Draft Minutes

Minutes of the Annual Meeting of the Parish Council held on Wednesday 24th May 2017 in the Memorial Hall, Wellington Heath, commencing at 7.30pm

Present – Cllrs. J. Jones (JJ) F. Rozelaar (FR) and D. Williams (DW).

Apologies for inability to attend the meeting had been received and approved from Cllr. D. Packman.

  • Election of Chairman for 2017/18 – Cllr. J. Jones was appointed as Chairman for 2017/18 and signed the Declaration of Acceptance of Office in the presence of the Clerk.

  • Election of Vice Chairman for 2017/18 – Cllr. F. Rozelaar was appointed as Vice Chairman for the year.

  • Election of Auditors – Greendawn Accounting was appointed as Internal Auditors for the year 2017/18.

  • Planning Committee – It was unanimously agreed that all Councillors would work on this Committee. FR to remain as chairman of Planning.

  • Finance Committee – It was unanimously agreed that all Councillors would work on this Committee. Chairman of finance to be agreed at next meeting.

  • Cluster Group Representative – it was agreed that this Group did not appear to be active in the area at this moment and therefore no representative was appointed.

  • Cheque signatories – it was agreed no change was necessary for the current year.

Declarations of Interest in items on the Agenda – none declared/received.

Minutes – The Minutes of the meeting held on 21st March 2017 were taken as read, confirmed and signed by the Chairman subject to one minor amendment regarding the planning application at Pegs Farm.

Financial – The Clerk advised the following Accounts had been received and were presented for payment following checking by the Chairman –

  • HMRC – PAYE/Clerk (one payment not covered by new S/Order) £63.20.

  • Truprint (NDP) £140.00.+ vat

  • Truprint (Newsletter) £250.00.

  • Lengthsman – March £225.00.

  • Lengthsman – April £70.00.

  • Marion Griffiths, payroll £65.00.

  • Came & Co. insurance £280.00.

  • Lengthsman – May £75.00.

  • Greendawn Accounting, internal audit £200.00. + vat

On a proposal by the Chairman seconded by FR and carried, the above Accounts were approved for payment and cheques signed accordingly.

May 2017/08

The Clerk advised the following Accounts had already been paid between meetings as considered essential for payment –

    • Data Orchard £758.00. + vat

    • Ben Andrews, work to willow tree £160.00.

    • Aspect Design, NDP copies £190.00.

    • Groundwork UK repayment of part grant £1,017.00.

    • Newsquest advertisement re NDP £222.00.

Approval/signature of Annual Governance Statement for 2016/17 – The Clerk advised that it was the responsibility of Councillors to ensure that all criteria had been met in the Annual Governance Statement – following a unanimous decision this was approved and signed by the Chairman.

Approval/signature of audited Accounts to 31st March 2017 – On a proposal by DW seconded by FR and carried, the Accounts as presented by the Internal Auditor were approved as drawn and signed by the Chairman.

Approval of Annual Return to 31st March 2017 – The Internal Auditor had signed off the Annual Return and on a proposal by FR seconded by DW and carried, the Chairman and Clerk/RFO also signed the Annual Return as drawn.

The Chairman queried the value of the Village Hall as shown in the Parish Council’s Register of Assets.

Update on

  • NDP – FR confirmed now at Regulation 14 stage and consultation papers had been sent out to statutory consultees.

  • Pool Piece – The Clerk was requested to ask Wicksteed to carry out their annual inspection of Pool Piece.

Items for consideration

  • Old Infant School – it was understood the property had been sold to Mr. Holbrook but concerns about it might come forward in the replies about the NDP, and confirmed that the Malvern Hills AONB will assist if the Parish Council wish to do anything regarding an attempt to make it a “listed” property.

  • Adoption of Risk Management Policy & timetable – copies of suggested Risk Assessment Policy had been forwarded to all Councillors prior to the meeting and in an attempt to meet the criteria referred to in the Annual Governance Statement it was unanimously agreed to adopt the Risk Management Policy with effect from the beginning of the financial year.

Planning items

  • Viaduct Site – 625 new homes – FR had drawn up a “draft” response but a full agreed reply would be submitted following a further meeting about the proposal when it was hoped many local residents would attend.

  • Perrycroft – proposed single storey side utility extension – No objections raised.

  • Squires Mount – one residential bungalow & garage – application not determined.

May 2017/09

Reports

  • Memorial Hall – Chairman advised little to report – next event would be Race Night on 10th June 2017.

  • Lengthsman – FR advised nothing further to report.

Correspondence & Literature

  • Clerks & Councils Direct magazine.

  • Certificate of Employers Liability Insurance until 31st May 2018.

  • E-mail – Anthony Bush advising Hereford City has submitted a bid for City of Culture for 2021.

  • Notice regarding Ledbury Viaduct Development advising of meetings to discuss the application.

  • Letter – Herefordshire Council regarding public spaces protection order consultation – dog control.

  • Remittance Advice – HMRC that £922.37 has been repaid to us for year ending 31st March 2017.

  • Remittance Advice – Hereford Council Lengthsman scheme to 31st March 2017 for payment of £509.

  • Remittance Advice that half Precept of £4,500. has been paid into our Account at Lloyds Bank.

  • Advices on bank balances during April.

Item for future Agenda – future use of telephone kiosk.

There being no further business the Chairman declared the meeting closed at 8.50pm.

Next meeting to take place on Tuesday 25th July 2017 at 7.30pm.