Minutes – May 2015 – Annual meeting of the Parish Council

 

Parish Clerk: Janet Chester

Mapleside, Ashperton, Ledbury, HR8 2RZ

Tel: 01531 670036

e-mail: bosburyclerk@btinternet.com

Minutes of the Annual Parish Council meeting held on Thursday 21st May 2015 at 7.30pm

Present

Councillors S Bosley (Chairman), M Andrews, Mrs J Baker, J Hayes, J Joyce-Townsend, G Paganuzzi and P Whitehead

In attendance

J Chester – Parish Clerk

Public: 2

The chairman welcomed everyone to the meeting.

 1/5/15 Election of Chairman

 Cllr Bosley proposed by Cllr Paganuzzi, seconded by Cllr Andrews, unanimously voted in. Cllr Bosley accepted the position and signed necessary forms.

2/5/15 Election of Vice-Chairman

Cllr Boyle proposed by Cllr Bosley, seconded by Cllr Whitehead, unanimously voted in. Cllr Bosley and previously spoken to Cllr Boyle and she was willing to accept the position. The clerk would ask her to sign the necessary forms.

 3/5/15 Apologies Received – Cllr J Boyle (other commitment), Cllr M Hosking (work) and Cllr R Lovering (other commitment)

4/5/15 Cllr Vacancies – to receive any co-options

There were no co-options.

Following on from the request at the April meeting to draw up a policy for filling councilor vacancies, the clerk had received further advice from National Association of Local Councils/Herefordshire Association of Local Councils/Society for Local Council Clerks and Herefordshire Council election department on the correct procedure for filling councilor vacancies. The clerk is still in the process of forming this document. A working party of Cllr Whitehead, Joyce-Townsend and Hayes will also obtain advice. Item deferred to June meeting.

5/5/15 Declarations of Interest & Consider Requests for Dispensation – none

Councillor Name Agenda Item Type of Interest Nature of Interest

The clerk was asked to circulate the flowchart guiding parish councillors when to declare an interest.

6/5/15 To remind Councillors to review their Register of Interests held with Herefordshire Council and update if necessary

 The clerk reminded councillors of the need to review and update if and when necessary. All councilors will complete new forms and send to Herefordshire Council.

7/5/15 To approve minutes of the meeting held on Thursday 16th April 2015 (previously circulated)

The minutes were approved as a true and accurate record and duly signed by the chairman.

 8/5/15 To receive a brief report from the Ward Councillor:

No report available.

9/5/15 Public Participation Session – No matters raised.

10/5/15 To review and adopt the following policies for Bosbury & Coddington Parish Council

a)   Standing Orders – deferred to June meeting.

b)   Financial Regulations –reviewed, no changes required

c)   Donations Policy – reviewed, no changes required

d)   Risk Assessment – reviewed, no changes required

e)   Risk Management – reviewed, no changes required

f)    Freedom of Information requests – reviewed, no changes required

g)   Emergency Resilience Plan – reviewed, no changes required

h)   Assets Register – reviewed, no changes required

RESOLVED to re-adopt all with exception of Standing Orders

11/5/15 To review Committee Structures, and to appoint members to serve on the under mentioned committees and working groups as required:-

a)   Planning Committee

Cllr Whitehead to be chairman proposed by Cllr Bosley seconded by Cllr Hayes.

Members Cllrs Bosley, Boyle, Paganuzzi. Another three members to be nominated and decided at June meeting.

The planning committee to have devolved powers. RESOLVED

b)   Financial Working Group – The clerk advised that it is best practise to have a working group but it was decided that this was not required, all checks and decisions to be made by full council.

c)   Staffing Panel – Cllrs Bosley, Boyle and Paganuzzi

d)   Traffic & Speed Management – Cllr Joyce-Townsend to monitor and ask for help if required.

e)   Bank Signatories – Cllrs Bosley, Boyle, Hayes and Whitehead.  

f)    Website Administrator – deferred to June meeting. The parish council need to engage better with parishioners. The clerk will take photos of all councillors to be put onto the website. Regular articles and dates of next two meetings to be placed in the Hop Churches newsletter “Network 5/8” and The Colwall Clock.    

     ALL RESOLVED

12/5/15. To review the committee and working group Terms of Reference

RESOLVED – reviewed and adopted

13/5/15 Finance:

a)    To consider payments of outstanding accounts:- AGREED

00637: HALC Annual Subscription – £456.83

00638: J Chester – clerk April/May salary and expenses – as agreed

Direct Debit – PWLB – loan repayment – £452.22

RESOLVED to review HALC membership at November meeting.

b)To approve Annual Accounts (see appendix a) – the clerk read out figures and statements of internal audit which were agreed. Di Baldwin has carried out the internal audit and is happy to carry out further internal audits of the accounts. RESOLVED

 c)  To review the parish council insurance policy and decide on alterations – no amendments required. RESOLVED to carry on the long term agreement with Came and Company as insurers until review date in 2017.

d)To consider the purchase of Traffic Calming Threshold Gates for Cradley end of Bosbury village and if approved agree an expenditure limit – deferred to June meeting.

14/5/15 Planning:

 a)   To Consider Planning Applications referred for comment: none

b)   To note Details of Decision Notices Received from Hereford Council: as per planning record (appendix b circulated) and Herefordshire Council website – noted

15/5/15 Highways/Footpaths:

a)  To appoint footpath officer – James Boyce unanimously proposed RESOLVED

b)  To appoint mowing contractor – Ed Seabright unanimously proposed RESOLVED

c)   To appoint Lengthsman – George Day and Ed Seabright unanimously proposed. RESOLVED

d)  To finalise P3 / Lengthsman Annual Plan of Works

The footpath officer James Boyce has forwarded the clerk a list of P3 jobs.

Lengthsman – all junctions and some verges to be regularly trimmed for visibility, road signs to be cleaned and cleared of vegetation, pavements swept and gulleys and drains cleared of debris, roadside grips to be maintained.

16/5/15 Information Section / Correspondence / Discussion:

a)   To review Information and outstanding actions sheet (appendix c circulated)

Noted and updated as necessary

17/5/15 To raise items for next scheduled Parish Council Meeting (no discussion)

·   Councillor Vacancies Procedure

·   Standing Orders

·   Planning Committee members

·   Website Administrator

·   Defibrillator

·   Stanley House Lights

18/5/15 To decide Dates and Time of Ordinary Meetings for the ensuing year            

Meetings to be held on first Thursday of each month at Bosbury Village Hall at 7.30pm

Next parish council meeting Thursday 4th June at 7.30pm

 Meeting closed at 9.13pm

  

Signed  S Bosley     Dated 4th June 2015

Chairman