© Collingbourne Ducis Parish Council 2022
COLLINGBOURNE DUCIS PARISH COUNCIL MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL HELD AT COLLINGBOURNE SCHOOL ON THURSDAY 10 MAY 2019 Present: Cllrs P Knowlson (Chairman), L Gomes, K Millard, T Greenwood, D Dennis and P Hartley In Attendance: Mr P Gill (Clerk) and 3 members of the public. 1. 01.18 Election of the Chairman of the Parish Council: There being no other nominations Cllr Knowlson was elected. Proposed by Cllr Millard seconded by Cllr Greenwood Agreed nem con Cllr Knowlson then signed the Declaration of Chairman's Acceptance of Office after which the Clerk reminded Cllr Knowlson of the need to re- confirm his reregister of interests with Wilts Council. 2. Apologies: R Haverson Absent: None 3. 02.18 Election of the Vice Chairman: There being no other nominations Cllr Hartley was elected. Proposed by Cllr Knowlson seconded by Cllr Greenwood Agreed nem con 4. 03.18 Minutes of last meeting held on 15 March 2018 After minor amendment the minutes were agreed as a true record. Proposed by Cllr Millard seconded by Cllr Gomes Agreed nem con 04.18 Matters arising: None that do not appear on the agenda 5. 05.18 Adoption of Standing Orders and Financial Regulations: The previously circulated revised Standing Orders and Financial Regulations as displayed on the Council’s website were adopted. Proposed by Cllr Knowlson seconded by Cllr Gomes. Agreed nem con Action: Clerk 6. 06.18 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 Knowlson seconded by Cllr Hartley Agreed nem con. 7. 07.18 Election of Committee Chairmen. Cllr Gomes was elected as the Planning Chair; Cllr Knowlson was elected as the Chair of the Property Committee; Cllr Dennis was elected as the Chair of the Finance Committee. Proposed by Cllr Millard and seconded by Cllr Knowlson. Agreed nem con 8. 08.18 Appointment of Representatives: Member for Highway matters: Cllr Dennis supported by Cllr Greenwood Member for Paths and Rights of Way: Cllr Dennis. Member for Police Liaison: Cllr Haverson. Representative to Village Hall Management Committee: Cllr Millard Representative to Tidworth Area Board & TCAP: Cllr Knowlson. Representative to Community Emergency Committee: Cllr Greenwood. Military Liaison Representative: Cllr Hartley. Member for Website & IT matters: Cllr Gomes with Cllr Hartley in support with Mr K Cockerton running the website on a day to day basis. Proposed by Cllr Knowlson seconded by Cllr Gomes. Agreed nem con Action: Cllrs were requested to make contact with their respective bodies ASAP with a view to finding out dates of meetings etc. The Chairman agreed to draw up a short Job Specification for each of the appointments and to circulate them to Cllrs for comment. 9. 09.18 Disclosure(s) of Interests and granting of dispensations: Cllr Knowlson and Hartley disclosed an interest in a grant application from the Collingbourne Beer Festival Committee at item 11.18 10. 10.18 Adjournment for public comments/questions: 8.20pm. A member of the public asked about the provision of grit bins to which the Chairman replied by informing the member of the public that the Council had just received a request from Wilts Council asking the Council about the provision and locations of grit bins and that Cllr Greenwood would ensure that their concerns were taken into account in formulating the Council's reply to Wilts Council. In response to a question from the same member of the public the Chairman agreed that the Parish Council would investigate the provision of a bus shelter at the bus stop at the Tidworth Road/ Everleigh Road Bus stop at its next meeting. The same member of the public asked about using the recreation ground for under 8's football team in reply to which the Clerk asked the member of the public to send him the details. The same member of the public asked who was responsible for cutting the grass on the Knapp. Although the Clerk was able to give a definitive answer at the meeting he can now confirm that the Astor/Saracen Housing Association have the responsibility and any issues should be directed there. Another member of the public from the Collingbourne Beerfest Committee then outlined the aims, funding arrangements and plans for distribution of excess income and plans to make the festival an annual event. Having heard this Cllrs agreed to consider an application for a grant later in the meeting. Meeting reconvened at 8.50pm 11. 11.18 Finance Report. 11.18.1 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. 11.18.2 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 17/18. The Chairman thanked Mr Cox for stepping in as the Internal Auditor due to the illness of the appointed Internal Auditor. Proposed by Cllr Knowlson and seconded by Cllr Dennis. Agreed nem con 11.18.3 Statement of Assurance: Having considered the Statement of Assurance the members agreed to approve the statement for FY 17/18. Proposed by Cllr Greenwood seconded by Cllr Knowlson Agreed nem con. 11.18.4 Annual Statement of Accounts: Having considered the Annual Statement of Accounts for FY 17/18 Members agreed to approve them. Proposed by Cllr Knowlson seconded by Cllr Gomes Agreed nem con. 11.18.5 Internal Auditor. Cllrs agreed to appoint Mr M Cox as the Internal Auditor for FY 18/19. Proposed by Cllr Dennis and seconded by Cllr Gomes Agreed nem con Action: Clerk Risk Assessment & Insurance Levels: Members reviewed the risk assessment and insurance levels for FY 18/19 and agreed that they were appropriate. However, there is a minor issue as to the cover for the Bus Shelters which the Cllrs authorised the Clerk to discuss with the insurer. Action: Clerk Proposed by Cllr Dennis seconded by Cllr Knowlson Agreed nem con Closure of the Scottish Widows Bank Account. Having considered closing the Scottish Widows Bank Account Cllrs agreed to close the account and transfer the balance to the current account as the administrative effort required to maintain the account outweighs the interest paid. Proposed by Cllr Greenwood and seconded by Cllr Gomes. Agreed nem con Action: Clerk Confirm Cheque Signatories. Having considered which Cllrs were to be signatories on the bank accounts Cllrs agreed that Cllrs, Dennis, Greenwood, Knowlson, Haverson, Gomes and Millard were to be the authorised signatories on the bank accounts and that Cllr Smith was to be removed. Proposed by Cllr Gomes seconded Cllr Hartley Agreed nem con Action: Clerk Reserves. Having considered setting the reserves for FY 18/19 at a level between 50%-100% of the Precept (£21,496) for FY 18/19 Cllrs agreed to set the minimum reserves level at 100% of the Precept for FY 18/19 i.e. £21,496. Proposed by Cllr Hartley seconded by Cllr Gomes. Agreed nem con The following Bills and cheques were presented and authorised for payment: 1671 SSE (Electricity 14 Mar 18) £29.20 (VAT £1.39) ` 1672 Idverde Ltd (Grounds Maintenance 29 Mar 18) £527.60 (VAT £87.93) DD BS 101 (PBWL Loan Interest £1328.13) 31 Mar 18 16073 WALC (Annual Subs 1 Apr 18) £342.52 (VAT £57.09) 1674 P Gill (Printer Cartridges 3 Apr 18) £15.00 (VAT £2.50) 1675 Mr P Gill (Salary & Expenses 24 Apr 18) £383.29 1676 HM Revenue & Customs (PAYE& NI 24 Apr 18) £95.80 1677 Idverde Ltd (Grounds Maintenance 30 Apr 18) £527.60 (VAT £87.93) 1678 P Gill (Printer Cartridges) 2 May 18 £30 (VAT £5.00) 1679 Mr P Gill (Salary & Expenses May 18) £383.29 1680 HM Revenue & Customs (PAYE& NI May 18) £95.80 Proposed by Cllr Dennis seconded by Cllr Gomes Agreed nem con. Precept. Cllrs noted the receipt of 1 st payment of Precept and Precept Grant totalling £10,748.11 VAT. Members noted the receipt of reclaim for FY 17/18 to a value of £1554.65 Section 137 Expenditure: Limit for 2017/2018. Members noted that the Ministry of Housing, Communities and Local Government (MHCLG) 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 2018-2019 is £7.86. This is the amount that results from increasing the amount of 2017-18 (£7.57) by the percentage increase in the retail index between September 2016 and September 2017, in accordance with Schedule 12B to the 1972 Act. Grants. Having considered a grant request from St Andrews Church for repairs to the church tower and roof and having been advised by the Clerk that the local Government Act 1894 precludes the Council from giving such grants the Cllrs agreed not to make a grant. Proposed by Cllr Knowlson seconded by Cllr Dennis. Agreed nem con Cllrs Knowlson and Hartley having earlier declared an interest Cllrs considered a request from the Collingbourne Beerfest for a grant in support of the purchase of a marquee for this and future events in and around the village Cllrs agreed in principle to make a grant of £1190.34 on the understanding that the grant would be returned from the income generated by the Beerfest. Proposed by Cllr Dennis seconded by Cllr Gomes. Agreed 2 abstentions As a result of this decision the Clerk informed Cllrs that as there was only £500.00 in the grants budget line (4101) there would need to be a Veriment to the budget to increase this budget code. Having considered this Cllrs agreed to decrease the Cadley Road Speeding Project line (4229) by £700 and to increase the grants budget line (4101) by £700.00 Proposed by Cllr Dennis seconded by Cllr Gomes. agreed nem con 12. 12.18 Planning Report: No planning applications had been received. 13. 13.18 Property Report: Recreation Ground. Communal and Play Areas Report. Cllr Knowlson reported that there were no problems with the communal areas and associated equipment at this time. Cllrs noted the report. Parish Steward Scheme. Cllr Greenwood reported that he had asked the Parish Steward for his email address in order to improve the efficiency of the reporting of taskings however the Parish Steward reported that he was not at liberty to divulge his email address. Cllr Green noted the issue raised by the member of the public earlier in the meeting regarding vegetation creeping on to a footpath and the need for a grit bin. Therefore communication will need to be by phone or face to face contact. Action: Cllrs Dennis and Greenwood Knowlson 14. 14.18 Highway Matters. Consultation of the Proposed Speed and Weight Limits. Cllr Greenwood reported that he has written a draft letter and is to circulate it to Cllrs for comment. Action: Cllr Greenwood Footpath CD 29. The Chairman reported that Wilts Council had with some difficulty sourced a qualified quote of £16,100 .00 + VAT for the limited repair of the footpath. The high cost of the quote was mainly due to the need for traffic control on the highway in order that an area of the highway can used for material and vehicles. Although the Cllrs considered this quote to be too high it is nonetheless the only quote that Wilts Council was able to get and it could be that Wilts Highways will "assist" with the cost. After discussion Cllr Dennis agreed to try and source other quotes. In the meantime the Chair should try to glean from Nick Cowen at Wilts Highways how much of the cost might Wilts Highways assist with. Action: Cllr Dennis and Cllr Knowlson Speed Indicator Devices. Having considered a proposal to jointly purchase with Kingston Parish Council a Speed Indicator Device (SID) Cllrs directed the Clerk to gain costs and legal requirements from Kingston. Action: Clerk 15. 15.18 General Matters: Emergency Plan. Having review the emergency plan in light of the recent severe weather Cllrs agreed that this was a once in a 10 year event then there was no need to change the emergency plan at this time. PC Website Webmaster. Having considered who was best placed to be the Council's Webmaster Cllrs agreed that it should be Cllr Gomes with Cllr Hartley in support with Mr K Cockerton running the website on a day to day basis. Moreover, it was agreed that copies on the software should be placed on Cllr Hartley's personal PC and the Clerk's PC in order to maintain redundancy in the performance of the website. Action: Cllr Gomes, Cllr Hartley, Clerk and Mr Cockerton General Data Protection Regulations. Cllr Gomes reported that she had done a lot of work in preparation of the implementation of the GDPR and was now in a position to work with the Clerk towards making the Council compliant as soon as is practicable. In the meantime she will register the Council with the Information Commissioner. Action Cllr Gomes & Clerk. Village Gates. Cllr Knowlson reported that he had now sourced a local supplier with whom he and Cllr Dennis will now engage with a view to identifying location, legal issues and costs with a view to the gates being in place by the end of August 2018. The Clerk reminded Cllrs that £4k had been budgeted for the gates. Action: Cllr Knowlson and Dennis Defibrillators. Cllr Knowlson informed Cllrs that he had sourced a supplier for the defibrillator at acost of £1366.25 + VAT plus installation and mounting costs and that the village Hall Trust had agreed that it could be mounted on one of halls walls and that it would meet the running costs.. Cllrs authorised the purchase and installation. Cllrs asked Cllr Knowlson to look at the possible requirement for a 3rd defibrillator. Proposed by Cllr Gomes seconded by Cllr Greenwood. Agreed nem con Action: Cllr Knowlson Future Projects for FY 19/20. Cllr Knowlson reported that at the March meeting he had asked Cllrs to start thinking about possible projects for FY 19/20 and beyond in order that they could be properly planned and funded; however, to date his request had met with little response Cllrs and encouraged Cllrs to put their minds to this request. That said there has been the request from a member of the public for the Council to consider the provision of a bus shelter at the bus stop at the Tidworth Road/ Everleigh Road bus stop which Cllrs agreed to consider at the next meeting. Action: Clerk Complaints. No complaints received. 17. 17.18 Date and location of next meeting. The date was confirmed as 5th July 2018 at 7.00 pm at Collingbourne Village Hall. The meeting closed at 22.25.pm Signed: Chairman: Date: