Minutes of Annual Ordinary Meeting 18th May 2021

Mtg no:  58




Cllrs M Cain (Chair), Mrs L Williams, P Gebbie, Mat Preece, Rob Bowen and Mrs K Hughes (Clerk to Council)

1. Election of Chairman. Cllr Laura Williams proposed that Cllr Mike Cain take up the position of Chairman and Cllr Pete Gebbie 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 Peter Gebbie be elected as Vice Chairman and Cllr Laura Williams seconded it. As there were no other proposals for Vice Chairman, Cllr Peter Gebbie was elected.

3. Election of other offices
3.1. Internal Auditor – Clerk informed the Parish Council that he had asked Isobelle Bevan if she would be happy to stand as Internal Audit and she confirmed she would. It was RESOLVED to appoint Isobelle Bevan to this post. Clerk to action
3.2. Representative on the Village Hall Management Committee – The Parish Council were unsure if the Village Hall Committee was still operating. Therefore, until it was confirmed the Parish Council continued to elect a representative. Cllr Mike Cain proposed and Cllr Peter Gebbie seconded that Cllr Richard Williams continues as Village Hall Representative. Cllr R Williams was appointed to this post. Clerk to confirm if Cllr R Williams happy to be re-elected on to this Committee. Clerk to action

4. Apologies
4.1. There were apologies received from Cllr R Williams and Ward Cllr Toni Fagan.

5. Declarations of Interest
5.1. The Clerk asked the Councillors to check their Declaration of Interests Form to make sure the information was up to date and inform Clerk of any changes.
5.2. None declared for the agenda items.

6. The minutes from the meeting held on 8th March 2021 were adopted and signed by the Chairman.

7. Open Discussions
7.1. Report from Ward Councillor Toni Fagan – Cllr Fagan had sent a report which the Clerk with circulate. Clerk to action
7.2. Report from James Howell, Locality Steward, Balfour Beatty – James was not in attendance, so no report.
7.3. View from residents:
7.3.1. The following had been raised with the Parish Council that the Village Hall Committee were struggling to form a committee and there is concern that there will be no Village Hall for the Community to use. Clerk to speak to HALC about what involvement/support the Parish Council can give the Committee and also speak to Cllr Fagan on her current involvement in the refurbishment of Llanwarne Village Hall. Cllr Cain will chat to members of the Village Hall Committee to find out the current costings to report back to the Council. Clerk and Cllr Cain to action
7.3.2. There were also concerns raised about the local school and how many children they currently had and if the Pre-school was going to start up again.

8. Lengthsman Scheme
8.1. Tracy Knights, Lengthsman and P3 Footpath Officer, reported that he had carried out the usual maintenance work.
8.2. The drainage grant work had been carried out across the parish to help alleviate some of the flooding hotspots/issues.
8.3. There was no immediate work identified that needed carrying out.

9. Planning
9.1. The Council To consider the following planning applications:
9.1.1. Planning application – 211155 – Land South of St Weonards – Proposed construction of 24 homes, open space, landscaping, off site path and associated works – The Council reviewed the application, and it was the same proposal that was originally submitted and had no further comments to add from the previous application..
9.1.2. Review Section 28 plan for development at land west of A466 St Weonards – reply by end of May. The Council RESOLVED with the following comments that they would not like any lights on the new adopted road. Clerk to action
9.1.3. Planning application 210991 – Orchard Barn, Broad Oak, Erection of a new oak framed garage on the existing parking area at Orchard Barn. The Council RESOLVED that they had no further comments to make to the application.
9.2. The Council RESOLVED to continue with the policy adopted for Clerk commenting on planning applications between meetings on the Council’s instruction.

10. Finances
10.1. The Council reviewed the internal auditors report on the accounts.
10.2. The Council RESOLVED to complete the Exemption from External Audit Form
10.3. To Council RESOLVED complete the governance statement Annual Audit Form
10.4. The Council RESOLVED to adopt the 2020/2021 accounts and complete the Audit Commission Annual Return
10.5. The Council noted the bank balance to be £3509.47 on the 16/5/2021.
10.6. The Council reviewed the Came&Co quote for the renewal of the annual insurance payment of £510.17. They asked the Clerk to look at alternative like for like quote that was more competitive. The Council RESOLVED for the Clerk to inform the Council of the best and most competitive quote to proceed with before the 1st June 2021. Clerk to action.
10.7. The Council noted the receipt of 1st part of Precept Payment £3450
10.8. The Council RESOLVED for the following invoices to be paid
10.8.1. Tracy Knights, Garren Services Invoice 882 £1201 exc VAT – Chq 100533
10.8.2. TW Evans and Son Invoice 2082 £2429.49+VAT – Chq 100532
10.9. To note payment of Autela Payroll Services invoice 5699 £48.20+VAT – Chq 100531
10.10. To consider payment of invoices
10.10.1. Clerks May Salary – Chq 100534
10.10.2. Zoom subscription April – £11.99 – Chq 100535
10.10.3. MT & R & GE Williams invoice for drainage digger work £250+VAT – Chq 100536
10.11. The Council considered the following financial risks to the Parish Council
10.11.1. The Council RESOLVED to review the Clerks Salary when the new yearly increase rates are released via NALC and HALC and to back date the increase for that tax year.
10.11.2. The Council RESOLVED to review Financial Regulations and Standing Orders at the July meeting. Clerk to action

11. The Councillors noted the information sheet from the Clerk
11.1. The Council noted the email and information from Fastershire.

12. Items for next meeting –Standing Orders & Financial Regs and any follow up actions from the minutes above

13. The next meeting will be the Ordinary Meeting to be held on Monday 5th July 2021 at 8pm at St Weonards Village Hall

The Chairman declared the meeting closed at 8.50pm.