Linton Parish Council

Linton Parish Council Clerk: Mrs C Orme Address: Linton Parish Council, PO BOX 8063, Swadlincote DE11 1FP Tel: 0771 9599132

Minutes of the Annual Linton Parish Council Meeting held on 13th May 2014 at The Brick Rooms Linton, commencing at 7pm.

In attendance.

Cllr Aytain (in the Chair) Cllr Palmer, Cllr Browne, Cllr Powell, Cllr Kerry, and Cllr Tilley.

1 District Council Representative, 1 Police Representative and 1 Member of the Public was in attendance.

AGENDA PART 1 - NON EXEMPT INFORMATION

1. Minute Number 652/14 - Election of the Chairperson for the year 2014/2015 and the completion of the Declaration of Acceptance of Office

Resolved: That Cllr Sharratt was elected as Chairperson to Linton Parish Council for the ensuing year. Resolved: In accordance with the Local Government Act 1972 Cllr Sharratt will complete his Declaration of Acceptance of Office at the June 2014 Parish Council Meeting.

2. Minute Number 653/14 - Election of the Vice Chairperson for the year 2014/2015 and the completion of the Declaration of Acceptance of Office

Resolved: That Cllr Aytain was elected as Vice Chairperson to Linton Parish Council for the ensuing year. Resolved: In accordance with the Local Government Act 1972 Cllr Tilley read and signed the Declaration of Acceptance of Office before the Clerk.

3. Minute Number 654/14 - To receive apologies for absence

Apologies were received and accepted from Cllr Sharratt, Cllr McLaren and Cllr Ensor.

4. Minute Number 655/14 - Variation of the Order of Business

There were no Variations to the Order of Business.

5. Minute Number 656/14 - Declaration of Members Interests.

There were no Declarations of Members Interests.

6. Minute Number 657/14 - Public Speaking.

Minute Number 657/14/A – Public Speaking

Members of the Public raised the following matters:  Linton Village Action Group would like a meeting with members of Linton Parish Council to devise a plan of action for the Gladman Appeal. – It was agreed that the Clerk would add this matter to the agenda for June 2014.

Minute Number 657/14/B – Police Representatives Report

PCSO McMillan gave his apologies.

PC Carrera was in attendance at the meeting and gave his report as follows:  01.04.2014 – Linton Heath, theft from motor vehicle (2 males on bail).  05.04.2014 – Main Street, ABH S47 minor injury (1 person arrested)

70  06.04.2014 – Linton Heath, having a blade in a public place.  22.04.2014 – Coton Park, non-dwelling burglary.  He also reported that there had been a theft of a tractor from Walton on Trent in the early hours of Sunday morning.  It was reported that the Mazda opposite the Brick Rooms was taxed even though the correct tax disc is not on show and this had been confirmed by the DVLA.  An operation had been held with Trading Standards around the area. 1 or 2 drivers had been reported to their employers for taking short cuts through the lanes. A further operation will be held in the near future.

Minute Number 658/14/C – District Council Representatives Report

Cllr Jones gave his apologies.

Cllr Wheeler was present at the meeting and gave his report as follows:  It was reported that SDDC were taking the Appeal for Gladman very seriously. At the next Financial Committee Meeting they will be discussing and hopefully approving £70k towards Solicitor Fees to help fight the case. – It was agreed that the Clerk would inform Mr Kirkham of this development.  There was a Planning Application in for holiday lodges off Sandy Lane. DCC Highways would be objecting to this application.  The bus shelter by the Post Office on Main Street did belong to SDDC. Cllr Wheeler apologised to both the Parish Council and Cllr Lauro for the misunderstanding. He explained that the current bus shelter would be removed and a new bus shelter would be installed on the opposite side of the pavement. The new bus shelter would include sides as requested.

Minute Number 658/14/D – County Council Representatives Report.

Cllr Lauro gave her apologies, there was nothing to report.

7. Minute Number 659/14 - Election of Committees and Representatives to other Bodies for the year 2014/2015

Linton Parish Council Committees.

i. Coton Park Report Resolved: Cllr Tilley and Cllr Powell were elected on the above committee for the ensuing year.

ii. Footpaths and Forestry Report Resolved: Cllr Browne, Cllr Kerry and Cllr Sharratt were elected on the above committee for the ensuing year.

iii. Facilities Report Resolved: Cllr Denton was elected on the above committee for the ensuing year.

Outside Bodies

iv. Linton Area Meeting and Safer Neighbourhoods Resolved: Cllr Powell and Cllr Kerry were elected on the above committee for the ensuing year.

v. Police Liaison Resolved: Cllr Powell was elected on the above committee for the ensuing year.

vi. Town and Parish Council Liaison Meeting. SDDC & DCC Resolved: Cllr Powell was elected on the above committee for the ensuing year.

71 8. Minute Number 660/14 - Completion of the Declaration of Acceptance of Office for all other Members

Resolved: In accordance with the Local Government Act 1972 all other Councillors read and signed the Declaration of Acceptance of Office before the Clerk.

9. Minute Number 661/14 - Adoption of the following documentation for 2014/2015 a. Adoption of the Linton Parish Council Code of Conduct Order for the year 2014/2015 b. Adoption of the new Financial Regulations for the year 2014/2015 c. Adoption of the new Internal Control Policy for the year 2014/2015 d. Adoption of new Linton Parish Councils Standing Orders for the year 2014/2015. e. Adoption of the Complaints Procedure for the year 2014/2015 f. Adoption of the H&S Policy for the year 2014/2015 g. Adoption of the Freedom of information Policy for handling requests and supporting information for the year 2014/2015 h. Adoption of the Data Protection Policy for the year 2014/2015 i. Adoption of the Recruitment, Selection, Equality and Diversity Policy for the year 2014/2015 j. Adoption of the Information Security Policy for the year 2014/2015 k. Adoption of the Internal Policy relating to the delivery of Services for the year 2014/2015 l. Adoption of the Record Management Policy for the year 2014/2015 m. Adoption of the Parish Council Risk Assessment system with Watson and Watson for the year 2014/2015

Resolved: Linton Parish Council adopted the above documentation from item a to m inclusive for the financial year 2014/2015.

10. Minute Number 662/14 - Date of the next Annual Meeting of Linton Parish Council

Resolved: The Date of the Annual Linton Parish Council Meeting in May 2015 will be confirmed nearer the time.

Signed………………………………………………….Dated………………………

72 Linton Parish Council Clerk: Mrs C Orme Address: Linton Parish Council, PO BOX 8063, Swadlincote DE11 1FP Tel: 0771 9599132

Minutes of the monthly Linton Parish Council Meeting held on 13th May 2014 at The Brick Rooms Linton, commencing at 7pm.

In attendance.

Cllr Aytain (in the Chair) Cllr Palmer, Cllr Browne, Cllr Powell, Cllr Kerry, and Cllr Tilley.

There were no Members of the Public in attendance.

AGENDA

PART 1 - NON EXEMPT INFORMATION

1. Minute Number 663/14 - To receive apologies for absence.

Apologies were received and accepted from Cllr, Cllr McLaren and Cllr Ensor.

2. Minute Number 664/14 - Variation of the Order of Business.

There were no Variations to the Order of Business.

3. Minute Number 665/14 - Declaration of Members Interests.

There were no Declarations of Members Interests.

4. Minute Number 666/14 - Public Participation.

Minute Number 666/14/A – Public Speaking

There were no Members of the Public in attendance.

Cllr Denton raised the issue of broken street lighting at the junction of Main Street/Hillside Road. This lighting should only be switched off between the hours of 12.30am and 5.30am. He also raised the issue that there were no white lines in the same area. - It was agreed that the Clerk would contact DCC Highways Department with regards to both matters.

Minute Number 666/14/B – Police Representatives Report

There were no Police Representatives present at the meeting and there was nothing to report.

Minute Number 666/14/C – District Council Representatives Report

Cllr Wheeler and Cllr Jones gave their apologies, there was nothing to report.

Minute Number 666/14/ D – County Council Representatives Report

Cllr Lauro gave her apologies, there was nothing to report.

5. Minute Number 667/14 - To confirm the Non Exempt Minutes of the Meeting held on 8 th April 2014

73 Resolved: The non-exempt minutes of the Linton Parish Council Meeting held on 8th April 2014 having been circulated were accepted as a true record.

6. Minute Number 668/14 - Committee Reports

The Parish Council Meeting has been designated to discuss the following matters only in more detail.

A) Coton Park Recreation Ground Report B) Mowing of Badger Hollows It was reported that 2 cuts of the grass had been completed this year, however these were not to a very good standard. It was agreed that the work had started late this year and not all grass cutting had been completed from the previous year. Resolved: To allow the contract to run till it’s end date and then go back out to retender for the work. Resolved: The Clerk to contact Steve Sheppard with regards to the outstanding H&S work required at Badger Hollows.

C) Cotton Park barrier damage Resolved: The Clerk to continue to chase DCC Highways department with regards to the damage caused by the tarmacking lorry. Resolved: The gates to remain shut until this issue is resolved with DCC and new barriers are installed.

D) Taking out of the trees at the Former Recreation Ground and moving them to Badger Hollows It was agreed that the trees planted last year were too well established to be moved to Badger Hollows: Resolved: Cllr Tilley to purchase a new spade and pass the receipt to the Clerk for reimbursement.

E) Linton FC – request to use Football Pitch Coton Park Resolved: The Clerk to speak with the team currently using the pitch and explain the situation that there is a village team interested, that would like to use the pitch for training 1 day per week, either Tuesday, Wednesday or Thursday evening. Resolved: The Clerk to speak with both teams and ask them to liaise with each other over the usage of the shared pitch.

B) Facilities Report i. Installation of benches update – Linton Recreation Ground Resolved: The Clerk to speak to the contractor to install the benches as soon as possible. The Clerk to ask the contractor to re-skim the concrete as this had been vandalised prior to the installation.

ii. Proposed Memorial Garden Resolved: The Clerk to take this matter off the agenda.

iii. Refurbishment of bench outside the Post office update iv. Refurbishment to the Onyx sign Resolved: The Clerk to chase the contractor for quotes on the above two items.

v. Slide and Bank issues at Linton Recreation Ground Resolved: The Clerk to contact Playdale to repair the matting under the team swing. Resolved: The Clerk to ask Playdale if there is anything that can be done to make the bank that the slide currently sits on safer.

C) Footpath and Forestry Committee Report

The Clerk was asked when SDDC would start cutting the definitive footpaths as footpath number 10 was in desperate need to be cut back.

74 Resolved: The Clerk to contact SDDC and request that Footpath 10 by the pumping station be cut back as soon as possible.

It was reported that there were motorbikes driving around Waterfollows, the Police are aware of this issue.

D) Information from Councillors attending any other meetings

A) Annual Civic Council Meeting to be held at the Town Hall, The Delph, Swadlincote on 29.05.2014 commencing at 5.45pm Resolved: The Clerk to send the Councils apologies as there was nobody available to attend.

B) Area 6 Safer Neighbourhoods Meeting and Linton Area Forum to be held on 28.05.2014 at Rosliston Village Hall commencing at 6.15pm. Resolved: Cllr Powell and Cllr Kerry to attend on behalf of Linton Parish Council.

C) Flood Liaison Meeting to be held on 26.06.2014 at the Council Chambers. Swadlincote commencing at 10am – nobody to attend. Resolved: The Clerk to send the Councils apologies as there was nobody available to attend.

Cllr Powell reported that he had attended the last SDDC and Parish and Town Council Liaison Meeting held at SDDC on 30.04.2014. Cllr Powell gave his report as follows:  There are businesses queuing up to take part in 1 day and half day team building exercises for free. The aim is to give Parish Councils support to improve the visual attractiveness of their areas.  All that is required is for Parish Councils to find projects that you have. The basic requirements are a cup of tea and toilet facilities to be provided. The basic matching service is free but should extra support be required, it is charged at £30.00 per hour. i.e. The Brick Rooms or the back room at the Village Hall and somebodies time.  The charges are clear on the templates and notes, email rosliston@south- derbys.gov.uk or telephone Kate, Alan or Lawrence on 01283 535039. Further information at www.south-derbys.gov.uk/environmentalforum  Village Games – All the usual mobiles are available and Linton Parish Council have already booked 2 dates for the summer holidays. This year the mobiles are including new ones for example the Commonwealth Mobile and the Extreme Sports Mobile, Forest Frenzy and Cycling Themes, details of which can be obtained by telephoning 01283 595973 or 01283 595873 or by emailing Hannah.barradell-smith@south- derbys.gov.uk

7. Minute Number 669/14 - Clerks Report

a) Risk Assessment – update Resolved: The Clerk to book an appointment with John Watson to discuss any updates and issues.

b) Dog Fouling issues around the village and Dog Control Orders Resolved: The Clerk to email the Dog Control information to all Councillors for the June 2014 Parish Council Meeting.

c) IT information It was reported that the website was doing really well.

d) Neighbourhood Planning - the formation of a Committee and agreement to employ a consultant Resolved: The Council agreed that this was a great idea and something should be completed in the future. Resolved: It was agreed that the Clerk would keep this matter on the agenda but it be placed on hold until after the meeting with the Linton Village Action Group.

75 e) Audit of the end of year Financial Accounts 01.04.2013 to 31.03.2014 1. Internal Audit took place on 22.04.2014 It was reported that the Internal Audit held on 22.04.2014 had gone very well with no problems or actions being highlighted.

2. Approval of the Annual Return Sections 1, 2 and 4. Resolved: Linton Parish Council approved Section 1, 2 and 4 of the Annual Return ending 31.03.2014. Resolved: The Clerk to complete the extra information requested by the External Auditor and post out as soon as possible.

3. Approval of the year end accounts from 01.04.2013 to 31.03.2014 Resolved: Linton Parish Council approved the year end accounts from 01.04.2013 to 31.03.2014.

4. Review of the Financial Regulations, Internal Audit and Internal Controls for the Financial Year 2013/2014.

The Clerk gave her report as follows:

1. Under the Accounts and Audit Regulations the Linton Parish Council Clerk/RFO and Proper Officer is obliged to carry out a review of the effectiveness of its internal controls and to report the matter to the Council.

2. There is also a requirement to conduct a review of the effectiveness of Linton Parish Council’s system of Internal Audit and formally report accordingly.

3. With regard to paragraph 1 above, the Financial Regulations under which Linton Parish Council’s internal controls operate, which were approved and adopted at the Linton Parish Council Meeting held on 14.05.2013 and 13.05.2014, are required to be reviewed by the Clerk/RFO at least annually. As the Clerk/RFO/Proper Officer and advisor to Linton Parish Council on its financial issues, I recommend that no changes are required at this time:- Resolved: Linton Parish Council accepted and agreed with the Clerks report that no changes were required at this time.

4. Paragraph 2 above relates to the effectiveness of the system of internal audit. Linton Parish Council has appointed a qualified local government accountant to act as its independent internal auditor. The role of the internal auditor is to assist Linton Parish Council in fulfilling its responsibility for the prevention and detection of fraud and corruption, errors and mistakes. It is for Linton Parish Council to determine the level of internal audit required based on the internal controls in place which were approved and adopted at the Linton Parish Council Meeting held on 13.05.2014. Currently the internal auditor undertakes an internal audit after the end of the financial year. Amongst other things he reviews the internal controls and ensures that Linton Parish Council has complied with its own Financial Regulations. As Clerk/ RFO and Proper Officer I provide quarterly bank reconciliation to the Internal Auditor together with copies of bank statements. All payments are approved by Linton Parish Council and all invoices are available for inspection by the council. Cheques are signed by 1 members of the Parish Council and countersigned by the Clerk/RFO. The internal auditor produces a written report for the Council after the internal audit and highlights any deficiencies in the internal controls, or provides a clean bill of health.

As your Clerk/RFO and Proper Officer I am happy with these arrangements and would not wish to change them as it provides both Linton Parish Council and me with an element of security. I am therefore satisfied with the effectiveness of Linton Parish Council’s system of Internal Audit.

The Council considered the report by the Clerk/RFO regarding the obligations of the Council relating to the Financial Regulations and the effectiveness of the Internal Audit. Resolved: That the comments of the Clerk/RFO and Proper Officer are noted and the

76 Council, having reviewed the effectiveness of the system of Internal Audit, approved the current arrangements.

8. Minute Number 670/14 - Derbyshire Association of Local Council’s

Resolved: Linton Parish Council noted the following information.

a) Circular 07/2014  Spring Seminar reminder  Openness in Local Government  NALC welcomes cash grant fund to help more disabled people become local councillors  Time to conduct a review?  OUR BIG GIG: Nationwide music celebration returns to a community near you this summer  Annual Parish Meeting and the Annual Parish Council Meeting  How Local Councils Can Be More Effective Online – Training  Living Wage – can you help please?  Denby Parish Council – Clerk and Responsible Financial Officer Vacancy

b) Circular 08/2014  DALC E-mail contact  DALC Membership Services  Employment Allowances  Locum Clerk  DALC Constitution  BBC1 – HOME SWAP  Clerk/RFO Vacancies

9. Minute Number 671/14 - Finance

Resolved: Linton Parish Council approved the following payments.

a) Items for Payment

Cheque No Payee Description Amount 001826 INFORMATION COMMISSIONER £35.00 001827 TDP LTD BENCHES £528.00 001828 AON UK LTD INSURANCE 2014/2015 £600.41 001829 CANCELLED 001830 TO 001833 SALARIES, TAX AND NIC’S £1,658.25

10. Minute Number 672/14 - Items for Information

Resolved: Linton Parish Council noted the following information.

a) SDDC – Press Release – Celebrate St Georges Day at Swadlincote Farmers’ Market b) SDDC – Press Release – Restoration of Swadlincote’s War Memorial Gates c) Clerk and Council Direct Magazine

11. Minute Number 673/14 - Items for Decision

There was nothing to report.

12. Minute Number 674/14 - Planning Matters for Decision

a) 9/2014/0418 LAND AT SK2617 9531 OFF OCCUPATION LANE COTON PARK LINTON DERBYSHIRE DE12 6RD CHANGE OF USE FROM ANCILLARY RESIDENTIAL ACCOMMODATION TO A DWELLING Resolved: Linton Parish Council had no objections to the above planning application.

b) 9/2014/0387 97 LINTON HEATH LINTON SWADLINCOTE DERBYSHIRE DE12 6PD PROPOSED CONSERVATORY

77 Resolved: Linton Parish Council had no objections to the above planning application. c) 9/2014/0354 HOLLY BUSH INN LAND ADJACENT TO 37 HIGH STREET LINTON SWADLINCOTE DERBYSHIRE DE12 6QL THE ERECTION OF ONE DWELLING Resolved: Linton Parish Council had no objections to the above planning application.

d) 9/2014/0385 LITTLEHOLM KENNELS COTON PARK LINTON SWADLINCOTE DERBYSHIRE DE12 6RG THE DEMOLITION OF KENNEL FACILITIES AND THE ERECTION OF FOUR DWELLINGS Resolved: Linton Parish Council had no objections to the above planning application.

e) 9/2014/0272 LAND AT SK2617 5990 COTON PARK CALDWELL SWADLINCOTE DERBYSHIRE USE OF WOODLAND AREA FOR RECREATIONAL PURPOSES INCLUDING THE ERECTION OF 11 LOG CABINS (MOBILE HOMES) AND ACCESS TRACKS TOGETHER WITH THE RETENTION OF NEW VEHICULAR ACCESS, WALLS AND GATES AT ENTRANCE Resolved: Linton Parish Council objected to the above planning application on the grounds of the road way as it is far too narrow for the amount of vehicles that will need to use it.

13. Minute Number 675/14 - Date of the next Meeting

Resolved: The date of the next Linton Parish Council Meeting was confirmed as 10th June 2014 at the Linton Brick Rooms commencing at 7pm.

Resolved: In view of the confidential nature of the business to be transacted next, it was advisable in the public interest, that the press and public be temporarily excluded and were instructed to withdraw from the meeting.

AGENDA

PART 2 - EXEMPT INFORMATION

Minute Number 676/14 – Exempt Information.

a) Linton Orchard update The Clerk reported that she was still awaiting the draft instructions to be emailed to her for approval. Resolved: The Clerk to speak with the Solicitor and explain that the Council is not happy that this matter is taking so long. Resolved: The Clerk to email the draft letter to the Barrister and email to the Chair and Vice Chair for approval.

Signed…………………………………………………….Dated…………………