Draft Notes of the Meeting held at Minting Village Hall 19th January 2018

MINTING AND GAUTBY PARISH COUNCIL

Draft Notes of the
Parish Council meeting of

Friday 19th January 2018 at Minting Village Hall at 7.30pm

Councillors Present:

Chairman Cllr. J Heselwood, Cllr. J Stuchfield, Cllr. H Padfield, Cllr. E Brown, Cllr. V Brown, Cllr Hibbert

In attendance

2 Memberof the Public in attendance

Apologies

Cllr. P Bradwell – LCC, Cllr Grey - ELDC

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As members of the public had no comment to make it was agreed to move straight to session at 7.31pm.

  1. Chairman’s remarks - Welcome Members of the Public
  2. Chairman welcomed members of the public
  1. Apologies for absence and vote to accept reasons given
  2. Cllr Bradwell due to family commitments
  3. Cllr Grey due to an emergency
  4. Declaration of Disclosable Pecuniary Interests under the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 made under the s.30 (3) of the Localism Act 2011
  5. Cllrs were requested to update and return declarations of interest. Declarations received from Cllr Stutchfield, Cllr Hibbert and Cllr Brown.
  6. To confirm or amend, and sign the minutes of the meeting held on 12th December 2017.
  7. It was proposed by Cllr I Hibbert, seconded Cllr J Stutchfieldand agreed by all to sign as a true record the minutes of 12th December 2017. The Chairman duly signed the minutes.
  1. To receive reports from District and County Councillors and Police (if available). No reports received.
  1. Financial Matters
  2. To formally approve the new domain name and associated council email, the new website using LCC service to parishes and the new cloud-based account which allows the Clerk and Chair to work together remotely on documents.

RESOLVEDby unanimous vote to accept the new domain name (PROPOSED Cllr V Brown, SECONDED Cllr Bell)

  1. To approve payments to be made by the Parish Council (see separate list).

RESOLVEDby unanimous vote to ratify the payments (PROPOSED Cllr J Stutchfield, SECONDED Cllr E Brown)

  1. To approve the bank reconciliation for December 2017 (see separate list).

V designates payments already credited or debited from the account.

RESOLVEDby unanimous vote to approve the Bank reconciliation (PROPOSED Cllr J Stutchfield, SECONDED Cllr G Bell.

  1. To consider tender applications for the grass cutting contract 2018-2019.

RESOLVEDby unanimous vote to approve to appoint company 2 (PROPOSED Cllr J Stutchfield, SECONDED Cllr V Brown, ABSTENTION Cllr J Heselwood). Cllr G Bell requested that more information required prior to next year’s decision.

  1. Agree to change of contract to pay Clerk monthly by cheque. Council to agree to action as follows: Payment would be for actual hours worked each month against a signed time-sheet and counter- signed by Chair (not exceeding overall annual hours contracted). Where necessary, the cheques will be signed out of meeting by Chair and other authorised signatory and ratified at the following parish council meeting. RESOLVED by unanimous vote to approve to pay monthly by cheque (PROPOSED Cllr I Hibbert, SECONDED Cllr J Stutchfield
  1. i. To approve the Q4 2017/2018 budget amendment(see separate list)

RESOLVED by unanimous vote to approve budget amendment (PROPOSED Cllr J Stutchfield, SECONDED Cllr V Brown)

ii. and agree to pay Clerk as per d. up to agreed number of extra hours.

RESOLVED by unanimous vote to pay the Clerk inline with the hours actually worked per month. (PROPOSED Cllr J Stutchfield, SECONDED Cllr V Brown

g. To approve the Budget for 2018/2019. RESOLVED by unanimous vote to approve budget amendment (PROPOSED Cllr J Stutchfield, SECONDED Cllr V Brown)

h. To approve the Precept for 2018/2019. RESOLVED by unanimous vote to approve the precept (PROPOSED Cllr J Heselwood, SECONDED Cllr J Stutchfield)
i. To appoint internal auditor. RESOLVED by unanimous vote to appoint the suggested auditor (PROPOSED Cllr G Bell, SECONDED Cllr I Hibbert)

j. To agree to sign up to the Financial Services Compensation Scheme. RESOLVED by unanimous vote to sign up to the Financial Services Compensation Scheme (PROPOSED Cllr J Stutchfield, SECONDED Cllr Henry Padfield)

  1. Update on the Sebastopol Inn, Public House. This is a standard agenda item which will appear on each agenda until further notice.

a. Approve final response to a Freedom of Information request. RESOLVED by unanimous vote to approve response (PROPOSED Cllr E Bell, SECONDED Cllr J Stutchfield)

b. Formally approve text to clarification dated Jan 2nd, 2017 of word/phrase in Parish Council’s objection to the planning application S/122/01919/17. RESOLVED by unanimous vote to approve phrasing (PROPOSED Cllr J Stutchfield, SECONDED Cllr V Brown)

c. To ask the Clerk to respond to the complaint by the owners about the Parish Council, received by the Clerk on Jan 13th, as per Council’s complaints procedure. RESOLVED by unanimous vote to respond and comply with Council’s complaint procedure (PROPOSED Cllr G Bell, SECONDED Cllr E Brown)

d. To ask the Clerk to respond to the complaint by the owners about a Councillor, received by the Clerk on Jan 13th, as per Council’s complaints procedure. RESOLVED by unanimous vote to respond and comply with Council’s complaint procedure (PROPOSED Cllr G Bell, SECONDED Cllr E Brown)

e. To agree any further steps regarding the Parish Council’s objection to the Sebastopol Inn’s owners’ planning application S/122/01919/17. Council agreed to draft response/presentation if the application goes to Planning Committee. Council to liaise with Bid team over the issue. RESOLVED by unanimous vote to begin preparations in the event of the application being forwarded for consideration by ELDC Planning Committee (PROPOSED Cllr J Stutchfield, SECONDED Cllr V Brown)

  1. Agree date and times for the Annual Parish Meeting and Annual Meeting of the Parish Council, which must be held in May. Proposed dates Friday 4th May or Tuesday 8th May. RESOLVED by unanimous vote to hold the meeting on Tuesday 8th May (PROPOSED Cllr J Stutchfield, SECONDED Cllr V Brown).
  2. To receive a report from Cllr Gray and to consider the implication of the amendments of the proposed Main Modifications proposals to the Local Plan and any action. Decision DEFERRED until information received from DC councillor
  1. To consider response to ELDC Budget Consultation. RESOLVED by unanimous vote to approve the ELDC increase in budget of 3.75% (PROPOSED Cllr J Stutchfield, SECONDED Cllr H Padfield). Council also wished the response to include the following statements; Recommend Economic Planning to work more closely with Planning dept, require more innovate and joined up thinking between departments.
  1. To be advised that Cllr Heselwood and the Clerk are due to attend two full days’ training in Data Protection and Clerk and Chairman procedures.
  1. On-going Matters
    a. Broadband update. Item still ongoing
    b. Highways. Clerk to contact Highways and report areas with subsidence and potholes. In addition, meeting to be requested with Highways to address problems.
    c. Emergency Plan. Tables to be removed.
    d. Communication - agree content of newsletter, new website. Newsletter shown to council.
  1. To receive reports from the Clerk and Councillors on matters outstanding and not on the agenda a. Clerk chased up ELDC as tyres which were reported under ref ELC 160/3287 on 12/12/2017 had not been removed as of Jan 9th. However, now removed.
  1. Correspondence as per separate list.
    i. Agreed Cllr G Bell to be recommended for place at Buckingham Palace Garden Party.
    II. To check address registered with Clerks and Councils magazine.
  1. To agree date and propose agenda items for the next meeting in Minting Village Hall (see item 8.) Agreed Tuesday 8th May 2018 7.30pm.

Meeting closed 9.05pm