Minutes Annual Parish Council Meeting 22nd May 2018

Minutes of a meeting of the Annual Parish Council, Wellington Heath held on Tuesday, 22nd May 2018 in The Memorial Hall commencing at 7.30pm


Present – Cllrs. Jennifer Jones, David Williams and David Packman.
Also in attendance were Richard Kitto, Marc Low and the Clerk.
Appointment of Chairman – The Clerk sought nominations for the appointment of Chairman for 2018/19 and on a proposal by David Williams seconded by David Packman, Jennifer Jones was re-appointed as Chairman and signed the Declaration of Acceptance of Office in the presence of the Clerk.
Vice Chairman – On a proposal by the Chairman seconded by David Packman and carried, David Williams was appointed as Vice Chairman for the coming year.
Vacancies on Parish Council – Following the resignation of Frank Rozellar three vacancies had occurred on the Parish Council. On a proposal by the Chairman, seconded by the Vice Chairman and carried, Richard Kitto and Marc Low were co-opted onto the Council, signed their Declarations of Acceptance of Office in the presence of the Clerk and joined the Council. Both Councillors also completed their Notices of Registrable Interests and the Clerk confirmed these would be forwarded on to the Monitoring Office in Hereford. The Chairman welcomed both new members.
Open Session – Neither County Councillor Harvey nor any members of the public were in attendance.
Internal Auditors – On a proposal by DW seconded by JJ and carried, Greendawn Accounting were elected as Internal Auditors for the Parish Council for the coming year.
Planning Committee – On a proposal by JJ seconded by DP and carried, David Williams was appointed as Chairman of the Planning Committee for the coming year. All Council members to serve on the Committee.
Finance – It was unanimously agreed that all Councillors would serve on the Finance Committee.
Register of Interests – Cllrs JJ, DW & DP confirmed there were no significant changes to their Declarations of Registrable Interests.
Bank Mandate – Following the announcement of the closure of Lloyds Bank in Ledbury it was unanimously agreed to continue with the Malvern branch of the Bank. It was also agreed to add Cllr David Packman as a cheque signatory on the Account.
Declarations of Interest in items on the Agenda – None received.
Minutes – The Minutes of the meeting held on 27th March 2018 were taken as read, confirmed and signed by the Chairman.

May 2018/07
Financial Matters
The Clerk advised the following Accounts were due for payment –
• Truprint – Newsletter £255.00.
• Lengthsman – April £52.00.
• Marion Griffiths – payroll £65.00.
• Came & Co. Insurance £291.20.
• Andrew Squires, memorial at Pool Piece £13.20.
• Greendawn Accounting £240.00. inc vat.
On a proposal by JJ seconded by DW and carried, these Accounts were approved for payment and cheques signed.
To approve Annual Governance Statement for 2017/18 – A copy of this document had been sent out to Councillors a week before the meeting thus giving adequate time for Councillors to ensure that the Council complied with new financial regulations. The Clerk explained the situation for the benefit of the two new members of the Council, and read through the statement for their benefit. All Councillors were satisfied that the Council had complied with the statement and this was completed and signed by the Chairman in the presence of the Clerk.
To approve audited Accounts – The Clerk explained the situation for the benefit of the two new members of the Council who were handed a copy of the Accounts to check through during discussion by Councillors. Again, all Councillors were satisfied with these documents as prepared by Greendawn Accounting and they were signed off by the Chairman as drawn in the presence of the Clerk/RFO.
To approve the Annual Return – A copy of this document had been sent out to Councillors approximately a week before the Annual Meeting and produced a copy of the document for the benefit of new Councillors. Councillors were happy with the figures on the Annual Return and again this was signed by the Chairman in the presence of the Clerk/RFO.
Update on outstanding issues
• NDP – Document with the Examiner who had advised that she would not be in a position to commence work on the Parish NDP until towards the end of May 2018.
• Pool Piece – Clerk to arrange for Wicksteed to carry out inspection a little later in the year.
Items for consideration –
• Staplow – it had been brought to the attention of the Parish Council regarding speeding traffic on the main road through Staplow and the Clerk was to request the Police carry out a survey on the road.
• GDPR – Following advice received from HALC it was not necessary for the Parish Council to appoint a Data Protection Officer under the GDPR but Privacy Notices would be advertised on the Council website and on the Notice Board at the Memorial Hall to comply with regulations.

The link below contains some useful advice & information from our website support company (Eyelid Productions) about GDPR which comes into effect on 25th May 2018, together with the Data Protection Act (2018).

The GDPR Simplified V2-11 April 2018

May 2018/08
Planning – An application for an amended access to Longworth, Horse Road had been received which was discussed and the Chairman of the Planning Committee agreed to let the Clerk have a response for forwarding on to Hereford Council.
Reports from various Committees
Memorial Hall – The Chairman advised the latest meeting of the Memorial Committee had dealt primarily with the regulations under the GDPR. It was agreed by the Council that Marc Low would become the Parish Council representative on the Memorial Hall Committee.
Lengthsman – The final funds under the Agreement for 2017/18 had been received, and the Contract for 2018/19 had been forwarded on to Balfour Beatty. Cllr Low kindly agreed to take over the management of the Lengthsman/P3 schemes following the resignation of Frank Rozelaar. Clerk to write to George Leeds at Withers Farm advising that a Parish clean up had taken place and asking him if he would please urge his workers to refrain from throwing litter in the area.
Information Sheet – including
Letter from Auditors that the Accounts to year ending 31st March 2018 had been audited with no concerns raised.
E-mail from HALC that MPs have accepted the Government amendment to exempt all parish and town councils from the requirement to appoint a Data Protection Officer under the general data protection regulation.
Bank balances reported and advice that half yearly payment of precept had been received, VAT refund received for last year and that the final balance of the Lengthsman funding for 2017/18 had been received. It was also noted that the funds from the Farmers Arms for donations to defibrillator scheme had not been received and Cllr Williams agreed to discuss this with the Landlord of the Farmers Arms.

Next meeting to take place on 31st July 2018 with usual updates.

A special meeting was also to take place on 24th July 2018 to be attended by Representative from Balfour Beatty at which concerns over the condition of the roads in the Parish could be discussed. This meeting would be advertised locally to encourage local attendance.
There being no further business, the Chairman declared the meeting closed at 9.20pm.

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