Hilton Parish Council
PO BOX 8094, Swadlincote, Derbyshire. DE11 1FR
Tel: Office 01283 730969
Email: clerk@hiltonparishcouncil.org.uk
Website: www.hiltonparishcouncil.org.uk
Date: 10.12.2018
You are hereby summoned to attend the next Meeting of Hilton Parish Council to be held at 7pm on Wednesday 19th December 2018 at Hilton Village Hall.

Members of the Public and Press are welcome to attend. Members of the Public may make representation to the Council under item 4 Public Speaking according to the Council’s Standing Orders

Yours sincerely

CM Orme

Mrs Clare Orme
Clerk to Hilton Parish Council

AGENDA
1. To receive apologies for absence
2. Co-option of a Parish Councillor – Steven Pardner
3. Variation of the Order of Business

4. Declaration of Members’ Interests.
a) Register of Interests: Councillors are reminded of the need to update their Register of Members Interests Forms
b) To declare any Personal and Prejudicial Interest in items on the agenda and their nature. (Councillors with a Prejudicial Interest must leave the room at the relevant items). Where a member indicates they have a prejudicial interest but wish to make representation regarding the item before leaving the meeting, those representations must be made under item (c) Public Speaking below.

5. Public Speaking.
a) At the start of the meeting a period of not more than fifteen minutes will be made available for members of the public and members of the Council to comment on any matter already on the agenda.
b) If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter. Members of the Council however will restrict Police matters they raise to those relating to their Council Ward.
c) Members declaring a prejudicial interest who wish to make representation or give evidence under the Code of Conduct relating to Agenda items shall do so at this stage.

6. Chairpersons Report

7. To confirm the minutes of the Hilton Parish Council Meeting held on 24th October 2018.

8. Clerk’s Reports
a) Update on the Village Clock and Approval of the Annual Service Agreement – Previously reported under minute number 2161/18, 2178/18, 2216/18, 2238/18, 2262/18, 2784/18, 2798/18
b) Approval to purchase a desk top computer with antivirus package and office system for the Admin Assistant – Previously reported under minute number 2784/18, 2798/18
c) Update Memorial Meadow transfer of land or a long-term lease agreement – Previously reported under minute number 2784/18, 2798/18
d) Tree Report and felling of the Ash Tree on the back Lane Field – Previously reported under minute number 2784/18, 2798/18
e) Self-close gate cost to replace £1,535.00 ex VAT – Village Green Childrens Play Area on Main Street – Previously Reported under minute number 2798/18
f) Zurich Risk Assessment Report Hilton Village Hall Site – Email from SDDC 09.11.2018
g) Updated on the CCTV repairs – Previously reported under minute number 2798/18
h) SDDC – Free trees Rosliston Forestry Centre on 29.11.2018
i) SDDC – Community Payback work for the winter months, including path clearance, litter picking, indoor decorating
j) Directory of where defibrillators are in the village and what geographical area they cover
k) Request from Hilton Cricket Club for Hilton Parish Council to be involved in a series of world cup themed events between 7th and 9th June 2019 to celebrate the Cricket World Cup coming to England to make it a real community event
l) Parish Council small grant scheme and advertising
m) Ratification – Donation of £30.00 gift card section 137 for the raffle at the Christmas Fayre
n) Approval for Party on the Park to be held on 06.07.2019 – approval to use the Back Lane Field, Astro Turf, The Parish Council Car Park and the area around the Skate Park
o) Insurance Cover for the Christmas Tree on Roma’s Garden for Party on the park – Parish Council insurance does not cover this
p) Confirmation that the Councils Insurance has been updated to include the Village Clock
q) Request from Hatton PC to join forces to tackle Dog Fouling – Would the Parish Council be willing to contribute towards the cost of 40 posters
r) Permission to use the Back Lane Field for free of charge boot camp sessions
s) Hilton Youth Group Grant £318.00 given on 25.07.2018 spend to date £225.00. They would like permission to retain the difference and would ask the Council to confirm if this still needs to be spent on transport and by July 2019.

9. Planning & Highways Committee – Cllr Cooper, Cllr Smith and Cllr Cuddington
a) SDDC – Consultation: draft Local Green Spaces Plan consultation from 08.10.2018 to 5pm on 19.11.2018 – ratification of comments submitted on 16.11.2018 as per the Clerks emails

10. Other Planning Matters for Decision
There is nothing to report.

11. Engagement Committee – Cllr Hudson, Cllr Darlington, Cllr Johnson-Beale, Cllr Cuddington
a) Update and ratification on spend as per complete budget of £250.00 – £236.80 spent inc. VAT

12. Neighbourhood Development Planning – Cllr Cuddington
a) Minutes of the meeting held on 12.11.2018
b) Minutes of the meeting held on 10.12.2018
c) Traffic Survey update – Cllr Cuddington

13. Reports from Councillors that have attended any other Meetings.
a) Minutes of The Mease Management Committee Meeting held on 03.11.2018
b) Letter received from The Police & Crime Commissioner in relation to the state of The Mease car park and the height barrier signage
c) Update from The Mease Committee re item b above

14. Derbyshire Association of Local Councils

a) DALC Circular 15/2018
• DALC Spring Seminar 2019
• Clerk Essential Training – 10 January 2019 – 10am – 12.30pm, Cromford
• General Power of Competence Update
• Exemption of Public Toilets from Business Rates – Support requested
• Subscription fees 2019/20
• Latest Guidance on Accessibility to Websites and Mobile Devices
• NALC Digital Mapping Toolkit
• Weather Ready

15. Finance
a) Accounts for Payment.
CHEQUE NO PAYEE DESCRIPTION AMOUNT POWER
AUGUST 2018
003356 Western Power Connection of Village Clock 508.38
003357 Gordon Brown Law Firm Legal Fees 1440.00
003358 Zurich Municipal Van Insurance 628.30
003359 Rainbow Waste Management Co Ltd Waste Collection x 3 bins 172.80
003360 Aucuba Landscapes Ltd Ground maintenance – Spiking of Pitches, Roma’s Garden and The Village Green.
457.92
003361 Cromwell Refuse sacks and winter gloves 124.71
003362 R Massey and Son Ltd Combo Locks x 3 109.97
003363 Cancelled
003364 B Wood Interim Audit 2018/2019 106.20
003365 Heritage Wood Plaque 50.00
003366 Sterilizing Services Ltd Water Testing September & October 136.78
003367 Aucuba Landscapes Ltd Maintenance VH Site 479.99
003368 Hilton Village Hall Room Hire 23.86
003370 R Darlington Rose Petals, napkins, paper plates and cups for Remembrance event 113.98
003371 G Rice Website/email hosting and maintenance 50.00
003372 Heritage Wood Plaque 50.00
003373 Yee Group Ltd Fire Extinguisher Service Office 60.60
003374 Aucuba Landscapes Maintenance 190.66
003375 Hilton Village Hall Room Hire 39.76
003376 E Johnson Beale Expenses 30.00
003377 Yee Group Ltd Fire Extinguishers/fire blanket Garage and Back Lane Pavilion 167.82
003378 Fairview Arborist Tree work 250.00
003380 Rainbow Waste Waste Collection 172.80
003381 Sterilizing Services Ltd Water Testing 376.15
003382 Cromwell Hedge Shears, loppers, overshoes, bleach 79.21

b) Payments by BACS for Salaries, Tax, NIC’s, Expenses, Pension – including Chq 003369 for the Inland Revenue
November 2018
Description Amount
Salaries, Tax NICs, Redundancy, Expenses etc £7,697.50
NEST Staff Pension £560.62

c) Payments by BACS for Salaries, Tax, NIC’s, Expenses, Pension – including Chq 003379 for the Inland Revenue
December 2018
Description Amount
Salaries, Tax NICs, Redundancy, Expenses etc £7,313.92
NEST Staff Pension £560.62

d) Completion of the limited assurance review for the year ending 31.03.2018
i. External Auditors Report – Agency Staff Costs to be coded to Other Payments and not Staff Costs – DALC are taking this up with PKJ Littlejohn LLP
1. Approval to recalculate the figures on the Annual return as per the External Auditors report as at 31.03.2018 and put the figures as advised on the annual return for 2018/2019
2. Approval to code in the accounts as now for transparency but code the correct figures in the annual return as advised by the External Auditor.

ii. Approval of the Internal Auditors Report – 07.11.2018

iii. Approval to increase the Clerks delegated powers from £500.00 back to £1,000.00 ex vat

16. Items for Information
a) Clerk and Council Direct Magazine – November 2018
b) SDDC – Press release – Hundreds of Opportunities up for grabs at Skills Festival
c) SDDC – Press release – South Derbyshire rubs shoulders with global powerhouses after winning an international award
d) DCC – Applying for your child’s infant and primary school places 2019/2020 – a summary
e) SDDC – Press release – Switch-on of the Christmas Lights – Friday 30.11.2018, Swadlincote Town Centre
f) SDDC – Child Sexual Exploitation, Modern Slavery and Human Trafficking poster
g) SDDC – Press release – Christmas Hamper appeal to help those in need
h) SDDC – Press release – First spade in the ground at the new Council housing site
i) SDDC – Press release – South Derbyshire to mark the centenary of World War One
j) SDDC – Press release – And the winner is…… Sporting heroes crowned at award ceremony
k) Thank you letter from Burton Soup Kitchen for donations of Groceries and toiletries from the Big Poppy Food Appeal
l) SDDC – Press release – Businesses encouraged to be part of small business Saturday
m) SDDC – Press release – Permanent tribute unveiled for suffragette and rebel
n) SDDC – Press release – Countdown to the spectacular Swadlincote Christmas Lights Switch On
o) Derbyshire Police & Crime Commissioner – Information for non-statutory and constituted organisations and groups in Derbyshire – Grants of up to £25k closing date 30.11.2018
p) SDDC – Press Release – Man from Willington given a four-year Criminal Behaviour Order for sending abusive emails and posting on Social Media to Councillors, Parish Clerks and District and County employees
q) Personal Advice and Solutions Ltd – Does the use it or lose it principal apply to Annual Leave Entitlement
r) Yee Group – Fire Extinguisher Maintenance Certificate
s) SDDC – Press release – Community Partnership Scheme Grants still up for grabs

17. To consider a resolution under the Public Bodies (Admission to Meetings Act 1960) to exclude members of the Public.

Update on correspondence received, hand delivered to the Chair and advice taken – Previously reported under minute number 2225/18, 2244/18, 2268/18, 2789/18, 3008/18 – Local Government Act Schedule 12 a – Information relating to any individual. – Information which is likely to reveal the identity of an individual. – Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

18. Grounds Maintenance and Hedge Cutting Contract – Previously reported under minute number 2790/18, 3009/18 – Local Government Act 1972 Schedule 12 a – Information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising

19. Responses to emails received from residents – Local Government Act 1972 Schedule 12 a – Information relating to any individual. – Information which is likely to reveal the identity of an individual.

20. Scout Lease Agreement and proposed extension – Previously reported under minute number 3010/18 – Local Government Act 1972 Schedule 12 a – Information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising

21. Staff Matters – Local Government Act 1972 Schedule 12 a – Information relating to any individual. 2. Information which is likely to reveal the identity of an individual.

a) Staff Pensions – increases as of 06.04.2019
b) Staff Pension – Approval Pension Scheme Certification 2018
c) Resignation and replacement of a member of staff

22. NPSG Committee – Local Government Act Schedule 12 a – Information relating to any individual. – Information which is likely to reveal the identity of individuals. – Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.
a) Potential Data Breach reported to the ICO 30.11.2018 and the outcome
b) Constitution of the Steering Group Committee, the Terms of Reference and Parish Council Policies and Procedures
23. Apology to the Chair – Code of Conduct outcome – Agreed with the Monitoring Officer

24. Date of the next meeting
a) The date, time and venue of the Finance Committee Meeting (Budget and Precept Setting) to be agreed in January 2019
b) The date of the next monthly Hilton Parish Council Meeting to be confirmed as 30th January 2019 at Hilton Village Hall commencing at 7pm.