GREAT BARROW PARISH COUNCIL ANNUAL GENERAL MEETING – Tuesday 14th May 2019 at 7.30pm, at Barrow Village Hall.
|PRESENT:||Cllr M Moulstone – Chairperson||Cllr J Owen|
|Cllr S Harley||Cllr T Johnson|
|CLERK:||Mrs T Ryall-Harvey|
|Members of the public: 2|
ELECTION OF CHAIRPERSON & VICE-CHAIRPERSON
RESOLVED 19/031 – that Cllr M Moulstone be elected as Chairperson for 2019-20.
RESOLVED 19/032 – that Cllr J Owen and Cllr S Harley be elected as Vice-Chairpersons for 19-20.
Declarations of acceptance of office were signed outside of the meeting.
CONSIDERATION OF APPLICATIONS FOR CO-OPTED VACANCIES
RESOLVED 19/033 – that Mr T Johnson and Mrs E Johnson be co-opted as members of the Parish Council.
Apologies of absence were received from Cllr E Johnson – Holiday
DECLARATION OF INTERESTS
No new declarations of interest and no dispensations sought.
RESOLVED 19/034 that the Chairman signs, as a correct record the circulated minutes of the Parish Council meeting on the 12th March, 2019.
Litter picking – It was requested that a litter picker be provided to a resident who walks there dog regularly down the jubilee footpath so that they could pick litter.
Litter bins – It was requested that CWaC be approached to see if they would provide a litter bin at the top of Barrow Lane?
It was also requested if CWaC would provide a litter bin at the top of Little Barrow by the phone box.
It was also requested if CWaC would provide an additional bin in the lay-by in Stamford Bridge.
Dog Fouling – It was reported that people walking their dogs in Barrow did not always pick up their dog waste, it had been highlighted in a recent Barrow News and it was felt that this needed to be encouraged moving forward. Suggestions were made to improve the signage on the footpaths around Barrow. Additionally, a question was raised as to why this did not apply to the Hunt?
Milton Brook new entrance – It was reported that the owner at Milton Brook had recently lowered the hedge along Barrow Lane and created a new, large entrance. A wide section along the field had been fenced off and it was felt by a member of the public that this would be an ideal footpath. It was suggested that if this was the intention of the owner then perhaps they should write to the Parish Council to discuss further.
1 Member of Public left the meeting.
Playing Field – It was reported that there was felt to be serious health and safety risks currently on the playing field, a seat had collapsed and play equipment was damaged and unsafe, the Pavilion had been vandalised. This was a loss to the village and it was requested that the BPPFF be contacted by the Parish Council to ensure the appropriate checks and maintenance were undertaken.
1 Member of Public left the meeting.
Housing – Following February’s meeting when a letter had been written to CWaC asking for information. CWaC have provided information and statistics showing how the housing had been assigned within the last 3 years.
Dog Fouling – It was additionally reported, that an email complaint had been received with regards to a resident throwing dog mess onto the road and not disposing of it in the correct manner.
Storage of Caravan on Driveway – It was reported that an email complaint had been received with regards to a caravan being stored on a driveway that may contravene the deeds of the property.
The Clerk submitted for the meetings information a summary report for the year 2018-19 that included the Bank Reconciliation, as report on the Significant Variances, Year End Accounts, and Asset Register.
Risk Assessment – RESOLVED 19/035 – to adopt the Risk Assessment as submitted to the meeting.
Certificate of Exemption – RESOLVED 19/036 – that the Chairman and Responsible Finance Officer sign the Certificate of Exemption from a limited assurance review 2018-19
Annual Internal Audit Report – It was noted that this has been completed and the separate comments submitted by the Internal Auditor were noted.
Annual Governance Statement – The Clerk read out and the council confirmed as appropriate the Annual Governance Statement RESOLVED 19/037 that Annual Governance Statement be approved and signed at the meeting.
Accounting Statement – RESOLVED 19/038 that the Annual Accounting Statement was approved and signed.
Notice of Public Rights and Publication of Accounts for Year End 31st March 2019
The notice was signed and the period the accounts would be available for viewing at reasonable notice was between 17th June and 28th July 2019,
RESOLVED 19/039 – that the Council accept the accounts and payments of the Cash Book as circulated at the meeting,
RESOLVED 19/040 – that the Council accept the following income received in since the last meeting:-
£6.00 cash that was received in from the sales of footpath booklets
£240.00 from the Allotment Association,
£15,568 from CWaC (Precept)
£20,000 – Private Investor (received into the New Pavilion Account)
£10,000 – Private Investor (received into the New Pavilion Account)
£1,000 – George Heath Grant (received into the New Pavilion Account)
£5,000 – Garfield Western Grant (received into the New Pavilion Account)
RESOLVED 19/041 – that the Council accept the following payments that had been received since the last meeting: –
|To whom paid||Details||Amount|
|Autela Payroll||Payroll Services for 2018-19||£122.19|
|Barrow Primary School||Room Hire||£25.00|
|Deva Print Limited||Footpath Book Printing||£10.00|
|Ringwood Fencing||New Gatepost for Allotments||£39.42|
|Defib Store||DEFIBRILLATOR Phonebox Sign||£96.00|
|Clerks Salary||Tax Point 1||£390.89|
|Clerks Salary||Tax Point 2||£390.89|
|Clerks Expenses for March||£85.02|
|Clerks Expenses for April||£45.33|
|Thomas Spruce||Mowing for March||£290.00|
|Thomas Spruce||Mowing for April||£320.00|
|Barrow Village Hall Q4||Parish Council Mtgs||£44.80|
|Barrow Village Hall Q4||Barrow History Group||£72.00|
|Wel Medical||Defib Pads||£44.28|
|Nick Brookes||Skip for Allotment||£218.76|
|CWaC||Discharge of conditions application||£116.00||NP Account|
|SteelForce||Deposit for new building||£14,820.00||NP Account|
|TreeTops||Make safe trees on Playing Field||£750.00|
|Malcolm Moulstone||Materials Expenses for work at the Allotments||£140.00|
|Malcolm Moulstone||Materials Expenses for work on Green Areas||£160.00|
Cllr Moulstone left the meeting prior to his expenses being approved, and returned to the meeting once these had been approved.
Financial Transactions for approval throughout the year in between meetings
RESOLVED 19/042 – the following items were approved for payment throughout the year in between meetings subject to them being in-line with the budget:-
|Clerk’s Salary, HMRC & Autela Group Payroll||Monthly /Quarterly||£5,750|
|Playing Field Mowing||Monthly||£3,500|
|Website and IT||Annually||£300|
Clerk’s Salary and Hours
RESOLVED 19/043 that the Clerk’s salary from 1st April 2019 should adopt the NALC update salary award SCP 25. Standard hours for clerk should remain at 8 hours with additional extra hours being paid on a monthly basis as appropriate as it was hoped that the hours would reduce once the New Pavilion project was completed.
RESOLVED 19/044 – the additional hours for April undertaken by Clerk of 6 hours was approved.
The council noted the Planning Register as circulated at the meeting.
NEW MEMBERS TRAINING
The clerk reported that CHALC was undertaking new members training for any members interested on Wednesday 12th June at Cheshire View, Christleton, alternatively the Clerk had organised training on Tuesday 18th June at Dunham Hill Village Hall, all members interested in attending either of these events were asked to let the Clerk know then places could be booked.
REPORTS FROM VILLAGE COMMITTEES AND GROUPS
Barrow Parish Playing Field Committee
It was reported that the crowns had been lifted and waste following the container moving had be cleared. Further tree works may need to be considered for the future. Grass continued to be cut and strimmed and the Parish Council were pleased with the work Thomas Spruce undertook to keep the field tidy.
It was reported that work needed to be carried out on the steps down Mill Lane. Additionally, the bridge down Graysfield was eroding – both of these areas were being reviewed by the Footpath Committee.
It was reported that Barrowmore had been subject to vandalism and fire recently due to local children and the police were involved.
The Church printer had now been moved and all of the paperwork that the Parish Council have to the new area provided by Barrowmore. Additionally, it was reported that trees overhanging the Café at Barrowmore had been topped as they had Ash die-back and due to Health & Safety had been assessed as urgently requiring attention. This work has now been completed.
Cllr Moulstone reported that the gate and gate post had now been replaced, a skip had been and gone from the site and all of the allotments were now occupied.
The Parish Council requested that the clerk review costs that have been spent on the allotment site over the last two years and report back to the next meeting, so that the council can review the costs to ensure rents cover the spend on the site.
Cllr Owen reported that they the sub-group had now had three meetings, they felt the previous NDP was extremely out of date and not relevant and therefore they were working their way through the report and updating.
Cllr Moulstone reported that the Pavilion/Shop Committee had received confirmation that they had been awarded £37,000 from Sports England and £28,000 from Rural 4. Additionally, they were in receipt of £1,000 from George Heath and £5,000 Garfield Western. It was reported that the deposit had been paid to Steelforce of £14,820 for the new structure. Cllr Moulstone also reported that there was a meeting schedule for 15th May with Sports England that included the School, Barrowmore, Chris Youngs from the Footpath Committee, Parish Council and Shop Committee representatives to look at what Sports England could bring to the project and how everyone could work to bring the community together.
POLICIES AND PROCEDURES – FINANCIAL REGULATIONS
RESOLVED 19/045 that the financial regulations be adopted for 2019-20.
STANDING CONSIDERATION OF HIGHWAYS MATTERS
- It was reported that an email had been received following a resident travelling along the B5132 behind 2 tractors. They commended the tractor drivers at pulling to the side of the road and letting cars pass. The resident wishes to pass on their thanks and requested that it be recorded as they had not witnessed such good conduct for a long time.
- Poor road surface – Rocks onto Broomhill Lane – this had been reported and CWaC have been out and reviewed and considered the road surface to be of suitable condition.
- Trees at Stamford Bridge – Cllr Owens had reported previously that clarification was being sought as to the owner of these trees, it is now believed that this is Stamford Bridge, and BT are looking to take them down to avoid the BT lines.
- Lansdown Road – it was requested that an additional bin be requested from CWaC as this was a heavily used area and constantly required the one bin to be emptied.
- Mirror opposite the Molins – it was reported that this mirror was at the height of a lorry or tractors wing mirror which meant that they either needed to move across the road to miss it or the wing mirror on the vehicle gets smashed. Cllr Moulstone undertook to approach the owner to see if this could be altered.
MEETINGS FOR 2019-20
Meeting dates for 2019-20 were agreed as:-
Tuesday 11th June, 2019
Tuesday 9th July, 2019
Tuesday 10th September, 2019
Tuesday 8th October, 2019
Tuesday 12th November, 2019
Tuesday 10th December, 2019
Tuesday 14th January, 2020
Tuesday 11th February, 2020
Tuesday 10th March, 2020
PART 2 – Members of the Press and Public were asked to leave at this point due to the confidential nature of the matters discussed.
The contract for the position of temporary Clerk and Responsible Financial Officer was signed by the Chairperson, Cllr Moulstone, and the Clerk, Mrs Ryall-Harvey, for the period until 31st January 2020.
Cllr Moulstone reported that he had recently undertaken a review of the condition of the Pavilion and had found it to be, he believed, in a dangerous state, there was damage to the gutters, broken windows, roof tiles dislodged, facia board damage and two of the main supports were rotted through. Additionally, in the interior of the property water was coming through the roof onto the electrical mains board. He felt that given the condition of the building that the BPPFF have not been keeping to their lease agreement to keep the property in a useable condition and take responsibility for the continuing repair of the property.
The Parish Council discussed Cllr Moulstone’s finds and requested that an independent Structural Engineers report be sought to confirm his finding.
Cllr Moulstone also felt that the BPPFF, in his opinion, were not keeping up with the external inspections of the play equipment and again in breach of their lease agreement. The Parish Council requested that advice be sought from a solicitor to see if the lease could be cancelled.
Demolition of the Pavilion – Cllr Moulstone reported that he had received a quote for the demolition of the Pavilion. The Parish Council requested that at least two itemised quotes be sought to undertake the demolition, removal and make safe of all electrics and water supplies. These should be sent round to all Parish Councillors for review prior to the work being carried out.
The clerk reported that she had spoken with Parkinson’s with regards to the recovery of the VAT and had been quoted £500 plus VAT from them to provide as much advice and guidance as we require through the whole of the project to ensure that the Parish Council are in the best position possible to recover the VAT on the project. RESOLVED 19/046 to work with Parkinson’s for this year.
The meeting closed at 9.45pm The next meeting takes place on Tuesday 11th June, 2019