Minutes of the meeting of & Parish Council held on Tuesday 27 February 2019 at 7.30pm at The Village Hall, Shardlow

PRESENT: Cllr M Clifton (Chairman) Cllr N Stenner, Cllr C Leggett, District Cllr N Atkin, Cllr N Hawksworth, Cllr T Bowles, Cllr G Shearing, Locum Clerk J Jackson and new Clerk/RFO Fiona Stanbrook (Minutes) and 3 members of public.

Reference Agenda Item Action

20/2018-19 Apologies for Absence Cllr A Perks, District Cllr P Watson, District Cllr H Coyle 21/2018-19 Declaration of Interest Cllr Hawksorth in regard to planning application for Post Office – it was agreed Cllr Hawksworth should remain in the meeting while this was discussed. 22/2018-19 Appointment of new Fiona Stanbrook was appointed as the new Clerk/Responsible Financial Officer for Shardlow & Great Wilne Parish Clerk/RFO Council. Fiona is also the Clerk for the neighbouring parish of Aston on Trent.

23/2018-19 Public Participation Resident of London Road asked if anything can be done about the speed of the traffic through the village. He reported it is getting worse and 40-50mph seems standard unless a driver in front is doing 30mph. Would like to discuss speed calming measures which are preventative rather than reactive. Representatives from parents’ group at school, looking at joining forces with regard to speeding, and also asking what can be done. Two representatives asking for an update regarding Lady in Gray. Request for allotment car park trees to be trimmed down on Wilne Lane as they are causing shade on the bottom half of the allotments. 24/2018-19 Reports from outside Cllr N Atkin for SDDC and DCC, the budget has been agreed tonight for South . This will be available in the bodies press 28/2/19. Cllr Atkin gave an update on Elvaston Castle Action Group and Airport Action Group. Cllr Atkin also discussed the axing of the 73 bus service for Aston and Weston, and advised that the parishes may wish to work together to look at securing an alternate provision. Cllr Atkin also talked about the traffic lights on , these fall under North West as the boundary between Derbyshire and Leicestershire is the centre of the river. This report had previously been circulated to all Cllrs. Cllr Hawksworth asked Cllr Atkin about the flood defences being worked on in City. This work was not supposed to start until the flood defences had been made good in Ambaston and Shardlow. It was RESOLVED the Clerk will email Peter Watson with regard to this. FS 25/2018-19 Casual Vacancy and Co- It was RESOLVED to remove this item from the agenda until after the elections in May 2019. Prospective new option of new members Councillors are welcome to join any future meetings in March and April should they wish to get a taste of what is involved.

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26/2018-19 Police Report The Clerk reported their had been 4 incidents recorded for Sharldow and Great Wilne in December 2018 including 2 anti-social, 1 violence and sexual offence and 1 vehicle crime. 27/2018-19 Approval of minutes 23 The minutes of the previous meeting held on Wednesday 23rd January 2019 were recorded as an accurate MC January 2019 representation of the meeting having previously been circulated to all member Councillors by the Clerk. Cllr Clifton signed the minute as a true and accurate copy. 28/2018-19 Actions arising from Speeding has been a problem since the arrival of the A50, 20mph speed limit has been removed outside school and public participation school signs have been removed from Derby A6 direction. Options discussed were staggered islands, but this needs to still be wide enough for farm vehicles, in particular combine harvesters. Cameras were suggested as an option and also moving the 30mph sign. The VAS signs in current use are fixed and do not show current speed. It was RESOLVED the clerk will investigate FS some options and prices for VAS signs which indicate speed and are also not fixed enabling them to be located in

various positions around the village.

It was RESOLVED the Clerk will contact highways regarding the signs which have been removed for the school and FS also Derbyshire Constabulary (Safer Neighbourhoods Team) regarding additional speed checks. The planning application for Lady in Gray has been withdrawn. There is an action against the trustees but one trustee has deceased; and they are awaiting another trustee to take over. This has been an ongoing problem for in excess of 10 years. Kieran Armstrong has indicated he is applying for planning permission for 3 apartments and 9 separate dwellings on the land. There is no plans or applications in the public domain yet, this will be notified in due course to all Cllrs, if it arises. Resident was advised to contact District Cllr Watson with regard to upcoming planning applications. Complaints have been made regarding guttering and overhanging trees. It was RESOLVED the Clerk FS will update residents as and when any information is received. It was RESOLVED the Clerk will contact District Council to ask for the trees at the allotments to be FS pruned. 29/2018-19 Chairman’s Report Cllr Clifton welcomed the new Clerk to her role and stated the whole council are looking forward to working with her in the future. Cllr Clifton also offered thanks to J Jackson for all of her help and support in recent months. MC 30/2018-19 Clerk’s Report J Jackson reported no response from SDDC regarding trees, footpaths and white lines which are all in poor repair. This will continue to be chased. There has been no further update on the postcode change, it was RESOLVED Cllr Clifton will forward the map to the MC new Clerk and she will continue to move this forward. FS 31/2018-19 Planning Applications & Applications Received as of 27th February 2019: Decisions Ref 9/2019/0096 – Shardlow Post Office change of use to a mixed use comprising a shop/Post Office, Café and a single storey side extension at 33a Shardlow Post Office, London Road, Shardlow, Derby. No concerns to report and the Parish Council are happy to recommend this is approved. 6 | P a g e

Ref 9/2019/0176 – the pruning of a tree at 8 Wakelyn Close, Shardlow, Derby. This is listed as a conservation area and trees are likely to be subject to a TPO. Parish Council will communicate this to planning department. Ref 9/2019/0182 – erection of extensions at 33 Glenn Way, Shardlow, Derby. No concerns. Applications Pending in this period: Ref 9/2019/0037 – The pruning of a tree at Shardlow Hall Day Nursery, London Road, Shardlow, Derby Ref 9/2018/1398 – The erection of garden buildings and terrace at Riverside, 15 Canal Bank, Shardlow, Derbyshire Ref 9/2018/1254 - Certificate of Lawfulness for mobile home unit at Chapel Farm, Wilne Lane, Shardlow – Application WITHDRAWN Applications Granted as at 27th February 2019: Ref 9/2019/0008 – The felling of a tree at 2-4 The Wharf, Shardlow, Derby – Trees in Conservation Area, no objections to works. For all planning applications, please visit www.planning.southderbyshire.gov.uk 32/2018-19 To receive an update There are no further updates however it was RESOLVED the Clerk will email Cllr Atkin for an update before the next FS regarding The Greenway meeting. 33/2018-19 To revise Parish Council’s It was RESOLVED the Clerk will circulate to all Cllrs all NALC standard policies as required to be compliant. Financial FS Policies, Financial Regs Regulations and Standing Orders will also be circulated and all will require adoption at the next meeting. It was and Standing Orders RESOLVED that policies will be uploaded to the website as soon as possible and each policy will then be scrutinised FS/M one by one to see if there is any strengthening required. The aim is to be fully compliant by the elections in May C/AP 2019 and these policies and procedures will form part of a new Councillor welcome pack. It was RESOLVED the Clerk will produce a new letterhead and logo for the Council, examples will be circulated to all FS Cllrs before the next meeting. 34/2018-19 Annual Work Calendar The Clerk advised there is an annual finance calendar available from SLCC (Society of Local Council Clerks). It was FS and relating issues RESOLVED this would be circulated to all Cllrs and added to in order to make it specific to Shardlow & Great Wilne Parish Council. 35/2018-19 Post Code Change at There are no further updates to report. It was RESOLVED that Cllr Clifton will forward the map to the Clerk regarding MC/ Canal Bank the post code change for The Marina and Canal Bank and she will continue to move this forward. FS 36/2018-19 Flowerboxes and related It was RESOLVED to order 3 x 3 tier Flower Towers from Plantscape. These are to be situated on the verge by the FS issues Toll Stone, opposite the School and opposite the Clock Warehouse. It was RESOLVED the Clerk will write to all community organisations and groups and ask if any of them would like to FS make a donation towards the cost of the floral display. Any donations received will be acknowledged formally on Parish Noticeboards. 37/2018-19 Health & Safety It was RESOLVED to create a procedure to report and manage Health & Safety around the village. FS It was RESOLVED to create a Responsibility Matrix to cover all defibrillators, benches, play equipment, noticeboards, FS signs, lampposts. Each Cllr will take an area of responsibility and report as per the matrix. This will be circulated prior to; and agreed at the next meeting.

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It was RESOLVED to update the maintenance of flood barriers and ensure all penstocks are checked. The Clerk will MC/ discuss this further will Cllr Clifton and arrange for the necessary personnel to complete the checks. FS 38/2018-19 LAllotments A complaint has been received regarding a skip being placed in the gateway of the house adjacent to the first allotment. Historically this has been used for a disabled car parking for the previous resident, there is no current agreement in place. It was RESOLVED to investigate the installation of a locked gate. Cllr Clifton will action this MC further. Allotment rents are due for renewal at the end of March. It was RESOLVED the Clerk will action this and encourage FS all allotment holders to pay by bank transfer if possible. New agreements for allotments will be sent electronically and the it was RESOLVED the Clerk will contact all allotment tenants and update their details with email addresses FS as far as possible. It was RESOLVED the Clerk will contact SDDC and ask for the trees to be pruned at the allotments on Wilne Lane as FS they are shading the lower half of the allotments. Resident has requested to be added to the waiting list for an allotment. It was RESOLVED the Clerk will action this. FS Resident has requested sharing her allotment plot with a friend. It was RSEOLVED the Clerk will look into this. FS 39/2018-19 Lengthsman Report Pam Postans supplied a report. It was RESOLVED that Cllr Clifton will forward this report to the Clerk. MC It was RESOLVED the Clerk will contact P Postans to complete annual appraisal paperwork and discuss any ongoing FS issues. It was RESOLVED the Clerk will organise the re-siting of the bollard on Wilne Lane Car Park and add some reflective FS tape, the waste bin opposite the Clock Warehouse and a finger post on Aston Lane. All three require cementing in place. 40/2018-19 SDDC Tree Inspection No further update – it was RSEOLVED the Clerk will chase this with SDDC in particular for the Village Green, Wilne FS Update Lane Car Park and the allotments on both Long Row and Wilne Lane. 41/2018-19 Annual Parish Meeting It was RESOLVED the APM will be held this year in May. The Clerk will confirm dates outside of Purdah and circulate FS to all Cllrs as a matter of urgency. The meeting must be held before 1st June and before the first meeting of the new Council following elections. The new Council will take office on 7th May 2019 and the first meeting of the new Council must be held between 7th and 20th May (provisionally booked for 15th May). The Clerk proposes a date of Wednesday 8th May 2019 for the Annual Parish Meeting to be held, to be confirmed. It was RESOLVED the Clerk will identify all community groups and organisations to be invited to the APM and send FS invites once the date is agreed. It was RESOLVED that light refreshments will be provided and this will be an event to bring community groups together in the Parish. 42/2018-19 Finance The council RESOLVED that the accounts as provided were approved for payment. It was RESOLVED the Clerk will contact HSBC to update the official Parish Council postal address. FS It was RESOLVED the Clerk will investigate the possibility of transferring to online banking. FS It was RESOLVED the Clerk will complete the necessary paperwork to become an authorised signatory of the bank FS accounts.

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It was RESOLVED future finance schedules will be sent to all Cllrs with a meeting pack on the Friday immediately FS before the meeting. It was RESOLVED that all scheduled payments and invoices, including expenses should be supplied to the Clerk by ALL the Friday preceding the meeting to be including in the finance schedule for that month. This will allow for finances to be as up to date as possible and compliant with standard financial regulations. Invoices and expenses received after this date will not be paid until the following month.

Payments to be made this month as follows: P Postams – Wages - £141.80 J Jackson – Wages – £368.00 J Jackson – Expenses – £59.40 HMRC – Tax - £94.20 Horizon – Tree works - £282.00 Playgroup – Donation - £400.00 43/2018-19 Councillor Reports Cllr Hawksworth reported Shardlow Primary School are trialling an Ofsted inspection. There was an accident at speed on London road last week, involving a car turning right which landed in a residents’ garden. Police and ambulance service were involved.

Cllr Legget reported a bollard which has been reversed into next to Holden House.

Cllr Perks circulated a report prior to the meeting. 44/2018-19 Agenda Items for next PC Committee required to set up protocol and procedure regarding Village Hall and how it runs. meeting Village Hall Tenancy agreement. Village Hall refurb plan. Village Hall reimbursement of monies for footpath works. 45/2018-19 Items for Information/ Letter from ex Councillor A Mitchell Correspondence Rural Services Network – Rural Bulletin DALC Circular 3 DCC Pensions Emails from residents regarding allotments. 46/2018-19 Date, time of the next The next meeting will be held on Wednesday 27th March 2019 at 7.30pm. meeting: The chairman thanked everyone for attending and the meeting was closed at 9.50pm

Signed ______Chairman / Vice Chairman 9 | P a g e