DRAFT AMPNEY CRUCIS PARISH COUNCIL
MINUTES OF THE PARISH COUNCIL HELD ON 9 MAY, 2005 IN THE VILLAGE HALL, AMPNEY CRUCIS.
Present: Councillors David Vessey, Gerald Gaden, Kim Hartshorne, Timothy Tremellen, Peter Kelly and Barry Dent.
Presiding: Councillor David Vessey
Clerk: Mrs H Tonks
The meeting commenced at 8.15pm. There was 1 member of the public present.
1. Apologies for absence
Councillors Adrian Grazebrook and Kim Hartshorne, County Councillor Lady Mavis Dunrossil and District Councillor Edward Horsfall.
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 Kelly proposed, Councillor Gaden seconded and the Council agreed that Councillor Vessey be elected Chairman. Councillor Vessey signed his Declaration of Office.
2.2 Election of Vice Chairman
Councillor Vessey proposed, Councillor Gaden seconded and the Council agreed that Councillor Kelly be elected Vice Chairman.
2.3 Declarations of Office and model Code of Conduct
All Councillors have to sign the undertaking to abide by the Code of Conduct. Councillors Kelly and Gaden completed a form declaring that their circumstances had not changed.
Councillors Grazebrook and Hartshorne will be contacted to ask whether their circumstances had changed.
Councillor Vessey thought that his circumstances had changed, and therefore will complete an amendment.
Councillor Tremellen returned his completed form, and the Clerk agreed to send one to Councillor Dent to be completed and returned to the Clerk as soon as possible.
All Councillors were advised that all details must be with CDC by 31 May, 2005.
2.4 Consideration of any annual subscriptions
Resolution 21/05 The Chairman proposed and the Council resolved to renew the Council’s annual subscription (£93.26) to the Gloucestershire Association of Parish and Town Councils
3. Minutes of the meeting held on 14 March, 2005
Resolution 22/05 The Chairman proposed and the Council resolved that the minutes, as amended, of the meeting held on 14 March, 2005 be signed and adopted.
4. Matters arising from the meeting on 14 March, 2005
4.1 Notice board
A short ceremony was held outside the Village Hall prior to the annual meeting, dedicating the notice board to Richard Pile.
4.2 Riding Lane
It was agreed that final reminder would be sent to Chris Huck, asking that the ditches be cleared, before handing the matter over to GCC.
4.3 The Lannocks
It has been assumed that the work in The Lannocks and Back Lane has not yet been completed, therefore the Clerk will contact GCC to ask for confirmation when the work will be finished.
During this discussion it was noted that farming vehicles used by Schroder’s use the Village Street. Whilst acknowledging that the village is within a farming area, it was agreed that the Clerk contact the farm asking that the vehicles are driven with care through the village.
4.4 Lych Gate valuation
No further valuations were available, and the Council therefore agreed that the valuation of £57,000 would act as the true valuation for the Lych Gate, and that the Clerk would instruct Cornhill Insurance.
4.5 Gloucestershire Freight Partnership
John Whittaker at GCC has informed the council that as regulatory signage is difficult to enforce, advisory signage would be of little use. It was agreed to take no further action on this at present.
5. Matters arising from the Annual Meeting
5.1 Hunts Hill
The Clerk will contact GCC to ask for advice on what permissions would have been needed to store building materials and a skip at the side of the road.
5.2 The Donkey Field
The Chairman will contact PC Reuben in the mobile police station, and the Clerk will talk to CDC Crime and Disorder unit to seek advice.
5.3 Burial ground gates.
The need to replace the gates at some point was noted, but at this stage, the Council felt unable to commit money to the project.
6. Reports from County and District Councillors
None
7. Questions from the Public
None.
8. Financial matters
8.1 Formal adoption of the accounts for the year ending 31 March, 2005
Following advice from GAPTC, it was suggested that it would be in order for Councillors Dent and Tremellen to abstain from voting on this resolution, on the grounds that they had only been present at a maximum of two meetings.
Resolution 23/05 The Chairman proposed and the Council resolved that the financial statements prepared by the Responsible Financial Officer and shown on p 559 - 575 should be adopted by the Council, (abstentions by Councillors Dent and Tremellen,) as an accurate reflection of the Council’s financial position on 31 March, 2005.
8.2 Current financial position
The Chairman explained how, since 1996 the accounts had been approved at every meeting of the Council. This is unnecessary, and the council agreed that in future, questions would be raised, and the accounts monitored at every meeting, but that the resolution would not take place until the year end.
On this occasion, Councillors had no comments about the accuracy of the accounts for period 1. There was some discussion about the layout of the accounts in the future, but this will be addressed at a later date.
Resolution 24/05 The Chairman proposed and the Council resolved that £300 be transferred to the imprest account.
Following earlier discussion between Adrian Grazebrook and the Clerk, £10,500 had been transferred during April from the Business Call account to the playground account. This comprised £8,500 (the first RDA stage payment for the playground) and £2000 from the Council’s reserves. This money was moved to help cash flow only. Under no circumstances would the £2000 be used indefinitely to pay for capital spending.
As the grant from the RDA had still not been paid, it was not possible to repay his amount at the present time. It will be repaid at the next meeting, or before.
Resolution 25/05 The Chairman proposed and the Council retrospectively resolved that £10,500 be transferred to the playground account from the business call account.
8.3 Agreement of payments
Insurance premiums: £752.73
Resolution 26/05 The Chairman proposed and the Council resolved that the above amounts, totalling £752.73, be paid with £258.73 being paid out of the insurance reserve.
8.4 Allocation of reserves
A sheet showing the proposed reserves for 2005/06 had been circulated with the papers. Following discussion, the reserves as shown in p576 of the minutes were adopted.
Resolution 27/05 The Chairman proposed and the Council resolved that the reserves as shown on p576 of the minutes be adopted.
8.5 Risk assessment
The Risk Assessment as shown in p577 – 583 of the minutes was adopted by the Council.
Resolution 27/05 The Chairman proposed and the Council resolved that the risk assessment as shown on p577 - 583 of the minutes be adopted.
8.6 Insurance
The insurance had increased to £752.73. This allows for increased premiums of 10% for public liability, the estimated £300 for the playground and the increased cost for the notice boards. This compares with £421.27 paid in 2004/05.
The Clerk would instruct Allianz Cornhill of the increased valuation of the Lych gate.
Resolution 28/05 The Chairman proposed and the Council resolved that the Clerk is authorised to pay the necessary excess insurance for the amended value of the Lych Gate from the imprest account.
8.7 Audit for the year ending 31 March, 2004
Neil Holt has completed the internal audit, and is happy with the overall accounts. He had comments to make about the insurance, assets register and risk assessment as the values were not consistent throughout. The Council has informed him that these matters would be resolved following this meeting, and this will be confirmed at the next meeting.
The statement of accounts and the statement of assurance on the annual return for the external audit required a resolution for acceptance.
Resolution 29/05 The Chairman proposed and the Council, with the abstentions of Councillors Tremellen and Dent (for the same reasons as in Resolution 23/05), resolved that Sections 1 and 2 of the Annual Return as required by the external auditors be agreed and signed.
8.8 Assets register, March 2005
The Clerk had circulated a copy of the assets register to 31 March, 2005. This will be changed when the playground is up and running and now the Lych Gate valuation has been agreed. A further Assets register will therefore be circulated in July.
9. Planning matters
9.1 Decisions
321 CT 1221/K Sheephouse Farm Permits
328 CT 8273 38 Ampney Crucis Withdrawn
329 CT 8273/A 38 Ampney Crucis Withdrawn
330 CT 0607/J Firs Farmhouse Permits
331 CT 3503/G Ampney Downs Farm Permits
334 CT 2130/F Stonelea Permits
339 Contr 1837 Firs Farmhouse No objections
340 Contr 1850 Firs Farmhouse No objections
9.2 Outstanding applications
324 CT 8455 Wayside House No objections
325 CT 4170/F 1 The Lake No objections
327 CT 0111/D Ampney Knowle No objections
332 CT 0111/F Ampney Knowle No objections
333 CT 0111/E Ampney Knowle No objections
335 CT 8399/A Crown field Objection.
336 CT 8482 Land East of Crown of Crucis Objection
338 CT 3914/C Dairy Farm, Ampney Knowle No objection
342 CT 8473/C 38 Ampney Crucis No objections
343 CT 8473/B 38 Ampney Crucis No objections
344 CT 2672/L Crowthorne No objections
9.3 Amendments
337 CT 8399/A Crown Field No objection
9.4 Tree works
341 Contr 1851 Convamore No objection
9.5 Talland Equitation.
Mike Napper had explained to the Clerk that the travel plan for Talland Equitation has not yet been drawn up. When it had, and had been authorised, a copy will be sent to the Parish Council. The Council would not be consultees on this plan.
The Parish Council however, were concerned that one of the reasons given in the application to move the riding school to Ampney Crucis was that the village of Siddington was encountering problems with vehicles using the riding school. It was agreed that the Clerk write to CDC acknowledging that they had no official role, but that as concerns had been raised, the Parish Council would like to have the opportunity to comment on the plan before it was approved by the District Council.
9.6 Sunhill
Two papers were circulated giving details of the environmental assessment that would be carried out and the meeting that was held in April. Councillors noted these papers.
10. Burial ground matters
10.1 Removal of spoil from Burial Ground
It was agreed that the Clerk would contact Andy Slade again and check on progress.
10.2 Burial ground clear up
Two residents attended to clear up the Burial ground.
11. Village Update
11.1 Straying dogs
The Clerk had written to the Head teacher about this item and the parking near the school. An email has been received explaining that they are dealing with the issues and would respond as soon as possible.
11.2 Parking near the school
See paragraph 11.1
11.3 Website
Frank Skinner, author of the village web site, has been approached by a web designer living in the village, asking whether it would be appropriate to set up a slightly different system. Details are still very much in the planning stages, and it was agreed therefore to delay discussion until the next meeting.
12. Playground
12.1 Progress
The Chairman reported that all the equipment and fencing is now in place and is waiting for the inspection by RoSPA, scheduled for Tuesday 10 May.
12.2 Financial position
The Council has received full funding from Gloucestershire Playing Fields Association and full funding (excluding funding for invoices not yet received,) from CDC. The RDA sent a stage payment in February, but they are not fully set up for transfer by BACS, therefore grants have not yet been received. It is hoped that this funding will be released soon
Invoices have been submitted for the following, and subject to RoSPA approval and receipt of grant payments require payment:
Wicksteed: £25,250.75*
Richard Minnett(2) £ 2,714.25
Bendcrete: £12,337.50
* Clerk’s note: Following the meeting, it was confirmed that the Richard Minnett invoice was correct, and did reflect his initial quote, however the Wicksteed quote proved to have been based on a more expensive quote submitted in October 2004. The correct amount to be paid is £20,691.90 + VAT of £3621.09, totalling £24312.99.
As full funding has not yet been received, it was agreed that the Clerk would contact Bendcrete and ask that a part payment be made following the RoSPA inspection.
Resolution 30/05 The Chairman proposed and the Council resolved that the above amounts for Wicksteed Leisure (£24312.99) and Richard Minnett, (£2714.25), be paid out of the reserves.
Resolution 31/05 The Chairman proposed and the Council resolved that that a part payment for Bendcrete be made when their work is complete. The amount will be agreed between the Clerk and Chairman.
The following invoices have been received but are not due to be paid until their work has been finished:
Cotswold estates £ 1639.13
RoSPA £ 293.75
12.3 Licence
GCC have not responded to recent emails, so it was difficult to ascertain when the licence would be agreed. The Chairman agreed to contact GCC to ask whether the playground could be opened before the licence was agreed.
12.4 Grass cutting
The Council agreed that the Council would not be responsible for grass cutting, and that either volunteers could do it on a rota, as is done in the Church yard, or the playground committee raise funds for the work to be done.
13. Correspondence received
13.1 Temporary road closures
Between 27 May – 3 June a number of roads in the village will be closed for carriageway resurfacing. The Clerk has been notified that the following roads will be affected: the village street from the bridge to The Pound; The Pound to Dudley Corner; and the length of School Lane. From 30 May – 3 June Waterton Lane from the Crown of Crucis to Tank Lane, near Harnhill and the length of Tank Lane will also be closed.
GCC will try to maintain vehicular and pedestrian access for local residents.
The Clerk agreed to ask GCC how they deal with parked cars, skips and trailers that are sited on the carriageway.
13.2 Air Tattoo briefing meeting.
Noted.
13.3 Trafalgar Weekend
From 21 -23 October there will be a series of events around the country to celebrate the battle of Trafalgar. The organisers are hoping that many local Councils around the country will take part, and have sent out an information pack. The information pack has been placed in the circulation folder.
13.4 Driffield and Harnhill Parish Council
Driffield and Harnhill PC have expressed concern about the resurfacing of the A419/A417. They fear that it will be delayed again, and are asking that ACPC apply a little pressure to the Highways Agency to ascertain when the resurfacing will take place.
This matter will de discussed at the next meeting.
13.5 Junior Citizenship request for funding.
To be discussed at the next meeting.
14. Matters outstanding
15. Date, time and place of next meeting.
Monday 11 July, 7.15pm in the Village Hall.