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
AC PC Minutes 2018 03 28
Minutes for All Cannings Parish Meeting March 28th 2018
1. Present: Amy Gray (Chair), Sylvia Butcher (Vice Chair), Cllr Gay, Cllr McDonald, Cllr Williams, Emma Comfort
2. Apologies : Robbie Daw
3. Meeting opened at 19.32
4. Welcome to the public
5. Cllr McDonald declaration of interest – April Cottage
Cllr Butcher declaration of interest – Rendells farm
6. Matters arising from previous meeting. Cllr Gray has walked around the village with new contractors.
All Councillors should be furnished with a hard copy of new Code of Conduct - EC
Minutes signed by Cllr Gray
a) Village Community Shop – Cllr McDonald – lease is due for renewal in June 2018 and there are ongoing discussions with Village Hall and Mary Watney. Peter asking for a longer lease (current lease is always for 5 years), and they are looking at renewing plumbing/drainage and will qualify for grants with a longer lease.
They are converting the legal status to Community Benefit Society so they are directly required to only carry out busy for local community and profits go back into community.
Holding and Auction of Promises to raise money
b) Cemetery – nothing to report
c) Village Green – Cllr Butcher reported a dip in the safety surface around the cone. Cllr Gay to see what can be done
d) Village Hall – Cllr Butcher meeting with committee on April 16th
19.46 – Kate Asbury arrives
Curbs mark the boundary of Village Hall property, and John Mead asked who has the responsibilty for curbs as the old village drain is sinking due to heavy traffic passing over it. Village Hall have replaced it twice, but it should be a Village issue. Put on agenda for April.
Village Map on front of hall – the frame needs replacing. Is it village Hall or village property? Cllr Butcher suggested that it is Village Hall responsibility to maintain it. This was agreed.
Money was rasing for a Boules pitch at back of Village Hall which is never used. They will have it levelled off for safety reasons.
Users of Hall need to sign a revised application form for Village Hall as it covers safety features. Clerk will sign it.
e) Pre-School – Cllr Butcher – they've been working hard to get ready for next insepction – any time in next three months. Easter Egg hunt raised £400. Held in pub at short notice – with thanks to them. Asked Cllr Butcher to visit and support to give suggestions.
Cllr Whitehead arrives 19.56
They have done curry night and rasied £1500.
Still looking for a play leader
Ongoing support from village
f) Allotments – have paid £457 to council. Two plots still available and they've offered a large plot to school for free – wating to hear if they want it. Cllr Williams will chase. An additional £45 due in late payments. Footpath between Orchard to side of allotments is owned by diocese – they need to maintain it. Parish Council has no legal responsibilty to maintain it -any work done needs landowners permission. Cllr Gay and McDonald to liaise and look at costs.
g) School – Cllr Williams – nothing to report. Cllr Butcher has an appt on Apr 26th regarding travel plan
Cllr Tilley arrives 20.11
h) Footpaths – Cllr Gay – still waiting for better weather. Cllr Butcher – complaints about footpaths at Sheeppool. Landowner won't let us do anything about it. Landowner wants to put a surface on path crossing the triangleof grass leading to it. There is vehicular access so this may be difficult (Cllr Butcher declared an interest in this). Cllr Gay will discuss this with pub landlord
i) Church Yard – doing a lot of work. Sorting out loo and drainage at back of church – putting in a French Drain which may be an issue with the mowing. Cllr Tilley to find out more. Cllr Gray not completely sure of boundaries so will confirm them with Cllr Tilley and Cllr Butcher.
j) Parish Stewards are still doing potholes – nothing new until April
Cllr Tilley has left message with Michael regarding tree, but will chase.
8) Concert at the Kings – tickets are selling well – doubled amount from last year. BBC advertising it as one of the Fringe weekends. Radio Wiltshire will cover it. Sarsen Walk on Sunday after. Will have to manage signage and clean up procedures.
9) Royal Wedding Celebrations – Alison is booking manager for Hall – proposals are a day with crafts for childen, village seniors and heroes to be invited. A poetry competition – (wanting some sponsorship for book token etc). Cllr Butcher will ask Concert for funds to support (£150 – 200). Wants to do some charity fundraising at same time.
10) Planning applications:
17/10482/FUL – no objections
18/01617/FUL- no objections
18/02091/VAR – no objections
11) Data Protection: Cllr Butcher is concerned that we haven't yet signed up to ICO. This will cost £35 Cllr Butcher and RFO Kate Asbury will organise. Clerk needs training re Data Processor.
Cllr Gray will be Data Protection Officer if permissable. Cllr Whitehead said that Wiltshire Council are setting up an event to train Parish Councils. WALC also have an event on April 18th. Kate Asbury and or Cllr Gray will try to attend.
12) Correspondence – following a request we will update Georgina Brown from Police headquarters regarding events in the village that can go in her newsletter.
We have received a letter regarding the floodiong that occurs outside "Grangefield". Cllr Butcher showed photographs. We will contact Richard Dobson to look at it next time it floods to see if it is the responsibility of Highways or the landowner.
There is now a search facility online to find names on War memorials around the country. The link will be put on the village website – Cllr Gray
Cllr Whitehead acknowledged a debt of thanks to all those who helped in the snow – especially those with tractors who cleared the roads, and put updates on the website.
The Concert at the Kings have requested that we pay £750 to the Village School, from concert funds.
The Council has agreed to allow a portion of Cyril Mullett's ashes to be put into his wife's grave and for his daughter to remove the headstone for cleaning and to have Mr Mullett's name added. We will inform them of the cost, but no other objections.
13) Standing Orders Review – postponed to March 2019
14) The employment claim being brought against the Parish Council has been withdrawn
15) RFO report -
Invoices signed off
Sharkeykel - £462.99
All Cannings Village hall - £15
David Owen - £39
Wiltshire Council - £66.01
Current balance stands at £20,815.86
Less future payments-
Concert Fund - £5456.15
Playing field - £4483.44
Forecast spending remaining - £4638.28
Reserve balance - £6237.99
The gates have to be moved before painting. Cllr McDonald is to ask James if they can go to his yard and Cllr Butcher will ask if the organisation has a venue.
Meeting closed at 21.44.
NEXT MEETING – ANNUAL PARISH MEETING – APRIL 26TH 7PM AT VILLAGE SCHOOL
AC PC Minutes 2018 02 28
Minutes of Parish Council Meeting Feb28th 2018
PRESENT: Cllr Gray (chair), Cllr McDonald, Cllr Gay, Cllr Tilley, Cllr Williams, Kate Asbury (arrived at 19.40) (RFO) Emma Comfort (clerk)
APOLOGIES: Cllrs Whitehead, Cllr Butcher, Cllr Daw.
Declaration of interests: none
Minutes of previous meeting were signed off by Cllr Gray
a) Village Community Store - will be meeting with a representative re the payment of rent.
b) PCC: Churchyard - Cllr Gay did topple test – nothing hazardous except for a tree at a 40deg angle. Should go on the tree works list, but may cost £1000. Cllr Tilley will speak to Mike Game-Scott.
c) Cemetery - Cllr Butcher not present
d) Village Green - Cllr Gay – nothing to report
e) Village Hall - Cllr McDonald reported that they have replaced two curbstones. Cllr Butcher and McDonald have been approached about a grant (after work has been done).
f) Pre-School - Cllr Gray said we hadn’t had any further correspondence from them after last meeting. They have done some of the works to fences at the back. They are having a fund raising curry night at The New Inn at Coate on Sat Mar 3rd.
g) Glebe Field and Allotments - Cllr McDonald – haven’t received the subs from the allotment committee. He will speak to Simon. Work to one of the houses in Tumlins has churned up a lot of the land behind their house on the Glebe field. What is the councils position? Cllr McDonald will speak to tenants re the work and found out who did it? Cllrs Gray and Butcher will walk around with Ian Spanswick to show him the work. Emma Comfort to make initial contacts. Sharkekel still haven’t fulfilled their contract. Cllr Gray will call. They need to do the work immediately, or we won’t pay their last invoice.
h) School - nothing to report. Cllr Butcherwill take over from Cllr Williams re travel plan etc
I) Footpaths - Cllr Gay got a map from Wiltshire council to clarify position of Footpath 25. Cllr Gay will approach landowner. Will also talk to the Mclennans following on from their letter.
j) Parish Steward Request - potholes opposite Cllr Tilley. Kate Asbury will report them on the relevant app
6) Planning Applications
18/01034/FUL – no objections
18/00442/FUL – no objections
7) no correspondence or administration
8) 20 mile ph speed limit. We would pay £2000 towards it if we wanted to adopt it and we have the money if we want to go down this route. Unanimous vote in favour. Emma Comfort to let Cllr Whitehead know
The white lines around the village are very faded. Emma Comfort to find out who to report them too (probably Wiltshire Highways)
9) Code of Conduct – The copy we have is the standard version from the NALC website. We will date a copy as readopted today.
10) Best Kept Village - we will enter again. If we can get the gates and speed limit up that will be in our favour.
Cllr Gray will approach John Martin to see if they want to apply on behalf of Allington.
11) Financial Regulations update- nothing to update. All been signed off.
12) We were scammed for £700 by someone accessing our e-mail. We have the money back, but we need to be aware. Should we set up an out of meeting protocol?
Sharkeykel – witholding payment of invoice until work is done - signed subject to satisfaction
Invoice to Village Hall - £15 paid
Wiltshire Council have paid us £2800 which was meant for another council. Cllr Gray and RFO to sort out.
Balance of Accounts
Cllr McDonald will start to audit accounts as soon as RFO is ready
We have approved payment of £2000 for 20 mile speed limit
AOB: we need to paint the gates and posts. They are at Cllr Butcher’s at moment. Ask her to get the community service volunteers to paint them.
Cllr Williams will attend to sign at end of new footpath
Royal Wedding – Cllr Gray will liaise with village hall committee re events to celebrate this
Meeting closed at 21.30
Next meeting March 28th 2018
Page 3 of 19
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