minutes 11th july 2013

Minutes of Meeting 11th July 2013

Present: Cllr K Cockerton (Chairman), Cllr D Paterson (Vice Chairman), Cllr G MacDonald, J Dowsett, D Dennis, and Cllr Haverson. In Attendance: Mr P Gill (Clerk) and two members of the public. 1. Apologies: Cllr F Dean, Cllr S Dean, Cllr J Barber-Starkey and Wiltshire County Cllr C Howard. Absent: Cllr N Williams. 2. Chairman’s announcements: The Chairman drew attention to or spoke on the following: Confirmation that his initial letter had gone out to all addresses on the Electoral Roll. 3. 28.13 Co-option. Having considered an application from Lucy Gomes and having confirmed that she had met the statutory (LGA 1972 Sect 79 & 80) eligibility requirements she was co-opted as a Member of the Council. She then signed the Declaration of Acceptance of Office (LGA 1972 Sect 83). The Clerk reminded Cllr Gomes of the legal requirement to complete a Register Interests Form on Wiltshire Council’s Website within 28 days of 11 July 2013. It was agreed that Cllr Gomes would sit on the Finance & Property Committee. Proposed Cllr Paterson by seconded by Cllr Cockerton Agreed nem con 4. 29. 13 Minutes of the last meeting. The minutes of the Meeting of the Parish Council held on 30 May 2013 having been previously circulated were agreed as a true record. Proposed by Cllr Haverson seconded by Cllr S Dean Agreed nem con 30.13 Matters arising. None that do not appear on the agenda for information only 5. 31.13 Declarations of Interest and dispensation requests: None declared. 6. 32.13. Policing Issues. In the absence of the Police no report was offered. 7. 33.13 Adjournment for public comments/questions: 7.35pm. A member of the public informed Councillors that a petition regarding the worsening traffic situation in the village had been signed by 202 people and that it had been sent with a covering letter to Clare Perry MP for consideration. After a lengthy and involved question and answer session Councillors agreed that the Council with Cllr Haverson as lead would facilitate the formation of a villager led A338 Action Group. The issue of vegetation overhanging the footpath running alongside the High Street edge of the River Bourne was raised - see item 33.18 The meeting reconvened at 8.10pm 8. 34.13 Planning Report: 13/01/061REM. Extension of time limit for existing planning permission E/10/0320/FUL for the erection of a new dwelling at 106 Cadley Road Collingbourne Ducis. Having considered the application Councillors agreed to not raise any comment or objections. Proposed by Cllr Patterson seconded by Cllr Haverson. Agreed nem con Action: Planning Ctte Chairman to inform Wilts County by 22 Jul 13 13/01/004/FUL. New Dormer window at 8 Church St Collingbourne Ducis. Having considered the application Councillors agreed to not raise any comment or objections. Proposed by Cllr Patterson seconded by Cllr Haverson. Agreed nem con Action: Planning Ctte Chairman to inform Wilts County by 22 Jul 13 Planning Application Receipt. Having discussed new distribution Councillors agreed that all Councillors were to be on the distribution list and that Cllr Haverson was to contact Wilts County Planning at developmentmanagementeast@wiltshire.gov.uk to confirm the names and email addresses of the Councillors. Action: Cllr Haverson 9. 35.13 Finance Report: The Chairman of the F& P Cttee reported that the Clerk presented the Income and Expenditure report along with Bank Reconciliations produced from the accounts package and the latest bank statements. The following cheques were noted and/or presented for authorisation as per approved contracts or IAW Standing Orders: Wiltshire Council (Grass Cutting) £699.55 Wiltshire Council (litter Contract) £363.74 Southern Electric (Recreation Ground) £22.07 R Haverson (Expenses Claim) £19.00 Mr P Gill (Salary & Expenses) £709.04 HM Revenue & Customs (Tax & NI) £211.04 Mr P Gill (Stamps) £50.00 Lexis Nexis (Arnold Baker Reference Book) £80.45 Signatories. The F& P Cttee Chairman reported that at the previous meeting having considered signatories on both bank accounts to include the removal of Mr Cox and Mr Risborough from the Scottish Widows Account Members agreed that Cllrs Dennis, Cockerton, Williams, Haverson be signatories and that that Finance and Property Committee should look for a more financially attractive account. Proposed by Cllr Dennis seconded by Cllr McDonald Agreed nem con Action: Chair F& P Cttee Action: Chair Finance & Property Cttee. Village Hall Loan. Following a short discussion the Councillors agreed to refer this item to the Finance & Property Cttee for consideration and for the Cttee to report back to the next meeting with recommendations. Proposed by Cllr Dennis seconded by Cllr McDonald Agreed nem con Action: Chair F& P Cttee Good Councillors Guide. Having considered purchasing hard copies the Councillors agreed not make the purchase. 13. 36.13 Property Report: The Chairman of the F&P Cttee reported that the following: Recreation Ground. Swing & Slide. The Chairman of the F&P Cttee reported that after investigation of the options and costs that there may be a requirement to reduce the dimensions of the football pitch and that further work is required to identify possible funding streams. Councillors agreed to refer this item to the Finance & Property Cttee for consideration and for the Cttee to report back to the next meeting with recommendations. Proposed by Cllr Cockerton seconded by Cllr MacDonald. Agreed nem con Action: Chair F& P Cttee Collingbourne FC. The Clerk informed Councillors that shortly before the meeting he had received an email which contained a number of questions and requests one of which was a request to waive the football pitch hire fee for a charity match. After consideration Councillors agreed to waive the hire fee and to refer the questions and other requests to the Finance & Property Cttee for consideration and for the Cttee to report back to the next meeting with recommendations. Proposed by Cllr Cockerton seconded by Cllr Haverson Agreed nem con Action: Chair F& P Cttee Contracts. Having considered the process for the tendering of grass cutting, litter picking and play equipment safety contracts for FY 14/17 Councillors agreed to refer this item to the Finance & Property Cttee for consideration and for the Cttee to report back to the next meeting with recommendations. Proposed by Cllr Cockerton seconded by Cllr Haverson Agreed nem con Action: Chair F& P Cttee Dog Fouling. Having considered Members agreed that the Chairman should raise the issue of dog fouling in his next “Letter to the Villagers” and agreed to refer this item to the Finance & Property Cttee for consideration and for the Cttee to report back to the next meeting with recommendations. Proposed by Cllr Patterson seconded by Cllr Haverson Agreed nem con Action: Chair F& P Cttee 14. 37.13 Highway Matters: Cllr Haverson reported that on 19th June he had met with Imogen Dallimore, Community Co- ordinator for the Tidworth Area. During the meeting they walked the A338 through the village, looking at the pot holes and other problems which were noted. On her way in Imogen Dallimore noted the damaged salt bunker on Knap Hill, this will be attended to. (It has since been removed.) The problem of heavy vehicles negotiating the Church Bends was discussed and Imogen Dallimore agreed to look the possibility of erecting signs at each end warning of, ‘Oncoming vehicles in the centre of the road’. They walked back along the footpath alongside the Bourne, which is in poor repair. Imogen Dallimore agreed to try to find out whose responsibility this is. It was noted that the weeds on the footpath by Red Roofs are now flourishing again. Finally the footpath between the Village Shop and the Roundabout is in poor repair. In places is so narrow that there is a danger of pedestrians being struck by the wing mirror of a passing vehicle. Moreover, Cllr Haverson agreed to investigate the supply of “20 is Plenty” signs. Councillors noted the report and agreed that Cllr Haverson follow up on the items raised in his report. Action: Cllr Haverson Pelican Crossing. The Chairman informed Councillors that the funding was still being processed by Wilts Council and that further news in expected in August. Councillors noted the situation. A 338. Following on from the discussion at item 33.13 Councillors agreed that the Council with Cllr Haverson as lead was to facilitate the formation of a villager led A338 Action Group. Proposed by Cllr Cockerton seconded by Cllr Patterson agreed nem con Action: Cllr Haverson 15. 38.13. Village Hall. Having considered the Terms of the Public Works Loan Board loan taken out on behalf of the Village Hall Trust the councillors agreed that this required no further action at this time. Letter to Villagers. The Chairman reported that he had written a letter to the villagers and that it had been delivered to all addresses on the Electoral Roll. A number of replies had been received and are to be considered. The Chairman will send out regular letters and will also be speaking to the children in the school about the workings of the Parish Council. Action: Cllr Cockerton Meetings. Having considered setting dates for future meetings Councillors set 12 Sep, 5 Nov and 9 Jan as dates for Parish Council Meetings of Clerk. 24 Jul for the F&P meeting with Planning Meetings to be held as required. Proposed by Cllr Patterson seconded by Cllr Dowsett. Agreed nem con Action: Clerk & All Councillors Recreation Ground. Having considered arranging a meeting with the regular users of the recreation ground Councillors agreed to refer this item to the Finance & Property Cttee for consideration and for the Cttee to report back to the next meeting with recommendations. Proposed by Cllr Patterson seconded by Cllr Dowsett Agreed nem con Action: Chair F& P Cttee 100 Year Anniversary of the outbreak of World War 1. Cllr Patterson informed Councillors that many towns and villages across the country were planning to mark the 100 Year Anniversary of the Outbreak of World War 1 and suggested that the PC consider what it might do to mark the aniversary. After discussion Councillors agreed that the War Memorial was to be refurbished, that red & white poppies were to be planted in the village verges alongside the A338 and to refer these decisions to the Finance & Property Cttee for consideration and for the Cttee to report back to the next meeting with recommendations. Proposed by Cllr Patterson seconded by Cllr Dennis Agreed nem con Action: Chair F& P Cttee Village Notes. Telephone Kiosk. After discussion Councillors agreed that the Chairman should mention this in his next letter with a view to getting a feel for the keeping or removal of the kiosk. Action: Chairman Gritbox. As indicated earlier in the meeting the box has been removed by Wilts Council. Cllr Haverson agreed to follow up on a replacement. Action: Cllr Haverson Overgrown Hedgerows. After discussion and taking into account the views of the public expressed earlier in the meeting the Councillors agreed to refer this item to the Finance & Property Cttee for action and for the Cttee to report back to the next meeting on the action taken. Replacement of Clerk. After a lengthy discussion Councillors agreed that the Chairman & Cttee Chairman were to form a selection Cttee to advertise for and recruit a new clerk with a view to the new clerk being in position by the beginning of December 13 at the latest. Proposed by Cllr Cockerton seconded by Cllr Dennis Agreed nem con Action Chairman & Cttee Chairman 16. Date of Next Meeting: The date of the next meeting was confirmed as Thursday 12 September 2013 at 7.30 pm. The meeting closed at 21.45 pm.

COLLINGBOURNE DUCIS PARISH COUNCIL MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL HELD AT COLLINGBOURNE SCHOOL ON THURSDAY 11th JULY 2013