AMPNEY CRUCIS PARISH COUNCIL

MINUTES OF THE ANNUAL PARISH COUNCIL HELD ON MONDAY 11 MAY 2009 IN THE VILLAGE HALL, AMPNEY CRUCIS.

Present: Councillors Barry Dent, Gerald Gaden, David Vessey, Frank Skinner, Alan Lewis and Peter Kelly.

District Councillor Edward Horsfall

Presiding: Councillor Barry Dent

Clerk: Mrs H Tonks

Observers: Janet Campbell and Harold Stevens

The meeting commenced at 8.10pm.

1. Apologies for absence

Councillor Adrian Grazebrook and District Councillor Sir Edward Horsfall.

2. First business of the Annual Meeting

2.1 Election of Chairman and receive Chairman’s Declaration of Office

Councillor Dent, as retiring Chairman, took the Chair, and asked for nominations

Resolution 24/09 Councillor Gaden proposed, Councillor Vessey seconded and the Council agreed that Councillor Dent be elected Chairman. Councillor Dent signed his declaration of office and took the Chair.

2.2 Election of Vice Chairman

Resolution 25/09 Councillor Vessey proposed, Councillor Gaden seconded and the Council agreed that Councillor Kelly be elected Chairman.

2.3 Consideration of any annual subscriptions

Resolution 26/09 The Chairman proposed and the Council resolved to renew the Council’s annual subscription (£115.04) to the Gloucestershire Association of Parish and Town Councils

3. Minutes of the meeting held on 9 March 2009

Resolution 27/09 The Chairman proposed and the Council resolved that the minutes of the meeting held on 9 March, 2009 be signed and adopted.

4. Minutes of the extraordinary meeting held on 1 April 2009

Resolution 28/09 The Chairman proposed and the Council resolved that the minutes of the extraordinary meeting held on 1 April, 2009 be signed and adopted.

5. Matters arising from the meeting held on 9 March 2009

5.1 Highways

· Butcher’s Arms Lane – GCC have confirmed that further works are required on Butcher’s Arms lane to remedy the problem. This will entail a road closure notice. Once this has been done, the road will resurfaced.

· GCC have repaired the vandalised road signs at the top of Riding Lane at the junction with Akeman Street. The damaged water signs have not been repaired and resited. The Clerk will contact GCC.

· GCC have repaired the 2 grates outside The Old Farm

· The fly-tipping at the top of Butcher’s Arms Lane has been removed.

· The ditch in Riding Lane, near Hilcot End, beyond the entrance to the old lane needs clearing. Councillor Gaden agreed to meet with representatives from Crucis Park Farms to identify the specific area.

· Crucis Park Farms have requested details of the stiles acceptable to GCC and will remedy the stile if necessary. Councillor Gadon will discuss the details with Crucis Park Farms.

· Riding Lane will be closed between 29 May and 4 June for surface dressing.

· There is a branch overhanging the London Road. GCC highways have been notified.

· Councillor Skinner has raised concerns that the new drainage ditch outside the Crown of Crucis will not remove water from the fields adequately. GCC highways have reported that they will monitor the ditch, but that the repairs have been carried out in accordance with highway regulations.

6. Matters arising from the Extraordinary meeting held on 9 March 2009

See paragraph 11.6.

7. Matters arising from the Annual Meeting

None

8. Reports from County and District Councillors

None

9. Questions from the Public

Mr Stevens reported that he was concerned that the Parish Council had not supported the recent Cripps applications. The Chairman replied that the Council agreed that they could not accept the figures and details supplied in the planning papers and were concerned that any breach in planning regulations even if supported with proposals for village enhancement represented a serious long term danger to the village and for these reasons could not support the application.

10. Future structure of Council

10.1 Responsibilities of Councillors

It was agreed that Councillors would carry out the following roles:

- Finance – to act as the Council’s internal auditor and to check that the accounts presented to the Council each month are in order. To agree with the Clerk the Assets Register, Risk Assessment and Insurance Policy. To sign the annual accounts. Chairman

- Planning – to advise the Council on all planning issues affecting the village, to be the recipient of all planning applications and to advise the Council on the best response and to write all letters of objection. Councillors Vessey and Kelly

- Footpaths – to be responsible for maintaining the footpath map, to be responsible for ensuring that all footpaths are walked once a year and to act as the focal point for footpath problems and for liaising with Glos PROW office. Councillor Grazebrook

- Burial Ground – to act as a deputy to the Clerk in time of illness or holiday. To ensure that the grass cutting contract is fulfilled correctly and for organising the regular Clean Up days. Councillor Gaden

- Playground – to be responsible for liaising with the Friends of the School over the use of the playground and to be responsible for ensuring that the annual inspection is organised by the Friends and for ensuring that any repairs necessary are carried out by the Friends. Ensuring that the memorandum of understanding is followed up and agreed by the Friends of the school. Councillor Skinner

- Assets register – to be responsible for the inspection of all the Council’s insurable assets and for arranging any maintenance or repairs to be carried out. The Clerk to produce a list of the Council’s assets to be inspected. Councillor Gaden

- Spring Clean – to be responsible for the annual Spring Clean. Councillor Lewis

11. Planning matters

11.1 Decisions

460 08/03659/FUL Lost Elm Refused

462 09/00487/FUL 38 Ampney Crucis Refused

463 09/00488/LBC 38 Ampney Crucis Refused

464 09/00539/AGFO Ampney Down Farm Permits

469 09/00536/FUL Glebe Farm Cottages Permits

11.2 Outstanding applications

458 APP/F1610/C/08/2086278 Park Close Objection

461 09/00095/FUL Crown of Crucis No objection

465 08/02944/FUL Land parcel north of London Road Objection

466 08/02945/FUL Land parcel north of London Road Objection

467 08/02946/FUL Land opposite Gorston House Objection

468 08/02948/FUL Land at The Pleydells Objection

470 APP/F1610/A/092101500/NWF Waterton House No comment

471 09/00895/FUL Lost Elm Objection

472 09/00948/FUL Ampney Cross(Half Acre) No comment

473 09/00949/CON Ampney Cross (Half Acre) No comment

11.3 Amendments

465 08/02944/FUL Land parcel north of London Road Objection

11.4 Tree works

None

11.5 Park Close

The Inquiry is due to take place on Tuesday 19 May, at the Council Offices, Trinity Road, Cirencester. CDC will be represented by Mike Napper, (CDC planning), Rob Pidgeon, (GCC) and Martin Evans (CDC solicitor).

11.6 Cripps proposals

The final letter from the Parish Council objecting to ACPC 465, 466, 467, and 468 was sent in to CDC. The letter has been on display in the notice boards and on the website. A bulletin has also been sent to all households in the village.

An amendment has been received for ACPC 465, with ecological enhancements. It appears that this amendment should not have been submitted and will be withdrawn.

Amendments may be submitted at any time up to, and beyond, the decision. It is up to the Parish Council to decide whether to comment on all amendments, or whether to comment on only the amendments that would affect the Councils earlier decision to object to the applications.

12. Financial matters

12.1 Formal adoption of the accounts for the year ending 31 March, 2009

Resolution 29/09 The Chairman proposed and the Council resolved that the financial statements prepared by the Responsible Financial Officer and as attached to these minutes at pages 882-897 should be adopted by the Council as an accurate reflection of the Council’s financial position on 31 March, 2009.

12.2 Current financial position

Resolution 30/09 The Chairman proposed and the Council resolved that the financial statements prepared by the Responsible Financial Officer should be adopted by the Council as an accurate reflection of the Council’s financial position on 29 April 2009.

Resolution 31/09 The Chairman proposed and the Council resolved that £360.00 be transferred to the imprest account.

12.3 Agreement of payments

Insurance

The Clerk explained that the Council had two options: either to retain the insurance with Allianz or to start a new policy with Norwich Union/Aviva (Came and Company brokers). A comparison of the 2 policies is shown below:

Allianz Norwich Union/Aviva

Excess £125 £250

Public liability £5,000,000 £10,000,000

Fidelity guarantee covers Clerk Clerk and Councillors

Personal accident up to age 75 up to age 80

Playground Inspection none offered offer of inspection at maximum of £45

No claims discount none offered 5% for up to 4 years, maximum of 20%

Cost of premium: £1171.74 £917.71 (reduced to £871 for a 3 year contract)

Resolution 32/09 The Chairman proposed and the Council resolved that the Council take out the Norwich Union/Aviva insurance with Came and Company at a cost of £917.71.

It was agreed to discuss taking out a 3 year contract in 2010.

12.4 Allocation of reserves

Resolution 33/09 The Chairman proposed and the Council resolved that the reserves as shown on p898 of the minutes be adopted.

12.5 Assets register

The Assets Register was amended to show current insurance values.

Resolution 34/09 The Chairman proposed and the Council resolved that the assets register as shown on p899 of the minutes be adopted.

12.6 Risk assessment

The Risk assessment was amended to show current insurance values.

Resolution 35/09 The Chairman proposed and the Council resolved that the risk assessment as shown on p900 - 907 of the minutes be adopted.

12.7 Audit for the year ending 31 March, 2009

The internal audit has not yet been completed.

The Clerk explained that parts 1 and 2 of the annual return required agreement. Part 1 is the summary accounts, part 2 is the governance statement.

Resolution 36/09 The Chairman proposed and the Council resolved that Sections 1 and 2 of the Annual Return as required by the external auditors be agreed and signed.

13. Burial ground matters

13.1 Reservations in the Burial Ground

Councillors were reminded that at the last meeting there was some discussion as to whether reservations in the burial ground should continue to be taken.

Following some discussion, it was agreed that one possibility would be to increase the fee for reservation to £34. Reservations would lapse within 5 years if the owner or next of kin did not contact the Council to confirm that the burial plot was still required.

Councillor Skinner and the Clerk agreed to draft a suitable certificate and letter for reservations to be discussed at the next meeting.

14. Village Update

14.1 Spring Clean day

Councillor Lewis reported that the Clean Up day was a success with a similar turnout to 2008. A note to The Ampney Times will give more detail and thank everyone.

New this year was recycling which gave a decent return of glass bottles and metal cans which were collected by CDC, and plastic containers which went into the local recycling bins. A total of 10 bags of rubbish and 3 full boxes of recycling materials were collected. CDC were helpful before and after the event.

Some problems were identified, in particular the accumulation of rubbish in some areas outside the village centre and dog fouling.

It was confirmed that dog fouling was not allowed anywhere within the parish boundaries. Alan Lewis will write an article for the Ampney Times encouraging dog owners to pick up after their dogs, especially within the built up areas.

14.2 Playground

The Friends of the School have confirmed that the maintenance has been carried out at the playground as agreed with the playground inspection company.

Allianz would like to see the waste bin secured, but it was agreed that this would not be suitable for the playground.

A record book for weekly inspections will be delivered to the Friends of the School.

14.3 Ampney Times

An editorial meeting is due to be held.

14.4 Bench at The Pound

A local resident has indicated that he and others in the village would be interested in providing a bench on The Pound. Councillor Skinner has agreed to investigate and find and price suitable benches. The donor will agree which bench should be purchased by the Council. The Council would then be re-imbursed.

14.5 War Memorial

Councillor Lewis reported that a small area of the plinth of the memorial was beginning to spall. He agreed to meet Wells Masonry on site to look at the problem.

15. Correspondence received

15.1 Anchor Staying Put – request for funding.

Although sympathetic to the request, the Council agreed not to make a donation.

15.2 Resignation of the Clerk

The Chairman reported that he had received a letter of resignation from the Clerk.

It was agreed it would be appropriate to set up a sub-committee to advertise and interview potential employees, and ultimately recommend a preferred candidate to the next full meeting of the Council.

Resolution 37/09 The Chairman proposed and the Council resolved that an employment sub-committee of the Chairman, Councillor Kelly and Councillor Vessey, be set up with a view to short listing and recommending a suitable candidate to the next full meeting of the Council.

Resolution 38/09 The Chairman proposed and the Council resolved that funds from the general contingency reserve be used to place a basic advertisement in the Wilts and Gloucestershire Standard

The Clerk indicated that she would be willing to work with the new Clerk until the end of July.

16. Matters outstanding

Councillors had received reports of anti-social behaviour in The Pleydells. The nuisance includes late night noise, harassment, abuse, and disturbance. One block of properties in the cul-de-sac is affected. The Clerk agreed to contact Fosseway Housing to ask for reassurance that action is being taken to resolve the problems.

17. Date, time and place of next meeting.

Monday 13 July 2009, 7.15pm in the Village Hall.

The meeting closed at 10.05pm

ACTION