Draft Minutes of Annual Ordinary Parish Council meeting 9th May 2016

Mtg No: 12




Cllrs M Cain, Mrs L Williams, J Evans, R Williams and Mrs K Hughes (Clerk to Council)

IN ATTENDANCE: County Cllr David Harlow, Tracy Knights (Lengthsman & Parish Footpath Officer), and 8 other residents

1. Election of Chairman. Cllr Laura Williams proposed that Cllr Mike Cain take up the position of Chairman and Cllr Richard Williams seconded it. As there were no other proposals for Chairman, Cllr M Cain was elected. The Chairman signed the Acceptance of Office of Chairman form.

2. Election of Vice Chairman. Cllr Mike Cain proposed that Cllr Richard Williams continues as Vice Chairman for another year and Cllr Julian Evans seconded it. As there were no other proposals for Vice Chairman, Cllr R Williams was re-elected.

3. Election of other offices
3.1. Internal Auditor – Clerk informed the Parish Council that Bev Hill will not be able to continue as the Parish Council’s Internal Auditor, therefore the Clerk suggested a couple of names that she would contact to ask. Clerk to report back at next meeting. Clerk to action
3.2. Representative on the Village Hall Management Committee – Cllr Mike Cain proposed and Cllr Laura Williams seconded that Cllr Richard Williams continues as Village Hall Representative. Cllr R Williams informed the Parish Council that there are very few people on the Village Hall Committee. The Parish Council agreed to help out and support the Village Hall Committee where and when they can.

4. Co-option of Councillors
4.1. There were no co-options of Councillors.

5. Apologies
5.1. There were apologies from PCO Lowri Anderson and Dave Atkinson (BBLP Locality Steward)

6. Declarations of Interest
6.1. The Clerk informed Councillors that they would need to check their Declaration of Interests Form to make sure the information was still all correct. The Councillors did this at the meeting and there were no amendments needed to be made.
6.2. None declared for the agenda items.

7. Open Discussions
7.1. View from residents:
7.1.1. A resident asked if a speed limit could be put in Sandyway. The Council informed the meeting that there is a long waiting list for speed limits and they are difficult to get approved. It was suggested if a SLOW sign could be written on the road. Clerk to look at costs of painting signage on road. Clerk to action Cllr Harlow to ask the question if we can paint “SLOW” sign on the road in St Weonards. Cllr Harlow to action
7.2. Report from West Mercia Police – they were not in attendance. Clerk to put email report on website. Clerk to action
7.3. Report from County Councillor – Cllr Harlow had sent a report by email to the Councillors prior to the meeting. Clerk to put it on the website. Clerk to action
7.4. Report from David Atkinson, Locality Steward, Balfour Beatty – Dave was not in attendance, so no report was given.
7.5. Report from Tracy Knights, Lengthsman and Parish Footpath Officer – Tracy updated Councillors on work that he has completed. He had completed some maintenance days mowing, strimming and tidying up around the village and parish.

8. The minutes from the meeting held on 18th April 2016 were adopted and signed by the Chairman.

9. Housing Project – Duchy of Cornwall
9.1. The Clerk confirmed that she had been contacted by Nick Pollock, from the Duchy of Cornwall, about arranging a date in May to meet with the Working Party and to also arrange a date for the next Community Consultation event. Clerk to action arranging convenient dates

10. Planning
10.1. The Council reviewed the Planning Application 161042 – Yew Tree Farm, Garway, Proposed milking parlour, dairy and extension to collecting yard and RESOLVED that they had no objections. Clerk to action
10.2. The Council RESOLVED to adopt the policy for the Clerk commenting on planning applications between meetings where applicable. The Clerk to be given the power to comment on behalf of the Councillors on planning application between meetings. The Clerk to discuss the planning application with Councillors and ensure the Chairman is informed about all planning applications. It was agreed that this policy would only be used in circumstances where a Parish Council Meeting could not be held to discuss the planning application.

11. Finances
11.1. The Council RESOLVED to delegating emergency power to Clerk between meetings for expenditure after discussion and consultation with two other councillors with an expenditure of up to £250
11.2. The Council RESOLVED to review the new Financial Regulations at the June meeting and the Standing Orders were reviewed and no changes were to be made. Clerk to action
11.3. The Council RESOLVED to renew the annual insurance with Came and Co for another year for £276.49. It was decided not to be tied into a 3 year deal. Cheque 100380.
11.4. To the accounts were reviewed and they did not balance. Clerk and Chairman to look at figures ready for next meeting so the Accounts could be adopted and the Audit Commission Annual Return form could be completed.
11.5. To note bank balance on 9/5/16 – £3944.68
11.6. The Council RESOLVED to pay the following invoices – Clerk to action
11.6.1. Tracy Knights, Lengthsman invoice 573 – £80, Cheque 100378
11.6.2. Clerk’s salary on a monthly instalment of £196.95 – May payment cheque 100379
11.6.3. The Council RESOLVED to look into setting up the Clerks monthly salary by Standing Order.
11.7. The Council RESOLVED to proceed with the village signage purchase order at cost of £212.33+VAT, cheque 100381. Clerk to action
11.8. The Council RESOLVED for the commemorative medals to be purchased. Clerk to action
11.9. The Council RESOLVED to finalise the amount on the internet banking amounts. Cllr L Williams to speak to HSBC Bank to find out how to get it set up. Cllr L Williams to action

12. Lengthsman Scheme
12.1. The Clerk confirmed that she had completed the maintenance budget and sent it to BBLP. Clerk to email copy to Councillors and Tracy
12.2. The Clerk confirmed that Q3 payment of £120 is still not been paid. Clerk has submitted the Q4 payment for £2463.82 (exc VAT). Clerk to action chasing up Q3 payment.

13. Parish Council meetings for next 12 months
13.1. It was agreed to continue meeting on the 2nd Monday of the month except August and January. All meetings to start at 7.30pm at St Weonards Village Hall unless otherwise informed by the Clerk. Confirmed dates are 13th June 2016, 11th July, (none in Aug), 12th Sept, 10th Oct, 14th Nov, 5th Dec, (none in Jan), 13th Feb 2017, 13th March, 10th April and 8th May (Annual Mtg). Clerk to action booking village hall and circulating dates

14. The Councillors noted the information sheet from the Clerk

15. Items for next meeting
15.1. Removing one-way system and speed limit

16. The date of next meeting is Monday 13th June 2016 at 7.30pm at St Weonards Village Hall

The Chairman declared the meeting closed at 9.40pm.