Minutes of Meeting 12th May 2016

COLLINGBOURNE DUCIS PARISH COUNCIL MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL HELD AT COLLINGBOURNE SCHOOL ON THURSDAY 12 MAY 2016 Present: Cllrs K Cockerton, R Haverson, D Dennis, N Williams, W Ropper, A Fordham and M Fordham In Attendance: Mr P Gill (Clerk), Mr P Knowlson (Co-optee) and 3 members of the public. 1. 01.16 Election of the Chairman of the Parish Council: Cllr Cockerton was elected. Proposed by Cllr Dennis seconded by Cllr Haverson Agreed nem con Cllr Cockerton then signed the Declaration of Acceptance of Office. 2. Apologies: Cllr L Gomes, Cllr T Greenwood, Wilts Cllr C Howard and P Sgt Faircloth Absent: None 3. 02.16 Election of the Vice Chairman: Cllr Ropper was elected. Proposed by Cllr Cockerton seconded by Cllr Dennis Agreed nem con 4. 03.16 Minutes of last meeting held on 10 March 2016 The minutes were agreed as a true record. Proposed by Cllr Haverson seconded by Cllr Williams Agreed nem con Matters arising: 5. 04.16 Adoption of Standing Orders and Financial Regulations: The Standing Orders and Financial Regulations as displayed on the Council’s website were adopted. Proposed by Cllr Cockerton seconded by Cllr Ropper. Agreed nem con 6. 05.16 Appointment of Committee Members. Having considered these appointments the Members agreed that all Members be on the Planning Committee and the Finance & Property Committees. Proposed by Cllr Cockerton seconded by Cllr Haverson Agreed nem con. 7. 06.16 Election of Committee Chairmen. Cllr Gomes was elected as the Planning Chair; Cllr Warren was elected as the Chair of the Property Committee; Cllr Dennis was elected as the Chair of the Finance Committee. Proposed by Cllr Williams and seconded by Cllr Cockerton. Agreed nem con 8. 07.16 Appointment of Representatives: Member for Highway matters: Cllr Haverson Member for Paths and Rights of Way: Cllr Warren Member for Police Liaison: Cllr A Fordham. Representative to Village Hall Management Committee: Cllr Cockerton Representative to Tidworth Area Board & TCAP: Cllr Cockerton Representative to Community Emergency Committee: Cllr Ropper Military Liaison Representative: Cllr Greenwood Representative for Transport. Cllr P Knowlson. Representative for Website, Internet and IT matters. Cllr Cockerton Proposed by Cllr Dennis seconded by Cllr A Fordham Agreed nem con 9. 08.16 Disclosure(s) of Interests and granting of dispensations: No declarations were recorded. 10. Adjournment for public comments/questions: 8.02pm - No questions asked. Meeting reconvened at 8.03pm 11. 09.16 Finance Report. The Clerk presented the Income and Expenditure report for April along with Bank Reconciliations produced from the accounts package and the latest bank statements which the Members noted. Internal Audit. Having reviewed the effectiveness of the internal audit in line with the guidance set out in the “Practitioners’ Guide” and the report from the Internal Auditor the Members considered the internal audit to be effective and accepted the Internal Auditor’s Report for FY 15/16. Proposed by Cllr Haverson and seconded by Cllr Dennis. Agreed nem con Statement of Assurance: Having considered the Statement of Assurance the members agreed to approve the statement for FY 15/16. Annual Statement of Accounts: Having considered the Annual Statement of Accounts for FY 15/16 Members agreed to approve them. Proposed by Cllr M Fordham seconded by Cllr Cockerton Agreed nem con. Internal Auditor. Member agreed to appoint Mr D Beaton as the Internal Auditor for FY 16/17 Proposed by Cllr Haverson and seconded by Cllr Ropper Agreed nem con Risk Assessment & Insurance Levels: Members reviewed the risk assessment and insurance levels for FY 16/17 and agreed that they were appropriate. Proposed by Cllr Cockerton seconded by Cllr Dennis Agreed nem con Confirm Cheque Signatories. Having considered which Cllrs were to be signatories on the bank accounts Cllrs agreed that Cllrs Cockerton, Dennis, Haverson, Williams and Warren were to be the authorised signatories on the bank accounts. Proposed by Cllr A Fordham seconded Cllr M Fordham. Agreed nem con Reserves. Having considered setting the reserves for FY 16/17 at a level between 50%-100% of the Precept (£20,047.22) for FY 16/17 Cllrs agreed to set the reserves level at 65% of the Precept for FY 16/17 i.e. £13k. Proposed by Cllr Dennis seconded by Cllr A Fordham. The following Bills and cheques were presented and authorised for payment: 1540 - Collingbourne C of E Primary School (Project Grant) £500.00 (10 Mar 16) 1541 - Bawden Svcs Ltd (Gds Maintenance & Bin Emptying £679.92 (8 Mar 16) VAT 116.32 1542 - Community First (Annual insurance premium) £1395.84 (1 Jun 16) VAT 51.50 1543 - WALC – (Annual Subs) £308.40 (1 Apr 16) (£51.79 VAT) 1544 - Bawden Svcs Ltd (Gds Maintenance & Bin Emptying £668.88 (29 Apr 16) VAT 116.32 1545 - Mr P Gill (Salary & Expenses) £687.24(12 May) 1546 - HM Revenue & Customs (Tax & NI £171.80) (12 May) 1547 - Mr P Gill (Printer Carts) 17.00 (12 May) VAT 2.83 Proposed by Cllr Cockerton seconded by Cllr Williams Agreed nem con. St Andrews Church PCC. Having considered a request from St Andrews PCC for £500.00 in support of grass cutting and a new safe Cllrs agreed to make a donation of £300.00 to St Andrews PCC. Proposed by Cllr Cockerton seconded by Cllr Dennis. 5 for 4 against. Bobby Van Trust. Having considered a grant request from the Bobby Van Trust Cllrs agreed not to make a grant to the Bobby Van Trust at this time. Cllrs further agreed that they would investigate the Trust in some detail and that the request was to be held over to the next meeting. Proposed by Cllr Warren seconded by Cllr Williams Agreed nem con Precept. Cllrs noted the receipt of 1 st payment of Precept and Precept Grant totalling £10,079.22. VAT. Members noted the receipt of reclaim for FY 15/16 to a value of £4,985.68 Section 137 Expenditure: Limit for 2016/2017. Cllrs noted that The Department for Communities and Local Government has confirmed that the appropriate sum for parish councils for the purposes of section 137(4)(a) of the Local Government Act 1972 (“the 1972”) for 2016-2017 is £7.42. This is the amount that results from increasing the amount for 2015-2016 (£7.36) by 0.8% - the percentage increase in the retail index between September 2014 and September 2015, in accordance with Schedule 12B to the 1972 Act. 12. 10.16 Planning Report: 15/12124/FUL & 15/12127/LBC - Single Story Extension & 3 Car Garage and new access at Sally Lunns 68 Cadley Rd. Having previously considered the above application Cllrs agreed not to raise any Proposed by Cllr Cockerton seconded by Cllr Ropper. 13. 11.16 Property Report: Recreation Ground. Communal Areas Report. Cllr Warren tabled a report as at 12 May 16 which showed no problems with the communal areas and associated equipment. Cllrs noted the report. Grassed Area. The Clerk informed Cllrs that the revised quote to treat the recreation ground with herbicide was £346.00 +VAT of which the Collingbourne CC has agreed to pay £208.00 and requested that Cllrs authorise the work to take place. Cllrs authorised the work to take place with the Council paying the full amount and recovering the £208.00 from Collingbourne CC and the VAT. proposed by Cllr Cockerton seconded by Cllr Williams Agreed nem con 14. 12.16 Highway Matters. Footpaths CD 29. Cllr Dennis reported that the footpaths requires an application of weed killer prior to the repairs taking place. 15. 13.16 Neighbourhood Plan. Having considered developing a Neighbourhood Plan for the village Cllrs agreed that effort and costs involved were too great at this time. Proposed by Cllr Cockerton seconded by Cllr Warren. Agreed nem con 16. 14.16 General Matters: Internet Provider. Cllr Cockerton briefed Cllrs on possible options for a new provider and after discussion Cllrs agreed that Inmotion be selected as the new provider and that Cllr Cockerton was to make the necessary arrangement to engage the new provider at an estimated annual cost of £100. 00. Cllr Cockerton agreed to investigate if the £100.00 included VAT. Proposed by Cllr A Fordham seconded by Cllr Dennis. Agreed nem con Action: Cllr Cockerton Village Community Event 2016. Having considered what type of event and where and when it was to be held Cllrs agreed that the event was to be a "Big Xmas Brunch" with further details and lead Cllr to be discussed at the next meeting. Speed Watch Scheme. Cllr Dennis agreed to contact a possible volunteer with a view to explaining what is required and whether they wish to take the lead on the Speed Watch Scheme. Action: Cllr Dennis Emergency Plan. Cllrs agreed that Cllr Ropper was take this forward assisted by Cllrs Haverson and M Fordham and to provide an update at the next meeting. Action: Cllr Ropper Burial Ground. Cllr Cockerton briefed Cllr on a proposal for A Burial Ground Lighting Project that had been drafted by Mr M Cox. Having considered the proposal Cllrs agreed that the proposal as drafted was to be taken forward and directed Cllr Cockerton to work with Mr Cox to have the lighting installed at a cost not to exceed £1000.00 +VAT and that Cllr Cockerton was to bid to TAB for a grant in support of the project. Proposed by Cllr A Fordham seconded by Cllr M Fordham. Agreed Nem con Action: Cllr Cockerton Complaints. No complaints received. 17. 15.16 Co-option. Having considered an application from Mr Peter Knowlson and having confirmed that he had met the statutory (LGA 1972 Sect 79 & 80) eligibility requirements he was co-opted as a Member of the Council. Cllr Knowlson signed the Declaration of Acceptance of Office (LGA 1972 Sect 83). The Clerk informed Knowlson of the legal requirement to complete a Register Interests Form on Wiltshire Council’s Website within 28 days of signing the Declaration of Acceptance of Office. Proposed by Cllr Cockerton seconded by Cllr Dennis Agreed nem con 18. 16.16 Date of next meeting. The date was confirmed as 7th July 2016 at 7.00 pm at Collingbourne School. The meeting closed at 21.50.pm Signed: Chairman: Date: