PIRTON PARISH COUNCIL
The Monthly Meeting of Pirton Parish Council was held on Thursday 9 October
2003 at Pirton Village Hall.
Present: Mr Jonathan Bhowmick, Mr Ed Cree, Mr Michael Goddard, Mrs
Margaret Johnson, Mr Steve Kitchener, Mr Owain Lister, Mr David Saunders, Mrs
Pam Waters, Mr Nigel Brook (County Councillor) and Mrs Diane Bailey (Clerk).
Apologies for Absence: Mrs Rosie Hamilton McLeod (holiday), Mrs Claire
Strong (District Councillor).
142.03 PUBLIC PARTICIPATION
There were no parishioners present at the meeting.
143.03 MINUTES OF THE SEPTEMBER COUNCIL MEETING
The Minutes of the September meeting were agreed and signed as a true record.
144.03 MATTERS ARISING
There were no matters arising except those minuted under Outstanding Items.
145.03 OUTSTANDING ITEMS
The list of outstanding items was reviewed as follows:-
Recreation Ground
Access Road
As Mrs Hamilton McLeod was absent from the meeting, there was no further news.
Charities Commission
No report.
Reconstitution of Deeds
No report.
Search and Storage of Documents
No further action.
Coleman’s Close – Section 106
A representative from Wimpey Homes had responded to the Parish Council’s letter
and had confirmed that a notice would be installed at the play area. The
representative had also confirmed that regular inspections were undertaken of
the play equipment although there were no inspection reports. Any concerns made
to the Parish Council relating to the play area should be directed to Wimpey
Homes and their advisors.
It had also been confirmed that Section 38 (Highways) outstanding matters
were being progressed by Wimpey Homes, the completion of which would ultimately
lead to the handover of the Open Space to the Parish Council.
Parish Playgrounds Grant and Awards for All
Mr Lister confirmed that once funding had been secured for the safety surfacing,
tenders for the work would be carried out according to the Council’s Standing
Orders.
A response from the Awards For All grant scheme was expected in the next
month.
Housing Needs Survey
The Housing Needs Survey will be discussed at the Extraordinary Meeting convened
on Thursday 16 October 2003.
Blacksmiths Pond
The Clerk had applied to the Don Millar Memorial Fund for the cost of works to
refurbish the railings around Blacksmiths Pond. Although 100% funding is not
normally approved, the Clerk had asked for ongoing works to the pond (removal of
goldfish, pond clearance) to be taken into account and this was being
considered.
Disposal of Gangmower
No further news.
Mrs Johnson joined the meeting.
Rabbit Nuisance
The Clerk was due to meet a pest control contractor at the Recreation Ground on
Monday 13 October to assess the works necessary to try to control the rabbit
nuisance. The Clerk has also arranged to meet Dieter Iwan of Countryside
Management Service and Mrs Rogers, a neighbouring landowner, to discuss the work
needed and to try to establish ownership of the boundaries.
In order to comply with Standing Orders, several quotations would need to be
obtained prior to the work being carried out.
A letter had been received from Mr Cook of West Lane pointing out that in his
opinion the problem of rabbits was due to the growth of hedges and non-clearance
of the ditches around the Recreation Ground. The Clerk would reply that the
ownership of the boundaries and ditches was being investigated and that
contractors were being consulted regarding the rabbit problem.
Parish Plan
Mr Gary Sage of the Countryside Development Agency would be attending the
November meeting to discuss the possibility of a Parish Plan for Pirton.
Mr Nigel Brook addressed the meeting. The Public Enquiry regarding the
West of Stevenage development was due to commence on 20 January at the Spirella
Building in Letchworth. Secondary transfer forms were currently being completed
for entry to secondary schools in 2004. Mr Brook urged parents to ensure forms
were completed correctly and suggested that a high number of applicants for
Hitchin Girls’ School from the village should be beneficial.
146.03 FINANCE
Bank accounts as at 8 October 2003
Business Premium Account
£21,771.86
Community Account
£ 1,392.27
Contingency Account
£ 8,685.07
Monies received since last meeting (included in above)
NHDC – bulb planting grant
£ 100.00
Orange – annual rent
£1,750.00
Allotment rent
£ 5.00
VDS donations
£ 10.00
Sale of postcards
£ 30.00
Bank interest
£ 27.35
Accounts for payment
Alan James – streetcleaning
£ 132.00
Diane Bailey – clerk’s salary and expenses
£ 490.41
HCC – Clerk’s pension
£ 76.84
RoSPA – playground inspection and disability report £ 111.63
BT
£ 65.40
Icknield Way – annual subscription
£ 5.00
Royal British Legion – Remembrance Day wreath
£ 16.00
It was proposed by Mr Saunders, seconded by Mrs Waters and unanimously agreed
that the above be paid.
The Clerk informed the Council that she had received notification that the
Clerk’s pension contributions must now be paid monthly as the current
arrangements for paying quarterly had been discontinued.
The Clerk had received notification from NHDC that the 2004/05 Precept figure
was required by 12 December 2003. It was agreed that this year’s Budget Meeting
would take place on Thursday 20 November with a view to formally approving the
Budget at the December Council meeting. The Clerk would prepare a suggested
budget to be circulated prior to the Budget Meeting.
Representatives of village organisations were reminded to pass requests for
consideration in next year’s budget to the Clerk by the date of the November
Council meeting. The Clerk also reminded Councillors that a review of the
Council’s Standing Orders was due at the Budget meeting.
147.03 REQUESTS FOR FUNDING
There were no requests for funding.
148.03 GRANTS
The Clerk informed the Council of the current availability of various grants
and these were discussed as follows:
Parish Bulb Planting
Having received a grant of £100 towards Parish Bulb Planting, it was agreed that
Nature’s Corner be requested to supply tulips, daffodils and narcissi to the
value of £100. Mr Saunders and Mr Goddard volunteered to plant the bulbs once
received.
Local Agenda 21 Community Grant Scheme
The Clerk passed information about this environment based grant scheme to the
Deputy Tree Warden for the possible purchase of trees and hedges, and to St
Mary’s Church who had previously suggested the provision of a bench for the
Vicarage Nature Garden.
Parish Enhancement and Cleansing Fund
The Clerk would apply for funding to help with the cost of employing the village
streetcleaner.
NHDC Environmental Improvement Grants
The Clerk suggested that an application to this fund could be made if there was
a shortfall in funding from the Don Millar Memorial Fund for the refurbishment
of the railings around Blacksmith’s Pond (Min .03).
Ward Member’s Small Schemes grant
Mrs Claire Strong, the Ward member for Pirton, had a grant available and it was
agreed to apply for funding for a new bench on Great Green to replace the old,
damaged seat.
Southern Rural Small Grants Budget
Should a balance of funds be required to replace the bench on Great Green after
application to the Ward Member’s grant allocation, a request would be made to
the Southern Rural Small Grants Budget. This request would be discussed with
Lucy Cox, Community Development Officer for NHDC, during her visit to the
December Council meeting.
149.03 TRAINING
Information had been received regarding Councillor training courses in the
district. Mr Bhowmick volunteered to attend a training afternoon in Stevenage on
22 November. Mrs Johnson may possibly attend a similar session in due course.
The Clerk informed the Council of a home study course for Clerks entitled
‘Working with Your Council – The Knowledge’ which is actively being promoted by
NALC and HAPTC. This course of study, together with the completion of a work
portfolio, is a requirement for Quality Councils and although Pirton Parish
Council is currently unable to apply for Quality Council status (due to less
that 80% of Councillors having been elected), the need for Clerks to be properly
trained is encouraged.
The Clerk was asked whether she would be happy to undertake the training and
of the possible benefits of doing so. Mrs Bailey replied that since commencing
work with the Council, both the workload and expectations of the Clerk had
increased. In this respect the training would no doubt be beneficial but that
she had some concerns about the amount of time needed to undertake the course.
It was agreed that the Clerk should try to ascertain the number of hours
anticipated for completion of the training course and work portfolio. The
Council were in general agreement that any extra time spent by the clerk in
training on behalf of the Council should be compensated. Information would be
sought by the Clerk for further discussion at the Budget meeting in November.
150.03 INSURANCE REVIEW
The Clerk had compiled a draft schedule of current assets and replacement
costs in line with the insurance policy headings. This schedule was circulated
and discussed in detail. Mr Cree was asked to supply further information
regarding assets managed by the Sports & Social Club and Mr Bhowmick provided
details of replacement values of the play equipment.
The Clerk was asked to seek clarification about the necessary insurance cover
needed for volunteers working on behalf of the Parish Council.
There was some concern about the relationship between the Parish Council and
Sports & Social Club’s separate insurance policies and any possible conflict or
gaps in cover. The responsibility for insurance of the MUGA was also questioned.
It was agreed that the Clerk would approach Mr Gammell, who had previously dealt
with both the Parish Council’s and Sports & Social Club’s insurance, for further
advice.
In conjunction with the insurance review the Clerk had produced an Asset
Inspection Log detailing all current assets, their location in the village,
current replacement value and insurance details. Photographs had also been
included to help with the future identification of these assets. Once the Log
was complete, future inspections of the assets would be carried in accordance
with the Council’s Risk Management policy.
151.03 PLANNING
Applications
23 High Street 03/01215/1HH Full permission householder: Two
storey rear extension. Roof alterations to two existing front dormer windows and
new front dormer window. (Description change).
8a High Street 03/01250/1TCA Trees in a Conservation Area:
Removal of 1 hawthorn tree and 1 whitebeam tree.
3 Burge End Lane 03/01445/1TCA Trees in a Conservation Area: Reduce crown of
3 sycamores and 2 ash trees by 50%.
Decisions
23 High Street 03/01293/1HH Detached garage following
demolition of outbuilding. CP (Conditional Permission).
9 Royal Oak Lane 03/01325/1HH One side and one rear dormer
window to facilitate loft conversion. Refused.
The Clerk confirmed that the meeting on 16 October would include the
following items on the Agenda:-
Pirton Housing Needs
Response to the recent Urban Capacity Study
Discussion on dealing with approaches from agents.
The following guests would be present at the meeting to offer their advice to
Councillors during the discussion:-
Mr Graham Haerle of NHDC’s Planning Department,
Mr Duncan Adams, the CDA’s Rural Housing Advisor, and
Mr Alan Davy or Mr Nick Wright of NHDC’s Housing Department.
It was agreed that the Chairman would introduce the guests and point out the
general aims of the meeting. The three main items of the meeting would be
discussed against the background of the Village Appraisal, the assurance of a
locally based lettings policy, sewerage capacity in the village, the level of
influence of the Parish Council, future housing requirements from the Government
and any repercussions on villages such as Pirton, and the strength of policies
within the Local Plan in the face of future development. During the course of
the meeting, any public attendees would be invited to put forward their
comments.
152.03 HIGHWAYS
The Clerk confirmed that Highways had collected the broken direction sign at
the junction of West Lane and Royal Oak Lane from Mrs Hofton.
153.03 GENERAL PARISH MATTERS
The Clerk had circulated a Rural Visioning questionnaire. Comments were
returned to the meeting and the Clerk would compile a response.
A letter had been received from the organiser of this year’s Bonfire and
Firework Display. The letter requested the Council’s permission as landowner to
hold the event at the Recreation Ground on Saturday 8 November. The Clerk would
reply stating that the Council had no objections. Mr Goddard suggested that the
bonfire should be positioned behind the basketball D to prevent damage to the
grass, however there was some doubt about the safety of this proposal owing to
the nearness of trees and bushes on the boundary. Mr Lister suggested that this
was a matter for the Sports & Social Club committee to decide in their role as
managers of the ground.
154.03 REPORTS
Recreation Ground and Sports & Social Club
Following their attendance at the September Council meeting, a letter had been
received from members of the Pirton Social Football Club confirming that they
had put forward a proposal for a revised layout of the Recreation Ground to the
Sports & Social Club committee (Min 127.03). A letter had also been received
from the Chairman of the Sports & Social Club pointing out that the Pirton
Social Football Club had in fact been consulted about the new layout at a
meeting of the PSSC committee held on 9 July 2003 and this was clearly shown in
the minutes of that meeting.
Mr Lister had attended the Sports & Social Club’s AGM which had taken place
on Monday 29 September 2003. There had obviously been a misunderstanding
regarding the resignation of Mr Charlesworth as the Club’s Chairman who had been
re-elected at the AGM.
There remained serious concerns about the Affiliation Agreement between the
PSSC and Lea Sports which should have been carried out in consultation with the
Parish Council. Although Mr Lister had commented on the draft Agreement on
behalf of the Council, there had been no further communication on the matter.
The PSSC had subsequently entered into a 5 year agreement with items such as
parking restrictions being omitted. The lack of a tender process for the use of
the football pitches during the negotiations on the new agreement was considered
to be a breach of good financial practice. The 5 year term of the Agreement was
also queried although Mr Saunders pointed out that this had been necessary to
facilitate the success of any future grant applications.
Concerns had been raised at the AGM regarding the dominance of Lea Sport’s
use of the PSSC but these concerns were dismissed by Mr Cree and Mr Saunders.
Both the cricket and tennis sections of the Club have strong representation,
although Mr Cree suggested that these sections should also be offered similar
long term Affiliation Agreements.
Despite the concerns of the Parish Council, it was generally accepted that
the running of the sports facilities at the Recreation Ground should be left in
the hands of the PSSC committee as set out in the terms of the Licence. The
Club’s committee is run by a small group of willing volunteers and any
unnecessary interference or criticism by the Parish Council may well lead to
resentment. However, the need for consultation with the Parish Council should
not be overlooked.
It was apparent that the problems over use of the Recreation Ground and
safety issues over parking were exacerbated when Lea Sports had three league
matches taking place at the same time. It was understood by Mr Saunders that
during negotiations of the current Affiliation Agreement with Lea Sports, there
had been an intention to restrict the number of Sundays when three matches took
place, however the final version omits any such restriction.
It was agreed therefore to write to the PSSC asking for clarification about
the omission of any restriction on the number of times three matches can be
played during the season and the reason for excluding any clauses relating to
parking in the current Agreement.
Mr Saunders pointed out that there had been preliminary discussions about
extending the car parking area near the clubhouse and asked that a financial
contribution from the Parish Council be considered at the Budget Meeting.
The Clerk was concerned that despite recent problems, there remained a lack
of communication between the PSSC and the Parish Council. No notification had
been received about the recent AGM and the Annual Report and Accounts had still
to be forwarded to the Parish Council. This reporting procedure was a basic
function of the PSSC committee under the terms of the Licence and Mr Cree, as
the Parish Council’s representative, agreed to follow this up.
Bury Trust
A site inspection had taken place on Saturday 27 September 2003 and a programme
of works including repairs to fencing had been agreed.
The Information Board had been vandalised and an insurance claim would be
investigated. The provision of an armoured glass cover to protect the
information board had been discussed by the Bury Trust committee.
Adjoining landowners had requested permission to install a gate from their
garden onto the Bury and this had been agreed provided the cattle stock fencing
remained intact.
Environment
No report.
John Hammond Trust
No report.
Pirton School
The new teacher had settled in well and a resignation had been received from
another member of staff.
Village Hall
No report.
Parish Paths Partnership
The following correspondence was passed to Mr Saunders as co-ordinator of the
Parish Paths scheme:-
HCC’s information regarding the CROW Act 2000.
The Countryside Agency’s Access to the Open Countryside and Registration of
Common Land.
HCC’s invitation to assist with the Rights of Way Improvement Plan.
A reply had been received from Stuart Brown Ltd denying any responsibility
for the failure of the strimmer. The Clerk had subsequently spoken to Trading
Standards who had recommended that the offer to share 50% of the repair cost
should be accepted whilst at the same time reserving the right to make a claim
in the Small Claims Court. It was agreed that a letter should be sent on this
basis.
Tree Warden
Mr Kitchener was concerned that there has been no liaison between himself and Mr
Collins regarding the role of Tree Warden. Mrs Waters also commented that no
contact had been made by Mr Collins regarding an autumn tree planting scheme
despite this having been requested. It was agreed that the Clerk should write to
Mr Collins asking him to resign his position as Tree Warden and to liaise with
Mr Kitchener regarding the handover of equipment and paperwork.
Mrs Waters requested proposals for a tree planting scheme.
PEAP
The Council were happy for Mr Collins to continue his role as PEAP coordinator
for Pirton provided that he liaise with Mr Kitchener as the Council’s
representative.
Neigbourhood Watch
No report.
Youth Matters
No report.
Rands
Mr Goddard reported that during the last financial year of the Rands Educational
Foundation, £2,400 had been granted to Pirton School, £140 to Pirton Cricket
Colts, £10,000 to the Village Hall along with various individual bursaries to
the young people of Pirton.
155.03 ITEMS FOR CIRCULATION
Planning Application and Decision Lists
Planning Replies
Chiltern Conservation Board – 2002/03 Annual Report
Chalk and Trees – Newsletter of Chilterns Conservation Board – Autumn/Winter 03
Chiltern Woodlands Project – News of the Woods Summer 03 and Annual Report 02/03
HCC – Consultation on the Second Deposit Draft Mineral Local Plan Review
2002/2016
HCC – Rural News Summer 03
Southern Rural Committee – October 03
CMS Comments – Autumn 03
Travel Wise Bulletin – August 03
HAPTC – Parish Information – August and September 03
The Local Channel
Icknield Way Association – Newsletter Autumn 2003-10-12
CDA – Vital Villages update – Sept 03
NALC Policy Updates Data
Protection
and Legal Bulletins
156.03 DATE OF NEXT MEETING
An Extraordinary Meeting will be held on Thursday 16 October 2003 at 8pm in
the Village Hall.
The next Council Meeting will be held on Thursday 13 November 2003 at 8pm in
the Village Hall.
The Council’s Budget Meeting will be held on Thursday 20 November 2003 at 8pm
at 2 Crabtree Lane.
Pirton