Minutes of the Annual Meeting of the Parish Council - 5 May 2022
Present: Cllrs P Hartley (Chairman), Cllr D Dennis, P Knowlson, J Wood
In Attendance: Wilts Cllr C Williams and Mr P Gill (Clerk), 2 potential co-optees and one member of the public
1.22 Election of the Chairman of the Parish Council
There being no other nominations, and all other Cllrs having signed their Declaration of Acceptance of Office, Cllrs RESOLVED that Cllr Hartley was elected as Chairman.
Cllr Hartley then signed the Declaration of Chairman's Acceptance of Office.
Apologies: Cllr S Batley, K Cockerton, S lyons and K Bell
Absent: L Gomes
02.22 Election of the Vice Chairman
There being no other nominations Cllrs RESOLVED that Cllr Wood was elected.
03.22 Minutes of last meeting held on 10 March 2022
Cllrs RESOLVED to agree the minutes as a true record.
04.22 Matters arising: None that do not appear on the agenda
05.22. Co-Options
Having considered applications from K Earle and T Earle and having confirmed that they met the statutory (LGA 1972 Sect 79 & 80) eligibility requirements Cllrs RESOLVED to Co-opt K Earle and T Earle as Members of the Council.
Cllr K Earle and Cllr T Earle then signed their Declarations of Acceptance of Office (LGA 1972 Sect 83). The Clerk then informed Cllr K Earle and Cllr T Earle of the legal requirement to complete a Register of Interests Form on Wiltshire Council’s Website within 28 days of signing the Declaration of Acceptance. Action: Cllr K Earle & T Earle
06.22 Adoption of Standing Orders and Financial Regulations
Having considered the previously circulated Standing Orders and Financial Regulations Cllrs RESOLVED to readopt the current Standing Orders and Financial Regulations.
Action: Clerk
07.22 Appointment of Committee Members.
Having considered the appointment of committee members, Cllrs RESOLVED that all Members be on the Planning, the Finance, the Property and the Climate, Environment & Sustainability committees.
08.22 Election of Committee Chairmen
Cllrs RESOLVED that:
Cllr Gomes was elected as the Planning Chair
Cllr Knowlson was elected as the Chair of the Property Committee
Cllr Dennis was elected as the Chair of the Finance Committee
Cllr T Earle was elected as the Chair of the Climate, Environment and Sustainability Committee
09.22 Appointment of Representatives and outline of resilience development plan
The Chairman outlined his vision for the development of a resilience plan in order to best prepare unforeseen events. After discussion the following were nominated as representatives:
Member for financial oversight: Cllr D Dennis
Member for Highways, Paths and Rights of Way matters: Cllr D Dennis
Member for Police Liaison: Cllr S Batley
Representative to Village Hall Management Committee: Cllr K Bell
Representative to Tidworth Area Board: Cllr Wood
Member to liaise with Parish Steward.: Cllr S Lyons
Member for Digital, Comms and Engagement: Cllr K Earle
Cllrs RESOLVED to appoint representatives as listed above.
Action: In line with the Chairman’s vision for the development of a resilience plan, Cllrs were requested to contact their respective bodies ASAP with a view to finding out dates of meetings etc and to prepare a brief on their roles and responsibilities for presentation at the next meeting.
10.22 Disclosure(s) of Interests and granting of dispensations:
Cllr Dennis declared an interest in planning application PL/2022/02783 at item 13.22
Cllr Knowlson declared an interest in planning application PL/2022/03272 at item 13.22
11.22 Adjournment for public comments/questions: 8.15pm.
No questions asked.
Meeting reconvened at 8.16pm
12.22 Finance Report.
12.22.1 Income and Expenditure: The Clerk presented the Income and Expenditure report for May along with Bank Reconciliations produced from the accounts package and the latest bank statements which the Cllrs noted.
12.22.2 Internal Audit: Having reviewed the effectiveness of the internal audit in line with the guidance set out in the “Practitioners’ Guide” and the report from the Internal Auditor the Cllrs considered the internal audit to be effective and RESOLVED to accept the Internal Auditor’s Report for FY 21/22.
12.22.3 Statement of Assurance: Having considered the Annual Governance Statement Cllrs RESOLVED to approve the Annual Governance statement for FY 21/22.
12.22.4 Annual Statement of Accounts: Having considered the Annual Statement of Accounts for FY 21/22 Cllrs RESOLVED to approve the Annual Statement of Accounts for FY 21/22.
12.22.5 Internal Auditor. Cllrs RESOLVED to appoint Mr M Cox as the Internal Auditor for FY 22/23.
Action: Clerk
12.22.6 Exercise of Public Rights. Cllrs confirmed the dates for the Exercise of Public Rights as 13 June 22 to 22 Jul 22.
Action: Clerk
Risk Assessment & Insurance Levels: Cllrs reviewed the previously circulated risk assessment and RESOLVED that the risk assessment and insurance levels were appropriate. Action: Clerk
Confirm Cheque Signatories. Having considered which Cllrs were to be signatories on the bank accounts Cllrs RESOLVED that Cllrs, Hartley, Dennis, Knowlson, Gomes, Wood and Cockerton were to be the authorised signatories on the bank accounts. Action: Clerk
Reserves: Having considered setting the reserves for FY 22/23 Cllrs RESOLVED to set the minimum reserves level at 100% of the Precept for FY 21/22 i.e., £23,707.01 Action: Clerk
The following Bills and cheques were presented and authorised for payment:
1954 Stocksigns Ltd (Speed Indicator Device 11 Mar 22) £3,026.40 (VAT (£504.40)
1955 Idverde Ltd (Gds Maint & Bins, Bank Repair & Goalmouth Repair 21 Mar 22) £1,186.75 (VAT £ 197.78)
1956 P Hartley (Padlock 30 Mar 22) £12.00 (VAT £2.00)DD PWLB (Loan Interest 31 Mar 22) £1,328.31
1957 EDF (Rec Gd Electric 31 Mar 22) £9.65 (VAT £0.46)1958 The Courier (Flyer Printing 2 Apr 22) £12.50
1959 P Gill (Folders 10 Apr 22) £2.00 (VAT £0.331960 WALC (Annual Subs 1 Apr 22) 348.70 (VAT £58.12)
1961 Littlethorpe Ltd (Bus Shelter 6 Apr 22) £8,338.80(VAT £1,389.80)
1964 HMRC (Clerk’s PAYE 18 Apr 22) £95.60
1965 The Courier (Flyer Printing 20 Apr 22)
1966 Idverde Ltd (Gds Maint & Bins 21 Apr 22) £570.87 (VAT £95.14)
1967 P Gill (Clerk’s Sal & Exps 18 Apr 22) £430.63.
Cllrs RESOLVED to authorise bills and cheques for payment.
Precept: Cllrs noted the receipt of 1st payment of Precept and Precept Grant totalling £11,835.51
VAT. Members noted the receipt of reclaim for FY 21/22 to a value of £2,426.79
Projects: To receive and consider updates on progress and quotes on the following projects:
Bus shelter has now been installed and all the ground works have been completed. The local residents are now using the shelter and I have been thanked personally and asked to pass on thanks to the PC for completing this project. With the shelter invoice settled and only the groundworks invoice outstanding, I now see this project as successfully completed. Item closed
Defibrillator: Cllr Knowlson reported that this matter is still in hand with an expected completion date of November 22. Action: Cllr Knowlson
Grants. THE FILMPLACE Collingbourne Ducis – Having considered a grant request from the FILMPLACE for the purchase of a Laser Projector and Sound system Cllrs RESOLVED to make a grant of £1000.00 Action: Clerk
Collingbourne Ducis School. Having considered a request from Collingbourne School in respect of a grant for the “Pencils Structure” and Bin Store Cllrs RESOLVED to make a grant of £500.00 towards the cost of the Bin Store. Action: Clerk
Queen’s Jubilee Event. Cllr Hartley reported that other than a few minor matters this event is on track. Cllrs noted email reports from Cllrs Cockerton and Lyons. Action: Cllr Hartley
13.22 Planning Report:
PL/2022/02403. Full planning permission. Erection of a detached dwelling and garageAt 7 WEST FARM CLOSE, COLLINGBOURNE DUCIS SN8 3DU.
PL/2022/02783. Notification of proposed works to trees in a conservation areaT1 - Beech tree - fell T2 - Sycamore tree - remove damaged branch and pollard to 40% T3 - Ash tree – fell at SUMMERDALE COTTAGE, 54 HIGH STREET SN8 3EQ.
PL/2022/02809. Notification of proposed works to trees in a conservation areaAsh (T1) - Fell - structural basal weakness and early signs of Ash dieback at RED ROOFS, SUNTON, SN8 3DZ.
PL/2022/02965. Listed building consent (Alt/Ext) Internal alterationsCawdreys Farm House, Sunton, SN8 3DY.
PL/2022/03272. Notification of proposed works to trees in a conservation areaT1 Apple tree Submitting application for felling one small Apple tree.7 Gilberts Piece, Collingbourne Ducis N8 3HH
Having considered the applications, Cllrs RESOLVED to not raise any comments or objections.
Action: Cllr Gomes
14.22 Property Report
Communal and Play Area Safety Inspections: Cllr Knowlson reported no new issues contained in the report and that the new signs are in place. Concerns were raised as to the adherence by the contractor to the agreed grass cutting schedule. Cllrs then directed the Clerk to raise this matter with the contractor. Action Cllr Knowlson & Clerk
War Memorial: Cllr Dennis reported that the contractor had done an excellent job at a cost of £600.00 and we have already had some great feedback on our Facebook feed. Cllrs RESOLVED to pay the £600.00 when invoiced and closed the item. Action: Clerk
General Maintenance: Cllr Hartley reported that those items and areas that he had identified as being in needed of attention are in hand as part of the Jubilee preparations. Cllrs noted an emailed report from Cllr Lyons. Action: Cllr Hartley
15.22 Speed Watch
Cllr Hartley reported that the SID is up and running and data is being collected. Moreover, the latest Metro Count for Ludgershall confirms that it is now possible to extend the speed watch to Ludgershall road.
Action: Cllr Hartley
Cllr T Earle left the meeting at 21.25
16.22WEBSITE
Cllr K Earle reported that the website survey has received 19 responses. Feedback is widely positive with a fair demographic spread. 50% of respondents say they know who the Cllrs are, and majority respondents believe the Council’s responsibility is for the general improvement of the village and local life. I have been working on the website design, taking in feedback from the community to include an events calendar and clearer signposting to other community organisations. I have received existing photography from Cllr Cockerton and, with the beautiful recent weather, worked with Cllr T Earle to take additional new photos of the village. I expect to launch the website mid-May, which will provide additional comms and enthusiasm ahead of the Jubilee celebrations. Cllrs noted an emailed report from Cllr Cockerton.
Action: Cllr Earle
17.22 HIGHWAYS & ROW
Diversion of unrecorded restricted Byway. Having considered the diversion of unrecorded restricted Byway at Sunnyhill Diary Cllrs RESOLVED to make no comment at this time and to await further communication from Wilts Council once the landowner has replied.
Having considered maintenance issues for raising to Highway Footway Improvement Groups (LHFIG’s) Cllrs RESOLVED to defer this item to the next meeting. Action: ClerkCllr
T Earle re-joined the meeting at 21.40
18.22 Xmas Big Brunch.
Having considered a date and the appointment of a lead Cllr Cllrs RESOLVED to defer this item to the next meeting. Action: Clerk
19.22. Electric Vehicle Charging Points.
Having considered a Wilts Council Briefing Note 22-10 on Electric Vehicle Charging Points Cllrs RESOLVED to defer this item and directed Cllr T Earle to provide a report to the next meeting.
Action: Cllr T Earle
20.22 Complaints
No complaints received.
21.22 Date and location of next meeting.
The date of the next meeting was confirmed as 14th July 2022 at 7.00 pm at Collingbourne Ducis Village Hall.
The meeting closed at 21.55.pm
