© Collingbourne Ducis Parish Council 2017
Minutes of Meeting 11th May 2017
  COLLINGBOURNE DUCIS PARISH COUNCIL MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL HELD AT COLLINGBOURNE SCHOOL ON THURSDAY 11 MAY 2017 Present: Cllrs K Cockerton (Retiring Chairman),  A Smith, R Haverson, P Knowlson, L Gomes, T Greenwood In Attendance: Mr P Gill (Clerk), PCSO M Downham, D Dennis & K Millard (Possible Co-optees) and 6 members of the public. 1. 01.17 Election of the Chairman of the Parish Council:  All Cllrs having signed their Declaration of Acceptances of Office Cllr Smith was elected.  Proposed by Cllr Knowlson seconded by Cllr Gomes Agreed nem con Cllr Smith then signed the Declaration of Chairman's Acceptance of Office after which the Clerk reminded Cllrs of the need to re-confirm their reregister of interests with Wilts Council. 2.  Apologies: PC L Wileman Absent:  None 3. 02.17 Election of the Vice Chairman:  Cllr Knowlson was elected. Proposed by Cllr Smith seconded by Cllr Greenwood Agreed nem con 4. 03.17 Minutes of last meeting held on 9 March 2017 The minutes were agreed as a true record. Proposed by Cllr Haverson seconded by Cllr Smith Agreed nem con Matters arising: None that do not appear on the agenda 5. 04.17 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 Smith seconded by Cllr Gomes. Agreed nem con Action:  Cl 6. 05.17 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 Smith seconded by Cllr Haverson Agreed nem con. 7. 06.17 Election of Committee Chairmen.  Cllr Gomes was elected as the Planning Chair; Cllr Knowlson was elected as the Chair of the Property Committee; No Cllr was elected as the Chair of the Finance Committee;  however it maybe that if Mr Dennis is co-opted later in the meeting he may wish to be elected as the Chair of the Finance Committee. Proposed by Cllr Haverson and seconded by Cllr Smith. Agreed nem con 8. 07.17 Appointment of Representatives: Member for Highway matters:  TBC at July meeting. Member for Paths and Rights of Way:  TBC at July meeting. Member for Police Liaison:  TBC at July meeting. Representative to Village Hall Management Committee:  TBC at July meeting. Representative to Tidworth Area Board & TCAP:  Cllr Smith TBC at July meeting. Representative to Community Emergency Committee:  TBC at July meeting. Military Liaison Representative:  TBC at July meeting. Representative for Transport.  TBC at July meeting. Representative for Website, Internet and IT matters.  TBC at July meeting. Having considered the appointment of the above Representatives Cllrs agreed that this item should be deferred to the July meeting in order that proper job specification could be drawn up for each of the appointments.  Cllr Smith agreed to allocate the tasks of drawing up the job specifications to individual Cllrs and for those Cllrs to prepare draft job specifications and to present them for consideration at the next Council meeting.  In the meantime it was agreed that Cllr Smith was to be the Representative to Tidworth Area Board & TCAP. Proposed by Cllr Smith seconded by Cllr Knowlson             Agreed nem con Action:  Cllr Smith 9. 08.17  Disclosure(s) of Interests and granting of dispensations:  Cllr Smith declared a pecuniary interest in planning application 17/03576/FUL: Proposed ground floor side and rear extension at 2 Gilberts Piece.  10. Adjournment for public comments/questions:  8.05pm.  A number of the members of the public made comments on the proposal at item 12.17 being the consideration of a possible change to on/off times of Street Lighting Street lighting in Saunders Meadows.  Their comments centred on how they felt that change in the timings or reduction in the numbers of lights being on would have a major negative impact on their safety and security and well being.  The Chairman answered questions on the decision making process and thanked them for their comments which the council had noted. Meeting reconvened at 8.15pm 11. 09.17 Finance Report. 09.17.1 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. 09.17.2 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 16/17. Proposed by Cllr Haverson and seconded by Cllr Smith. Agreed nem con           09.17.3  Statement of Assurance:  Having considered the Statement of Assurance the members agreed to approve the statement for FY 16/17. Proposed by Cllr Greenwood seconded by Cllr Knowlson Agreed nem con. 09.17.4  Annual Statement of Accounts:  Having considered the Annual Statement of Accounts for FY 16/17 Members agreed to approve them. Proposed by Cllr Smith seconded by Cllr Gomes Agreed nem con. 09.17.5  Internal Auditor.  Member agreed to appoint Mr D Beaton as the Internal Auditor for FY 17/18 Proposed by Cllr Haverson and seconded by Cllr Smith Agreed nem con Action:  Clerk Risk Assessment & Insurance Levels:  Members reviewed the risk assessment and insurance levels for FY 17/18 and agreed that they were appropriate. Action:  Clerk Proposed by Cllr Smith seconded by Cllr Knowlson Agreed nem con Confirm Cheque Signatories.  Having considered which Cllrs were to be signatories on the bank accounts Cllrs agreed that Cllrs Smith, Greenwood, Knowlson, Haverson were to be the authorised signatories on the bank accounts. Proposed by Cllr Haverson seconded Cllr Smith. Agreed nem con   Action:  Clerk Reserves.  Having considered setting the reserves for FY 17/18 at a level between 50%-100% of the Precept (£20,579.00) for FY 17/18 Cllrs agreed to set the minimum reserves level at 65% of the Precept for FY 17/18 i.e. £13,376. Proposed by Cllr Smith seconded by Cllr Gomes. Agreed nem con The following Bills and cheques were presented and authorised for payment: 1601 Collingbourne School (Part payment of School Lighting 8 Mar 17) £89.42 (VAT £4.26) 1602 The Courier (Xmas Big Bruch Flyer 13 Mar 17) £12.00 1603 Replacement for Ch No 1581 lost in post (TCAP Donation 7 Nov 16) £250.00 1604  Bawden Contracting Svcs Ltd (Grass & Bins Mar 17) £697.92 (VAT 3116.32) 1605  SSE (Electricity 9 Mar 17) £9.46 (VAT  £0.45) 1606 Taits Printers (Road Works Flyers 23 Mar 17) £85.00 1607 WALC (Annual subs 1 Apr 17) £324.05 (VAT £54.01) 1608 Community 1st (Insurance 1 June 17) £1454.11 1609 Idverde Ltd (Grounds Maintenance 27 Apr 17) £527.60 1610 Mr P Gill (Salary & Expenses Apr 17) £690.50 1611 HM Revenue & Customs (PAYE& NI Apr 17) £197.87 Proposed by Cllr Smith seconded by Cllr Haverson Agreed nem con. Precept.  Cllrs noted the receipt of 1st payment of Precept and Precept Grant totalling £10,289.50 VAT.  Members noted the receipt of reclaim for FY 16/17 to a value of £1644.35 Section 137 Expenditure: Limit for 2017/2018.  Members 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 Act”) for 2017-2018 is £7.57.  This is the amount that results from increasing the amount for 2016-2017 (£7.42) by 2.0% - the percentage increase in the retail index between September 2015 and September 2016, in accordance with Schedule 12B to the 1972 Act. Lighting Scheme Proposal.  The Clerk informed Cllrs that although he had sent the agenda to the School on 14 April and called the School on 9 May to reminder them of the meeting no report on the costs were received.  Cllrs agreed to defer this item to the next meeting. Action:  Clerk Grants.  No grant requests had been received. 12. 10.17  Planning Report: 17/03576/FUL: Proposed ground floor side and rear extension at 2 Gilberts Piece.  Cllr Smith having declared a pecuniary interest then left the room at 8.40pm and Cllr Knowlson the  Vice Chairman took the Chair.  Having discussed the application Cllrs agreed not to raise any objections. Proposed by Cllr Gomes seconded by Cllr Greenwood. Action:  Cllr Gomes Cllr Smith rejoined the meeting and took the Chair at 8.45pm 17/03608/VAR:  Application for Variation of Condition - Removal of agricultural tie restriction on the property at Corner Patch, Blackmore Lane, Ludgershall, Andover, Wiltshire, SP11 9PR.  As this application has only been received on 9 May Cllrs agreed that they need more time to consider the application and Cllr Gomes agreed to review the application and circulate her findings/comments to Cllrs in time for them to reply and for her to meet the reply by date of 5 June. Proposed by Cllr Gomes seconded by Cllr Haverson. Action:  Cllr Gomes 13. 11.17   Property Report: Recreation Ground.   Communal and Play Areas Report.  Cllr Knowlson tabled a report as at 1 May 17 which showed no problems with the communal areas and associated equipment.  Cllrs noted the report. Parish Steward Scheme.  Cllr Knowlson reported that he had yet to get fully on board with this responsibility however he is planning to meet with Keith Cockerton in order to rectify the situation.  Action:  Cllr Knowlson Grass Cutting & Bin Emptying Contract Apr 17- Apr 20.  Cllr Knowlson reported that the general requirements of the contract have been met to date he was not sure if the inspection for general safety element of the contract was being met as no report had been received from the contractor.  The Clerk agreed to contact the contractor regarding the compliance with this element the contract. Action:  Clerk Cllr Haverson left the meeting at 8.55. 14. 12.17  Highway Matters.   Street lighting in Saunders Meadows.  The Chairman gave a brief outline of the background to this item in that a Member of the Public who is resident of Saunders Meadow had asked the Council at the March 17 Council meeting if the street lights in Saunders Meadow could be turned off between 11.00pm or midnight and dawn all year round (To be considered as Option 1).  The Council considered the request and the Chair replied by asking the Member of the Public to gather support from other residents and present it to the Clerk for sending to Wilts Council for consideration.  The Resident duly supplied the Clerk with a petition with 16 signatures of other residents of which 10 were for and 6 against.  The Clerk sent the petition to Wilts Council Highways for consideration who responded by saying that the only light unit that they required to be on all night was unit 1 of the 5 located in Saunders Meadow.  However, they recommended that unit 3 also be left on as it was close to the  turning area in the middle of Saunders Meadow.  (To be considered as Option 2) The reply from Wilts Council was circulated to all those who had emailed the Council and a copy was placed on the PC Website and Notice board and placed on the agenda for this meeting.  The Resident who made the initial request then replied suggesting that light units 1 , and either 3 or 4 remain on their current timings and the remainder are changed to be switched off in the late evening.  (To be discussed as Option 3) During this time a number of residents emailed the Council raising major concerns regarding their safety, security and well being and requested that there be no change to the light timings.  (To be considered as option 4).  Cllrs then went on to discuss the emails received from the various residents, Wilts Council and the comments made earlier in the meeting by those residents attending the meeting.  Cllrs then discussed the merits of each option in turn and after a vote Cllrs agreed that when balancing the competing interests of benefit to the environment and reduction in cost against the safety, security and overall well being of the residents they supported option 4. Cllrs directed the Clerk to inform those residents who had emailed the Council and Wilts Council Highways that the Council supported option 4. Proposed by Cllr Smith seconded by Cllr Gomes Agreed nem con       Clerk Highways Sub Committee.  Cllr Greenwood reported that this item was on hold until the repairs to the A338 were complete.  Cllrs agreed to defer this item to the next meeting and in the meantime he agreed to recalculate his draft letter to Cllrs. Action:  Cllr Greenwood Footpath CD 29.  The Clerk reported that the footpath requires a further application of weed killer prior to the repairs taking place.  Cllrs agreed that once the Highways Representative had been appointed they were to write to Wiltshire to ascertain the ownership of Footpath CD 29 and who has the legal responsibility for repair. Action:  Highways Representative (TBC) 15. 13.17 General Matters: PC Website Webmaster.  Having considered who was best placed to be the Council's Webmaster Cllrs agreed that for the time being it should be Mr Keith Cockerton who has already expressed his agreement with this arrangement.  However, Cllrs were of the opinion that a Cllr should have a direct responsibility for the Website and supporting Mr Cockerton and Cllr Knowlson agreed to take on this responsibility.  Action:  Cllr Knowlson and Mr Cockerton Complaints.  No complaints received. 16. 14.17 Co-option.  Having considered applications from Mr D Dennis and Mr K Millard and having confirmed that they had met the statutory (LGA 1972 Sect 79 & 80) eligibility requirements they was co-opted as a Member of the Council.  Cllr Dennis and Millard have yet to sign the Declaration of Acceptance of Office (LGA 1972 Sect 83) for which the Clerk was to make the necessary arrangements.  The Clerk informed Cllrs Dennis and Millard 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. Following this Cllr Dennis was elected as the Chair of the Finance Committee and was to be added to the list of bank signatories. Proposed by Cllr Smith seconded by Cllr Greenwood Agreed nem conAction:  Cllrs Dennis and Millard and Clerk 17. 15.17 Date of next meeting.  The date was confirmed as 6th July 2017 at 7.00 pm at Collingbourne School. The meeting closed at 21.55.pm Signed: Chairman: Date: