Ancaster Parish Council

ANCASTER PARISH COUNCIL PARISH COUNCIL MINUTES Minutes of the Meeting held on the 22nd June 2009

Public Forum: Mrs J Meadowcroft, 1 Heath Farm Cottages, Sudbrook attended and raised the following issues:- - problem of possible development at Plot No 10, Carlton Road, Sudbrook and removal of fence - the number of heavy goods vehicles going through the village disregarding the discretionary road sign . - also the condition of both Rookery Lane and Fir Tree Lane There was also a question raised by Mrs D Gascoyne

Present: Councillors Mrs B Campbell, D Jeffery, J Mival, D Davies, J Monaghan, N Parker R Lovett, Mrs C Annan (who attended at 9.00pm), Denise Gascoyne (RFO) and N Vernon (Clerk)

(1)Welcome by Chairman: The Chairman, Councillor G Harley had given his apologies and it was proposed, seconded and agreed unanimously for the Vice- Chairman, Councillor Mrs B Campbell to be elected as Chairman. Councillor Mrs B Campbell welcomed everyone to the meeting and particularly County Councillor Raymond Wootten and his wife to their first meeting.

(2) Apologies for Absence: Apologies had been received from Councillor G Harley with reasons which were accepted and Councillor T Scott and P. C. K Bullimore also gave their apologies.

(3) Declarations of Interest: There were no declarations of interest

(4) Minutes of the Meeting held on the 19th May 2009: The Minutes of the meeting held on the 19th May 2009 were agreed unanimously and the Chairman signed them as a true record.

(5) Matters Arising: Councillor J Mival wished to explain the reasons why he had proposed, in his absence, changing the Chairman for the next term of office for the benefit of new Members. There was no question of any animosity between him and the Chairman, it was simply good practise to have a change of roles after a five year period, which was noted. Councillor D Jeffery asked that the appointment of officers be extended to include the role of Grounds Maintenance under his name, which was agreed. Councillor J Mival asked whether there had been any reply from the Footpaths Officer concerning the Viking Way footpath, which the Clerk explained was included as part of a recent site visit.

(6) County Council, District Council and Police Matters: County Councillor R Wootten attended for the first time with his wife.There were no matters raised.

1 (7) Finance: (a) Issue of Cheques: The following cheques were unanimously agreed for payment and signed by the Councillor J Mivel and Councillor D Jeffery:-

C Bradford £200.55 E Woolston £38.65 J Harley £194.82 N Vernon £318.15 J Burtt £275.00 R Webster £644.00 LALC £3.11 D Gascoyne £100.00 N Vernon Expenses £104.94 R Tyler £91.00 E.ON £18.32

(b) Financial Report: A copy of the financial report for the month of June 2009 prepared by the Responsible Financial Officer was circulated and agreed unanimously. The RFO stated that Ancaster School had two outstanding accounts dating back to December 2008 and the RFO was asked to pursue payment at the earliest date. (c) Internal Auditors Report: The Clerk read out the Internal Auditors Report for 2008/2009 and the Annual Governance Statement which were both accepted and the points raised by the Internal auditor will be discussed at the next Finance Working Party. (d) Chairman to Sign Annual Return for Year Ended 31st March 2009: It was agreed that the Chairman sign the Annual Return as soon as the level of assets are inserted in Section 1 (9). This will then be sent off to the External Auditor before the deadline date of the 30th June 2009. (e) Report of the Finance Working Party: Councillor Mrs B Campbell indicated that the Finance Working Party and Parish Hall Working Party had held an informal meeting and agreed the increase in hire charges as detailed in the schedule attached to these minutes, which was agreed unanimously. (f) Insurance 2009/2010: The Clerk reported that the Council’s insurance for the coming year was with Norwich Union (Aviva) at a cost of £1090.03 which was nearly £300 cheaper that the existing insurer (Allianz), which was accepted. The Chairman signed the Commercial New Business Declaration to be returned to Aviva. (g) Risk Assessments: The following risks assessments are outstanding and it was agreed that they would be returned to the next meeting:- Parish Hall: - Yearly Check of Fire Regulations: R Lovett - Regular Inspection and Maintenance to Building and Equipment: J Harley Street Furniture and Gates: - 8 Roman Trail Signs: R Tyler - Village Cross: R Tyler - War Memorial: J Mival - 3 Seats and Gates and Fencing to Parish Hall: R Tyler and J Harley Health and Safety Checks: - Compliance with Legislation: R Lovett (h) Review of Burial Charges: The Finance Working Party had looked at this issue and recognised the need to increase charges as it was presently incurring 2 a loss, but was unable to come up with a satisfactory rationale and it was agreed that the Clerk should report to the next meeting on the charges made by other Parish Councils for this service.

8 Planning Matters:

- Miss V Allen, Erection of 4-Bedroom Dwelling with Detached Double Garage, Plot No 10 Carlton Road, Sudbrook. Refused 18th June 2009 Several letters of complaint in regard to condition of land to be developed. It was agreed unanimously that a letter be sent to SKDC asking what steps could now be taken to clear up the site now that planning permission had been refused. - Tourist Attraction and Facility Signing, Ancaster Karting and Paintball. It was agreed to accept the retention of the brown signs. - Copper Hill Quarry, To Vary Condition of Planning Permission and Continue to Store Excavated Highway Construction Materials and Carry Out Aggregate and Soil Recovery Operation until 10th September 2010, High Dyke, Ancaster. Notification of Parish Council’s Representations. - Pitt Hill Farm, Ancaster, Change of use to Outdoor Tournament Paintball Facility Including Grassed and Artificial Playing Surfaces, Car Park, Landscaping, Toilet and (low profile building). Notification of Parish Council’s Representations. - Woodland Waters, Erection of Bailiffs Lodge & Garage, Willoughby Road, Ancaster, Approved Conditionally 16th June 2009

9 Parish Hall Matters: (a) Parish Hall Working Party: Councillor R Lovett presented details of the costings for the renewal of all fire extinguishers (water) of £144.44 and it was agreed that this work be put in hand. The C02 extinguishers would be renewed next year. The RFO to get out addresses of those Companies affected so that their contracts can be terminated. (b) Increase Charges 2009/2010: See decision under item 7 (e) (c) Application to BT Community Connections: The Clerk confirmed that an application under the BT Community Connections had been sent before the expiration of the deadline of the 11th June 2009. (d) Phase 3 Improvements: Councillor R Lovett indicated that to date no discussion had taken place on this subject, but it would be one of the main topics for the next meeting. The Clerk handed him a form in respect of Active Parish Grants which should be able to provide financial assistance. (e) Cleaning of Hall and TI Scrubber: A complaint concerning the standard of cleanliness and a wet floor in the Main Hall had been reported by the Play Group and the Caretaker was asked to check on this situation. The purchase of a T1 Scrubber was still being pursued and we are awaiting revised prices. (f) Emergency Lighting and Testing: This work was presently underway.

10 Highway Matters:

(a) New Speed Limit A153: The Clerk read out the reply from the Area 3 Highways Manager concerning the results of the tests undertaken as part of the new speed policy. It was agreed unanimously that the reply was far from helpful and he be asked to produce the results of the tests and reasons for refusal, with copy to Councillor R Wootten. (b) Reply from Area Highways Manager: The Clerk read out a reply from the Area Highway Manager concerning the poor conditions of both Rookery Lane and Fir Tree Lane, Sudbrook and the Clerk was again asked to pursue this matter with him. Councillor D. Jeffery also raised the condition of overhanging hedge along the footpath on the A153 towards the traffic lights and the promise given to widen the footpath to allow free access for disabled wheelchairs. (c) Modification to Definitive Rights of Way, Maps and Statement: Details of priorities were read out by the Clerk for various footpaths, bridleways and BOATS and it was noted that Ancaster were priority 2 and 9 on the list. Councillor D Davies said he would clarify the situation with the County Council and report to the next meeting.

11 Outdoor Amenities:

(a) Deeds Ancaster Playing Fields: The Clerk reported that still no reply has been received in respect of supplying a copy of the deeds for the playing field, so that the Parish Council can register ownership of the land. The Clerk was asked to contact the Playing Field Committee once again.

(b) BT Kiosk, Sudbrook: Confirmation has now been received that ownership of the BT telephone kiosk now rests with the Parish Council and it was agreed unanimously that Councillor Mrs C Annan be asked to draw up a maintenance plan for painting and keeping clean the kiosk and maybe some ideas for its future use to the next meeting.

(c) Ancaster Cemetery: The Clerk informed Members that a new SSSI advisor had been appointed to oversee the site management of the cemetery and that she would be visiting the site to take a fine scale survey of the thrift shortly. She has also given an undertaking to pursue the transfer of land with the Parish Council as this will involve planning permission and the consecration of land. The Clerk was asked to obtain access to the adjacent land for the purpose of disinfestation of rabbits by James Burtt, which had now returned. It was also reported that a stone wall in Back Lane had fallen down and needed urgent repairs. Clerk to check ownership.

12 Correspondence: The correspondence listed under (a –c) was given to Members for them to circulate between themselves.

(13) Clerk’s Report: (a) Emergency Plan for Parish Councils: Councillors N Parker and R Lovett agreed to produce a draft copy of the main information and contacts for a Community Emergency Plan and to bring details to a future meeting. The copy produced by Mrs G Houston has been passed to Councillor R Lovett and the Clerk will send the CD to Councillor N Parker. (b) East Midlands Trains December Timetable: It was agreed that representations should be sent to East Midlands Trains for increased services, which pass through 4 Ancaster, to stop at the station and also the re-introduction of request stops. (c) Appointment of Councillor – Notice of Poll: The Clerk advised that a notice of poll was being put on the notice boards and after this period has expired it will be in order to co-opt a new Councillor. (d) Report on Station Adoption Scheme: Councillor R Lovett had read through the leaflet on the Station Adoption Scheme and recommended that maybe this was an initiative which should be sponsored by Ancaster School or the Scouts/Cubs. Councillor Mrs C Annan undertook to contact them and report back on their response.

14 Training: (a) IT Training: The Clerk reported on the IT Training course held at Sleaford on the 20th May 2009 and copies of the issues discussed were handed to Members for their information. (b) Rural North Local Forum: The Clerk informed Members that the next Rural North Local Forum is to be held at Barkston Village Hall on the 23rd July 2009 commencing at 7.00pm and Councillor J Mival indicated he would like to attend. (c) Village Hall Cluster Meeting: The Clerk attended and informed Councillor R Lovett that the organiser promised to supply a checklist of requirements for fire safety in a Village Hall which he will send through to him.

(15) Items from the Public Forum not Requiring a Resolution: It was agreed that all the matters reported by Mrs J Meadowcroft should be referred to the Planning Department of SKDC and the Area Highways Manager LCC for reply.

(16) Urgent Matters for Attention: (a) The Chairman had received at the meeting a letter from the Mr D Wrench, Chairman of the Playing Field Committee asking for a copy of the lease/agreement between the Playing Field Committee and the Parish Council in respect of the use of the playing field as they wish to obtain grants towards the renovation of the pavilion and the building of a multi surface pitch and play area. It was agreed unanimously that this matter be deferred until the next meeting, after which time details of the exact proposal could be given by the Playing Field Committee and maybe they can also let the Parish Council have a copy of the deeds for the playing field which it has been asking for since February 2009.

(17) Date of Next Meeting: 13th July 2009

The meeting closed at 9.40pm

It is important to understand that the information given above represents notes of the meeting which took place and do not become the decisions of the Parish Council until accepted or otherwise at the following meeting.