Minutes
The Annual General Meeting of the Parish Council was held at The Environment Centre, Stibbington on Wednesday, 8th May 2013 immediately after the Annual Parish Meeting.
Present:
| Councillor M Beuttell | Councillor M Bradshaw | Councillor D Price |
| Councillor P Styles | Councillor I Turner | Councillor J Wright |
| Wendy Gray, Parish Clerk |
- Councillors were in attendance from 7.45 pm
- 4 members of the public and newly appointed District Cllr Richard Henson and PCSO Barry Chamberlain were present
The AGM commenced at 7.45pm.
Business Discussed
|
1 |
(Annual) Election of Chairman – Cllr Bradshaw proposed Cllr M Beuttell as Chairman seconded by Cllr Styles, all in favour. |
|
2 |
Declaration of Acceptance of Office |
|
2.1 |
– From Chairman – duly completed. |
|
2.2 |
– From ALL members – duly completed. |
|
3 |
Election of Other Officers/Representatives |
|
3.1 |
Vice Chairperson – Cllr M Beuttell proposed Cllr P Styles seconded Cllr Bradshaw, all in favour. |
|
3.2 |
Street Light Representative – Ian Turner |
|
3.3 |
Cambridgeshire & Peterborough Association of Local Councils Representative – Paul Styles |
|
3.4 |
Christie Hall Management Committee Representative – Mike Bradshaw |
|
3.5 |
Tree Warden – Ian Turner |
|
3.6 |
Parochial Church Council Representative – Dagmar Price |
|
3.7 |
Parish Footpaths and Bridleways Representative – Ian Turner |
|
3.8 |
Police Liaison Representative – Nick Cook |
|
3.9 |
Road Safety Representative – John Wright |
|
3.10 |
Planning and Development and Land Issues Representative(s) – All councillors |
|
3.11 |
Parish Maintenance Representative – Nick Cook |
|
3.12 |
Finance Representative – Margery Beuttell |
|
3.13 |
Health & Safety Representative – Mike Bradshaw |
|
3.14 |
Line Manager for Clerk – Margery Beuttell |
|
3.15 |
Thornhaugh Development Action Group – Nick Cook |
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3.16 |
Any Other Representations – Sibson – Nick Cook |
|
3.17 |
Friends of Stibbington Church – Cllrs Beuttell, Price and Wright (split attendance at meetings between them) |
|
4 |
Apologies for Absence – to receive and accept apologies for absence – Cllr N Cook |
|
5 |
Declaration of Interest in Business to be Transacted – to receive declarations of interest – person and/or prejudicial and the nature of those interests relating to items on the agenda – None |
|
6 |
Public Forum – to allow any member of the public to address the council. Time limited to 10 minutes –
Telephone Kiosk signs still on highway – highways have been asked to remove, follow up letter to be sent requesting removal.
Deep pot holes outside 4 Elton Road – Highways to be advised.
Parking over the pavements – report for Living Villages requesting “please do not park on pavements” if continue parking on pavement will report to 101 and list registration number to Police. Letter also to be sent to Haycock asking them to ask their customers to use car park at back of Hotel. |
|
7 |
Minutes of Previous Meetings |
|
7.1 |
Approval of Minutes of Meeting 6th March 2013 and 17th April 2013 – both sets of minutes agreed. |
|
7.2 |
Review of Actions from Meeting 6th March 2013 – any necessary actions included as separate items on this agenda – none. Review of Actions from Meeting 17th April 2013 – Cllr Beuttell requested Parish Clerk to forward a copy of these minutes to Mr Coulam.
Street Lighting (change of bulbs) – Leave bulbs as they are in the main but request costings to change 3 lamps (lights south of New Road). |
|
8 |
Review Minutes of Annual Parish Meeting 2nd May 2012 – agreed |
|
9 |
Review of Subscriptions – agreed (Parish Clerk reported had not received invoice re Christie Hall rent and had contacted GVA requesting invoice) |
|
10 |
Business Expressly Required by Statute |
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10.1 |
Review Council Insurance |
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10.2 |
Review Standing Orders including Complaints Procedure |
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10.3 |
Review Financial Regulations |
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10.4 |
Review Financial Risk Assessment |
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10.5 |
Review Risk Assessments |
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10.6 |
Review Clerk’s Terms and Conditions |
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10.6.1 |
Job Description as Clerk |
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10.6.2 |
Job Description as RFO |
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10.6.3 |
Confirmation of Scale of Pay 2010/2011 |
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10.6.4 |
Expenses |
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10.7 |
Review Internal Auditor Services |
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10.8 |
Review Freedom of Information Publication Scheme |
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10.9 |
Approve updated Asset Register |
|
|
Agenda items 10 through to 10.9 – it was agreed that no changes had been or were due to be made to these regulations and therefore were still approved. Any changes that need to be made in the future will be discussed at appropriate council meeting. |
|
11 |
Financial Accounts |
|
11.1 |
Accounts @ 31st March 2012: Community Account – £10181.15 Business Saver Account – £18,140.62 |
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11.2 |
To Approve Annual Accounts – accounts were approved for signature. |
|
12 |
To Authorise the Following Orders for Payment: |
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12.1 |
Wendy Gray (clerk’s salary) – March/April 2013 – £353.30 |
|
12.2 |
Inland Revenue (Tax for the clerk deducted from Clerk’s salary) – £102.48 |
|
12.3 |
Clerks Expenses – Stationery/Postage/Use of Computer – £64.39 |
|
12.4 |
CPALC Affiliation Fee – £153.73 |
|
12.5 |
Paul Taylor – Internal Audit – £120.00 |
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12.6 |
A Flatters – Dog Bin Emptying – £40.00 This was first invoice submitted, bins are to be emptied every two weeks – cost of £40 per month was agreed.
All above invoices were approved for payment. |
|
13 |
Planning: No new applications received. |
|
14 |
Correspondence from residents: None. |
|
15 |
General Correspondence: Email received regarding state of seat outside Christie Hall, covered in bird droppings, not nice to sit on. It was agreed to ask (Dog Bag) collector if he would clean for us. |
|
16 |
Questions from Councillors: Elton Road Sign (outside Shop) very worn – letter to HDC asking if this can be replaced.
Planning permission for Garage – no planning application has been received; letter to be sent to Planning Department to see if they know what is happening.
After his electoral win Cllr Henson took to the floor to give us some background knowledge about himself and said he looked forward to working with the Parish Council in the future. |
|
17 |
Reports: report received from PCSO Barry Chamberlain. Barry gave his report at start of meetings due to being on call.
He reported several forms of correspondence received from people but reiterated that as in lots of instances cases do not get reported and without this information from the village the Police will not know if trends are changing. Police are resourced to where crimes are happening. To get extra resource in area will not happen if people do not report crimes.
Cllr Beuttell asked if the report he produces for us could be expanded – Barry advised that he gets his reports from ECOPS and will look at this to see if he can expand for his next report.
Cllr Styles asked if it was possible to let us know when crimes are resolved. Barry explained this would be difficult as some cases could go on for 5 years! Cllr Styles asked if perhaps a report could be produced each year (for AGM). Barry will diarise to produce a report.
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16 |
Date of Next Meeting: Wednesday 3rd July 2013
The meeting closed at 8.30 p.m. |