September 2020 Minutes EOM
Denton Parish Council
Extraordinary General Meeting
Thursday 3 September 2020
14:00 – 15:30 hrs
Held in in accordance with current COVID 19 restrictions
COVID - 19
In accordance with the current government guidelines and with the agreement of the full council, in the interest of essential business, this meeting was held in an open environment at Cllr Bellamy’s residence with full social distancing and Safety measures in place.
Minutes
Meeting open – Cllr Crush (Council Chair)
Cllr Crush welcomed the members of the council and special welcome to Vincent Aldred as a new (co-opted) member.
The EGM has been called to discuss current Parish Council matters and the future direction of the council and address issues that had arisen during the COVID 19 lockdown period, which were best conducted face to face. This had been agreed with all members and the Parish Clerk advised accordingly.
In Attendance.
Parish Council
Cllr M Crush (Chair)
Cllr S Bellamy (Vice Chair)
Cllr S Turtle
Cllr V Aldred
Mr J McCloskey (Clerk)
No members of the public were in attendance due to the nature of the meeting and discussion of confidential personnel matters.
Apologies
Not required. All current members of the council were in attendance.
Declarations of Pecuniary Interest
None noted.
Co-Option of New Councillor
Proposed and seconded – Resolution passed
Mr Vincent Aldred was formally accepted as a member of Denton Parish Council and Declaration of Office signed and witnessed accordingly.
The councillors welcomed Cllr Aldred to the Parish Council.
Community Cleaner – Conditions of Service
A review of the Community Cleaners working conditions were discussed with specific attention to the following concerns:
- Health and Safety when handling litter, waste and potential hazardous material.
- Provision of suitable equipment and clothing.
- Lone Worker policy.
- Defined areas of responsibility.
- Safe roadside working conditions and traffic hazards.
- Contact with Line Manager (Parish Clerk) and the Parish Council.
Proposals:
- Community Cleaner to be invited to next meeting to meet councillors and discuss any concerns.
- Define area of responsibility and waste collection point.
- Review lone worker and general working policy.
- Cllr Turtle offered to contact and speak with cleaner.
Resolution:
Passed, all above agreed for action.
Denton Community Volunteer Groups.
It was agreed that the continuing efforts of the volunteers from the village in maintaining the area around Denton reservoir was greatly appreciated by the community.
Proposal:
The Parish Council should continue to support and encourage the groups where possible.
Resolution:
Passed, continued support as required.
Council Membership and Co-option.
Requirement to co-opt new councillors required to fill current vacancies (two possibly three subject to status of Mr Mace)
Status of Mr G. Mace as member of the Parish Council to be confirmed due to non-attendance at meetings.
Proposals:
Contact Mr Mace and confirm status.
Potential candidates for co-option to be explored.
Resolution:
Clerk to write to Mr Mace and advise council.
Council to canvass possible interested parties.
Traffic in village.
Issues with:
- Speeding.
Despite the effectiveness of the SID in reducing amount of speeding vehicles through the village, there remains concerns about the manner and speed in which some vehicles passing through the village.
- Inconsiderate parking.
Village school. The parking at the village school continues to be a problem, especially at drop off and pick times. Both parents/guardians and members of the school staff create hazards for the children attending the school, village residents and road users.
Casthorpe Road (Adjacent to Denton Reservoir). Large numbers of visitors to the reservoir parking on the grass verges and obstructing passage along Casthorpe Road.
Proposals:
- Contact Lincolnshire Police regarding enforcement of school parking restrictions.
- Engage with school to advise parents/guardians of pupils of the need for courtesy and consideration to residents and road users.
- Consider use of signage both at school and reservoir area.
Resolution:
Clerk to contact Lincolnshire Police/PCSO for a school visit during key times.
Parish Council Email.
Discussion regarding level of email traffic and to ensure clarity in responding to emails from the Parish Clerk.
To avoid contradictory and excessive email traffic to the clerk for a clear understanding of any action required
Proposal.
Clerk to continue include all councillors in email traffic with Single Point of Contact for consolidating council response and defining required action.
Resolution.
Councillors to respond to emails via the Parish Council chair. Chair to consolidate and respond to clerk.
Parish Clerk Conditions of Service.
The Parish Council reviewed the clerks contract and concluded that the level of remuneration should be at the level of actual hours worked with any over the contracted hours paid at the rate applicable.
Provision of holiday pay, lone/home worker policy and safeguarding.
Proposal.
Clerk to continue to maintain a record of hours worked and if over the contracted 10 hours, paid appropriate to those hours, review clerks holiday pay and ensure safe working practice.
Resolution.
Clerk to calculate actual pay according to those hours worked on council activity. Holiday pay to be reviewed. Ensure home/lone worker conditions meet requirements.
Village Approach Roadside Signage - Gated Type.
The proposal to install gated type village approach signs at key points on the Belvoir and Harston roads into the village was confirmed by the council and the next steps required to obtain and install signs be taken.
Proposal
Continue project.
Resolution.
Source manufacture and costs by local craftsman or national supplier.
Source approved installer with required roadside working licence.
Village Phone Box.
Project to refurbish village phone box for continued use as a book exchange ongoing and painting to be completed when circumstances allow.
Insurance requirement for box in event of damage caused by accident or vandalism.
Confirm the box as a Parish Council asset with cost of purchase from BT £1.00.
Proposal.
Ensure phone box is covered on insurance and valuation and list phone box on council asset register.
Resolution.
Clerk to contact insurers and confirm status for insurance purposes.
Clerk to add phone box to asset register.
Overgrown Hedging.
Problem of overgrown/hanging hedging on Church St causing difficulties to pedestrians and school children having to step into road to avoid injury from thorns.
Proposal.
Review options to encourage property owners to trim back the hedges.
Resolution.
Clerk to investigate and advise on possible action and enforcement by SKDC.
Clerk to include on next edition of the Parish Council newsletter.
Speed Indicator Device (SID)
Transfer of responsibility from Mr Jon Bell to a current member of the Parish Council.
Proposal:
Contact Mr Bell and obtain all necessary information and documentation.
Resolution.
Cllr Bellamy to action.
Meeting Close.
Cllr Crush closed the meeting and thank all for attending.
Cllr Bellamy was thanked for allowing the meeting to take place at her residence and for her hospitality.
Meeting closed at 15:30hrs
Next meeting.
Next meeting of Denton Parish Council will be the scheduled Parish Council Meeting:
Monday 12 October 2020 at 19:30 (7.30pm)
Meeting will be by video conferencing “gotomeet” (platform and link to be confirmed).
Minutes Action:
Minutes accepted by the council and signed as a true and accurate record of the Extraordinary General Meeting of the Parish Council on 3 September 2020
Signed Off: Soft Copy Approved (Meeting Chair)
Minute Reference: PCM 12/10/2020 Item: 4. a & b
Date: 12 September 2020
Name: Cllr M Crush - Chair
Signature: (File Hard Copy to be Signed when restrictions allow)
Clerk J.McCloskey
E-mail: dentonparishclerk@gmail.com