AC PC Minutes 2018 04 26
1. Welcome the public
2. Declaration of interests
4. Minutes of the previous meeting, and matters arising from the minutes
a) Village Community Store – Cllr. McDonald
b) PCC: Churchyard – Cllr. Tilley
c) Cemetery – Cllr. Butcher
d) Village Green – Cllr. Gay
e) Village Hall – Cllr. Butcher
f) Pre-School - Cllr. Daw
g) Glebe Field and Allotments – Cllr. McDonald
h) School – Cllr. Williams
i) Footpaths – Cllr. Gay
including lockable gate for Footpath 18
j) Parish Steward requests = all
6. Planning Applications – none at time of publication
7. Correspondence & administration
8. Curbs around Village Hall (From previous meeting
9. PAT Testing
10. Concert at the Kings
11. Grant request for Royal Wedding celebrations
12. Repair and Maintenance of Telephone kiosk
13. GDPR Cllr Butcher and RFO Kate Asbury
a) Payments to be approved
b) Balance of Accounts
AC PC Minutes 2018 03 28
Minutes for All Cannings Parish Meeting March 28th 2018
1. Present: Amy Gray (Chair), Sylvia Butcher (Vice Chair), Cllr Gay, Cllr McDonald, Cllr Williams, Emma Comfort
2. Apologies : Robbie Daw
3. Meeting opened at 19.32
4. Welcome to the public
5. Cllr McDonald declaration of interest – April Cottage
Cllr Butcher declaration of interest – Rendells farm
6. Matters arising from previous meeting. Cllr Gray has walked around the village with new contractors.
All Councillors should be furnished with a hard copy of new Code of Conduct - EC
Minutes signed by Cllr Gray
a) Village Community Shop – Cllr McDonald – lease is due for renewal in June 2018 and there are ongoing discussions with Village Hall and Mary Watney. Peter asking for a longer lease (current lease is always for 5 years), and they are looking at renewing plumbing/drainage and will qualify for grants with a longer lease.
They are converting the legal status to Community Benefit Society so they are directly required to only carry out busy for local community and profits go back into community.
Holding and Auction of Promises to raise money
b) Cemetery – nothing to report
c) Village Green – Cllr Butcher reported a dip in the safety surface around the cone. Cllr Gay to see what can be done
d) Village Hall – Cllr Butcher meeting with committee on April 16th
19.46 – Kate Asbury arrives
Curbs mark the boundary of Village Hall property, and John Mead asked who has the responsibilty for curbs as the old village drain is sinking due to heavy traffic passing over it. Village Hall have replaced it twice, but it should be a Village issue. Put on agenda for April.
Village Map on front of hall – the frame needs replacing. Is it village Hall or village property? Cllr Butcher suggested that it is Village Hall responsibility to maintain it. This was agreed.
Money was rasing for a Boules pitch at back of Village Hall which is never used. They will have it levelled off for safety reasons.
Users of Hall need to sign a revised application form for Village Hall as it covers safety features. Clerk will sign it.
e) Pre-School – Cllr Butcher – they've been working hard to get ready for next insepction – any time in next three months. Easter Egg hunt raised £400. Held in pub at short notice – with thanks to them. Asked Cllr Butcher to visit and support to give suggestions.
Cllr Whitehead arrives 19.56
They have done curry night and rasied £1500.
Still looking for a play leader
Ongoing support from village
f) Allotments – have paid £457 to council. Two plots still available and they've offered a large plot to school for free – wating to hear if they want it. Cllr Williams will chase. An additional £45 due in late payments. Footpath between Orchard to side of allotments is owned by diocese – they need to maintain it. Parish Council has no legal responsibilty to maintain it -any work done needs landowners permission. Cllr Gay and McDonald to liaise and look at costs.
g) School – Cllr Williams – nothing to report. Cllr Butcher has an appt on Apr 26th regarding travel plan
Cllr Tilley arrives 20.11
h) Footpaths – Cllr Gay – still waiting for better weather. Cllr Butcher – complaints about footpaths at Sheeppool. Landowner won't let us do anything about it. Landowner wants to put a surface on path crossing the triangleof grass leading to it. There is vehicular access so this may be difficult (Cllr Butcher declared an interest in this). Cllr Gay will discuss this with pub landlord
i) Church Yard – doing a lot of work. Sorting out loo and drainage at back of church – putting in a French Drain which may be an issue with the mowing. Cllr Tilley to find out more. Cllr Gray not completely sure of boundaries so will confirm them with Cllr Tilley and Cllr Butcher.
j) Parish Stewards are still doing potholes – nothing new until April
Cllr Tilley has left message with Michael regarding tree, but will chase.
8) Concert at the Kings – tickets are selling well – doubled amount from last year. BBC advertising it as one of the Fringe weekends. Radio Wiltshire will cover it. Sarsen Walk on Sunday after. Will have to manage signage and clean up procedures.
9) Royal Wedding Celebrations – Alison is booking manager for Hall – proposals are a day with crafts for childen, village seniors and heroes to be invited. A poetry competition – (wanting some sponsorship for book token etc). Cllr Butcher will ask Concert for funds to support (£150 – 200). Wants to do some charity fundraising at same time.
10) Planning applications:
17/10482/FUL – no objections
18/01617/FUL- no objections
18/02091/VAR – no objections
11) Data Protection: Cllr Butcher is concerned that we haven't yet signed up to ICO. This will cost £35 Cllr Butcher and RFO Kate Asbury will organise. Clerk needs training re Data Processor.
Cllr Gray will be Data Protection Officer if permissable. Cllr Whitehead said that Wiltshire Council are setting up an event to train Parish Councils. WALC also have an event on April 18th. Kate Asbury and or Cllr Gray will try to attend.
12) Correspondence – following a request we will update Georgina Brown from Police headquarters regarding events in the village that can go in her newsletter.
We have received a letter regarding the floodiong that occurs outside "Grangefield". Cllr Butcher showed photographs. We will contact Richard Dobson to look at it next time it floods to see if it is the responsibility of Highways or the landowner.
There is now a search facility online to find names on War memorials around the country. The link will be put on the village website – Cllr Gray
Cllr Whitehead acknowledged a debt of thanks to all those who helped in the snow – especially those with tractors who cleared the roads, and put updates on the website.
The Concert at the Kings have requested that we pay £750 to the Village School, from concert funds.
The Council has agreed to allow a portion of Cyril Mullett's ashes to be put into his wife's grave and for his daughter to remove the headstone for cleaning and to have Mr Mullett's name added. We will inform them of the cost, but no other objections.
13) Standing Orders Review – postponed to March 2019
14) The employment claim being brought against the Parish Council has been withdrawn
15) RFO report -
Invoices signed off
Sharkeykel - £462.99
All Cannings Village hall - £15
David Owen - £39
Wiltshire Council - £66.01
Current balance stands at £20,815.86
Less future payments-
Concert Fund - £5456.15
Playing field - £4483.44
Forecast spending remaining - £4638.28
Reserve balance - £6237.99
The gates have to be moved before painting. Cllr McDonald is to ask James if they can go to his yard and Cllr Butcher will ask if the organisation has a venue.
Meeting closed at 21.44.
NEXT MEETING – ANNUAL PARISH MEETING – APRIL 26TH 7PM AT VILLAGE SCHOOL
AC PC Minutes 2018 02 28
Minutes of Parish Council Meeting Feb28th 2018
PRESENT: Cllr Gray (chair), Cllr McDonald, Cllr Gay, Cllr Tilley, Cllr Williams, Kate Asbury (arrived at 19.40) (RFO) Emma Comfort (clerk)
APOLOGIES: Cllrs Whitehead, Cllr Butcher, Cllr Daw.
Declaration of interests: none
Minutes of previous meeting were signed off by Cllr Gray
a) Village Community Store - will be meeting with a representative re the payment of rent.
b) PCC: Churchyard - Cllr Gay did topple test – nothing hazardous except for a tree at a 40deg angle. Should go on the tree works list, but may cost £1000. Cllr Tilley will speak to Mike Game-Scott.
c) Cemetery - Cllr Butcher not present
d) Village Green - Cllr Gay – nothing to report
e) Village Hall - Cllr McDonald reported that they have replaced two curbstones. Cllr Butcher and McDonald have been approached about a grant (after work has been done).
f) Pre-School - Cllr Gray said we hadn’t had any further correspondence from them after last meeting. They have done some of the works to fences at the back. They are having a fund raising curry night at The New Inn at Coate on Sat Mar 3rd.
g) Glebe Field and Allotments - Cllr McDonald – haven’t received the subs from the allotment committee. He will speak to Simon. Work to one of the houses in Tumlins has churned up a lot of the land behind their house on the Glebe field. What is the councils position? Cllr McDonald will speak to tenants re the work and found out who did it? Cllrs Gray and Butcher will walk around with Ian Spanswick to show him the work. Emma Comfort to make initial contacts. Sharkekel still haven’t fulfilled their contract. Cllr Gray will call. They need to do the work immediately, or we won’t pay their last invoice.
h) School - nothing to report. Cllr Butcherwill take over from Cllr Williams re travel plan etc
I) Footpaths - Cllr Gay got a map from Wiltshire council to clarify position of Footpath 25. Cllr Gay will approach landowner. Will also talk to the Mclennans following on from their letter.
j) Parish Steward Request - potholes opposite Cllr Tilley. Kate Asbury will report them on the relevant app
6) Planning Applications
18/01034/FUL – no objections
18/00442/FUL – no objections
7) no correspondence or administration
8) 20 mile ph speed limit. We would pay £2000 towards it if we wanted to adopt it and we have the money if we want to go down this route. Unanimous vote in favour. Emma Comfort to let Cllr Whitehead know
The white lines around the village are very faded. Emma Comfort to find out who to report them too (probably Wiltshire Highways)
9) Code of Conduct – The copy we have is the standard version from the NALC website. We will date a copy as readopted today.
10) Best Kept Village - we will enter again. If we can get the gates and speed limit up that will be in our favour.
Cllr Gray will approach John Martin to see if they want to apply on behalf of Allington.
11) Financial Regulations update- nothing to update. All been signed off.
12) We were scammed for £700 by someone accessing our e-mail. We have the money back, but we need to be aware. Should we set up an out of meeting protocol?
Sharkeykel – witholding payment of invoice until work is done - signed subject to satisfaction
Invoice to Village Hall - £15 paid
Wiltshire Council have paid us £2800 which was meant for another council. Cllr Gray and RFO to sort out.
Balance of Accounts
Cllr McDonald will start to audit accounts as soon as RFO is ready
We have approved payment of £2000 for 20 mile speed limit
AOB: we need to paint the gates and posts. They are at Cllr Butcher’s at moment. Ask her to get the community service volunteers to paint them.
Cllr Williams will attend to sign at end of new footpath
Royal Wedding – Cllr Gray will liaise with village hall committee re events to celebrate this
Meeting closed at 21.30
Next meeting March 28th 2018
AC PC Minutes 2018 01 31
Minutes of the Parish Council Meeting 31.01.18
Held in All Cannings Village Hall. All Cannings
Present: Cllr Gray (Chair), Cllr Butcher, Cllr Gay, Cllr Williams, Cllr McDonald, Parish Clerk E Comfort.
Apologies: Doug Tilley, Robbie Daw (arrived 20.00 hrs), Kate Asbury
No Declarations of interests
1. Cllr McDonald re minutes of November 29th 2017 – report G. Sue will plant the bulbs that are coming up now and replant them appropriately.
RFO report – adoption of stepping down and passwords– pending
not had conversation re grass cuttings – agreed to leave for time being
At that meeting we agreed payments, but they were not minuted. Added manually by chair on 31.01.18– will be amended later
Minutes signed off 31.01.18 by Cllr Gray
Closed minutes read by Councillors – signed off by Cllr Gray
2. Reports – welcome to vice chair Liz Sharpe from pre-school.
13.12.17 Ofsted inspection – given inadequate. Being disputed, as inspector was being assessed, and children and staff were all on edge. They were given until 31.01.18 to make immediate changes which have been done. Ofsted have up to 6 months to come back. Earliest date is 13th March, latest Sept. Financial implication is serious. Wiltshire Council don’t support inadequate places. School will lose all funding for 3 year olds. Funding goes in periods – this may mean May or September. If they come back before Easter then it will be fine – if they don’t come back until June then pre-school will have to close. They only have one fee paying child. They are fund raising to keep going in worst case scenario. Still need £5000 to go through until September. Would a letter from Parish Council add weight to the request for Ofsted to come back quickly?
Cllr McDonald asked about plans for improvements and then plans to move forward, and funding plans
Cllr Gray suggested that they send fund raising events to newsletter and for website to publicise.
We can send a letter – need Ofsted registration number and address to send a letter from Liz Sharpe
Also lost play leader – unrelated reason.
Village Community Store – Cllr McDonald missed meeting last week. They are extending hours, Tamsin will cover all weekend. Lower sales, but better profit. Accounts are Ok but not much contingency. Next meeting March 13th. Cllr Gray suggested they publicise more on website.
PCC Churchyard – Cllr Tilley not present
Defering topple testing to next month when weather will be better
Cemetery – Cllr Butcher did a topple test – but ground very wet so will do again before actioning anything. Charles Butcher has fixed gates. We are still hoping to get soil moved. Cllr McDonald mentioned an electronics burial grounds database. Also a beautiful burials grounds where rare lichens etc are found. Funded by Heritage Lottery Fund. Can we tap into it
Village Green – nothing to report. Cllr Gay ticking off sheets weekly. Need to remind Sharkyel that they are responsible for tree maintenance
Village Hall – could Cllr Gray speak to Alison Bull re website update. They are doing a resuscitation reminder session for de-fib.
Royal Wedding – no formal plans yet , but hopefully to involve whole village. Need to check licensing as to whether we can screen it. We will help to supported
Village Plaques – Cllr Gay. Been moved. On good piece of European Oak. Plank can take another 2 plaques. Cllr McDonald thanked Cllr Gay for doing the work.
Glebe and allotments – Cllr McDonald received a request from an allotment holder to move a plum tree into the orchard for all. This has been done. Allotment going to buy a mower to do their own grass. All spaces are full and preparing for rent payments – so will know by end of Feb what they will bring in.
School - Cllr Williams – nothing to report. They want us to push on with application for road crossing. Cllr Williams has received a response from council. Will respond – and put onto next agenda.
Footpaths – in bad state as very wet. Some roots pushing through on Phase 1 new path and top of darkies lane. Barbed wire been removed from darkies lane.
Parish Steward requests – none, send to clerk as we think of them.
Planning Applications: application 12333 went through with no objection, but there were three objections from PC.
A letter from Tumlins residence re grass cuttings, asking for a tender to remove the grass cuttings. Clerk will respond saying that we are looking at it.
E-mail requested that concrete left on edge of Darkies Lane be removed – Action Cllr Butcher
Re Planning appeal 17/01459/FUL – we have received a letter against it. Clerk will reply that we are aware and will be looking at it later in the year
Clerk’s induction to be organised ASAP
Metro Point: Cllr Whitehead sent through results on 20 mile speed limit. Average speed 24-25 mph. They are happy to put it through as being 20 mile an hour. Cllr Williams to send through plan of where they will be. Total cost £6000, PC to provide 26-27% so they can put it through this year. Need to be confirmed in March. Plan to be approved by us. PUT ON AGENDA FOR FEB
Cllr Whitehead left at 21.19hrs
10 – let Doug know that topple test postponed until next month
11. Local gov Funding – Cllr Gray to investigate
12. Grass cutting tender: 4 quotes received. We will offer the contract to Id Verde. We must ensure that the existing contractors finish their work – ie hedge cutting before offering new contract.
RFO Report – we will hold back payment to Sharkykel until they have finished the work.
Invoices to be paid to Emma Comfort DBS £25, Village Hall, £15, Water £22.44, Salisbury Diocese £225,
We have received £50 from Poppy Appeal
Lloyds bank statement – we have £14,823.98
Monies out – wages as agreed in extraordinary meeting
Cllr Williams is stepping down as from end of April due to work pressures
Meeting closed at 10.30pm.
Next Meeting February 28th 2018 7.30pm.
AC PC Minutes 2017 11 29
MINUTES OF A PARISH COUNCIL MEETING 29 NOVEMBER 2017
Held in All Cannings Village Hall, All Cannings on Wednesday 29th November 2017
PRESENT: Cllr Gray (Chair), Cllr P Whitehead, Cllr Butcher (2nd half), Cllr Tilley, Cllr McDonald, Cllr Daw, Cllr Gay, Cllr Williams, RFO K Asbury, Parish Clerk E Comfort.
Declaration of Interests: 0
Meeting opened by Cllr Gray at 7.30 pm.
Appointment of new parish clerk: [Redacted] Emma Comfort has been approached to take on the role. She has provided Cllr Gray with references and her CRB check.
Her appointment was proposed by Cllr Gray, seconded by Cllr McDonald. She was unanimously voted in.
ACTION Emma Comfort has the contract which she will read and return to Cllr Gray ASAP.
The minutes of the meeting on October 25th were approved and signed by Cllr Gray.
Cllr McDonald has not been received e- mails. ACTION Cllr Gray to check distribution list and address
a) PCC and Churchyard. Cllr Tilley/Belinda Mead (public) reported that the church was shortly going to lose 2 church wardens.
b) Cemetery. Cllr Butcher not present but Cllr Williams had information from her. The branches have been removed and burnt. The soil still has to be removed, but this had to wait until the neighbouring farmer’s crop had been harvested. To be chased.
3 Memorials have been dislodged, but can be easily fixed.
The side gate isn’t shutting. ACTION Cllr Gay to look at it
c) Village Green. Cllr Gay hasn’t checked the equipment recently but has received no reports of damage.
The grass cutting has stopped for the season. The new tenders need to be put out.
ACTION Cllr Gray. Decision to be made by February 2018.
d) Village Hall. We have a new Best Kept Village Plaque to go on the wall. Cllr Tilley suggested removal of the earliest plaque, which would be kept in the village chest, and so make room for the new award. Cllr Gray suggesting keeping them all up as a measure of how we value to the awards. We will have a new wooden board made to hold all the current awards and with room for more. There was discuss on the placement of the board. Cllr McDonald called for a vote whether they should stay where they were or be moved to the side. Cllr Gray voted to keep them as they were, the other 5 voted to have them moved to above the notice boards. We need permission from the village hall committee to put the board up. ACTION Cllr Tilley will organize the board and request funds if necessary, but only if it will be more than £50.
Cllr Butcher arrived at this point.
f) Pre –School. Nothing to report
g) Glebe fields and Allotments. The grass has been sown. Cllr McDonald will contact Sue Williams and ask her to plant bulbs.
Cllr McDonald has strimmed the orchard.
The roadside hedge needs to be tidied up. The PC will remind the contractors that it is their responsibility.
h) Primary School. Xmas fare on December 1st. We are waiting for the travel plan for the school before we can discuss the option for a dropped curb sited in Tumlins.
i) Footpaths. Footpath 25 cannot be found as it is very overgrown. Paul Millard has been contacted by Cllr Gay. It appears that it goes through some gardens so will be left to Wiltshire Council to contact any landowner that has caused an obstruction to it. It was recorded that the landowner is responsible for the upkeep and safety of any stiles on their land. To be re-visited in Spring.
Footpath 14 - Paul Millard has no objections to staggered barriers being placed at the end. The PC should approach the Area Board for financial support. Cllr Butcher to get quotes for next meeting.
j) Parish Stewards. The Parish Clerk is to liaise with them. Cllr Whitehead will send names and Cllrs Daw and McDonald will arrange to meet them, to discuss who is responsible for what.
k) Maintenance contracts: They have been revised and advertised on Facebook and the PC website.
No new ones.
No objections were raised to the tree work to be carried out at both 29 The Street, and Richmond House.
Admin costs for cemetery are to be deferred until 2018.
Cllr Butcher to report on the Grant of Burial for Riesley-Pritchard at next meeting
Wiltshire Council are to plant 10,000 trees throughout Wiltshire to commemorate the fallen of Wiltshire in the First World War. Each Parish may decide where they want them planted. All Cannings have 24 trees to plant. Suggestions will be discussed at next meeting.
ACTION Cllr Daw will organise a beacon to be lit on 11/11/2018
ACTION Cllr Butcher to follow up telephone enquiry from Mr Maslen
ADOPTION OF FINANCIAL REGULATIONS:
Cllr McDonald thanked Cllr Butcher for drawing them up, as this has been a lot of work.
The word “Chair” has replaced “Chairman”, and blue highlights are now in black. The wording has been altered in sections 3.1 and 3.3.
The bank statements have to be signed off every 3 months by a non-signatory council member. Cllr McDonald will step down from being a signatory and be responsible for auditing the bank statements.
Next year the wording BACS and CHAPS will need to be replaced with “faster payments”.
Cllr Gray signed all pages of the regulations
The adoption of the financial regulations was voted in unanimously.
Emma Comfort will scan and save a copy.
All documents are saved both electronically and to dropbox which is encrypted.
Kate Asbury and Emma Comfort will change all the passwords and will give a copy of them all to Cllr Gray in a sealed envelope.
Discussion of Clerk’s Hours
There should be separate bank accounts for money raised from Concert at the Kings and the play equipment to ensure everything is clear and transparent. They should be savings accounts to save on bank charges. This received a unanimous vote.
Kate Asbury and Emma Comfort will organize the passwords as above.
Cllr McDonald will meet with Kate Asbury to ask/answer any questions
The amount of payments or wages paid should not appear on the agenda – only that payment has been made.
Concert at the Kings has given us £2,500. Cllr Williams to ask the school if they have any projects we could donate to.
Kate Asbury gave details of bank accounts, payments out and monies received.
The precept was agreed to be increased by 8.49% to £15,525.
There was a unanimous vote to be signed up to the ICO data protection. ACTION Cllr Butcher to start the application.
There are tramlines in the village for speed checks. If there is a need for new signage this may cost up to £3,000, of which the PC will be liable for 25%.
The time scale for staff appraisals should be posted on the calendar so that they aren’t missed.
Cllr McDonald mentioned that a resident of Townsend was putting his lawn cuttings in the soakaway by his house. He will request that he stops
There being no other business the meeting closed at 22.30
Next meeting Wednesday January 31st 7.30pm in All Cannings Village Hall.
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