Minutes of Meeting 7th May 2019

EVERLEIGH PARISH COUNCIL

Minutes of the Annual meeting of the Parish Council held

at Collingbourne Ducis School on Monday 7th May 2019

Chairman: Cllr D Bottomley

Present: Cllr K Wheeler-Mallows, Cllr J Jones, Cllr E Hudson, M Bourton,

Cllr A Earle.

In Attendance: Mr P Gill (Parish Clerk) and Wilts Cllr I Blair-Pilling

1. Election of Officers:

1.1. Chairman: 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.

2. Apologies: None

3. Disclosure of Interest. None declared.

4. Co-option. No applications received.

5. 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 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 Cllr Bottomley to be the Data Controller.

Members RESOLVED to allocate the appointments at items 5.1-5.9 above.

6. General Public. No questions asked.

7. Minutes of the Parish Council Meeting held on 12th March 2019. The minutes of the Parish Council Meeting held on 12th March 2019 signed by the Chairman as a true record.

8. Matters Arising. None that do not appear on the agenda for this meeting.

9. Correspondence. None that has been previously circulated.

10. Planning. No applications received.

11. Property.

11.1 Grass Cutting.

11.1.1 Contract. Cllr Wheeler-Mallows reported that J Bowen is up to date with the grass cutting contract and that he will continue to monitor the cutting.

Action: Cllr Wheeler-Mallows.

11.1.2 Other Areas. Cllr Hudson raised the matter of other areas being cut by

Cllrs using their own equipment and asked if cutting of these other area should be

put out to contract. Cllrs RESOLVED to defer this item to the next

meeting.

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. Action: Cllr Wheeler-Mallows.

11.3 Streetscene Minor Works. Cllr Wheeler-Mallows raised an issue to Wilts Cllr Blair-Pilling regarding the inadequate or non responses to emails that he had sent to Wilts Council Officers. In reply Wilts Cllr Blair-Pilling asked Cllr Wheeler-Mallows to e-mail him with the details in order that he could take the matter up with the relevant Officers.

Cllr Wheeler-Mallows also reported that he has very few tasks for the Parish Steward. However there are gullies and drains that need attention and that the verges on Chicks lane require cutting. Action Cllr Wheeler-Mallows.

11.4 Defibrillator. Cllr Hudson reported that the pads had been changed and the Defibrillator had been reset and is now working. She asked that if anyone sees a flashing red light on the Defibrillator that it be reported to her promptly. She also informed Cllrs that she would now register the Defibrillator with the Ambulance Service. Cllr Earle confirmed that he would construct the protection cabinet by the 31st May 19.

Action: Cllrs Hudson & Earle

12. Finance.

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

12.1.1 Balance at Lloyds CA (statement date 31 Mar 19) £3673.45

12.1.5 Reconciled Balance as at 6 May 19 £7535.15

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 18/19. The Chairman thanked Mr Keith Cockerton for carrying out the duties of Internal Auditor.

12.3 Having considered the Annual Governance Statement for year ended 31st March 2019 Cllrs RESOLVED to approve the statement.

12.4 Having considered the Accounting Statements to 31st March 2019 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 19/20 and agreed the Risk Register, Cllr Hudson asked if she could review the asset register and insurance levels with a view to assessing whether insurance policy was providing value for money. The Clerk reminded Cllrs that the assessment would need to be finalised before 31 May 19 as the current insurance policy runs out on that date. Cllrs RESOLVED that the Risk Register was appropriate and that Cllr Hudson was to assess if the insurance policy was providing value for money and to report back to Cllrs by 17 May 19 at the latest.

Action: Cllr Hudson

12.7 Having considered appointing an Internal Auditor for FY 19/20 Cllrs RESOLVED to appoint Mr Keith Cockerton. Action: Clerk

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

12.8.1 645 The Courier (Flyers 7 Apr 19) £18.05

12.8.2 646 WALC (Annual Subs) £80.62 (VAT £13.44)

12.8.3 647 P Gill (Stamps & Stationery 16 Apr 19) (VAT £0.50)

12.9 Note payments Received

12.9.1 Precept – £3673.86

12.9.2 VAT Reclaim – £311.47

Members noted receipt of the payments.

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

12.11 Having reviewed the current Standing Orders Members RESOLVED that the Standing Orders were appropriate.

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

13. Village Events.

13.1Walk the Parish Boundary Sun 19 May 19. Cllr Wheeler- Mallows reported that although all was in hand there might need to be a minor change to the route.

Action: Cllr Wheeler-Mallows.

13.2 Midsummer Tea Party Sun 23 Jun 19. Cllr Bottomley reported although this is not a PC event he is nonetheless the Council liaison for this event and that a Works Party was planned for 0930-1200 hours on Sat 15th June 2019 to tidy up the churchyard.. Action: Cllr Bottomley

13.3 Summer Party Sat 13 Jul 19. Cllr Bottomley tabled a Planning Check List which was discussed by the Cllrs following which some minor amendments were proposed and accepted. Cllr Hudson then tabled two flyer options for consideration. Option 1 was chosen by the Cllrs. Action: Cllr Bottomley & Hudson

13.4 Bonfire & Fireworks Night Sat 2 Nov 19. Having considered if the event was to be held and the possible organisation and responsibilities Cllrs RESOLVED that Cllrs Jones, Hudson and Wheeler-Mallows were to consult with Villagers by16th June 2019 on whether or not they wanted the event to be held and for feedback from villagers to be reported back to the next Council meeting.

Action: Cllrs Jones, Hudson & Wheeler-Mallows.

14. Marlborough Road Speed Limit –Atkins Report. Cllr Bottomley reminded the Council he had proposed a reduction in the speed limit from 50 to 40mph on both the A342 and Marlborough Road and that a speed limit review was approved by the Community Area Transport Group (CATG) on 14 Jan 19 and Atkins (consultants) had subsequently produced a report. Cllr Bottomley reported that the Atkins report does not support our proposals, although it admits to subjective judgement. Cllr Bottomley challenged the conclusion of the report at a CATG meeting as a result of which Cllr Bottomley, Wilts Cllr Blair-Pilling and Wilts County Officer Gareth Rogers are to have a meeting (date TBC) to review the detail of Atkins report and its conclusion. Action: Cllr Bottomley.

15. Date of Next Meeting: The date of the next meeting was confirmed as 7.00 pm on Monday 8th July 2019 at Collingbourne Ducis School.

Meeting closed at 9.15pm

Signed: date:

Name:

Chairman