MINUTES OF THE MEETING OF BURTON & DALBY PARISH COUNCIL ON MONDAY 19^th JANUARY 2009 IN CHAPEL ROOM AT GREAT DALBY AT 7.00PM

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PRESENT Cllr B Ludwig (Chairman), Cllr G Whitehouse, Cllr G Digby County Cllr J Orson (7.20PM), Cllr M Morris, Mr S Johnson (Clerk),  Member of Public Mr A Ewart APOLOGIES FOR ABSENCE Borough Cllr R Holt (via Cllr Ludwig), Cllr Dr L Stocks (via Clerk), Cllr Y Rowe (via Cllr Digby) DECLARATION OF INTEREST ON ITEMS ON THE AGENDA Cllr Dr L Stocks – notified personal interest in 09/00004/FUL and a prejudicial interest in 08/00924/TCA. Cllr Stocks will confirm this in writing and sign the register as soon as possible. Cllr G Digby declared a personal interest in item 10 on the agenda (but see item 11) APPROVE AND SIGN MINUTES OF LAST MEETING Held on 23^rd October 2008 and an Extraordinary meeting on 20^th November 2008, both in the village Hall at Burton Lazars. All Councillors present agreed the minutes for the meeting on 23^rd October 2008 and for the meeting on 20^th November 2008  – no objections raised about either set of minutes. The Chairman, Cllr B Ludwig, stated that he had called the Extraordinary Meeting on 20^th November to move that the Model Publication Scheme for this Parish Council be adopted and to effect voting in the co-option of a Parish Councillor for the vacancy in the Dalby Ward. OPPORTUNITY FOR MEMBERS OF PUBLIC TO SPEAK Mr Ewart requested a definition of ‘a declaration of interest’ for Councillors. He related this request to his recent, now approved, retrospective application for permission for pigeon lofts (08/00683/FUL). Mr Ewart considered that Councillors response had been prejudicial and this had caused him considerable hurt. Cllrs Digby and Ludwig explained Code of Conduct definitions to which Parish Councillors had subscribed. They elicited from Mr Ewart that: 1. In the process of determining a response to the planning application Councillors had explored the matter with due diligence 2. That the Parish Council response to the application had not been detrimental and had not opposed the application 3. Mr Ewart would put his case in writing to the clerk so that the matter could be fully addressed by the Parish Council in a written response from the Clerk In absentia of Mr Fred Parker, via Cllr Dr Stocks (also absent), a matter of concern to Mr Parker was the salting in cold weather of Woodgate Hill at Great Dalby. Leicestershire County Council (LCC) had responded to a letter from Mr Parker but he felt it did not address the issues of concern. The Clerk is to write to LCC, copy to County Cllr Orson. MATTERS ARISING 1 Risk Assessment – Clerk now active on this item – the document will be submitted to the next meeting for signature. 2 MBC Bus Shelter Grant payment – monies have now been paid. 3 Neighbourhood watch – Approval for purchase costs of signs given by Councillors following receipt of letter from NW 4 Burton Lazars village hall grant – this has been turned down by BIFFA 5 Property change of use - this was in reference to the opening of a B&B in Laburnum House, Great Dalby.  (Fire Officer seen attending premises – no further action proposed) 6 Telephone Box at Little Dalby – BT in process of removing phone apparatus; ownership by Parish Council subject to approval of electricity supply for which details have been provided to BT by the Clerk. 7 Wind Farm – Clerk in process of assembling resource material 8 Leicestershire Agricultural Society and use of the airfield – the name of the chairman has been established by Cllr Whitehouse and a letter drafted by the clerk will now be despatched 9 Bus shelter cleaning contract – this is now in place with RGM of Waltham and will start on or around 21^st January 2009. It will be paid for on presentation of invoice by cheque at monthly intervals 10 Planning appeal by A E Faulks – relating to an application in an adjacent parish affecting this parish Council. A response has been sent direct to the Planning Inspectorate at Bristol PLANNING MATTERS – UPDATE a) Planning Applications received since last meeting on 23rd October 2008             08/00861/TCA  Royal Oak GD - Remove trees             08/00892/ADV Royal Oak GD - Signs             08/00899/LBC  Royal Oak GD - Signs             08/00905/TPO  2 The Yews GD – Remove diseased Tree             08/00924/ TCA Elm Tree Farm GD – Remove Tree             08/00930/TCA  Rambler Cottage GD – Remove Tree             08/00941/FUL  Dairy Farm GD – Dwelling/Garage             08/00974/COU St James Church BL – Renewal of Permission             08/00979/TCA  48 Main St GD – Reshape Trees             08/00992/FUL  2 Sawgate Lane BL – Replace conservatory with  solid             08/01003/FUL  Glebe Farm GD – Barn to single dwelling             09/00004/FUL  10a Nether End GD – Front Porch and Door b) Receive Planning Decision Notices             08/00683/FUL  Ash Close Peppers Lane BL – Pigeon lofts etc             08/00776/FUL  Gravel Farm GD – 2 storey rear extension             08/00861/TCA  Royal Oak GD - Remove trees             08/00892/ADV Royal Oak GD - Signs             08/00899/LBC Royal Oak GD - Signs             08/00930/TCA Ramblers Cottage GD – Remove Tree             08/00979/TCA 48 Main Street GD – Reshape Trees c) Receive refusal Notices             08/00905/TPO 2 The Yews GD – Remove diseased Tree  08/00260/OUT Land at 5 Barnards Close Appealed Ref: APP/Y2430/A/08/2077007/NWF Appeal dismissed FINANCIAL REPORTS a) Approve Bank reconciliation to 31.12.08, cash in bank today - these reports were unanimously approved by the meeting. b) Approve payments since last meeting – these amounts were unanimously approved by the meeting. c) Budget Control to date - report (see end of minutes for bank reconciliation, cash in bank today and budget control details) d) Internal Auditor appointment letter – approve e) Banking arrangements – discuss f) Street Lighting – new charges Item c) above Cllr G Digby requested that the budgeted figures be further qualified to remove the impression of large increases from the previous year. e.g. contingencies to be detailed and revisit street lighting estimates. Item d) above the letter which had been circulated to all Cllrs was unanimously approved by the meeting and the clerk instructed to post it to the internal auditor. A copy was included for the auditor to sign in acceptance of the appointment and return for parish records. Item e) above Cllrs were asked to approve the selection of the best rate of return on maturation of the bond on 4^th February 2009, adding an amount from the deposit account and reinvesting for a further 6 months, the total amount to be invested being £12,000.00. Clerk to circulate Councillors with details for approval before acting. Clerk informed the meeting of the new charging structure for street light maintenance received from Leicestershire County Council on 3^rd January 2009, effective from 1^st January 2009. The clerk was instructed to examine the original contract and to urgently seek an overdue invoice. The last invoice was presented in September 2007. Correspondence should be copied to County Cllr Orson and a reassessment of Street lighting costs carried out when charges are known. CORRESPONDENCE RECEIVED A folder containing the listed correspondence was placed on the table at the meeting for Councillors to select as appropriate to interest. Late post items were highlighted to Councillors, these being a reminder of the Leicestershire County Council/Local Council Conference to be held at County Hall on 26^th January 2009 commencing at 4.15pm, an agenda was attached to the notice; an invitation to enter the Rural Community Council – Leicestershire and Rutland Best Village Competition, closing date Monday 6^th April 2009. AFFORDABLE HOUSING The item was raised as a result of the sale of land at Great Dalby and indicators from MBC amongst others that the land may be an opportunity to build affordable housing. The proposal to amend the Public Rights of way had, in the minds of some, added to the impression that a plan was in place for the land. The meeting established that: a) Contact should be made with Mr Richard Windley, Leicestershire and Rutland Rural Partnership, Rural Housing Enabler, to assess the terms of a survey on housing needs. Liaison with Melton Borough Council will be part of this process. b) Investigate the terms of the proposed footpath changes and obtain the proposal referred to in the letter from Leicestershire County Council. Inform County Cllr Orson of the outcome. c)  This issue is to be brought to the next meeting Cllr Whitehouse proposed that any application be opposed on the grounds that we should support the rural nature of the village. LAND OFF NEW ROAD BURTON LAZARS Clerk reported that no response had been received from Mr Dudley after emails and a phone message on 14^th and 15^th January 2009. Cllrs requested that a letter be sent to Mr J Worley about our repeated attempts to get information. Mr Worley should also be reminded that the appeals inspector visiting the village about 5 Barnards Close Burton Lazars asked about the mess in the centre of the village and was informed by Cllrs that it was the subject of Section 215 action. (As a result of the absence of information, and thus discussion on this item, Cllr Digby was not required to sign a declaration of interest) CHANGE IN STANDING ORDERS TO REFLECT MEETING FRQUENCY AND TIME Due to an earlier decision to change the frequency and time of Parish Council meetings an amendment to Standing Orders was brought to align the situation. The meeting unanimously approved the change recorded on a separate page. It was signed by the Chairman and the Clerk and will be included in all copies of Standing Orders. CO-OPTION OF COUNCILLOR M MORRIS – DECLARATION SIGNED ON 22^ND NOVEMBER 2008 The declaration of acceptance of office, signed by Councillor M Morris on 22^nd November 2008 in the presence of the Clerk as Proper Officer, was delivered to the Council as required under Local Government Act 1972, s83(4)b. CLERKS REPORT The clerk reported that there had been no progress on the issue of a notice banning fly posting in the bus shelter at Burton Lazars. The meeting asked the clerk  to request the cleaners to take down any fly posted notices found when they visit the site. The clerk reported that a new copy of the electoral role had been received from Melton Borough Council. Councillor Morris requested a copy of the electoral role and was informed that this was against the terms of its issue to the clerk. A request is to be made to Melton Borough Council for Councillors to have a copy. A request had been made to the Clerk about ownership of a plot of land in Great Dalby associated with proposed alterations to public footpaths. Information had been received from parishioners and the name supplied had been given to LCC Rights of Way Officer. PARISH COUNCILLORS REPORTS AND RISK ASSESSMENTS Cllr G Whitehouse – a) Reports that there is still no evidence of a planning application for the lights at Picasso Transport on the Melton Mowbray Airfield - Clerk to investigate. b) Has received a report that the edge of Woodgate Hill is crumbling. Clerk to report to Highways. c) Woodgate Hill – query as to the compliance of the barn in the paddock to the Planning Permission granted. Clerk to provide approved plans to Cllr for reassessment. d) Request for litter bins at bottom of Woodgate Hill, near Prince House and also on Top End by the Cricket field. Clerk to investigate costs and permissions. Cllr M Morris – Nether End entrance near new houses at Chestnut Farm is sinking and during wet weather there is a large deposit of water. Clerk to report to Highways.  Cllr G Digby – A request to the clerk to forward a copy of the Biffa grant letter (in open format) to Mr I Pengelly and Cllr Digby for grant application purposes. Reports that the hedgerow on Lime Street still requires attention. Clerk to forward contact details of Mr Richard Owens to County Cllr Orson with a view to investigating the situation. Cllr B Ludwig – The promised new bend signage for Cross Lane has still not been implemented. Clerk to email County Councillor J Orson with a reminder. ANY OTHER BUSINESS TO REPORT Cllr M Morris asked about quotations for strimming the Washdyke in 2009 and also the specification of the maintenance for the Red Telephone Box adopted by the Parish Council. The clerk reported that there was some work to be done before the latter could be defined, not least the checking of the electrical installation and the provision of signage which was part of the agreement of ownership. The clerk will action these items in due course. The issue of bringing forward the next meeting was raised by the Clerk. It was agreed that the next meeting should be as indicated below and that following meetings would be in May 09, August 09, November 09 and February 2010. DATE & TIME OF NEXT MEETING The next meeting will be held on 19^th March 2009. The venue will be Burton Lazars Village Hall and the meeting will commence at 7 pm. Signed…………………………………………….. Dated……………………………………………… Payments made since last meeting on 23^rd October 2008 22.10.08      CPRE                                                            28.00 30.10.08      Clerks wages                                      320.42 03.11.08      L Fraser                                               15.00 03.11.08      Print and Buying                                 481.75 03.11.08      Clerks expenses                                   48.73 20.11.08      Methodist Church GD                          35.00 20.11.08      Clerks backdated increase                     75.65 20.11.08      BWEA Wind Farm dvd                        12.93 30.11.08      Clerks wages                                      328.22 02.12.08      Clerks expenses                                   57.77 10.12.08      BT                                                         1.00 30.12.08      Clerks wages                                      328.22 02.01.09      Clerks expenses                                    89.07                                                                              ----------                                                                             1821.76 Cash in Bank today is as follows: Current Account                £     915.48 Deposit Account                £16149.36 Bond                                  £  5000.00

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