Minutes 2016 May 31

The Annual Meeting of Wellington Heath Parish Council was held on Tuesday 31st May 2016 in the Memorial Hall, Wellington Heath commencing at 7.30pm.

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

Also attending were David Packman and the Clerk.

Election of Chairman for 2016/17 – On a proposal by FR seconded by DW and carried J.Jones was elected as Chairman and signed the Declaration of Acceptance of Office in the presence of the Clerk. No other nominations had been received.

Election of Vice Chairman – On a proposal by DW seconded by JJ and carried, F. Rozelaar was elected as Vice Chairman for the coming year.

Appointment of Internal Auditors – It was unanimously agreed that Greendawn Accounting should be reappointed as Internal Auditors to the Parish Council for the coming year.

Planning Committee – All three Councillors were appointed to the Planning Committee. FR was re-appointed as Chairman of the Planning Committee.

Finance Committee – All three Councillors were reappointed to the Finance Committee.

Cluster Group – It was confirmed that FR be re-elected as the Council’s Representative to the Group for the coming year.

Cheque signatories – It was confirmed that DW had be added as a signatory to the HSBC Bank Account resulting in all three Councillors now in a position to sign cheques.

Declaration of Interest in items on the Agenda – None received.

Minutes – The Minutes of the meeting held on 29th March 2016 were taken as read, confirmed and signed by the Chairman.

Financial matters

  1. The Clerk advised that the following Accounts were due for payment

  1. HMRC PAYE £184.50.

  2. Truprint Litho – NDP & Newsletter £382.00.

  3. Lengthsman for April 2016 £10.00.

  4. Marion Griffiths, payroll £65.00.

  5. Wicksteed, play area inspection £45.00.

  6. Came & Co. insurance (3yr term) £273.75 p.a.

  7. Data Protection registration £35.00.

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

  1. Annual Governance Statement – All Councillors had been circulated prior to the meeting with a copy of the requirements relating to the Annual Governance Statement and agreed that all the regulations had been satisfactorily met. On a proposal by JJ seconded by FR and carried, the Chairman was authorised to sign the Governance Statement on behalf of the Council.

May 2016/07

  1. Annual Accounts to 31st March 2016 – All Councillors had been circulated prior to the meeting with a copy of the accounts as presented by the Internal Auditor. On a proposal by FR seconded by DW and carried, these were approved as drawn and signed off by the Chairman and Clerk/RFO. The Clerk advised that she had paid into the Parish Council Bank Account the £20 overpayment in her salary for the year.

  2. Annual Return – All Councillors had been circulated prior to the meeting with a copy of the Annual Return and relevant attached information. These were discussed and on a proposal by DW seconded by FR and carried, the Accounts were approved as drawn and signed off by the Chairman and RFO/Clerk.

Update on various issues

  1. NDP – FR advised Data Orchard had been appointed as Consultants to the Parish Council to progress to Regulation 14. and confirmed that another Consultation would probably take place in the Autumn.

  2. Lengthsman – new Contract received – Clerk still endeavouring to clarify the necessary funding from H/Council Balfour Beatty following a payment into our Account for “Wellington Parish Council” which clearly had been incorrectly paid to us. It was planned to continue ongoing maintenance during the year with a possible improvement project at Harry’s Walk.

  3. Pool Piece – Chairman to chase Quotation for the removal of the dead willow tree.

  4. Notice Board – It was agreed that replacement of the Notice Board at the Memorial Hall should be the PC’s project for the year and David Packman kindly agreed to obtain a Quotation for replacement in accordance with the specification prepared by him.

  5. Broadband – It was confirmed that Patrick Adams had offered to help in trying to make progress with this although at the present time, the NDP was the Parish Council’s top priority.

  6. Viaduct Development – Planning application for this site was expected shortly which it appeared would probably indicate access into the site from the Bromyard Road. It was agreed that a lot of effort regarding access had been put in during the Core Strategy consultation stage and it will be interesting to see what the planning application shows following the traffic survey in the area.

Items for consideration

  1. Defibrillator – The merits of installation of a defibrillator in a parish the size of Wellington Heath was queried given the suggested cost of installation to be about £1/£1500 plus ongoing running costs, battery replacement etc or whether it would be preferable to continue with the Heartstart training programme in the Parish. DW confirmed he had registered to process a grant but was looking into costs involved, useage, maintenance etc and would report back to the Parish Council at the next meeting.

  2. Covenant on land on Ledbury Road – Clerk to check whether the Parish Council had a copy of any covenants affecting the land opposite Twinkelow Cottage, and if so, agreed to drop these in to FR.

  3. Response to CIL & AONB – Following receipt of consultation on colour guidance from the AONB, FR agreed the document looked beneficial and once all the NDP Group members had looked at the document he would respond accordingly.

May 2016/08

Reports from various Committees

Memorial Hall – The Chairman advised she had not attended the last meeting of the Memorial Hall Committee but understood the Hire Agreement had been changed and that the Insurance had been looked in to.

Planning – No recent planning applications received but FR had commented on the two planning applications of concern at the Annual Parish Meeting which included the gypsy site and development adjacent to Ledbury viaduct.

Correspondence & Literature

  1. Letter from Internal Auditor that the accounts had been properly maintained during the year.

  2. Letter from the Insurance Company enquiring whether the PC wished to accept a three year term for the insurance (this had been agreed to).

  3. Letter from Centenary Fields requesting Parish Council to indicate any fields in the area which they felt should be protected as part of the Centenary Fields programme. It was decided not to take up this offer.

  4. Clerks & Council’s Direct magazine.

Public Question time – Mr. Packman raised no queries.

Items for future Agenda – usual updates on existing projects.

There being no further business, the Chairman declared the meeting closed at 9.15pm. The next meeting to take place in the Memorial Hall on 26th July 2016.

Signed……………………………………………………. Dated……………………………..