10th July 2019
Minutes
Haconby and Stainfield Parish Council
Parish Council Meeting
Wednesday 10th July 2019 Commencing at 7.15pm
Present: Councillors Richard Dixon-Warren (Chairman), Brian Blackbourn (Vice Chairman) Derek Bailey, Philippa Dixon-Warren, Janine Rayfield Parish Clerk – Mrs Wendy Gray Councillor Martin Hill arrived during start of meeting No members of the public were in attendance
1) Chairman’s Introduction and Announcements. Chairman welcomed everyone to meeting.
2) Public Questions, Comments or Representations. None.
3) Apologies for Absence. Cllr D Winn. Neighbourhood Policing Team.
4) Police Report. Neighbourhood Police Panel currently suspended for the time being.
5) Updates – LCC/SKDC/Parish Council.
a) LCC Update. Cllr Hill – work continuing to be done by highways in the village. White boards over bridge in Stainfield (board missing). Surface dressing due to start Haconby Drove, West Road and Main Street plus Stainfield.
b) SKDC Update. No Report provided. 6) Disclosures of Interests. Cllr R Dixon-Warren (14d) – dispensation agreed for comment.
7) Risk Assessments. New list to be drawn up. Overhanging branches opposite Cllr Blackbourn’s (Big Clean)? Tree outside Bus Stop, outside 10 West Road. Clerk to check LCC responsibility for cutting back.
8) Minutes. To resolve that the minutes of the meeting of the Council meeting held on 15th May 2019 be signed as a correct record. Cllr R Dixon-Warren proposed, seconded Cllr J Rayfield, all in favour.
9) Matters arising from the Minutes 15th May 2019. None / on agenda.
10) End of Year Accounts. Annual Governance Statement, Accounting Statements approved and signed off. Post by 22nd July – exemption granted. Copies to be sent to Cllrs. Paul Taylor – Internal Auditor.
11) Administrative Report and Correspondence Received. The Parish Council has received a letter from CP Law Associates of Guildford to inform it of a claim against the Council for compensation and expenses. Since this is potentially the early stages of a legal dispute, no further detail should be produced in open session. The issue will be discussed in closed session under item 17. Parishioner’s report of blocked drain – response received, no reference given – parishioner to be informed.
12) Invoices to be agreed for payment. Parish Clerk Salary - £138.74 Parish Clerk Expenses - £57.07 Community Cleaner - £131.36 P Taylor – Internal Audit - £100.00 Income Received: HMRC - £200.00 M Blackbourn Parish Land - £120.00
13) Planning Applications Update. S19/0994 S19/0946 Responses sent to Planning on 21st June – no update on outcome as yet.
14) Business Items:
a) Parish Councillor Vacancy – re advertise and make enquiries possibly someone from Stainfield.
b) Haconby ‘Green’ – it was agreed that when tree comes down that is extent of Parish Council’s responsibility.
c) Parish Land. LCC Plot on Haconby Lane - Normal charges apply plus registration of land which will leave very little change out of the £2000 offered. With rent increase, income would be about £40 per annum, look at raising rent plus continue with arrangement as it is. At least we now know where allotment is. Cllr R Dixon-Warren proposed do not accept LCC offer and continue to rent to LCC and increase the rent as we indicated and respond to Savills, seconded Cllr Bailey, all in agreement. Plots 3 and 4 – Cllr R Dixon-Warren proposed email agreement on cost of analysis of soil sample around £200 to be ratified, seconded Cllr Bailey, all in agreement. Useful walkabout, still more to be done on plots 1and 2. Plots 3 and 4 – David Lister advised if he can get hay cropper he will cut back. Area of uncut grass on M Blackbourn’s plot to be cut – David Lister will do if he can. Public Footpath – Parish Council are responsible for maintaining it and for cutting grass. A15 Footpath etc keep clear! Footpath Chapel Street to Church Street – Clerk to confirm which footpaths are maintained by LCC and SKDC.
d) Transfer of Responsibility for Churchyard Maintenance. 20th August last year 12 months informal notice given taking us up to 20th August 2019 – 12 months’ notice stops and 3 months statutory notice starts. The Parish Council need to make decision by 20th November. Clerk to contact Environment SK/SKDC – to obtain a quote on cost of maintenance of churchyard. e) GDPR Compliance. Keep as an agenda item.
15) Any other Business. None.
16) Date of Next Meeting. Wednesday 11 th September 2019 – 7.15 pm in the Hare & Hounds Public House. Working Group meeting date TBC.
17) Closed Session. Cllr R Dixon-Warren proposed, Cllr Blackbourn seconded, all in agreement at 8.47 pm that the Council move into Closed Session, to exclude public from confidential discussion/resolution on the following: i. Tenders for felling the horse chestnut tree – Village party arranged for 31st August to say goodbye to the tree. Cllrs considered quotes and selected quote from Elderwood Tree Care. Parish Clerk to obtain date(s) in readiness for informing the village. ii. Claim against Parish Council – nothing to decide at present as have heard nothing further. The meeting closed at 9.06 p.m.