The Chairman welcomed all parish representatives to the Parish Council Forum.

Apologies received as listed above.

To confirm the Notes of the Parish Council Forum held on 29 January 2018

The Notes of the Parish Council Forum held on 29 January 2018 were confirmed by parish representatives and signed by the Chairman.

To discuss any matters arising from the Parish Council Forum held on 29 January 2018.

The Electoral Review had now been published. In May 2019 there would be an increase of Councillors from 26 to 27. The Council have queried the review as there were some aspects that did not seem right.

There would be a Special Parish Council Forum dedicated to St George’s Barracks on Tuesday 29 May 2018.

The Chair reminded the forum of the training that Jake Atkinson – Leicestershire and Rutland Association of Local Councils – had mentioned in the last forum, which would be held at Rutland County Council.

Councillor Training would take place on 30th August. Details of which could be found at the following website:

http://www.leicestershireandrutlandalc.gov.uk/councillor-training.html

General Data Protection/Freedom of Information training would take place on 24th September 2018, 10am-1pm. Further details could be found at the following website:

http://www.leicestershireandrutlandalc.gov.uk/data-protection-and-freedom-ofi.html

To receive updates from parish representatives on organisations they represent which might be of interest to other members of the Forum.

      i.        Mr Norman Milne, Edith Weston Parish Council, asked that the forum keep up to date with St George’s Barracks, and asked that an item regarding the Barracks be included on the next regular agenda. It was noted that Cabinet had approved the release of up to £850k of funds from capital receipts to support the redevelopment of the Officers Mess Site at St Georges Barracks up to the point where tenders are received from contractors for the development works. Mr Gordon Brown - Portfolio Holder for Regulatory Services, Waste Management, Property Services, Culture & Leisue, Finance including Revenues & Benefits and Internal Audit – noted that a master plan regarding St George’s Barracks was due in time, and would be shared with parishes and the community.

    ii.        Mr Derek Palmer, Exton & Horn Parish Council, noted he had trouble searching for information regarding the Parish Council Forum on the Rutland County Council website, items that were not relevant were showing up. Mr Gordon Brown noted that the best way to find out information regarding a particular meeting was to go to the calendar of meetings. A link to the calendar of meetings would be included on future agendas and is also given below.

http://rutlandcounty.moderngov.co.uk/mgCalendarMonthView.aspx?GL=1&bcr=1

   iii.        Mr Mark Bush, Great Casterton Parish Council, asked what the latest was on Stamford development that would pass into Rutland, as there were worries of heavy traffic through the village. Mr Gordon Brown would look into it.

To receive a presentation from Adele Wylie, the Head of Corporate Governance and Legal at Rutland County Council, briefing the Forum on the new General Data Protection Regulation (GDPR) legislation and the implications on Parish/Town Councils and Parish Meetings.

Mrs Adele Wylie – Head of Corporate Governance and Legal for Rutland County Council, provided the Forum with a presentation regarding the new General Data Protection Regulation (GDPR) legislation and the implications on Parish/Town Council and Parish Meetings.

Please find the full presentation attached.

During discussion the following points were noted:

      i.        All Parish and Town Councils would need to be registered with the Information Commissioner’s Office (ICO).

    ii.        The presentation was only an introduction to GDPR, if specialist advice is required, then the Forum would need to seek advice from the ICO.

   iii.        While GDPR would come into effect on May 25 2018, it was unknown when the UK Data Protection Bill would come into play.

   iv.        It was questioned whether Parish Meetings also had to be registered. Miss Bingham would seek clarification as to whether Parish Meetings was classed as a public authority.

    v.        Councillors could not be a Data Protection Officer (DPO) as they held data.

   vi.        Mrs Wylie stated that ICO were going to provide guidance by April, but nothing had been received yet, so most organisations would not have a DPO.

  vii.        It was noted that Parishes could share a DPO to save on costs.

viii.        Parishes were encouraged to keep an eye on the guidance and keep up to date, though there were not likely to be any changes.

   ix.        Further information can be found on the ICO website https://ico.org.uk/

Presented by Debbie Frearson, Chair of the Rutland Local History Society. This presentation will provide guidance on the resources available with respect to writing Heritage Statements when formulating Local and Neighbourhood Plans.

Ms Debbie Frearson – Rutland Local History Society – provided the Forum with a presentation on guidance on the resources available with respect to writing Heritage Statements when formulating Local and Neighbourhood Plans.

Please find the full presentation attached.

During discussion the following points were noted:

      i.        Mr Edward Baines, Ward Member for Martinsthorpe, noted it would be good for villages to nominate buildings that were new or had been restored for the annual Tony Traylen Awards.

    ii.        Ms Frearson clarified that it was possible to look at maps for evidence of historic rights of way or public footpaths, whether they have changed, and notifications of change.

   iii.        The website would be able to point people in the right direction if they could not find what they were looking for online.

To receive an update from Rutland County Councillor Nick Begy, summarising the effectiveness of the effort regarding the recent snow and weather conditions.

Mr Nick Begy - Deputy Leader of the Council and Portfolio Holder for Planning Policy & Planning Operations, Highways & Transportation and Communications – provided the Forum with a presentation regarding the recent weather conditions.

Please find the full presentation attached.

The following points were noted:

      i.        The Council does liaise with other authorities, but can’t control what they do in regards to gritting roads etc.

    ii.        Gritting routes were normally set in the autumn and published online. The Chair asked that if the Forum had ideas regarding the routes then they should feedback to the Council.

   iii.        Mr Begy noted that the Council could not cover all roads 24/7, there was no point gritting a road if there was barely any traffic.

   iv.        It was noted that there would hopefully be a new system called “Fix My Street” where the council could be notified of issues such as potholes. There was an obligation to follow up on issues raised.

To receive an update from Rutland County Councillor Gordon Brown regarding the Task and Finish Group set up to consider the relationship between Building Control and Development Control.

To seek support from those attending the Parish Council Forum regarding the attached survey which would be submitted to Government via a Sustainable Communities Act submission.

Mr Gordon Brown gave a brief introduction regarding the documents provided to the forum in the agenda. The documents provide a case for Building Control and Development Control to work together and to communicate with each other in an appropriate way.

It was noted that Mr Richard Littlejohns had written to Dominic Raab, Minister of State for Housing and Planning regarding the issue under the invitation of Sir Alan Duncan who could see no reason why there should not be better liaison between Development Control and Building Control.

The Chairman congratulated the work that had been carried out by the working group, and if the survey could be answered by surrounding councils then the finished document could be very powerful. Mr Bool would speak to the council as to what help could be provided.

To receive the Parish Briefing Paper on issues currently affecting Rutland (to be circulated at the Forum).

Parish Clerks and Representatives are asked to display the document on parish notice boards.

The Parish Briefing Paper for 16 April 2018 was circulated at the meeting.

To consider any other items of business which parish representatives may wish to raise.

The Chairman asked if parishes could send an email to the Elections Team at Rutland County Council, listing the current parish councillors and clerks. Whilst it was easy for the Elections Team to capture names at the start of the electoral government, it was noted that when a member was co-opted, not all were registered.

elections@rutland.gov.uk

Special Meeting – St George’s Barracks

Tuesday 29 May 2018 at 7.00pm

Ordinary Meeting

Monday 25 June 2018 at 7.00pm (TBC)

Potential agenda items for the Parish Council Forum should be sent to the Governance Team, Rutland County Council, Catmose, Oakham, Rutland, LE15 6HP, or emailed to governance@rutland.gov.uk

Special Parish Council Forum – St George’s Barracks

Tuesday 29 May 2018 at 7pm

Potential agenda items for the Parish Council Forum should be sent to Governance Team, Rutland County Council, Catmose, Rutland, LE15 6HP, or emailed to governance@rutland.gov.uk