Telephone: 01455 285655 Parish Council Fax: 01455 283120 VAT Registration No. 705 5707 41

Council Office, Station Road, www.broughton-astley.gov.uk Broughton Astley, Leicester, LE9 6PT e-mail: [email protected]

MINUTES OF THE PARISH COUNCIL MEETING HELD ON THURSDAY 16 MARCH 2017 AT THE VILLAGE HALL, STATION ROAD, BROUGHTON ASTLEY

PRESENT: Councillors G Brown, R Capewell, R Gahan, C Golding, C Grafton-Reed, Mrs S Hendy, D Howe, S Oliver, R Patrick, C Porter, M Swinfen and R Tomlin

APOLOGIES: Councillors J Bateman, G Mallaghan, A Rowe and Mrs M Stell District Councillor M Graves and County Councillor W Liquorish

CLERK: Mrs D Barber – Parish Manager

1499 1. APOLOGIES

Apologies were received and accepted from Councillors J Bateman, G Mallaghan, A Rowe, Mrs M Stell, District Councillor M Graves and County Councillor W Liquorish

1500 2. DECLARATIONS OF MEMBERS’ INTERESTS AND REQUESTS FOR DISPENSATIONS

No declarations of Members’ interests were received.

3. MINUTES OF THE PARISH COUNCIL MEETING HELD ON 9 FEBRAURY 2017

Members confirmed that the Minutes of the Parish Council meeting held on 9 February 2017 to be a true record. Councillor Swinfen proposed and Councillor Patrick seconded that the minutes should be accepted as a true record, a show of hands carried this unanimously.

1501 RESOLVED: That the minutes of the Parish Council meeting held on 9 February 2017 are accepted as a true record.

1502 4. PROGRESS AGAINST OUTANDING RESOLUTIONS

A report of progress in completing Parish Council resolutions was presented by the Parish Manager and was received and accepted by the Members.

1503 5. CHAIRMANS TIME

NEW STARTER

Following a successful application and interview process a new member of staff has been appointed. Subject to Parish Council ratification in Item 13 of the agenda, Mr Michael Hughes of Walton, will commence his position of Property and Grounds Maintenance Assistant on Monday 20 March 2017.

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FLY THE FLAG FOR THE COMMONWEALTH

Monday 13 March saw the inaugural ‘Fly the Flag for the Commonwealth’ ceremony held at the War Memorial at 10am. Councillor Liquorish raised the flag on behalf of Broughton Astley following the reading of the Commonwealth Affirmation by a large contingent of pupils from Thomas Estley College. Also present was the Revd Sharon Constable, members of the Royal British Legion, Parish Council representatives and members of the pubic. This is hoped to become an annual event.

OFFICE CLOSURE

Due to circumstances with staffing, the office will be closed to the public on Friday 31 March. The office will be opened on Wednesday 29 March as an alternative and will be as widely advertised as possible regarding the change for that week.

HARBOROUGH DISTRICT COUNCIL

The Parish Office has recently been informed that following the rise in reports of dog fouling in general across the district, Harborough DC have appointed a dedicated officer to be a point of contact for Broughton Astley and surrounding areas. Members are requested to report any incidents of areas being affected by dog fouling to the Parish Office for them to relay and collate the information to this officer who has been authorised to deal with this matter by using numerous methods and powers at their disposal.

VILLAGE CENTRE CLEAN-UP

A clean up of the village centre has been organised for Sunday 19 March at 10am. All volunteers are welcome and are to meet in the Co-op car park for a briefing and distribution of equipment. Mr Ken Larkin will be the co-ordinator and dedicated First Aider on the day. Councillor Janette Ackerley, Chairman of Council is also hoping to be present.

1504 6. PUBLIC FORUM

The Chairman suspended the normal business of the Council at 7.37pm. As no members of the public were present, the Chairman resumed business at 7.38pm.

1505 7. DISTRICT AND COUNTY COUNCILLORS REPORTS

COUNTY COUNCIL

Councillor Liquorish Councillor Liquorish tendered his apologies and had nothing to report.

DISTRICT COUNCIL Councillor Tomlin • Local Plan – is still ongoing and delayed. Discussions being held that Leicester City cannot meet their housing supply numbers and concerns this could have on other councils in the area. • Ward Boundary Changes – Proposed new changes are two 2 Member wards to include This document is also available in large print. 394

Leire for District Council. • LED Street Lighting – although issues have occurred following the installation of LED street lighting throughout the county it does appear better and is a cheaper option. • Green Waste – Although some confusion has been raised, the collections have commenced for this year, but payment needs to be made by the end of March. • Bus Shelters – Has received a complaint from a resident regarding the lack of seating at bus shelters throughout the village. The Parish Manager confirmed that she had been in contact with a resident regarding this matter and will forward copies of the correspondence to Councillor Tomlin for reference. Councillor Dann – No report submitted Councillor Graves Ward Boundary Changes – The Local Government Boundary Commission for (LGBCE) have proposed changes to the warding arrangements for both District Council and Parish Council. The Harborough District Council proposal submitted to the LGBCE exceeded the important 10% electorate threshold for 3 out of the 4 Broughton Astley wards, requiring the LGBCE to come up with their own warding proposals. LGBCE are proposing to combine Primethorpe and Sutton wards to become a dual member ward. They are also proposing to combine Astley and Broughton wards to become a dual member ward, but also adding into the new ward the electorate in the village of Leire to come under the 10% electorate threshold. The Parish council wards are proposed to increase to 5, with the new ward taking a single councillor from another ward meaning the 5 wards will elect 4, 4, 4, 3 and 1 councillors respectively. The LGBCE have explained that these are NOT final proposals, and would happily consider alternative proposals as long as they meet the simple requirements for no single ward electorate to have more than a 10% variance compared to the average number of electorates. Councillor Graves also informed the Members that he had received complaints regarding the terrible state the Byre Crescent bus shelter following a botched cleaning job to remove graffiti on every panel. I have reported it to Leicester County Council Highways and have also asked Cllr Bill Liquorish for his assistance in getting it repaired as soon as possible.

1506 8. REPORTS FROM OUTSIDE BODIES

No reports were given from any outside bodies.

9. SCHEDULE OF PAYMENTS FOR THE PERIODS ENDING 28 FEBRUARY 2017

The Parish Manager presented the schedule of payments made for the period to 28 February 2017. Councillor Grafton-Reed proposed and Councillor Swinfen seconded that the schedule of payments and the month end statements were received and accepted unanimously. The Chairman signed the Bank Reconciliation, on behalf of the Parish Council.

1507 RESOLVED: That the schedule of payments and the month end statements for the period 28 February 2017 were received and accepted unanimously. The Chairman signed the Bank Reconciliation, on behalf of the Parish Council.

10. FINANCIAL STATEMENTS FOR THE PERIOD TO THE END OF FEBRUARY 2017

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The Parish Manager presented the financial statements for the period ending 28 February 2017, which were accepted unanimously by a show of hands.

1508 RESOLVED: That the financial statements for the period ending 28 February 2017 are accepted unanimously.

1509 11. S106 STATEMENT

Members were presented with a S106 statement as at 28 February 2017, detailing the S106 payments and expiry dates allocated to Broughton Astley. Councillor Golding recommended that an email is sent on a regular basis to Harborough District Council to establish the progress in housing development which triggers the release of the S106 funding.

12. OUTSTANDING TASKS FROM ROSPA INSPECTION

A report was presented to Members detailing the outstanding task requirements noted during the recent annual RoSPA inspection of the play equipment and Skatepark at the Frolesworth Road recreation ground.

1510 RESOLVED: That the report detailing the outstanding tasks to be undertaken following the annual RoSPA report is accepted.

13. PERSONNEL SUB-COMMITTEE

Members received the minutes from the Personnel-Sub Committee meeting held on Monday 20 February 2017. Councillor Brown proposed and Councillor Swinfen seconded that the minutes are accepted of a true record of the meeting. A show hands carried this unanimously.

1511 RESOLVED: That the minutes of the Personnel-Sub Committee meeting are accepted as a true record of the meeting.

42.17 – Property and Grounds Maintenance Assistant 1512 RESOLVED: 1. That Mr Michael Hughes is recruited to the post of Property and Grounds Maintenance Assistant. Subject to satisfactory references Mr Hughes will commence his employment on Monday 20 March 2017. 2. That Mr Michael Hughes will be employed on NJC pay scale 18-21 working 22.5 hours per week with a view to full time after twelve months. 3. That consideration should be given to all staff members undergoing the Disclosure and Barring Service check under the Children’s Act 2004.

43.17 – Deputy Clerk 1513 RESOLVED: 1. Advertise the post of Deputy Clerk internally on 17 March 2017 with a closing date of 31 March 2017. 2. Depending on outcome of advertisement the Parish Council either internally appoints the existing Administration Assistant to the post of Deputy Clerk, or interviews applicants accordingly. 3. Advertise for a Planning and Administration Assistant on spinal column point 14 of the national pay scale. 4. Place both the Deputy Clerk and the Planning and Administration Assistant on a six month trial period subject to making both positions permanent after this time should both candidates prove satisfactory. 5. That the Parish Office employ on a temporary basis an administration assistant for This document is also available in large print. 396

four hours per day, four days a week to see the office over the busy year end period and to provide cover for annual leave and absences during the recruitment of the new Planning and Administration Assistant.

14. SCRUTINY COMMITTEE MEETING

The Members received the minutes from the Scrutiny Committee meeting held on Tuesday 27 February 2017. Councillor Brown proposed and Councillor Oliver seconded that the minutes are a true record of the meeting.

486.17 – Internal Audit Report 1514 RESOLVED: That the report on the Mini Internal Audit of Financial Transactions undertaken on 7 February 2017 by Councillors Oliver and Patrick be accepted.

487.17 – Arrange Next Internal Audit 1515 RESOLVED: That Councillors Brown and Oliver undertake the next Mini Internal Audit of Financial Transactions on an agreed date in May 2017.

488.17 – COSHH Summary 1516 RESOLVED: That the COSHH Summary Sheet is accepted and is to be reviewed again in May 2017.

489.17 – Income Report 1517 RESOLVED: (i) That the current fees were maintained for 2017/18, excluding allotment fees, as these had been agreed separately with the required notice period; and (ii) That the use of Frolesworth Road recreation ground by commercial and community groups is investigated further, giving consideration to the policies and charges currently in place for the various groups that use the facility.

1518 490.07 – Policies and Procedures RESOLVED: (i) To approve the corrections and amendments to the policies and procedures reviewed by the Scrutiny Committee; (ii) That a digital mail shot for advertising in Broughton Matters was established for circulation to businesses, in addition to the information available on the Parish Council’s website; (iii) That all references to ‘take care’ and ‘take extra care’ were removed from the Broughton Astley Village Hall Health and Safety & Terms and Conditions, as an actual instruction must replace the advisory comments; (iv) That paragraph 7. Smoking was amended as follows: Smoking, including electronic cigarettes, is not permitted in any area of the Village Hall site. The smoking receptacle outside the main doors of the Village Hall is to be removed; (v) That the reference to EC in the Operational Policy – Highways and Related Issues flow diagram was replaced with the Administration & Finance Committee, as the Executive Committee was no longer in existence; (vi) That section 2.3 vi) Allegations against Staff or Volunteers was clarified, to ensure that the Parish Council’s disciplinary procedure was cross referenced with the final sentence of the first paragraph relating to suspension, contained within the Safeguarding Children and Child Protection Policy; (vii) That information for public display for Out of Hours Incident Reporting is to be investigated further and to include all sites / assets that are the responsibility of the Parish Council; and This document is also available in large print. 397

(viii)That clarification was sought on the FOI Publication Scheme, as to which items were free and which were chargeable, whether or not they also be provided digitally and / or viewed on the website.

15. PLANNING AND LICENSING COMMITTEE MEETING

Members received the minutes from the Planning and Licensing Committee meetings held on 13 and 27 February 2017, and noted the schedule of planning decisions made since the Parish Council meeting held on 19 January 2017. The Chairman thanked the Members of the Committee for their continuing hard work on the deliberation of planning applications.

Minute 984.17 [27 February 2017] – Public Footpath

1519 RESOLVED: The Parish Council supports the proposal should County Council decide to make the Order to divert public footpath W52 at Broughton Astley.

16. ADMINISTRATION AND FINANCE COMMITTEE MEETINGS

The Members received copies of the minutes for the Administration and Finance Committee meetings which were held on 2 and 8 March 2017. Councillor Grafton-Reed proposed and Councillor Porter seconded that the minutes are accepted as a true record of the meeting.

Minute 35.17 – Financial Report 1520 RESOLVED: That the Parish Manager will review the document and present it at a meeting to be scheduled on Wednesday 8 March 2017.

Minute 36.17 – Code of Conduct 1521 RESOLVED: That the monitoring report on Members adherence to the Code of Conduct presented is noted by the Parish Council.

Minute 37.17 – Reserves Policy 1522 RESOLVED: 1. That the Parish Council re-invests the total amount held at the time of maturity (with the inclusion of £30,000 [PC1300 May 2016] on 17 March 2017 with the Co- operative Bank into a 14-day notice Business Account at a net interest rate of 0.15%. 2. The funds will remain in this account during investigation in to accounts providing a better rate of interest and to allow for the review and possible amendment of the Parish Councils Financial Regulations to allow for future on line banking arrangements. 3. That the Parish Council retains the balance of £101,405.81 (as at February 2017) in the Treasurer’s Account held at the Hinckley and Rugby Building Society.

Minute 38.17 – Community Grant Policy and Procedure 1523 RESOLVED: 1. That the review of the Community Grant Policy and Procedure is accepted, with the noted amendments. 2. That the Community Grant Policy and Procedure is reviewed in 12 months’ time.

Minute 41.17 – Financial Report 1524 RESOLVED: That the Financial Report to 28 February 2017 is accepted and approved by the Parish Council

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17. NEIGHBOURHOOD PLAN DELIVERY AND MONITORING MEETING

A copy of the minutes was presented to the Parish Council from the Neighbourhood Plan Delivery and Monitoring Group meeting held on Thursday 9 March 2017. The minutes provided details of the position of the potential bidders for the Design, Build, Operate and Managing of the new Community Leisure Facilities and the next line of process. The minutes were accepted as a true record by a unanimous show of hands.

1525 RESOLVED: That the minutes of the Neighbourhood Plan Delivery and Monitoring Group are accepted.

18. ILL-HEALTH INSURANCE

A report was provided to the Members outlining the benefits and the costs of taking out ill-health insurance following information received from the Local Government Pension Scheme administrator urging those councils who do not have presently have cover in place to consider doing so. In principal the Members agreed that insurance should be considered, but requested that the Parish Manager obtain the amounts being currently paid into the Pension Scheme and what they would be if insurance was taken out. Councillor Grafton-Reed proposed and Councillor Golding seconded the move that ill-health insurance should be obtained once clarified figures have been circulated amongst the Members.

1526 RESOLVED: That Ill-Health Insurance should be obtained to cover those members of staff who are in the Local Government Pension Scheme once clarified figures have been received and circulated.

1527 19. MEMBERS MOTIONS

No Members motions were received.

The meeting closed at 8.15pm

Minutes approved and accepted as correct

...... Chairman

Dated......

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