Everleigh Parish Council Annual Meeting Minutes – 14th May 2018

EVERLEIGH PARISH COUNCIL

Minutes of the Annual meeting of the Parish Council held at Collingbourne Ducis School on Monday 14th May 2018

Chairman:     Cllr D Bottomley

Present:           Cllr K Wheeler-Mallows, Cllr T Symonds, Cllr J Jones and Cllr M Burton.

In Attendance: Mr P Gill (Parish Clerk) and Mr A Earle (potential co-optee).

 

  1. Election of Officers:

1.1.      Chairman:  Those Cllrs present having signed their Declarations of Acceptance of Office and there being no other nominations Cllr Bottomley was proposed.

Members RESOLVED to elect Cllr Bottomley as Chairman who then signed the Acceptance of Office.  

1.2.      Vice Chairman:  There being no other nominations Cllr Wheeler-Mallows was proposed.

Members RESOLVED to elect Cllr Wheeler-Mallows as Vice Chairman.

 

  1. Apologies: Cllr E Hudson

 

  1. Disclosure of Interest. None declared.

 

  1. Co-option. Following a vote and having met the statutory (LGA 1972 Sect 79 & 80) eligibility requirements Mr A Earle was co-opted as a Member of the Council.  Cllr Earle then signed the Declaration of Acceptance of Office (LGA 1972 Sect 83).  The Clerk then reminded Cllr Earle that he was required to complete the register of Members’             Interests within 28 days.

Action: Cllr Earle

 

  1. Allocation of Appointments.

5.1.      Planning Committee:

5.1.1    Members.  Cllrs Bottomley, Jones, Wheeler-Mallows and

Burton to be Members of the Planning Committee.

5.1.2    Chairman.  Cllr Bottomley to be Chairman of the Planning Committee.

5.2.      Property Committee:

5.2.1    Members.  Cllrs Wheeler-Mallows, Earle, Symonds and Hudson to be Members of the Property Committee.

5.2.2    Chairman.  Cllr Wheeler-Mallows to be Chairman of the Property Committee.

5.3       Cllr Bottomley to be the Representative to Tidworth Area Board.

5.4       Cllr Bottomley to be the Representative to Tidworth Community Area Partnership.

5.5       Cllr Bottomley to be the Representative to The Courier magazine.

5.6       Cllr Bottomley to be in charge of the grass cutting of Playground.

5.7       Cllr Wheeler-Mallows to be the Representative to NHW Scheme.

5.8       Cllr Wheeler-Mallows to be the Representative to the Wiltshire County Streetscene.

5.9       Data Protection Officer awaiting further direction on the eligibility for this appointment.

5.10     Cllr Bottomley to be the Data Controller.

 

Members RESOLVED to allocate the appointments at items 5.1-5.10 above.

 

  1. General Public. No questions asked.

 

  1. Minutes of the Parish Council Meeting held on 12th March 2018. The minutes of the Parish Council Meeting held on 12th March 2018 signed by the Chairman as a true record.

 

  1. Matters Arising.

8.1       5.1   Everleigh 13 ROW Pigleaze Dairy.  The famer has indicted that the stile is to be in place this summer.

 

  1. Correspondence. None that has been previously circulated.

 

  1. Planning.  No applications received.

 

  1. Property.

11.1   Grass Cutting.  Cllr Wheeler-Mallows reported that J Bowen is up to date with the grass cutting contract.  Cllr Wheeler-Mallows intends to raise some issues to Wilts Council regarding areas for which they have a grass cutting responsibility.

Action:  Cllr Wheeler-Mallows.

11.2    Play Area.  Cllr Wheeler-Mallows reported that the play area is in good order and that there were no areas of concern at this time. However there is a damaged bench which he is looking to get repaired.   Action:  Cllr Wheeler-Mallows.

11.3   Streetscene Minor WorksCllr Wheeler-Mallows reported that he has very few tasks for the Parish Steward.  However there are gullies and drains that need attention.  Moreover, he is to chase up Wilts Council regarding getting a Road Sweeper and a “Gully Sucker ” deployed to the village as previously requested. Action Cllr Wheeler-Mallows.

11.4   Bench A342.  Cllr Wheeler-Mallows reported that the bench on the bank opposite the WW1 memorial Stone is in need of cleaning and repair and outlined the options to the Council following which Cllrs RESOLVED  to authorise the cleaning and repair at a cost of approximately £30.00 +VAT, utilising the Playground budget.

Action:  Cllrs Wheeler-Mallows and Earle.

11.5   Village Gates & Speed Indicator Devices.  Cllr Symonds reported that he was still researching the gate options and seeking further guidance from Wilts Council with regarding the legal restraints.  The Parish Council agreed not to pursue the Speed Indicator Devices option any further.      Action:  Cllr Symonds

 

  1. Finance.

12.1    The Clerk presented a bank reconciliation and current liquidity statement as follows:

12.1.1   Balance at Lloyds CA (statement date 14 May 18) £8,164.30

12.1.5   Reconciled Balance as at 14 May 18 £7635.69

Members noted the statements but had no comment at this time.

12.2    Having reviewed the effectiveness of the internal audit in line with the guidance set out in the “Practitioners’ Guide” and the subsequent report submitted by the Internal Auditor the Cllrs RESOLVED that the internal audit was effective and to accept the Internal Auditor’s report and Page 4 of the Annual Governance and Accountability Return (AGAR) for FY 17/18.          The Chairman thanked Mr Keith Cockerton for stepping in as the Internal Auditor due to the illness of the appointed Internal Auditor.

12.3   Having considered the Annual Governance Statement for year ended 31st March 2018 Cllrs RESOLVED to approve the statement.

12.4  Having considered the Accounting Statements to 31st March 2018 Cllrs RESOLVED to approve the Accounting Statements and to congratulate the Clerk in his keeping of the accounts.

12.5  Having considered the criteria to allow the Council to certify itself as exempt from a Limited Assurance Review and having noted the advice of the Internal Auditor Cllrs RESOLVED to certify the Council as exempt from a Limited Assurance Review which negates the need for the accounts to be sent to the External Auditor.          

                                                                                                Action:  Clerk.

12.6  Having reviewed the risk assessment and insurance levels for FY 18/19 and agreed that they were appropriate Cllrs RESOLVED that they were appropriate.

12.7  Having considered appointing an Internal Auditor for FY 18/19 Cllrs RESOLVED to appoint Mr Keith Cockerton and to thank Mr David Beaton for his work in previous years.

12.8  Authorise cheques for payment and those cheques issued since last meeting or presented for payment.

12.8.1  610 WALC (Annual Subs) £88.63 (VAT £14.27)

12.8.2 611 WALC (GDPR Briefing) £42.00 (VAT £7.00)

12.8.3 612 The Courier (Flyer Printing) £25.90.

12.8.4 613 D Bottomley (Lawnmower fuel) £21.50 (VAT) £3.58

12.8.5  615 P Gill (Clerk’s Salary & Expenses 8 May 17) £303.68

12.8.6  616 HMRC (Clerk’s PAYE 8 May 17) £75.80

12.9  Note payments Received

12.9.1  Precept – £3448.01

12.9.2  VAT Reclaim – £283.05

Members noted receipt of the payments.

12.10  Having considered the list of authorised Bank Signatories Members RESOLVED that Cllrs Bottomley, Hudson, Jones, Wheeler-Mallows and Symonds be the authorised Bank Signatories.

12.11  Having considered the previously circulated revised and updated Standing Orders Members RESOLVED that the Standing Orders as circulated be adopted.

12.12 Having reviewed the previously circulated Financial Regulations Members RESOLVED that the Financial Regulations were appropriate.

12.13  Section 137 Expenditure: Limit for 2018/2019.  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.

 

  1. Village Events.

13.1     Village Litter Pick and Playground Work Parties Sat 14 Apr 18.  There was a combined total of 23 volunteers for these two work parties – a record turnout in recent memory. 18 bags of rubbish were collected from the verges of all arterial roads approaching and running through the village. At the playground the shelter, bench and equipments were all cleaned and given a lick of paint.  Well done to all those who turned out for this very worthwhile community event!

13.2     Midsummer Tea Party Sat 23 Jun 18.  Although this is not a Council led event it is nonetheless a major village event for which the Council has previously agreed to fund the next flyer.  The Tea Party is being organised by Robert & Elizabeth East and is to run from 2.00pm-5.00pm.  There is to be a works party on Sat 16 Jun staring at 9.00am for which volunteers are requested.

13.3     Summer Party Sat 14 Jul 18.  Cllr Bottomley tabled a draft planning check list.  After discussion Members RESOLVED to accept the planning check list and Cllr Bottomley will produce a responsibility matrix.            Action: Cllr Bottomley

          

  1. General Data Protection Regulations (GDPR). In the absence of Cllr Hudson, Cllr Bottomley briefed Cllrs on the output from a GDPR seminar which Cllr Hudson had attended on 18th April 2018. Key points:

14.1    GDPR – Take a balanced approach:  use common sense;  this is an evolving

journey;  keep in perspective – Everleigh is a tiny village; take a pragmatic approach.

14.2    Utilise the BCC function more to protect e-mail addresses, as per Cllr Hudson’s

recent guidance issued to Cllrs.

14.3   The requirement to have a Data Protection Officer is under review and further

direction is awaited.

14.4    Having considered how the Council communicates with villagers Cllrs

               RESOLVED not to maintain a database contact list of villagers but to continue

               communication with them in line with current practice, ie utilising flyers, the Courier

               and the village web site.                                               Action:  Cllr Bottomley.

           

 

 

 

 

 

                       

  1. Marlborough Road Speed Limit. Cllr Bottomley reported that he is to meet with some of the residents of Marlborough Road on 30 May 18.  Cllrs agreed to support a reduction in the speed limit but felt unable to offer any financial support.  Action: Cllr Bottomley.

 

  1. Date of Next Meeting: The date of the next meeting was confirmed as 7.00 pm on Monday 9th July 2018 at Collingbourne Ducis School.

 

Meeting closed at 9.00pm

 

 

Signed:                                                                                     date:

 

Name:

 

Chairman