DRAFT

HULLAVINGTON PARISH COUNCIL

Minutes of the Meeting of the Parish Council held on the 13th September 2006 at Hullavington Village Hall that commenced at 7.30pm

Present: Councillor: Mrs M Bawden, B Fenner, W Harmer, E Gough,
Mrs S Greenman, P Hadley, F Haffenden, T Redman,
Mrs S Webb (Clerk)

In attendance: 4 members of the public and NWD Councillor I Henderson

Public Question Time

• Mr Miller – Asked when any action would be taken on the necessary repair of the Stile at North Road Footpath. It was explained that this would be taken under agenda item 9.

• Alison Reed – Briefed members on the present position regarding the school’s request to use the cemetery car park during building works at the school. This is agenda item 5 and will be discussed then.

• Mrs Hicks – Expressed her concerns and disappointment regarding the comment of ‘Risk of Flooding’ as one of the objections to the planning application for a new development at the old Coal Yard. She explained in great depth that the area was not at risk of flooding and requested that the Parish Council retract this comment. – The Chairman explained that this would be decided when ratifying the minutes of the last meeting when the comments were agreed.

• Mrs Hicks – Informed members and produced documentation that proved that Oaksey Lane and Watery Lane was not a footpath but a byway and was open to all traffic. This was noted.

• Mrs Hicks – Questioned the difference between a prejudicial interest and a personal interest. Members and the Clerk explained the differences

MINUTES

In the absence of the Chairman, the Vice-Chairman Councillor W Harmer chaired the meeting.

1. Apologies
An apology had been received from Councillor Stokes
2. Declarations of Interest

3. Minutes
Following minor amendments, The Minutes of the meeting held on the 12th July 2006 were signed by the Vice-Chairman and adopted as a true record.

The Minutes of the extraordinary meeting held on the 24th August 2006. It was proposed, seconded and carried that the following amendment was made: that the first comment made at item 5 be deleted (the area maybe at risk of flooding therefore would not comply with NWDC planning policy NE21) and the District Council be notified. The Minutes of this meeting were then signed by the Vice-Chairman and adopted as a true record. ACTION CLERK
4. Action Report from the above Meeting
Closed Churchyard – to be deferred until a meeting has taken place between a representative of the Parish Council and a representative of the PCC.
Cllr Bawden provided the Clerk with a complete list of the listed monuments in the churchyard.

Acceptance of quote for bench installation – Accepted but a start date not received.
Cllr Bawden requested that the seat be removed from her garage by 3rd October 2006.
5. Parking Request from the School
A letter had been previously received from Mrs Reed, a Governor of Hullavington school (circulated to all members) requesting to use the Cemetery car park for staff parking whilst building work is taking place at the school to prevent on street parking. It was favoured by most members to grant permission and a conditional letter was forwarded to Mrs Reed and following minor amendments, was duly signed by Mrs Reed on behalf of the school. (a copy of the letter is attached to these minutes).

It was RESOLVED that the Parish Council’s Public Liability Insurance is checked for cover and a further letter be sent to Mrs Reed confirming that this would be a temporary arrangement. ACTION CLERK

Also, it was agreed that users of the car park would place an identity pass in their car.

The situation will be reviewed at the January 2007 meeting of the Parish Council.
6. Planning Matters
* NWDC Decisions
a) 06/01243/FUL – Single storey front extension and extension to garage at 10 Parklands, Hullavington – GRANTED

b) 06/01307/COU – Extension at first floor level and change of use from annexe to separate dwelling at 64 The Street, Hullavington – REFUSED

c) 06/01603/FUL – Remove conservatory and build single storey extension at rear at 1 Royal Field Close, Hullavington – GRANTED

d) 06/01537/ful – Demolition of existing dwelling and erection of two new dwellings and garages at 2 Newtown, Hullavington – GRANTED

e) 06/01722/FUL – Conservatory at 6 Hill Hayes, Hullavington – GRANTED

f) 06/01783/tca – Fell 1 Prunus tree at The River House, Easton Grey – GRANTED

g) 06/01317/FUL & 06/01316/LBC – Erection of conservatory to house with glazed link to bothy and associated alterations at Surrendell House, Hullavington - GRANTED

* Applications received
a) 06/01722/FUL – Conservatory at 6 Hill Hayes, Hullavington – The Planning Sub Group recommended to SUPPORT this application.

* Planning Appeal Notification – Against the refusal of planning permission for the erection of 18 dwellings at land off 11 Royal Field Close, Hullavington. Comments to the inspectorate to be received by 4th October 2006. The appeal notice was noted.
7. Car Parking, Traffic & Highway Matters
(i) Parish Steward Scheme – The Clerk explained that this scheme is to replace the Parish Lengthsmen and Hullavington scheduled dates are: October 5th & 9th, November 9th, and December 6th & 7th. Councillor Mrs M Bawden agreed to continue as co-ordinator for this scheme, however, Councillor Hadley will cover the October visit. Due to holidays, there is no co-ordinator for December. Wiltshire Highways is to be notified of this arrangement. ACTION CLERK
8. Cemetery and Churchyard Matters
Cllr Gough Reported that he had spoken with Mrs Hannam and he had sent her some photographs of the cemetery. Councillor Hadley reported that he had received a letter from Mrs Hannam who wishes to erect a memorial in the cemetery to commemorate the death of her sister and brother.
The Clerk reported that permission had already been granted. However, to confirm, a further letter is to be sent to Mrs Hannum explaining that permission had been granted for the erection of a memorial, free of charge and that she needs to contacts Councillor Gough or Hadley to arrange a meeting to decide on a position. ACTION CLERK

Councillor Bawden reported that Mr Miles was anxious to know the position of his reserved and paid for burial plot. It was RESOLVED that the Working Party meet and decide on the numbering of the new area and report back to the next Parish Council Meeting. ACTION CEMETERY WORKING PARTY.

A letter is to be written to Mr Miles explaining that the Parish Council are looking into his request. ACTION CLERK
9. Village Maintenance – as received
Stile at Norton Road – Councillor Hadley explained what was needed to carry out the repairs to the stile and agreed to repair it. Mr Miller agreed to assist him. ACTION COUNCILLOR HADLEY

Councillor Bawden reported that there had been a lot of graffiti appearing in various areas in the village. This has been reported to the police. Photographs of the graffiti had been taken and passed to the police who are investigating.

Pot Holes – at Hill Hayes Lane and Grittleton Road are to be reported ACTION CLERK (Clarence ref No. 211760)

Fly tipping rubbish – By the railway bridge at Hill Hayes Lane to be reported ACTION CLERK (Clarence Ref: 211761)
10. North Wiltshire Police Community Consultative Group (PCCG) Meetings
The Clerk agreed to represent the Parish Council and will attend meetings when possible.
11. Hullavington Play Area
Consideration was given to a No cycling notice to be placed in the village newsletter.
It was RESOLVED that Councillor Bawden notifies the Clerk on appropriate wording for the notice and the Clerk will then action. ACTION COUNCILLOR BAWDEN/CLERK.
12. Glazing for Bus Shelter
Consideration was given to quotations received. It was RESOLVED to ask that the provider of quotation No 2 to quote for toughened glass and to include the provision and fitting of the necessary beading. Once received report to next meeting ACTION CLERK. It was noted that there is an earmarked reserve for Village Improvements of £1,500 quoted on the budget for 2006/2007 and was approved and adopted at the Parish Council meeting held on 14th December 2005.

A letter thanking them for their time to be sent to the provider of quotation No. 1. ACTION CLERK
13. Poplar Tree Maintenance
Consideration was given to quotations received. It was RESOLVED that a letter be sent to the providers of quotations Nos. 1 & 2 thanking them for their time but not accepted. ACTION CLERK

The Provider of quotation No. 3 to be asked to quote for the removal of the saplings and to reduce the 3 Poplars by one third in height and spread. ACTION CLERK

Bartlett Tree Surgeons are to be asked to quote. ACTION CLERK.
14. Financial Matters
a) Cheques raised since the last meeting amounted to £1,201.42

b) Annual Return and Statement of Assurance for the year 2005/2006 - Councillor Fenner explained the difficulties he had experience in trying to understand the system devised by the past Responsible Finance Officer. A copy of the End of Year accounts for the year 2005/2006 was circulated.

Councillor Fenner distributed a copy of the Annual Return that showed some discrepancies that were not created by himself but he was unable to explain them.

The Parish Council are comfortable that the accounts for the Parish Council for the year 2005/2006 are in order, however the criteria requested by Mazars, the External Auditor had not been reached.

It was RESOLVED that the Clerk contact Mazars for advice on how to go forward. When received, report back to Councillor Fenner and Harmer. ACTION CLERK

Councillor Fenner has now resigned from any further duties relating to the Council’s finance. However, he agreed to continue to keep the records and correspondence relating to the Parish Councils accounts.

Thanks were relayed to Councillor Fenner for all his efforts and time spent on carrying out the duties of the Responsible Finance Officer.

Due to the difficulties being experienced, the Annual Return and Statement of Assurance for the External Auditor (Mazars) for the year 2005/2006 WAS NOT SIGNED by the Clerk or Chairman.

c) Appointment of the External Auditor for the year 2006/2007 – Mazars were appointed for the year 2006/2007.
15. Exchange of Information, Reports from Members
None received.
16. Correspondence Circulated:
* WCC information on Decriminalised Parking Enforcement
* Wiltshire Wheel t Work scheme and poster
* Cotswold AONB update
* CVS Network and training information
* WALC information
* Community First News
* WCC Statement of Community Involvement
* Minutes of Hullavington New Village Hall 24th July 2006-09-04 WCC Wiltshire Local Transport Plan 2001/2002 – 2005/2006 delivery report information
* Area 1 meeting notification
* WCC Decriminalised parking enforcement in the district of Kennet & North Wiltshire information
* WCC Wiltshire Young People’s Opportunity Fund poster and information
* Wiltshire Fire Brigade Fire & Rescue Service Business Plan 2006-2010
* Wiltshire meet and greet evenings information
17. Exclusion of Public and Press
Because of the special nature of the following items, the Chairman proposed a resolution that they be conducted under the Public Bodies (Admission of Meetings) Act 1960 – therefore the public and press be excluded.

This was seconded and carried.
18. Position of Responsible Finance Officer
The Clerk reported that Mr Ferguson had spoken to Mr Allan Dunn who has agreed to act as Internal Auditor for Hullavington Parish Council at a cost of £20 per visit to Mr Ferguson (October and May).
It was RESOLVED to accept this appointment.

It was noted that Mr Ferguson would not be taking up the duties of the Responsible Finance Officer until the 2005/2006 accounts had been satisfactorily audited.
NOTE: IT WAS NOTED THAT THE CLERK AND SOME MEMBERS OF THE PARISH COUNCIL ARE UNABLE TO ATTEND THE MEETING SCHEDULED FOR 8TH OCTOBER 2006. THEREFORE THIS MEETING WILL BE CANCELLED.
Note: The Clerk announced that she had received a letter of resignation from Councillor Graham Stokes as Chairman and as a Parish Councillor as from 10pm Wednesday 13th September 2006.

As this was not an agenda item or included in the correspondence because Councillor Stokes requested that his letter is read out at the end of the meeting, this will be itemised on the next Parish Council agenda.
19. Review of Clerk’s Contract
The Clerk left the meeting.
The Clerk’s contract was reviewed and it was RESOLVED that no changes be made to her contract. However it was RESOLVED that the Clerk’s salary be raised by one salary scale point from SP21 to SP22 and that the Clerk’s expenses be raised by the current rate of inflation which is 3.4 %. Both to take effect from the 1st October 2006.

The meeting closed at 10.40pm
 

CHEQUES RAISED AT MEETING ON THE 13TH SEPTEMBER 2006

758 12/07/2006 S Webb 27.99 Printer Cartridge

759 13/09/2006 Mr Slater 223.00 Re-sitting of bench

760 13/09/2006 Maicemain Amstrad 468.83 Provision of bench

761 13/09/2006 S Webb 405.08 Salary August'06

762 13/09/2006 S Webb 104.51 Expensed Aug/Sep Note: Cheque No.

758 was not signed at the July Meeting.
 

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