For a PDF version of the minutes click here: Minutes_2018_03

 

Hilton Parish Council

PO BOX 8094, Swadlincote, Derbyshire. DE11 1FR

Tel: Office 01283 730969

Email: clerk@hiltonparishcouncil.org.uk

Website: www.hiltonparishcouncil.org.uk

MINUTES OF THE MONTHLY HILTON PARISH COUNCIL MEETING HELD ON WEDNESDAY 28TH MARCH 2018 AT HILTON VILLAGE HALL COMMENCING AT 7PM

 

 

Present:

 

Cllr Cooper (in the Chair)

Cllr Darlington, Cllr Hudson, Cllr Cuddington and Cllr Hall

 

1 County Council Representative, 2 District Council Representatives and 7 Members of the Public attended the meeting.

 

AGENDA

 

  1. Minute Number 2150/18 – To receive apologies for absence

 

Resolved: Apologies for absence were received and accepted as follows:

  • Cllr C Smith due to other commitments
  • Cllr M Smith due to other commitments

 

Cllr Hudson sent apologies as she would be late attending the Parish Council meeting due to work commitments.

 

  1. Minute Number 2151/18 – Variation of the Order of Business

 

There were no Variations to the Order of Business.

 

  1. Minute Number 2152/18 – Declaration of Members’ Interests.

 

There were no Declarations of Members Interests.

 

  1. Minute Number 2153/18 – Public Speaking.

 

Minute Number 2153/18/A – Public Speaking

Members of the Public raised the following matters:

  • Thanks to the Parish Council for adding the PTFA Plant Sale to the agenda.
  • Feedback requested on the evening Parish Forum as the last one was not very well promoted. Cllr Hall replied that we were working on the advertising of the Forums and Coffee Mornings and the dates would be in the next Hilton and Dove Life Directory.
  • Can a notice advertising the Parish Forums and Coffee Mornings be put up at the Village Hall and at The Mease Pavilion. Cllr Hall replied that she would look into this.
  • The Parish Council website still states that the Notice Board is at the Main Street Car Park. The Clerk replied that she had seen this and was dealing with getting it changed.
  • The Parish Council was asked if they would consider having notice boards around the village. The Chair replied that we would look at this at a later date.
  • Answer to a question on the Forum Sheet, the poppies will be £3.00 each from the Royal British Legion. Hatton have ordered 100, there is no mention of a license required from DCC and Hatton are also having floral displays.
  • In the January Meeting there was no mention of an assistant, will the budget for this come from the Contingency/Reserve. It had been discussed previously that the Councillors would help the Clerk with the workload but this has not been given a chance. The Chair replied that this was on the agenda for later for the Parish Council to consider.
  • How can the Parish Council agree the budget for the Assistant after the start date? A Councillor replied that there was already an amount in the contingency/reserve, it just needed to be allocated to the correct place.

 

Minute Number 2153/18/B – Police Representatives Report

 

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

 

Minute Number 2153/18/C – District Council Representatives Report

 

Cllr Plenderleith was present at the meeting and gave her report as follows:

  • She had met with St Modwen’s on 14.03.2018, items discussed included the proposal of another planning application, maintenance of their sites, still going ahead with the Local Centre, the School was on target for September 2019 etc. They also have funding available for local projects. They would like a representative from the Neighbourhood Planning Group to attend the meetings going forward. They also mentioned parking at Jangala.
  • The Greenway between Welland Road and Washford Road where the trees had been cut down was under Police investigation for criminal damage. The spoil from this work cannot be removed at the moment now the birds have started nesting but will be removed at a later date.

 

Cllr Billings sent his apologies, the clerk read out his report as follows:

  • The application for Derby Road is still with the officer and has not yet been given a committee date.  I will let you know as soon as we receive notification of this;
  • We are trialing a letter to companies in another part of the Hilton ward asking them to encourage their employees to reduce the amount of litter they leave while travelling to and from their place of work.  If this would be of use for companies in the Hilton Parish, please let me know and we can look to include these companies as well

 

Minute Number 2153/18/D – County Council Representatives Report

 

Cllr Patten was present at the meeting and gave her report as follows:

  • In relation to the Aldi planning application, it had been imposed on them as a condition to close the walkway with fencing. They had since put in a planning application to vary this condition, this has been upheld by planning and the walkway will remain open. She said that she found this very disappointing.

 

Cllr Hall asked if there was an update on what was happening with the land on the corner of Derby Road/Uttoxeter road where the Travellers normally park. Cllr Patten replied that there was now a cultivation license in place on the land, the land had been ploughed in the short term and a planting plan had been filed with DCC which was awaiting approval.

 

Cllr Cuddington ask if anyone could inform the Parish Council as to what work was going on at the Hilton Brook. It was reported that the Environment Agency were completing some work but nobody knew exactly what.

 

  1. Minute Number 2154/18 – Chairpersons Report

 

The Chair gave his report as follows:

  • The Parish Forum meeting went ahead on 15.03.2018, the Parish Council need to advertise the Forums more going forward to achieve maximum attendance.
  • He had attended the last Toyota Liaison Meeting and would give his report on this at the appropriate time later in the meeting. Toyota have had a fantastic year and will be launching a new model very soon.

 

  1. Minute Number 2155/18 – To confirm the minutes of the Hilton Parish Council Meeting held on 28.02.2018.

 

Resolved: The Minutes of the Hilton Parish Council Meeting held on Wednesday 28th February 2018, were approved and signed as a true record.

 

  1. Minute Number 5156/18 – Neighbourhood Development Planning – Cllr Cuddington & Cllr Brundish
  1. Minutes of the meeting held on 12.03.2018

 

Cllr Cuddington gave his report as follows:

  • At the last meeting they had the reports from the working groups who are putting together the themes for the questionnaire.
  • It has been agreed with the Head Teacher at Hilton Primary School, for the group to go into school and give the children a briefing on the Neighbourhood Plan and hold a mini referendum with them. It is anticipated that this will be done week commencing 21.05.2018
  • They had met with Planning Design who help Neighbourhood Planning Groups with writing the draft documents and policies. The group have not yet agreed on if they will use this company to help.
  • The Grant application from Locality is still not available and won’t be until 03.04.2018 as per their website. Therefore, the group may need to tap into the budget set aside for the group that the Parish Council has agreed.

 

  1. Approval of the amendments to the Terms of Reference

Resolved: Hilton Parish Council approved the amendments to the Terms of Reference for the Hilton, Marston and Hoon Neighbourhood Planning Group, to incorporate Marston and Hoon.

 

 

  1. Minute Number 2157/18 – Communication Plan

 

  • Approval of the Community Engagement Policy and Plan

Resolved: Hilton Parish Council agreed to defer a decision on the above until the April Parish Council Meeting

 

  1. Minute Number 2158/18 – Reports from Councillors that have attended any other Meetings.
  1. Toyota Liaison Meeting held on 14.03.2018 – Report from the Chair

 

The Chair attended the Toyota Liaison Meeting on behalf of Hilton Parish Council. The Chair gave his report at the Parish Council meeting.

 

  1. Notification – Parish & Town Council Liaison Forum to be held on 03.05.2018 at County Hall, Matlock commencing at 6pm to 8pm

Resolved: Cllr Hall to attend on behalf of Hilton Parish Council, if not the Chair may be able to attend.

 

  1. Minute Number 2159/18 – Clerk’s Reports
  1. Request from a resident to install a litter bin at the layby near the Memorial Meadow and the installation of No dog fouling signs around the site – Previously Reported under minute number 2140/18

The Clerk updated the Council that the staff had been monitoring the area for litter but there did not seem to be a problem. The Groundsman had also been out on the Memorial Meadow spraying the dog fouling to highlight the problem.

Resolved: The Clerk to inform the resident that this situation would continue to be monitored.

 

  1. Request from Rev Murphie for the Parish Council to help the church pay towards the purchase and installation of a defibrillator – Previously reported under minute number 2140/18

The Clerk had spoken to Rev Murphie, he was in the process of gathering the costs and would come back to her at a later date.

 

  1. Email request from a resident with regards to the Keep Britain Tidy Campaign – A request for the Parish Council to pay for a skip at the Village Hall site for the rubbish – Previously reported under minute number 2140/18.

The original date was cancelled due to the snow, nothing further has yet been arranged as far as the Clerk was aware.

 

  1. ICO – Certificate of Registration

This was for information only, there was nothing further to report.

 

  1. Sportsmobile Dates Confirmed
    1. 25.07.2018 – 10am to 12 noon
    2. 31.07.2018 – 2pm to 4pm
  • 08.08.2018 – 2pm to 4pm
  1. 15.08.2018 – 1pm to 4pm
  2. 22.08.2018 – 10am to 12 noon

Resolved: To be advertised on the Parish Council notice board, website and the Facebook pages for Hilton Parish Council and spotted Hilton.

 

  1. SDDC – Activity Provision being delivered at the Hilton Village Hall Site (Sportsmobile and similar) on 05.04.2018 from 1pm to 3pm – This is a free session to the Parish Council and has been confirmed by the Clerk – This will be advertised shortly.

Resolved: To be advertised on the notice board and the Facebook pages for Hilton Parish Council and Spotted Hilton.

 

  1. Local Council Award Scheme – Approval to start the Foundation Level

The Clerk reported that the costs at present were £50.00 Registration Fee and £80.00 for the Foundation Level per year.

Resolved: Hilton Parish Council agreed to register for Foundation level as soon as possible with a view of putting a plan in place to attain Gold Status in the future.

Resolved: The Clerk to establish how long it would take the Parish Council to achieve Gold Status.

 

  1. Derbyshire and Derby Minerals Local Plan – Spring 2018 Consultation

Resolved: Hilton Parish Council had no comments to make.

 

  1. Approval of the Public Participation at Parish Council Meetings Procedure

Resolved: Hilton Parish Council agreed to defer a decision on the above until the April Parish Council Meeting

 

  1. Minute Number 2160/18 – Derbyshire Association of Local Councils

 

There was nothing to report.

 

  1. Minute Number 2161/18 – Finance

 

Resolved: Hilton Parish Council approved the following payments including the additions of cheque numbers 003261 to 003264 inclusive:

 

  1. Accounts for Payment.
CHEQUE NO PAYEE DESCRIPTION AMOUNT POWER
003252 Hilton Village Hall Room Hire and Electricity Sub Meter 208.26
003260 Flint Bishop Solicitors Interim Invoice for Professional Fees in association with the Police Lease Agreement 1,814.00
003261 Sterilizing Services Ltd Water Testing 96.59
003262 A E Morris Repairs to Astro Turf Lighting and Village Hall Paths Lighting Column 322.32
003263 Aucuba Landscapes ltd Maintenance Hilton V8illage Hall Contract March and missed December invoice 934.76
003264 Viking 2 x boxes of paper, plastic wallets, Dividers etc. and T roll 118.28
BACS Carbrook Garden Machinery Mower, strimmer & Hedge cutter Service 495.15

 

  1. Payments by BACS for Salaries, Tax, NIC’s, Expenses, Pension – including Chq 003253 for the Inland Revenue and Cheques 003254 to 003259 for Parish Allowances.

 

Resolved: Hilton Parish Council approved the following payments:

 

Description                                                                                                              Amount        

Salaries, Tax NICs, Redundancy, Expenses etc.                                               £6,756.25

NEST Staff Pension                                                                                                 £451.84

Parish Allowance                                                                                                     £1,508.00

 

  1. Review of the charges for the use of Parish Council facilities – Astro Turf, Astro Turf Lighting, Football Pitches, Back Lane Pavilion – Previously Reported under minute number 2142/18

Resolved: Hilton Parish Council agreed for the Chair to continue to look into this matter to obtain further information prior to a decision being made. This item was deferred until the April 2018 Parish Council Meeting.

 

  1. Village Clock
    1. Cheque received from Toyota Manufacturing £500.00 towards the project

This was for Information, there was nothing further to report.

 

  1. Approval to pay deposit Invoice £6,838.80 to be paid after 01.04.2018 and posted with the signed contract for the project to commence.

Resolved: In principal the Parish Council approved to continue with the project as per the budget. However, the Clerk to contact St Modwen’s to see if further funding can be obtained towards the project. If not the project to go ahead as planned.

Resolved: Once the Clerk has contacted St Modwen’s no matter what the outcome the contract is to be signed for the project to commence.

 

  1. Approval to recalculate the contingency/reserve budget to allow for a budget line for the Clerks Assistant.

Resolved: Hilton Parish Council approved to fund the new Administration Assistant from the Contingency/Reserve Budget for 2018/2019. 4 Councillors were in favour, 1 Councillor abstained.

Resolved: The Clerk to recalculate the budget to include a new line for the Administration Assistant so that the payment is coded to Staff Costs correctly.

 

  1. Approval of Parish Grant Scheme
    1. Hilton Dog Walkers Group – £300.00

Resolved: Hilton Parish Council approved a small Grant under Section 137 of £300.00.

Resolved: The Clerk to raise the cheque at the end of the Parish Council Meeting and add the payment to the April agenda for ratification.

Resolved: The Clerk to ask the Dog Walking Group to advertise something to reduce the dog fouling by the Church.

 

  1. Hilton Gardening Club – £350.00

Resolved: Hilton Parish Council approved a small Grant under Section 137 of £350.00.

Resolved: The Clerk to raise the cheque at the end of the Parish Council Meeting and add the payment to the April agenda for ratification.

Resolved: The Clerk to ask the Gardening Club to open up the speaker events to the whole community.

 

  • The Writers Block (South Derbyshire Creative Writers Group) – £700.00

Resolved: Hilton Parish Council approved a small Grant under Section 137 of £500.00, towards their startup costs.

Resolved: The Clerk to raise the cheque at the end of the Parish Council Meeting and add the payment to the April agenda for ratification.

 

  1. Hilton Party on the Park – £244.98

Resolved: Hilton Parish Council approved a small grant under Section 137 of £244.98, to cover the cost of their insurance for the Party on the Park event.

Resolved: The Clerk to raise the cheque at the end of the Parish Council Meeting and add the payment to the April agenda for ratification.

 

  1. Hilton Village Hall – £541.88

Resolved: Hilton Parish Council approved a small grant under Section 137 of £441.37, less the stationery items requested, for various items.

Resolved: The Clerk to raise the cheque at the end of the Parish Council Meeting and add the payment to the April agenda for ratification.

 

  1. DALC Subscription 2018/2019 – Approval to pay the invoice after 01.04.2018
    1. Option 1 – Standard Annual Subscription – £888.51
    2. Option 2 – Enhanced Subscription to include a supplement on your basic subscription to cover group 1 training – £1,068.51

Resolved: Hilton Parish Council approved option 2, enhanced subscription to include a supplement on the basic subscription to cover group 1 training at a cost of £1,068.51.

Resolved: The Clerk to raise the cheque at the end of the Parish Council Meeting and add the payment to the April agenda for ratification.

 

  1. PTFA Plant Sale – Approval to purchase plants

Resolved: Hilton Parish Council approved the order for £104.00.

Resolved: The Clerk to raise the cheque at the end of the Parish Council Meeting and add the payment to the April agenda for ratification.

 

The Clerk wanted it noted that she had raised a personal cheque and completed a form personally for £70.00 to support the PTFA for 4 x hanging baskets for home.

 

  1. DCC – School Crossing Patrols

Resolved: The Clerk to email a copy of the letter from DCC to the Head Teacher for information.

 

  1. Letter of appointment for the Internal Auditor

Resolved: Hilton Parish Council approved the appointment of Ian Fraser as the Internal Auditor for the Financial Year ending 31.03.2018. The Clerk to send the letter of appointment to Ian Fraser as soon as possible.

 

  1. Minute Number 2162/18 – Items for Information

 

Resolved: Hilton Parish Council noted the following information:

 

  1. Glasdon – Product leaflet
  2. Clerk & Council Direct Magazine – March 2018
  3. SDDC – What’s on Magazine
  4. SDDC – Comprehensive Directory of club’s informationhttps://www.south-derbys.gov.uk/our-services/things-to-do-and-places-to-visit/get-active/sports-clubs-and-groups/active-south-derbyshire
  5. Calon Energy – Gas Fired Power Station at Willington – Unsuccessful Capacity Market Auction so no further action will be taken to build the station at this time
  6. Care Choices – The Transition Event: Helping build the best future for disabled young people in the Midlands
  7. Bio Site Security – Introduction Letter
  8. SDDC – Controlled Waste Transfer Note

 

  1. Minute Number 2163/18 – Planning Matters for Decision
  1. 9/2018/0252 – 3 STOUR CLOSE HILTON DERBY DE65 5JJ – THE ERECTION OF AN EXTENSION

Resolved: Hilton Parish Council had no objections to the above planning application.

 

  1. 9/2018/0228 – 134 DERBY ROAD HILTON DERBY DERBYSHIRE DE65 5FP THE CROWN LIFTING OF A SILVER BIRCH TREE COVERED BY SOUTH DERBYSHIRE DISTRICT COUNCIL TREE PRESERVATION ORDER NUMBER 316 – No extension requested consultation ended on 26.03.2018

Resolved: Hilton Parish Council had no objections to the above planning application.

 

  1. 9/2018/0157 – EGGINTON JUNCTION STATION EGGINTON ROAD HILTON DERBY DERBYSHIRE DE65 6GU – THE ERECTION OF AN EXTENSION AND DOUBLE GARAGE WITH INTERNAL ALTERATIONS AND SUB DIVISION OF EXISTING PROPERTIES INTO TWO DWELLINGS – No extension requested consultation ended on 28.03.2018

Resolved: Hilton Parish Council had no objections to the above planning application.

 

  1. 9/2018/0329 – 5 IVY COURT HILTON DERBY DERBYSHIRE DE65 5WD – THE ERECTION OF AN EXTENSION AT

Resolved: Hilton Parish Council had no objections to the above planning application.

 

  1. Minute Number 2164/18 – To consider a resolution under the Public Bodies (Admission to Meetings Act 1960) to exclude members of the Public.

 

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

 

  1. Minute Number 2165/18 – Correspondence received, questions/complaints and replies sent

 

Question:       the A50 road noise and pollution.

Answer:          This had been passed over to the Environment Health Manager at South

Derbyshire District Council on 14.03.2018, in agreement with the resident. The answer received back was that the impact of the A50 at Hilton was not to such an extent that legal exposure limits for noise and air quality were being exceeded and therefore Highway England were under no duty to take mitigation measures. The resident could apply to Highways England for noise insulation and the link to this had already been provided to the resident.

Resolved: Hilton Parish Council would like to know when the last survey was completed and what the limits were. The Clerk to contact Highways England to try and establish this.

 

Question:       The state of the footpath on Main Street/Uttoxeter Road between the bridge towards the old school regarding the weeds etc.

Answer:          This was emailed to Cllr Patten on 13.03.2018 on agreement with the resident. Cllr Patten replied back on 14.03.2018 stating that this had been reported.

 

Question:       Loud party coming from the Village Hall site on Saturday 17.03.2018.

Answer:          The Clerk had given the resident the contact details for the Village Hall, Scout Hut and Environmental Health at South Derbyshire District Council.

 

Question:       Fly tipping on The Mease.

Answer:          This was reported to the Clean Team and removed. The resident had emailed back saying thank you and stated that we all do a great job for Hilton.

 

Question:       A former Councillor had contacted a current Councillor via a third party raising the issue of the Caretaker being made redundant from his duties at the Back Lane Pavilion, but then subsequently replaced by the new Groundsman.

Answer:          This is not a matter for members of the public, this is a private and confidential matter between employer/employee. This process was completed in accordance with Employment Law and advice was given and taken from our HR advisers throughout the process.

 

  1. Minute Number 2166/18 – Formal Complaint Meeting held on 21.02.2018

 

Summary of what Complainant wants:

 

  • SDC to speak with Cllr Smith and ask if she will apologise for residents feeling that she was abrupt and rude by saying no. The Council to recognise how this has been preserved by the public.
  • The apology to be given during Public Speaking.
  • If Cllr Smith does not want to read out the apology, the Chair to give the written statement on Cllr Smiths behalf.
  • If none of the above are agreed the complainant will report Cllr Smith to the Standards Board.

Resolved: No apology will be given, this was supported by the majority of the Council.

 

 

  • If Cllr Smith does not apologise the Council to consider indicating, they do not condone rude behaviour by any Councillor and apologise if it came across as such in the October meeting.

Resolved: A statement could be considered in relation to the Council not condoning rude behaviour by either Councillors or members of the public. However due to no public apology being given the Council would be wrong to make any decision at this point until the matter had been fully resolved.

 

  • The Council to look at changing their Standing Orders to allow residents to have a further public speaking session prior to the Parish Council making any resolutions. For Example: 15 minutes Public Speaking at the start of the meeting as normal. The Parish Council then hold their discussions but make no decisions. The Parish Council then holds a further 5/10 minutes Public Speaking for the residents to comment further post the Parish Council making their decision

Resolved: After taking advice and Councillor Training the Parish Council had looked at the Standing Orders and discussed this matter exhaustively, the Standing Orders will be reviewed as normal but will not be amended to allow more Public participation. The Council now attends Village Hall Coffee Mornings and holds Parish Forums, this is the platform for members of the public to get involved and have their say.

 

  • The Parish Council to consider Suspending Standing Orders if a member of the public has their hand up. If the Parish Council are not willing to do this, they are to give a full explanation why.

Resolved: After taking advice and Councillor Training the Parish Council had looked at the Standing Orders and discussed this matter exhaustively, the Standing Orders will be reviewed as normal but will not be amended to allow more Public participation. Standing Orders should not be suspended unless there is an extreme circumstance to do so, this will be made clearer in the Standing Orders as part of the normal review.

 

  • Councillors to be informed that they can ask for Standing Orders to be Suspended/dropped if they wish for a member of the public to contribute to the discussion.

Resolved: After taking advice and Councillor Training the Parish Council had looked at the Standing Orders and discussed this matter exhaustively, the Standing Orders will be reviewed as normal but will not be amended to allow more Public participation. Councillors will not ask for Standing Orders to be suspended to allow members of the public to contribute to the discussion or to participate in the decision-making process.

 

  • Have a process in place for how the Parish Council will inform the public about the questions and answers from the Coffee Mornings/Forums and a progress tracker.

Resolved: This will be an ongoing process to establish the best way to give the information to the public via the website, in person etc.

 

  • The Parish Council to look at all their Policies and Procedures especially the complaints procedure. The complainant would be happy to review policies and procedures as an independent member of the public.

Resolved: After taking advice on this matter and Councillor Training, it was agreed that it is for the Parish Council to review and set policies and procedures, members of the public should not be involved in this process. The Parish Council are already in the process of reviewing current policies and procedures including the Complaints procedure ready for approval at the Annual Parish Council meeting.

 

  • The Parish Council to look at Confidentiality as part of reviewing the procedures.

Resolved: This will be reviewed and updated during the transition to the new General Data Protection Regulations.

 

  • Agree Forums to continue

Resolved: The intention is for the Parish Council to continue with the Parish Forums, but this will be continually reviewed to make sure the process is effective and meaningful.

 

  • The Council to keep the recording of the October meeting to allow it to be used as evidence for Ardip Kaur the monitoring officer at SDDC. If this changes it is to be discussed with the complainant before any action is taken.

The Clerk wanted it on record that although she had agreed to retain this recording, it was only whilst this matter was being resolved. The Clerk wanted it to be made clear that this is only as a one off and does not/will not set a precedence going forward. Hilton Parish Council does not record their meetings. The recording is the Clerks personal recording for the purpose of completing the minutes, it is recorded on the Clerk personal equipment, therefore it is not the property of Hilton Parish Council. The Clerk reported that as the recording contains the exempt part of the meeting and this can not be excluded from the recording, she would be unable to provide a copy to the complainant. However, if required she would pass a copy to the monitoring officer at SDDC on a written request.

Resolved: It was agreed that it was the Clerk’s decision on if the recording would/should be kept. The recording was the Clerk’s personal recording for the purpose of the minutes, not the recording of the Council. The Clerk agreed to keep the recording on this occasion only, but this will not set a precedent for the future. The Clerk only agree to pass the recording to Ardip Kaur the Monitoring Officer at SDDC by a written request to the Clerk if this matter is taken further.

Resolved: Hilton Parish Council agreed that the Chair and Clerk should draft the responding letter to the complainant to be approved by the rest of the Councillors via email.

 

  1. Minute Number 2167/18 – Date of the next meeting

 

Resolved: The date of the next monthly Hilton Parish Council Meeting was confirmed as 25th April 2018 at Hilton Village Hall commencing at 7pm.

 

 

 

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