Minutes of Parish Council Meeting 19th May 2014

BURTON DASSETT PARISH COUNCIL
2014/page 18
Minutes of meeting held on Monday 19th May 2014, Northend Village Hall.
The meeting commenced at 7.30pm
1.
Apologies for absence: None
Present: Andy Wolstenholme,
Catherine Bick, John Anderson, Sondra Smethurst, Cynthia Bettany, George
Wood, Bill Pearson, Councillor Jackson, Councillor Williams, Clerk.
2.
Matters from the Public: None
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3.
Minutes: To confirm minutes of meeting held on 17 March 2014: The minutes were signed by Andy
Wolstenholme. Proposed by Andy Wolstenholme, seconded by Catherine Bick, unanimously accepted.
4.
Finance:
(a)
Passing of accounts for payment, receipts and bank balances:
The RFO confirmed the following: The finance report had been circulated to Councillors prior to the meeting.
The cash book was presented to the meeting by the RFO and approved and signed by Councillor Bill Pearson.
The accounts were presented to the meeting. The reserves were outlined in detail with ring-fenced monies
quantified. The figures were agreed by the meeting as being a correct and accurate position. The Financial Report
was signed and dated by Andy Wolstenholme and retained by the RFO.
The annual return had been circulated on two separate occasions, prior to the meeting. Section 4 has been signed
and completed. The internal report has been circulated. Sections 1 and 2 were signed and minute reference
2014/page 18 inserted into the audit return. Signatures were provided by the RFO and Chairman. The Governance
section of the same return had the same minute reference. This was signed by the Chairman and the Clerk.
The RFO confirmed that the audit return will now be sent off to Grant Thornton for the external audit with a cover
letter and the accounts. The cash book will not be included in this pack of documents.
Payment of accounts: The RFO detailed the payments. The invoice for green area maintenance was initialled by
Andy Wolstenholme.
The RFO asked the meeting to approve the payment for the external audit at £120 and the renewal of the WALC
membership. There were no comments from the meetings. Payments were proposed by Andy Wolstenholme,
seconded by Cynthia Bettany, unanimously approved.
The collection, storage and disposal of BDPC papers from the former Clerk was discussed. The documents will be
collected by the Chairman and stored for a short period ready for examination with a view to store, scan and dispose
of the other documents. The Chairman also confirmed that a shredder would be made available for this process to
be undertaken.
(b)
Grants
(c)
Internal Auditor: The Parish Council offered it’s thanks to Robb Ames for his work
on the internal audit. ACTION: Clerk to raise a letter of thanks to the Internal auditor.
(d)
Risk Assessment Register: RFO explained that this was going to be updated to
include the emergency plan. It is within the internal audit and it was commented upon that it was not being
discussed enough by the BDPC council. The Chairman confirmed that it was looked at earlier in the year but was
deferred at that point as the Clerk was still working on the Emergency Plan. ACTION: Clerk to provide details of
mileage routes and mileage.
(e)
RFO: The RFO thanked the PC for all its assistance and support in him and help
with his work as RFO. The Chairman offered his thanks for all of the work John had put into the RFO. The
Chairman commented that the audits had been successful as a consequence of the work undertaken by the RFO.
At present the Parish Council is actively seeking a replacement. ACTION: Clerk to ask WALC to advertise the
position of RFO for BDPC.
The RFO confirmed that the VAT claim has been submitted for the year.
(f)
Any other financial business: None.
2014/page 21
5.
Reports
a. County Councillor: Councillor Williams: The Children’s Centre at Lighthorne heath is
recognised for its high standards of work. The Centre has been working on families who are isolated and this has
been a successful outreach programme.
The Firs Service continues to provide a good service. The service is subject to a review and potential restructuring.
There are plans to implement a service with smaller fire engines, with fewer crew members to offer quicker response
times.
The Emergency Plan will be tested tomorrow
The County Council will review grant applications and can offer finance to community projects on a small scale that
might be beneficial. The Councillor encourage the representative from Knightcote Play Area to put forward a grant
application if it withes to invest in new play equipment.
the Camp on the 2
6.
Planning
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b. District Councillor: Simon Jackson. The Bishop of Coventry is visiting BD Kineton to tour
June 2014.
(a)
(b)
New Applications: None
Planning Decisions:
14/00137/FUL Land at Northend Road, Burton Dassett, Mr Stephen Smith. Permission with conditions.
12/01500/FUL: Erection of 9 wind turbines at land running from the A423 by Mr Darren Cumming: The application
has been withdrawn.
7.
Matters arising from the minutes
(a)
Roads, Footways & Lighting:
General roads defects – Road edge damage: Councillor Williams confirmed that Hill Close
is the County Council’s responsibility and will be remedied by them. John Anderson raised the issue of
potholes on Burton Dassett Hills. Councillor Williams confirmed that these will be dealt with shortly.
Councillors Bettany and Wood raised the issue of the repairs which appeared to be pending on the road
into Knightcote from the Northend Road. Traffic cones have been installed along with some stones. The
stones are now on the carriageway and could be causing an issue to passing traffic.
George Wood had reported the sign at Hambidge Lane to Patch Byrne as it was lying on the ground. The
sign has not yet been realigned.
ACTION: Clerk to contact Patch Byrne regarding pending road repairs.
Damaged Lamp post in Knightcote - Repair/Move/Remove: Following a meeting between
Orbit and Parish Councillors, Orbit does not accept responsibility for moving the lamp post. The Parish Council
disputes this position as the land was part of the transfer to them from the District Council and orbit should therefore
accept some responsibility for the land where the lamp post is sited. ACTION: Orbit to be contacted to negotiate
a sharing of the cost to move the light.
(b)
Temple Herdewyke - Play area progress: The transfer documents included a clause about
maintenance liability. The Chairman had challenged the clause via Barry Juckes. A second letter was send
to the directors of the land agency and Liam Montefiore agreed that the clause will be removed from the
document. Barry Juckes has now been tasked with concluding this matter. It was noted that the prices for
the play equipment went up in January so the scale of the scheme will have to be cut back to fit the budget.
(c)
Starbold Wind-Turbines: George Wood highlighted that some time ago a letter was sent out
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confirming that there would be a decision on the 1 August 2014 and that the matter would then go to Eric
Pickles.
(d)
Play area inspection - Remedial works procurement. A quotation has been received from one
local builder. A further quotation is required but it has proved problematic to find suitably qualified persons
to do this. ACTION: Chairman to contact a suitable contractor for a quotation for repairs to the Play
area in Northend.
2014/page 22
(e)
Knightcote surface drainage update: George Wood confirmed that a letter has been sent to
Michael Green about this matter.
(f)
NE Play area registration: This matter is ongoing and being dealt with by the Chairman.
(g)
BDPC Newsletter: This is a carry forward item. Bob Lapworth will still produce this. George Wood
can provide a summary on the wind farm.
(h)
8.
Any other matters arising from the minutes: None
Delegated Matters: None
9.
Publications/Correspondence Received: Andy Wilkins of Lonestar Land has contact the Chairman and
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requested to make a presentation to the Parish Council on the 14 July to provide an update. ACTION: Chairman
to accept this offer and invite a presentation of no longer than 20 minutes. Paper correspondence was
distributed.
10.
Member Reports: None
11.
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Next Meetings in 2014: 14th July, Temple Herdewyke School. 15 Sept, Knightcote Village Hall. 17
November, Northend Village Hall.
The meeting closed at 8.45pm.
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