AC PC Minutes 2017 11 29
MINUTES OF A PARISH COUNCIL MEETING 29 NOVEMBER 2017
Held in All Cannings Village Hall, All Cannings on Wednesday 29th November 2017
PRESENT: Cllr Gray (Chair), Cllr P Whitehead, Cllr Butcher (2nd half), Cllr Tilley, Cllr McDonald, Cllr Daw, Cllr Gay, Cllr Williams, RFO K Asbury, Parish Clerk E Comfort.
PUBLIC: 1
Declaration of Interests: 0
Public Welcomed
Meeting opened by Cllr Gray at 7.30 pm.
Appointment of new parish clerk: [Redacted] Emma Comfort has been approached to take on the role. She has provided Cllr Gray with references and her CRB check.
Her appointment was proposed by Cllr Gray, seconded by Cllr McDonald. She was unanimously voted in.
ACTION Emma Comfort has the contract which she will read and return to Cllr Gray ASAP.
MINUTES
The minutes of the meeting on October 25th were approved and signed by Cllr Gray.
Matters arising:
Cllr McDonald has not been received e- mails. ACTION Cllr Gray to check distribution list and address
REPORTS
a) PCC and Churchyard. Cllr Tilley/Belinda Mead (public) reported that the church was shortly going to lose 2 church wardens.
b) Cemetery. Cllr Butcher not present but Cllr Williams had information from her. The branches have been removed and burnt. The soil still has to be removed, but this had to wait until the neighbouring farmer’s crop had been harvested. To be chased.
3 Memorials have been dislodged, but can be easily fixed.
The side gate isn’t shutting. ACTION Cllr Gay to look at it
c) Village Green. Cllr Gay hasn’t checked the equipment recently but has received no reports of damage.
The grass cutting has stopped for the season. The new tenders need to be put out.
ACTION Cllr Gray. Decision to be made by February 2018.
d) Village Hall. We have a new Best Kept Village Plaque to go on the wall. Cllr Tilley suggested removal of the earliest plaque, which would be kept in the village chest, and so make room for the new award. Cllr Gray suggesting keeping them all up as a measure of how we value to the awards. We will have a new wooden board made to hold all the current awards and with room for more. There was discuss on the placement of the board. Cllr McDonald called for a vote whether they should stay where they were or be moved to the side. Cllr Gray voted to keep them as they were, the other 5 voted to have them moved to above the notice boards. We need permission from the village hall committee to put the board up. ACTION Cllr Tilley will organize the board and request funds if necessary, but only if it will be more than £50.
e)
Cllr Butcher arrived at this point.
f) Pre –School. Nothing to report
g) Glebe fields and Allotments. The grass has been sown. Cllr McDonald will contact Sue Williams and ask her to plant bulbs.
Cllr McDonald has strimmed the orchard.
The roadside hedge needs to be tidied up. The PC will remind the contractors that it is their responsibility.
h) Primary School. Xmas fare on December 1st. We are waiting for the travel plan for the school before we can discuss the option for a dropped curb sited in Tumlins.
i) Footpaths. Footpath 25 cannot be found as it is very overgrown. Paul Millard has been contacted by Cllr Gay. It appears that it goes through some gardens so will be left to Wiltshire Council to contact any landowner that has caused an obstruction to it. It was recorded that the landowner is responsible for the upkeep and safety of any stiles on their land. To be re-visited in Spring.
Footpath 14 - Paul Millard has no objections to staggered barriers being placed at the end. The PC should approach the Area Board for financial support. Cllr Butcher to get quotes for next meeting.
j) Parish Stewards. The Parish Clerk is to liaise with them. Cllr Whitehead will send names and Cllrs Daw and McDonald will arrange to meet them, to discuss who is responsible for what.
k) Maintenance contracts: They have been revised and advertised on Facebook and the PC website.
PLANNING APPLICATIONS
No new ones.
No objections were raised to the tree work to be carried out at both 29 The Street, and Richmond House.
CLERK’S REPORT
Admin costs for cemetery are to be deferred until 2018.
Cllr Butcher to report on the Grant of Burial for Riesley-Pritchard at next meeting
Wiltshire Council are to plant 10,000 trees throughout Wiltshire to commemorate the fallen of Wiltshire in the First World War. Each Parish may decide where they want them planted. All Cannings have 24 trees to plant. Suggestions will be discussed at next meeting.
ACTION Cllr Daw will organise a beacon to be lit on 11/11/2018
ACTION Cllr Butcher to follow up telephone enquiry from Mr Maslen
ADOPTION OF FINANCIAL REGULATIONS:
Cllr McDonald thanked Cllr Butcher for drawing them up, as this has been a lot of work.
The word “Chair” has replaced “Chairman”, and blue highlights are now in black. The wording has been altered in sections 3.1 and 3.3.
The bank statements have to be signed off every 3 months by a non-signatory council member. Cllr McDonald will step down from being a signatory and be responsible for auditing the bank statements.
Next year the wording BACS and CHAPS will need to be replaced with “faster payments”.
Cllr Gray signed all pages of the regulations
The adoption of the financial regulations was voted in unanimously.
Emma Comfort will scan and save a copy.
All documents are saved both electronically and to dropbox which is encrypted.
Kate Asbury and Emma Comfort will change all the passwords and will give a copy of them all to Cllr Gray in a sealed envelope.
Discussion of Clerk’s Hours
[ITEM REDACTED]
RFO Report
There should be separate bank accounts for money raised from Concert at the Kings and the play equipment to ensure everything is clear and transparent. They should be savings accounts to save on bank charges. This received a unanimous vote.
Kate Asbury and Emma Comfort will organize the passwords as above.
Cllr McDonald will meet with Kate Asbury to ask/answer any questions
The amount of payments or wages paid should not appear on the agenda – only that payment has been made.
Concert at the Kings has given us £2,500. Cllr Williams to ask the school if they have any projects we could donate to.
Kate Asbury gave details of bank accounts, payments out and monies received.
The precept was agreed to be increased by 8.49% to £15,525.
There was a unanimous vote to be signed up to the ICO data protection. ACTION Cllr Butcher to start the application.
AOB
There are tramlines in the village for speed checks. If there is a need for new signage this may cost up to £3,000, of which the PC will be liable for 25%.
The time scale for staff appraisals should be posted on the calendar so that they aren’t missed.
Cllr McDonald mentioned that a resident of Townsend was putting his lawn cuttings in the soakaway by his house. He will request that he stops
There being no other business the meeting closed at 22.30
Chair: Date:
Next meeting Wednesday January 31st 7.30pm in All Cannings Village Hall.
AC PC Minutes 2017 10 25
MINUTES OF A PARISH COUNCIL MEETING 25 October 2017
Held in All Cannings Village Hall, All Cannings on Wednesday 25 October 2017
PRESENT: Cllr.Butcher (chaired first half), Cllr. Gray (chaired second half), Cllr. Tilley, Cllr Gay, Cllr McDonald, Cllr Williams, Cllr Daw, RFO K Asbury, Parish Clerk
APOLOGIES: Cllr P Whitehead, Cllr Gray (Chair) will arrive late
PUBLIC: 1
Declaration of interests: 0
Public welcomed
Meeting opened by Cllr Butcher at 7.30pm
MINUTES
Minutes of meeting 27 September 2017 – corrected, approved and signed by Cllr Butcher
Matters arising:
Remembrance Sunday – Action: Cllr Mcdonald to organise wreath - £50 agreed by show of hands as donation and Cllr Mcdonald to attend ceremony.
Action: Cllr Tilley to find out prices for village signs.
REPORTS
a) Village Community Store: Meeting held 24 October. Cllr Macdonald reported concerns raised re cost of lease, prices, aircon, drop in sales etc. Suggested various promotions to increase footfall.
b) PCC: Churchyard: Cllr Tilley - Grass cutting contracts due to be renewed.
c) Cemetery: Cllr Butcher reported issues re grass cutting. Messages left with Community Service team re painting of phone box, to be left for next year. Cemetery Working Party (Cllr Gray, Cllr Butcher and Parish Clerk) to meet to agree processes (admin and maintenance). Action Parish Clerk.
Action: Cllr Daw to sort out excess soil left on site.
d) Village Green: Cllr Gay reported no issues. Basketball Court needs re-marking as reported at September meeting. Action Cllr Tilley is looking at costs – to be actioned next Spring, so to be included on February 2018 Agenda.
e) Village Hall: Cllr Butcher advised Best Kept Village - 5 Plaques to be put up above Noticeboard. Action: Cllr Tilley to look at options of wood for display.
Action: Cllr Butcher to attend Village Hall AGM 13 November.
f) Pre-School: Cllr Daw advised not enough take-up on Family Fun Day 14 October. Fireworks 4 November.
g) Glebe Field & Allotments: Cllr Macdonald spoke to Simon Collier – nothing to report on Allotments. Strimming has been done around orchard, but allotments boundary needs attention. Cllr Butcher suggested revisit this issue next year.
Action: Cllr Butcher to sow grass seed and Cllr McDonald to advise Sue Williams to plant bulbs as agreed.
20.12 Cllr Gray arrived to take Chair and thanked Cllr Butcher.
h) All Cannings Primary School: Cllr Williams had nothing to report.
Cllr Williams advised crossing was dangerous. Cllr Butcher reported complaints about gates.
Action: Cllr Butcher to investigate request for dropped kerb.
I) Footpaths: Cllr Tilley advised footpaths had not yet been walked. Footpath 25 to be discussed with Charles Butcher. Cllr Gay - householders had not yet been consulted re stiles.
Parish Clerk had received complaint re stile in dangerous condition. It was agreed ACPC should not undertake repair. Cllr Butcher suggested contact Wiltshire Council to repair. Action: Parish Clerk
Parish Clerk had received complaint about muddy areas near kissing gates. Action: Cllr Daw to apply bark chippings.
j) Parish Stewards: No report. Action: Parish Clerk to ask to do general tidy-up.
k) Hedge & Tree Review: Cllr Butcher asked if there was any work to be done. Cllr Tilley offered to prune lower shoots from the trees on the Green. Action: Cllr Tilley to sort out. Agenda Point to review for next year: Action Parish Clerk
l) Maintenance Contracts: Several complaints about grass cutting received. Cllr Gray asked what could be done about arisings. Cllr Tilley said contractors have been contacted several times and there are cost implications for collecting and disposing of grass cuttings. If cut regularly, there would not be such an issue. Contracts should be clear about what is required. - eg Village Green and edges to be cut at the same time and according to terms of contracts. Action: Cllr Tilley to revise contracts and send out for discussion before tenders go out. Action: Parish Clerk to contact Devizes Town Council to see if their Parks & Open Spaces team would consider.
6 Planning Applications
17/08416/FUL Willowbrae, Approved by Wilts Council 20 October with conditions
17/09389/VAR – 32 The Street -no objections
17/10067/TCA – Rose Cottage - no objections
17/10438/TCA – Richmond House, 2 Grangefield - no objections
17/10315/TCA – 29 The Street - no objections
Clerk’s Report, Correspondence and Administration
Insurers have confirmed Contents insurance for new projector will cover all risks if lent out.
Risk Assessment templates recived from Cllr Butcher.
Card sent as instructed to widow of Dr Risely-Prichard.
Paperwork received from Funeral Director. RFO has sent invoice.
Memorial for PERRY now completed (Winchcombes).
Request from Sylvia Stevenson re locating grandparents graves to place memorial (Cllr Butcher suggested an admin cost- tbd).
Cemetery Working Party to start as soon as possible to simplify and clarify maps and processes.
Noticeboards cleaned and tidied.
Complaints acknowledged re grasscutting and stile – Parish Clerk to respond.
2018 Tree Planting to be discussed at next meeting.
8. Parish Assets
Cllr Butcher has produced comprehensive list of assets, discussed and costed. Circulated , discussed and approved. Cllr Macdonald has ordered Village Gates as discussed, thanked by Parish Council.
9. Financial Regulations Update
Cllr Williams arranged for Sub-committee to meet 1 November. Action: Cllr Williams, Cllr Butcher, Cllr Macdonald Agenda item for next meeting.
10. Finance
Cllr Tilley advised approx cost to replace Village signs £690 and we need permission from Wiltshire Council to do do. If we can specify size, Ringway could do them. Suggest put gates up first, then decide on signs.
Cllr Gray pas purchased a projector screen – agreed to reimburse.
Balances: RFO Balances overleaf
RFO requires signatories for NS&I account – 4 submitted.
Budget meeting to be arranged November Action: RFO
Website Funding - Action: Cllr Gray
There being no other business, the meeting closed at 21.55
Chair Date
Next Meeting: Wednesday 29 November at 7:30pm in All Cannings Village Hall
Balances at 25 October 2017 |
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Treasurers Account |
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13914.01 |
Business Account |
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5963.87 |
N, S & I |
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1493.95 |
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21371.83 |
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Less: |
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Concert fund |
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2956.15 |
Playing field |
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4483.44 |
Forecasted spending |
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8773.58 |
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16213.17 |
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Reserve balance |
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5158.66 |
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Payments |
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AC PC Minutes 2017 09 27
MINUTES OF A PARISH COUNCIL MEETING
Held in All Cannings Village Hall, All Cannings on Wednesday 27th September 2017
PRESENT: Cllr.Butcher (chaired first half), Cllr. Gray (chaired second half), Cllr P Whitehead (Wiltshire Council) Cllr. Tilley, Cllr Gay, Cllr McDonald, RFO K Asbury, Parish Clerk
APOLOGIES: Cllr Williams, Cllr Daw, Cllr Gray (Chair) will arrive late
PUBLIC: 1
Declaration of interests: 2
Public welcomed
MINUTES
Meeting opened by Cllr Butcher at 7.30pm
Introduced new [Redacted] and new RFO, Kate Asbury (former Parish Clerk)
Minutes of meeting 26 July 2017 – approved and signed
Minutes of extraordinary meeting 20 August 2017 – approved and signed
Matters arising:
Gates – Cllr McDonald suggested size of gates should be 2ft, painted white – agreed.
REPORTS
Village Community Store: Next meeting is on 27 October.
PCC: Churchyard: Grass cutting contracts due to be renewed.
Cemetery: Community Service have finished fence. Action Cllr Butcher to look into painting of telephone kiosk next. B Mead suggested work on the Church toilet and metal seats could be included in next tasks.
Village Green: ROSPA report completed – no issues. Recent accident reported and discussed. No action to be taken. Basketball Court needs re-marking. Action Cllr Tilley is looking at costs – to be actioned next Spring, so to be included on February 2018 Agenda.
Village Hall: Best Kept Village Plaques – meeting to be arranged to decide where to place them – Action Cllr Butcher and Cllr Gray
Pre-School: Cllr Daw by email: Notification of Family Fun Day 14 October and Fireworks 4 November. Numbers are up and new deputy play leader starts this term.
Glebe Field & Allotments: Cllr Tilley received a letter of thanks from Sue Williams and a request to plant bulbs on part of Glebe Field. Discussed and agreed.
All Cannings Primary School: McMillan Coffee Morning on Friday 29 September. Poster on facebook page. B Mead suggested Village Diary in shop should be updated. K Asbury reported new Chair for PTFA being sought. Gates still open and no issues reported.
Footpaths: Barriers at the bottom of newly refurbished footpath 25. Cllr Butcher brought map to show possible sites. Agreed need to ensure path is usable before doing anything. 2 stiles required to go over Cllr Butcher’s boundary fence. Agreed importance of keeping footpaths open. Action Cllr Gay and Cllr Tilley to walk path with others and report back. Barriers on Chandlers Lane – Action Cllr Butcher to contact Wiltshire Council for confirmation that there are no objections.
Parish Steward Cllr McDonald reported potholes. Cllr Whitehead clarified Highways would deal with these as and when they are reported to Wiltshire Council. Cllr Tilley asked if signs might be replaced after the village gates are done. Cllr Tilley said signs would only be replaced by Wiltshire Council if they are not serviceable – Action Cllr Tilley to obtain quotes.
Ask Parish Steward to tidy area around pond on village green, tidy edges of basketball court. Car left on The Pound since May has been reported, but is taxed and insured so no further action.
Planning Applications
17/08416/FUL Willowbrae, 1 School Lane Cllr Tilley reported Bat Survey has been done, now needs to go through consultation process. Show of hands – all happy to proceed
2015 – Cllr Gray took Chair with apologies for late arrival. Welcomed new Parish Clerk and thanked K Asbury for handover. K Asbury takes role of RFO.
Manor Farm Application – No change.
Clerk’s Report, Correspondence and Administration
Letter of congratulations received from MP Claire Perry for having won second place in the Laurence Kitching Winner of Winners Award for Best Kept Village.
Letter from insurers received advising of change in premium from June 2018 to reflect additional equipment cover. New category added for General Contents. Advised for future reference risk assessments in writing of work carried out by volunteers is recommended. Actions – Parish Clerk to liaise with insurers. Cllr Butcher to check if templates for risk assessments exist.
Letter received from Winchcombes re additional inscription on memorial for PERRY. Fee received. No objections. Parish Clerk will authorise work on memorial. Suggested template for future requests to expedite process. Action Parish Clerk for October Agenda.
Cllr Whitehead to be added to email list for agenda.
Parish Assets
Cllr Gray reported new IT equipment bought: 2 laptops and projector. Cllr Tilling suggested possible use of projector for community. Check covered by insurance for this – Agenda point for October meeting. Action Parish Clerk
Cllr Butcher has produced list of assets, discussed and costed. Action Cllr Butcher will circulate to be approved at next meeting.
Financial Regulations
Cllr Williams absent for update. Sub-committee to meet – add agenda item for next meeting. Action Cllr Williams / Cllr Butcher to chase for a meeting
Finance Report from RFO follows:
Balances at 27th September 2017 |
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Treasurers Account |
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15861.18 |
Business Account |
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5963.64 |
N, S & I |
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1493.95 |
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23318.77 |
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Less: |
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Concert fund |
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2956.15 |
Playing field |
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4622.04 |
Forecasted spending |
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10004.16 |
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17582.35 |
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Reserve balance |
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5736.39 |
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Payments |
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K Asbury |
Salary |
350.74 |
BACS |
Parish Clerk |
Salary |
74.64 |
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HMRC 106.20 |
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BACS |
Sharkykel |
Grass Cutting |
462.99 |
BACS |
David Owen |
Payroll |
39 |
BACS |
David Owen |
Internal Audit |
660 |
BACS |
ROSPA |
Annual Inspection |
138.6 |
BACS |
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Also: Please sign a check for Sue (Williams?) for £50 as already agreed at previous meetings for flowers |
Invoices Approved
2100 RFO left meeting.
AOB
All Cannings Concert 2018 date to be announced this week. Cllr Butcher advised field has already been requested.
Grass cutting contracts are out to tender and are to be discussed next meeting.
Action Cllr Butcher to look at risk assessments including financial risk assessments for next meeting.
Cllr Whitehead commented on recent TV programmes on Wiltshire Police are not vetted before transmission – concerns for vulnerable adults.
Facebook page – parish posts for news and announcements to be discussed via e-mail and less local at parish meetings before publicising (if required) – e.g. Best Pub Awards.
Meeting closed at: 21:19
Chair Date
Next Meeting: Wednesday 25th October at 7:30pm in All Cannings Village Hall
AC PC Minutes 2017 08 20
MINUTES OF AN EXTRAORDINARY PARISH COUNCIL MEETING
Held in All Cannings Village Hall, All Cannings on Sunday 20th August 2017
PRESENT: Cllr. McDonald, Cllr. Gray, Cllr. Tilley, Cllr Gay, Cllr Butcher
APOLOGIES: 0
PUBLIC: 0
It was confirmed by the Clerk Kate Asbury that for the record, these minutes would be recorded as minute reference 456 once approved.
Annual Return
The Annual Return was signed off by Cllr Gray and Kate Asbury.
Invoices Approved:
Village Hall Rent £15
Kyanite Website £58.96
Water2Business Cemetery Water £16.80
Amy Gray IT equipment £620.86
Written request for payment now received for the Car Park repairs, so pre agreed funds can be released.
Confirmation that £50 has been agreed for plants, to be given to Sue in Tumlins.
AOB
Meeting closed at: 18:12
Chair Date
Next Meeting:
AC PC Minutes 2017 07 26
MINUTES OF A PARISH COUNCIL MEETING
Held in All Cannings Village Hall, All Cannings on Wednesday 26th July 2017
PRESENT: Cllr. McDonald (chaired first half), Cllr. Gray (chaired second half), Cllr P Whitehead (Wiltshire Council) Cllr. Tilley, Cllr. Williams, Cllr Daw, Cllr Gay
APOLOGIES: Cllr Butcher
PUBLIC: 1
Declaration of interests: 0
Public welcomed
MINUTES
Darkies Lane was strimmed by a member of the public
Rowan Trees complete but not paid for yet.
Basketball Court line marking - trying to find somebody who could do this. Action – Cllr McDonald to ask Smiths who is doing their tennis court.
Village Gates – James unhappy with 4’ gates, he wants them kept away from the ditch, as he’s worried about access. Action Cllr Gay, Tilley and McDonald to speak with James together.
REPORTS
Village Community Store: Cllr McDonald has been invited to join the Village Store Committee. The donated chiller isn’t working very well. Takings this year are down. BBQ has been postponed to Friday 28th July. An idea was mentioned by one of the councillors about taking on pupils for work experience over the holidays. Lease expires in 2020
PCC: Churchyard: Nothing to report
Cemetery: Sidegates have been reported as faulty – they must be shut at all times to keep them stable Action – Cllr Gay to look at making more secure.
Village Green: ROSPA report in September. Cllr Tilley will tidy the bottoms of the trees later in the year.
Village Hall: Starting to review their lease renewal.
Pre-School: Hours increase in September. Appreciation and congratulations to Jo Warman for passing her degree.
Glebe Field & Allotments: A resident stopped another resident dumping rubbish. Noted – no further action for now.
All Cannings Primary School: The gate has been left unlocked for the summer holidays.
Footpaths: Barriers at the bottom of newly refurbished footpath – all agree this is a good idea. Cllr Butcher spole To Wilts Council and we just need to write to the council requesting them – Action Cllr Butcher.
Cllr Gay spoke to Paul Millard about Footpath 25 – the footpath was changed in 1999 and right of way is via the back of houses 7 and 5 and the Butcher’s field. If a footpath needs opening up, we need to report the issue to the Rights of Way dept. It’s not signposted either. Action – Cllr Gay bring map to next meeting and discuss.
Parish Steward no requests
Financial Regulations – Working Party – Cllr Butcher, Cllr Williams and Cllr McDonald. Action – Cllr Williams to coordinate meetings and report back in September.
Land at Lipgate Overgrown area behind houses that needs clearing. Action – Cllr Williams to look and let Cllr Daw know what needs cleaning up.
Manor Farm Application
Still no application in yet. Put on Agenda for September - Action Kate.
IT equipment
Suggest buying storage space online and two laptops? IT budget of £1,000 proposed, to include a dropbox account. Also investigate projectors. Action – Cllr Gray.
Relocation of Parish Chest
Suggested Cllr Butcher’s House
Planning Applications:
17/04851/FUL Demolition of toilet block - approved
17/05906/TCA T1 Crown Beech Tree - approved
Clerk’s Report, Correspondence & Finances
Complaint about over hanging plants outside Cross Keys. Write a letter asking them to tie the lavender back, or cut it back. Action Kate Asbury
Complaint received about path across Sheep pool – action Cllr Gay
Complaints about Moor Path being impassable without walking through crop – landowner not responsible for mowing the grass. Complaint noted.
Request for Parishioners to tidy behind their houses – noted.
Training – approve Kate Asbury to attend Transparency course
N, S & I letter – no response. Send letter again recorded this time. Also find out the reason behind the account, as access is difficult. Action – Kate
Invoices Approved:
Cap Park Grant – request the grant form be filled in before releasing funds – action Kate
Village Hall Rent £15
Salisbury Diocese Rent £150
Sharkykel Grass Cutting July £462.99
Sharkykel Grass Cutting August £462.99 (pay at the end of August)
F S Butcher Hammerite Paint £78.79
WALC Training £48
AOB
Newsletter – being taken over by Laura Willis
If the pub was to close, the Parish can claim it as an asset. Put it on the next agenda. Action - Kate
Allington resident complained about overhanging trees on the Highway – has got quite serious. Action – Cllr Gay call round to people’s houses
Meeting closed at: 21:37
Chair Date
Next Meeting:
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