MINUTES OF THE KINGSTONE &THRUXTON GROUP PARISH …



MINUTES OF THE KINGSTONE &THRUXTON GROUP PARISH COUNCIL ANNUAL MEETING HELD ON 27 MAY 2015 AT THE VILLAGE HALL

PRESENT

Parish Councillors:

Mr R Piotrowski, Mr P Wright, , Mr C Rowan, Mr J Watkins, Mrs A Wright, Mrs S Walker, Denise Lloyd and Mr D Barton.

ABSENT

Parish Councillor: Mrs C Rowan.

IN ATTENDANCE

Mrs R Craine (Clerk), 1 parishioner and Locality Steward Dave Atkinson.

ELECTION OF CHAIRMAN

Mrs S Walker was re-elected as Chairman. Proposed by Mrs A Wright, seconded by Mr Piotrowski and agreed unanimously.

TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were accepted from Mrs C Rowan.

TO CO-OPT PARISH COUNCILLORS TO FILL CURRENT VACANCIES

Mr D Barton was unanimously co-opted as a Parish Councillor. Acceptance of Office and Register of Interest forms signed.

DECLARATION OF INTERESTS AND DISPENSATIONS. TO RECEIVE DECLARATIONS OF INTEREST AND TO CONSIDER ANY WRITTEN APPLICATIONS FOR DISPENSATION

None received.

TO APPROVE AND SIGN AS CORRECT THE MINUTES OF THE MEETING OF 15 APRIL 2015.

The minutes of the last meeting were agreed and signed by the Chairman as a true record.

PUBLIC QUESTION TIME

No matters raised.

UPDATE FROM LOCALITY STEWARD

Mr Dave Atkinson has taken on role of our Locality Steward. Mr Atkinson has 39 years of Highways maintenance experience and will attend as many meetings as possible but he looks after 18 Parish Councils. Defects relayed to him were: 30mph signs on entering Village need repairing, clarification on responsibility for Satellite footpath needed, Smallbrook path needs maintenance, Arkstone Lane still floods. Mr Atkinson endorsed the Lengthsman Scheme and P3 Scheme and will meet with Mr Wright to go around Parish. Direct line to report defects is 01432 261800.

DECLARATION OF ACCEPTANCE OF OFFICE AND NOTIFICATION OF FINANCIAL INTEREST FORMS (TO BE COMPLETED BEFORE MEETING)

All forms collected by Clerk.

ELECTION OF VICE CHAIRPERSON

Mr P Wright was re-elected as Vice Chairman. Proposed by Mr Watkins, seconded by Denise Lloyd and passed unanimously.

TO CONFIRM REPRESENTATIVES

County Association of Local Councils – Mrs S Walker.

Sports Association – Mr D Barton and Denise Lloyd.

Parish Hall Committee – Mr P Wright.

William Hoskyns Trust. – Mrs A Wright and Mr P Wright

Consolidated Charities – Mr C Rowan, Mr P Wright and Mrs A Wright.

John Smith Charity – Mr C Rowan, Mrs C Rowan and Mr J Watkins.

LOCAL POLICE REPORT

No representation. New PCSO in next six weeks.

REPORT FROM WARD COUNCILLOR

Apologies for absence given.

RISK SCHEDULE UPDATE

Unanimously agreed and signed.

TO CONSIDER ADOPTION OF REVISED CODE OF CONDUCT- AMENDMENT TO SECTION ON DISCLOSABLE PECUNIARY INTERESTS.

Unanimously agreed and adopted.

TO CONSIDER ADOPTION OF REVISED FINANCIAL REGULATIONS.

Unanimously agreed and adopted.

RESPONSIBLE OFFICERS REPORT, INTERNAL AUDITORS REPORT, FINANCIAL STATEMENTS, ADOPTION OF ANNUAL ACCOUNTS AND EXTERNAL AUDIT RETURN – ACCOUNTING STATEMENT AND ANNUAL GOVERNANCE STATEMENT

a. RFO Report - see attached copy.

b. Mr A Godwin carried out internal audit and no actions were raised.

c. End of year receipts and payments account and balance sheet was adopted and signed off by Mrs Walker and R Craine as being a true record of the financial state of the Parish Council. (See attached).

d. Cashbook and petty cash book reviewed and approved by Council.

e. The Annual Accounting Statement for the external auditor was approved and signed.

f. Annual Governance Statement approved and signed.

VILLAGE HALL COMMITTEE REPORT

None.

SPORTS ASSOCIATION REPORT

New ramp covering installed. Complaint lodged re: zip wire accident. AGM is 17 July 2015 and Fun Day 25 July 2015 when PC will have a table promoting the Neighbourhood Plan. Still a problem with waste chocolate being dumped.

LENGTHSMAN SCHEME REPORT

Mowing and strimming to be started next week. Paul to meet new Locality Steward to highlight problem areas.

PARISH PATHS SCHEME REPORT

As above.

NEIGHBOURHOOD PLAN UPDATE

New Grant obtained. Informal consultation well attended. Formal consultation needs to be well represented. V4 of Plan to be reviewed at next NP meeting on 9 June 2015 with Kirkwells and Sam Banks of the Herefordshire Neighbourhood Planning Team. Minutes of meeting of 28 April 2015 signed as being a true record.

FINANCE

Invoices for payment:

Clerk’s wages - £257.60. Tax deducted £13.20.

HMRC - £13.20

HALC subs - £602.08.

Insurance - £297.10.

NP invoices:

Sundries (Informal consultation) - £9.99.

Stationary - £6.50.

All payments unanimously agreed.

Receipts:

Precept received - £5000.00.

NP Grant - £4050.00.

Other:

Donation request from Kingstone Sports Assoc. Mrs Wright proposed a donation of £1300.00, seconded by Mr Watkins and agreed unanimously.

Balances:

The balance for the current account as at 20 May 2015 was £13749.44.

The balance of the deposit account as at 20 May 2015 was £3602.04.

PLANNING

The following planning proposals were considered by the Parish Council: -

Code number: 151179

Proposed development: Land adjacent to Brantwood. Addition of balcony.

PARISH COUNCIL COMMENTS: No objection.

Code number: 150328

Proposed development: Huff Cap. Two three bedroom dwellings.

PARISH COUNCIL COMMENTS: No objection.

Code number: 143476RM

Proposed development: Land to rear of Whitehouse Drive.

PARISH COUNCIL COMMENTS: Kingstone & Thruxton Grp Parish Council would like to reiterate yet again comments made previously and that have still not been addressed. They do not feel that it is satisfactory to gloss over clear diversions from recommended National guidelines and Herefordshire Council guidelines with a comment that “it’s been passed by planning so must be alright”. The concerns previously raised remain as follows:

1. The splay at the entrance to Whitehouse Drive still remains below the width recommended in the National Road Design Act., if access is not to be widened then a secondary access would be needed.

2. The visibility at this splay falls below the 35m requirement as stated in the Road Design Act,

3. The site drawings are incorrect and the new dwellings, in places, would not be the required minimum of 21m from existing properties and so not in accordance with Planning Policy Statement 7 (QD 1 Quality in New Residential Developments and recommendations in the Herefordshire UDP. The new dwellings would encroach on existing properties and inhibit any future plans existing residents might have to extend their properties. New drawings need to be produced that are accurate and show the already existing extensions, current ones seem to have omitted these.

Until these issues are addressed satisfactorily then Kingstone & Thruxton Grp Parish Council will again be objecting to this application. The Parish Council feel that if Herefordshire Council ignores these comments then it will be setting a precedent for all future applications.

The following results had been received.

Planning passed for:

150578. Gooses Foot Industrial Estate. Extension to industrial unit.

143725. Flavex International. Proposed demolition of existing building and erection of packaging warehouse.

TO NOTE INFORMATION SHEET

Sheet included update on previous action points and a list of correspondence received.

Noted.

COMPLAINTS RECEIVED ABOUT A MOBILE HOME.

Planning Department to be notified.

MATTERS NOTIFIED TO CLERK FOR AGENDA OF NEXT MEETING

Transparency Code.

Speeding at Gooses Foot.

Resolved to hold following agenda item in closed session. Member of the public was asked to leave room.

CLERK’S ANNUAL PERFORMANCE REVIEW AND ASSOCIATED ANNUAL INCREMENTAL SALARY INCREASE

Unanimously agreed that Clerk’s salary should be increased to SCP 23 and backdated to start from 1 April 2015, salary now £10.84 per hour. Additionally, Clerk should have a backdated payment of an extra 23p/hr from 1 January 2015 to 1 April 2015.

DATE AND TIME OF NEXT MEETING

The next meeting would be held on Wednesday 8 July 2015 commencing at 7.30 pm at the Village Hall.

The meeting closed at 9.40 pm.

KINGSTONE AND THRUXTON GROUP PARISH COUNCIL

Financial Report for the year 2014/2015

The precept for the year was increased to £9,000.00. The Parish Paths Grant, Lengthsman Scheme Grant, interest on Deposit Account, VAT refund and Neighbourhood Plan Grant generated other income.

Donations given by the Parish Council were £400.00 to Dore Transport, £300 to Kingstone Church for Churchyard maintenance and £150.00 to Thruxton Church for churchyard maintenance. Other significant expenses besides insurance, the Lengthsman Scheme, Neighbourhood Plan and Parish Paths Scheme include £434.73 for HALC subs, £704.76 towards Village Hall costs, £100.00 for external audit, £208.33 towards share in new printer, £386.23 for training and books, £465.00 towards new barrier at Village Hall and £900.00 for grass cutting. As at 31.3.15 remaining Parish Paths Grant was £12.08 and Lengthsman Scheme Grant was overspent by £8.51.

The Cash Book balance as at 31.03.15 stands at £5585.24, the Deposit Account at £3602.04 and petty cash fund at £27.64. Overall balance as at 31.3.15 is £9214.92. Comparing receipts to expenditure at the end of the year we had a surplus of £1746.91. A precept of £10000.00 was agreed for 2015/16 to cover any election costs and Lengthsman Scheme contribution.

With the approval of the Parish Council, Mr Alan Godwin agreed to be our Internal Auditor. I have enclosed for you all to peruse a copy of the receipts and payments sheet and balance sheet that was given to Mr Godwin so that the Parish Council can approve the accounts at its next meeting. Audit forms have to be returned to the appointed External Auditors, Grant Thornton.

Rachel Craine

Parish Clerk/Responsible Financial Officer. 10 May 2015

1.

KINGSTONE AND THRUXTON GROUP PARISH COUNCIL

BALANCE SHEET AS AT 31st MARCH 2015

2013/2014 2014/2015

£ £

CURRENT ASSETS

92.72 Debtors - VAT Recoverable 759.67

0.82 Petty cash 27.64

3868.75 Cash at Bank Current Account 5585.24

3598.44 Savings Account 3602.04

________ ________

7560.73 9974.59

CURRENT LIABILITIES

0.00 Creditors 0.00

7560.73 NET ASSETS 9974.59

REPRESENTED BY

7560.73 General Fund Balance 9974.59

Note 1. At the 31st March 2015 the following fixed asset was held

Village Hall £411323.00

The basis of the valuation of the assets is the insured value.

The entries on the statements on pages 1 and 2 represent fairly the financial position of the Authority as at the 31st March 2015 and reflect its payments and receipts during the year.

Approved by the Council on

……………………………………… ……………………………………….

Chairman Responsible Financial Officer

2.

KINGSTONE AND THRUXTON GROUP PARISH COUNCIL

RECEIPTS AND PAYMENTS ACCOUNT FOR THE YEAR ENDED 31.03.2015

2013/2014 RECEIPTS 2014/2015

£ £

8000.00 Precept 9000.00

3.59 Interest Receivable 3.60

12.24 Rents/Wayleave 0.00

2650.00 Grants 8905.00

87.28 VAT Refunded 180.91

10753.11 18089.51

PAYMENTS

General Administration

2563.40 Staff Costs 3068.40

30.00 Petty cash items 53.18

100.00 Audit 100.00

1600.00 Donations 400.00

450.00 Churchyard Maintenance 450.00

Running Costs

293.05 Insurance 297.10

900.00 Grounds Maintenance 900.00

338.58 Subscription (HALC) 434.73

475.00 Village Hall Costs 704.76

475.00 Footpath Maintenance Labour 967.79

0.00 Election costs 0.00

92.72 VAT 759.67

1990.00 Lengthsman 1320.00

148.50 Lengthsman admin. 148.51

25.00 HALC/training/books 386.23

0.00 Web site 0.00

40.00 Computer costs 208.33

35.00 ICO 35.00

0.00 Neighbourhood Plan consultants 3100.00

0.00 NP Grant repayment 2307.40

8.00 NP maps 196.50

0.00 Village Hall barrier 465.00

__ 40.00___ Internal audit __ 40.00_____

9797.33 16342.60

955.78 Deficit/Surplus for Year 1746.91

General Fund Movements

6512.23 Balance brought forward 01.04.2014 7468.01

955.78 Surplus for the current year 1746.91

7468.01 Balance carried forward 31.03.2015 9214.92

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