2011 - 2012

Hayfield Parish Council Council Meeting

For copies of the latest Minutes go to www.hayfield-pc.gov.uk

AGENDA 29th June 2011

To: The Members of Hayfield Parish Council

Dear Councillor

You are summoned to attend the meeting of Hayfield Parish Council to be held at 7.15pm on Wednesday 6th July in St John’s Church Hall, Chapel Street, Hayfield.
Members are asked to sign the attendance sheet for the meeting and to complete the Declarations Sheet (if appropriate). These will be available at the meeting.
The chairman will invite two councillors to meet at 6.30pm prior to the meeting to discuss the planning applications received. Members of the public are welcome to look at the planning applications.

Sally Fuller
Sally Fuller
Assistant Clerk to the Council

AGENDA
PART I – NON CONFIDENTIAL INFORMATION
1            To Receive Apologies for Absence.           
2            Variation of Order of Business
3            Declaration of Members Interests.
 (a)                  Members must ensure that they complete the Declarations of Interest sheet prior to the start of the meeting and must indicate the action to be taken (ie to stay in the meeting, to leave the meeting or to stay in the meeting to make representations and then leave the meeting prior to any consideration or determination of the item)
(b)                  Where a Member indicates that they have a prejudicial interest, but wish to make representations regarding the item before leaving the meeting, those representations must be made under item (c) of Public Speaking.
The Declarations of Interests will be read out from the Declaration Sheet – Members will be asked to confirm that the record is correct.
4 To determine which items if any from Part 1 of the Agenda should be taken with the public excluded. If the Council decides to exclude the public it will be necessary to pass a resolution in the following terms: -
“That in view of the confidential nature of the business about to be transacted it is advisable in the public interest, that the press and public be temporarily excluded and they are instructed to withdraw.”
                  Please Note:-
 (a)                  Members must ensure that they complete the Declarations of Interest sheet prior to the start of the meeting and must indicate the action to be taken (ie to stay in the meeting, to leave the meeting or to stay in the meeting to make representations and then leave the meeting prior to any consideration or determination of the item)
(b)                  Where a Member indicates that they have a prejudicial interest, but wish to make representations regarding the item before leaving the meeting, those representations must be made under item (c) of Public Speaking.
The Declarations of Interests will be read out from the Declaration Sheet – Members will be asked to confirm that the record is correct.
5            Public Speaking – (10 Minutes)
(a)  A period of not more than ten minutes will be made available for members of the public and Members of the Council to comment on any matter. Where a Member indicates they have a prejudicial interest, but wish to make representations regarding the item before leaving the meeting, those representations must be made under item (c) below. (If the item to which representations or comment were made by a Member is on the Agenda the Member must declare that interest again and withdraw from the meeting during consideration of that item).
 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.
            (c)  Members declaring a prejudicial interest who wish to make representations or give evidence under the Code of Conduct relating to Agenda items shall do so at this stage.
           
            6 To Confirm the Non-Confidential Minutes of the meeting held on 1st June 2011. (Document enclosed).
            7            i) Planning Applications Received to 25th May 2011
                          a) NP/HPK/0511/0400: Mr R Gee, Apartment 1, The Grain Store, The Old Coop Building, Church Street, Hayfield: Change of use to convert vacant industrial units to form 9 open market dwellings, Bank Vale Paper Mill, Swallow House Lane, Hayfield.
                          b) HPK/2011/0293: Mr and Mrs Hallam, Westwood, New Mills Road, Birch Vale: Single Storey extension, demolition of garage at Westwood and build new external wall to remaining garage at West Close Cottage.
             ii) Planning Application Decisions.    
                           NP/HPK/0511/0481: Mr R Hill and Mrs L Keller: Single Storey extension at Stet Barn Farm, Lane Head Road, Little Hayfield. REGISTERED (Target date for decision 06.07.11)
                           NP/HPK/0311/0279: Mr J Higton, 8, Swallow House Crescent, Hayfield. SK22 2HD: Retain consent for extension to dwelling. GRANTED
            8            Chairperson of Council's Announcements
                          a) Councillor and Employee Training.
                          b) Proposed Heritage Centre
                          c) Pro Loco Prize Winning Picture
                          d) Proposed Meeting with Police and Traffic Wardens
                          e) BMX Proposal
            9            Committee & Other Reports
                          a) Hayfield Conservation Area Character Appraisal.
                          b) The use of Standing Orders (Councillor A Ramwell)
            10            Parish Clerk’s Report
                          a) Gardener’s Training Day / Safety equipment / Equipment / CRB Checks.
                          b) Accounts
                          c) Clerk’s Duties.                       
            11 Matters for Decision
                          a) Election of 4 members to the Finance Committee, 1 elected as Chairperson. b) Election of 4 members to the Recreation, Leisure and Tourism Committee, 1 elected as Chairperson.
                          c) Election of 2 members to the Little Hayfield Advisory Committee.
                          d) Election of 2 members to the Built Environment Advisory Committee.
                          e) Election of 2 members to the Youth Advisory Committee. (Will need CRB check)
                          f) Election to Outside Bodies:
                                1) Hayfield Community Sports Club. 2 members.
                                 2) Allotment Liaison Committee. 2 members. (Councillor P Easter and 1 other)
                                 3) Orchard Project. 1 lead member.
                                 4) Heritage Project. 1 lead member.
                          g) KTHP Steering Group.
             h) Other matters for decision regarding KHTP (Councillor M Crompton):
 
1) That since the Parish Council has received the first grant payment for the Heritage Project; it now proceeds without delay in converting the ground floor of the Parish Council Office into a suitable office from which Jo Kent, the project officer employed for the project, can work.

2)  That the Parish Council now takes all steps to achieve planning permission for the proposed toilets and landscaping of the Parish Council area, since grants have been awarded for this scheme, and proceeds when able to do so with the construction of the same.

                          i) Approval of Annual Returns for Audit Commission.
                          j) Bank Vale Playing Field (Councillor V Wieteska)
                          k) Dates of Meetings.
            l) Council’s response to the application to register Dungeon Brow as a village green.
                          m) Accounts
                          n) Appointment of Clerk.
                          o) Parish Council’s Website.
12.       Letters Received: 
            a) Councillor E Hodgson: Request for KTHP Steering Group agendas and minutes.
            b) HPBC: Proposed Extension / Reconsidered Response re: planning permission.
            c) Hayfield May Queen Committee: Thanks for Parish Council support.
            d) Derbyshire Fire and Rescue service: Review of Emergency Cover.
            e) HPBC: One Stop Shop posters.
            f) Clerk M Crompton: Letter of Resignation.
            g) Eon: Improvements to Bills.
            h) Chapel-en-le-Frith Mobile Physiotherapy Service: AGM and donation request.
             i) Santander: Bank Statement.
            j) HPBC: Children’s Playground Inspections, Service Level Agreements.
            k) Local Council’s Update. Issue 140, June 2011.
            l) United Medicare: CRB Administration.
            m) Electoral Reform Services: Ballot Paper: PDNPA Appointment of Parish Members.
            n) HPBC: Planning Appeal by Hillcrest Homes (Swallow House Lane)
            o) Carl Dean (Hayfield Football Club): Bank Vale Playing Field.
            p) DCC: Excellence in the Community Awards 2011.
            q) Vernon Building Society: Account Reactivation
            r) Small Group Project: View from the Peak Newsletter issue 28.
            s) DCC: Application to Register Dungeon Brow as Village Green – closing date for statements of objection: 15th July 2011.
            t) L Evans: Copy of email re: Co-option in Hayfield West Ward / Meeting 23rd July.
            u) Clerks and Councils Direct: Newsletter July 2011 Issue 76.
            v) Robinsons: Future of The Vine Tavern in Birch Vale.
            w) Sustainable Hayfield: Advertisements for ‘Give and Take’ Event.
            x) Mr A Barnes: Pavement Crossing on A624 Relief Road.
            Emails Received:
1) LHAC Clough Consultation Document.
             2) Anne Jordan, Principal Planning Officer: Village Green Application.
             3) Tony Moss: Bank Vale Field. Questions requiring Council’s response.
             4) DCC: Notice of Road Closure.
             5) Councillor K Bevins: Council Website-present and future facility.
             6) DCC: Notice of Road Closure
             7) DCC: Response to request for Mirror on Highway.
             8) J Harvey: Response to Village Green Application.
             9) RBS Software Solutions: Alpha Finance Management Software.
             10) Hayfield May Queen Events.
             11) Mr B Allen: Wheelchair Access on Church Street.
             12) Various emails regarding Co-option of Councillors for Hayfield West Ward.
             13) PDNPA: Results of the Ballot for the Appointment of Parish Members 2011.
             14) HPBC: Planning Policy Newsletter 1, June 2011.
             15) DT Leisure: Copy of design and quote for BMX track/July 2010.
             16) DCC, S Furniss: Community Clean Ups.
13            DALC Circulars
             Circular 31/11: Cutting Red tape/Consultation re: Sustainable Communities Act 2007
             Circular 32/11: Council Liaison Forum/ Vacancy/ Training
             Circular 33/11: DCC Street Lighting/Planning Changes/NALC Conference/Training
            14 Reports from Representatives on Outside Bodies:-
            a) Non-Ecclesiastical Charities
            b) Others
            15 Items for Information
            All information on file in the Council Office
            16 Additional Items brought forward by permission of the Chairman

            17 Finance Payments for approval at the Council Meeting 6th July 2011.
            a) Invoices for Payment

(HMRC payment for May was: - £431.08.
  HMRC payment for June was: - £86.64.)

* Cheque 102671 Cancelled. Surcharge removed and cheque reissued for payment
   –  number 102682.

b) Payments Received:

18 PART II – CONFIDENTIAL INFORMATION
            To move the following resolution – “That in view of the confidential nature of the business about to be transacted (in respect of the personal situation of an employee which could result in legal proceedings) it is advisable in the public interest, that the press and public be temporarily excluded and they are instructed to withdraw.”

Minutes of the meeting held on 1st June 2011
 at 7.15pm in the Village Hall

Present: Councillors Mrs E Hodgson (Chair), Mr K Bevins (Vice Chair),  Mrs B Betts,  Mr P Easter, Mrs V Wieteska, Mr A Ramwell, Mrs L Waterhouse, Mr M Crompton, County Councillor Mrs B Atkins and Borough Councillor Mr D Mellor.
In Attendance: Assistant Clerk, Mrs S Fuller.
Also Present: 29 members of the public.
761. Apologies for Absence: Borough Councillor Mr T Ashton (Another meeting).
762. Variations to the Order of Business: None.
763. Declarations of Interest: None.
764. Matters for Part II: None.
765. Public Speaking:
County Councillor B Atkins thanked those who had worked on this year’s May Queen Festival and reminded the meeting of the New Mills Carnival on 11th June. Kinder Road will be closed on 30th June to 1st July to facilitate new water connection works. DCC is hoping to improve its website and encourage better standards of work.
Borough Councillor D Mellor said the application to register Dungeon Brow as a Village Green had been received by HPBC.
Eric Eaton outlined issues impacting on the Bank Vale Ground: The HFC includes the Junior FC (whose recent presentation ceremony saw over 200 people in attendance) and both require a durable playing surface and changing facilities. The Bank Vale field suffers from poor drainage but has the potential to be a Community Sports Centre but funding to develop the land is only available if the fundraisers have long term lease or ownership of the land. The dilemma has been that Parish ownership of such a project may lead to parishioner liability if any participating sports club or association walked away from the venture. Therefore, Hayfield Community Sports Club was set up, at the suggestion of the previous Parish Council, in partnership with the HFC, Parish Council and other local parties including the school, as a Limited Charitable Company in order to alleviate the liabilities of involved parties and gain maximum benefit from charitable donations. The suggestion at the previous meeting that the process and subsequent negotiations start again is seen as a backward step and the HFC wish the Parish Council, in its debates on this subject, to take into account the structure already in place and the sincere intentions of the Hayfield Community Sports Club before making any changes to the process already in hand.
 John Harvey wished to correct 2 matters from the previous meeting. The £30,000 loan (agreed in
   principle to help purchase Bank Vale) would mean a repayment of £2300 per year over 20
   years and this sum is included in the current year’s budget (without increasing the parish’s
   precept). With regards to The Heritage Project it was agreed at the 6th April PC Meeting that
   ‘The Council accepts the terms of the LEADER Grant (Rural Development Programme,
   England) by agreeing to the required matched funding of £6000, are determined to complete
   the Kinder Trespass Heritage Centre  and authorize the Parish Clerk (or Assistant Clerk) to sign
   the necessary contract of agreement with the grant provider.’
Valerie Richardson wished to know how amendments to minutes - dated up to a year ago and
   which have already been approved - could now be amended. She was also concerned to see
   that the Council now have 7 employees and therefore higher wages to pay.
John Pope felt that the candidates who collected the 9th and 10th most votes in the Hayfield Town
   Ward election should be co-opted onto the Council.
Jackie Wilson noted that these candidates were from Hayfield Town and Hayfield West voters did
   not vote for them.
Mike Dean (LHAC) stated that 2 people had tried to stand for election in Hayfield West although
   there nomination papers were not accepted.
Councillor V Wieteska felt that Bank Vale should stay under the Parish Council umbrella and
    asked for the matter to be put on next PC Meeting’s agenda.
     
766. To Confirm the Non-Confidential Minutes of the Meeting held on 18th May 2011.
        Minutes were APPROVED.
                     And approve the following amendments to previous minutes as listed:
                         Minutes of Parish Council Meeting held on 5th May 2010: agenda item 556. To be added to payments received: HMRC VAT repayment of £1825.24, A Morrison/ allotment rent £12.00 and another allotment rental payment of £12. NOT APPROVED
                         Minutes of Parish Council Meeting held on 1st September 2010: agenda item 510. To be added to payments received: HMRC VAT repayment of £1220.88. NOT APPROVED
                         Minutes of Parish Council Meeting held on 6th October 2010: agenda item 617 To be added to payments received: HMRC VAT repayment of £749.55 and a payment for fruit trees of £19. NOT APPROVED
                         Minutes of Parish Council Meeting held on 12th January 2010: agenda item 665 To be added to payments received: HMRC VAT repayment of £183.42. NOT APPROVED
767. Planning Applications Received to 25th May 2011.           
           NP/HPK/0511/0481: Mr R Hill and Mrs L Keller: Single Storey extension at Stet Barn
            Farm, Lane Head Road, Little Hayfield. Council recommended APPROVAL.
                     ii) Planning Application Decisions.
            a) Mr Andy Jones, Hazelhurst Farm, Valley Road, Hayfield. Creation of paved
            walkway and gradate garden with terraced dry stone walls. HPK/2011/0210 and
            HPK/2011/0227. PENDING
                          b) Mr John McCarthy, Church View, Mill Street, Hayfield. Construction of a new two storey cottage. HPK/2011/0168. WITHDRAWN
768. Chairman of Council's Announcements.
                          a) Teamwork
                         The Chair would like the Council to work as a team, as all Councillors have been elected into office and all have good qualities to input into the Council. Mike Crompton has resigned as Clerk to the Council.
                          b) Letter from Mrs J Kent
                          This matter will be dealt with at an Extraordinary Meeting to be held on Tuesday 7th June at 8pm in the Parish Council Office. No public are to attend.
                          c) Suppliers and Potential Savings.
                          It was suggested that suppliers to the Parish Council could be approached and asked whether they would provide discount if the Parish Council bought all their supplies from that one supplier. It was felt this may conflict with the desire to obtain 3 quotes for work. The matter was deferred to agenda item 11.
                          d) Removal of ‘Additional Items’.
                          Only items on the agenda will be considered at Council meetings. The agenda is sent out a week before meetings to allow Councillors time to consider matters. Additional Items may only be considered in exceptional circumstances.
                          e) Proxy Voting.
                          Proxy voting is not permissible.
                          f) Any queries arising from agenda item 5: Public Speaking.
                          HPBC have asked the Council to co-opt 2 Councillors to fill the vacancies in Hayfield West Ward. An advert has been placed in the Buxton Advertiser. Nominations have to be in by 10th June and will be considered by the Council on 22nd June.10 residents of Hayfield West Ward have written requesting an election. The Council is awaiting a response from HPBC.
769. Committee and Other Reports:
                              a) The Proposed Heritage Project (Councillor L Waterhouse)
                 This item was deferred due to lack of information which has not been forthcoming.
770. Parish Clerk's Report
                          a) The Clerk Magazine
                               The May issue of SLCC’s ‘The Clerk’ magazine has a picture of Hayfield on the cover
                               and an article written by Councillor M Crompton and former Councillor, Mrs S McCall
                              about the Orchard Project.

            b) ‘Code of Conduct’ Training.
                           The Assistant Clerk reminded Councillors of the training. 7 Councillors to attend
                           (Councillor A Ramwell is unable to attend).
                          c) Office Opening Times.
                          Although the Parish Council Office is generally open during office hours, it was decided
                          to advertise key hours when the office would always be open; these being Tuesday and
                         Thursday mornings from 10.00 to 12.00. It was stressed that members of the public are
                         welcome to visit the office whenever they wish.
                          d) Assistant Clerk’s Holiday.
                          The Assistant Clerk will be out of office from 11th June until 27th June.
                          e) Blue Plaque Nomination.
                          The nomination for a Blue Plaque for the Dungeon Brow building was withdrawn as there
                          was no consensus of opinion about the matter. Sally Furness (DCC) felt it was important,
                          were the nomination to be considered, that the whole Council back the idea.
                          f) Grant Provision Policy.
                          A Draft Grant Provision Policy has been drafted and given to Councillor E Hodgson. It will
                          be discussed at a later meeting.
                          g) Hayfield West Ward – Co-option/Election of 2 Councillors
                          This matter was discussed earlier in the meeting. A meeting will be held on 22nd June for
                          Councillors to consider the nominations for co-option.
771. Matters for Decision.
             a) Gardener’s Training Day: Inspecting Children’s Play Areas.
                 The Council APPROVED sending 2 gardeners on the RAD Training Day re: Inspecting
                 Children’s   Play Areas.
b) Council’s Accounts
                 It was APPROVED that the Council would seek a more local and cheaper alternative
                 Accountant to manage the Council’s finances which are presently done by Mrs S
                 Salisbury at RAD, Wirksworth.
             c) Council’s Wages
                 Concerns were raised at the mounting wages paid by the Council which has 7
                 employees. 1 employee is on maternity leave and their pay can be reimbursed.
                 Assistant Clerk to confirm this. Gardeners hours/work to be monitored.       ACTION SF
             d) Training for Assistant Clerk re: managing Council Finances and the cost of training. Assistant Clerk to investigate options and costs.                               ACTION SF
             e) Appointment of a local ‘Responsible Finance Officer’ (RFO).
                 Council APPROVED that Sally Fuller should be Acting Clerk and RFO for now.
             f)  Christmas Tree.
                 It is proposed that the Christmas tree at St Matthew’s be lit with LED lights which can
                 be permanently fixed and will use less electricity than conventional lights. St Matthew’s
                 have been approached and are happy for lights to be powered via window access.
                 Purchase of LED lights to be decided.                                                         ACTION LW
             g) To change the limit of money The Clerk can spend without Council approval
            from £1000 to £250. APPROVED.
             h) To agree that 3 quotes should be collected for all works to be undertaken by the Council. APPROVED for work over £250. (Financial regulations to be reviewed at which
                  point the matter of ‘sealed bids’ will be decided).
             i) The Application to Register Dungeon Brow, Hayfield as a Village Green.
                Council APPROVED that Councillors E Hodgson, M Crompton, B Betts and Acting
                Clerk S Fuller to produce a response to the application to bring to Council for approval
                at the next meeting.                                                                     ACTION SF EH MC BB
             j) Separate Accounts for Projects.
                 Council APPROVED setting up a separate account for KTHP. This was agreed by the
                 previous Council but has not yet been actioned.                                           ACTION SF
              k) Council Approval of 2011 Annual Return.
                 Not discussed.

772. Letters received (including emails). The Chair commented on the letters and the Clerk will
        reply accordingly. Particular points:
        Email b) Mrs S Wyatt: Complaint re: Parish Council Meeting 18th May 2011. Councillor E
        Hodgson is seeking advice before responding.
        Acting Clerk to write to Geoff Roberts to thank Committee for their work regarding Hayfield  
        May Queen Festival.                                                                                               ACTION SF
773. DALC Circulars.  . 
        Circular 29/11: General Information, Sport England, and vacancies.
        Circular 30/11: Election for Executive Committee 2011-2015.
        Councillor M Crompton is to be nominated for the DALC Executive Committee.  
774. Reports from Representatives of Outside Bodies.
      a) Non-Ecclesiastical Charities. None.
      b) Others. None.
775. Items for Information. None
776. Finance a) Payments for Approval:

It was noted that Councillor Mike Crompton cannot be paid for his work as Clerk between 18th May when he became a Councillor and 1st June when he resigned.

b) Payments Received:

Councillor M Crompton commented on his resignation as Parish Clerk and was spontaneously
applauded for his work as Clerk.

777) Part II.

Meeting finished at 8.30 pm.