Parish Council Minutes 26 June 2012

DRAFT MINUTES OF AN ORDINARY MEETING OF GAYDON PARISH COUNCIL HELD IN THE VILLAGE HALL ON TUESDAY, 26^TH JUNE 2012 AT 7.30PM

PRESENT: COUNCILLORS J. CROWE (CHAIRMAN), MRS. M. FOX, D. PIRIE, B. PRICE, J. RICKMAN, C. HILL (Clerk) and 2 members of the public. DISTRICT COUNCILLORS MILLS AND SCORER (from 8.55pm)

1. Apologies for absence

District Cllrs. Mills and Scorer would be arriving later. County Cllr. Williams was on holiday.

2. Questions from the public

A resident reported that work has started on the Banbury Road pipe.

3. Declarations of Interests

No interests were declared.

4. Acceptance of the minutes of the previous meeting (May 2012)

The minutes had been circulated prior to the meeting. It was agreed that they represented a true record of the meeting. The minute book was signed by the Chairman.

5. Matters arising from the minutes of the previous meetings

(a) Parish Plan update

Cllr. Rickman reported that the Committee is hoping to produce the Parish Plan in September.

(b) Milestone

Cllr. Price said that the Milestone Society is looking into this. The Clerk confirmed that she has written to the County Council.

The Chairman and Cllr. Rickman confirmed that the details contained in the draft letter are correct and asked the Clerk to send the letter to the PCC.

6. Councillor's Reports

(a) Cemetery

Cllr. Mrs. Fox reported that the cemetery needs attention. The gates are rusting, the notice on the gates has disappeared, hedges need cutting back, compost area needs completing and a general tidy. It was also reported that turf has been removed from some of the graves.

ACTION: The Clerk to arrange for councillors to meet in the cemetery to review the situation.

The Clerk confirmed that a cheque has been received from the RAF towards maintenance costs.

(b) Lights/Litter/Street Furniture

No new report.

Cllr. Rickman said that he has spoken to JLR who have a team of 60 people who can help us in the play area. It was agreed that the Clerk should ask Orbit if they will allow a painting on their wall.

ACTION: The Clerk to contact Orbit.

(d) Drains

The drains on the Warwick Road have been reported to Highways. The drain at the end of Church Road has been cleared.

ACTION: The Clerk to chase highways.

(e) Footpaths

Councillor Price reported that the footpath markers need to be updated.

ACTION: Cllr. Price to look at updating the markers.

(f) Neighbourhood Watch

The Clerk confirmed that she has made contact with the neighbourhood watch co-ordinator.

(g) Community Forum

The Chairman asked councillors to attend if possible.

(h) Flood Defence

The Banbury Road pipe has been started. Concern was expressed about the trees in the ditch. It was agreed that the Parish Council would wait until the work was finished before looking into this. A resident has complained about the drainage in the layby and the water leak. The Clerk confirmed that the County Council have been working in the layby. The Clerk was asked to contact highways regarding the grips above Tollgate Cottage and also the water leak in the layby. She confirmed that the Parish would be reimbursed £85 by the District Council for the planning fee that was not required for the pipe.

ACTION: The Clerk to contact highways regarding water leak and grips.

(i) Gaydon Liaison Group

The Clerk reported that the minutes from the last meeting have been circulated.

8.55pm District Cllrs. Mills and Scorer arrive.

7. Any matters from the District Councillor or County Councillor

Cllr. Mills explained that due to the weather the District has experienced problems with the grass cutting. Councillors confirmed that there have been problems with the District grass cutting in Gaydon this summer.

The Olympic torch will be in Stratford on Sunday.

8. To receive any new planning applications

(a) 12/01075/FUL - Gaydon Farm, Kineton Road

The Parish Council agreed to raise no objections.

(b) 12/00816/FUL - Heritage Motor Centre

No comments or objections.

(d) 12/00963/FUL - land at Pimple Lane

The Parish Council agreed to raise no objections.

9. Signing of the Annual Accounts

The accounts had been circulated prior to the meeting. It was agreed that they should be approved. The Chairman and Clerk signed the accounts.

10. Signing of the 'Statement of Assurance'

The Parish Council approved the Annual Return. The Chairman read out the questions which were answered by the Council and it was then agreed that the Statement of Assurance could be signed by the Chairman and Clerk.

11. Financial/Administration

(a) New bank mandate form

A bank mandate form was signed by all councillors. A copy is attached to these minutes.

(b) Internal Auditor's recommendations

The letter from the auditor was circulated prior to the meeting. The Clerk explained that the receipt where she had not claimed VAT was because she had been passed a receipt which did not permit her to claim VAT. This was again the case with cheque number 101389.

12. Passing of any accounts for payment

The following accounts were proposed by Cllr. Price, seconded Cllr. Mrs. Fox and carried unanimously:

(a) Mrs. C. Hill - Clerk's Salary (June) - £88.04

(b) HM Revenue & Customs - PAYE (Apr-Jun) - £100.48

(d) St. Giles Church - repayment for bird-proofing - £250.00

(e) e.on - Street Lighting - £94.96

(f) Accounting Data Services - internal audit fee - £144.00

(g) Mrs. C. Hill - expenses (Apr-Jun) - £64.31

(h) Ms. S. Roberts - parish plan expenses - £4.97

13. Closure of meeting

Next meeting - Thursday, 6^th August at 7.30pm.

The Chairman closed the meeting at 9.30pm