Preston on Stour Parish Council

Transcription

1 DRAFT Minutes of an Ordinary Meeting of Preston On Stour Parish Council held at St Mary s Church, Preston on Stour, Warwickshire on Thursday 20th July 2017 at 7.30pm PRESENT: Parish Councillors: Mrs. A. CORSER, Mr M. JENNINGS, Mr. L. SMITH and Mr W. SPENCER (Chair) IN ATTENDANCE: 3 members of the public and MRS. D. SAMBROOK (Clerk) 1 Apologies for Absence Apologies received from Prof. R. REED (away on business) and were accepted. 2 Declarations of interests None. 3 Acceptance of minutes of previous meeting Minutes of the Annual Meeting on 25th May 2017 were previously circulated by the Clerk and were ACCEPTED as a true record. 4 Public participation None. 5 Parish Council Reports Mrs CORSER reported on her recent attendance at a SDC planning workshop. Mr SPENCER reported on mowing of the greens and his attendance of a meeting of Clifford Chambers Parish Council regarding planning application 17/01143/FUL. The Clerk reported on information provided by the Pensions Regulator regarding workplace pensions and a query received from the external auditor regarding how uncleared cheques were accounted in the last financial year ( ). 6 Reports from Other Organisations Mr Honan provided a written report which was read out and is appended. 7 Planning The following actions were RESOLVED and up-dates noted: Application no. 17/01143/FUL 17/01677/TREE Proposal Address Agreed comment or update Proposed wood processing yard and oilseed related storage Arable Crop Support submitted by clerk facilities (situated adjacent to an existing consented facility which Marketing using delegated powers. comprises a biomass energy plant and a rapeseed processing (Midlands) Ltd Application to be considered operation). The proposed development includes an access route Atherstone by SDC Planning Committee from an established access road, hard-surfaced circulation areas, Airfield on 26 th July landscape bund with planting proposals, wood storage yard, car Atherstone-Onparking, flat store extension, further storage building, vegetable Stour CV37 8BE oil storage tanks, bunded storage tanks for process-related liquids, fire water tank, swale and other ancillary tanks, plant and equipment as shown on the proposed site layout. Sycamore (T3) - Remove the major deadwood >30mm. Remove major limb to the south west. Sycamore (T4) - Remove the major deadwood >30mm Holly (T5) - Raise canopy clear of grave stones and monuments beneath St Marys Church, Village Road, Preston-On-Stour, CV37 8NG Clerk submitted support using delegated powers. Consent given. 83

2 17/01340/FUL Application for the erection of a porch and detached garage and the change of use of land from an agricultural use to a residential use. 8 Financial Administration Radbrook Edge Radbrook Road Preston-On-Stour CV37 8NH Clerk submitted support using delegated powers. Consent with conditions. a. RFO apologised as no report was submitted. One will be prepared shortly and circulated ahead of the next meeting. b. RESOLVED to pass the following payments: Salary for Clerk (June-July 2017) Expenses for Clerk (June-July 2017) Tho. Fox Mowing St Mary s Church (hire for meetings) The Cygnet Fund, Alscot Estate (Rent for bus shelter) ICO Correspondence Correspondence was noted. The letter from the Pensions Regulator was passed on to Mrs CORSER for action. 10 Closed Churchyard at St Mary s Formal notice has been received from St Mary s PCC regarding the closed churchyard. This has been discussed with the church warden, Stratford District Council s Street Scene Officer and also in public (at the parish assembly in May 2017). The consensus is that it is sensible to pass on this responsibility to Stratford District Council as their planned maintenance regime for closed churchyards (managed as a summer flowering meadow or continuing to allow sheep grazing) is considered appropriate and passing on the responsibility will not limit the St Mary s PCC s planned activities at the church. SDC has requested tree surveys and works are completed and handed over to SDC. RESOLVED to pass on responsibility of the maintenance of the closed churchyard at St Mary s Church, Preston on Stour, to Stratford District Council following receipt of a formal request under section 215(2) of Local Government Act (1972) received from St Mary s Parochial Church Council on 27 th June Appointment of Clerk and RFO The current clerk and RFO, Mrs Sambrook has handed in her notice and finishes on 21 st July The Chair and Members expressed gratitude to the clerk for her work and assistance. The vacancy has been advertised via Warwickshire Association of Local Councils but with no responses received to date. It was agreed the Mr SPENCER and Mrs CORSER will form a working group to oversee the recruitment of a new clerk and RFO. 12 Governance: The clerk circulated an up-date on the governance review (appended) which has been carried out with Mrs CORSER. The next step is a full review of Standing Orders. One aspect is that meetings are not generally conducted in the formal manner set out in Standing Orders. Therefore it is being considered whether Standing Orders could be amended to better reflect the way meetings are conducted. It was agreed that all Members should review the current Standing Orders and discuss proposed changes at the next meeting. The clerk noted that some sections of Standing Orders are legally required so any proposed changes must be carefully checked and consultation with WALC is recommended. 84

3 13 Consultations: a. Stratford District Council Site Allocations Plan consultation no response proposed. b. Stratford District Council Code of Conduct deadline 31 st August. Mr JENNINGS will collate and submit individual responses from Members. 14 Items for Future Agenda and Items of Information The clerk noted the following items for inclusion in the next meeting: a. Standing Orders b. Dealing with nuisance from barking dogs (those which are left unattended in the day time) 15 Date of Next Meeting The next scheduled meeting will be an Ordinary General Meeting on Thursday 28th September 2017 at 7.30pm at the Three Parishes Millennium Hall. MEETING CLOSED at 20.40hrs Appendix 1 Report from Mr Honan of Alscot Estate 1. I understand that RCMA have spoken to Clifford PC and I have passed on contact details to Preston PC should they have any queries about the application to extend their site at Atherstone Airfield. 2. Airfield. Overall there is currently no progress on any other development at the site, but discussions will continue with SDC and subsequently Preston PC as to how this may progress. 3. Orchard. There have been very positive discussions relating to the list of queries posed by PEG and a final response on the issues raised together with the drafting of the necessary licence to occupy the land will be completed shortly. 4. Broadband. The Estate looks forward to the first meeting of the Parish Broadband Working Group and receiving details for this. 5. Mowing. Any feedback welcome although we appreciate that the Estate is not doing a particularly big area. Appendix 2 Up-date on Governance Review Policy and Procedures Strategy Statement of Intent No AC to research Corporate Plan No Not needed Aims and Objectives Adopted March Review annually 2017 Annual Report No May 2017 Included in parish assembly Chair & Clerk Planning Parish Plan Review 2019 Action Plan 3 months Prepare PC action based on published Parish Action Plan with timescales and budgets. Design Statement Review 2019 Finance Financial Regulations Annual Review Need to review effectiveness. Carried out as internal audit, but more stringent/ operational review recommended Finance & Risk Assessment Completed May 2017 Review annually. Implementation group - MJ and AC supported by Clerk Clerk Clerk, review at the annual meeting (May 2017) 85

4 General Revenue No Less urgent Decide policy as part of budget setting. Clerk Reserves Policy Need to write as formal policy. SLCC suggest 3-6 months expenditure set aside as reserve Grant Awarding Policies and Procedures No 1 year Review and amend TPC note that Solar Farm will provide large community sum if built Insurance Review Policy No By April Have insurance in place but need a Clerk policy? Is reviewed annually with audit Internal Controls Audit and Review Review/ check effectiveness Draft procedure written - LC Operations Standing Orders Annual review of legal aspects and effectiveness Clerk for legal aspects. AC review meetings Appoint Member for effectiveness Code of Conduct Review with SDC at May 2017 Asset register Fairly important for insurance and risk assessment Complaints Procedure Check Review Period Document Management Policy or Record Keeping Training given in July 2015 to all staff/ members. Consider in-house guidance doc? Need support from SDC on this. Obtaining advice from appropriate authorities. DS and AC are liaising with SDC over review (May 2017) Annual review adoption May 2016, review May 2017 July 2015 No Urgent Guidance from WALC available Liaise with Chair over management Equal Opportunities yes Medium WALC confirmed that we should have, Adopted Jan 2016 model policy provided Emergency Planning Check Review period Draft plan up-dated (Sept 2015) Draft Procedure written - LC Lone and Isolated Working Policy No Required Probably need risk assessment for lone working as minimum AC to research if necessary Facilities Events No Not required as we No action don t hold events. Review if event is proposed Rights of Way No No current action by parish council Lead by the Walkers Group? Clerk holds copy of definitive map (County Council responsible) Communications Community Engagement How Council is perceived etc. Publicity Protocol No Fairly urgent Freedom of Information/ Data Protection Openness Regulations Check review period WALC provided Community Engagement and Statement of Intent Acts that we must comply with it. Provide procedure/ reporting review Chair s announcement and protocol for filming/recording Adopted Jan 2016 Publications Scheme complete Amend and up-date using TPC version Clerk produced and 86

5 Social Media Policy WALC model March 2016 available Protocol for Recording WALC model March 2015 and filming of meetings, incl Chairs announcement Technology IT, , internet and phone No Not required Parish Council does not provide any equipment for use by staff or Members policy People Bullying & Harassment or dignity at work policy yes Low from TPC Clerk produced and Grievance & Disciplinary Policy Medium from TPC Clerk produced and Child Protection and Vulnerable Adults Employment Contract TOIL and Leave Policy Staff and Councillor Training & Development Policy Equal Opportunities Policy No No current obvious need. Review if necessary Complete Employment contract, standard from WALC Complete WALC provided example. Review and amend Clerk provided to AC and WS. Been agreed, just not printed and signed off yet (April 2016) Adopted March 2016 Low WALC provided example Adopted Jan 2016 Dignity at Work SLCC model Adopted Nov