Shipley Parish Council Minutes.
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Shipley Annual Parish Council Meeting 2018
SHIPLEY PARISH COUNCIL
Annual Parish Council Meeting
2018
MINUTES OF THE ANNUAL PARISH COUNCIL MEETING
HELD
TUESDAY 22nd MAY 2018
THE SHIPLEY PARISH ROOM, THE FIELD, SHIPLEY
COMMENCING AT 7.00 P.M.

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In Attendance:-

Councillor K. Stevenson (Chairman)
Councillors Mrs. M. Jackson, Dr. C. Perko, Mrs. T. Skelton, Mrs. S. Bamford, D. Watson.

Also in attendance: Amber Valley Borough Council Member Councillor Richard Iliffe, Derbyshire County Councillor Alex Stevenson and one member of public.

01/2019 ELECTION OF CHAIRMAN FOR THE YEAR 2018 – 2019

Proposed Cllr T. Skelton; seconded Cllr M. Jackson
RESOLVED:-
That Councillor K. Stevenson elected as Chairman for the ensuing year 2018 – 2019.

02/2019 DECLARATION OF ACCEPTANCE OF OFFICE BY THE CHAIRMAN

Recorded the Chairman, Cllr K. Stevenson, signed the Acceptance of Office which was endorsed by the Clerk.

03/2019 APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllrs G. MacDonald & D. Watson.

04/2019 ELECTION OF VICE-CHAIRMAN FOR THE YEAR 2018 - 2019

Proposed Cllr K. Stevenson; seconded Cllr S. Bamford
RESOLVED:-
That Councillor Mrs. T. Skelton elected as Vice-Chairman for the ensuing year 2018 – 2019.

5/2019 DECLARATION OF ACCEPTANCE OF OFFICE BY THE VICE-CHAIRMAN

Recorded the Vice Chairman, Cllr Mrs. T. Skelton, signed the Acceptance of Office which was endorsed by the Clerk.

06/2019 DECLARATIONS OF INTERESTS & REVIEW OF REGISTER OF INTERESTS

Councillors Mrs. T. Skelton & Mrs. S. Bamford declared a non-pecuniary interest in Shipley Parish Rooms Trust agenda item 31(e). The Members did not discuss or vote on any item relating to the financial aspects of the interest but took part in a general update regarding the Trust.

Cllrs K. Stevenson & T. Skelton declared a non-pecuniary interest in agenda item 31(b) application to establish Allotment Association for Shipley Gardens. Both members left the room during discussion and voting on the item.

Members were reminded to review register of interests with the Borough Council.

NON-EXEMPT BUSINESS

07/2019 MINUTES

Minutes of extraordinary Parish Council Meeting held Tuesday 24th April 2018 received.

Proposed Cllr M. Jackson; seconded Cllr S Bamford
RESOLVED:-
That the Minutes 24th April 2018 approved and signed by the Chairman as an accurate record of proceedings.

08/2019 CALENDAR OF MEETINGS

Proposed Cllr T. Skelton; seconded Cllr M. Jackson
RESOLVED:-
The calendar of meetings for 2018 – 2019 approved.

09/2019 SUSPENSION OF STANDING ORDERS

Proposed Cllr K. Stevenson; seconded Cllr T. Skelton
RESOLVED:-
Approved to allow members of the public to address Council.

10/2019 PUBLIC COMMENTS

Matters raised by Members of the Public

A member of the public raised the following points:-
• Ownership of land adjacent to the Shipley Parish Rooms; confirmation by Borough Councillor R. Iliffe the land is in private ownership.
• Waystone Developers on Shipley Lakeside – request for identification of builder. The resident was directed to the Waystone website.
• Request for form to sponsor telephone kiosk
• Explanation received regarding signage to identify location of defibrillator which has to be sited within 300 metres of the facility for effectiveness; the meeting noted comments regarding the importance of maintaining access across The Field bridge.

11/2019 BOROUGH COUNCIL REPORT

Borough Councillor Richard Iliffe addressed the meeting with the following report:-
• Derbyshire County Council would update on the bridge (The Field) structural condition within the near future.
• Complaints noted regarding traffic using Long Lane. A meeting would be organised in due course; ownership of the lane to be clarified.
• Highway restrictions for the area query; County Councillor Stevenson to pursue.

12/2019 COUNTY COUNCIL REPORT

County Councillor Alex Stevenson addressed the meeting with the following report:-
• Monitoring of traffic through The Field had been undertaken. Noted the position of the monitor was deemed unsuitable as it was located at a speed restricted area (telephone kiosk). A request for improvement of the road markings around the village noted.
• Long Lane issues under discussion.
• Heanor Police Station may be re-located within the town.
• Derbyshire Constabulary website provides updates regarding crime statistics for the area.
• Litter picking work to continue throughout the parish.

13/2019 POLICE MATTERS

No report received from Derbyshire Constabulary. The Chairman updated the meeting on the following matters:-

A report was received on a recent car rally held at MFN and the effects of parking on the Hassock Lane and surrounding area which had caused concerns to residents.
The meeting noted the forthcoming attendance of the Police & Crime Commissioner to the 25th September 2018 Parish Council meeting. It was anticipated Police Officers would also be in attendance.

14/2019 Re-instatement of Standing Orders

15/2019 PARISH COUNCIL STANDING ORDERS 2018 – 2019

RESOLVED:- Defer to next meeting.

16/2019 PARISH COUNCIL FINANCIAL REGULATIONS 2018 – 2019

Proposed Cllr T. Skelton; seconded Cllr K. Stevenson
RESOLVED:-
The document as circulated approved for adoption by the Parish Council for the period 2018 – 2019.





17/2019 PARISH COUNCIL ASSET REGISTER 2018 – 2019

Proposed Cllr K. Stevenson; seconded Cllr T. Skelton
RESOLVED:-
The document as circulated approved for adoption by the Parish Council for the period 2018 – 2019.

18/2019 ANNUAL GOVERNANCE STATEMENT 2017 – 2018

The Parish Council considered the statement for ensuring a sound system of internal control and preparations for accounting statements.

Proposed Cllr T. Skelton; seconded Cllr M. Jackson
RESOLVED:-
That the statement accurate and approved.

19/2019 ACCOUNTING STATEMENT 2017 – 2018

The Council received full particulars of the income and expenditure for the period 1st April 2017 to 31st March
2018 at the meeting held 24th April 2018 including final bank reconciliation. The accounting statement for the period 2017 – 2018 was received as follows:-

a) Balance brought forward £15396.00
b) Precept £13500.00
c) Total other receipts £2034.00
d) Less staff costs £1942.00
e) Less All other payments £11633.00
f) Balances carried forward £17355.00

Breakdown of expenditure and budget analysis 2017 – 2018 (d & e above) awaiting external audit:-
2017-2018 Virement At 31.3.2018 Balances
Staff 2500.00 -500.00 1749.95 750.05
HMRC 850.00 192.00 658.00
Expenses 750.00 500.00 852.38 -102.38
Administration 750.00 674.45 75.55
Courses 100.00 140.00 -40.00
Publicity (newsletter) 750.00 319.00 431.00
DALC 200.00 512.49 -312.49
Section 137 Grants 0.00 0.00 0.00
Accounts 175.00 145.40 29.60
Subscriptions 25.00 0.00 25.00
Room Hire 10.00 17.00 -7.00
Environment 6500.00 4500.00 5738.17 761.83
Repairs 1500.00 829.50 670.50
Election 250.00 0.00 250.00
Insurance 1100.00 768.23 331.77
Events 250.00 25.00 225.00
Pit Lane Project 3000.00 701.00 2299.00
Parish Room (Section 137) 1500.00 0.00 1500.00
VAT 750.00 910.20 -160.20
16460.00 13574.77 2885.23

Income 2017 – 2018 (b & c above)

Opening balance 15396.77
Allotments 157.00
Half year precept 6750.00
VAT returns 1832.93
Half year precept 6750.00
30886.70

Proposed Cllr T. Skelton; seconded Cllr M. Jackson
RESOLVED:-
That the document approved.

20/2019 PARISH COUNCIL FINANCIAL RISK ASSESSMENT 2018 – 2019

Proposed Cllr K. Stevenson; seconded Cllr Dr. C. Perko
RESOLVED:-
The document as circulated approved for adoption by the Parish Council for the period 2018 – 2019.

21/2019 REPORT OF THE EXTERNAL AUDITOR 2017 – 2018

A report and checklist were circulated to Council received from Mr. B. Wood, Internal Auditor for the period 2017 – 2018. The financial management and prepared accounts for the period 2017 – 2018 were found to be in order and approved.

Proposed Cllr T. Skelton; seconded Cllr M. Jackson
RESOLVED:-
The report of the Internal Auditor received and endorsed.

22/2019 TO REVIEW PARISH COUNCIL COMPLAINTS POLICY

Proposed Cllr T. Skelton; seconded Cllr Dr. C. Perko.
RESOLVED:-
The existing policy approved with no amendments.




23/2019 TO CONSIDER APPOINTMENT OF REPRESENTATIVES TO OUTSIDE BODIES AND COMMITTEES FOR THE PERIOD 2018 – 2019

Proposed Cllr K. Stevenson; seconded Cllr T. Skelton
Allotments Representative Councillor Dean Watson

Proposed Cllr T. Skelton; seconded Cllr Dr. C. Perko
Pit Lane recreation ground Councillors Dr. C. Perko, K. Stevenson, Mrs. T. Skelton, D. Watson and
Mrs. Sharon Bamford

Cllr K. Stevenson; seconded Cllr M. Jackson
Shipley Parish Room Trust Councillors Mrs. T. Skelton & Mrs. S. Bamford

Parish Liaison County Council Chairman Cllr K. Stevenson agreed to represent Council

RESOLVED:-
That the appointments approved.

24/2019 APPOINTMENT OF MAINTENANCE CONTRACTOR

Consideration was given to the environmental maintenance of areas of the parish as follows:-
a) Hassock Lane open recreational area with hedging
b) Pit Lane recreational area with hedging
c) Allotment site boundary hedging on instruction from Council

Proposed Cllr T. Skelton; seconded Cllr M. Jackson
RESOLVED:-
That contractor farmer Mr. A. Steeples of Purdy House Farm, Hassock Lane, Shipley continue to provide the environmental service for the period 2018 – 2019.

25/2019 DATA PROTECTION – GDPR 25TH MAY 2018

The meeting noted the Freedom of Information Act and General Data Protection Policy resolved 24th April 2018.
The new regulations will come into force on 25th May 2018 and updating of the policy will continue. The meeting noted no Data Protection Officer appointment was required.

RESOLVED:- Noted.

26/2019 APPOINTMENT OF INTERNAL AUDITOR 2018 – 2019

The Council considered appointment of an Internal Auditor for the forthcoming financial year.
Proposed Cllr K. Stevenson; seconded Cllr T. Skelton
RESOLVED:-
That Mr. B. Wood of Matlock appointed as the Internal Auditor for Shipley Parish Council for the period 2018 – 2019.

27/2019 DERBYSHIRE ASSOCIATION OF LOCAL COUNCILS

No report.

28/2019 PLANNING APPLICATIONS

AVA/2018/0467
168 Hassock Lane South Shipley Heanor Derbyshire DE75 7JE
Proposal:
Single storey front extension with porch and part 2 storey, part single storey rear extension.

Proposed Cllr T. Skelton; seconded Cllr M. Jackson
RESOLVED:-
No objections to be submitted to the Borough Council.

29/2019 FINANCIAL REPORT

The following reports received
a) Expenditure from 1st April to 22nd May 2018 cheque numbers 999 to 1007 in the gross sum of £2113.40
b) Income from 1st April 2018 to 22nd May 2018 in the sum of £6888.50 with an opening balance of £17,354.85.
c) The Council requested to submit submission of year end accounts 2017 – 2018 to Littlejohns for external audit before 30th June 2018.
d) Annual insurance due for payment to Came & Co by 1st June 2018 in the sum of £827.53 (year 3 of 3).

Proposed Cllr T. Skelton; seconded Cllr M. Jackson

RESOLVED:-

That financial report as attached approved for the period 1/4/2018 to 22/5/2018.

The following business was undertaken by Cllr Dr. C. Perko as Acting Chairman:-

30/2018 TO CONSIDER APPLICATION FROM ALLOTMENT ASSOCIATION

It was reported an application had been received from existing tenants of the Shipley allotment gardens with the intention of forming an allotment association. The proposal was considered:-

a) All existing tenants of the Shipley allotment gardens had an interest in subscription to the association supposed with a signed letter of agreement available for records (held by representative under the Data Protection Regulations)
b) An annual rental to be paid to the Parish Council by the Association
c) Management of the site, tenancy agreements and commitment to terms of tenancy, together with letting of plots to be dealt with through the association
d) Public liability insurance cover for the site through the association
e) A continuation to subscribe to the Association of Allotment Holders (Nottingham) with an annual fee.

Proposed Cllr S. Bamford; seconded Cllr M. Jackson

RESOLVED:-

i. That the application received and approved
ii. That the Parish Council as Principal Lessee of the site (under 7 year lease from Amber Valley Borough Council commencing 2018 and within the terms of the lease to sub-let to an association) agree an annual fee payable in the sum of £100.00.
iii. That the agreement agreed on an annual renewable basis.
iv. That the Parish Council remain responsible for the boundaries to the site.
v. That evidence of valid insurance, including public liability, for the Association to be provided to the Parish Council.
vi. An expectation of the Association to abide by the terms and conditions set by the Parish Council under a (National) tenancy agreement.

30/2019 REPORTS FROM REPRESENTATIVES ON OUTSIDE BODIES

a) Allotment Site In the absence of Cllr Watson, the Chairman reported a tenant had been contacted by letter regarding the condition of plot, which had resolved the situation. A recommendation the Parish Council would regularly inspect the site following sub-let to Association as the Parish Council had a responsibility for the site maintenance within the terms of the Borough Council held lease. The association would present a copy of the constitution to Council. The signed lease for the gardens between the Borough Council and Parish Council was delivered in person 22nd May 2018.
b) Shipley Parish Rooms Trust Cllr T. Skelton reported on bookings at the hall. A working day had been organised in June for the Trust. Blinds replaced. Noted the W.I. can offer financial support towards local issues, subject to application. Cllr Skelton was appreciative of the information and would report back to the Trust. The Chairman requested consideration be given to improvements to illumination outside the rooms, perhaps by sensor. Noted the lighting remained the responsibility of the County Council. Further information would be sought through County Councillor Stevenson.
c) Town & Parish Council Liaison Meeting organised by Derbyshire County Council The Chairman reported on the meeting held 10th May 2018 at County Hall. Issues addressed included (i) Reservists update (ii) Police & Crime Commissioner address (iii) Sheriff of Derbyshire nomination of awards information.

31/2019 CLERK REPORT

a) Derbyshire & Derby Minerals Local Plan – Spring 2018 Consultation available online www.derbyshire.gov.uk/mineralsplan
b) Grant Application (Section 137 LGA) received from Cook Stars Amber Valley & Erewash as circulated by email.
c) (i) Derbyshire Police & Crime Commissioner confirmation of visit to Shipley Parish Council meeting Tuesday 25th September 2018. (ii) Circular from the Commissioner circulated requesting residents’ views on rural crime in Derbyshire.
d) Status of unadopted roads/bridleways/RUPPs in the parish. Response received from Derbyshire County Council regarding Long Lane.

e) Following the recent litter pick carried out in the parish, it was reported by the Chairman that additional dog foul bins would be of benefit to the parish. The cost would be allocated to budget category ‘environment’ of £4000.00 nett annual allocation. The Parish Council would be responsible for the service costs to either Borough Council or Derbyshire County Council Ranger appointment.

Proposed Cllr K. Stevenson; seconded Cllr T. Skelton

RESOLVED:-

i. That the report noted.
ii. Reference (b) further information requested to ensure benefit to the community.
iii. Reference (e) request to Shipley Park Rangers for costs to service additional bins, subject to installation. Site identified for bins (1) The Field off Hardy Barn (2) The Field footpath off bridge leading north east along Raikes cutting (3) footpath off Hassock Lane next to bridge leading to Nutbrook Trail.

32/2019 PARISH COUNCIL VACANCY

It was reported the vacancy was publicised to encourage applications with closing date of 30th June 2018.

33/2019 PARISH COUNCIL NEWSLETTER

It was reported articles for the next newsletter to be submitted to the Clerk for inclusion.

Proposed Cllr K. Stevenson; seconded Cllr T. Skelton

RESOLVED:-

The next newsletter produced after the attendance of the Police & Crime Commissioner on 25th September 2018 in order a full report can be provided for the community.

34/2019 ENVIRONMENTAL REPORT

(a) Pit Lane Site The Chairman reported site inspections continue on schedule. Mowing had taken place.
(b) Hassock Lane Site The Chairman reported on the retention of an area of the site as a contingency plan for future allotment garden area. A discussion took place regarding potential uses for the site including lease of site for sheep grazing, subject to water requirement; social housing; noted the site status greenbelt. The maintenance of the site remained the responsibility of the Parish Council for mowing and hedge cutting.
(c) Grass Verges in the Parish It was reported grass verges on Hardy Barn and Hassock Lane are being damaged by vehicles parking on the sites.

Proposed Cllr K. Stevenson; seconded Cllr Dr. C. Perko


RESOLVED:-

Refer (b) to next meeting.
Reference to (c) refer to Borough & County Councillors for enforcement action through authorities.

35/2019 COMMEMORATIONS FOR WORLD WAR ONE 1914 – 1918

The Chairman reported on proposal to organise a parish event to commemorate the ending of the First World War.

Proposed Cllr Dr. C. Perko; seconded Cllr T. Skelton

RESOLVED:-

a) Purchase of a ‘Silent Soldier’ from Royal British Legion at a cost of £250.00 for installation in the parish.
b) That a band engaged to perform at a community event in November 2018.
c) Residents advised through the community newsletter to bring forward memorabilia relating to the World War.
d) Cllr Dr. C. Perko volunteered to steer the organisation of event.
e) Refer to next meeting.

36/2019 DATE AND TIME OF NEXT MEETING
[
RESOLVED:-

An informal Working Party meeting would be held at the Parish Rooms on Tuesday 26th June 2018 at 7.00 p.m.
A meeting of the Parish Council would be held on Tuesday 24th July 2018 at 7.00 p.m. in the Parish Rooms.


There being no further business, the Chairman closed the meeting at 8.50 p.m.















Statement 2018 - 2019 Budget
Cleared Cheque Payee Details Nett VAT Gross
Apr-18 300 999 County Council Litter Picking 180 0 180
300 1000 Bailey Brook Hse Postage, admin 81.29 9.42 90.71
300 1001 Page Whelan Newsletter Spring 322.00 0.00 322.00
300 1002 Staff salary/exp Apr-18 223.25 0.00 223.25
un 1003 Came & Co Annual insurance 827.53 0.00 827.53
May-18 un 1004 B. Wood Internal audit 17/18 25.00 0.00 25.00
un 1005 Staff salary/exp May-18 241.33 0.00 241.33
un 1006 AVBC Playground inspection 35.00 7.00 42.00
un 1007 TMP Sign for The Field 135.00 27.00 162.00
Expenditure to date 2070.40 43.42 2113.82
Budget 2018 - 2019
Budget Balance
Opening balance 1st April 2018 17354.85
AVBC half year precept 6868.50
Donation for kiosk 20.00 Account 1 9150.15
24243.35 Account current 14934.24
less expenditure to 1007 2113.82 24084.39
Balance 22129.53 less unpresented 1954.86
unpresented cheques 1297.86 Balance 22129.53
unpresented cheques 31.3.18 657.00
total unpresented cheques 1954.86



 
 

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