Minutes of the Annual Parish Council Meeting 6th May 2015

COLLINGBOURNE DUCIS PARISH COUNCIL MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL HELD AT COLLINGBOURNE SCHOOL ON WEDNESDAY 6 MAY 2015 Present: Cllrs K Cockerton, R Haverson, D Denis, T Greenwood, W Ropper and L Gomes, In Attendance: Mr P Gill (Clerk), Wilts Councillor C Howard, PCSO M Downham and 2 members of the public. 1. 01.15 Election of the Chairman of the Parish Council: Cllr Cockerton was elected. Proposed by Cllr Denis seconded by Cllr Haverson Agreed nem con. Cllr Cockerton then signed the Declaration of Acceptance of Office. 2. Apologies: N Williams, F Dean and N Williams. Absent: None 3. 02.15 Election of the Vice Chairman: Cllr Ropper was elected. Proposed by Cllr Cockerton seconded by Cllr Denis Agreed nem con. 4. 03.15 Minutes of last meeting held on 12 March 2015 The minutes were agreed as a true record. Proposed by Cllr Haverson seconded by Cllr Williams Agreed nem con Matters arising: 5. 04.15 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. 05.15 Appointment of Committee Members. Having considered these appointments the Members agreed to all Members to both the Planning Committee and the Finance & Property Committees Cllrs Greenwood, Cockerton and Warren were appointed to the Play Area Sub-Committee. Proposed by Cllr Cockerton seconded by Cllr Haverson Agreed nem con. 7. 06.15 Election of Committee Chairmen. Cllr Gomes was elected as the Planning Chair; Cllr Warren was elected as the Chair of the Finance & Property Chair and Cllr Greenwood was elected as the Chair of the Play Area Sub Committee. Proposed by Cllr Greenwood and seconded by Cllr Denis Agreed nem con 8. 07.15 Appointment of Representatives: Member for Highway matters: Cllr Denis Member for Paths and Rights of Way: Cllr Denis Member for Police Liaison: Cllrs Haverson Representative to Village Hall Management Committee: Cllr Gomes Representative to Tidworth Area Board & TCAP: Cllr Cockerton Representative to Community Emergency Committee: Cllr Williams. Military Liaison Representative: Cllr Greenwood Representative for Transport. Cllr Cockerton Representative for Website, Internet and IT matters. Cllr Cockerton Proposed by Cllr Denis seconded by Cllr Gomes Agreed nem con 9. 08.15 Disclosure(s) of Interests and granting of dispensations: No declarations were recorded. 10. Adjournment for public comments/questions: 8.30pm A Member of the public who is considering applying to be co-opted on to the Council asked questions regarding the duties and responsibilities of a Councillor which the Chairman answered. Meeting reconvened at 8.35pm 11. 09.15 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 FY14/15. Proposed by Cllr Haverson and seconded by Cllr Denis. Agreed nem con Annual Statement of Accounts: Having considered the Annual Statement of Accounts for FY 14/15 Members agreed to approve them. Proposed by Cllr Haverson seconded by Cllr Gomes Agreed nem con. Statement of Assurance: Having considered the Statement of Assurance the members agreed to approve the statement for FY14/15. Proposed by Cllr Gomes seconded by Cllr Denis Agreed nem con. Internal Auditor. Member agreed to appoint Mr D Beaton as the Internal Auditor for FY15/16 Proposed by Cllr Greenwood and seconded by Cllr Ropper Agreed nem con Risk Assessment & Insurance Levels: Members reviewed the risk assessment and insurance levels for FY15/16 and agreed that they were appropriate. Proposed by Cllr Cockerton seconded by Cllr Denis Agreed nem con Action: Clerk The following Bills and cheques were presented and authorised for payment: Proposed by Cllr Cockerton seconded by Cllr Williams Agreed nem con. 1471 - Wiltshire Portage (Grant) £100.00 (13 Mar 15) 1472 - Wiltshire Citizens Advice Bureau (Grant) £50.00 (13 Mar 15) 1473 - Bawden Svcs Ltd (Grounds Maintenance Mar) £548.76 (£ 91.46 VAT) (20 Mar 15) 1474 - Bawden Svcs Ltd (Litter Bins Mar) £149.16 (£24.86 VAT)( 20 Mar 15) 1476 - Mr P Gill (Computer Ink) £20.00 (£3.34 VAT) (27 Apr 15) 1477 - Mr F Andrews (Wooden Crosses) £20.00 (27 Apr 15) 1478 - Ist Clean Svcs (Bus Shelters) £24.00 (£4.00 VAT) (27 Apr 15) 1479 - WALC – (Annual Subs) £310.72 (£51.79 VAT) (27 Apr 15) 1480 - Community First (Annual insurance premium) £1168.54 (27 Apr 15) Mr P Gill (Salary & Expenses) £687.24 (6 May 15 HM Revenue & Customs (Tax & NI) £171.80 (6 May15) Precept. Receipt of 1 st Precept payment of £9,128.50 and Precept Grant of £309.55 were noted. Budget Veriment. Having noted that the Insurance had come in at £831 under budget Members agree to move the £831 to the Donations and Grant Budget Heading (4010). Proposed by Cllr Denis seconded by Cllr Gomes Agreed nem con Action: Clerk TCAP. Having considered making a contribution to help fund the TCAP co-ordinator the Members agreed to contribute £600.00 with the proviso that the contribution be returned if the post ends up being not fully funded. Cllr Cockerton agreed to write to the Chair of TCAP to this effect. Proposed by Cllr Gomes seconded by Cllr Haverson. Agreed nem con Action: Cllr Cockerton 12. 10.15 Planning Report: 15/02370/FUL - Demolition of three existing houses and replacement with a terrace of three new two bedroomed replacement dwellings at Herridge Racing Stables, Herridge, Collingbourne Ducis, SN8 3EG. Having considered the application Members agreed to not raise any objection but to make comment on the creeping growth of the accommodation on the site. Proposed by Cllr Denis Gomes seconded by Cllr Gomes Agreed nem con. 15/01500/FUL - Amended Plans/ Description at 1 Everleigh Road. Having considered the amended plans/ description Members agreed to not make any comment or raise any objections. Proposed by Cllr Gomes seconded by Cllr Haverson Agreed nem con. Action: Cllr Gomes 13. 11.15 Property Report: Recreation Ground. Play Area Equipment. Cllr Greenwood briefed Members on the status of the Play Area Equipment project in that the area had been staked out; a draft plan of action had been circulated to Members and around the Village for comment. Having considered the briefing Members agreed to authorise the Play Area Sub- Committee to spend up to 6K subject to the PC's normal tender rules and procedures. Members also directed Cllr Cockerton to bid to TAB for a Grant of 5K. Proposed by Cllr Cockerton seconded by Cllr Denis Agreed nem con Action: Sub-Committee and Cllr Cockerton Grassed Area. Having considered sharing the cost with the Cricket Club of treating the grassed area at a cost of £152.00 + VAT Members agreed to not share the cost as they did not see the need for the grassed area outside of the cricket pitch to be treated. Proposed by Cllr Cockerton seconded by Cllr Denis. Agreed nem con Action: Clerk 14. 12.15 Highway Matters. Footpaths CD 29. Cllr Denis reported that he had contacted the Rights Of Way Officer at Wilshire Council who had agreed to inspect the Footpath before the end of May. However, it should be noted there is little money available for repairs. Sunton – Kingston. Cllr Haverson report that this Footpath need maintenance work to be carried out. Cllr Cockerton agreed to inform Mr N Bancroft at Wiltshire Council with a view to having the maintenance carried out during the next Community Day. A338. Cllr Cockerton informed Members that he had been invited to attend a briefing on 11 May to hear the output from the recent options survey conducted by Wiltshire Council. In anticipation of the fact the whatever the outcomes are, they will not find favour with all and therefore the PC's intention is to hold a Public Meeting on Wed 10 June in order to for views to be canvassed from across the village. Proposed by Cllr Cockerton seconded by Cllr Haverson. Agreed nem con Action: Cllr Cockerton 15. 13.15 General Matters: Puffin Crossing. Cllr Cockerton reported that the Puffin Crossing test with the new technology has been carried out and the equipment is being ordered and the work is planned to be carried out towards the end of June. The delay is it takes six weeks for delivery of the equipment. WWI Commemorations. Cllr Cockerton reported that the Memorial Orchard continues to flourish. There are no plans for further events at this time, however a number of future events are under consideration. Complaints. No complaints received. 16. Date of next meeting. The date was confirmed as 2nd July 2015 at 7.00 pm at Collingbourne School. The meeting closed at 21.30.pm Signed: Chairman: Date: