Simpson and Ashland Parish Council

Minutes of Meeting held on 6th October 2014 at 8.00p.m.in Simpson Village Hall

Present:Cllrs David Pye (Chair), Peter Barnes (Vice Chair), David Baume, Richard Freeman,Sheila Thornton, Sheila Tyler, Clerk – June Bryant
Min.Ref. / Item / Action
38/14 / Public Forum:
The Chair, Cllr Pye, brought this item to the start of the meeting and invited a resident of Warren Bank, Simpson, to address the Council.
The resident was asking for advice on how she could address a concern regarding noise pollution within the Warren Bank flats. The Parish Council advised her to speak to the Warren Bank Residents Association, and if they can do nothing, then to contact Jane Reid of the Neighbourhood Services, Milton Keynes Council and ask for her advice. Cllr Tyler advised calling the Housing Stock Regulatory Authority, MKC, who will also advise her. Cllr Freeman thought the Ward council members should be informed, and the Clerk will alert the three members, copying in the resident and Cllr Thornton. In addition, it was agreed that the resident be provided with the contact details of the relevant PCSO for information. Cllr Tyler asked that the resident keep the PC informed of developments. / JB
22/14 / Apologies:
Apologies for Absence were received from Cllr Catherine Green.
23/14 / Declaration of Interest:
Cllr Freeman declared that he was a personal friend of the project manager of the CAMK work, Cllr Thornton noted that she was Chair of CAMK and Cllr Tyler noted that she owned a property at Warren Bank flats.
24/14 / Minutes of the meeting of the Council held on 1st September:
Minutes of the meeting of 7th July were unanimously approved as a correct record after the word ‘residents’ was inserted in the first item as requested by Cllr Tyler.
25/14 / Matters Arising from the Minutes:
There were no matters arising from the minutes that were not otherwise covered in the agenda
27/14 / Finance Report:
The Clerk presented the cheques for payment and those paid by BACS, and gave the latest Bank statement balance which stood at £33,317.78 as at 1 October 2014. The on-line banking system set by Cllr Green is working well and the majority of invoices are now paid by BACS. The proposal made at the last meeting that Cllr David Pye and the Clerk, June Bryant, become signatories has not yet been instigated due to relevant paperwork not being completed by Cllr Pye. The Clerk has not yet ordered the software from Rialtas for accounting software and will do this on her return from leave in early November.
The Clerk confirmed that the Precept 2015-2016 papers are due to be received from MKC in December and completed and submitted to them in February 2015. She also reported that in future MKC will not be including explanatory information in the coming Rates Bill and MKC suggested that Parish Councils add the text (to be submitted by MCK Accounts Dept.) to their websites. This was agreed and relevant information will be posted on the S&A website in due course.
The Chair, Cllr Pye, gave a resume of the Budget Meeting held on 29th September. Although the present Vision Statement was considered as an efficient working tool, it was thought that there should be a direct link with the budget. Cllr Baume and Cllr Green will look in the best way of doing this. Cllr Freeman proposed the Vision Statement be posted on the website; seconded by Cllr Thornton. It was agreed that if a means of directly displaying the budget against each item in the Vision was found, then this would be useful for internal PC planning and audit purposes.
Cllr Thornton thought each sub-working group should take the responsibility for working within their allocated budget.
Clerk will establish the number of properties in each band and the amount payable by each band. Report to be forwarded to each Councillor.
Cllr Baume and Cllr Green to look again at the vision plan and add one additional column for potential budgets for each of the sub-group activities. This could build on the work completed by Cllrs Pye and Thornton last year. This paper to be ready in time for the next PC meeting on 3rd November 2014. / JB
DB/CG
JB
DB/CG
28/14 / Reports:
a)Planning and Development
Cllr Tyler said that the PC S106 response to the MKC consultation must be returned by 11thNovember. Cllr Barnes would provide a final review and send it to MKC and the Clerk was asked to circulate the final version to neighbouring PCs for information.
b)Open Spaces
Nothing to report.
c)Communications Group – Ashland Neighbours’ Day
Cllr Thornton had submitted her report and asked for feedback on the event, prior to the next meeting of the Comms Group on the 20th October. She reported that 100 residents attended throughout the day. Cllr Thornton thanked all councillors and others who helped on the day.
Apple Day, 25th October. Cllr Thornton will post the notices.
Cllr Baume’s suggestion for email ‘footers’ on councillors’ emails was agreed though it was noted that this would not be possible for all Cllrs due to regulations with certain laptops.
The Clerk will organise an answer phone messagefor thePC mobile.
d)Ashland Public Art Group:
It was agreed that as the project had now been concluded that this standing item be removed from the agenda from here on.
e)TRAP:
Cllr Freeman had submitted his report. With regard to H9, plans have been submitted by MKC to the parishes it runs through and it was noted that the PC need to make a decisionon yellow hashing needed on one of the boxes approaching the Simpson turn off. Cllr Barnes suggested we put this item on the website. Completion has been pencilled in for Spring 2015.
Cllr Freeman wanted the Ward councillors to be reminded of how they can engage with the residents.Clerk will write to Ward councillors. The notice board in Ashland will be moved to a more user-friendly location on or around the 14th November
f)Chair’s Report:
The Chair, Cllr Pye, thanked Cllr Barnes for his work on the Memorial event, which was well attended and engaged the residents. He also thanked Cllr Barnes for arranging delivery of installation of the new bench.
This has been another busy month for the PC and we have been very active across a range of areas that have been highlighted as important to us in our ongoing work with and for the Ashland and Simpson communities. Much of the activity has been covered elsewhere in the agenda but I would like to highlight some key developments:
Community events- The Ashland Neighbours Day and the events around the
re-dedication of the SimpsonWar Memorial
The installation of the new bench by the Simpson War Memorial
Final sign-off and the beginning of the Ashland welcome project in partnership with
CAMK.
Development around the H9 though we were all saddened by the Simpson Junction
accident in September.
Ongoing work with Ashland residents, our ward members and Milton Keynes Council to
reach resolutionand/or a way forward around issues of concern associated with the
development of Ashland.
Discussions with Milton Keynes Council with regard to play space within Ashland
Initial meeting with Woughton Community Council about how community facilities may
be developed for Ashland and other local residents.
Finalising of the Parish Council response toMilton Keynes Council S106 consultation
Sign-off of our new finance and accounting systems which should enable us to more
readily access real-time financial data
Agreement to re-position the PC noticeboards in Ashland
Closer linkage with our ward Cllrs
A review of the work of the PC against the vision plan
Ongoing improvement of the way in which we refine our future vision plan and
associated work programme including greater involvement of residents in our decision
making and;
Linked to the above, a robust, transparent and planned approach to our decision making
around the precept request for the 2015/16 financial year.
The Chairman felt that the PC is making real progress in how they work and where they are focusing their energies but there is still much to do. The PC need to continue to engage with residents and other local groups and support them and work with them where they can. In terms of looking forward to next month there is the 11thOctober pop-up event in Ashland (linked to the CAMKProgramme) and the Simpson Apple Day on the 25thOctober.
The Chairman also wanted to take this opportunity to formally thank Cllr David Binnie for all his efforts on behalf of the PC and the wider Simpson & Ashland Communities and though he has decided to step down from the PC it is great that he will still play a part in local activities. By the time of the meeting the PC will know whether anybody has decided to stand for the PC and also whether the PC is to hold an election.
More generally, the Chairman said he would like to thank June and all PC members for the time that they give to support the local community and it is much appreciated.
g)Simpson Hall Management Report:
Cllr Barnes’ report for the October meeting developed the thinking around how the running and management of the Village Hall could develop over time. He was thanked for his paper and it was agreed that he would meet with the Clerk to discuss how some of the current workload of booking the hall could be shared. There was also a more general discussion about the management of the Hall going forward and the relationship between the PC and the hall management committee/Simpson Association. A potential development was that the management committee become a sub-group as per the other groups affiliated to the PC. It was agreed that further discussion would be useful and that Cllrs should let Cllr Barnes have any further thoughts on thisby 20th October.
h)Planning Sub Group:
Cllr Tyler noted that she would need another person, preferably from Ashland, to work onAshland planning issues with her. The Chair suggested we speak to residents and collate their suggestions at the event on 11th October.
i)Cllr Tyler agreed to take the lead on planning for both Simpson & Ashland and it was noted that support from others would be useful to her in completing this task. / STh
JB
JB
JB
PB/JB
33/14 / Ashland Welcome Project:
Cllr Pye has met with CAMK and the project is now up and running and the first event is on 11th October. He thanked CAMK workers for their activity to date which has involved door knocking across the whole of Ashland. The 11th October event is to encourage participation in the arrivals programme and to continue the PC work of bringing Ashland communities together.
34/14 / Benches:
Cllr Tyler is unable to continue with the bench audit due to ill health, and Cllr Barnes offered to take this audit over, supported by Cllr Freeman.
37/14 / Clerk/RFO Report:
The Clerk presented a map of the dog bins supplied by the contractor, AH Contracts, on the position of the bins. However Cllr Freeman thought these were not the correct position of our council bins and will carry out an audit and report back to the next full PC meeting. / RF
38/14 / Ashland Play Areas:
Cllr Freeman is working with Paul Newman Homes, as stated in his report.
Cllr Baume has been speaking to The Parks Trust regarding the south west corner of Ashland, who are planning to put this area to meadowland. The Council agreed this would be a welcome community facility. Cllr Baume brought up the subject of the boundary between Ashland Vale and the services; and asked how easily accessible would the services become.
With regard to the football posts, which are too low, Cllr Baume will contact MKPA to discuss the height and proximity to the road. / DB
39/14 / HR Matters:
It was agreed the Clerk will be given an appraisal with the aim of achieving a closer working relationship with councillors. Cllr Baume asked for feedback from councillors. The meeting will be set for some time in November. The HR Working Group will consist of Cllr Baume and Cllr Green. The Clerk will find out about relevant training courses for herself and for councillors. / DB/CG
40/14 / Health and Safety:
Cllr Barnes raised the concern of a resident who had reported that clothing and personal hygiene articles were regularly being found on the pathway alongside the laundry of Five Acres Home. Cllr Pye will write to the Home’s manager expressing the Council’s concern at the health and safety issues raised / DB
41/14 / Poppy Wreath:
Cllr Barnes has asked that the purchase of a wreath for the annual memorial service become a yearly budgeted item. Cllr Freeman proposed that this is set up; seconded by Cllr Baume and this was passed unanimously.
Date and Time of next meeting:
There being no further business, the meeting closed at 9.55 p.m.
The next meeting will be on Monday, 3rd November to be held in Simpson Village Hall. Cllr Barnes will be chairing as Cllr Pye is unable to attend the meeting.