Minutes

BRETBY PARISH COUNCIL
MINUTES OF THE ORDINARY PARISH MEETING HELD
MONDAY 6^th JULY 2020 AT 7:30pm
VIA REMOTE MEANS DUE TO COVID19
Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020.

Present:  Cllr M Falder (Chairman), Cllr Toone, Cllr Meyrick, Cllr G Corner, Cllr Bridges

In Attendance: Mrs J Storer – Clerk, District Cllr Haines (to 7:56pm), Cllr Churchill (to 7:56pm)

20/687 Apologies
Apologies were noted from Cllr Bridges, Cllr S Betteridge-Sorby, Cllr K Kemp.  As a quorum was established, the Chairman commenced and welcomed everyone to the meeting.

20/688 Variation of Order of Business
There was no alteration to the variation of the order of business.

20/689 Declaration of Interests:
Cllrs considered their obligations relating to declaration of interests; Cllr Meyrick declared a prejudicial interest in application DMOT/2020/0457 as he is the applicant, however planning permission has now been granted and the matter will not be discussed.

20/690 Public Speaking

a) Members of the Public and Council to comment on any matter
No matters were raised.

County Council and District Council members to raise any relevant matter
SDDC only just moved to holding virtual meetings last week and there is no indication as to when physical meetings will resume.
There has been some flytipping on pfp 34 which SDDC will be seeking the landowner to clear it.  On Watery Lane a lot of the drains have been cleared and the areas should be in a better position for the winter wet weather.
Flytipping has increased over the CV-19 era and investigations about the culprits will increase following the relaxation of some of the CV-19 regulations.
A new Head of Planning at SDDC has started today – Stefan Saunders.  Some of the larger and difficult planning applications have had to wait until the Planning Committee could meet and whilst the number of planning applications reduced over the CV-19 and some staff at the Planning Dept have been off with illness, a backlog did occurred; however this backlog appears to be reducing following the planning meeting.
A lot of funding has been distributed by SDDC to the community during the CV-19 period, with some being funds from central government being dispersed by SDDC; there have been enormous additional costs incurred by SDDC during CV-19, such as additional staffing costs to maintain the bin collection and for taking the homeless off the streets.  SDDC finances remain excellent and the council is in surplus funds.  During CV-19, a lot of the services have continued.
Rubbish has accumulated in the carpark opposite the Stanhope and efforts have been made to locate the organisation with responsibility for clearing the site, efforts to contact the Environmental Health Dept about this matter have been unsuccessful.  Cllr Haines will pursue this matter.

The application to convert the bungalow on Bretby Lane into a care home has been dropped and it will instead be let as a private residence.

The public footpath at the top of Bretby Lane which goes to Mount Bank is becoming overgrown and the vegetation requires cutting back.  The signposts need to be replaced.  Cllr Toone agreed to report this matter to the Footpaths Officer.

7:56pm Cllr Hanes and Churchill left the meeting.

c) Parish Council Members declaring an interest other than Disclosable Pecuniary Interest wishing to make representation
No representations were made.

20/691   To confirm the Minutes of the Ordinary Meeting held on 4^th May 2020
These were circulated, read, approved and signed as a correct record by Cllr Falder.

20/692 To determine which items if any, should be taken with the public excluded.
No items were deemed necessary to be taken with the public excluded.

20/693 To receive the Chairman’s Announcements
The Clerk advised that whilst it is possible to have face to face meetings there are other considerations to take account of before the Council can resume physical meetings; examples were provided such as ongoing concerns about the virus, differing households meeting up and what the regulations maybe at that time and how to comply with them.  The Clerk recommended that the Council awaits further information from DALC on this matter.

Cllr Meyrick explained the differences between posting information on Facebook and on the Council website, particularly as legislation about accessibility requirements do not apply to social media postings.

Bretby Lane held a street party on VE Day, with residents sitting in their own front garden and observing social distancing; this together with the weekly Clap for Carers has brought the community closer together.

20/694 To receive the Report of the Clerk
The Clerk’s report as previously circulated was accepted with no further comments. 

20/695 Governance

a)   Risk Register update
There are no recommended changes to the risk register.
RESOLVED to make no changes to the risk register.

b)  General Data Protection Regulations (GDPR)
The Clerk reported that there is no further information, no actions were recommended and there were no incidents to report.

c)   To consider information about the former Bretby Castle and how to display the information – Min 19/599
The owners have requested that no attention is drawn to the private area; no further action will be taken on this matter.

d)  Bretby in Bloom project
This will be deferred to 2021 due to Covid19.

e)  Business Continuity Plan
The Business Continuity Plan was previously circulated to all Cllrs.
RESOLVED unanimously to adopt the Business Continuity Plan with no amendments.

20/696 Drainage issues
There has been little rainfall of late to test the drainage system and currently there are no known issues which arisen.
Work on the main sewer pipe which crosses the Mount and then go onto the pumping station will be undertaken shortly but no confirmation has been received if this will be a replacement pipe or merely a repair.

20/697 Correspondence

1. DALC – Various circulars and information about Covid19
2. SDC – information, guidance and update on Coronavirus
3. DCC – information, guidance and update on Coronavirus
4. NALC – information and updates on Covid19
5. British Gas – notification on 2nd June 2020 that fly tipping had occurred at their unit on Geary Lane and efforts were being made to clear the site as a matter of urgency
   All Cllrs have been circulated with the information prior to the meeting

20/698 Finance

(a) Accounts for Payment

BACS	HMRC – Clerk’s tax (May)	£ XX
BACS	DCC – Pension contribution (May)	£ XX
BACS	HMRC – Clerk’s tax (June)	£ XX
BACS	DCC – Pension contribution (June)	£ XX
s/o	Mrs J Storer – Clerk fee for May 20	£ XX
s/o	Mrs J Storer – Clerk fee for June 20	£ XX
DALC	Subs for 20/21	£ 402.88
Came & Co	Insurance for 20/21	£ 218.00

BACS	Mrs J Storer – use of home (Apr – June 20)	£ 81.00
BACS	Mrs J Storer – expenses	£ deferred to the next meeting

(b) Money Received

HMRC – VAT 19/20 refund	£ 81.60
Interest May	£ 0.13
Interest June	£ 0.12

Balance at bank 24.06.20

Deposit account	£ 3,010.72
Current account	£ 4,295.00

(c) Requests for funding via S137
No requests for funding have been received.

20/699 To consider Planning Applications
DMOT/2020/0457-  The pruning of trees at The Green, Bretby, Burton On Trent, DE15 0RE
Cllr Meyrick declared a prejudicial interest in this application as he is the applicant.
RESOLVED: this application has already been considered by SDDC and was not considered at the meeting.

20/700 Consultations

• Licensing Act 2003 Statement of Licensing Policy Review – deadline for responses 28th August 2020.
  This had been circulated to all Cllrs.
  RESOLVED as there were no major changes to the existing licencing policy, no recommendations were made by the Parish Council.
• SDDC – Questionnaire on allotment provision within the parish
  There have been no requests received nor demands made to provide any allotments within the parish either pre or during the CV-19 era. The Clerk will make the recommendation to SDDC that no allotment provision is provided in the immediate future for the parish.

20/701 Items for information only

(a)        To receive reports from Meetings attended
No meetings have been attended.

(b)        Notification of Forthcoming meetings
None known due to CV-19.

(c)        Training Sessions – See DALC circulars which have been provided to all Cllrs
Training is being provided remotely via Zoom.  The Clerk will be attending the DALC online training session on 7^th September 2020, the topic being planning.

20/702 Date of next meeting
The next Parish Council meeting will be held on MONDAY 14^th SEPTEMBER 2020 at 7.30pm; this will be a remote meeting unless there are significant changes to regulations.

There being no further business, the Chairman thanked everyone for attending, wished everyone to be well and safe and closed the meeting at 8: 17pm.

BRETBY PARISH COUNCIL
MINUTES OF THE ORDINARY PARISH MEETING HELD
MONDAY 4^th MAY 2020 AT 7:30pm
VIA REMOTE MEANS DUE TO COVID19
Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020.

Present:  Cllr M Falder (Chairman), Cllr Toone, Cllr K Kemp, Cllr Meyrick, Cllr S Betteridge-Sorby, Cllr G Corner

In Attendance: Mrs J Storer – Clerk, District Cllr Haines (to 8.18pm), Cllr Churchill (to 8.18pm)

19/670 Apologies
No apologies were noted from Cllr Bridges.  As a quorum was established, the Chairman commenced and welcomed everyone to the meeting.

19/671 Variation of Order of Business
There was no alteration to the variation of the order of business.

19/672 Declaration of Interests:
Cllrs considered their obligations relating to declaration of interests; no declarations were made. 

19/672 Public Speaking

a) Members of the Public and Council to comment on any matter
No matters were raised.

b) County Council and District Council members to raise any relevant matter
Cllr Churchill reported that SDDC has not met as a council since just before the lockdown; time is being spent establishing what platform is to be used for hosting remote meetings.  The political groups are meeting remotely.  Almost all employees are working from home however some functions are unable to be performed from home such as the rubbish collection; the CEO of SDDC has managed to establish a system to enable all the bins to be emptied.
Nationally there has been an upswing in cyber crimes and encouragement was made for vigilance for people when using the internet.  Similarly, there is the same situation with fly tipping as the waste tips are closed; the reopening of the waste tips will be carefully managed.
Some potholes are being repaired – potholes along Knights Lane and Geary Lane have been attended to.  The potholes along Newton Lane still require attention. Some further potholes and manholes requiring attention on Bretby Lane were reported; Cllr Haynes will take these matters forward.

Cllr Haynes reported the application for 6 homes on Bretby Lane has been refused on a number of reasons.
The grass cutting programme has been very scare but this has been reintroduced particularly along sight lines and at care homes.

c) Parish Council Members declaring an interest other than Disclosable Pecuniary Interest wishing to make representation
No representations were made.

19/674   To confirm the Minutes of the Ordinary Meeting held on 17^th March 2020
These were circulated, read, approved and signed as a correct record by Cllr Falder.

19/675   To confirm the Minutes of the Annual Meeting of the Parish held on 17^th March 2020
These were circulated, read, approved and signed as a correct record by Cllr Falder.

19/676 To determine which items if any, should be taken with the public excluded.
No items were deemed necessary to be taken with the public excluded.

19/677 To receive the Chairman’s Announcements
Planning application DMOT/2020/0166 has been rejected for the felling of a tree but approval was granted for its pruning,  pruning has not taken place.
The national VE Day celebrations have been cancelled, although individuals are invited to mark and celebrate the occasion.   The Chair will provide bunting for the war memorial to be decorated.  Some residents at the top end of Bretby Lane will be holding a street party, with each households celebrating from their gardens and adhering to social distancing regulations.

The Spotted Facebook group is proving to be popular and was considered to be a means of raising awareness of the Council’s website. The manager at Planters Nurseries will be approached to see if the Nurseries can promote and share the new Council website. Discussions took place about the possibility of having a discussion forum on the website and linking this to the Council’s Facebook page – this will be developed in order to increase interactivity.

19/678 To receive the Report of the Clerk
The Clerk’s report as previously circulated was accepted with no further comments. 

19/679 Governance
a)   To amend the Standing Orders to permit meetings to be held remotely
The Clerk circulated with the meeting papers, the appendix to the Standing Orders as created by the changes in legislation due to the Covid 19 pandemic
The motion ‘As per Standing Order 26a and the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020, proposes the following changes to Standing Orders until May 2021 or such time as the government revises or revokes the legislation:
3i .. A person shall notify the meeting when requesting to speak by means of speaking to raise the Chair’s attention; the chairman will then invite the person to speak and other Cllrs to listen.
3s …Voting on a question will be by each councillor giving their vote verbally.
If the Annual meeting of the council is not going to be held:
5b,c and e to be suspended
17e Change the date from 30 June to 31^st August.
RESOLVED unanimously to adopt the amendments to the Standing Orders.

Under the same regulations, there is no need for the Parish Council to hold an Annual Parish Meeting unless it so chooses, the Chair and Vice Chair remain in office until 6^th May 2021.  The need for an Annual Meeting of the Parish has been dispensed with this year due to the Covid 19 pandemic, however, this Council held its Annual Meeting of the Parish in March 2020.
RESOLVED unanimously not to hold an Annual  Parish Meeting.

b) Risk Register update
There are no recommended changes to the risk register.
RESOLVED to make no changes to the risk register.

c)  General Data Protection Regulations (GDPR)
The Clerk reported that there are no further information, no actions were recommended and there were no incidents to report.

d)   To consider information about the former Bretby Castle and how to display the information – Min 19/599
Cllr Meyrick will hold discussions with the landowner regarding notices to inform about members of the public that the former castle is on private land.

e)  Bretby in Bloom project
This will be deferred to 2021 due to Covid19.

19/680 Drainage issues
No flooding or drainage issues were raised

19/681 Correspondence

1. DALC – Various circulars and information about Covid19
2. SDDC – information, guidance and update on Coronavirus
3. DCC – information, guidance and update on Coronavirus
4. NALC – information and updates on Covid19

All Cllrs have been circulated with the information prior to the meeting.

8.18pm Cllrs Haynes and Churchill left the meeting.

19/682 Finance

(a) Accounts for Payment

BACS	HMRC – Clerk’s tax (March)	£34.20
BACS	DCC – Pension contribution (March)	£37.96
BACS	HMRC – Clerk’s tax (March)	£34.20
BACS	DCC – Pension contribution (March)	£37.96
BACS	HMRC – Clerk’s tax (April)	£34.00
BACS	DCC – Pension contribution (April)	£40.69
s/o	Mrs J Storer – Clerk fee for March 20	£128.20
s/o	Mrs J Storer – Clerk fee for April 20	£128.20

BACS	Mrs J Storer – reimburse payroll licence	£43.20
BACS	Mr B Wood – internal audit fee for 2019/20	£25.00
BACS	Mrs J Storer – expenses	£deferred to next meeting

(b) Money Received

SDDC – first half of precept	£1793.00
SDDC – LCTR Grant	£73.00

Deposit account	£3010.47
Current account	£5346.42

(c) Requests for funding via S137
No requests for funding have been received.

(d) To receive the internal auditor’s report
The accounts for the year ending 31st March 2020 have been internally audited; remotely as permitted and advised by NALC. The internal auditor has raised no items of concern and all Cllrs have been circulated previously with the internal audit report and invoice.
RESOLVED to accept the internal auditor’s report.

(e) To approve the accounts for the year ending 31st March 2020
Cllrs have been circulated with the accounts for the year ending 31st March 2020 and the accounts were presented to the meeting for Council approval.
RESOLVED to accept and approve the accounts for the year ending 31.03.20

(f) To complete the audit statement for the year ending 31st March 2020
The AGAR report for 2019/20 is before the Council for completion and approval.  Under the changes in regulations, there is still a requirement for the Chair and the Clerk/RFO to sign the completed form.
RESOLVED the AGAR was completed and signed by the Chair and the RFO/Clerk.

19/683 To consider Planning Applications

DMPA/2020/0313 – Outline application (matters of access to be considered now with matters of layout, scale, appearance and landscaping reserved for later consideration) for the demolition of existing building and the erection of a replacement dwelling and realignment of access track for farm vehicles at Shades Farm, Unnamed Road From Geary Lane To Town Farm, Bretby, Burton On Trent, DE15 0RD
RESOLVED: no objections

DMPA/2020/0226 – Erection of a Leisure Building with associated access, parking and landscaping Land at SK2923 5475 (Knights Lodges), Knights Lane, Bretby, Derbyshire, DE15 0RT
RESOLVED: no objections. however Cllrs expressed  for the inclusion of a condition to be imposed that the site is not increased .

DMPA/2020/0345 – Listed Building Consent for repairs to solid stone slab and marble flooring in ground floor Reception Hall including some replacement stones and polishing at Apartment 1, Bretby Hall, Unnamed Road Through Bretby Park, Bretby, Burton On Trent, DE15 0QQ
RESOLVED: no objections

19/684 Consultations
SDDC – Local Green Spaces modification (responses by 17th March 2020) – no comments were raised.
EMA – Community Impact Survey – no comments were made.
SDDC – Draft Animal Welfare Licencing policy – comments by 17th July 2020.  The Policy is supported by the Parish Council.

19/685 Items for information only

(a)        To receive reports from Meetings attended

• SDDC – Flood liaison meeting – 6th February 2020.
• Area Forum & Safer Neighbourhood meeting – 11th February 2020 at Findern     
• Police and Parish Council Liaison Meeting – 16th March 2020 at 6.00pm at Ripley Police HQ – this meeting was cancelled due to the coronavirus.

Bretby Nurseries are operating a click and collect service during the lockdown period – the Parish Council welcomed that the Nurseries are very busy and the local businesses appear to be surviving.

(b)        Notification of Forthcoming meetings

• DCC – County and Parish Councils Liaison meeting – 30th March at DCC Offices, Matlock at 6pm – cancelled due to Cornavirus
• Police and Parish Council Liaison Meeting – 16th March 2020 at 6.00pm at Ripley Police HQ – cancelled due to Coronavirus

(c)        Training Sessions – See DALC circulars which have been provided to all Cllrs
Training is being provided remotely via Zoom.

19/686 Date of next meeting
The next Parish Council meeting will be held on MONDAY 6th JULY 2020 at 7.30pm

There being no further business, the Chairman thanked everyone for attending, wished everyone to be well and safe and closed the meeting at 8: 32 pm.

BRETBY PARISH COUNCIL
MINUTES OF THE ANNUAL MEETING OF THE PARISH HELD
TUESDAY 17th MARCH 2020 AT 7:38pm
IN THE WRAGG ROOM, ST WYSTAN’S CHURCH, BRETBY

Present:  Cllr M Falder (Chairman), Cllr Toone, Cllr K Kemp,  

In Attendance: Mrs J Storer – Clerk, District Cllr Haines (to 8:06pm),  Cllr Churchill (to 8:06pm)

19/654 Apologies

Apologies were noted from Cllr S Betteridge-Sorby (personal), Cllr Corner (personal) and Cllr Bridges (personal), Cllr Meyrick (personal), Cllr Chilton (personal).
As a quorum was established, the Chairman commenced the meeting.

19/655 Variation of Order of Business

There was no alteration to the variation of the order of business.

19/656 Declaration of Interests:

Cllrs considered their obligations relating to declaration of interests; no declarations were made. 

19/657 Public Speaking

a) Members of the Public and Council to comment on any matter

No matters were raised.

b) County Council and District Council members to raise any relevant matter

Cllr Churchill has made a request for a Flooding meeting to be held soon rather that waiting for the annual meeting, it was reported that it was unlikely that another flooding meeting could be arranged and that a section at the Area Forum meeting will be allocated to flooding matters.  The budget for pothole repairs has been exceeded.

The PCC is making packs available to run a community speed watch session.  These sessions have been run before along Bretby Lane when many local residents were caught speeding. Cllr Haines will forward the details of the scheme to Cllr Kemp who will consider whether the scheme is viable as a means of gathering evidence of speeding along Bretby Lane.

c) Parish Council Members declaring an interest other than Disclosable Pecuniary Interest wishing to make representation

No representations were made.

19/658  To confirm the Minutes of the Ordinary Meeting held on 27^th January 2020

These were circulated, read, approved and signed as a correct record by Cllr Falder.

19/659 To determine which items if any, should be taken with the public excluded.

No items were deemed necessary to be taken with the public excluded.

19/660 To receive the Chairman’s Announcements

The trees on the Green have been attended to by SDDC.

19/661 To receive the Report of the Clerk

The Clerk’s report as previously circulated was accepted with no further comments. 

The Clerk explained that the method of providing monthly returns to the pension provider is changing from a paper system to an electronic one. This Parish Council is in the first phase of change.

The Clerk attended a Climate Emergency seminar on 6^th March 2020 and provided a verbal report. Whilst the course was aimed at projects that large councils could deliver, encouragement was given for all councils, irrespective of size, to undertake a climate emergency project.

19/662 Governance

a)   Risk Register update

There are no recommended changes to the risk register.

RESOLVED to make no changes to the risk register.

b)  General Data Protection Regulations (GDPR)

The Clerk reported that there are no further information, no actions were recommended and there were no incidents to report.

c)  Website compliance

Cllr Meyrick has created a new website and the details have been circulated to all Cllrs.

RESOLVED to accept the new parish council website.

A record of thanks and appreciation was passed to Cllr Meyrick for his work on constructing the new website which is compliant with all regulations. There was a desire for the new website to be interactive and to provide news feeds, and following discussions about the practicalities of monitoring any external postings that maybe made to the website, it was agreed that any interactivity on the website will be for future discussion.   The Chairman will arrange for a notification of the new website to be included in the Church newsletter which goes to all households.

d) To consider information about the former Bretby Castle and how to display the information

This matter was deferred to a future meeting.

e) Bretby in Bloom project

This will be deferred to a future meeting as it is highly unlikely that any events will be hosted during this summer due to coronavirus.

f) Scheme of Delegation

As government advice is changing about coronavirus and public meetings maybe restricted; it was agreed to visit the scheme of delegation to the Clerk to grant the Clerk powers to deal with items which may occur during any period that the parish council is unable to meet.

RESOLVED to grant the Clerk all necessary powers to deal with council business in conjunction with the Chairman and Vice Chairman.  This is an emergency power and will be revisited when the restrictions to social integration are lifted.

19/663 Drainage issues

No further matters were raised; the concerns about the flooding on Knights Lane was raised in the Annual meeting.

19/664 Correspondence

1. DALC – Various circulars
2. SDDC – information and update on planning application DMPN/2019/1416
   SDDC is seeking external legal advice on this application
3. SDDC – Information re flooding incidents
4. SDDC – Flood Liaison Meeting minute
5. SDDC – Review of draft Charitable Collection Policy
6. EMA – Community Impact Survey
7. Derbyshire Police & Crime Commissioner – uplift and community speed watch survey
8. DALC – Information about COVID19 and legal procedures for Parish Councils

All Cllrs have been circulated with the information prior to the meeting.

8:06pm Cllrs Haines and Churchill left the meeting.

19/665 Finance

(a) Accounts for Payment

BACS	Mrs J Storer – expenses	£27.59
BACS	Mrs J Storer – Clerk use of home (Jan – Mar20)	£48.26
BACS	Mrs J Storer – reimbursement of SLCC subscription	£59.25
BACS	HMRC – Clerk’s tax (Jan)	£34.20
BACS	DCC – Pension contribution (Jan)	£37.96
BACS	HMRC – Clerk’s tax (Feb)	£34.20
BACS	DCC – Pension contribution (Feb)	£37.96
BACS	Cllr Meyrick – reimbursement of website expenses	£49.58
s/o	Mrs J Storer – Clerk fee for Jan 20	£128.20
s/o	Mrs J Storer – Clerk fee for Feb 20	£128.20

Money Received

Deposit interest (Feb 20)	£0.13
Hatton PC – refund of part of the SLCC conference	£69.25

Balance at bank 09.03.20

Deposit account                                              £3,010.22
Current account                                              £3,819.89

b)            Bank Reconciliation

               The bank reconciliation was presented and approved.

c)             Requests for funding via S137

                No requests for funding have been received.

19/666 To consider Planning Applications

DMPA/2019/1305 – The erection of 8 holiday cabins on Land at Knights Lane, Bretby, Derbyshire, DE15 0RT

RESOLVED no objections

DMOT/2020/0166 – The felling of a Scots Pine at Yew Tree Cottage, The Green, Bretby, Derbyshire DE15 0RD

RESOLVED no objections

19/667 Consultations

SDDC – Local Green Spaces modification (responses by 17th March 2020) – No comments were made.

EMA – Community Impact Survey – Cllrs have been circulated with the survey and asked to complete the survey as an individual.

19/668 Items for information only

(a)        To receive reports from Meetings attended

• SDDC – Flood liaison meeting – 6th February 2020.
• Area Forum & Safer Neighbourhood meeting – 11th February 2020 at Findern     
• Police and Parish Council Liaison Meeting – 16th March 2020 at 6.00pm at Ripley Police HQ – this meeting was cancelled due to the coronavirus.

(b)Notification of Forthcoming meeting

DCC – County and Parish Councils Liaison meeting – 30th March at DCC Offices, Matlock at 6pm.  The meeting was cancelled due to the coronavirus.

(c)        Training Sessions – See DALC circulars which have been provided to all Cllrs

19/669 Date of next meeting

The next Parish Council meeting will be held on MONDAY 4th MAY 2020 at 7.30pm
 

There being no further business, the Chairman closed the meeting at 8:16pm.

BRETBY PARISH COUNCIL
MINUTES OF THE ANNUAL MEETING OF THE PARISH HELD
TUESDAY 17th MARCH 2020 AT 7:3pm
IN THE WRAGG ROOM, ST WYSTAN’S CHURCH, BRETBY

Present: Cllr M Falder (Chairman), 4 members of the public, Mrs J – Clerk to the Council

1. To receive apologies for absence

Apologies were noted from Cllr S Betteridge-Sorby (personal), Cllr Corner (personal), Cllr Bridges (personal).

2. To receive the Chairman’s report for the year ending 31st March 2020

The main areas affecting the parish this year is flooding, which has left the roads in a poor condition, however DCC has made efforts to remedy the problems on Watery Lane. Knights Lane is in a poor condition; the drain from the land is clear, the problem is with the drain on the road side and water has settled on Knights Lane all year. A please was made to DCC to remedy the problem as a matter of priority. The flooding on Bretby Lane has been corrected but the flooding on Geary Lane has returned. Flooding has resulted in potholes on Newton Lane.

The record attendance of public at the January meeting about a planning application on Bretby Lane for a foster home. As a result a full planning application has to be made. A decision on the other application on Bretby Lane for new housing is anticipated to be given next week, following the submission of further evidence from the developer on housing policy.

3. To receive questions from the Floor

No questions were raised.

4. To Close the meeting

There being no further business, the Chairman closed the meeting at 7:37 pm

BRETBY PARISH COUNCIL
MINUTES OF THE ORDINARY PARISH MEETING HELD
MONDAY 27^th JANUARY 2020 AT 7:30pm
IN THE COMMITTEE ROOM, NEWTON SOLNEY VILLAGE HALL, NEWTON SOLNEY

Present:  Cllr M Falder (Chairman), Cllr Bridges, Cllr Toone, Cllr S Betteridge-Sorby, Cllr K Kemp

In Attendance: Mrs J Storer – Clerk, District Cllr Haines (to 8:30pm), District Cllr Churchill (to 8:30pm), County Cllr Chilton (to 8:30pm), 7 members of the public

The Chairman welcomed all to the meeting and explained the reasons why the meeting venue had been changed. The Chair checked that no one was recording the meeting without first notifying everyone present of any intention to record.

19/638  Apologies

Apologies were noted from Cllr L Meyrick (personal), Cllr Corner (personal).

19/639  Variation of Order of Business

There was no alteration to the variation of the order of business.

19/640  Declaration of Interests:

Cllrs considered their obligations relating to declaration of interests.  Cllr Kemp declared a prejudicial interest in the planning application relating to DMPA/2019/1398 – The erection of an extension at 215 Bretby Lane, Bretby, as she is the applicant.

19/641  Public Speaking

a) Members of the Public and Council to comment on any matter

The Chair enquired what the concerns were to the notification for a foster home at 12 Bretby Lane, DMPN/2019/1416, adding a desire that the council is not to be perceived to be operating in a “nimby-ism” manner; he also asked if this is not the correct location, is there an alternative suitable location for a home for vulnerable children.

A resident explained that there are two planning applications relating to 12 Bretby Lane, the one of concern for him related to the certificate of lawfulness for the change of use from residential use to a foster home run by a commercial organisation. He cited previous case law from around the country that this should be subject to a full planning application rather than via a notification. Also, of concern was the location being very close to county boundaries,  as differing authorities and cross boundary services could create communication and logical problems when try to access necessary services; there are also concerns about potential safeguarding through the stated staffing ratios and the vulnerability to some existing residents.

Cllr Churchill explained that he will provide comments/issues raised about this application so that the planning officer can have consideration of these when a decision is made.

Any safe guarding issues need to be considered by DCC and not by SDDC.  Professional advice is being sought by SDDC from specialist lawyers as to whether a planning application is required in this particular case rather than a notification.

Cllr Toone asked for clarification about the SDDC policy relating to certificate of lawfulness – Cllr Churchill will make enquiries about this and report back.

Cllr Chilton explained that she had sought some advice from the safeguarding officers at DCC; it is unclear how DCC would be advised about any possible safeguarding issues relating to the notification.  Cllr Chilton read out the email reply from the safeguarding officer but without details of the notification, the officer was unable to give definitive advice.

The Chair urged members of the public to write individually to the planning dept expressing their concerns.

A second application to build properties at the rear of land at Bretby Lane DMPA/2019/1430 has been submitted and concerns were expressed that if permission is granted to build behind Bretby Lane, a precedence will be created for further applications and future development, of concern is that the local infrastructure is unable to cope with any development of any significant size. The Chair again urged members of the public to make direct representations to the planning dept addressing specific planning concerns.

b) County Council and District Council members to raise any relevant matter

District & County Council

Cllr Churchill provided information of the SDDC community grant that is now open for applications.

A resident kindly volunteers to clear the litter around the Parish but there are some areas that require additional attention, Cllr Kemp informed that she has arranged for volunteers to carry out the litter picking in these areas,  however, the disposal of the collected rubbish required resolving; Cllr Churchill recommended contacting the Head of Operational Services; Cllr Kemp will make the enquiries.

A sign opposite Geary Lane is in the hedge along the A511 and a request for it to be either removed or re-erected was made. Cllr Chilton will report this to DCC.  She also recommended that this and other matters are reported via DCC online.

Min 19/632 Cllr Chilton has checked and confirmed that the historical records could be archived at the Local History section at Matlock.  The Chair will pass this onto the Church Wardens.

The Chair congratulated DCC for the work they have done on Newton Lane relating to flood remedial work.  He reported on what the work had revealed, however whilst the water does now flow, the system is basically inadequate to cope with the amount of work that it is expected to take.

Watery Lane had been blocked and flooded continuously for approx. 3 months, due to a landslip – DCC reported that the landowner was to carry out repair works. The Chair reported that the drain across the road is blocked and needs clearing out; he offered to meet with officers to provide local knowledge about the site.

The pipe under Knights Lane between Knights Lodges and Hill farm requires attention as this section also floods. Cllr Chilton agreed to report this to DCC.

The sewage leak near to the Old Smithy has been temporarily resolved and during 2020, there are plans to renew the pipe, which is approx. 60 years old.

8:30pm Cllrs Chilton, Churchill, Haines left the meeting.

c) Parish Council Members declaring an interest other than Disclosable Pecuniary Interest wishing to make representation

No representations were made.

19/642  To confirm the Minutes of the Ordinary Meeting held on 19^th November 2019

These were circulated, read, approved and signed as a correct record by Cllr Falder.

19/643  To determine which items if any, should be taken with the public excluded.

No items were deemed necessary to be taken with the public excluded.

19/644  To receive the Chairman’s Announcements

The Chair had nothing further to report.

19/645  To receive the Report of the Clerk

The Clerk’s report as previously circulated was accepted with no further comments. 

19/646  Governance

a)   Risk Register update

There are no recommended changes to the risk register.
RESOLVED to make no changes to the risk register.

b)  General Data Protection Regulations (GDPR)

The Clerk reported that there are no further information or action recommended.

d)  Website compliance

The current website is old and does not comply with the new regulations that came into effect in September 2019. A new website was to be revamped and circulated to Cllrs over the Christmas period.  Cllr Meyrick is the lead Cllr for this project it was not possible for him to attend this meeting; Cllr Meyrick has reported that he is working on the website.

Cllrs recommended that the new website needs to be easily readable on tablets and mobile phones, that it will be useful to incorporate a format so that  forums can be arranged, to have a facility to post comments to the Council and for community engagement – it could be a village website with a parish council page. The Clerk will ask Cllr Chilton if funding from the county council community fund is available to assist with the website construction.

e) To consider information about the former Bretby Castle and how to display the information – Min 19/599

There is an increased need for some signage.

f) To consider the suggestion to set a working party to consider how to mark the passing of a senior royal and the coronation.

The Clerk highlighted that a considerable amount of time and funding is required when marking either the passing of a royal member and/or to celebrate a coronation.  Given the time and funding that maybe required, the Clerk suggested that Cllrs may wish to consider starting the process soon so that funding can be planned and measures can be underway to marking/planning occasions can be proactive and unrushed. It was acknowledged that there is a significant lead time before a coronation but it was agreed that thoughts would be gathered as to how to mark these occasions.  This matter could be something that the new website could raise awareness of.  Cllr Kemp agreed to be the Lead Cllr for this project.

19/647  Drainage issues

Drainage and flooding were mentioned in the public section of the meeting.  Cllrs noted that flooding had also occurred at Geary Lane and the A511 junction during the period of heavy rainfall.

19/648  Correspondence

1. DALC – Various circulars
2. SDDC – Draft SHELAA methodology consultation (deadline for comments = 4th February 2020)
3. DALC – Armed Forces covenant
4. DALC – Spring Seminar information
5. SDDC – Notification to change in the S136 Concurrent function refund
6. S Derbyshire CVS – Launch of the Christmas Food Bank Appeal
7. Clerks & Councils Direct – January 2020 edition
8. Poppy Appeal – Letter of thanks for the donation
9. Resident – expression of concern about planning application DMPN/2019/1416
10. Resident – expression of concern about planning application DMPN/2019/1416
11. Resident – expression of concern about planning application DMPN/2019/1416
12. Resident – expression of concern about planning application DMPN/2019/1416

All Cllrs have been circulated with the information prior to the meeting.

19/649  Finance

(a) Accounts for Payment

SDDC undertook a review of the S136 concurrent function refund and as a result of the Finance and Management Committee meeting on 28th November 2019, the following changes were agreed:

• to reflect the increase in properties across the District since the last review
• the basis of allocation has changed from Band D properties to the total number of properties in each parish.

The changes aim to provide greater clarity and understanding regarding the allocation and will take effect from 1st April 2020.

Bretby PC will gain an increase in total S136 concurrent function refund of £333.92 (subject still to a formula) and this is to be spent on concurrent functions and not on admin expenses.      

Paid under Clerk’s delegated authority

None

Accounts for approval

         BACS                  Mrs J Storer – expenses                                                 £17.44

         BACS                  Mrs J Storer – reimburse room hire fee                           £7.50

         BACS                  HMRC – Clerk’s tax (Nov)                                            £34.20

         BACS                  DCC – Pension contribution (Nov)                                 £37.96

         BACS                  HMRC – Clerk’s tax (Dec)                                            £34.20

         BACS                  DCC – Pension contribution (Dec)                                 37.96

        |s/o                        Mrs J Storer – Clerk fee for Nov 19                                £128.20

         s/o                        Mrs J Storer – Clerk fee for Dec 19                                £128.20

Money Received

Deposit interest (Nov 19)                                                                                   £0.14

Deposit interest (Dec 19)                                                                                   £0.12

Deposit interest (Jan 20)                                                                                    £0.13

Burnaston PC – refund of part of the SLCC conference                            £69.25

Balance at bank 20.01.20

Deposit account                                    £3,010.09

Current account                                    £4,034.89

b)            Bank Reconciliation

               The bank reconciliation was presented and approved.

c)            Requests for funding via S137

                No requests for funding have been received.

• To set the budget for 2020/21 and the precept for 2020/21

The budget for 20/21 had been circulated with the meeting papers.

RESOLVED to set the precept for 20/21 at £3586; this being a 2% increase.

RESOLVED to set the budget as circulated and without change.

19/650  To consider Planning Applications

DMPA/2019/1150 – Installation of a replacement balcony at the rear of the property at 96 Bretby Lane, Bretby,

RESOLVED no objections

DMPA/2019/1255 – Outline application (matters of access to be considered now with matters of layout, scale, appearance and landscaping reserved for later consideration) for the demolition of existing dwelling and the erection for a replacement dwelling and realignment of access track for farm vehicles at Shades Farm, Unnamed Road from Geary Lane to Town Farm, Bretby, DE15 0RD

RESOLVED no objections

DMPN/2019/1416 – Certificate of Lawfulness for proposed 4-bed foster care home at 12 Bretby Lane, Bretby, Burton On Trent, DE15 0QN

RESOLVED Concerns raised in the public section of the meeting surrounding the safe guarding, staff ratios and classification of the notification whether it is C3 or C2 were revisited.  The level of detail contained in the notification is limited and  it was agreed to object to the  application until further information addressing the concerns is received.

DMPA/2019/1430 – Outline application (matters of access to be considered now with matters of layout, scale, appearance and landscaping reserved for later consideration) for six wholly affordable starter homes with access and associated works on Land at Sk2823 3536 (rear of 101-119) Bretby Lane, Bretby, DE15 0QP

RESOLVED – objections that this site is located to the rear of a strip of ribbon development and is outside of the settlement boundary.  The site is clearly visible from public vantage points, mainly from the public rights of way to the rear.  Access to the site is on a bend and a hill and visibility is restricted.

DMPA/2019/1461 – the erection of an extension with pitched roof and conversion of loft space at 12 Bretby Lane, Bretby, Burton on Trent DE15 0QN

RESOLVED no objections

DMPA/2019/1398 – The erection of an extension at 215 Bretby Lane, Bretby, Burton on Trent DE15 0QR

Cllr Kemp declared a prejudicial interest in this application.

RESOLVED no objections

19/651 Consultations

SDDC – Draft SHELAA methodology consultation (deadline for comments = 4th February 2020)

The Clerk explained that the draft methodology encompassed many national and locally agreed procedures; including a few that bespoke sections from SDDC. There were no items that were thought to be contentious.

RESOLVED to accept the draft SHELAA without any amendments and no comments will be made.

19/652  Items for information only

(a)        Reports from Meetings attended

No meetings have been attended.

(b)        Notification of Forthcoming meeting

SDDC – Flood liaison meeting – 6th February 2020.

Area Forum and Safer Neighbourhood – 11^th February 2020 at Findern Parish Hall – Cllr Toone will attend the meeting

The Clerk is to attend a course on the new pension procedures on 28^th February 2020.

The Clerk will attend the DALC run Climate Emergency Seminar on 6^th March 2020.

(c)        Parish Cllrs Reports

No reports were made.

19/653  Date of next meeting

The next Parish Council meeting will be held on TUESDAY 17th MARCH 2020
 

There being no further business, the Chairman closed the meeting at 8:12pm.