BROAD TOWN PARISH COUNCIL
Emna Diamant
Parish Clerk and RFO
May Cottage
24b Chittoe Heath
Bromham
Chippenham
SN15 2EH
Tel: 07990040675
1st July 2019
To: Councillor J E Jordan - Chairman
Councillor S G Hartley
Councillor M A Holland
Councillor B Joyce
Councillor R Pearce
Councillor C J Rendell
Dear Councillors
In accordance with the Local Government Act (LGA) 1972, Sch 12 paras 10 (2) (b) you are summoned to attend the Ordinary Meeting of the Parish Council. The meeting will be held in the Village Hall on Monday 8th July 2019 commencing at 6.30pm. (LGA 1972 sch.12 para 10(2)(a). A period of public participation will take place prior to the formal opening of the meeting. The Press and Public are welcome to attend this meeting.
Yours sincerely
Mrs E Diamant
Parish Clerk and RFO
BROAD TOWN PARISH COUNCIL
Parish Council Meeting - Monday 8th July 2019
PUBLIC PARTICIPATION
A G E N D A
1. APOLOGIES
To receive apologies for absence.
2. DECLARATIONS OF INTEREST
In accordance with the Parish Council’s Code of Conduct, all Members are required to declare any disclosable pecuniary interests or other registrable interests which have not already been declared in the Council’s Register of Interests. Members may however, also decide, in the interests of clarity and transparency, to declare at this point in the meeting, any such disclosable pecuniary interests which they have already declared in the Register, as well as any other registerable interests.
3. MINUTES
To confirm as a true record the minutes of the Annual Parish Council Meeting held on Monday 10th June 2019.
4. FINANCE - BANK BALANCES at 30.06.19
Treasurers Account £13199.53
Business Bank Instant £ Nil
Community Fund £9180.08
5. CLERK’S SALARY AND EXPENSES
Members are requested to approve the salary and expenses payment of £896.88 to the Parish Clerk.
6. REIMBURSEMENT TO CLERK – INVOICE STAMP
Members are requested to approve the payment of £30.95 to the Parish Clerk for reimbursement for the purchase of an invoice stamp.
7. REIMBURSEMENT TO COUNCILLOR JOYCE – ADDITIONAL PADLOCK KEYS
Members are requested to approve the payment of £10.00 to Councillor Joyce for reimbursement for the purchase of additional keys for the replacement padlock.
8. PLANNING APPLICATIONS RECEIVED
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Application Number
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Applicant
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Location of Development
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Description of Development
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19/05024/FUL
Original application can be viewed here:
19/05024/FUL
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Mr Colin Young
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Merlins Gate Farm
Broad Town Road
Broad Town
SN4 7RB
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Erection of detached house and garages
Comments to be received by 10th July 2019
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19/05026/FUL
Original application can be viewed here:
19/05026/FUL
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Mr Colin Young
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Merlins Gate Farm
Broad Town Road
Broad Town
SN4 7RB
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Change of use of land and building from agricultural use to B1-B8 use
Comments to be received by 10th July 2019
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19/04809/FUL
Original application can be viewed here:
19/04809/FUL
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Kate Senior
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Hambrook Farm
Thornhill
SN4 7RZ
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Erection of an extension to and existing stable block and conversion of an existing Dutch Barn into equestrian use
Comments to be received by 9th July 2019
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9. COMMUNITY FUND DOCUMENTS AND FUND ADVISORY BOARD
To note and discuss the updated community fund guidelines, application form, advisory group terms of reference and progress report. Members are requested to consider whether all applications are considered by the proposed advisory board or those over a defined amount.
10. ACCESS TO REDHILLS
To note the agreed emergency contacts for the playing field and to discuss the emergency access plan.
11. PARISH COUNCIL DOCUMENT STORAGE
To note the planned clear out of the village hall filing cabinet in August and to discuss storage arrangements for remaining Parish Council documents.
12. EXCHANGE OF INFORMATION
Please note no decisions can be made on these items anything raised which requires a decision of the council will be included as an agenda item at the next Parish Council meeting.
Next Meeting Monday 12th August 2019
BROAD TOWN PARISH COUNCIL
Minutes of the Parish Council Meeting held on Monday 10th June 2019
In the Village Hall
Present: Councillor J E Jordan - Chairman
Councillor S G Hartley
Councillor M A Holland
Councillor B Joyce
Councillor R Pearce
Councillor C J Rendell
Officers: Mrs E Diamant – Parish Clerk
PUBLIC PARTICIPATION
7 Members of the public were present.
A resident reminded the Parish Council that they have promised to clear the filing cabinet in the back of the village hall. Roy Davey has a key and has offered to assist with this; the Parish Clerk will contact him to arrange a suitable day to do this and notify the Parish Council if others would like to help. It was noted that the Parish Council may need to find a storage space for the remaining documents.
A resident has had a request about the possibility of having a dog poo bin at the village hall end of Broad Town. It was noted that the village hall bin is being used to dispose of dog poo. The Parish Clerk will contact Wiltshire Council regarding this.
1. APOLOGIES
There were no apologies for absence.
2. DECLARATIONS OF INTEREST
There were no declarations of interest.
3. MINUTES
The Minutes of the Parish Council meeting held on Monday 13th May 2019 having previously been circulated were signed by the Chairman, Councillor Jordan as a correct record.
4. EXTERNAL AUDIT 2018/2019
4.1 CERTIFICATE OF EXEMPTION FROM A LIMITED ASSURANCE REVIEW
The gross income and gross expenditure of the Parish Council does not exceed £25,000 in the account year ended 31 March 2019. The Parish Council can therefore exempt itself from a limited assurance review under section 9 of the Local Audit (Smaller Authorities) Regulations 2018.
It was proposed by the Chairman, Councillor Jordan, seconded by Councillor Joyce and
UNANIMOUSLY RESOLVED to exempt the Parish Council from a limited assurance review and complete page three of the Annual Return accordingly, for submission to the external auditor.
4.2 APPROVAL OF THE ANNUAL RETURN AND GOVERNANCE STATEMENT
It was proposed by Councillor Joyce, seconded by Councillor Pearce and
UNANIMOUSLY RESOLVED to approve the Annual Governance Statement 2018/19 as detailed in Section 1 of the Annual Return.
It was proposed by Councillor Joyce, seconded by Councillor Pearce and
UNANIMOUSLY RESOLVED to approve and sign the Annual Return and Year End Accounts for 2018/19.
The Parish Clerk will forward the completed and scanned documents for inclusion on the website; this needs to occur by 1st July 2019
4.3 YEAR END CASH BOOK 2018/19 - AUDIT VERSION
The Year End Cash Book was noted. The Parish Clerk will ensure that the VAT and staff expenses are separated appropriately going forward.
4.4 INTERNAL AUDIT REPORT
The Internal Audit Report was approved.
Councillor Jordan noted the advice from the Auditor to ensure that the VAT breakdown is clear in order to expedite the VAT claim at the end of the year.
The Parish Clerk has had advice on allocating staff costs vs staff expenses for the current cashbook.
Councillor Jordan noted that a non-cheque signing councillor needs to check the bank reconciliations. Councillor Joyce currently checks the bank reconciliations and proposed being removed as a cheque signatory in order to continue to do this. The Parish Clerk will organise the paperwork for Councillor Joyce to be removed as a signatory.
Councillor Jordan noted the need to review the way we are approving invoices to ensure that the cheque number is clearly stated. It was agreed that the Parish Clerk will order an appropriate rubber stamp as per the report recommendations.
4.5 INTERNAL AUDIT FEES INVOICE FOR PAYMENT
It was proposed by the Chairman, Councillor Jordan, seconded by Councillor Hartley and
UNANIMOUSLY RESOLVED to approve the payment of £150 to Auditing Solutions Ltd.
5. FINANCE
5.1 BANK BALANCES
Treasurers Account £ 13559.02
Business Bank Instant £ Nil
Community Fund £9180.08
Bank Reconciliation
Treasurers Account £ 13559.02
Less unpresented cheques Nil
Total £13559.02
The bank balances and bank reconciliation were noted.
5.2 VAT RETURN
The VAT claim was noted. The £6.51 discrepancy between the claim and the audit version of the cashbook was noted; the Parish Clerk advised that this was due to an incorrect VAT calculation on one of the invoices in 2018. The Parish Clerk advised that the claim was submitted on line and payment has been received.
6. PAYMENT FOR INSTALLATION OF GOAL POSTS
It was proposed by Councillor Hartley, seconded by Councillor Rendell and
UNANIMOUSLY RESOLVED to approve payment to Chris Moore for installation of the goal posts.
7. RISK ASSESSMENT
Members reviewed the following sections of the risk management assessment.
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Play Area
Open Recreational spaces
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Risk of damage
Injury to users
Access for emergency vehicles.
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M
H
H
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The play area is subjected to a ROSPA inspection each year. Any defects are assessed and repairs/remedial work carried out by an authorised play equipment installer. Visual checks are carried out periodically by members.
The gate is locked and a record of the key holders is kept by the Parish Council; residents and emergency services need to be advised of key holders.
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Ensure the ROSPA report is an agenda item and any defects reported and repaired correctly.
Ensure that residents and emergency services can gain access to the site in case of emergency. (Discussed in agenda item 8.)
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The Parish Clerk advised that ROSPA guidelines state that any additional checks during the year require appropriate training in order to be carried out effectively. It was agreed that the risk assessment will be amended to reflect that yearly statutory checks are completed and advice is acted upon. The Parish Council will continue to complete a six-monthly informal visual check.
8. ACCESS TO REDHILLS
Councillor Joyce reported that he has spoken to the key holding resident in Redhills; the resident confirmed that he currently has a key and takes a car on a trailer once a month from his garage across the very edge of the play area. The resident reported that access was granted 20 years ago by the Parish Council. It was reported that a further local resident has a key but does not appear to have vehicular access to the rear of their property via the playing field.
Councillor Jordan and Councillor Pearce noted that there have been no issues with this arrangement so far and it would not be appropriate to change this arrangement at present. Councillor Jordan noted the need to ensure certainty on who has a key to access in case of emergency and suggested that current resident key holders be requested to act as emergency key holders with continued access being granted on this basis. Councillors Joyce and Hartley agreed to discuss and agree with the Redhills residents involved.
A resident suggested that the use of a key safe with a code would be further option for the Parish Council to consider.
It was agreed to have two key holders who are Redhills residents, one key for the grass cutter and three keys to be held by the Parish Council. Once the new keys have been distributed the arrangements for contacting a key holder in case of emergency can be circulated to the community and stated on the notice board.
9. QUOTE FOR REPAIR OF SWING – REDHILLS
It was agreed for the Parish Clerk to raise a purchase order for the repair of the nest swing.
10. COMMUNITY FUND MEETING - GRANTSCAPE
The Chairman, Councillor Jordan and the Parish Clerk met with Matt Young CEO of Grantscape regarding the community fund.
Councillor Jordan reported that Good Energy is using Grantscape to administer the fund and noted that Grantscape are professional, dedicated administrators. This will increase discipline and control of the fund and will mean that the Parish Council has additional support when awarding grants.
The Parish Clerk has been asked by Grantscape to give a full record of grants awarded since 2015 and is collating this information; the information is complete from 2017 to 2019. The Parish Clerk will contact Lorraine Billis for information on the grants awarded in 2016. Grantscape have been checking the current documentation and guidelines with the Parish Clerk. The updated versions will be circulated in due course. Grantscape have provided the Good Energy corporate logo and this needs to be used on our documentation. Grantscape are keen to have feedback on positive stories about how the grant is used.
Councillor Jordan noted that Matt Young was pleased that we are requesting match funding for larger grants and that this could be in the form of quantified volunteer time.
During the meeting with Grantscape the ability of the Parish Council to make applications to the fund for community led projects was discussed; Matt suggested the use of an advisory board to ensure due diligence; he provided guidelines on how this can be organised. The advisory board could consist of two Parish Councillors and two or three residents. They could meet to review the applications and make recommendations to the Parish Council when the grants are considered. Councillors Jordan and Holland agreed to form part of the advisory board; Lorraine Billis volunteered to act as a non- Parish Council member. Councillor Jordan will put out a request for further volunteers in the newsletter.
The Parish Council can discuss the arrangements of the advisory board once the group members have been confirmed.
11. EXCHANGE OF INFORMATION
Please note no decisions can be made on these items anything raised which requires a decision of the council will be included as an agenda item at the next Parish Council meeting.
The Parish Council was notified of planning application 19/04809/FUL on the 7th June. The deadline for comments is the 5th July. The Parish Clerk will request an extension so that this can be discussed at the Parish Council meeting on the 8th July.
Councillor Pearce attended the CATG meeting; new transport forms are available and Councillor Pearce will forward these to the Parish Clerk. Councillor Pearce has agreed with Wiltshire Council where to locate the posts for the speed limit reminder devices that the council have agreed to fund; the locations of the four sites were shown during the meeting and will be publicised in the newsletter.
Councillor Pearce noted that the drainage engineer has identified the map location of the culvert involved in the flooding issues in the village last year; in his email to the Parish Clerk the engineer stated that he notified the landowner of the need to ensure the culvert is maintained. Councillor Pearce will assist the Parish Clerk in drafting a letter to the landowner at Manor Farm regarding maintenance of the culvert.
It was noted that there are 35 letters and 60 documents online in relation to planning application 1903874/OUT. Mollie Groom suggested sending a letter to MP James Gray regarding the application; Councillor Jordan will draft a letter. Mollie Groom has stated that if approved she will call in the application.
Councillor Rendell noted that a resident has mentioned the pot holes on Thornhill and Pye lane to him. It was noted these can be reported to Wiltshire Council using the ‘my Wiltshire’ app; fly tipping and other problems can also be reported. This will be publicised in the newsletter.
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Next Meeting Monday 8th July 2019.
Meeting closed at 8:10pm
Signed: ………………………………………………… Dated: 8th July 2019
Chairman, Councillor J Jordan