AC PC Minutes 2018 09 26
1. Welcome the public
2. Declaration of interests
4. Minutes of the previous meeting, and matters arising from the minutes
a) Village Community Store – Cllr. McDonald
b) PCC: Churchyard – Cllr. Tilley
c) Cemetery – Cllr. Butcher
d) Village Green – Cllr. Gay
e) Village Hall – Cllr. Butcher – including application form from parishioner
f) Pre-School - Cllr. Daw
g) Glebe Field and Allotments – Cllr. McDonald
h) School – Cllr. Butcher
i) Footpaths – Cllr. Gay
j) Parish Steward requests = all
6. Planning Applications – none currently
7. Staff vacancies – councillor and clerk
8. Correspondence & administration – email from Etchilhampton regarding planning 18/05990/FUL and 18/05984/FUL
9. Glebe Field e-mail from Savills and allotments
10. WW1 anniversary celebrations
11. Annual item – RoSPA Report review and Risk Assessment follow up
12. Mary Whatney Trust
13. Data Protection and GDPR
a)Payments to be approved (not inclusive - more invoices could follow)
Clerk - £11.67 stationery
Playsafety Limited £134.40
a) Balance of Accounts
AC PC Minutes 2018 07 25
Minutes for Parish Council Meeting July 25th 2018
All Cannings Village Hall 7.30pm
Welcome to the public
Declaration of Interests - none
Apologies: Cllr Butcher,
Chaired by Cllr Tilley
Minutes of the previous meeting were signed by Cllr Tilley with no amendments.
a) Village Community Store.
The latest meeting was held on the 24 July. May Watney trust was discussed. They are holding a BBQ on 17th August.
The artist who created the driftwood statues displayed at the flower festival has offered to donate these to the church. They are too big for the church, however they can’t be sited outside at the request of the artist unless they were sheltered, a sufficient shelter would need procuring and funding. Action – Cllr Tilley will report back that it’s probably too big a venture.
The Paulownia tree that was taken down eighteen months ago is sprouting back up, and the roots are coming through the path. Cllr Tilley has tidied up, but it needs the stump killing. Action – Cllr Tilley and Cllr Gay – budget approved for anything needed to complete this task.
c) Cemetery. Commented by all how good the grass cutters are.
d) Village Green – awaiting play inspection details. There has been mention of a dead elder tree – action Cllr Gay to review. Also there is one possibly dead tree at the bottom of School Lane. Also to be reviewed by Cllr Gay.
e) Village Hall
Information provided by a member of the public: the old boules pitch has been regrassed. Update on the flagstone issue out front - this has been confirmed as covered by their insurance. Low bollards may also be erected to deter lorries parking up on the kerb. Finding funding is in progress for this.
The framed map out the front of the hall has been refurbished and it is now officially on the inventory.
f) Pre-School – nothing to report
g) Glebe Field and Allotments
It was noted that the grass is very high around the football pitch. Action – Cllr McDonald to review and report back to iDverde if needed.
Cllr Butcher to liaise with community beat officer about patrolling around school pick up or drop off after holidays. Action – Cllr Butcher
Cllr Whitehead will liaise with Paul Millard regarding Footpath 25.
Thanks to Cllr Gay for his footpath clearing work. Also thanks to Cllr Gay for erecting the gates.
Liaise with the Clerk with regards to C23 Lipgate pothole that should have been reported in July, and forward reference number to Cllr Whitehad – action Kate Asbury
Parish Steward Requests
None – it was mentioned to remember that we can use them for weedkilling
18/05990/FUL – No objection
18/05984/FUL – No objection
Councillor vacancy – start to spread the word a little more over the summer.
Mary Watney Trust – defer til September – action Emma Comfort to add to agenda.
Play Area Inspection – covered under reports
Church Sculptures - – covered under reports
Financial Risk Assessment and GDPR – the councillors present have reviewed these documents. Revisit in September with full council present. Action – Emma Comfort add to September agenda.
Emma has been in contact with the Diocese regarding a request from a resident of Chandlers Close about the Glebe field. Our contact at the Diocese is on holiday until July 23rd, so hopefully we will receive a response soon.
There is a grave purchase to sign off and complete. This was signed by the councillors and the purchase will be completed by the Clerk.
Wiltshire Council are running a free clerks training on September 12th, and Emma has requested a place.
Payments to make
Idverde Invoice GM759535 from June 382.72 NB: they are aware we don’t have a meeting in August and will be paying next invoices in Sept
Village Hall 15
David Owen 25934 678
Salisbury Diocese 150
Water 2 Business 20.62
Kevin Gay (gates) 75.97
Meeting closed at 20:50
Date of next meeting: September 26th 2018
AC PC Minutes 2018 06 27
Minutes for Parish Council Meeting June 27th 2018
All Cannings Village Hall 7.30pm
1. Welcome to the public
2. Declaration of Interests - none
3. Apologies: Cllr Whitehead, Cllr Daw, Kate Asbury, Cllr Gay
Chaired by Cllr Butcher
4. Minutes of the previous meeting and matters arising from the minutes – signed by Cllr Butcher
The notice went up to advertise the position for councillor. No objections or applications currently received.
The Concert at the Kings received a letter from the council thanking them for all their hard work
The Clerk has applied to join SLCC but heard nothing yet
5. Checking of Asset Register – unanimously agreed to keep them as they are and review again next year
a) Village Community Store – nothing to report
b) Churchyard – Cllr Tilley will make the cremated area smaller. Some of the posts are rotten, and by making it smaller then we can avoid buying new posts. Also at current rates it will take some time to fill the space. A parishioner asked whether the space would still be consecrated and it was ascertained that it would be.
c) Cemetery – had a request to find an unmarked grave. Cllr Butcher has located it and passed on the information
Cllr Whitehead arrived 19.45
d) Village Green – Cllr Butcher asked whether Cllr Gay has been doing the weekly check lists. Offered to keep the lists in the Parish Chest if needs be. Cllr Tilley will remove the dead tree at some point. Otherwise the Green has been kept clean. A parishioner suggested that we look at the bank in the Autumn.
e)Village Hall - Bowls pitch has been flattened as previously discussed.
Defibrillator is covered on Village Hall insurance. It may also be covered on the Council’s insurance, so needs to be checked.
Good progress has been made between Shop and Hall regarding the new leases etc.
Shop will take responsibility for whole of their end of site. The area will be clarified legally.
A parishioner asked whether the Parish Council had been approached to be arbitrators in the need of problems between the Shop and Hall? We have not been. They then asked if we would be prepared to appoint one. We have been approached to take the place of the MW trustees. This will be discussed later along with the request to appoint an arbitrator.
Layby – sunken kerbs – now 18 broken kerb stones. Village Hall getting quotes to replace them, but should it be the responsibility of Village Hall to pay. Cllr Whitehead will check that Wiltshire Council has it down as Highways and contact the Clerk with results. They are a safety hazard – the tubs by the hall will be put by the kerbs to prevent people walking on them
f) Pre-School has been regraded by Ofsted as Good so they now get their funding again. They have an afternoon fund raising date booked for July 11th in Etchilhampton, and some further occasional events. Can they leave out some storage equipment at far end of hall during PC meeting? Yes it was unanimously agreed
g) Glebe Field and Allotments - nothing to report. A member of the public stated that no-one from the school used the Glebe Field to park on sports day. Also parents still park on the corners of the road which is illegal parking and makes it a blind turning. Cllr Whitehead suggested that we ask the local police to turn up occasionally and monitor the situation. Cllr Tilley mentioned that it has worsened in terms of safety especially regarding the junction at Lipgate. A member of the public suggested that the hedge between Greenhouse Road and Chandlers lane is replaced to make it match throughout both sides, and tidied. Possibly funded by Concert at the Kings. Cllr McDonald will double check the contract and speak to Id Verde regarding keeping it tidy.
h) School - Cllr Butcher attended a meeting regarding the proposed travel plan. Mr Boreman didn’t feel that any of the suggestions received from parents were practical. He suggested that we put calming measures eg bikes around the village to slow traffic. Cllr Butcher suggested that the children decorate the school fence to make it clear that it is a school. Cllr Whitehead suggested putting a map up at the school to show where everyone drives from. This can name or shame! It has been done at a workplace and reduced the number of people driving to work. Cllr Tilley suggested that they extend their carpark and make the tarmac playing area a carpark during drop off and pick up times. Cllr Whitehead will ask whether there are examples of dual use tarmac areas in other school eg carpark / netball pitch
Cllr Gray arrived 20:18
i) Footpaths – some of the areas are getting overgrown and need to be cut back
j) some deep potholes along Lipgate – Highways to be informed -EC
Cllr Gray took over the meeting
A parishioner has requested that we inform her when we are entering in the Lawrence Kitching award so they can make the village even better than usual.
7) Financial Risk Assessment and GDPR to be added to agenda for next month. Cllr Gray has drafted a letter to previous members requesting that they remove all relevant info.
8) Mary Whatney Trust – Cllr Gray asked Cllr Whitehead whether we can legally take over trustee. CW suggested we contact Ian Gibbons at Wiltshire Council who will know the answer.
9) Village Gates still at Cllr Butcher’s. They are now painted, but need to be hung when possible. Cllr Tilley will probably do them in July. They will go approximately 10 feet behind the All Canning sign. Highways are happy with the place where they are going.
10) Councillors to inform clerk of holiday dates ASAP
11) Planning Applications
18/05123/CLE – 1-4 Cannings Cross Cottages – no objections
18/04620/FUL – All Cannings Shop – no objections
12) Clerk’s report.
She has responded to the request from 7, Chandlers Close.
She has applied to join SLCC but not heard back from them
Village hall £15
id Verde GM758692 £382.
Councillors haven’t seen the accounts before they went to David Owen. Cllr Gray read them out, and approved by all present. Signed by Cllr Gray and Clerk. Authorised signatories for the NS&I accounts were signed.
Cllr Gray has drafted a letter regarding hedge trimming for the residents. Some changes were suggested. Cllr Gray to make amendments.
Cllr Gray has updated the poster showing council members.
Meeting closed at 21.38
Date of next meeting: July 25th 2018
AC PC Minutes 2018 05 30
Minutes of Parish Council Meeting 30-05-18
Meeting opened at 7.30
Present: Cllr Gray (Chair), Cllr Butcher (Vice), Cllr Gay, Cllr McDonald, Emma Comfort (Clerk), RFO Kate Asbury (arrived 7.35)
1. Election of Chair and Vice Chair.
Cllr Gray proposed that she stays as Chairperson. Cllr McDonald seconded. Unanimously voted in.
Cllr Butcher proposed that she stays as Vice Chairperson. Seconded by Cllr McDonald. Unanimously voted in. Both Cllr Gray and Cllr Butcher accepted the positions.
The Parish Council accepted Cllr William’s resignation
2. Advertising of Vacancy – contact Wiltshire Council to tell them we have a vacancy to advertise – EC
3. No declaration of interests
4. Apologies: Cllr Whitehead, Cllr Daw, Cllr Tilley
5. Minutes of previous meeting – signed and dated by Cllr Gray
6. Mary Watney Trust: 2 members of the public came to explain the proposal and ask whether in principal the Parish Council will take over two positions on the Trust of the board. 50 years ago the Trust leased the land to the village hall. The village hall then subleased to develop a village shop. Village Hall lease ends 2021. Shop lease ends May 2020. Shop now needs a longer lease to develop the property. Village Hall has been charging a greater rent to the shop which they have now reduced to a peppercorn rent.
Now looking for a different system that will last for another 50 years, and wanting a responsible body to take over two positions – not named individuals. Cllr Butcher recommended that we check the legalities. The Hall and the shop will cover the cost of the renewal of the leases.
The Parish Council requested time to consider the implications of the proposal and to inform the councillors not present.
7. Laurence Kitching Award application has been submitted
8. GDPR Policy Adoptions: our policy is on the website. Policy adopted, but will review again in January 2019. All e-mails should include the acpc address as well as to councillors. All leaving members must be asked to delete any personally identifiable information they possess physically, on their devices or as an e-mail and confirm that they have done this. We are registered with the ICO (reference number A8341621). Policy unanimously adopted.
Clerk will contact previous council members to ask them to delete all necessary information
9. Planning: 18/03209/FUL- no objections
18/04620/FUL – no objections
18/03963/CLPLB – can’t access the plans
10. SLCC membership: Clerk will apply to join. Council have agreed to cover the costs
11. Asset Register Review: to be carried out next meeting
12. Dates of Meetings for 2019. Annual Parish Meeting in April in School 7pm. All other meetings last Wednesday of month in village hall at 7.30, except in August and December when there will be no meetings
13. Staff Appraisal: no public or press present. Need to review systems for pay increases. Cllr Gray to speak to Paul Clark at David Owen. RFO happy with everything and appreciation acknowledged for the job she does by Cllr Gray.
14. Clerk’s Report – correspondence
A member of the public requested work done on the Glebe Field as it floods and affects their property. Clerk to reply asking for confirmation of the ownership of the land and the property management company involved. They will then ask the relevant bodies for permission.
A request from a member of the public to purchase a grave space and erect a headstone on another plot. Clerk to contact
15. RFO report:
Invoices to be paid £382.72 – Id Verde
£15 - Village Hall
£35 (annually) for ICO
£441.85 – Insurance (Inspire via Came and Company)
RFO still following through with the NS&I account as waiting on information from them.
The concert fund has paid £150 towards the Royal Wedding celebrations
Send a letter to pub to say well done and thanks for all the organisation and to Cllr Daw for all his marshalling – EC
Gates – we want to get them up soon. Cllr Gay will do it, but needs help.
Cricket Club has folded. The land is privately owned. If anyone is interested in reviving it then please step forward.
Meeting closed: 10:10pm.
Next Meeting June 28th at 7.30 in the Village Hall
AC PC Minutes 2018 04 26
MINUTES OF A PARISH COUNCIL MEETING
Held in All Cannings School All Cannings on Thursday 26th April 2018
1. Present: Amy Gray (chair), Cllr Whitehead, Cllr Butcher, Cllr Gay, Cllr McDonald, Cllr Daw, Kate Asbury (RFO) Emma Comfort (Clerk)
2. Apologies: Cllr Butcher (notes given to Kate Asbury for inclusion), Cllr Williams
Meeting opened at 7:45
3. Welcome to the public
4. Village Hall. Should there be a white line at end of car park as it is very difficult to pull out from there.
5. Cllr Whitehead gave an update on Salisbury. They are doing a major clean up but will take at least 6 months
6. Cllr Gray thanked the council for putting on the talk on GDPR as it was a useful day.
Cllr Whitehead left at 8pm.
No declaration of interests.
7. Matters arising from previous meeting. We won't issue a hard copy of Code of Conduct as a new one will be issued in line with GDPR shortly.
From now on no names should be mentioned in minutes other than councillors, RFO and Clerk.
Signed off by Cllr Gray
a) Village Community Store – Cllr McDonald. There is a meeting on Tuesday so nothing to report. Cllr Butcher – The AGM is on June 25th followed by an EGM to consider a proposal to adopt new model rules and conversion to a Community Benefit Society.
b) Churchyard – Cllr Tilley - drainage works still ongoing. No bells at moment due to insurance not covering ringers until they are CRB checked. Grass is getting plenty of compliments. IdVerde is doing a good job
c) Cemetery - All church books are with clerk and Cllr Butcher has developed a flow chart for procedures
d) Village Green – Cllr Gay has examined rubber mat around "Witches Hat". Is OK at the moment
e) Village Hall – Cllr Butcher attended the meeting on April 16th. It was proposed to offer the Village Shop a peppercorn rent. Either the hall can continue to hold the lease and sub-lease to the shop, or they can have individual leases direct from the Mary Watney Trust. The trust will have the final decision, but the idea is to save the shop £600 in rent.
The shop lease expires in 2020and the hall lease in 2021. Both will be seeking 50 year leases.
It is estimated that the legal fees will cost around £3,000 and the shop is hoping to apply for a grant.
f) Pre- School – Cllr Daw - Done lots of fund raising and feeling confident about next inspection. Council will write a letter of support when we are contacted with details. A new child has joined. They thanked the Village Hall for all their help. Cllr Butcher mentioned that the pre-school is recognized as a valuable asset to the village and the village hall will discuss financial considerations if need be.
g) Glebe field and allotments - Cllr Gay Nothing to Report. Cllr Gay has contacted Diocese of *****************Salisbury regarding the footpath. Still waiting for a reply.
h) School - Cllr Butcher will report at next meeting re travel plan. No fair this year as no pta. A resident mentioned that School gate locks if someone shuts it. Need to find a way to ensure it stays open during holidays. It is on school property so they are responsible.
i) Footpaths – Cllr Gay there is a lockable gate on Footpath 18 which should never be locked as it is a public footpath. Cllr Gay will strim footpaths this month. Will invoice council for petrol.
j) Parish Stewards - can they check the moss on pavement by entrance to The Glebe
9) PAT testing – doesn't need a PAT testing for three years if new. Cllr Butcher to liaise with Village Hall to include ours
10) Royal Wedding – The Pub has given £150 to royal wedding fund
11) Cllr Butcher asked for money for brushes, masking tape and paint so community service can spruce up Telephone kiosk. Council agreed on maximum of £50
12) We are signed up to ICO, but we haven't received an invoice from them. RFO has e-mailed to chase. Cllr Gray attended GDPR meeting. Privacy notice on all council tax bills which we can copy.
Cllr Gray to be Data Officer. Unanimously voted in. She will draw up some codes to be adopted including retention schedule. We don't need to be compliant immediately, but must be seen to be moving forward. All councillors should forward contact through the clerk so they don't have to be individually registered. Kate Asbury to be DPRO. Unanimously voted in.
Clerk will need to contact previous councillors and clerks to ensure that they no longer have any information that belongs to council
Invoices paid: Village Hall Rent £15
Cllr Gay Expenses £32.65
RFO postage £1.68
Concert donation to Royal Wedding Fund £150
A.O.B We need to apply for Best Kept Village by end of May EC
A parishioner asked whether council would offer a grant to someone who would like to start keeping bees in the village. We would consider it if someone approached us – we will spread the word
Can we add "please" to the signs that say "Drive Carefully" - it was agreed that we would when we replace the signs
Cllr Butcher noted that she would need advanced notice when the gates were to be collected for painting due to the safeguarding policy regarding her business.
Meeting closed at 21:50
Next meeting to be held on May 30th 2018 at 7:30 in the Village Hall
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