© Collingbourne Ducis Parish Council 2017
Minutes of the Annual Meeting 6th July 2017
COLLINGBOURNE DUCIS PARISH COUNCIL MINUTES OF THE PARISH COUNCIL MEETING HELD IN COLLINGBOURNE PRIMARY SCHOOLON THURSDAY 6 JULY 2017 AT 7.30 pm     Present:  Cllr A Smith (Chairman), Cllr P Knowlson (Vice Chairman), Cllr D Dennis, Cllr L Gomes and Cllr K Millard. In Attendance: Mr P Gill (Clerk), Wilts Cllr I Blair-Pilling and one member of the public. 1. Apologies:   Cllr T Greenwood and PC L Wileman. 2. Chairman’s announcements: The Chairman drew attention to or spoke on the following: His decision to stand down as Chairman due to personal reasons; however he intends to remain a fully committed Cllr. 1. 16.17 Election of Chairman.  Following the resignation of the Chairman Cllr P Knowlson was elected for the remainder of the Parish Council Year with Cllr Haverson as Vice Chair.  Cllr P Knowlson then signed the Chairman's Acceptance of Office. Proposed by Cllr Gomes seconded by Cllr Dennis. Agreed Nem con 1. 17.17  Minutes of the last meeting.  The minutes of the Meeting of the Parish Council held on 11 May 2017 having been previously circulated were agreed as a true record.  Proposed by Cllr Smith seconded by Cllr Knowlson                Agreed nem con 18.17  Matters arising.   None that do not appear on the agenda. 1. 19.17  Declarations of Interest and dispensation requests:  None declared.   1. 20.17  APPOINTMENT REPRESENTATIVES: Appointment of member for Highway and Transport matters. Cllr Dennis supported by Cllr Greenwood Appointment of member for Paths and Rights of Way.  Cllr Dennis Appointment of member for Police Liaison. Cllr Haverson Appointment of representative to Village Hall Management Committee. Cllr Millard Appointment Tidworth Area Board and TCAP representative.  Cllr Knowlson Appointment of representative to Community Emergency Committee.  Cllr Greenwood Appointment of member for Military Liaison.  Cllr Smith Appointment of Member for Website, Internet & IT matters.  Cllr Gomes with Mr K Cockerton running the website on a day to day basis. Proposed by Cllr Dennis seconded by Cllr Gomes             Agreed nem con Action:  Cllrs are requested to make contact with their respective bodies ASAP with a view to finding out dates of meetings etc.  The Chairman indicated that there was a requirement to draw up a short job specification for each of the appointments but it was not made clear who would do this. 1. 21.17 Policing Issues.  In the absence of a police representative the Chairman summarised the monthly report submitted by PC Wileman highlighting the issue with the 101 call handling, the current priorities and target patrols which are Tidworth and Ludgershall centric and the one reported crime in Collingbourne Ducis of the use of a catapult to cause damage to a motor vehicle.  Cllr Haverson as the Police Liaison Representative agreed to scrutinise these reports in future and to attend the priority setting meetings held quarterly by the Community Policing Team. Action:  Cllr Haverson  1.  Adjournment for public comments/questions: 7.40 pm  Wilts Cllr Blair-Pilling reported on the Advance notice of the consultation of Wiltshire Hosing Site  Allocations Plan, The Draft Business plan which is out for comment to Town and Parish Councils and in essence is a continuation of the existing plan, request for possible sites for WW1 Commemorative Trees and the need for better communication by town and Parish Councils with the TAB Community Engagement Manager (Mr Marc Read) in order that he can deliver an enhanced service.  He also spoke in support of the local Community Policing Team, the reduction of the TCAP meetings to twice yearly and the known issues with the major north/south routes in the county. He also reported on the removal of scrap cars and scrap debris that was reported to him by a villager.  The issue is in hand however the legal process to have them removed is rather cumbersome but he is on it.  The Chairman thanked the members of the public for attending and thanked Wilts Cllr Blair-Pilling for his report. The meeting reconvened at 8.00 pm 22.17 Finance Report: The Chairman of the Finance Cttee reported that the Clerk had presented and circulated the Income and Expenditure report along with Bank Reconciliations produced from the accounts package and the latest bank statements which the Cllrs accepted. Proposed by Cllr Dennis seconded by Cllr Smith Agreed nem con The following cheques were noted and/or presented for authorisation as per approved contracts or IAW   Standing Orders: 1612 Mr P Gill (Print Cartridges 16 May 17) £20.00 (VAT 3.33) 1613 Mr P Gill (Postage Lloyds Bank 19 May 17) £1.75 1614 Mr P Gil (Postage Annual Return 19 May 17) £2.40 1615 JRC Cleaning Svcs Ltd (Bus Shelters 18 May 17) £28.00 (VAT £4.68) 1616 Landmarc Sp Svcs (Court Farm ROW 19 May 17) £40.00 1617 Idverde Ltd (Gds Maintenance & Bins 30 may 17) £527.60 (VAT £87.93) 1618 Mr P Gill (Clerk's Sal & Exps Jun 17) £719.76 1619 HMRC (Clerk's PAYE & Council's NI Jun 17) £210.10 1620  SEE (Recreation Ground Electric 8 Jun 17) £25.45 (VAT £1.21) 1621 F Andrews (Wooden Crosses 7 Jul 17) £25.00 Proposed by Cllr Dennis seconded by Cllr Smith Agreed nem con Lighting Scheme Proposal.  Having considered the effectiveness of this proposal the Cllrs agreed that the proposal was not delivering the desired effect and agreed to end it with immediate effect, but to review it in the late Autumn and directed the Clerk to inform the School. Proposed by Cllr Dennis seconded by Cllr Smith Agreed nem con Action:  Clerk Grant Requests.  No grant requests received. 1. 23.17 Planning Report.  The Chairman of the Planning Cttee reported that the following planning applications had been received from Wilts Council: 17/05069/TCA - Work to Trees in a Cons Area: Proposal:-  T1 - Cherry - 30% reduction & reshape.  T2 - Willow - 50% reduction, pollard, lift & shape.  T3 - Sycamore - 30 - 40% reduction , lift & shape at West Farm, Sunton. 17/05685/FUL - Construction of 3 Bedroom Detached Dwelling at Land Adjacent to Steyr, Cadley Road. 17/06347/TCA - Work to Trees in a Cons Area Cutting down to a height 5 meters, 8 x leylandii at Little Bridge House, High Street. Having considered the applications the Cllrs agreed not to raise any objections or comments. Proposed by Cllr Gomes seconded by Cllr Millard.  Agreed nem con Action: Cllr Gomes 1. 24.17 Property Report:  The Chairman of the Property Cttee presented a property report covering the following: Play Area Inspections.  Cllr Knowlson reported he had conducted inspections on a regular basis and that the only matter for action was the replacement of some side panels on the Recreation Ground Shelter which he agreed to organise.  Action:  Cllr Knowlson  The Clerk reported that the contractor had reported litter and concrete on the Knapp Play Area and as a result the Clerk had asked the contractor to produce a quote for the removal of it.  Cllrs authorised the removal at a cost not to exceed £50.00 + VAT (quote of £27.00 has since been received).  The Clerk further reported the contractor was only inspecting the Knapp Play Area and Equipment he is in contact with the contractor regarding the inspecting the Recreation Ground and its associated equipment along with the Saunders Meadow Play Area. Proposed by Cllr Knowlson seconded by Cllr Gomes Agreed nem con Action:  Clerk Cllr Millard reported that there was an area of uncut grass on Church Bends.  Cllrs directed the clerk to find out if this was included in the grass cutting contract or if Wilts Council was responsible for cutting it. Action:  Clerk Cllr Dennis commented on the fact the cleaning of the Bus Shelters is not of high enough quality and that the broken window remains unrepaired.  Cllrs directed the Clerk to contact the contractor regarding the quality of the cleaning and Cllr Knowlson agreed to arrange the repair of the Bus Shelter. Action: Cllr Knowlson & Clerk Grass Cutting & Bin Emptying Contract Apr 17- Apr 20.  Cllr Knowlson reported that the contract is working well and several Cllrs reported good feedback from Villagers. 1. 25.17 Highway Matters: Highways Sub Committee.  Although Cllr Dennis now has the lead on this subject Cllr Greenwood has for sometime been working on a draft letter to be sent to the Highways Portfolio holder at Wiltshire Council.  The delay in drawing up the draft was the waiting to see the final outcome of the recent repairs to the A338 and the requirement to ensure that Collingbourne Kingston PC was involved in the drafting of the letter.  Cllrs agreed that the time was now right for the letter to be drawn up and requested Cllr Greenwood to draw up the letter as soon as was practicable. Action:  Cllr Greenwood Footpath CD 29.  The Clerk reported that he had spoken to the ROW Officer Wilts Council who confirmed the Wilts Council was responsible for the upkeep of the surfacing on Footpath CD 29 and to this end the Clerk had submitted a request via the Wilts Council App for the surface to be repaired. 1. 26.17  General. General Data Protection Regulation (GDPR).  Although the requirement for the Council is not yet clear Cllrs agreed that Cllr Gomes was to have a watching brief on this issue. Action:  Cllr Gomes Xmas Big Brunch.  Having considered having a Xmas Big Brunch Cllrs agreed that one should be held on Sun 10 (preferred date) or Sun 3 Dec 17 and that the £1100.00 earmarked in the budget be used to support the event.  Cllrs Smith and Millard agreed to lead on this event and to speak to Mr K Cockerton regarding the event planning and useful contacts. Proposed by Cllr Smith seconded by Cllr Dennis. Agreed nem con Action:  Cllrs Smith & Millard. Church Clock.  The Clerk reported that the parts had been repaired and that the repairer had agreed to insert the parts back into the Clock and to carry out a service ASAP. Burial Ground lighting.  Having considered this item Cllrs agreed that the item now be closed. Complaints.  No complaints received. 1. 27.17 CO-OPTION.  There were no applications for co-option.  Anyone interested in being a Parish Councillor should contact the Clerk in the first instance on 01264 398 534. 1. 28.17  Date of Next Meeting:  The date of the next meeting was confirmed as Thursday 7 September 2017.     The meeting closed at 20.50 pm. Signed: Chairman: