ST BRIAVELS PARISH COUNCIL

MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL HELD ON 13 MAY 2013 AT 1930 AT THE ASSEMBLY ROOMS ST BRIAVELS

              [These minutes remain in draft form until approved at a subsequent meeting of the Council]

 

PRESENT:

Cllrs A Carss (Chair), R M Bird, C McFarling, P Chivers, R Davis, A Thomas.

4 Members of the Public.

Clerk: L Parker

 

 

13-329 ELECTION OF CHAIRMAN – Councillor Carss was nominated and duly elected unopposed. His Declaration of Acceptance of Office was received and witnessed by the Clerk.

 

13-330 APOLOGIES FOR ABSENCE – Cllr Alexander, Cllr Rees

 

13-331 VOTE OF THANKS – the Chairman moved a vote of thanks to Cllr McFarling for all his hard work for the Parish Council since February 2012.

13-332 ELECTION OF VICE CHAIRMAN – Councillor Davis was nominated and duly elected unopposed. His Declaration of Acceptance of Office was received and witnessed by the Clerk.

 

13-333 APPOINTMENT OF STANDING COMMITTEES – Resolved that the only standing committee will be Planning & Highways as below

           

13-334 FORMULATION AND APPOINTMENT TO COMMITTEES – Resolved to continue the Lead Councillor and ‘Umbrella’ Committee system approved in December 2012, these committees to meet infrequently; Terms of Reference for these committees to be drawn up based on the remit of the ‘parent’ committees. Each Lead Councillor may call a working group to assist on research or projects prior to making a recommendation to Council for a decision.

 

Governance                           Planning & Highways                       Cemetery & Amenities

Finance – CM                         Footpaths – PC                                   Cemetery – DR

Staffing –   PC                         Highways – AC                                   Amenities – JA

Governance –?DR                    Planning – RD                                     Maintenance – MB

 

Internal Verifier: Cllr Chivers

Internal Auditor: Mrs M Highton confirmed

 

13-335 STANDING ORDERS AND FINANCIAL REGULATIONS – it was Resolved: to confirm these recently revised documents subject to review no later than June 2014.

 

13-336 CODE OF CONDUCT 2012 – it was Resolved: to confirm the current Code adopted in August 2012  subject to review no later than June 2014.

 

13-337 REPRESENTATION ON OR WORK WITH EXTERNAL BODIES – it was Resolved: that the Council would be represented on the following bodies:

The Alms Houses Committee – Cllrs Davis and Rees

The Playing Fields Association – Cllr Bird

The Consortium of Wye Valley Council – Cllr Alexander

Gloucester Charter – Cllr McFarling

 

13-338 REGISTER OF ASSETS AND INSURANCE ARRANGEMENTS – it was Resolved to: accept the Register of Assets, Noted: the Parish Council is responsible for, but does not own, the churchyard gates and so insures them but the War Memorial gates are insured by the Playing Fields Association.  The Insurance quote from the existing insurer Came & Co was noted and it was Resolved to: insure with them for another year at a cost of £409.05.

 

13-339 THE COUNCIL’S AND/OR EMPLOYEE’S MEMBERSHIPS OF OTHER BODIES – it was Resolved to: maintain the Council’s membership of the Gloucestershire Association of Parish and Town Councils (GAPTC) and to renew it in March 2014. It was also Resolved to: maintain the Clerk’s membership of the Society of Local Council Clerks (SLCC) and to renew it in March 2014.

 

13-340 REVIEW OF THE COUNCIL’S PROCEDURES – it was Noted that the Complaints Procedure, Publication Scheme, Financial Risk Assessment procedure and Donations Policy had all been reviewed and, where necessary, revised recently. Resolved to: accept them for the next 12 months subject to review no later than June 2014.

 

13-341 DATES AND TIME OF MEETINGS OF THE COUNCIL FOR THE YEAR AHEAD – it was Resolved to: Agree the attached schedule.

13-342 BY INVITATION – Keith Harvey – ACTION4OURCARE – Mr Harvey gave an interesting presentation on the issues and problems facing residents in England registered with GPs in Wales, It was noted that these cross border issues have only been apparent since September 2012 and that there had been little or no consultation. The changes are as a result of Government/Welsh Assembly decisions and it is hoped that local MPs will be able to effect a re-think.

 

Mr Harvey was thanked for his presentation and it was Agreed that at the next meeting consideration will be given to the Parish Council writing to highlight the concerns of parishioners.

 

13-343 MINUTES OF PREVIOUS MEETING  – the minutes of the meeting on 8 April 2013 were approved and duly signed.

 

13-344MATTERS ARISING FROM PREVIOUS MINUTES AND NOT ON THIS AGENDA

12-294i Payroll – Cllr Thomas queried the appointment process and qualifications of the contractor – he was reminded that he had been present on 11 March 2013 when the Council considered the recommendations of the Governance Committee and unanimously approved the appointment.

12-305 Council Files – the Chairman proposed that the Monitoring Officer at FODDC should be consulted on where the files should be held. He also proposed that the remaining 8 boxes of files should be shared amongst the councillors for sorting and cataloguing, Cllr Thomas refused to assist.

 

13-345SUSPENSION OF STANDING ORDERS FOR PUBLIC PARTICIPATION

A member of the public (AJ) queried ownership of the car park outside St Briavels Castle. He was advised that it will be checked.

13-346 THE CLERK’S REPORT/APPROVE INVOICES

13-346 i MONTHLY RECONCILATION/CHEQUE APPROVAL – Resolved to: approve payment of the listed invoices and to transfer £2000 from the deposit account to the current account.

 

13-346ii INSURANCE RENEWAL –Resolved to approve the renewal with the current provider at a cost of £409.05.

13-346iii COVER FOR CLERK’S HOLIDAY – it was Resolved to ask Mr Richard Crighton to cover the Clerk’s absence at a cost of approximately £20 an hour plus mileage.

13-346iv UNPAID STUDY LEAVE FOR THE CLERK – it was Resolved to agree the Clerk’s request for unpaid leave for a period of two weeks from 18 June – 2 July inclusive to enable her to write up and submit her CILCA portfolio.

13-346 v TREE PRUNING AT HIGH GREEN it was Resolved to ask for sight of the report and to request advice from the tree officer at FODDC before committing to any work.

 

13-347 AUDIT OF 2012/13 ACCOUNTS

13-347-1 Internal Auditor’s Report was Noted as were the documents relating to the recommended registration with the Information Commissioner.

13-347-2 Annual Return and Accounts – the End of Year Reconciliation and accounts were Noted and Approved

13-347-3 The Accounting Statement was Approved and signed by the Chairman.

13-347-4 Annual Governance Statement – each statement was carefully considered before the Chairman ticked the appropriate box, It was Resolved to agree and accept the statement and it was signed by the Chairman and the Clerk

 

13-348 REPORTS FROM DISTRICT COUNCILLORS

Cllr Thomas – No report

Cllr Hale – Reported that the Housing Support group had been considering the question of ‘Bedroom Tax’. 386 households could be affected and be eligible for discretionary assistance. To date 50 applications have been received. There are currently 400 empty properties in the district and the District Council has applied to levy full council tax on them. This is separate from the removal of 10% council tax relief on second homes.

Cllr Davis asked that the Parish Council should be advised if the PC can assist those in difficulty because of bedroom tax.

 

13-349 TO RECEIVE REPORTS FROM COMMITTEES & OTHER MEETINGS:

13-349-1 PLANNING COMMITTEE           

  1. 8 April 2013 – P0512/12/FUL – Yew Tree Cottage, Lower Meed – Cannot object on material grounds but acknowledge strength of objection. Ask that planners are thorough in ensuring that material objections are thoroughly assessed against policy in respect of: AONB; Proximity; Size; Visibility and the effects are fully mitigated and proper enforcement is applied.
  2. 25 April 3013 – P0122/13/FUL – Harpfield, St Briavels – No objection in principle but seek assurances on highway safety and porosity of the drive.

             13-349.2 Playing Fields Association

Cllr Bird reported that she had attended the AGM. There are problems of dog fouling at the playing fields – Cllr Hale advised that the District Council could provide Street Wardens to obtain evidence for prosecution of offenders – he will supply contact details.

St Briavels Carnival 8 June – Cllr McFarling proposed a Parish Council presence at the event – Resolved: councilors will attend if possible and hopefully contribute more fully next year.       

 

13-350 PRODUCTION AND DISTRIBUTION OF ANNUAL REPORTS – it was Resolved to accept the quote

of £99.50 for printing 650 copies of the Annual Report and £186 for 650 copies of the Village Plan

Feedback. When received they will be hand delivered by councilors to keep down costs.

 

13-351 ‘PUTTING COMMUNITIES FIRST, CONFERENCE – Cllr Thomas advised that the District Council

is planning a free event covering the same ground  Resolved not to send a councillor to this event

but the Clerk to attend the Forest of Dean event.

 

13-352 PROPOSALS FROM THE ASSEMBLY ROOMS COMMITTEE – it was Resolved that:

 

1.    Councillors will attend the drop-in sessions at the Assembly Rooms – to be reviewed

after 3 months

2.   From this point onwards the Clerk will advise of meeting overruns

3.   The Parish Council will pay for bookings 8 weeks in advance and SBAR will be

reminded to allow for the committee cycle – payment of invoices can only be

authorised at committee.

 

13-353  CORRESPONDENCE

i) Requiring Action

a) Insurance Renewal – as agreed above.

b) Email from Mrs Cockfield – previously circulated by Mrs Cockfield. The Chairman advised

that he had discussed the email with Mrs Cockfield and she has agreed that a line should

be drawn under this matter so that both bodies can move forward. Cllr Davis proposed a letter

to confirm this and to advise Mrs Cockfield that matters previously independently

investigated and not upheld should not be re-visited. Resolved a response

would be written as outlined,

              ii) For Information – none

 

13-354 SUSPENSION OF STANDING ORDERS FOR PUBLIC PARTICIPATION – None

 

 
13-355 MINOR MATTERS/ ITEMS FOR FUTURE MEETINGS

            Recruitment of an additional councilor

            A Standing Agenda Item for progress reports on projects

 

 
13-356 DATES OF FORTHCOMING MEETINGS – Monday 10 June 2013  
 

AGENDA ITEMS TO THE CLERK BY 24 MAY PLEASE            

                        APOLOGIES TO THE CLERK (Mr Crighton tel 01594 836454) BY 4.30PM ON 10 June                        

           

 

Meeting Closed: 21.40