to support second year free option for new allotment tenants taking over overgrown/difficult plots 2 DRAFT (e) It was resolved to delegate responsibility to the Amenities Committee to investigate options to extend land available for allotments (f) It was resolved to publish updated cemetery fees (g) It was resolved to place a seat originally designated for the Princess Diana Memorial Garden outside the village library and to approve the purchase of a planting trough to be sited at the Millennium Garden (h) It was resolved not to amend financial regulations at this time to support any delegated financial responsibility to the Amenities Committee (ii) Planning – It was noted that there had been no formal meeting in March. The following applications were considered: 2009/0222 8 Carnarvon Drive, structural extension to existing dwelling 2009/0236 The Burrows, Cragmore Road, structural extension to existing dwelling 2009/0302 174 Nottingham Road, internal alterations and new hard standing it was resolved that no observations or objections should be made. (iii) Poplars Sports Ground – It was noted that there had been no formal meeting in March. (iv) Finance & General Purposes – It was noted that there had been no formal meeting in March. 09/047 Co-Opting of New Councillors Following discussion of the paper prepared by Cllr Hutt which had been previously circulated, it was resolved to refer the item to the Finance & General Purposes Committee to develop proposals. 09/048 Annual Salary Review Following a brief discussion, it was resolved to approve an increase from 1st April 2009, for ground and domestic staff of 2.75% in line with Gedling Borough Council. To facilitate the withdrawal of the Parish Clerk from item 12: Parish Clerk Performance Review it was resolved to consider Any other Business first 09/049 Any Other Business Following a brief update on the review of club agreements at the Poplars Sports Ground and a number of issues arising from this review, it was resolved to call an extra-ordinary meeting of the Parish Council to discuss this item in depth. The Chairman advised the meeting that both Cllrs Julie and Brian O’Neill had stated their intention to withdraw from the Parish Council due to ill health and that their letters of resignation were awaited. 09/050 Parish Clerk Performance Review It was resolved to award the Parish Clerk an additional annual increment to point 37 of the LC2 scale and to accept objectives for 2009/10 DATE OF NEXT MEETING: Annual Parish Council Meeting, Tuesday 5th May at 7.30pm, Carnarvon Rooms Meeting closed at 9.40pm 3