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Penton Mewsey Parish Council Minutes of Meeting 7th July 2008 Penton Village Hall 7.30pm
Present: Councillors | Clerk/RFO | Ward, Public, Other | John Cavanagh (Chairman)
Simon Smallbone (Vice Chairman)
Heather Carrick
Rodney Bennett
Harry Vialou Clark
Paul Fraser (co-opted) |
Geoff Townson
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One member of public
part-time |
Meeting was preceded by an Open Forum to discuss Danebury & Airfield applications. Agenda Items 052/08 Chairman's Remarks Requests for Leaves of Absence: Cllr Vialou Clark was granted Leave of Absence for 1st Sept meeting. Cllr Bennett advised he might be late for same meeting. 053/08 Casual Vacancy
Applications received from Miss Scambler, Mrs Woodward, Mr Jones & Mr Fraser. A fifth applicant had withdrawn. Resolved unanimously to co-opt Mr Paul Fraser.
Declaration of Acceptance of Office, including undertaking to observe the Code of Conduct, was signed by Cllr Fraser, witnessed and dated by Clerk as Proper Officer.
Action: Cllr Fraser to complete Register of Interests form and return form and notes to Clerk by 11th July, for forwarding to TVBC (copy PMPC files).
Cllr Vialou Clark advised that, after nine years on PMPC, he planned to resign before the next meeting due to other commitments. This would allow the second co-option process to be completed in time for the 1st Sept meeting. Chairman thanked Cllr Vialou Clark for his valuable contribution over the years, from his chairmanship role with the VDS Project in 1999 onwards. All present endorsed Chairman's gratitude to Cllr Vialou Clark 054/08 Minutes of the last meetings (APA & AGM 19/05/08)
Resolved that Minutes were accurate records. AGM Minutes Signed by Chairman. 055/08 Declarations of Interest: Cllr Carrick as neighbour to the Danebury applicant. 056/08 Planning Applications & Issues (a) Danebury: Conversion from Offices to Residential: No Objection (b) Andover Airfield Site: Meeting held with some TVBC Cllrs on 22nd May, Fairground Hall, Weyhill. Cllrs Carrick & Cavanagh attended. No firm date yet announced by TVBC for Planning Ctte meeting. 057/08 Parish Boundaries & Parish Plan (a) Boundary Review: Public advised of situation in July's Village News magazine.
Action: John Cavanagh to check status with PGPC. (b) Parish Plan: As before, although interested in principle, PMPC would rather have the boundary changed first. (c) The Pentons VDS: Cllr Vialou Clark asked if The Pentons VDS, adopted by TVBC in 2000, should be updated. Clerk has sought comment from TVBC.
Action: All to review the VDS and share comments by E-Mail by end-July. 058/08 Drainage & Sewerage (a) Newbury Hill: The HCC soakaways still do not drain fast enough during heavy rainfall. No further information re timing of installing of piping to Chalkcroft Lane. Mr North has been asked to clean the drain across the entrance to Home Farm Stables in an attempt to reduce flow of mud and gravel onto the highway. Action: Clerk to continue to liaise with HCC Engineers. (b) Foxcotte Lane Culvert: Work in progress. 059/08 Roads, Verges, Traffic & Signs (a) Harroway Z-bend: Awaiting installation of curbing. (b) Approach Short Lane from East: Awaiting results of review. 060/08 Bus Services & Shelter Maintenance: Strong winds recently dislodged and broke one tile off the wooden shelter.
Action: Cllr Bennett to procure replacement tile and install
061/08 Rights- of-Way, Common Land (Pond) & PMPC Land (Trinity Rise) (a) Mark Lane: Complaint received that footpath is almost impassable. Clerk had contacted HCC Rights-of-Way Officer. Awaiting reply. (b) Ley Hill: Complaint received that stile unsafe. Cllr Bennett contacted the land manager for Dunnings Estate, Mr Chris Smith, who has removed the stile as there are no livestock. (c) Blacksmiths Lane resurfacing: Cllr Bennett has discussed the matter of joint funding with Cllr Porter of PGPC who will raise it at a forthcoming PGPC meeting.
Action: Cllr Bennett to liaise with Cllr Porter and report outcome to PMPC. (d) Small Grants Scheme: Documentation received. Half-day conference in Alton in October. Cllr Bennett to review the information with a view to attending. Action: Cllr Bennett to return info to Clerk by 11th July for making booking.
062/08 Finance & Office
(a) Clerk's Contract update: Chairman has reviewed. Signed at meeting. (b) Risk Assessment: Reviewed by Clerk & Cllr Bennett in Clerk's office on 20th May. No changes required. (c) Pre-Audit Check: Undertaken by Cllr Carrick 16th June (Register of Internal Control signed as Satisfied). (d) Internal Audit: Undertaken by John Murray in Winchester 23rd June. Report received dated 24th June: "There is nothing I wish to draw to either your's or Council's attention". Council expressed satisfaction. No action required.
Invoice from Mr J Murray £50.00. Cheque signed. (e) 2007-08 Annual Return
Section 1 Statement of Accounts: already signed by Clerk on 23rd June.
Resolved that the 2007-08 accounts were approved & adopted.
Signed by Chairman.
Section 2 Statement of Assurance: read out, filled in and Approved.
Signed by Chairman & Clerk.
Section 3 to be filled by External Auditor in August.
Section 4 Internal Audit Report: already signed 23rd June (Mr. Murray).
(f) Audit Schedule
Date | Event | Action | 14th July | Availability of Accounts (20 working days) | Accounts to be available for inspection by public at PMPC Office no later than from 14th July (to 8th Aug) | 6th August | Dispatch of Annual Return | Clerk to send Annual Return, Recorded Delivery, to Audit Commission, Plymouth. | 11th August | External Audit, Plymouth | Commencement of External Audit & period for Electors to question Auditor | 13th Oct or 24th Nov | PMPC Meeting | External Auditor's letter & any action to be Minuted |
(g) Parish Council Accounts & Budget 2008-09
Clerk/RFO tabled accounts & budget status 30th June, previously supplied to Councillors and checked by Cllr Bennett. Budget & Accounts approved.
Parish Council Payments since last meeting 19th May 2008 Refund to Cllr Carrick for expenses APA/AGM = £ 17.70
Parish Council Receipts since last meeting 19th May 2008 NatWest Bank Reserve Acct Interest April to June 2008 = £17.88
Parish Council Balance at 30th June 2008 = £ 3061.13 Comprising Business Reserve = £ 2961.13
Plus Current Account = £ 100.00
(h) Photocopier 2Q'08 2Q'08 Copies Receipts PMPC 25 Nil (not charged)
PRC 203 £ 16.24
Other 688 £ 55.04 WGT 203 £ 16.24
Total 1119 £ 87.52 Charges WGT Paper cost £ -23.50 Net Income £ 64.02
(i) PMPC Office: Clerk's Expenses & Charges 2Q'08 (checked by Cllr Bennett). Costs (postage, phone/fax, materials, office supplies) = £ 62.96 Charges £60 (computing) + £637.50 Salary = £ 697.50 Total Outgoings = £ 760.46
Income (Third Party photocopying) = £ 87.52 Balance to be paid to Clerk, agreed by Council = £ 672.94 Cheque signed (j) Donations: No requests received.
063/08 Correspondence (info only): Circulation envelope issued at the meeting. Clerk awaiting return of 20th May envelope due back to Clerk 7th July.
064/08 Any Other Business (info only): None Meeting Closed at 2100 hrs Next Meetings Sept 1st , Oct 13th , Nov 24th
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