TILTON ON THE HILL PARISH COUNCIL
Annual Parish Council Meeting 11TH May 2015
Tilton-on-the-Hill Village Hall at 7.30pm
MINUTES
25/15 Present
Madame Chairman Cllr E Auterson, Cllrs C Stoate, T Smith, K Letts, M Elliott, M Dawkins, Clerk - Mr S C Johnson.
Members of the Public Mrs M Henderson, Prof. Jason Dykes.
26/15 Apologies for Absence
District Cllr M Rook – by email to Clerk.
27/15 Appointment of Chairman for 2015/2016 - receive Declaration of Office
Councillors unanimously approved the appointment of Cllr Auterson as Chairman for the year to May 2016. A Declaration of Acceptance of Office of Chairman was completed and this will be held in the Clerks records.
28/15 Appointment of Vice Chairman for 2015/2016
Councillors unanimously approved the appointment of Cllr Smith as Vice Chairman for the year to May 2016.
29/15 Receive Councillors’ Declaration of Acceptance of Office and Register of Members Interests following elections
Relevant forms Declaration of Acceptance of Office and Register of Members Interests were issued to and completed by Councillors at the meeting. Copies of the ‘Code of Conduct’ and ‘Openness and transparency on personal interests - A guide for councillors’ had been emailed to all Councillors prior to the meeting and were confirmed as being received at the meeting.
30/15 Declaration of members’ Disclosable and/or Pecuniary interests for the current meeting
There were no declarations made at or during the meeting.
31/15 Approve and Sign minutes of meeting held on Monday 9th February 2015
Minutes were unanimously approved and signed by Madame Chairman.
32/15 Opportunity for County/District Cllrs and/or members of public to speak
Prof. J Dykes addressed the meeting giving an update on the progress made by the Playing Field Group (PFG) Committee. The completion of the Community Vision and Action Plan with RCC and the community has enabled the group to define the development of the field. A sketch plan was shown which describes the layout and facilities planned. A Picnic day is planned for 16th March 2015 and the plan will be available to the public.
Funding for the development is required and the PFG are to apply for Grants. They also see the Parish Council making a contribution through the Parish Council Precept. Councillors will address this aspect in the next year’s precept setting meeting.
33/15 Matters arising from minutes of last Parish Council meeting on 9th February 2015
Minute 08/15
15/00030/FUL application for Sycamore Works has been withdrawn.
Minute 10/15
RCC event and Vision for Playing Field has been completed and published.
Banking identification problems – attempts will be made to resolve this when the new mandate is submitted following this meeting.
Minute 12/15a
Correction of summing error in un-cleared cheques is clarified in the minutes.
Minute 14/15
Seat condition at Halstead – Under Clerks report.
Minute 16/15
RCC Meeting re Neighbourhood Plan – Meeting possible between June 8th to June 11th.
Cllr Rook to meet with Cllr Smith to explore Church footpath issue – Report awaited following the meeting held when measurements and photographs were taken to illustrate the problem.
34/15 Planning Applications – Update
16/11/2014 / 14/01574/FUL / OLD RECCTORY MAIN ST TILTON / ERECTION OF ONE DWELLING HOUSE / PENDING12/12/2014 / 14/01711/VAC / ROSE AND CROWN / REMOVAL OF CONDITION 13 / PERMITTED
31/12/2014 / 14/01742/FUL / STONE LODGE FARM HALSTEAD / 2 STOREY REAR AND 1 STOREY REAR & SIDE EXTENSION PENDING / WITHDRAWN
12/01/2015 / 15/00030/FUL / SYCAMORE WORKS TILTON / WORKSHOP DEMOLITION & BUILD 2 HOUSES / WITHDRAWN
19/01/2015 / 15/00065/PCD / LAND OFF LAUNDE ROAD / DISCHARGE OF CONDITION 3 / PERMITTED
20/02/2015 / 15/00224/TCA / RODHILL FM MAIN ST TILTON / WORKS TO TREES / PERMITTED
19/03/2015 / 15/00381/TCA / MANOR FM COTTAGETILTON / WORKS TO TREES / PENDING
30/03/2015 / 1500441/FUL / STONE LODGE FM HALSTEAD / SINGLE STOREY REAR/SIDE EXXTENSIONS / PENDING
17/04/2015 / 15/00455/PDN / SKEFFINGTON WOOD RD TILTON / CONVERSION OF BARN TO HOUSE / PENDING
13/04/2014 / 15/00498/REM / BANK COTTAGE OAKHAM RD TILTON / ERECTION OF NEW DWELLING / PENDING
23/04/2014 / 15/00576/TCA / BROOKSIDE HOUSE MAIN ST TILTON / WORKS TO TREES / PENDING
ADV
AGR
CLU
CMA
CON
DEM
ETC
ETF
ETL
ETO
FUL
GOV
HAZ
PDN / Advertisement Consent
Agricultural Prior Notification
Certificate of Lawful Use
County Matter Application
Conservation Area Consent
Prior Notification of Demolition
Extension of Time Conservation Area
Extension of Time Full Application
Extension of Time Listed Buildings
Extension of Time Outline Permission
Full Planning Application
Development by Government Department
Hazardous Substances Consent
Permitted Development Notifications
(NOT types only require Council prior approval if a neighbour objection is made) / HED
HHE
LBC
LCC
NMA
MMA
NOT
OHL
OUT
PCD
REM
TCA
TEL
TPO
VAC / Hedgerow Removal Notice
High Hedges Complaint
Listed Building Consent
Leicestershire County Council
Non-Material Amendments
Minor Material Amendment
Householder Notification
Overhead Electricity Line
Outline Planning Permission
Planning Condition Discharge
Approval of Reserved Matters
Tree(s) in Conservation Area
Telecommunications Prior Notification
Tree(s) protected by Tree Preservation Order
Variation or Removal of Conditions
The table of Application types shown above was described at the meeting in relation to 15/00455/PDN - approval even if a neighbour objection is made.
Plans for 15/00498 were available for viewing at the meeting.
35/15 Financial Reports
a) Annual Audit – Internal Audit and Annual Governance Statement
The Internal Audit had been completed by the auditor who stated ‘the records in the internal audit files are detailed, complete, and well maintained’ and he confirmed that Section 4 of the Annual Return for 2014 and 2015 had been completed. Questions relating to understanding of the accounts were answered to the satisfaction of the auditor.
The Annual governance statement - Section 2, Annual internal audit report -Section 4, and Accounting statements 2014/2015 – Section 1, were approved by Councillors and the relevant boxes completed at this meeting. The document was signed by the Chair and the Clerk/RFO. Clerk to send the Annual Return to Grant Thornton.
b) Current balances/Budget
Balance of NS & I at end of Financial Year £1077.21 (Statement)
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Balance of HSBC Account at end of Financial Year £5974.14 (Statement)
Less payments made/to be paid from last year £4686.65 (see below)
HSBC Balance at 31st March 2015 £1287.49
CALCULATIONS FOR PAYMENTS TO BE MADE WITHIN THE FINANCIAL YEAR 2014/2015PC / PFG
Clerks wages (Jan-March 2015 / £563.07
Clerks expenses (Jan-March 2015) / £89.34
LCC Lighting Recharge / £1,200.00 / (for 2014/2015)
PFG / £1,209.24
Set Aside / £500.00
Carried Forward to 2015/2016 / £1,000.00 / Budget £8374
Election Costs / £125.00
£3,477.41 / £1,209.24
£4,686.65
HSBC Bank Balance at 2nd May 2015 (inc part precept) £9004.34
Payments to be made at Meeting
LRALC £195.69
Clerk (Payroll) £ 55.00
Insurance £323.41
c) Grants Forms – distribution
Forms for those applying for a grant were distributed at the meeting with a copy of the grant awarding policy conditions. The Village Hall, Tilton Produce Show (Defibrillator), and St Peters Church received grant application forms.
36/15 Playing Field – Progress Report
An update on the progress of the Playing Field Accounts to date were circulated to Councillors for information.
MONIES IN / MONIES OUT£ / £
PURCHASE RESIDUE / £714.00 / GATE (PART) / £600.00
NFPA / £500.00 / SIGN / £100.00
PC / £500.00 / IOG / £570.00
CASH / £242.93
BAGS 2 SCHOOL / £90.00
LCC IOG / £475.00
£157.31
£2,679.24 / £1,270.00
BALANCE / £1,409.24
Cash Float for RCC/parish event 2nd DEC 24 / £200.00
BALANCE / £1,209.24
Playing Field Committee cash summary
Date received from Details given to amount in amount out Total
07/12/2014 Phil raffle of whisky Sarah £78.00 £78.00
06/01/2015 Stephen Petty cash Sarah £200.00 £278.00
06/01/2015 Phil raffle of .... Sarah £48.00 £326.00
09/01/2015 Jay Receipt for wine & nibbles Jay £65.00 £261.00 Receipt to be given to Stephen
09/01/2015 Mel Raffle money Sarah £20.10 £281.10
18/02/2015 Raffle prizes Phil £109.00 £172.10
19/03/2015 Sarah Refreshment & raffle @ film night £52.85 £224.95
19/03/2015 Sarah £15.29 £209.66 Receipt in pot
15/04/2015 Jason Padlock for gate Jason £16.59 £193.07
£193.07
£193.07
The Clerk requested that the banking for the Playing Field Accounts be changed. It was decided that a separate account be opened and the Clerk handed a Barclays application to Cllr Elliott for completion. If petty Cash is to be used then summaries of transactions on such an account should be passed to the Parish Council at their quarterly meetings in accord with the constitution of the Playing Field group.
37/15 Annual review of Control Documents and Risk Assessments
The following documents have been reviewed and will be revised where indicated:
Code of Conduct Issue 2 No Change
Standing Orders Issue 2 No Change
Financial Regulations Issue 2 Consider change PFG banking*
Business Continuity Plan Issue 2 No change
FOI Model Publications No Change
Grants Procedure No change
Data Protection No change
Clerks Contract To be revised – 2.2% wage increase^
Risk Assessment No change
Assets Register No change
Complaints Procedure No change
Indemnity cover Insurance renewal (see Clerks Report)
*The Financial Regulations are to be checked in respect of the Playing Field accounts to determine if change is needed. This is to be reported to the next meeting of the Parish Council.
^The Clerks Contract is to be updated to include a National increase in pay and reported to the next meeting of the Parish Council.
The meeting passed a resolution to approve the above review.
38/15 Correspondence Received
As distributed and tabled at Meeting
39/15 Clerk’s annual review
Councillors continue to be satisfied with Clerk’s performance during the previous 12 months
40/15 Clerk’s report
Renewal of Insurance – Councillors selected cover from 2 Quotations, deciding to accept Zurich over Aon, the latter having no personal accident cover in either of 2 options. Cheque signed – Clerk to despatch renewal of insurance due on 1st June 2015.
Defibrillator proposal – The application form for a grant request was distributed/and returned to the meeting by Marion Gumbrill. It will be considered with other applications at the next Parish Council meeting.
Bank Mandate – Councillors signed a new Bank Mandate which is to be submitted to HSBC by the Clerk. This process will ensure the newly elected Councillors are included as signatories.
Halstead Village seat repair – a ball park cost of c£160 for replacing 2 spars, c£300 to replace 4 spars, in hard wood has been obtained by the Clerk. As the seat was a gift from another organisation they are to be consulted on repairs. Cllr Letts to liaise.
Halstead Water Pump Repair – Decision on action to be taken to be held over to next meeting.
41/15 Parish Councillors’ Reports
There were no reports from Councillors
42/15 AOB
No items were raised in this section
The meeting was closed at 2140 hrs
The meeting concluded at 2140 hours.
Signed ………………………………………… Chairman
Date of next Meeting 10th August 2015
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