AMPNEY CRUCIS PARISH COUNCIL
DRAFT MINUTES OF THE PARISH COUNCIL HELD ON 11 NOVEMBER, 2002, IN THE VILLAGE HALL, AMPNEY CRUCIS.
Present: Councillors Peter Kelly, Gerald Gaden, David Vessey, Adrian Grazebrook, Sally Hebbs and John Dear.
District Councillor Bruce Evans
Presiding: Councillor Peter Kelly
Clerk: Mrs H Tonks
The meeting commenced at 7.30pm. There was one member of the public present.
1. Apologies for Absence
County Councillor Raymond Theodoulou
2. Minutes of the meeting held on 20 September, 2002
Resolution 41/02 The Chairman proposed and the Council resolved that the minutes, of the meeting held on 20 September, 2002 be signed and adopted.
3. Matters arising from the minutes of the meeting held on 20 September 2002
3.1 Highway matters
The Clerk reported that Raymond Theodoulou had been in touch with and has been informed that the programme for 2003/04 is in the course of preparation by officers and has yet to be reviewed by Portfolio holders. He has asked for a reassurance that the parishes' views submitted earlier this year would be taken into account.
The Clerk also reported that Hatherop Parish Council had written to British Telecom to complain that the new telephone poles on Akeman Street were unsightly. Hatherop Parish Council wished to know whether Ampney Crucis Parish Council would be interested in supporting this argument. The Clerk, as discussed at the parish council meeting in September, had written to Gloucestershire Highways, explaining their concerns over safety in this area, as the poles are very close to the roadside. It was agreed that no further action would be taken.
3.2 Ditch at the back of gardens on the Village Street
The Clerk had written to residents in this area, asking for any debris in this ditch to be removed. There has been substantial rain in recent weeks, and this area has not flooded. No further action will be taken.
4. Reports from County/District Councillors
District Councillor Bruce Evans gave the following report:
§ Changing government funding and decreasing investment income means that CDC has had to make savings on services. The closure of the museum at Northleach has proved controversial; however, it was open for only 6 months each year, and had relatively few visitors. A proposal was also made suggesting that the current practice of disregarding war widow’s pensions and war disablement pensions when calculating Council Tax and housing benefit should be stopped. This proposal, and the proposal to stop the payment of Council Tax at local post offices proved very controversial, and it is anticipated that these two proposals will be reversed.
§ The Cirencester Traffic and Environmental Plan (CTEP) will proceed, using money from capital. Although this will affect the housing budget, enough money remains to provide social housing for the next ten years, on all sites that are currently available. Replying to a question, Councillor Evans explained that it was essential for the CTEP to go ahead: Cirencester relies on tourism as a major source of income to the town, and the town centre was looking untidy and unkempt.
§ There will be further local recycling initiatives. A wider variety of materials can now be placed in the recycling bin. These details will be publicised in the Ampney Crucis Times.
§ Any increase in fire officers pay will affect the County Council budgets, but will probably be passed on to residents in Council tax demands.
§ £130 is available in the Ward Projects Fund.
5. Questions from the Public
None
6. Financial matters
6.1 Current financial position
The budget sheet was amended to show an additional £27 income for advertising. This has no overall impact on the balances, but shows how the precept is being spent throughout the year.
Resolution 42/02 The Chairman proposed and the Council resolved that the amended financial statements as provided by the Responsible Financial Officer were an accurate reflection of the Council’s financial position on 3 November, 2002.
6.2 Agreement of payments
Requests for grants from Citizens Advice, Victim Support and Junior Citizenship were received. The requests from Junior citizenship and Victim Support were refused, and £50 awarded to the Citizens Advice Bureau
Resolution 43/02 The Chairman proposed and the Council resolved that the following items of expenditure be authorised as a S137 payment under the Local Government Act 1972, it being the opinion of the Council that the expenditure will be in the interests of all or part of the community: a donation of £50 to the Citizens Advice Bureau.
Resolution 44/02 The Chairman proposed and the Council resolved that £400 be transferred from the current account to the imprest account.
Councillor Hebbs asked that the £250 allocated in the budget towards the Golden Jubilee be passed onto the Jubilee Committee to cover some of the costs.
Resolution 45/02 The Chairman proposed and the Council resolved that £250 be paid to the organisers of the Jubilee celebrations
6.3 Internal Audit
The Clerk reported that Neil Holt had carried out the internal audit. He had only two recommendations to make: firstly that a risk assessment should be held, and secondly that the values of the Parish Council’s assets should be assessed every 5 years. It was agreed that an amount be built into the precept request, to pay for professional fees for valuations.
6.4 Financial regulations
The draft regulations were amended in paragraphs 4.4 and 4.5.
Resolution 46/02 The Chairman proposed and the Council resolved that the Financial Regulations shown in pages 416 – 420 of these minutes be adopted.
6.5 Risk Assessment
The Clerk reported that the Parish Council needs to carry out a risk assessment each year, as a new requirement of the Audit process. A draft version was circulated and agreed. Future action will be required to arrange valuations and inspections. (See paragraph 6.3 above). The Clerk will also contact GAPTC to check whether there is a model employment contract for Clerks. It was agreed that the fidelity guarantee should be raised to reflect the amount of money held in the bank. The insurance will also be checked to ensure that all Councillors are covered against accusations of libel or slander.
Resolution 47/02 The Chairman proposed and the Council resolved to increase the fidelity guarantee to £5000
Resolution 48/02 The Chairman proposed and the Council resolved that the Risk Assessment shown in pages 421 –427 of these minutes be adopted.
6.5 Budget for 2003-04
The Clerk presented the draft budget, as shown below, for consideration by the Council. (Figures in italics require discussion before the January meeting.)
Advertising: £ 75
Burial Ground: grass cutting: £1060
maintenance: £ 250
GAPTC: £ 85
Hire of Village Hall: £ 80
Insurance: £ 540
Miscellaneous: £ 150
Clerk’s salary: £2310
Clerk’s expenses: £ 100
Donations/grants £ 100
Audit: £ 100
Professional fees £ 300
Book binding £ 60
Total: £5210
Professional fees may be required to pay for valuations of the Council’s assets. A notice will be placed in the Ampney Crucis Times asking for local residents to offer their services.
The Clerk also explained that the recommended salary scales for Local Council Clerks had been produced, and that the Parish Council were no longer paying the minimum recommended by NALC. It was agreed that the Clerk would prepare figures for the next meeting, in order that the budget can be adjusted accordingly.
7. Planning matters
7.1 Decisions
217 CT 2706/D Malt Cottage Withdrawn
218 CT 2706/E Malt Cottage Withdrawn
224 CT 0906/F 8 Durncoat Cottages Permits
228 Contr 1284 April Cottage No objection
227 Contr 1288 Cider Orchard No objection
7.2 Outstanding applications
190 CT 4170/D 1 Lake Cottages No objection
229 CT 2865/1/D Threeways Objection
230 CT 3296/F The Pleydells No objection
232 CT 2706/D Malt Cottage No objection
234 CT 2706/E Malt Cottage No objection
236 CT 0607/E Firs Farmhouse On circulation
The Chairman will not comment on the application for Firs Farmhouse as a representative of the Parish Council but as an individual.
7.3 Minor amendments
7.4 Tree works
233 Contr 1331 The Coach House No objection
235 Contr 1334 Penny Patch No objection
8. Burial Ground matters
8.1 Burial Ground clear up
Councillor Gaden reported that only 4 residents helped at the Burial Ground clear up. However, one area of the ground was thoroughly cleared. It was agreed to pay Don Underwood for his expenses in removing the rubbish and supplying equipment.
Resolution 48/02 The Chairman proposed and the Council resolved to pay expenses of £25.00 to Don Underwood
8.2 Grass cutting contract
It was agreed that contractors be invited to submit tenders for the grass-cutting contract. Copies of insurance will be required, and it will be requested that the entrance be cleared of grass cuttings.
Councillor Kelly will ask the Gardening Club if they will maintain the flowerbeds at the entrance to the Burial Ground.
9. Freedom of Information Act
The Clerk reported that the Parish Council are obliged to submit a publication scheme, showing what information it will publish for the general public. Guidance notes from NALC, and a list of the ‘Core classes’, optional documents within the core classes, and optional classes had been circulated. After some discussion , the Council adopted the core classes (no optional documents) and the optional class of the Burial Ground.
It was agreed that a notice would be prepared for the notice boards, explaining what information will be available. Copies of the information required will be sent to those requesting information, at a cost of 10p per sheet, with a minimum charge of £2.00.
Resolution 49/02 The Chairman proposed and the Council resolved to adopt the Model Publication Scheme for Local Councils (Core Classes, plus optional class: Burial Ground), as required by the Freedom of Information Act, 2000.
10. Village Update
10.1 Playground
The Clerk reported that an e-mail had been received from GCC explaining the procedures for granting a licence for use of the land. In essence, the proposal was to grant a licence rather than a lease, at a peppercorn rent. In the interests of continuity it is proposed that the licence be granted to the Parish Council.
Initially, Councillors accepted that costs would include insurance and maintenance. However it would appear that costs would now include insurance, maintenance of equipment, fencing, professional costs of replacing equipment, and removal or repair of vandalised equipment. It was suggested that costs could be up to £1000 each year. It was agreed that the Clerk would contact Clerks in other areas, to check on their expenditure. Planning considerations should also be taken into account.
The Clerk will notify Kim Hartshorne of this action.
10.2 Notice board
The notice board has not yet been erected. The Clerk will contact Frank Perkins.
10.3 Double White lines on A417
The Clerk explained that the Police had approved the amendments to this scheme. The lines will be painted when weather conditions are suitable.
11. Golden Jubilee
Councillor Hebbs explained that most of the mugs had been given to the children in the parish. There are now 70 children under the age of 16 within the parish boundaries.
Extra mugs are available at £4.00 per mug.
12. Footpath matters
The entrance to BAC 15 has been locked by a local resident to prevent, it is believed, quad bikes from using the field and causing a disturbance to local residents. The stile normally used to gain access to the field is broken, but providing the gate is unlocked, the landowner has no obligation to repair it. It is understood that the gate will be unlocked.
Councillor Vessey reported that after discussions with GCC, there is no evidence that the track leading from Back Lane is owned by anyone. An application can be made to GCC for the track to be made a Public Right of Way. The Parish Council will take no further action.
13. Correspondence received
13.1 GCC Periodic Electoral Review
Draft proposals have been sent to the Parish Council.
13.2 Cirencester Town Council Hubs and Spokes
This scheme would potentially increase bus service provision to rural areas and will involve rural parishes joining together. The Clerk will check with the Town Council on the process and mechanism for gathering views from parishes that may be included in this scheme.
13.3 CDC Local Plan
The draft of the local plan will be available soon.
13.4 Consultation on Local Access Forum.
Noted
14.5 GRCC Funding seminar, 22 November, 10am – 3pm, Northleach
Noted.
14.6 Office of the Deputy Prime Minister: Audit regulations 2003 Consultation paper.
Councillor Vessey will respond on behalf of the Council.
14. Matters outstanding
As £130 is available in the ward Projects Fund, Councillors were urged to think of a suitable project that would benefit from this fund.
15. Date, time and place of meetings for 2003.
Monday 13 January, 7.15pm in the Village Hall.
Further dates for 2003: 10 March, 12 May, 14 July, 8 September and 10 November, 2003.
The meeting closed at 9.45pm