MINUTES OF THE MOUNTSORREL PARISH COUNCIL MEETING HELD ON MONDAY 12 MARCH 2018 IN THE PARISH ROOM,

LEICESTER ROAD MOUNTSORREL AT 7.00 PM

PRESENT

Councillors: S. Haywood (Chairman)B. Allard, N. Asher, T. Duffin, A. Duffy, D. Emmins,

L. Harper-Davies,P. Harris, P. Maguire, F. Newitt, M. Pirt, B. Wilson

IN ATTENDANCE

Mrs L Davies – Parish ClerkMr W Antill – Planning Consultant

Councillor R. Shepherd – Charnwood Borough Council

Members of the public x 6

The Chairman announced that this meeting is being recorded

141. APOLOGIES FOR ABSENCE

An apology for absence was received from Councillor P Lemon, Borough Councillors J Capleton and D Slater

142. MINUTES

The minutes of the meeting held on 12 February 2018 (copies of which had previously been circulated to Members) were confirmed as being a true record of the meetings and were signed as such by the Chairman.

143. PUBLIC PARTICIPATION

Planning Application P/18/0340/2 – 22 Skylark Avenue

Residents living near 22 Skylark Avenue raised concerns regarding the late notification from the Local Planning Authority in respect of the above application and due to this had been unable to attend the meeting of the Council’s Planning and Highways Committee to raise their concerns regarding the application. They confirmed that they did not have any objections to the application but were concerned about (1) retaining the two car parking spaces within the curtiledge of the property to avoid on-street parking in a small cul-de-sac and (2) any attempt to remove the hedge.

The Council’s Planning Consultant advised that there was still time to include the concerns raised in the Council’s response to the application.

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RESOLVED that the above mentioned points in relation to the retention of the car parking spaces and the hedge be supported and included with the Parish Council’s response to the Local Planning Authority in relation to the application.

Parish Precept 2018/19

Concern was raised regarding the rise in the Parish Precept 2018/19. The Chairman advised that the decision was not taken lightly but the Parish Council’s previous practice of keeping the Precept rise in single figures by drawing on the Council’s reserves was no longer sustainable and for the following additional reasons, namely

The operation and management of the new Memorial Centre The operation and management of the Mountsorrel Library The project costs for the Halstead Road improvements and provision of additional

allotments The additional support of youth services via the Sorrel Youth Café Contingency arrangements for any forthcoming elections General Reserves Policy Increases in staffing and impact of the rises in minimum wage and pension

legislation.

Trees – Peace Garden

A request was made for an update on the current situation regarding the work on the trees in the Peace Garden.

The clerk confirmed that the work had been commissioned and the outcome of the planning application was awaited.

(Councillor N. Asher entered the meeting during the preceding discussion).

144. POLICE REPORT

(a) The Clerk circulated the latest Police Report for February 2018 (copies of which had previously been circulated to Members) and advised that the Police had sent apologies as it was heavily involved with the Hinckley Road incident.

(b) Councillor L. Harper-Davies advised that she had raised the issue of non-attendance by the Police at parish meeting with the local beat officers who agreed to bring this up at the next beat officer meetings.

RESOLVED that the Police report be noted.

145. BOROUGH COUNCILLOR REPORTS

Councillor R. Shepherd advised that he had nothing to report but was happy to discuss or take up any matters that were of concern to the Borough Council.

RESOLVED that the report be noted.

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146. INCOME AND EXPENDITURE - 12 FEBRUARY – 12 MARCH 2018

The Clerk submitted, for approval, the list of income and expenditure for the period 12 February to 12 March February 2018 (copies of which had previously been circulated to Members.

RESOLVED that the following list of expenditure be approved for payment and the list of income be noted:

DATE METHOD INVOICE NO PAYEE AMOUNT DESCRIPTION09.02.18 DD 10140494 Water Plus £17.74 Water Charges – Cemetery09.02.18 DD 1042589 Water Plus £107.41 Water Charges – Halstead Rd12.02.18 DD 1056876 Water Plus £79.22 Water Charges – Allotments13.02.18 BACS 084/18 LRALC £35.00 Training – DPA/FOI08.02.18 Chq 00003 4749518 ESPO 333.60 Baby Changing Unit – Mem C12.02.18 Chq 00003 4752359 ESPO £40.80 Office Equipment – Mem Centre14.02.18 BACS 75169 Target Hygiene £228.79 Service Contract – Mem Centre13.02.18 BACS 7057 Soar Valley Bar Supplies £11.40 Bar Supplies – Memorial Centre09.02.18 BACS 7054 Soar Valley Bar Supplies £198.00 Bar Supplies – Memorial Centre12.02.18 BACS 7055 Soar Valley Bar Supplies £43.20 Bar Supplies – Memorial Centre11.01.18 BACS 7330 Central Bar Supplies £547.44 Bar Supplies – Memorial Centre16.01.18 BACS 7338 Central Bar Supplies £20.95 Bar Supplies – Memorial Centre16.01.18 BACS 7337 Central Bar Supplies £372.91 Bar Supplies – Memorial Centre16.01.18 BACS 7336 Central Bar Supplies £288.24 Bar Supplies – Memorial Centre25.01.18 BACS 7354 Central Bar Supplies £71.28 Bar Supplies – Memorial Centre25.01.18 BACS 8607 Ackwa Limited £71.25 Cleaning Supplies – Mem Cen16.02.18 BACS 8681 Ackwa Limited £35.73 Cleaning Supplies – Mem Cen22.02.18 BACS 1136104443 Konica Minolta £72.47 Photocopier Rental23.02.18 BACS 65645384 PHS Group £2,680.37 Floral Basket Contract13.02.18 BACS 1135936205 Konica Minolta £53.92 Photocopying charges22.02.18 BACS FR1451 Fridge Right £2,880.00 Cellar Cooling System – Mem C12.02.18 Chq 7623 4752899 ESPO £39.50 Cleaning/DIY Supplies12.02.18 Chq 00003 4752898 ESPO £5.40 Office Stationery – Mem Centre26.02.18 BACS 0474 Boyes Window Valeting £200.00 Window Cleaning – Mem Cent16.01.18 BACS 9198 Sporting Capers £180.00 Staff Uniforms – Mem Centre31.01.18 BACS 7034 Soar Valley Bar Supplies £286.76 Bar Supplies – Mem Centre27.02.18 BACS 7075 Soar Valley Bar Supplies £990.48 Bar Supplies – Mem Centre26.02.18 DD 691426851010 Vodaphone £88.88 Mobile Telephone Contract13.02.18 Chq 00003 4758035 ESPO £40.12 Cleaning Materials – M Centre16.02.18 Chq 00003 4757834 ESPO £28.75 Office Equipment – M Centre20.02.18 BACS 8691 Ackwa Ltd £3.67 Cleaning Supplies – M Centre25.02.18 BACS 061 Whelband Electrical £330.00 Electrical Work – M Centre06.03.18 BACS 1232908 Iris Business Software £300.00 Software Training Fees25.02.18 Credit Card Z6420322 ICO £35.00 ICO Registration Fees 27.02.18 BACS PHG010 Park Hill Golf & Leisure £1650.00 Furniture etc – Memorial Centre01.03.18 DD WM10202884 Worldpay £23.94 Monthly Subscription Fees27.02.18 Chq 7624 16431 Stepnell Limited £72,600.00 Stage Payment – Mem Centre

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25.02.18 Chq 7623 4765412 ESPO £41.61 Cleaning Supplies – Parish26.02.18 Chq 00003 4766800 ESPO £217.20 Information Unit – Mem Centre21.02.18 Chq 00003 4761979 ESPO £126.00 Office Equipment – Mem Centre28.02.18 BACS May 2018 CommuniCorp £75.00 Local Councils Subscription07.03.18 BACS 31117 Hypergalaxy £39.00 Monthly Webhosting Fees28.02.18 BACS 1020433 Brighter Bills £42.00 Monthly Internet Charges08.03.18 BACS 2222 Sportsground Maintenance £1737.00 Grounds Maint Contract28.02.18 BACS 306488 A.E. Burgess £45.05 Waste Collection – Mem Centre28.02.18 BACS Temp Staff Various £190.50 Temp Bar Staff – Mem Centre07.03.18 Chq 00004 Refund J A Middleton £112.00 Deposit Refund – Mem Centre28.02.18 Chq 00005 P Cash Petty Cash £197.01 Petty Cash – Memorial Centre06.03.18 BACS 857 WDA Planning £1414.80 Planning Consultant Fees01.03.18 DD K0747650 Worldpay £35.89 Transaction Charges 01.03.18 DD K0747645 Worldpay £83.03 Equipment Rental Fees01.02.18 BACS 178 MT Supplies £873.84 Equip/Supplies – Mem Centre15.01.18 Chq 00006 969313014 British Gas £548.82 Gas Supply – Mem Centre31.10.17 Chq 00006 982235130 British Gas £145.97 Gas Supply – Mem Centre08.03.18 BACS 27706823 Leicestershire County C £570.55 Library Staff Charges09.03.18 DD 166141343/18 Total Gas & Power £15.27 Electric – War Memorial09.03.18 DD 166141376/18 Total Gas & Power £42.72 Electric – Halstead Rd Pavilion09.03.18 DD 166141354/18 Total Gas & Power £65.68 Electric – Parish Rooms09.03.18 DD 166141387/18 Total Gas & Power £38.90 Electric – Cemetery07.03.18 BACS 7093 Soar Valley Bar Supplies £1278.78 Bar Supplies – Memorial Centre05.03.18 Chq 00007 4773844 ESPO £80.62 Cleaning Supplies – Mem Centre05.03.18 Chq 6727 4773845 ESPO £30.72 Stationery etc – Parish Office12.03.18 BACS 535 H Towell Builders £70.00 Repairs – Parish Rm/Mem Cen05.03.18 BACS 96272748 Charnwood B.C. £718.60 NNDR – Car Park – Mem Cen12.03.18 Chq 7625 Petty Cash Petty Cash £149.46 Petty Cash – Parish Office03.03.18 DD Credit Card Nat West Bank £650.01 Credit Card Statement Payment

STAFF PAYMENTS

DATE METHOD INVOICE NO

PAYEE AMOUNT

DESCRIPTION

24.03.18 BACS Salary Parish Clerk £1871.87 Salary24.03.18 BACS Salary Admin Assistant £689.52 Salary24.03.18 BACS Salary Cemetery Gardener £330.90 Salary24.03.18 BACS Salary Pavilion Caretaker £1083.05 Salary24.03.18 BACS Salary Caretaker — Offices £774.04 Salary24.03.18 BACS Salary Premises Officer £1727.92 Salary24.03.18 BACS Salary Receptionist (1) £1168.50 Salary24.03.18 BACS Salary Receptionist (2) £1,102.30 Salary24.03.18 BACS Salary Cleaner £423.75 Salary

24.03.18

DD Pension NEST £61.45 Pension Payments

24.03.18 Chq 7626 HMRC £2231.47 NI and Tax Payment24.03.18 BACS Pension Leicestershire CC £601.94 Pension Payments

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147. PREMISES OFFICER – MEMORIAL CENTRE – CONFIRMATION OF APPOINTMENT

The Clerk reported that the Premises Officer had now completed a satisfactory three month period of probation and the Council needed to confirm his appointment.

RESOLVED that the appointment of the Premises Officer be confirmed with immediate effect.

148. GENERAL DATA PROTECTION REGULATIONS

The Clerk reported that the final guidance on the new regulations was still awaited from the Information Commissioners Office but it was anticipated that these would be available from the end of March 2018. However, currently both Leicestershire and Rutland Association of Local Councils and the Society of Local Council Clerks are advising that the Parish Clerk is unlikely to be able to act as the Data Protection Officer as he/she will almost certainly be the Data Processor and cannot undertake both roles. The LRALC are hoping to provide a Data Protection Officer service to assist with complying with the new legislation. The costs of providing this service is currently unknown but there are other organisations offering this service for approximately £150 per annum. The legislation is due to take effect in May 2018.

RESOLVED that the role of the Data Protection Officer under the new General Data Protection Regulations be outsourced preferably to the LRALC but the Clerk is granted delegated authority to investigate alternatives should LRALC decide not to provide the service.

149. RETAILL AND CAFÉ UNITS – MEMORIAL CENTRE

The Chairman advised Members on the current situation regarding both the retail and café units at the Memorial Centre. He confirmed that APB the Council’s letting agents had recommend that Peppercorn Catering would be the most suitable tenant for the café unit subject to the slight alterations to the café unit to accommodate their requirements to have additional plug sockets installed as well as an alteration to the extraction unit and the addition of a cooker extraction hood. The cost of the alterations, including the cooker hood, would be in the region of £1600 plus VAT (copies of the quotation for the electrical work had previously been circulated to Members). He had advised that most of the terms of the Lease had been agreed including the rental period, hours of operation, legal fees, rent-free period, sale of bottled wine, beer and pre-mixed spirits. He also advised that the prospective tenant also wanted to have the right to have the outside catering element of the business promoted with the centre although it was not mandatory for the service to be used.

RESOLVED the alterations/additions to the café unit be approved and that APB be advised that the Council approved its recommendation of Peppercorn Catering as the tenant for the café unit at the Memorial Centre subject to all the Lease terms being agreed.

150. BIRSTALL RUNNING CLUB – 3 JUNE 2018

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The Clerk reported the request made by the Birstall Running Club to use the Halstead Road playing fields, including the pavilion, for its Swithland 6 mile road race to be held on Sunday 3 June 2018 from 8.30 am.

RESOLVED that the request made by the Birstall Running Club be acceded to subject to the payment of £250.00

151. CAMPAIGN TO “SAVE THE SURE-START CHILDRENS’ CENTRE”

(a) The Clerk submitted the request by the “Save The Children’s Centre Leicestershire” campaign group requesting support from the Parish Council for their campaign to stop the proposed closures by Leicestershire County Council of 24 Children’s Centres across Leicestershire including the one located within Mountsorrel

(b) The Campaign Organiser for Mountsorrel, Mrs L Blackshaw, gave a brief presentation outlining the services that were currently provided at the Mountsorrel Centre and requesting the Council to respond to the current consultation and to engage with both Borough and County Councillors to keep the Centres open.

RESOLVED that the Parish Council fully supported the campaign and agreed to contact both Borough and County Councillors as well as the local Member of Parliament to raise awareness of this issue and requesting support to retain the Centres which offer a wide variety of services for the local communities in which they are based.

152. MEMORIAL CENTRE WORKING PARTY

The Clerk submitted, for information, the following minutes of the meetings of the Memorial Centre Working Party held 15 February and 1 March 2018 (copies of which had previously been circulated to Members):

MINUTES OF THE MEETING OF THE MEMORIAL CENTRE WORKING PARTY HELD ON THURSDAY 15 FEBRUARY, 2018 AT 7 PM AT THE MEMORIAL CENTRE, LEICESTER ROAD, MOUNTSORREL

PRESENT

Councillors: S. Haywood (Chairman)P. Duffy, D. Emmins, L. Harper- Davies

P.Harris, M. Lemon

Mr W Antill – War Memorial Trust

Parish ClerkPremises Officer

110. APOLOGIES FOR ABSENCE

An apology for absence were received from Councillor P. Maguire

111. DECLARATIONS OF INTEREST

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Councillor M. Lemon declared a prejudicial interest in item 6 on the agenda (Bar Policy).

112. MINUTES OF THE MEETING – 24 JANUARY 2018

Noted and approved as a true record.

113. MEMORIAL CENTRE – USE OF AUDITORIUM

(a) Further to the Council meeting held on 12 February 2018, Ingrid Daniels advised the Committee on the problems that she was experiencing trying to book the Memorial Centre for rehearsal time and performances particularly as most theatre groups needed at least a whole week usually starting Sunday. Currently there was no dates available due to the current level of bookings. She confirmed that the ideal time would be from the end of January until the end of April and during October although she would prefer to avoid the school holidays.

(b) Ms Daniels also suggested that local artists should be given the opportunity to display their work at the Centre and perhaps the Parish Council should consider whether to commission some works for the large wall spaces in the Centre.

(c) The Premises Officer advised that he had held a meeting with a local company regarding the stage lighting and appropriate equipment to enable staff and users to work at height. He was awaiting proposals and costings. He also confirmed that discussions had been held regarding additional projection equipment and again costings were being obtained.

(Ms Daniels here left the meeting).

(d) Members discussed the current situation with particular regard to the occupancy of the Memorial Centre especially by the playgroup as it occupied the small room adjoining the auditorium where the stage would need to be erected for any performance related activity.

IT WAS AGREED that the Memorial Centre Reception staff look at the current availability during the year and particularly in October to see if any theatre groups could be accommodated at which time contact would be made with Ms Daniels.

114. UPDATE PHASE 2

(1) Mr W Antill advised

(a) The reception furniture and round tables had now been received.(b) the specification for the lighting columns had now been received from Stepnell and the

columns were now being ordered but there was a 6 week lead in time.(c) Access to the site off the mini roundabout – Virgin Media had now completed their

installations. Stepnell had now instructed its contractor and it was anticipated that work would be commenced within a week.

(d) Tree guards and grills were now on order. (e) The wall is being progressed and a meeting was being organised with the stone mason

and tarmac regarding the provision of granite stone.

(2) The Premises Officer advised that additional occasional tables were needed for the bar area.

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IT WAS AGREED to note the progress and costings would be obtained for the additional occasional tables.

115. RETAIL UNITS AND CAFÉ

(a) The Chairman reported on the outcome of the meeting held with the two prospective tenants of the Café Unit, one of which was an established local business, and advised that APB had received expressions of interest for the two retail units from a further two companies although Gloss Interiors had now withdrawn its interest. He advised that one of the prospective tenants for the café had requested that alterations be made to the café unit particularly in respect of the extraction system.

(b) Members considered the proposals submitted by the two prospective tenants for the café unit and

IT WAS AGREED that that prior to any decisions being made, a meeting would be held with representatives of the Parish Council and the War Memorials Trust and one of the prospective tenants regarding the required alterations to the Café unit.

(Councillor L. Harper-Davies entered the meeting during the preceding discussion).

116. BAR POLICY

This item was withdrawn.

117. STAFFING

(a) The Clerk

(i) reported that following the success of the Memorial Centre it was now appropriate to recruit additional staff to assist with the operation and management of the Centre, namely an additional full-time receptionist post and a part-time Premises Assistant, additional cleaning hours and additional hours for existing staff members to cover the bar.

(ii) Reported that the current receptionist staff and one of the cleaning staff were still in their probation period and this was due to expire on 1 April 2018.

(iii) The Premises Officer advised that it would be preferably to have 2 x 20 hrs per week receptionist staff and a 20 hour per week assistant for himself. Additional hours would be available to the existing cleaning staff and also existing staff on an ad-hoc basis to cover the bar.

IT WAS AGREED that recruitment for the additional staff be approved with a view to the additional staff being in post from April 2018 and that the Premises Officer and the Clerk arrange a meeting to discuss job descriptions and recruitment timetable.

118. SNAGGING LIST/HEATING PROBLEMS

(1) The Premises Officer (a) reported that further problems had been experienced with the heating system that had

required additional visits to be made by the Contractor including its Chief Executive. He reported that he was currently having to attend on site at 6.30 am every morning to check

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the heating system was functioning that had resulted in him working approximately an additional 40 hours during the month.

(b) The outstanding items on the snagging list were due to be discussed with the Stepnell representative next week.

(2) Members considered that it was now appropriate to make a retention on the final payment due to Stepnell in view of the ongoing problems and such retention should also reflect the number of additional hours the Premises Officer had undertaken in connection with the problems with the heating system.

(3) The Clerk reported that the final account had not yet been received from Stepnell.

IT WAS AGREED that a retention be made to reflect the issues that were still outstanding including the additional hours undertaken by the Premises Officer, the amount of the retention to be agreed once details of the final accounts were known.

119. AIR AMBULANCE RECYCLING UNIT

(a) The Clerk reported that a request had been received from the Air Ambulance to site one of its recycling units on the Memorial Centre car park.

(b) Members considered that as there was a recycling unit already in place on the Soar Valley Leisure Centre Car Park (albeit that it was not one from the Air Ambulance) it would not be appropriate to have an additional unit in the adjacent car park.

IT WAS AGREED that no further action would be taken.

120. ANY OTHER BUSINESS

The following items were discussed:

(a) Cellar Aid Conditioning Unit – Quotations of £2,800 and £2,600 had been obtained. Councillor Lemon confirmed that an additional quotation was awaited. It was anticipated that this quotation would be approximately £2,200 plus VAT. It was important to get the equipment installed as soon as possible as the temperature of the cellar was affecting the stock

(b) Maintenance Contracts – The Clerk advised on the costs of the maintenance contracts for the fire alarm system and monitoring of the system as well as the electrical installations

(c) Shire Grant – Final date for applications – The Clerk reported that the final date for receipt of Shire Grant applications for 2017/18 was March with decisions on applications being made In April.

(d) Till for Reception – The Clerk reported that an additional till was now required for the reception team so that cash, card and cheque payments could be processed and it was important that whatever system was installed needed to be able to provide an audit facility and reports

(e) Playgroup – Review Meeting – The Chairman reported that the playgroup had now been in occupation of the Centre for approximately 2 months and in view of the issues currently being experienced it was appropriate to have the previously agreed review meeting earlier than originally anticipated. Members discussed the financial

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position in relating to the playgroup and the impact its occupation was having on staffing costs in connection with the erection and dismantling of the stage. Members agreed that the playgroup should be offered the use of the pavilion at a cost of £6000 per annum but should this solution not be acceptable, the playgroup would be given “notice to quit”

(f) Farmers Markets – Councillor Lemon reported on the request by a local businessman to hold markets at the centre. The Clerk confirmed that there was provision in the Lease with the War Memorials Trust to hold markets subject to all the necessary consents and licences being obtained.

(g) Removal of Balcony Seating – Members considered the possible removal of the balcony seating to enable tables and chairs to be substituted. Mr W Antill of the War Memorials Trust advised that there might be Health and Safety implications.

IT WAS AGREED that

(1) An air conditioning unit be obtained for the Cellar once details of the final quotation had been received.

(2) The Clerk obtain further information regarding the maintenance contracts and report back to the next meeting

(3) The Premises Officer provide additional information to the Clerk in support of the Shire Grant application.

(4) The Clerk contact Worldpay to ascertain the cost of providing an additional EPOS system for the reception and that a separate till be purchased for the mobile bar units at the cheapest possible cost.

(5) A review meeting with the playgroup be organised as soon as possible and the Clerk prepare comparative costings based on the current income from the playgroup and including the additional staff costs for the setting up and dismantling of the stage. The playgroup to be offered the use of the Pavilion at a cost of £6000 per annum. Failure to agree would result in the playgroup being given notice to quit

(6) The Clerk investigate the possibility of holding occasional markets at the Memorial Centre and report back to the next meeting.

(7) The Premises Officer to discuss the issue of the Balcony Seating with the Stepnell representative and report back

109. DATE AND TIME OF NEXT MEETING

The next meeting of the Committee will be held on 1st March 2018 at 7.00 pm

The meeting closed at 9.40 pmChairman

MINUTES OF THE MEETING OF THE MEMORIAL CENTRE WORKING PARTY HELD ON THURSDAY 1 MARCH, 2018 AT 7 PM AT THE MEMORIAL CENTRE, LEICESTER ROAD, MOUNTSORREL

PRESENT

Councillors: S. Haywood (Chairman)P. Maguire, M. Lemon

Mr W Antill – War Memorial Trust

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Parish ClerkPremises Officer

122. APOLOGIES FOR ABSENCE

An apology for absence were received from Councillors A. Duffy, D. Emmins and L. Harper-Davies

123. DECLARATIONS OF INTEREST

None

124. MINUTES OF THE MEETING – 15 JANUARY 2018

Noted and approved as a true record.

125. RETAIL UNITS AND CAFÉ

(c) The Chairman reported that costings were still awaited in connection with the proposed alterations for the café unit although the provision of a cooker extractor would be at a cost of £1074.08 plus VAT. The Council’s electrician had inspected the premises but as yet not produced any costings

(d) Councillor Lemon suggested that if it was not possible to get a tenant for the café unit the Parish Council should take on this itself and employ appropriate staff

IT WAS AGREED that that the Premises Manager contact Acumen (the contractor responsible for the installation of the extractor unit and the electrical sockets in the café unit) with a view to obtaining his advice and costings.

POST MEETING NOTE – The Council’s electrician advised that in his opinion there were enough electrical sockets in the Unit. However, if there was a decision to proceed there would be considerable expense and disruption involved as tiles would need to be removed, walls channelled, etc. A representative from Acumen had inspected the unit and had agreed that the electrical sockets could be changed to double rather than single units. The extractor fan that had been fitted was slightly smaller than originally suggested. He agreed to discuss these matters with Stepnell and produce costings for the work.

126. PLAYGROUP REVIEW MEETING

(a) The Chairman advised that following the meeting held on 15 February 2018, a meeting was arranged with the playgroup on Friday 23 February 2018. The meeting was attended by himself as Chairman, Councillor M. Lemon and the Parish Clerk. The Playgroup were advised of the decision made on 15 February 2018 and the offer of the use of the Council’s Memorial Fields Pavilion was discussed. Since that meeting the Playgroup had made a Freedom of Information request for information relating to the decision including the minutes of the meeting held on 15 February and the notes of the meeting held on 23 February 2018. The Playgroup had not yet advised the Council on whether to accept the offer of the Pavilion.

(b) Mr W Antill, on behalf of the War Memorials Trust, outlined the history of the playgroup’s occupation of the former Memorial Hall and the discussions held between the Trust and the users of the Hall prior to the commencement of the project.

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IT WAS AGREED to note the report and await the decision of the Playgroup.

127. RECEPTION TILL

(b) The Clerk reported on the quotation received from Worldpay for the installation of an additional EPOS system for the reception area. The cost would be £50.00 per month plus VAT. Installation could commence within 10 to 15 working days.

IT WAS AGREED that the additional EPOS system be obtained and installed as soon as possible.

128. CELLAR AIR CONDITIONING UNIT

(a) The Premises Officer reported that this had now been installed. The cost had been £2,400 plus VAT as advised at the meeting held on 15 February 2018 by Councillor M. Lemon.

(b) The Clerk advised that in accordance with the instructions, as the quotation had been as advised, the installation of the unit was approved.

IT WAS AGREED that the payment of the outstanding invoice could now be processed.

129. TEMPORARY MARKETS - UPDATE

(a) The Clerk reported that no Licence would be required from either Leicester City Council as the location of the Memorial Centre was not within the 6.3 miles of the market held at Beaumont Leys or Charnwood Borough Council because Parish Councils were exempt under its Rival Markets Policy.

(b) Councillor Lemon agreed to contact the interested party to organise a meeting to discuss the proposals and report back to a future meeting

IT WAS AGREED to note the report.

130. MAINTENANCE AGREEMENTS

In view of the costs involved, Councillor Lemon agreed to seek alternative quotations from other local companies and report back to a future meeting.

IT WAS AGREED that alternative quotations be sought and the matter be reconsidered at a future meeting.

131. BALCONY SEATING

Further to the meeting held on 15 February 2018 and the subsequent discussions held with Stepnell Limited it was agreed that for health and safety reasons no further action be taken to replace the existing balcony seating with tables and chairs.

IT WAS AGREED that no further action be taken

132. ADDITIONAL STORAGE/CLOAK ROOM

(a) The Clerk reported that the quotation had now been received to provide a cloak room/store board in the space under the stairs. The cost was £2,420 plus VAT

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(b) Mr W Antill reported the outcome of his discussions with Stepnell Limited and the Fire Officer and they had advised not to proceed with this because it was adding an additional fire risk with flammable materials.

IT WAS AGREED that no further action be taken.

133. DATE AND TIME OF NEXT MEETING

The next meeting of the Committee would be advised in due course.

The meeting closed at 9.40 pmChairman

RESOLVED that the Minutes and the decisions therein be noted.

153. CEMETERY, CONSERVATION AND ENVIRONMENT COMMITTEE

The Clerk submitted the following minutes of the meeting of the Cemetery, Conservation and Environment Committee held on 19 February 2018 (copies of which had previously been circulated to Members);

MINUTES OF THE MOUNTSORREL CEMETERY, CONSERVATION AND ENVIRONMENT COMMITTEE MEETING HELD ON MONDAY 19 FEBRUARY 2018 IN

THE PARISH ROOMS, LEICESTER ROAD MOUNTSORREL AT 7 PM

PRESENT

Councillors: S. Haywood (Chairman),P. Harris, P. Maguire, F Newitt

IN ATTENDANCE

Parish Clerk2 Members of the public

24. MINUTES

The minutes of the meeting held on 29 January 2018 were approved as a true record.

25. ELECTION OF CHAIRMAN

RESOLVED that Councillor S. Haywood be elected Chairman for the duration of the meeting.

26. GROUNDS MAINTENANCE CONTRACT

Further to the meeting of the Committee held on 29 January 2018,

(a) the Clerk recommended that the current grounds maintenance contract should be extended for a further year to enable that and the contract for Castle Hill to be

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amalgamated in 2019. The Clerk advised that the cost of a one-year extension to the current contract would remain at the same cost

(b) Members discussed the concerns raised by the Heritage Group regarding the frequency of cutting of the Peace Garden and the Chairman confirmed that the rate of cut should be once a week in the growing season. Members requested that additional costings be obtained for box cutting the Peace Garden rather than a cut and drop regime.

RESOLVED that the current Grounds Maintenance Contract be extended for a further year to March 2019 and that the Clerk obtain details of the additional cost for providing a box cut for the Peace Garden.

POST MEETING NOTE – Following the meeting the Clerk made contact with the current Contractor who advised that the Peace Garden was cut once a fortnight and not once a week.

26. TREES – PEACE GARDEN AND THE GREEN

Further to the meeting of the Committee held on 29 January 2018, the Clerk reported the receipt of only one quotation for the work required on the trees located in the Peace Garden and on The Green. The quotation was in the sum of £2,700 and this was based on the report prepared by the Charnwood Borough Council landscape officer and included the cost of removing all waste.

RESOLVED that the quotation from Beavertree Works in the sum of £2,700 be accepted and that the work be commenced as soon as possible following receipt of the consent required from Charnwood Borough Council as the trees were all located within the Conservation area.

27. ENVIRONMENT- ADDITIONAL BINS – KINGFISHER/SPEEDWELL ROAD ESTATE

Further to the Committee meeting held on 29 January 2018, the Clerk reported that the Council’s Dog Warden had undertaken a survey of local residents on the Kingfisher/Speedwell Road Estate as well as doing a tour of the village to see where there were gaps in dog bin/litter bin provision. The Council’s Dog Warden recommended that bins be provided in the following locations:

Speedwell Road or Kingfisher Road at the junction of Leicester Road Rothley Road near Linkfield Road The Green Loughborough Road/Betty Henser’s Lane

RESOLVED that costings be obtained for four litter bins and four dog bins so that this matter can be re-considered at the next meeting of the Committee.

28. DATE AND TIME OF NEXT MEETING

The date of the next meeting was agreed for Monday 30 April 2018 at 7 pm.

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The Chairman closed the meeting at 7.40 pm.

Chairman

154. MAJOR PROJECTS WORKING PARTY

The Clerk submitted, for information, the following minutes of the meetings of the Major Projects Working Party held 27 Februry 2018 (copies of which had previously been circulated to Members):

MINUTES OF THE MEETING OF THE MOUNTSORREL MAJOR PROJECTS WORKING PARTY HELD ON TUESDAY 27 FEBRUARY 2018 AT 7 PM

IN THE PARISH ROOMS, LEICESTER ROAD MOUNTSORREL

PRESENT

Councillors: M Lemon (Chair)S. Haywood, P. Maguire, M. Pirt

Mr W Antill – (WDA Planning)

Mr. K. Foster – (Museum & Heritage Charity Trust)Mr. B. Stanton (Museum & Heritage Charity Trust)

Mr C Pink - Tarmac

Parish Clerk

14. APOLOGIES

Apologies for absence were received from Councillors P. Duffy, D. Emmins, L. Harper-Davies, R. Shepherd (CBC), Mr M Bruce (WMT)

15. MUSEUM AND HERITAGE CENTRE

(a) Mr K Foster reported that the Heritage Lottery Fund was almost complete but unfortunately the application was still in competition with a bid from the Mountsorrel and Rothley Community Heritage Centre and confirmed that this bid had now been submitted. However, the advice that had been received was that the Heritage Lottery Fund would not fund both projects in view of the proximity of both schemes.

(b) Mr B Stanton circulated the latest editions of the Mountsorrel Heritage Group newsletters for information together with a summary of the latest position regarding the project including the Lottery Fund application, the Quarry Exhibition and the Archive. He confirmed that the Mountsorrel Heritage Group were not working with or supporting the application made by the Community Heritage Centre although

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reference had been made to this in their Lottery application.

(c) Mr W Antill reported that it was essential that Heritage Lottery bid should be supported by local partners including Leicestershire County Council, Charnwood Borough Council, the Parish Council, Tarmac, Mountsorrel Educational Fund, the local schools and relevant local businesses. The Quarry achieves must be retained within the Parish as this would form the key element in the bid. He suggested perhaps a feasibility study should be undertaken and the funding for which should form part of the application to the Lottery Fund.

(d) The Chairman confirmed the decision of the Parish Council made at its meeting held on 12 February 2018 to offer, in principle, a Lease of the Parish Room building to the Heritage Trust for a period of 18 years on terms to be agreed

IT WAS AGREED that the representatives of the Mountsorrel Museum and Heritage Trust would

(a) organise a meeting with representatives of the Heritage Lottery Fund to give partnership members the opportunity to discuss the proposed application.

(b) Contact those organisations mentioned in (c) above for letters of support for the project

16. HALSTEAD ROAD PROJECT

(a) Mr W Antill outlined the details of the proposed scheme that included the provision of a cricket pitch, senior and junior football pitches and a new pavilion that included appropriate wet and dry changing facilities on the ground floor with a second floor social area with bar facilities, living accommodation and associated car parking. He highlighting the tensions that existed between Jelson Estates Limited and Charnwood Borough Council particularly regarding the specification of the cricket pitch. He advised that the proposed new pavilion would need approval of Jelson Estates and this might prove to be sensitive in view of its proposed location. He confirmed that currently Jelson were not allowing access to their part of the site. He confirmed that the whole project would be subject to a full planning application and proposed that a meeting be organised with all the local cricket and football clubs to advise them of the proposals and to obtain their support.

(b) Mr C Pink of Tarmac agreed to speak to his team regarding the latest position in connection with the project and agreed to contact Councillor Lemon once the position was known with a view to moving the project forward.

IT WAS AGREED that a presentation meeting be organised as soon as possible with representatives of the local cricket and football clubs

17. AGREED ACTIONS TO BE TAKEN FORWARD TO MOUNTSORREL PARISH COUNCIL FOR DECISIONS

There were none

18. DATE AND TIME OF NEXT MEETING

To be advised

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The Chairman closed the meeting at 9.15 pm

155. PLANNING AND HIGHWAYS COMMITTEE

The Clerk submitted the following minutes of the meeting of the Planning and Highways Committee held on 5 March 2018 (copies of which had previously been circulated to Members);

MOUNTSORREL PARISH COUNCIL

MINUTES OF THE MOUNTSORREL PLANNING AND HIGHWAYS COMMITTEE MEETING HELD ON MONDAY 5 MARCH 2018 IN THE PARISH ROOM, LEICESTER

ROAD, MOUNTSORREL COMMENCING AT 7.00PM.

PRESENT

Councillors: P Harris (Chairman)L Harper-Davies, D Emmins, S. Haywood, M Lemon, P Maguire

IN ATTENDANCE

Ms J Wainwright – Assistant

64. APOLOGIES FOR ABSENCE

Cllr Duffy

65. CONFIRMATION OF THE MINUTES OF THE PLANNING & HIGHWAYS COMMITTEE MEETING OF 5 TH FEBRUARY 2018

The minutes of the meeting held on 5 February 2018 (copies of which had previously been circulated to Members) were confirmed as being a true record of the meeting.

66. DECLARATION OF INTERESTS

There were no declarations of interests.

67. PUBLIC PARTICIPATION

There was no public participation.

68. PLANNING

P/18/0183/2 – Mr R Taliento, 18 Cross Lane – Conversion of extended semi-detached house into two dwellings and formation of car parking to front. Demolition and replacement of existing dwelling with detached garage and associated works. It was unanimously resolved not to object to the application.

P/18/0295/2 – Simon Hargraves, 161 Loughborough Road – Erection of single storey extension to rear.

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It was unanimously resolved not to object to the application.

P/18/0114/2 – Mr & Mrs Indcox, 191 Halstead Road – Erection of two storey extension to side and porch to front of dwelling.It was unanimously resolved not to object to this application.

69. OTHER PLANS RECEIVED SINCE PREPARATION OF THIS AGENDA WHERE DEADLINE FOR COMMENTS PRECLUDES DEFERMENT

P/17/2480/2 – Simon Hargraves, 161 Loughborough Road – Creation of dropped kerb to front of property.It was unanimously resolved not to object to this application.

P/18/0324/2 – Dan Senior, 109 Loughborough Road – Erection of single storey extension to rear of dwelling.It was unanimously resolved to object to this application on the following grounds:- Overdevelopment- Too close to neighbouring properties- Over imposing

P/18/0322 – Mr M Mann, Chalice Pharmacies Ltd, 99 Rothley Road – Alterations to shop front including installation of roller shutter, fenestration alterations to building, and creation of additional apartment to first floor. Installation of external staircase to first floor.

It was unanimously resolved to object to this application on the grounds of overdevelopment.

P/18/0326/2 – Michael Beattie, 14 Beaumaris Road – Erection of first floor and single storey extensions to North East side elevation of dwelling.

It was unanimously resolved not to object to this application.

P/18/0265/2 – Mr & Mrs P Sargent, 9 The Homestead – Erection of single storey extension to rear of dwelling.

It was unanimously resolved not to object to this application.

P/18/0340/2 – Mr and Mrs O’Neill, 22 Skylark Avenue – Erection of single storey front and rear extensions including part conversion of garage to habitable accommodation.

It was unanimously resolved not to object to this application.

P/18/0345/2 – Vision Projects, The Chapel, 21 Leicester Road – Remove all existing metal and timber framed windows and replace with new aluminium framed windows.

It was unanimously resolved to object to this application on the following grounds:

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- The building is in a Conservation Area and the existing window frames should be replaced with wooden (and not aluminium) frames in keeping with other buildings in the Conservation Area.

69.1 The Chairman reported that the CBC plans committee agenda scheduled for 09.03.2018 includes the following:

P/17/1542/2 – David Wilson Homes, Land off Westfield Lane, Rothley – site for residential development of up to 175 dwellings with associated works including access arrangements for cars, pedestrians and cycling, drainage, public open space, and landscaping (Outline Application) (Access only to be determined at outline stage). The recommendation is that the application be refused.

70. DECISIONS OF CHARNWOOD BOROUGH COUNCIL – 6 FEBRUARY TO 5 MARCH 2018

Granted

P/17/2313/2 – Mrs. K. Mason, 19 Strachan Close – Crown reduction by 3m to 4 Sycamore trees (T1, T2, T3 & T4). Crown reduction by 3m to 1 Walnut tree (T5), and Fell 1 Silver Birch Tree (T7) . Crown lifting to silver birch (T6) by removal of 2 lower branches over the driveway and 3 smaller lowest branches from the opposite side (Tree Preservation Order) - Grant Conditionally

2017/2572/02 (2017/VOCM/0350/LCC) – Tarmac Trading Ltd, Mountsorrel Quarry – Variation of planning permission 2016/0158/02 so as to retain, for a temporary five yearv period (to 31st December 2022), the limit on the operation of the coated roadstone plant at night-time and on a Sunday, public or bank holiday – Grant Conditionally

P/17/2156/2 – Gavin Tonks, 1 Watling Street - Various internal works and the retrospective installation of three windows – Grant Unconditionally

The Committee noted the report

71. HIGHWAYS

71.1 It was noted that Bier Road will not be gritted because this is an unadopted road.71.2 Hawthorne Road estate – this was not gritted during the recent weather conditions and the grit bin is no longer in situ. ACTION: Request Highways to replace the grit bin (this was previously sited outside the chip shop at the top of Hawthorne Road)71.3 Outside no. 2 Martin Avenue is a tree on land belonging to CBC/Highways which severely needs trimming back as it is blocking driveways.ACTION: Contact Highways and CBC

72. REPORT OF MATTERS FOR INFORMATION

1. For information only Planning Application P/18/0225/2 – 10 Heron Close – The erection of a single storey rear extension extending beyond the rear wall of the original house by 3.5m, with a maximum height of 3.5m, and height to the eaves of 2.25m.

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2. Remedial work needed to Speed Table Market Place/Sileby Road – this matter has been assigned to the Highways Officer who will carry out an inspection of the location within 14 days.

The Committee noted the contents of the report

73. CONFIRMATION OF DECISIONS TAKEN AT THIS MEETING

Resolutions under items 68, 69 and 71 above.

The Chairman closed the meeting at 7.30pm

The meeting was closed at 8.12 pm

Chairman

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