© Collingbourne Ducis Parish Council 2020
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: