For a PDF version of the agenda click here: Agenda_2018_10

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: 15.10.2018

You are hereby summoned to attend the next Meeting of Hilton Parish Council to be held at 7pm on Wednesday 24th October 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. Variation of the Order of Business
  3. Declaration of Members’ Interests.
  1. Register of Interests: Councillors are reminded of the need to update their Register of Members Interests Forms
  2. 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.
  1. Public Speaking.
  1. 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.
  2. 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.
  3. 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.

  1. Chairpersons Report

 

  1. To confirm the minutes of the Hilton Parish Council Meeting held on 26th September 2018.

 

  1. Clerk’s Reports
  1. Update on the Village Clock – Previously reported under minute number 2161/18, 2178/18, 2216/18, 2238/18, 2262/18, 2784/18
  2. Big Red Poppy & the Big Red Poppy Food Appeal – Previously reported under minute number 2178/18, 2216/18, 2238/18, 2262/18, 2784/18
  3. Approval to purchase a desk top computer with antivirus package and office system for the Admin Assistant – Previously reported under minute number 2784/18
  4. Update Memorial Meadow transfer of land or a long-term lease agreement – Previously reported under minute number 2784/18
  5. Approval SDDC Tree Report £550.00 inclusive of VAT – Previously reported under minute number 2784/18
  6. Self-close gate advised for the Village Green Childrens Play Area on Main Street
  7. Approval of the Dignity at Work Policy
  8. Approval of the Member Employee Protocol
  9. Approval of the Transportation, Storage and use of Petroleum Procedure Policy
  10. Approval of Controlling Fire & Explosion Risk Policy
  11. Amendment to the Standing Orders regarding Committees for approval
  12. Approval of the amended Planning & Highway Terms of Reference previously reported under minute number 2779/18
  13. Approval of the new forms and guidance for the Small Grant Scheme
  14. Approval of CCTV repairs
  15. Play Equipment Repairs Hilton Village Hall Site and The Village Green
  16. Incident with a party at the Scout Hut on 13.10.2018
  17. Request from Longdon Park School for attendance at assembly on 09.11.2018 to talk to the children about the everyone remembered no one forgotten campaign

 

  1. Planning & Highways Committee – Cllr Cooper, Cllr Smith and Cllr Cuddington
  1. SDDC – Consultation: draft Local Green Spaces Plan consultation from 08.10.2018 to 5pm on 19.11.2018
  1. Other Planning Matters for Decision
  1. 9/2018/1081 – 17 WYSTON BROOK HILTON DERBY DERBYSHIRE DE65 5JB – PROPOSED SINGLE STOREY REAR EXTENSION, WITH EAVES OF 2.5 METRES AND MAXIMUM HEIGHT OF 3.75 METRES EXTENDING 4.8 METRES FROM THE REAR WALL
  2. 9/2018/1018 – 2 THAMES WAY HILTON DERBY DERBYSHIRE DE65 5NB – THE ERECTION OF AN EXTENSION AND ALTERATION (ADDING RENDER) – Extension to comment request and given 25.10.2018
  3. 9/2018/1012 – 57 MAIN STREET HILTON DERBY DERBYSHIRE DE65 5GG – THE FORMATION OF A VEHICULAR CROSSING (DROPPED KERB) – Extension to comment requested and given 25.10.2018
  4. 9/2018/0335 – PARTRAP HOUSE LAND ADJACENT TO DERBY ROAD HILTON DERBY DERBYSHIRE DE65 5FP – OUTLINE APPLICATION (ALL MATTERS EXCEPT FOR ACCESS TO BE RESERVED) FOR THE CONSTRUCTION OF A B1/B2 (INDUSTRIAL) UNIT UP TO 1,425 SQM – Extension to comment requested and given 03.10.2018
  1. Engagement Committee – Cllr Hudson, Cllr Darlington, Cllr Johnson-Beale, Cllr Cuddington
  1. Notes from the Town and Parish Council Consultation Meeting held on 17.09.2018 for the Community Involvement Scheme – For Information Only
  2. DCC – Snow Warden Scheme 2018 – Closing date for applications was 12.10.2018
  1. Neighbourhood Development PlanningCllr Cuddington
  1. Minutes of the meeting held on 08.10.2018 for information only – Meeting cancelled due to not being quorate
  2. Traffic Survey update – Cllr Cuddington
  1. Reports from Councillors that have attended any other Meetings.
  1. Area Forum held on 09.10.2018 at Sutton on the Hill Village Hall – Cllr Cooper

 

  1. Derbyshire Association of Local Councils
  1. DALC Circular 13/2018
  • DALC – Awards for Excellence
  • Update on the audit and AGAR Forms
  • Aviva Community Fund
  • HR advice on supporting employees with mental health problems
  • Government Investment to overcome barriers to building
  • Beacon Lighting Safety Guidelines
  • Dementia Friendly Communities
  • Arnold-Baker on Local Council Administration 11th Edition
  • Training & Events Diary

 

  1. DALC Circular 14/2018
  • DALC Excellence Awards 2018
  • Government publishes updated model byelaws
  • External Audit Issues update
  • HS2 Consultation on ‘Working Draft Environmental Statement’
  • Funding and Grant Bulletin – October 2018
  • Elections 2019 – date of taking office
  • Data Protection Fee payments (GDPR)
  • VAT advice service
  • Tree Charter

 

  1. Finance
  1. Accounts for Payment.
CHEQUE NO PAYEE DESCRIPTION AMOUNT POWER
AUGUST 2018        
003348 Smiths of Derby Village Clock 6838.80 Parish Councils Act 1957, s.2
003349 Hilton Village Hall Room Hire 277.09  
003350 VFM Products Ltd Line Marking paint 10 bottles plus 3 free bottles 263.40  
003351 Aucuba Landscapes Ltd Maintenance 457.92  
003352 RSL Bristol Ltd Shutter Service and Maintenance 840.00  

 

  1. Payments by BACS for Salaries, Tax, NIC’s, Expenses, Pension – including Chq 003353 for the Inland Revenue

Description                                                                                                                  Amount

Salaries, Tax NICs, Redundancy, Expenses etc                                                              £7,711.43

NEST Staff Pension                                                                                                       £560.62

 

  1. Completion of the limited assurance review for the year ending 31.03.2018
    1. 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 of the unaudited accounts from 01.04.2018 to 30.09.2018

 

Current Account                          22,584.88

Reserve Account                       121,110.35

Cash in transit                                  571.00

Less unpresented cheques           (7,327.75)

Total                                        136,938.48

 

  1. Other Income for approval

 

Voucher Date Receipt No Description Customer Total
34 03/07/2018 030 Grant – NDPG Locality 4,205.00
35 07/07/2018 029 Astro Turf Hire Little Stars 40.00
36 16/07/2018 031 Astro Turf Hire Name Removed 50.00
37 19/07/2018 032 Astro Turf Hire Name Removed 75.00
38 10/08/2018 033 Astro Turf Hire Name Removed 50.00
39 26/07/2018 034 Astro Turf Hire JOHN PORT OLD BOYS 75.00
40 30/08/2018 035 Astro Turf Hire JOHN PORT OLD BOYS 125.00
41 03/09/2018 036 Astro Turf Hire Name Removed 25.00
42 05/09/2018 037 Astro Turf Hire Name Removed 225.00
43 07/09/2018 038 Astro Turf Hire Name Removed 50.00
44 13/09/2018 040 Football Pitch Hire AFC HILTON 55.00
45 21/08/2018 041 Astro Turf Hire Name Removed 100.00
46 13/09/2018 042 Astro Turf Hire Name Removed 75.00
47 19/09/2018 043 Astro Turf Hire Little Stars 30.00
52 27/07/2018   Memorial medow contribution South Derbyshire District Council 200.00

 

  1. Other Expenditure for approval

 

Voucher Code Date Cheque No Supplier Total
91 Neighbourhood Development Plan 05/07/2018 TFR Essential Print Services 240.00
92 Van 02/07/2018 DD Toyota 239.24
93 Electricity 02/07/2018 DD Eon 252.00
94 Electricity 02/07/2018 DD Eon 114.00
153 Misc Maintenance 10/07/2018 DD UK Fuels Ltd 25.36
154 Van 10/07/2018 DD UK Fuels Ltd 1.20
156 HR Fees 23/07/2018 DD Personnel Advice & Solutions Ltd 120.00
163 General Admin 31/07/2018 DD Toyota 239.24
164 Electricity 01/08/2018 DD Eon 252.00
165 Electricity 01/08/2018 DD Eon 114.00
166 Van 10/08/2018 Dd UK Fuels Ltd 46.36
168 HR Fees 22/08/2018 DD Personnel Advice & Solutions Ltd 120.00
175 Van 30/08/2018 DD Toyota 239.24
176 Electricity 03/09/2018 TFR Eon 252.00
177 Electricity 03/09/2018 DD Eon 114.00
178 Telephone 03/09/2018 DD British Telecommunications 185.79
179 Van 10/09/2018 DD UK Fuels Ltd 1.20
182 HR Fees 24/09/2018 DD Personnel Advice & Solutions Ltd 120.00

 

  • Account Transfers for approval

 

Date Desc From To Amount
20/04/2018 Bank to Bank Transfer Reserve Account Current Account 10,000.00
04/05/2018 Bank to Bank Transfer Reserve Account Current Account 10,000.00
04/05/2018 Bank to Bank Transfer Reserve Account Current Account 10,000.00
24/05/2018 Bank to Bank Transfer Reserve Account Current Account 10,000.00
09/06/2018 Bank to Bank Transfer Reserve Account Current Account 10,000.00
23/07/2018 Bank to Bank Transfer Reserve Account Current Account 10,000.00
25/07/2018 Bank to Bank Transfer Reserve Account Current Account 10,000.00
29/08/2018 Bank to Bank Transfer Reserve Account Current Account 10,000.00
21/09/2018 Bank to Bank Transfer Reserve Account Current Account 10,000.00
21/09/2018 Bank to Bank Transfer Reserve Account Current Account 10,000.00

 

  1. Items for Information
  1. Derbyshire Police and Crime Commissioner – invitation to a Parish Council evening on 15.10.2018
  2. SDDC – War Memorial Grant Scheme (UK)
  3. Email thank you from a resident with regards to the Parish Council surgery
  4. East Midlands Community Lead Housing – Invitation to Community Lead Housing Roadshow – passed onto the NDPG
  5. Personnel Advice and Solutions Ltd – Employment update September 2018
  6. SDDC Press release – Council makes a stand to tackle domestic abuse

 

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

 

  1. 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

 

  1. Grounds Maintenance and Hedge Cutting Contract, procedure of tenders – Previously reported under minute number 2790/18

 

  1. Scout Lease Agreement and Extension

 

  1. Date of the next meeting

The date of the next monthly Hilton Parish Council Meeting is to be confirmed as 28th November 2018 2018 at Hilton Village Hall commencing at 7pm.

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