MINUTES OF THE ANNUAL PARISH COUNCIL HELD ON 8 MAY, 2000, IN THE VILLAGE HALL, AMPNEY CRUCIS.
Present: Councillors Peter Kelly, Gerald Gaden, Fran Huckle, David Vessey, Adrian Grazebrook and Sally Hebbs
Presiding: Councillor Peter Kelly
Clerk: Mrs H Tonks
The meeting commenced at 8.15pm. There were no members of the public present.
1. Apologies for absence
Apologies were received from Councillor John Dear.
2. First business of the Annual Meeting
2.1 Election of Chairman and receive Chairman’s Declaration of Office
The retiring Chairman took the Chair and called for nominations for the post of Chairman. Councillor Grazebrook proposed, Councillor Vessey seconded and the Council agreed that Councillor Kelly be re-elected Chairman. Councillor Kelly then signed his Declaration of Office.
2.2 Election of Vice Chairman
Councillor Vessey proposed, Councillor Gaden seconded and the Council agreed that Councillor Grazebrook be re-elected Vice Chairman.
2.3 Consideration of any Annual Subscriptions
The Clerk advised the Council that the only subscription to be renewed was for GAPTC. (£70.24)
Resolution 21/00 The Chairman proposed and the Council resolved to renew the Council’s annual subscription (£70.24) to the Gloucestershire Association of Parish and Town Councils
3. Minutes of the meeting held on 13 March, 2000
Resolution 22/00 The Chairman proposed and the Council resolved that the minutes of the meeting held on 13 March, 2000 be signed and adopted.
4. Matters arising from the meeting held on 13 March, 2000
4.1 Repairs to the war memorial, repairs to the benches and fencing, and replanting at the war memorial.
The Clerk reported that water from Sterries Mill had been used to clean the war memorial, and that as the property has a water meter, the Council could offer to pay for the water used. The Clerk had contacted Thames Water, and the cost would be £15.30 for 18 hours of water.
Resolution 23/00 The Chairman proposed and the Council resolved to issue a cheque for £15.30 to reimburse Mr P Brake for water used whilst repairing the War Memorial.
The Clerk reported that District Councillors would discuss the application for a grant from the Ward Projects Fund at the end of May.
Quotations for the work have been received from Ringway Highway Services.
Resolution 24/00 The Chairman proposed and the Council resolved to instruct Ringway Highway Services to carry out the repairs to the fencing at the War Memorial and the benches in the village at a cost not to exceed £515, subject to the grant from the Ward Projects Fund being received from Cotswold District Council
Resolution 25/00 The Chairman proposed and the Council resolved that £200 be made available to the Gardening Club to purchase plants to replant the flowerbeds at the War Memorial, subject to the grant from the Ward Projects Fund being received from Cotswold District Council
The Clerk advised the Council that when Memorials are repaired, a Service of re-dedication should be carried out. It was agreed that this be planned for the same day as the Millennium celebrations in the Village, Saturday 8 July. The Clerk would liase with the British Legion and Councillor Hebbs to organise this Service.
There is still a need to improve drainage at the War Memorial site. CDC will be approached to provide setts to improve the kerb edge and the County Council to improve the drainage by connecting a new drain into the existing ducts, In addition it is suggested that setts be laid at the side of the road leading to the Church and around the grass area from the bridge. The Parish Council would investigate the provision and costs of providing and laying the extra setts.
4.2 Spring Clean Day
Councillor Hebbs reported that this had been very successful, with 12 villagers collecting over 20 bags of rubbish. However, the Chairman reported that the ditches that had been cleared were once again accumulating rubbish. It was agreed that the Clerk would contact the District Council, (with a copy to G Clifton-Brown MP) drawing their attention to the dumping of rubbish, presumably to save having to pay the increased landfill tax, and seek advice on how to discourage tippers who are leaving rubbish in the ditches,
4.3 Letter boxes.
The Clerk reported that Royal Mail had replied to the letter requesting provision for an A4 letterbox in the village, suggesting that Royal Mail would:
a) keep the post box in the church wall for historical reasons
b) withdraw the post box at Dudley Corner as they believe the village is currently ‘over-served’ by post boxes, and,
c) replace the post box at the ‘Old Post Office’, (it is assumed that the Royal Mail mean the box opposite the Pleydells) with one accommodating A4 envelopes when it becomes available.
The Clerk reported that discussions surrounding the removal of a letterbox in the village would only be discussed by Royal Mail if a new post box were to replace an existing box. As the post box required, one specially designed for A4 provision in rural areas, will not be available for around 12 months, further discussion will take place then. The Clerk would write to the parishioner who contacted the Council.
4.4 Basketball goals in the village
No further information
4.5 Clearance of verges.
Following concerns that the ditches were flooding regularly, due to an accumulation of debris in the ditches, the Clerk reported that the responsibility for keeping ditches clear to allow a flow of water, belongs to the landowners. Following some discussion, it was agreed that the Clerk would write to the County Council asking for advice on how to approach this problem.
5. Matters arising from the Annual Parish Meeting.
The following points were raised:
q The Clerk agreed to contact the grass cutting contractors to ensure that the grass is cut according to the schedule
q It was suggested that The ‘Praying Cross’ would require repair in the near future. The Chairman had reported at the Annual Parish Meeting that the base of the cross had been cleared of undergrowth, and the trees had been trimmed back. Further discussion is necessary to ascertain what costs would be involved.
q The Parish Council would contact the ‘Crown of Crucis’ to ask that the bushes near the junction be kept trimmed.
q The Clerk would contact the County Council to request that an additional ‘30mph’ sign be erected at the top of School Lane to encourage drivers to keep to the speed limit.
6. Reports from County/ District Councillors.
A report from District Councillor Evans and County Councillor Gayler had been received at the Annual Parish Meeting.
7. Questions from the Public
None.
8. Financial matters
8.1 Internal Audit
The Clerk reported that the Council’s Internal auditor had audited the accounts but now wished to be relieved of the duty. Councillor Vessey was happy to be nominated for the post of Internal Auditor.
Resolution 26/00 Councillor Hebbs proposed, Councillor Huckle seconded and the Council resolved that Councillor Vessey be appointed the Council’s Internal Auditor in succession to Councillor Grazebrook.
The Chairman expressed his thanks to Councillor Grazebrook for his help as Auditor.
8.2 Formal adoption of the accounts for year ending 31 March, 2000.
The accounts had been distributed before the meeting. Although item 36 on the receipts and payments sheet had been discussed at length, it transpired that a resolution had not been passed.
Resolution 27/00 The Chairman proposed and the Council resolved to agree the expenditure on item 36 of the receipts and payments sheet and subject to that, the financial statements prepared by the Responsible Financial Officer should then be adopted by the Council as an accurate reflection of the Council’s financial position on 31 March, 2000.
The financial statements are attached to the Minute Book in pages 276 to 283.
8.3 Current financial position
The Clerk explained that the VAT reclaim for 1999/2000 appears in the payments for the current financial year.
Resolution 28/00 The Chairman proposed and the Council resolved that the financial statements as prepared by the Responsible Financial Officer, were an accurate reflection of the Council’s financial position as at 26 April, 2000
The Clerk reported that an overpayment had been made in her salary, as the increase in salary had started a month early.
Resolution 29/00 The Chairman proposed and the Council resolved that the Standing order for the Clerk’s salary be reduced to £175 for one month.
8.4 Agreement of payments
Following the completion of the work to the War Memorial, the account to Wells Masonry requires payment. The Clerk would be meeting CDC’s Conservation Architect to inspect the work.
Resolution 30/00 The Chairman proposed and the Council resolved that the Responsible Financial Officer be authorised to pay £1062.20 to Wells Masonry, subject to the acceptance of the work by the CDC Conservation Architect.
8.5 Allocation of Reserves.
It was suggested that the General Contingencies reserve should be increased to £1000, the Capital reserve increased to £500 and a Village Maintenance reserve of £399.30 be set up to cover costs of repairs to the Parish Council’s benches and other property.
Resolution 31/00 Councillor Vessey proposed and the Council resolved that the unallocated reserve is dispersed as shown above.
9. Burial Ground Matters
9.1 Burial Reservations.
The Clerk circulated a list of spaces reserved in the Burial Ground. Councillors will be asked to identify any next of kin if possible. A copy of the list will also be sent to those who had lived in the village for many years. A notice will also be placed in the Burial Ground and in the local paper to ask for those who may have reservations to contact the Clerk.
9.2 Maintenance in the Burial Ground.
Councillor Gaden reported that Mr Ockwell had started work in the Burial Ground.
10. Planning Matters
10.1 Decisions
100 CT 3387/M The Ridge Withdrawn
101 CT 3387/N The Ridge Withdrawn
112 CT 3296/F The Pleydells Permits
135 Contr 951 Bramleys No objections
134 Contr 950 School House No objections
136 CT 2240/L The Vineyard Permits
137 CT 1413/C Gardiners Cottage Permits
138 CT 7258/D Hilcot House Consents
141 CT 0529/D Cumberland Cottage Permits
132 Contr 747/3 The Old Rectory No objections
10.2 Applications outstanding
102 CT 5581/C Cobbler Cottage No objections
128 CT 7493/E 8 Ampney Crucis Objection
130 CT 2908/T Crown of Crucis No objection
142 CT 6523/A Sheephouse Barn No objection
10.3Minor Amendment
10.4 Tree works
None outstanding
11. Village Update
11.1 Possible Village Shop
Councillor Dear to be asked to give a full report at the next meeting
11.2 Ampney Crucis Times.
Councillor Vessey reported that the ACT appeared to be successful, and that another double issue would be printed this month.
11.3 Millennium Celebrations
Councillor Hebbs reported that the Celebrations would be held on Saturday 8 July, 2000. Events would start with bell ringing at the Church, the Village Hall would be open for refreshments all day, a number of gardens would be open, children’s sports and competitions would take place, and the day would finish with a barn dance in Hilcot End.
Finance has been difficult to find, as the group organising the celebrations does not have a formal constitution, and grants therefore are not available.
11.4 Neighbourhood Watch
Councillor Vessey had circulated 28 households at the Dudley Farm end of the Village. Responses have been encouraging and this will be taken further.
11.5 Village Directory
Following on from the last meeting, it was decided to put off the next edition of the Village Directory until next May. It would be easier to update then (as a new “rolling” electoral roll will be in existence) and it will coincide with the reissue of the local BT directory (due out March 2001). Nearer the time, Councillor Vessey will be producing lists in ‘walk’ order for Councillors to comment on so that the Village Directory can be as up-to-date as possible. It was agreed that Councillor Vessey would contact the Chairmen of Ampney St Mary and Ampney St Peter to assess the value of the directory to those villages.
11.6Area Liaison panel
The next meeting is on 24 May, at Lechlade. Councillor Kelly will attend.
11.7 Footpaths.
Councillor Vessey reported that the OS map had not been purchased, as it is the 1985 edition. Ordnance Survey reports that all the maps are being ‘digitised’, and that a revised version could be available next year. In the meantime, the existing footpath map has been updated and has been agreed by GCC. It will be printed in the near future.
12. Correspondence received.
12.1 County Minerals Plan.
This is now on deposit.
12.2 Spring Centre Trust Fund
An application was made for funding. The Council agreed that they would not be able to make a donation.
12.3 Tree Warden
Cotswold District Council had written to the Council asking if they could nominate a Tree Warden for the Village. It was agreed that an article would be placed in the Ampney Crucis Times, asking for volunteers.
12.4 CDC Local Plan review
Copies of this document were circulated between the Councillors for comment.
12.5 Views and Comments on Housing Issues
Copies of this document were circulated between the Councillors for comment.
12.6 Periodic Electoral review.
A meeting will be held on 28 June. Councillor Vessey agreed that he might be able to attend.
13. Matters Outstanding.
q The Clerk reported that a letter had been sent to Thames Water explaining the water leak on road 3/154.
q It was reported that a bench had formerly stood outside the Village Shop. The plinth of this is still visible and is possibly dangerous as studs still remain. Councillor Hebbs would ask Andrew Barnes if he could remove these studs.
q It was agreed that the Clerk would contact Cotswold District Council to ask whether planning permission is required for a tree house.
14. Date, time and place of next meeting
This will be held a week earlier than normal to allow for final discussions on the Millennium Celebrations. Monday 3 July, 7.00pm, in the Village Hall.
Helen Tonks
18 May, 2000