Parish Council
Clerk to the Council – Mrs Angela Weller, 18 Church Street, Byfield, Daventry, NN11 6XN
Tel 01327 260022 e-mail – pc_byfield@daventrydc.gov.uk
COUNCILLORS
AT MAY 2011
NAME TELEPHONE AREAS OF INTEREST
e-mail address
John Gillic 262917 Council CHAIRMAN
28 Banbury Lane j.gillic@btinternet.com Lighting
Alan Bailey 260590 Highways
8 Becketts Close alan.bailey235@btinternet.com Rights of Way
Michael Buckley 262628 Website
4 Farebrother Close michael@mbuckley89.orangehome.co.uk
John Cannell 260483 Planning
55 Boddington Rd cannell@clara.co.uk Village hall trustee
Brightwell RGA trustee
Delith Jones 261405 Council Vice-Chairman
15 Banbury Lane delith.jones@ oxfordshire.gov.uk Council Property
Environment
Charities trustee
Emma Marsh ex-directory Burial ground, P. Park
19 High Street emma.marsh@talk21.com Allotments, New Wood
Communications
Risk Assessment
Simon Shepherd 262177
38 Church Street simon@haymakingservices.co.uk
FOUR vacancies exist on the Council. Anyone interested in being considered for co-option should contact the Clerk to the Council.
________________________________________________
District Councillor – Bob Patchett, 2a Station Road, West Haddon, NN6 7AU
Tel 07773 383309 (day)
County Councillor - Mrs Gina Ogden, Cedar House, Hellidon, Daventry NN11 6LG
Tel – 01327 261919
Please note that these Minutes are draft until and if approved at the next meeting
BYFIELD PARISH COUNCIL
MINUTES OF THE MEETING OF THE COUNCIL
held on
WEDNESDAY 28TH SEPTEMBER 2011 in BYFIELD VILLAGE HALL
at 7.30pm
PRESENT Cllrs J Gillic (Chairman), M Buckley, J Cannell and S Shepherd.
Also present – District Cllr Bob Patchett
DECLARATIONS OF INTEREST - None.
APOLOGIES FOR ABSENCE were accepted from Cllrs Bailey, Jones and Marsh.
- Meeting closed for any comments or reports from the District Councillor. None.
- The Chairman took the opportunity to raise the matter of the notification by the police to Cllr Buckley, as a nearby resident, of a recent burglary at the Cross Tree public house and Judd’s garage. Other councillors advised they had not received any notification of these incidents.
1. PLANNING MATTERS
a) APPLICATIONS
i) DA/2011/721 – 3 Bell Lane for single storey rear extension. Cllr Cannell explained the application and proposed that the Council offer ‘No Observations’ as a comment. Agreed by all. Clk
b) APPROVALS
i) DA/2011/424 – Byfield Tennis Club, Brightwell Recreation Ground, for lighting over court no. 1. It was noted that one condition stipulated that for the first 12 months (from the date of permission) lights should only operate until 2130 hours and thereafter until 2030 hours.
ii) DA/2011/579 – Telephone Exchange, Boddington Road for work on louvers and windows.
iii) NCC – 11/00036.WAS – Sewage Treatment Works, Eydon Road for installation of motor control centre kiosk and standby generator enclosure.
c) APPLICATION WITHDRAWN
i) NCC – 11/00033.WAS (DDC application 2011/639) for waste transfer station off Boddington Road.
d) APPEALS
i) DA/2011/407 – refusal of housing development on land south of Woodford Road. It was agreed to write to the Planning Inspectorate supporting the decision made by Daventry DC.
Clk
ii) DA/2011/408 – for non-determination of application for change of use of land east of Church Street, for Pocket Park with footway to land at 2011/407. It was agreed to write to the Planning Inspectorate advising that the Parish Council stands by its comments to Daventry DC i.e. objection. Clk
e) NCC Minerals and Waste Development Framework Notification that the Development Plan Document of the M&WDF had been adopted on 30 June 2011. Noted.
f) Partnership for Renewables Notification that the proposed wind turbine on land north of Boddington Road would be reduced in height – from 122m to 105m. Application 2011/105 refers; yet to be determined.
g) Any urgent planning matters to be brought to the attention of the Council. None
2. PLAYGROUND
a) Adventure Climber – update Cllr Cannell reported that the unit had eventually been re-installed by Timberline last Friday (23 September).
As agreed earlier in the month topsoil and grass seed would be laid around the unit and rubber mats purchased for fitting over the topsoil. Clk
b) Fort/slide and infant swings safer surface It was agreed to purchase 30 bulk bags of Cushionfall from Giffords with delivery to the lower car park of the recreation ground or as near as possible. Clk
Cllr Shepherd would arrange for these to be transported from the point of delivery to the playground and for the contents to be tipped directly into the area around the equipment.
Tony Bignold would be engaged to prepare the site and spread out the bark. Clk/SS
Page 1065
c) RoSPA/Playsafety annual inspection This had taken place on 10 June. At that time the Adventure Climber had not been isolated with metal fencing and so the concerns about the unit and also the concerns about the safer surface under the fort/slide were noted and accepted.
It was agreed to purchase a new net for the basketball area. Clk
3. FINANCIAL MATTERS
a) ACCOUNTS FOR PAYMENT
Cllr Buckley proposed that the following accounts be paid; seconded by Cllr Shepherd and agreed by all.
Cheque
No £ VAT Authority
2875 RD Landscapes Ltd Mowing verges and BPC land August + s96 HA 80
hedges at burial ground and BRG + s19LG(MP)A
installing bollards on BRG 694.80 115.80 s214 LGA72
2876 Playsafety Ltd Playground inspection 100.80 16.80 s19LG(MP)A
2877 Delia Thomas Plants for war memorial garden
(Ladies Forum) 30.15 5.02 ditto
2878 Angela Weller Clerk’s expenses – room as office (Sep) s111 LGA 72
+ B’band (Sep) + MoT (allts) 60.66 8.03 Allts Act 1908
2879 G Taylor Work on garden near village hall 250.00 nil s19LG(MP)A
2880 Playground Markings
Direct (pro forma) Grassmats (35) for playground 673.80 112.30 ditto
4. COMMUNITY
a) Bus service The Council considered a request from a parishioner for the bus service now operated by Stagecoach Oxfordshire to revert to going through to Banbury hospital rather than terminating at the bus station. The parishioner felt that the service as approved for Amos Coaches provided a very necessary through service for parishioners from all the villages along the route to fulfil appointments at the hospital without having to change buses in Banbury and, possibly, having to wait some time for a connection.
It was agreed to ask Stagecoach to consider reinstating the service through to the hospital.
Clk
5. RIGHTS OF WAY
The Clerk reported that a parishioner had advised her that a hedge had been removed some distance along EF14 (Muddy Lane) with two fields now merged and the line of the RoW ploughed out. The Clerk had reported the matter to the NCC Rights of Way team who had investigated and instructed the farmer to reinstate the RoW within 2 weeks. The matter of the hedge removal was being investigated by the conservation officer at DDC Development Control.
6. REPORTS FROM REPRESENTATIVES ON VILLAGE ORGANISATIONS
a) Combined Charities. No report as Cllr Jones not present. To be carried forward to October meeting. Oct. agenda
Date of next meeting – Thursday 13th October.
There being no further business the meeting was closed at 8.35pm.
Chairman October 2011
=======================================================================
MINUTES OF THE MEETING OF THE COUNCIL held on THURSDAY 9 JUNE 2011 in BYFIELD VILLAGE HALL at 7.30pm
PRESENT – Cllrs J Gillic (Chairman), A Bailey, M Buckley, J Cannell, D Jones, E Marsh. and S Shepherd
Also present - County Cllr Gina Ogden and District Cllr Bob Patchett. No parishioners present.
DECLARATIONS OF INTEREST – None.
ACCEPTANCE OF APOLOGIES FOR ABSENCE were accepted from – None. All present.
1. MINUTES OF THE LAST MEETING(S) –
12th May 2011. Cllr Bailey proposed that the minutes be approved as a true record; seconded by Cllr Cannell and agreed by all.
2. UPDATE ON MATTERS OUTSTANDING not covered elsewhere on the agenda
a) Playground shelter The damaged section had been repaired and welded back in place. Contractor would paint whole shelter when weather is dry.
b) Lock on lower BRG gate The Clerk has this in hand. Clk
c) Village map Cllr Cannell reported he had met with the artist. A small amount of work needs to be carried out to the agreed draft. When this has been completed the map will be put onto a disk so that Greenbarnes can produce the finished product and quote for a suitable case.
d) Gravel for lower car park The Clerk reported she was still unable to find a contractor to quote for spreading the gravel and so none had been ordered. Cllr Shepherd advised that he will soon have a contractor with a JCB undertaking some work for him and he was sure that the contractor would spread the gravel. The Clerk would order 30 tonnes of gravel as soon as possible. Clk
e) Council Website Cllr Buckley provided two paper versions of the home page. Work is developing on the site and he hoped to be able to offer more detail at the meeting later in June.
3. CHAIRMAN’S ANNOUNCEMENTS None
Meeting closed for reports from County Cllr Mrs Ogden and District Cllr Bob Patchett
See attached notes.
Meeting re-opened.
4. REVIEW OF POLICY on ARCHIVING and DISPOSAL OF DOCUMENTS
It was agreed to continue with the policy set in 2010, that is.
a) Planning. To dispose of most planning applications after 5 years. ‘Interesting’/controversial applications to be retained for longer.
b) Finance. To dispose of finance documents after 7 years.
c) Other None
5. CONSIDERATION OF ESTABLISHING FURTHER POLICIES
Councillor Gillic advised that it would be very desirable to have some policies which could be regarded as necessary e.g. Equal Opportunities and Dealing with Complaints against the Council.
It was agreed to set up a small Working Party of Cllrs Gillic, Bailey, Cannell and Marsh to discuss these and other policies. Cllr Gillic would arrange the first meeting. JG
6. ITEM(S) BROUGHT FORWARD FROM THE LAST MEETING, REQUIRING A DECISION
a) Brightwell Recreation Ground Association - additional Council representatives. Cllr Marsh had declined due to pressure of work. The Chairman had asked Cllr Shepherd if he would be the second
Council representative and Cllr Shepherd had agreed to do this. The Clerk would advise the Secretary of the Association. Clk
b) Nomination of second trustee on Byfield Combined Charities. The Chairman advised that he had spoken with Mark Challice who had been nominated with Cllr Jones last year. Mr Challice is currently the Chairman of the trustees and is willing to continue as a trustee for the time being. It was agreed that Mr Challice continue as the second trustee.
Note: the Council does not have to nominate councillors as trustees.
c) Daventry and District Housing grant scheme Three possible ideas were put forward
- Clearing of the stream between the tennis courts and Thomas Close. This now being somewhat overgrown.
- Funding for a picnic table on the recreation ground, if this is agreed to by the Council
- Funding for tools for the Pocket Park volunteer group.
The Chairman offered to look at the application form. A final decision on what to apply for could be made at the meeting later in June. Clk
7. FILLING VACANCIES ON THE COUNCIL
Cllr Jones offered to draft an advertisement for the next issue of the Byword. DJ The Clerk would ask Northants CALC for any really useful working. Clk
The Clerk reminded Council that a copy of the latest edition of The Good Councillor’s Guide could be lent to any prospective councillors, so that they could see what is involved.
8. GENERAL CORRESPONDENCE requiring a DECISION and not covered elsewhere on the agenda
a) SLCC publications No copies requested. The Clerk would bring the office copies of some publications to the next meeting. Clk
b) Central Office of Information DCLG requesting Local Councils to publicise that they are seeking to have communities build their vision for their local area. It was agreed to put this in the Byword. EM
9. REVISION OF STANDING ORDERS
a) Model SO 32 (Byfield SO 31). This is not a mandatory SO. Section B has been revised. It was agreed that a written notice for a motion to add, amend or revoke any SOs must be signed by at least TWO councillors.
The Clerk would provide a replacement page for the Standing Orders. Clk
10. FINANCE
a) FINANCIAL POSITION The Clerk reported that the financial state at 27 May 2011 showed total assets of £80,531.38 of which £52671 is held in the NatWest Bonus Saver a/c as reserve funds. £16052 of the reserve funds are ring-fenced or for projects.
b) Report on Internal Control Cllrs Gillic and Jones had carried out a check of the account books against bank statements and invoices.
c) Banked INCOME since last meeting to 20 May 2011
J&M Humphris Memorial fee – Mrs E McCoy. £104.00
Lloyds TSB Interest for April £0.83
d) INTERNAL AUDIT Final Report The Internal Auditor had signed off Section 4 of the Annual Return and had made no adverse comments on the procedures of the Council. Report noted.
Annual Return to be submitted to BDO by 17 June. Clk
e) Nat West Bank accounts (reserve funds) Cllrs Cannell and Shepherd remain as signatories. Mr Challice to be removed as no longer a councillor.
It was agreed to add Cllrs Gillic and Bailey as additional signatories.
f) Insurance cover from 1 October – review It was agreed to carry this forward to July. July agenda
g) ACCOUNTS FOR PAYM ENT
Cllr Buckley proposed that the two payments already made to Tony Bignold for work at the playground be approved; seconded by Cllr Cannell and agreed by all.
Cheque
No £ VAT Authority
2810 Tony Bignold Emergency work at playground to
remove wood surrounds to bark surfaces 130.00 nil s19LG(MP)A76
2811 Tony Bignold Removing graffiti and treating timbers of
fort/slide 440.00 nil ditto
Cllr Cannell proposed that Council continue to subscribe to the Oxfordshire Playing Fields Association newsletter at £10pa for 4 issues. There is no longer a similar publication in Northants. Agreed by all
Cllr Marsh proposed that the following accounts be paid; seconded by Cllr Bailey and agreed by all.
Cheque
No £ VAT Authority
2812 Cllr Jones Paper + ink cartridge 19.98 3.33 s111 LGA 72
2813 GreenThumb Treatment of grass at war memorial
garden 67.98 11.33 s19LG(MP)A 76
2814 Flore PC Use of photocopier Feb-May 20.74 nil s 111 LGA 72
2815 ESPO Stationery 26.70 4.45 ditto
2816 AJ Webster Plants for war memorial garden 41.40 6.90 s19LG(MP)A 76
2817 Main Line Timber Ltd 5 x bollards 49.20 8.20 ditto
2818 Northants CALC Training course – allotments 29.00 nil s111 LGA 72
2819 SLCC Training course – burials 48.00 8.00 ditto
2820 NCC Byfield School Hall hire – APM 15.00 nil ditto
2821 Mrs R Jeacock Honor’m cleaning bus shelters May 25.00 nil s4 LG(MP)A 53
2822 IanTompkins Honor’m Litter collection May 104.00 nil s19LG(MP)A76
2823 Mrs A Weller Clerk’s expenses: room as office, BT Call
Plan + calls, B/band, mileage, tree ties 30.58 1.95 s 111 LGA 72
2824 Oxon PFA Sub The Playing Field 10.00 nil ditto
2825 HMRC PAYE June 94.00 nil s112 LGA 72
2826 Mrs A Weller Net pay June 357.77 nil s 112 LGA 72
2827 Tony Bignold Removing graffiti from under slide 32.50 nil s19LG(MP)A 76
DD PWLB 16th repayment of loan (of 20) + 3rd of 20 2117.95 nil n/a
11. PLANNING
a) APPLICATIONS None to consider
b) APPROVAL(S)
i) 2011/194 – 17 Banbury Road for replacement garage
ii) 2011/211 – Recreation Ground for extension to Scout HQ
c) Howkins and Harrison re offer of land at the rear of The Causeway for affordable housing. It was agreed that the Council was not in a position to say whether or not this land is suitable as a potential exception site. It was considered that the land had been neither accepted or rejected when put forward to the Northants Rural Housing Association as a possible site. The Clerk would write to Howkins and Harrison. Clk
d) Affordable Housing update The Clerk reported that NRHA hope to have a sketch plan available for the September meeting. A funding application is being put forward.
e) Village Design Statement Cllr Cannell will obtain further photographs. Maps acquired by the Clerk to be added. A copy of the draft had been sent to Bryan Martin for any comments. Cllr Buckley offered to speak with Mr Martin and to also join Cllr Cannell in finalising a draft copy to be submitted to Daventry DC. MB
f) Report on training session at DDC (for Council Members) regarding the impact of the new planning system
Cllr Cannell reported that unfortunately neither he nor the Clerk had, in the end, been able to attend this. The session was primarily for DDC members but had been opened to Parish Councils as well.
The notes of the training evening had been sent to all interested Parish Councils.
It was agreed that the Clerk ask DDC if a training session could be offered by its officers for Parish Councils – either at locations for groups of villages or at DDC offices. Clk
g) Any urgent planning matters to be brought to the attention of the Council, arising after publication of the agenda. 2 further planning applications had been received and a meeting would be held on 22 June.
12. BURIAL GROUND, ALLOTMENTS, NEW WOOD, POCKET PARK
a) Water meter readings Main meter = 2878 Sub meter = 2587 (c90%)
b) Allotment Gardens
i) Rents from 1 October 2011. Cllr Marsh reported that new legislation and Case Law meant that notice of 12 months was required for any increases in allotment rents. She proposed that Council consider allotment rents from 1 October 2012 in either July or September 2011; so that the necessary 12 months notice can be given.
Also, rents cannot be charged for ‘large’ or ‘small’ gardens. Cllr Marsh would measure each of the present gardens and calculate a rent for each. These would form the rent for the period 1 October 2011 to 30 September 2012.
ii) Revised Tenancy Agreement. There is now a new model Agreement and this will replace the present Agreement.
c) Pocket Park
i) Possible creation of passing-bay beside access track to BRG. Cllr Marsh said she could see the need for this but would prefer not to encroach into the Pocket Park. She would look at a possible site on the stream side of the track about half way along, to see if this would be wide and long enough and safe.
d) New Wood and Wetland
Paths strimmed and being used by walkers. Some of the wood area also cleared. One of the allotment holders has voluntarily taken on caring for the Wetland area including undertaking some planting. This area is now looking much better.
Additional item
e) Burial Ground Gravel paths had been sprayed to kill weeds. Too dry to treat with a flame gun.
13. COUNCIL PROPERTY
a) Installation of a picnic table on the recreation ground It was agreed by a majority to install one table fairly near to the playground.
Cllr Jones proposed a table in recycled plastic from Earth Anchors that could accommodate a wheelchair and with backless benches would be best and she asked for an agreement for a total expenditure of up to £1000 including a concrete base and installation. This was agreed. Seats of this type are already on the recreation ground. Clk/DJ
b) Maintenance of wooden bus shelters The estimate from Tony Bignold was considered and it was agreed that a second estimate should be obtained for comparative purposes. Clk
The Chairman advised that as it was approaching 10pm he would accept ‘bids’ for urgent items on the remaining agenda items. The remaining items would have to be carried forward to the next meeting.
14. ENVIRONMENT
a) Felling and/or reducing height of trees on the BRG between the tennis courts and Thomas Close
Cllr Jones advised that most of the residents contacted in Thomas and Edwards Close had supported some work on this group of trees, which had grown very tall.
It was suggested that councillors look at the trees following the additional meeting for planning matters on 13 June. This in order to familiarise themselves with the location and size of the trees.
b) Request for height reduction on trees on the recreation ground at the rear of Thomas Close
To be carried forward. Agenda
15. HIGHWAYS
a) Proposal for 20mph speed limit outside the school in Bell Lane This was supported but not the idea of flashing signs to warn drivers of their speed. Clerk to advise NCC. Clk
b) Extended 30mph limits The limits on Woodford Road and Church Street had been extended and the signs installed.
c) Request for a chicane on Woodford Road To be carried forward. Agenda
d) Report by BRB (Residuary) on redundant rail bridges To be carried forward Agenda
e) MGWSP – Parish Enhancement Gangs Cllr Bailey had sent in requests for various work, including siding out of the footway beside the A361 to at least The Twistle and beyond if possible.
f) Update on any matters reported to NCC/May Gurney To be carried forward. Agenda
g) Site meeting with NCC re pedestrian crossings No response yet. Clerk will ask again. Agenda
16. RIGHTS OF WAY
a) Report of any problems )
b) Appointment of Parish Path Warden ) to be carried forward Agenda
17. PLAYGROUND
a) Regular inspections These are now due weekly. The Clerk distributed a new rota.
b) Request for a skate park To be carried forward. Agenda
c) Re-installation of Adventure Climber Cllr Cannell reported that Timberline can supply and install rubber mats for £1960 and could do this when they bring the new cross struts and re-install the unit. It was agreed that as the Adventure Climber (AC) has to be taken apart by Timberline and re-installed that the existing raised bark surface be removed and the AC be installed at ground level with rubber mats or similar.
Clerk to give prices to Cllr Cannell of the installation of Ecomulch as an alternative to mats. Clk
d) Regular maintenance of bark surfaces Clerk advised that RD Landscapes will do this when visiting to mow.
e) Safer surfaces under the fort/slide. To be carried forward. Agenda
18. LIGHTING, UTILITIES
a) Report on any new problems To be carried forward Agenda
b) Switching off some lights It was agreed to ask E.ON to remove the fuses from PLs 84,86,87 and 88 at a cost of £7.50 per light plus VAT. Clk
Suitable notices to be produced to advise parishioners that these lights had been disconnected. Clk
19. REPORTS FROM REPRESENTATIVES ON VILLAGE ORGANISATIONS
a) BRGA (JC) To be carried forward. )
b) Village Hall (MB) To be carried forward ) Agenda
Date of next meetings - Monday 13 June – planning only
Wednesday 22 June – further planning plus other matters
Thursday 21 July – Full Council
There being no further business the meeting was closed at 10.00 pm.
Chairman June 2011
===============================================================================
BYFIELD PARISH COUNCIL
Notes of reports and comments made during the closed section of the Council
meeting held on 9th June 2011
Report by County Councillor Mrs Gina Ogden
Visited exhibition about proposed wind farm near Shugborough
- Visited exhibition at Boddington re proposed HS2 rail line
- Princes Trust. Offering 12 week courses for young people in conjunction with Daventry and District Housing. Aimed at helping them get into work.
- Boundary Commission – recommended changes to ward structure at Daventry. Feels that the proposed 3 member wards will not be as beneficial at the present system.
Report by District Council Bob Patchett
- Has spoken with officers regarding some brown bins in Byfield not being emptied this week, under the new contract.
- Is still working with officers for a change to the maintenance regime for the closed churchyard.
- Former tile shop in High Street. The Environmental Health officers are working with the owners.
- Pressing for continued funding for Northants Touring Arts
MINUTES OF THE ANNUAL MEETING OF THE COUNCIL held on THURSDAY 12 MAY 2011 in BYFIELD VILLAGE HALL at 7.30pm
PRESENT – Cllrs A Bailey, M Buckley, J Cannell, J Gillic and D Jones
Also present - None
1. ELECTION OF CHAIRMAN for the coming year
Cllr Jones proposed Cllr Gillic; seconded by Cllr Buckley and agreed by all.
Cllr Gillic signed his Declaration of Acceptance of Office and gave a vote of thanks to Cllr Cannell for his 3 years of good chairmanship.
DECLARATIONS OF INTEREST – None
Prejudicial
Personal
2. ACCEPTANCE OF APOLOGIES FOR ABSENCE. Apology for absence was accepted from Cllr Marsh.
Cty Cllr Mrs Ogden and District Cllr Mr Patchett had both sent apologies for not being able to attend.
3. APPOINTMENT OF VICE-CHAIRMAN Cllr Gillic proposed Cllr Jones; seconded by Cllr Cannell and agreed by all.
4. AREAS OF INTEREST FOR INDIVIDUAL COUNCILLORS The following was agreed
Planning Cllr Cannell Rights of Way Cllr Bailey
Playground Cllr Cannell Burial Ground, Allotments,
New Wood, Pocket Park Cllr Marsh
Lighting/utilities Cllr Gillic Council Property Cllr Jones
Environment Cllr Jones Highways Cllr Bailey
Risk Assessment Cllr Marsh Communication (Byword) Cllr Marsh
Website Cllr Buckley
5. APPOINTMENT OF 3 REPRESENTATIVES TO SERVE ON THE BRIGHTWELL RECREATION GROUND CHARITY (note: these do not have to be members of the Council)
Cllr Cannell advised that he was willing to continue to represent the Council. He suggested that Cllr Marsh may be interested because of her role with the Pocket Park (which adjoins the BRG). It was agreed that the Clerk as Cllr Marsh if she would be interested. Clk
Agreed by all.
6. APPOINTMENT OF COUNCILLOR TO SERVE AS TRUSTEE ON BYIELD VILLAGE HALL
Cllr Cannell advised he did not wish to continue. Cllr Buckley declared an interest and agreed to take on the role. Agreed by all. The Clerk would advise the Chairman of the hall committee. Clk
7. APPOINTMENT OF TWO PERSONS TO SERVE AS TRUSTEES ON BYFIELD COMBINED CHARITIES. (do not have to be councilors)
Cllr Bailey declared an interest in being a trustee. It was agreed that Cllr Gillic would speak with Mark Challice who is one of the two Council trustees to find out if he wishes to continue after the AGM of the Charities in June. Mr Challice is currently Chairman of the trustees. JG Cllr Jones advised that as she is currently treasurer to the charities she would like to continue in post.
8. CONFIRMATION OF CHEQUE SIGNATORIES
For the Lloyds TSB account Cllrs Bailey, Cannell, Gillic, Jones and Marsh would continue as signatories. Any two of the 5 to sign cheques.
For the NatWest reserve accounts – Cllr Cannell and others to be confirmed.
Page 1039
Additional item – Appointment of Responsible Finance Officer Cllr Gillic proposed that the Clerk continue in the post of RFO; seconded by Cllr Jones and agreed by all.
9. CHAIRMAN’S ANNOUNCEMENTS None
10. MINUTES OF THE LAST MEETING(S) –
- 14 April (Full Council) Cllr Jones proposed that the minutes be adopted as a true record; seconded by Cllr Bailey and agreed by all who had been present.
- 27 April (Planning) Cllr Bailey proposed that the minutes be adopted as a true record; seconded by Cllr Buckley and agreed by all who had been present.
- Closure of meeting. Not necessary as no parishioners or other councillors present.
11. UPDATE ON MATTERS OUTSTANDING which are not covered elsewhere on the agenda
a) Repair of playground shelter The Clerk reported that Cllr Shepherd had obtained a verbal price of £150.00 plus VAT to repair the damaged section, weld it back into place, replace existing bolts with longer ones and weld them into place. The Clerk had given Cllr Shepherd verbal authority to put the work in hand as a matter of urgency and had also asked for the welded parts to be painted over with Hammerite or similar to prevent rusting. This price and action was accepted by all.
The Clerk was asked to find out from Cllr Shepherd’s contact what would be the cost for a total re-paint of the shelter. Clk
b) Lock on lower BRG gate (metal) The Clerk to fit another security chain and padlock. Clk
c) Village Map Cllr Cannell reported that he had discussed with the artist making lettering clearer. The artist had gone abroad for a while but Cllr Cannell would keep in touch with him to get the final map JC made. When this is available a case can be ordered.
d) Village Design Statement Further comments are being sought from parishioners – via the website, posters around the village, columns in the local papers. The Clerk to give a copy to Bryan Martin for his views. Clk
e) Gravel for lower BRG car park The Clerk reported she is still trying to find someone to give a price to spread the gravel. When this is organised she will order gravel. Clk
12. GENERAL CORRESPONDENCE requiring a DECISION
a) Daventry and District Housing Information on grants available for environmental schemes. Suggestions to be brought to the June meeting. ALL
b) NCALC Offer of two free places on one-day conferences. No one available.
13. FINANCE
a) FUND BALANCES
The Clerk reported that the financial state at 28 April 2011 showed total funds of £83,925.57, which included £52,671 held in the NatWest Bonus Saver account as reserve funds.
50% of the precept for the year had been received from Daventry DC.
b) Internal Control
Cllrs Cannell and Jones had checked the account books against minutes/statements and found them in order.
c) Banked INCOME since last meeting to 28 April
Brightwell Recreation Ground charity Reimbursement for water Aug-March £54.91
Byfield Scout Group ditto £6.86
Lloyds TSB Interest for March £0.41
Daventry DC 50% of precept £20,383.00
d) Internal Audit 2010-11 The Clerk reported that this had been carried out on 11 May and the Annual Report signed off with no comments. A copy of the final report would be given to each councillor when received.
e) Clerk’s gratuity fund It was agreed to add £200 of the reserve funds (NatWest Bonus a/c) to the ring-fenced sum towards a gratuity for the Clerk when she retires – en lieu of a pension.
f) Byfield Calender for 2012 It was agreed to produce a calendar based on photographs in the Photo Museum from various Royal Jubilee events. The Clerk would liaise with Andrew Spackman and also appeal for any additional photos which may not yet be in the Museum collection. Clk
Page 1040
g) Accounts for Payment
Cllr Buckley proposed that the following accounts be paid; seconded by Cllr Bailey and agreed by all.
Cheque
No £ VAT Authority
2797 Holy Cross PCC Donation for energy for light 40.00 nil s3 PCA 57
2798 Byfield Village Hall ditto 40.00 nil ditto
2799 Brightwell Rec. Ground ditto 40.00 nil ditto
2800 Byfield Scout Group ditto 40.00 nil ditto
2801 Mrs R Jeacock Honor’m cleaning bus shelters April 25.00 nil s4 LG(MP)A 53
2802 Mrs C White Honor’m Litter collection April 104.00 nil s19LG(MP)A76
2803 Byfield Village Hall Hire April + storage Apr-Sept 122.05 nil s111 LGA 72
2804 G Taylor 1st clearing of Fiveways banks 150.00 nil s96 HA80
2805 RD Landscapes Ltd Byfield PC land mowing + verges April 1148.40 191.40 ditto
s19LG(MP)A76
2806 Small World Systems Deposit for setting up PC website 720.00 120.00 s111 LGA 72
2807 Mrs A Weller Clerk’s expenses: room as office, b’band
mileage to DDC 29.80 0.85 ditto
2808 HMRC PAYE May 11 94.00 nil s112 LGA 72
2809 A Weller Net pay May 375.77 nil s112 LGA 72
14. PLANNING
a) APPLICATIONS None to consider
b) APPROVAL
i) 2011/176 – 26 Banbury Lane for renewal of LB consent 2008/286 – various extensions.
c) REFUSAL None to report.
d) DDC – invitation to send one representative to DDC Members’ Development Session on 25 May on the new planning system. Cllr Cannell advised he would like to attend, but if he was not available then the Clerk could attend.
e) Any urgent planning matters to be brought to the attention of the Council, arising after publication of the agenda.
i) Planning application 2011/211 (Scout HQ extension) to be considered by the Planning Committee on 19 May. Application going before the committee because the application is made by the Parish Council.
Cllr Gillic said he would speak. Clerk to book him in. Clk
ii) Brief information from a firm of planning consultants for 36 dwellings on land to the south of Woodford Road (including 11 affordable units) plus a Pocket Park and footpath to Church Street. Noted.
It was suggested that the Clerk ask about possible Listed Building status for the field stone wall in Church Street. Clk
15. LIGHTING, UTILITIES
a) Report of any lighting problems None known of.
b) Decommissioning of some lights The price from E.ON to disconnect and remove the column for PL84 is £372 plus VAT. Their price for the same for PLs 85 and 86 is £484.00 each plus VAT. PL84 is set in grass and PLs 85 and 86 into tarmac.
After some discussion it was agreed to have PL85 removed as the lantern from this has been transferred to another light. Clk
Aylesbury Mains to be asked to disconnect PL86 when there is next a need to call them to the village. JG
The complete removal of PLs 84 and 85 to be considered after April 2012.
Consideration of turning off either or both PLs 87 and 88 at the entrance to the village on Banbury Road to be placed on the agenda for June. June agenda
16. COMMUNITY
a) Council Website Cllr Buckley proposed that the domain name be www.Byfieldparishcouncil.org.uk. Agreed. He offered to be the site manager to start with and would work with Small World Systems to have an initial site available for the June meeting.
b) NCC – Public Transport and subsidies Cllr Cannell proposed that no comments need be made because the bus service for Byfield is commercial and not subject to subsidies. Agreed.
c) Request for financial assistance by Geoff Amos Coaches for bus service It was agreed that no financial assistance could be given because the service is a commercial operation. The Clerk would advise the company. Clk
Page 1041
d) Mobile library service – proposed changes NCC had advised that the number of mobile vans is to be reduced from 4 to 2 for the whole county. They propose just one stop in Byfield (4 short stops at present)
at Greenwood Close for 1 hour. Council agreed that the proposed location of Greenwood Close is not central enough and that the Clerk advise NCC that using the car parks near to the village hall would seem to be more useful. Clk
- Cllr Gillic proposed that as the meeting deadline was drawing close that Council deal with item 18 Playground and Recreation Ground and that items 17 Council Property, 19 Environment, 20 Highways, 21 RoWs and 22 Burial Ground etc be carried forward to the next meeting.
Agreed by all. June agenda
18. PLAYGROUND
a) Playground inspections Adventure Climber – Cllr Bailey reported that he had met with Timberline representatives on 11 May and been advised that they would need to make two strengthening bars to go across the top of the unit. They would take down the unit and re-set it completely. Timberline hoped that this work would not take more than a week or so and they would advise the Council when they could return to site.
It was agreed to fence off the Adventure Climber to prevent use – Cllrs Gillic and Buckley offered to do this as soon as possible.
No problems noted with any other pieces of play equipment.
b) Repairs to fort and improvements to edges of bark safer surfaces The Clerk reported that Tony Bignold hoped to work on the fort in the next week or so. He and the Clerk would meet on site to discuss the wooden edges of the safer surfaces.
c) Regular maintenance of safer surfaces It was agreed that the Clerk ask RD Landscapes if they could rake/weed the bark when they attend to carry out mowing and to give a price for this. Clk
d) Adding rubber mats over bark surfaces Cllr Cannell will obtain prices for these. JC
e) Installing bollards to mark the limit of the over-flow parking area at the top of the BRG
It was agreed that the Clerk seek a price for installing a suitable number of bollards, including one to which to secure the gate when it is open, and to arrange the work. Clk
f) Installing heavy duty rubber matting under the over-flow parking area It was agreed not to consider this at present.
23. REPORTS FROM REPRESENTATIVES ON VILLAGE ORGANISATIONS
a) Brightwell Recreation Ground Association ( charity) – AGM held. Mark Challice elected as the new Chairman. Cllr Cannell noted that the constitution states that the Parish Council shall nominate the Chairman of BRGA but it was now too late for this to happen.
b) Village Hall No report.
Date of next meeting – Thursday 9th June
Items for the June meeting Agenda
Review allotment garden rents from 1.10.2011 or from 1.10.2012
Review of insurance cover from 1 October 2011
Proposal for 20mph speed limit outside school and associated signs
There being no further business the meeting was closed at 10.00pm
Chairman June 2011
==================================================
BYFIELD PARISH COUNCIL
Please note that these Minutes are draft until and if approved at the next meeting
MINUTES OF THE MEETING OF THE COUNCIL
HELD ON 31 MARCH 2011 IN BYFIELD VILLAGE HALL
at 8.15pm
PRESENT Cllrs Cannell (Chairman), Bailey, Buckley, Gillic, Jones, Marsh and Shepherd.
Also in attendance – District Cllr Bob Patchett, 9 parishioners and a representative of Boddington Parish Council.
DECLARATIONS OF INTEREST – Personal – Cllrs Gillic and Jones for item 1a. (neighbours)
APOLOGIES FOR ABSENCE – None, all councillors present
1. PLANNING APPLICATIONS
a) DA/2011/176LB – 26 Banbury Lane for renewal of permission DA/2008/286 for conversion to form 2 separate dwellings, including 2 two storey rear extensions and construction of block of 2 garages.
Cllr Gillic proposed that as this is the linked LB application to 2011/0155 that ‘NO OBSERVATIONS’ be offered as a comment; seconded by Cllr Jones and agreed by all.
b) DA/2011/150 – land to north of Boddington reservoir for one wind turbine, access track, temporary works, hardstanding areas, control kiosk, underground cabling and widened vehicular access onto Boddington Road.
Cllr Gillic outlined the application and explained that a separate application would be needed for transferring generated power to the transformer in Woodford Halse and onward into the National Grid.
The Chairman closed the meeting for comments from those present. He asked parishioners to give their name and address before making their comments.
Margaret Holland of The Green spoke against the application.
John Tompkins of The Twistle spoke about his concerns for disruption and impact on properties during the construction phase.
David Marsh of High Street spoke in favour of the application and for the need for a traffic management scheme during construction.
Robert Bradbury of The Twistle spoke against the application.
Philip Cockerill of Greenwood Close spoke against the application.
Pam Stokes of Boddington Parish Council reported that Boddington Parish Council (South Northants Council area) would be opposing the application. Many residents in Boddington would also be sending letters of objection to Daventry DC.
District Councillor Parchett spoke about the need to work within planning policies and law.
Meeting re-opened.
The Chairman asked councillors for their views and at the end of this he summarised the views of all those present as being
- Concerns for wildlife
- What would happen at the end of the anticipated 25 year life of the turbine
- The impact of laying cables to Woodford Halse
- The impact of an industrial type project in a rural area
- A need to do something about alternative sources of energy
- A need for thorough re-instatement along The Twistle and Boddington Road
Cllr Gillic proposed that the Council offer NO OBSERVATIONS as a comment, but seek to have Conditions imposed if permission is granted. The Conditions to be
- Consultation with the Parish Council on a transport plan for those affected along the access route.
Page 1031
- Re-instatement of road surfaces, verges and any adjacent land at The Twistle and Boddington Road, where changes are made during the construction period to allow for access. Consultation on this to be undertaken with the Parish Council.
- Provision of a fund to be held for the total de-commissioning of the entire site at the end of the life of the turbine.
- Undergrounding of power cables from the site to connection with the National Grid.
This proposal was seconded by Cllr Marsh and agreed to by all members.
2. Any urgent planning matters to be brought to the attention of the Council. NONE.
3. PLAYGROUND MAINTENANCE
a) Quotation for work on the fort/slide to remove graffiti Cllr Jones proposed that Council accept the quotation from Tony Bignold to remove the graffiti and to then treat the timbers with a suitable material that would inhibit future graffiti; seconded by Cllr Shepherd and agreed by all.
The Clerk would ask Mr Bignold to undertake the work as quickly as possible. Clk
4. TREE CARE
a) Quotation to fell poplar tree near Pocket Park Cllr Shepherd proposed that the quotation from Stanford Tree Care be accepted to fell the large poplar beside the access track to the lower recreation ground car park. The tree had been found to be hollow under a large covering of ivy and was considered to be in a dangerous state. Seconded by Cllr Bailey and agreed by all.
The Clerk would ask for this work to be put in hand as quickly as possible. Clk
b) Quotation for 9 pieces of work on trees around the recreation ground and the access track Cllr Jones proposed that the quotation from Stanford Tree Care be accepted; seconded by Cllr Shepherd and agreed by all.
Additional items
The Chairman advised that the Cricket Club would like to have 3 small ash trees on the edge of the recreation ground felled. Cllr Jones to speak with Mr Broad of the Cricket Club to find out which trees and why there is a desire for them to be felled. DJ
Trees beside tennis courts – The Clerk to advise the Club that the Council’s tree surgeon could not detect any damage to the surface of the courts by the trees between the courts and the stream. Clk
The Council had had branches nearest to the courts removed.
There being no further business the meeting was closed at 9.44 pm.
Signed April 2011
============================================================================
MINUTES OF THE MEETING OF THE COUNCIL
held on THURSDAY 10 MARCH 2011 in BYFIELD VILLAGE HALL at 7.30pm
PRESENT – Cllrs J Cannell (Chairman), A Bailey, M Buckley, J Gillic, D Jones Also present - District Cllr Patchett.
DECLARATIONS OF INTEREST – None.
APOLOGIES FOR ABSENCE were accepted from Cllrs Marsh and Shepherd and for late arrival of Cllr Buckley.
Apologies for not being able to attend had been received from the County Councillor.
1. MINUTES OF THE LAST MEETING(S) –
10th February 2011 The following amendments were agreed –
page 1021 Apologies for absence – line 2 – AMEND ‘able’ to ‘unable’.
page 1021 Item 4c) line 1 AMEND ‘various’ to ‘specific’
page 1023 Item 12c) line 3 AMEND ‘considered’ to ‘agreed’.
Cllr Jones proposed that the amended minutes be approved as a true record; seconded by Cllr Bailey and agreed by all who had been present.
2. UPDATE ON MATTERS OUTSTANDING not covered elsewhere on the agenda
a) Weeding of paths at burial ground The Clerk reported she had again raised this with Mr Cross. However, it was considered that the paths may need to be re-made. The Clerk would raise this with Cllr Marsh. Clk/EM
b) Playground shelter and lower BRG gate lock It was agreed that the Clerk ask Cllr Shepherd if he really does have time to deal with these tasks voluntarily. If not, Council would engage a company. Clk
c) Pictorial village map Cllr Cannell to meet with the artist to proof read. JC
d) Moles in the burial ground 5 moles had been caught by the mole catcher.
e) Clearing foliage from the rear of the village hall (part of BRG) Cllr Gillic reported that he had spoken with the Probation Service which ideally needs 4-5 days of work for 9 or so people.
Cllr Jones offered to send to Cllr Gillic her list of general environmental work e.g. siding out. Cllr Gillic would then speak with the Probation Service. DJ/JG
f) Visit by NCC library officer re Welcome Packs The officer would come to the meeting on 14th April.
g) Maintenance of closed churchyard DDC officers had suggested a meeting with the Chairman, Clerk and District Councillor in the near future. Date to be agreed. JC/Clk
h) Village Design Statement Maps are needed for the VDS. Clerk obtaining these from DDC.
The consultation period with the village will continue until at least the end of April. The Clerk to produce posters for around the village. Clk
The need for comments on the draft VDS would be an agenda item for the Annual Parish Meeting later in March.
- Cllr Buckley arrived.
3. CHAIRMAN’S ANNOUNCEMENTS
The Chairman thanked councillors for their good wishes during his recent spell of ill health. The good news is that he and Pat will be attending one of HM Queen’s Garden Parties this summer as a representative of the Northants CALC.
- Closure of meeting for report by Cllr Patchett. See attached notes.
Meeting re-opened.
Page 1026
4. ITEMS BROUGHT FORWARD FROM LAST MEETING and requiring a decision
a) Risk Assessment Cllr Gillic proposed that the Risk Assessment prepared by Cllr Marsh and adapted slightly since the February meeting be adopted; seconded by Cllr Buckley and agreed by all. Cllr Marsh was thanked for a very thorough piece of work.
b) Consultation on Dog Control Orders Cllr Jones suggested that the areas already covered by the District Council dog control orders should remain and that the minimum charge for violation should be £75, as recommended. She proposed that Council as a body do not complete the questionnaire because it would appear to be aimed at individual parishioners. Seconded by Cllr Bailey and agreed by all.
5. GENERAL CORRESPONDENCE requiring a DECISION
a) Application by Byfield Village Hall for change in Premises Licence This application would enable the hall management committee to oversee the sale of alcohol on more than just 12 occasions (i.e.Temporary Event Notices (TENS)) This would make it easier to let the hall for events and remove the confusion that sometimes arises as to who has or has not been able to apply for one of the TENS.
It was agreed there was no need for the Council to comment.
b) Geoff Amos Coaches – seeking financial assistance with the bus services as they no longer receive any subsidy from NCC.
It was agreed that this be put to the Annual Parish Meeting. APM agenda
If the village feels it could be of benefit then all the villages along the route would have to be involved.
c) DDC – Renewable energy for rural communities It was agreed to acquire the linked information. Clk
6. FINANCIAL MATTERS
a) FUND BALANCES Cllr Cannell provided fund balances.
The Clerk reported that the financial state at 28 February 2011 showed total assets of £68,527.53. This included £52,211 held in the NatWest Bonus saver a/c.
b) Internal Control Cllrs Cannell and Jones had checked the account books against minutes/statements and found them in order.
c) Banked INCOME since last meeting to 28 February 2011
LTSB Interest for January £0.51
Byfield Scout Group Ground rent 2010-11 £50.00
J&M Humphris Burial fee – Mr F W Steel £196.00
Flore PC Stationery + Clerk’s conference 25 Feb £52.08
Dignity Funerals Burial fee – Mr W Stewart (West Farndon) £392.00
NatWest Bank Bonus Saver interest Oct-Dec £137.79
7. AUDIT
a) Adoption of revised Assets Register The Chairman explained that the Assets Register now had to show only the original purchase price (or latest replacement cost if purchase price so long ago it is not known) and this is not to be inflated on an annual basis.
The Chairman proposed that the new Register as prepared by the Clerk be adopted. Agreed. A copy
would be given to all councillors. Clk
The question was raised about the insurance cover for non-saleable items such as the war memorial or the Brightwell Recreation Ground. The Clerk would ask the insurance broker if the BRG could be insured, as it is not so at present, or at least not by the Council. Clk
b) Internal Audit A copy of the interim report from the Internal Auditor had been given to each councillor. The report was noted. A further visit would be made before the Annual Return has to be submitted to the external auditor.
8. PLANNING
a) APPLICATIONS
i) DA/2011/131 – 4A Bell Lane. This to be deferred to a meeting on 14th March.
b) APPROVAL(S) None.
c) REFUSALS None
d) APPEAL The appeal against refusal of DA/2010/0057 (land to the south of Woodford Road) had been withdrawn and so the scheduled Local Inquiry had been cancelled.
Page 1027
e) West Northants Joint Planning Unit – Pre-submission consultation on the Joint Core Strategy. Cllr Gillic explained that this is only a consultation on whether or not the document to be submitted is legal. Consultation on the content was conducted many months ago.
He proposed that no comments be made. Agreed.
f) Any urgent planning matters to be brought to the attention of the Council, arising after publication of the agenda. None.
9. ANNUAL PARISH MEETING – 23rd March The Chairman asked all councillors to give him short reports on their areas, for the last 12 months. ALL
10. PLAYGROUND
a) Playground inspections Councillors had been carrying out inspections and submitting reports. A new rota would soon be needed. Clk
Cllr Jones requested more inspection forms and a copy of the rota. Clk
b) Regular maintenance during 2011 It was agreed to ask Iain Black if he is interested in continuing with a maintenance contract. Clk
c) Replacing of bark safety surfaces Quotation not yet received from Wicksteed Leisure.
11. BRIGHTWELL RECREATION GROUND
a) Gravel for lower car park Cllr Jones proposed that 30 tonnes of gravel be purchased to top up the car park; seconded by Cllr Buckley and agreed by all. Clk
b) Request from Byfield Cricket Club to allow cars to be parked on the BRG during cricket matches
It was agreed that cars could be parked on the field, as in previous years. The Club to be reminded that no cars are to be parked anywhere near the children’s playground area and a barrier must be in place to prevent this from happening. Clk
12. BURIAL GROUND, ALLOTMENTS, NEW WOOD, POCKET PARK
a) Water meter readings On 6 March main meter = 2830 and sub meter = 2557.
In the absence of Cllr Marsh it was agreed that all other items be carried forward to the April meeting.
Agenda
13. HIGHWAYS
a) Update on any matters reported to MGWSP
- Grips beside A361 north of the village. NCC had promised to cut these before the end of the financial year.
- Cllr Bailey reported that DDC had dealt quickly with a litter/fly tipping issue on the Boddington Road towards the former PoW camp.
Application for a second pedestrian crossing on A361 nearer to the village shop/PO It was agreed to ask NCC to look at possible sites, including one nearer to Edwards Close to help with getting school children to and from the recreation ground. Clk
- The Chairman proposed that agenda item 18 Accounts for Payment be brought forward in case time ran out before that item was reached. Agreed by all.
18 ACCOUNTS FOR PAYM ENT
Cllr Bailey proposed that the following accounts be paid; seconded by Cllr Jones and agreed by all.
Cheque
No £ VAT Authority
BofI 06 Byfield PC Closure of Bank of Ireland a/c 324.56 nil N/a
2766 Daventry DC Planning application for annex to
Scout HQ 85.00 nil s111 LGA72
2767 Broker Network Additional insurance premium 25.00 nil ditto
2768 Byfield Village Hall Hire in February 21.60 nil ditto
2769 Cancelled ——–
2770 Flore PC Use of photocopier 15.46 nil ditto
2771 May Gurney/Nordis Screwbands for Neighbourhood Watch
signs 77.76 12.96 ditto
2772 G Taylor Garden work 200.00 nil s19 LG(MP)A76
2773 SLCC Copy of Law of Parks & Open Spaces 19.95 nil s 111 LGA72
Page 1028
Cheq
No £ VAT Authority
2774 Mrs R Jeacock Honor’m cleaning bus shelters Feb 25.00 nil s4 LG(MP)A 53
2775 Mrs C White Honor’m Litter collection Feb 78.00 nil s19LG(MP)A76
2776 Mrs A Weller Clerk’s expenses – room as office, BT
line Feb11-Feb 12, BT Call Plan to May 11
B’band, mileage 121.30 11.69 s111 LGA 72
2777 HMRC PAYE March 10 (£93.80+£28.20) 122.00 nil s112 LGA 72
2778 A Weller Net pay March + net fees as Burials Clerk
Sept 10 to 3.3.11 488.78 nil ditto
2779 Ian Richardson Mole catching 75.00 nil s214 LGA 72
2780 Aylesbury Mains Lights – repairs to PLs 72 and 95 121.46 20.24 s 3 PCA 57
2781 Green Thumb War memorial garden grass treatment 67.98 11.33 s19 LG(MP)A76
2782 A Weller Postage stamps /mileage 55.76 nil s 111 LGA72
2783 N Stanford Tree work 1635.00 nil s96 HA 80
2784 Anglian Water Water to burial ground etc Aug-March 11 68.64 nil s 214 LGA 72
14. ENVIRONMENT
a) Report from Cllr Jones (attached) Adopted.
15. COUNCIL PROPERTY
a) Report from Cllr Jones (attached) Report adopted.
b) Proposal to purchase a picnic bench for recreation ground It was agreed to carry this forward to the April meeting as there were different opinions as to whether or not this was a good idea. Agenda
16. LIGHTING, UTILITIES
a) Quotation to disconnect and remove PL84 It was decided to carry this forward to April and to also obtain a price for disconnecting and removing PLs 85 and 86 (both Daventry Road). Clk/Agenda
17. COMMUNITY
a) Parish Council website – comparative quotations To be carried forward to April, with an earlier agenda slot. Agenda
19. REPORTS FROM REPRESENTATIVES ON VILLAGE ORGANISATIONS
a) Brightwell Recreation Ground Charity The Chairman reported he had been corresponding with a parishioner who was concerned that firework displays were no longer to be allowed on the recreation ground He had explained the reasons behind the decision and had suggested to the parishioner that they set up a group to organise a display in November, and then present a case to the Parish Council and BRGC for the use of the recreation ground.
b) Village Hall (JC) The renovated toilets are very good and thanks needed to be recorded to Daventry DC for a substantial grant.
Date of next meeting – Monday 14 March – planning.
There being no further business the meeting was closed at 9.53pm
1. PLANNING APPLICATIONS
a) 2011/131 – 4A Bell Lane for construction of rear conservatory and porch extension and installation of new first floor balcony.
Cllr Gillic explained the application and displayed the drawings. He had consulted with neighbours.
He proposed that Council offer ‘No Observations’ as a comment. Agreed by all.
b) 2011/155 – 26 Banbury Lane for renewal of planning permission 2008/285 for conversion to form
2 separate dwellings, including 2 two storey rear extensions and construction of 2 garages and access.
A copy of a letter from a neighbour to Daventry DC objecting to the application had been received.
Cllr Gillic explained the application, which goes back further than 2008, and proposed that ‘No Observations’ be submitted as a comment. Agreed by all.
2. Any urgent matters to be brought to the attention of the Council. None.
Chairman April 2011
========================================
BYFIELD PARISH COUNCIL
MINUTES OF THE MEETING OF THE COUNCIL held on THURSDAY 9th DECEMBER 2010 in BYFIELD VILLAGE HALL at 7.30pm
Before the meeting commenced councillors received a presentation from Joanne Martin of Northants Rural Housing Association and Elaine Ferguson of DDC (Housing) regarding more affordable homes for the village. It was explained that even if the appeal for a commercial housing development to the south of Woodford Road is successful then the 10 or 11 affordable homes required to be built as part of the development would not satisfy the need ascertained by the recent Housing Needs Survey instigated by the Parish Council, with NRHA. Both of the ‘exception’ sites offered to NRHA would be acceptable to DDC.
The officers asked the Council to consider looking urgently at the two sites offered and to let NRHA know which site the Council preferred.
The Chairman thanked both officers for attending.
The meeting formally commenced at 7.51pm.
PRESENT – Cllrs J Cannell(Chairman), A Bailey, M Buckley, J Gillic, D Jones, E Marsh and S Shepherd .
Also present - County Cllr Mrs Ogden
DECLARATIONS OF INTEREST – None
APOLOGIES FOR ABSENCE were accepted from – None; all present.
Apologies for not being able to attend had been received from the District Councillor
1. APPROVAL OF THE MINUTES OF THE LAST MEETING(S) – 11th November – Cllr Jones requested that Item 2d) Website be transferred to be part of Item 3 Chairman’s Announcements because it had been raised under that item. Agreed by those who had been present. Cllr Jones proposed the amended minutes be approved as a true record; seconded by Cllr Marsh and agreed by all who had been present.
22nd November – Cllr Marsh proposed the minutes be approved as a true record; seconded by Cllr Bailey and agreed by all who had been present.
2. REPORT ON MATTERS OUTSTANDING not covered elsewhere on the agenda
a) Repair of playground shelter. Cllr Shepherd promised to deal with this in the upcoming weekend, weather permitting. Also the padlock on the lower BRG gate and the pump in Westhorpe Lane. SS
b) Work at allotment gardens Cllr Marsh reported that the steps had been repaired, 1 water but lid replaced and fencing installed along part of the Farndon Road boundary.
c) De-weeding paths in burial ground Mr Cross has this in hand, but no work possible because of poor weather.
d) Council website Cllr Buckley is seeking quotes and proposals for a design/content. To be available for the January meeting. MB
e) Village Design Statement Each councillor had received a copy of the Chairman’s draft, including colour photographs as illustrations. The Chairman asked if councillors were happy for the document to be posted on the village website for comments from parishioners and also advertised in the next issue of The ByWord. Cllr Jones felt that 3 pages of photographs should be removed before the consultation. The Chairman pointed out this could also mean amendment to the text and he had hoped that in order to meet the planned timescale (of a definitive document to be presented to DDC in April) that Council would now agree to the document he had worked on for many weeks going forward for consultation. He pointed out that councillors could comment on the draft document in the same way that any parishioner could. If
Council could not now agree to the document going forward it would not be possible to advertise its availability in the February/March issue of The Byword. Cllr Gillic supported the Chairman’s proposal that the document as it stands be posted on the website and made available in print for any who require a copy. This was agreed by all bar one.
The Chairman would arrange for the document to go onto the village website and the Clerk would produce posters advertising the consultation plus advise the local newspaper correspondent. JC/Clk
The Chairman was thanked for his hard work in getting the document to a workable first draft stage. Thanks were also recorded to Andrew Spackman for getting the photographs in order.
3. CHAIRMAN’S ANNOUNCEMENTS
The Chairman thanked the councillors who had formed a team for the British Legion quiz and also to the Clerk and councillors who had prepared the Council’s Christmas tree for the church.
- Meeting closed for public comment and reports. County Cllr Mrs Ogden spoke about the NCC budget which was due to be set in the very near future. She feared that the County would suffer from a reduction in its grant funding from central government and this would result in cuts to services. She informed Council about a Centre for Independent Living in Gladstone Road, Northampton. This is being partly funded by NCC to offer an outlet for a number of private sector businesses selling a wide variety of aids to enable older people or those with a disability to remain in their own homes.
4. DATE FOR ANNUAL PARISH MEETING 2011
It was agreed to hold the APM on Wednesday 23 March at 8pm. The Clerk would book the main hall. Clk
The Village Design Statement to be the main presentation topic.
5. GENERAL CORRESPONDENCE requiring a DECISION
a) NCc Library Service – offer of assistance with setting up a Welcome Pack It was agreed to invite the Library Service officer to attend a future meeting. Clk
b) Boundary Commission The Commission wished to know if the Council would be happy for its’ comments on the consultation regarding the warding of Daventry DC to be made available for all to see. It was agreed it would. There is no need to reply to the Commission unless Council did not wish its’ comments to be made publicly available.
6. DIAMOND JUBILEE 2012
a) Organising Committee The Clerk reported that just one parishioner had offered to help with any plans.
One suggestion mentioned to a councillor was for the clock on the church to be re-gilded, as this had been purchased to mark Queen Victoria’s Diamond Jubilee.
b) Big Lottery Fund for large projects A few BLF grants of £60,000 each will be available, but linked to ITV with applicants having to appear on TV and the schemes voted for by the viewing public. It was agreed that this was not for Byfield, as it was not intended to spend that much money.
7. FINANCE
a) FUND BALANCES & FINANCIAL STATE Cllr Cannell provided fund balances against the budget.
The Clerk reported that the financial state at 26 November 2010 showed total assets of £71,928.12 including £52,000.00 in the NatWest Bonus Saver a/c.
Internal control
Cllrs Cannell and Jones had checked the account books against minutes/statements and found them in order.
b) Banked INCOME since last meeting to 26November
3 allotment holders Rent 2011-12 £45.00
J&M Humnphris Memorial fee – J Prestidge £45.00
Ditto Burial fee – Mrs E McCoy £194.00
A Weller + cash Sale of 2011 calendars £159.00
Flore PC Stationery £20.91
Lloyds TSB Interest for October £1.19
LexisNexis Refund of considered overpayment £53.45
NatWest Bank Removal of net interest on Bonus
Saver a/c to 30 Sept (£59.11)
NB Net interest on NatWest a/c to be replaced with gross interest.
c) Making a donation to Warks and Northants Air Ambulance
Cllr Marsh proposed that the Council continue to make an annual donation of £200 to the WNAA and that this continue from October 2011 to October 2014. This donation would be made under the power given by s137 of the Local Government Act 1972 as the air ambulance could be of benefit to any parishioner of the village. Seconded by Cllr Bailey and agreed by all.
d) Setting of the BUDGET for 2011-12
Based on discussions at the meeting on 11 November and the proposed budget prepared by the Clerk Cllr Jones proposed that Council set a budget of £47,384; seconded by Cllr Buckley and agreed by all.
The precept would be set at the January meeting.
e) Consideration of closing the Bank of Ireland account This stands at £324.56 and was kept open when the majority of money was withdrawn only in case bank rate was increased above 0.5%. Cllr Marsh proposed that the account be closed; seconded by Cllr Bailey. As Cllr Cannell is the only remaining signatory on the account a second signatory would be required and Cllr Jones offered to take on this role. The Clerk had requested a new mandate form from the BofI. Clk/DJ
f) Request from Victim Support Northants for financial assistance The Clerk reported she had written to the charity seeking further information, including the number of people from Byfield parish who had been helped of the last year. It was agreed not to consider making a donation until further information was provided.
8. PLANNING
a) APPLICATIONS None to consider.
b) APPROVAL(S)
i) 2010/810 – 19 High Street for Listed Building consent for new rooflight, re-fit of existing rooflight, capping chimney and installing new oak planked floor in dining room.
ii) 2010/830 (amended) – 1A High Street (Fiveways Filling Station) for extension of existing shop into adjacent retail unit, including external alterations, and provision of cycle park.
One of the conditions of the permission is that the vehicle sales must have left the site before the extended retail shop can open.
iii) 2010/847 – 1 Banbury Lane for car port.
c) REFUSALS None
d) Appeal Local Inquiry re 2010/0057 The Inquiry is postponed from mid December to mid February. The Council has advised the Planning Inspectorate that it may wish to speak at the Inquiry.
e) DDC Planning Policy – 3 year rolling programme of undertaking Housing Needs Surveys (HNS) Cllr Gillic proposed that Council write to DDC advising that as Byfield PC has very recently undertaken a HNS it sees no need to speak with DDC until nearer the time when another survey would be needed for the village (2013?). Agreed. Clk
f) Any urgent planning matters to be brought to the attention of the Council.
i) Land for affordable housing. It was agreed to consider, in January, the two parcels of land offered to NRHA. January agenda
9. PLAYGROUND
a) Playground inspections Cllr Jones had carried out checks and provided a report. Nothing obviously at fault.
b) Safer surfaces Cllr Cannell reported that rubber mats seemed to be available again but he proposed that no action needed to be taken until Spring 2011 as the present bark surfaces were adequate. Agreed.
- In view of the time Cllr Cannell proposed that Item 18 – Accounts for Payment – be brought forward. Agreed by all.
18. ACCOUNTS FOR PAYM ENT
Cllr Gillic proposed that a grant of £600.00 be made to the Brightwell Recreation Ground Charity for general mowing of the field in 2010; seconded by Cllr Jones and agreed by all.
Cllr Bailey proposed that the following accounts be paid; seconded by Cllr Shepherd and agreed by all.
Cheque
No £ VAT Authority
2724 Broker Network Additional insurance cover – roundabout 25.58 nil s111 LGA 72
2726 Byfield Village Hall Hire November 22.20 nil s111 LGA 72
2727 Flore PC Use of photocopier Aug-Nov 11.29 nil ditto
2728 G Taylor Fiveways – 3rd clearance of banks 145.00 nil s19 LG(MP)A76
2729 RD Landscapes Ltd 2 x hedge cutting + additional mowing 191.53 28.53 ditto
s214 LGA 72
2730 Mrs R Jeacock Bus shelter cleaning Nov. 25.00 nil s4 LG(MP)A 53
2731 Mrs C White Honor’m Litter collection Nov’ 78.00 nil s19LG(MP)A76
2732 Mrs A Weller Clerk’s expenses: room as office, TalkTalk,,
copying/mileage, gift token, stamps, tree
decorations 154.53 17.29 s111 LGA 72
2733 HMRC PAYE December 94.00 nil s112 LGA 72
2734 A Weller Net pay December 2010 375.77 nil s112 LGA 72
2735 Holy Cross PCC Council pages in The ByWord 26.08 nil s145 LGA 72
2736 ESPO Stationery + rock salt 39.46 5.88 s111 LGA 72
2737 Brightwell Rec. Grd Charity Grant towards mowing 2010 600.00 nil s19LG(MP)A 76
DD PWLB Loan repayments – 15 of 20 + 2 of 20 2150.85 nil n/a
10. BRIGHTWELL RECREATION GROUND
a) Use of the ground for public firework displays Letters of complaint had been received following the display on 7th November and the Council had also been informed of the demanding of either an entrance ticket or payment for access to the ground. The professional organiser has been told on a number of occasions in previous years that payment for access to the ground cannot be demanded, but he may seek donations towards the cost of the fireworks. A condition of the gift of the land is that is shall be open for access to all at no charge. A letter had been sent by the Council to the organiser asking why tickets were on sale before the event and why payment was demanded from anyone without a pre-purchased ticket. No reply had been received to date. The letters of complaint related to the disturbance to cattle and other stock in a neighbouring farm by the noise from both the fireworks and music. A similar complaint had been registered by the farmer in 2009 when cattle broke out from a barn, although the Council did not know of this until just before the 2010 event. There were also complaints of spent fireworks coming to earth in gardens and concern about possible fire danger for those properties with thatch roofs.
It was unanimously agreed that in view of the increasing size and noise of the firework displays and the problems which have occurred in recent years that the Brightwell Recreation Ground, being near to housing and a farm, is no longer a suitable venue for such events and that the BRG Charity (as managers of the ground) be informed that the Parish Council (as custodians of the ground) forbids the use of the ground for any firework displays with immediate effect. The Clerk would write to the Secretary of the BRGC. Clk
The Chairman proposed that in order to try to retain a firework display for the village in relation to 5th November that the Clerk write to farmers with land around the edge of the village asking if they would be interested in offering/renting land for November 2011. This was agreed by all. It was also agreed that the Council would not wish to be the organiser of any display but would simply act as a go-between with any farmer and the professional organiser of the display. Clk
11. HIGHWAYS
a) Proposal to request a bollard in the footway at the junction of New Terrace and High Street. The Clerk had already asked NCC to consider installing a safety barrier around this corner, but in view of the narrowness of the footway NCC had advised that this would not be possible.
Cllr Buckley suggested that an alternative would be to widen the footway out into the road which would force traffic travelling from the south to be routed away from the footway. This might, he thought allow for either a bollard or barrier to be installed on the extended section. Council asked Cllr Buckley to produce a sketch of his idea for the Clerk to send to NCC for consideration. MB/Clk
b) Work on Farndon Road NCC had advised of temporary day-time closure of Farndon Road for one week commencing 13 December to allow for carriageway repairs.
c) Updating of Local Transport Plan Consultation on this runs to 18 January. It was agreed not to ask for a print copy of the papers.
Additional matters
Cllr Bailey reported he is working through the tenants of 1 Boddington Road to arrange to have the overhanging hedge on High Street cut well back for the sightline from Boddington Road is improved.
12. RIGHTS OF WAY
a) Report of any new problems with RoWs Cllr Bailey reported that he is dealing, via the farmer, with the problem of a fallen tree on bridleway EF11.
b) Chichane on EF5 by Whitecroft Cottages It was agreed to open up the chicane again so that a parishioner with a wheelchair could have easier access.
13. BURIAL GROUND, ALLOTMENTS, NEW WOOD, POCKET PARK
a) Water meter readings Meters not yet read for December due to the very cold weather.
b) Burial ground fees from 1 January 2011
Cllr Marsh proposed that Council continue with the fees as set by the Church of England with a burial fee being £196 and interment of cremated remains being £80. The fee for a large monument would be £104.00 but other monument fees would remain at the 2010 level. Seconded by Cllr Gillic and agreed by all.
Part of the burial fees would be regarded as the fee for the granting of Exclusive Right of Burial.
The Clerk would advise the regular funeral directors. Clk
14. COMMUNITY
a) Reduction in bus services offered by Geoff Amos It was noted that the service is no longer subsidised by NCC, but is a purely commercial venture. Councillors reported that some parishioners had lobbied them about the removal of the early and late services that do seem to be well used. It was agreed to write to Geoff Amos asking why they removed the services which enable people to get to and from work and to ask if one or two services during the day could not be removed instead if financial savings needed to be made. Clk
The information on the changes had been received from NCC, not from the company.
b) Report on Oxon CC ‘Closer to Communities’ meeting Cllr Jones reported on the inaugural meeting held on 18 November in Banbury. OCC are offering these meetings because they know that villages in neighbouring counties use Banbury as a centre for work, shopping or health care. One area of concern expressed is the lack of parking spaces at the train station. Minutes of the meeting will be circulated on a Round Robin. Clk
c) Re-structuring of the police service in the County Any impact on Byfield is not yet known.
15. ENVIRONMENT
Nothing to report.
16. COUNCIL PROPERTY
a) Public noticeboard has been ordered and a price obtained for installation near the Co-Op.
17. LIGHTING, UTILITIES
a) Report on any new problems Light on west end of the church not working but this is the only one. One light at The Green seems to be intermittently not working. Cllr Gillic will keep checking on this.
19. REPORTS FROM REPRESENTATIVES ON VILLAGE ORGANISATIONS
a) BRGC Nothing to add.
b) Village Hall New toilets and flooring being installed. Two good community theatre events held recently.
c) Combined charities Cllr Jones reported that a grant had been given to the Cub Scouts to help with the unexpected need to hire a mini-bus for a weekend away, when it had been calculated that the Cubs would be transported by cars.
12 applications had been received for grants under Relief in Need for extra expenses relating to Christmas and for other needs. The trustees had been able to make reasonable grants to the applicants.
Date of next meeting – scheduled for Thursday 13 January.
Additional agenda items for the January meeting
Setting of Precept for 2011-12
Village Map
Council website
There being no further business the meeting was closed at 10.05pm.
================================================
BYFIELD PARISH COUNCIL
MINUTES OF THE MEETING OF THE COUNCIL
HELD ON 27 OCTOBER 2010 IN BYFIELD VILLAGE HALL
at 7.30 pm
PRESENT Cllrs J Cannell (Chairman), A Bailey, M Buckley, J Gillic, E Marsh and S Shepherd.
Also present – None
DECLARATIONS OF INTEREST –
Prejudicial None Personal Cllr Marsh for item 1b.
APOLOGIES FOR ABSENCE were received and accepted from Cllr Jones.
The Clerk could not be present, so Cllr Gillic offered to take notes for the minutes.
1. PLANNING APPLICATIONS
a) DA/2010/830 – 1A High Street for extension of existing shop into adjacent carpet retain unit. Demolition of existing garage block/office, proposed new sales cabin, modifications to Listed boundary wall, proposed new cold store and retention of van sales area.
Cllr Gillic outlined the proposals which included an illuminated sign on the gable wall fronting the High Street.
Local residents had been contacted by Cllr Gillic and several had made informal comments to him.
The Council agreed that it wished to support local businesses but there were a number of elements of the application about which the Council had concerns. Cllr Marsh proposed that because of the number of significant concerns the Council OBJECT to the application; seconded by Cllr Shepherd and agreed by all. The areas on which the Council objected being -
i) Illuminated sign not necessary as there is already a large illuminated sign for Texaco.
ii) Demolition of the garage block/office not necessary as it has served a good purpose for many years.
iii) Mobile office for van sales out of character with the brick and stone buildings surrounding the site. Being a temporary building it would not age well nor would it blend into the larger landscape.
iv) Concerns that the proposed car parking spaces would be available for customers because the site currently always has far more than five vehicles for sale. Photographic evidence supplied with the application showed at least 9 cars and vans on the forecourt.
v) No reference made to the standalone diesel pump which attracts HGVs that occupy much of the space where the proposed customer car parking is sited.
vi) Proposed chiller unit is a large industrial container which would be out of character with the brick and stone buildings surrounding the site. This structure would neither age well nor blend into the wider environment.
vii) Proposed chiller unit located within a few inches of a stone wall which would make repairs and maintenance impossible for neighbours. The small gap would restrict the flow of air and create damp problems.
viii) Proposed chiller unit would presumably have an electrical motor and fan that would create noise and vibration 24 hours a day to the detriment of neighbouring properties. The environmental impact statement did not contain reference to the type of unit or its’ environmental impact.
ix) The environmental impact statement made no reference to increased traffic movements.
b) DA/2010/847 – 1 Banbury Lane for car-port
It was agreed to offer NO OBSERVATIONS.
2. Any urgent matters to be brought to the attention of the Council. None.
3. RBL Quiz – 20th November – Invitation for the Council to enter a team. Cllrs Buckley, Cannell and Gillic offered to form the basis of a team. The Clerk to be invited to join them if available.
There being no further business the meeting was closed at 8.00pm.
Chairman November 2010
====================================================================
BYFIELD PARISH COUNCIL
DRAFT MINUTES OF THE MEETING OF THE COUNCIL held on THURSDAY 14th OCTOBER 2010 in BYFIELD VILLAGE HALL at 7.30pm (draft until approved at the next meeting)
PRESENT – Cllrs J Cannell (Chairman), A Bailey, M Buckley, D Jones, E Marsh and S Shepherd. Also present - none
DECLARATIONS OF INTEREST – Cllr Mrs Marsh – prejudicial for item 9a)
ACCEPTANCE OF APOLOGIES FOR ABSENCE were accepted from – Cllr Gillic
The County and District Councillors had advised they would not be able to attend.
1. MINUTES OF THE LAST MEETING(S) –
9th September – Page 998 Item 16 It was agreed the minutes be amended to show that Ian Tompkins was paid £104.00. Cllr Jones proposed the amended minutes be approved as a true record: seconded by Cllr Bailey and agreed by all who had been present.
22nd September Cllr Bailey proposed the minutes be approved as a true record: seconded by Cllr Buckley and agreed by all who had been present.
2. REPORTS ON MATTERS OUTSTANDING not covered elsewhere on the agenda
None.
3. CHAIRMAN’S ANNOUNCEMENTS
The Chairman reported he would not be available for the meeting on 11th November and he asked if Council wished to move the meeting by one week, either way. Cllr Bailey advised he would not be available on either 4th or 11th November.
Cllr Jones advised she would be willing to chair the meeting on 11th November if necessary. It was agreed to leave the meeting date at 11th November and for the Council to elect a Chairman on the night; there being no appointed vice-chairman.
4. GENERAL CORRESPONDENCE requiring a DECISION and not covered elsewhere on the agenda
a) Communication Workers’ Union (Northants) – seeking support to challenge possible privatisation of Royal Mail. It was agreed that it was not the place of a Council to be involved with this and as such no action would be taken.
b) NCC – Changes to management of concessionary fares from 1.4.2011. No views on the questions posed.
c) DDC/SNC/Police etc ‘Have your say’ event 17 November in Brackley. No one available to attend.
d) DDC – Standards Committee. Members sought from Parish Councils. Cllr Buckley expressed an interest. It was agreed that he deal directly with DDC. MB
e) Boundary Commission. Further consultation on the number of councillors for DDC. As the consultation runs to 20 December it was agreed to ask the District Cllr for his thoughts on the suggestions by the Commission to reduce the number of councillors from 38 to 36 and amend the wards. Clk/Agenda
f) Oxon CC. Open meeting on 18 November for villages which use Banbury as a centre. Cllr Jones
offered to attend. DJ/Clk
g) NCALC Training courses to year end. Interest was expressed in the planning courses. All councillors were reminded that they must apply themselves and arrange for an invoice to be sent to the Clerk. ALL
5. ITEMS BROUGHT FORWARD FROM LAST MEETING, REQUIRING A DECISION
a) DDC consultation on its’ policy for licensing House to House collections. Cllr Jones apologised for not having looked at this document. It was agreed to make no response.
Closure of meeting for public comments.
Meeting re-opened.
6. REVIEW OF THE FINANCIAL REGULATIONS OF THE COUNCIL
Cllr Buckley proposed that the regulations adopted in March 2007 continue to be used; seconded by Cllr Marsh and agreed by all.
7. REVIEW OF THE EFFECTIVENESS OF THE INTERNAL FINANCE CONTROL
a) Independence of the internal auditor It was agreed that the internal auditor, currently David Harries, being appointed by Northants CALC was truly independent of the Council.
b) Competence of the internal auditor As Mr Harries is a member of the NCALC team of internal auditors his competence to oversee the Council’s accounts and procedures was more than adequate. The NCALC internal auditors receive regular training from the external auditing company.
c) Relationship of the internal auditor to the Clerk and any councillor There is no known relationship – blood or otherwise – between the internal auditor, Clerk or any councillor.
d) Planning of the internal audit Once a date has been set for the external audit the Clerk and the internal auditor agree on dates when the internal auditor will visit to inspect the account books etc. This is done well in advance. Mr Harries usually makes a visit during the current year and then a second visit once the Annual Return has been approved by the Council.
e) Scope of the internal audit Mr Harries advises the Clerk of any particular aspects he wishes to deal with on his first visit.
f) Reporting on the audit The Clerk supplies each councillors with a copy of the internal auditor’s report and also the external auditor’s report.
Cllr Bailey proposed that the above statements constitute a review of the effectiveness of the internal financial controls of the Council: seconded by Cllr Marsh and agreed by all.
The Chairman advised that he and Cllr Jones carry out a monthly check of the account books against the minutes and bank statements. The Clerk produces a monthly statement on receipts and payments with a reconciliation to the bank statements and the Chairman produces a monthly statement of balances for individual areas of expenditure compared with the budget.
8. FINANCIAL MATTERS
a) FUND BALANCES
The Clerk reported that the financial state at 27 September 2010 showed total assets of £88,197.27
including £52,000 in the NatWest Bonus Reserve a/c.
Cllrs Cannell and Jones had checked the account books against minutes/statements and found them in order.
b) Poppy wreath Cllr Jones proposed that a donation of £26.00 be made under the power of s137 of the LGA 1972 to the Royal British Legion Poppy Appeal for a wreath for Remembrance Sunday; seconded by Cllr Marsh and agreed by all. Donation to be made at the November meeting. Agenda
Cllrs Bailey and Jones would attend the Remembrance Sunday service on 14 November to represent the Council. AB/DJ
c) Banked INCOME since last meeting to 27 Sept 2010
Lloyds TSB BIA a/c Interest for August £0.91
Byfield Scout Group Water used Feb-Aug £13.65
J&M Humphris Burial fee – Mr E T Jones £194.00
Flore PC Copy paper £19.40
Brightwell Rec. Ground Water used Feb-Aug £109.20
6 allotment holders Rent 2010-11 £105.00
Daventry DC Balance of precept £20,382.50
d) Initial preparation of budget for 2011-12
Cllr Jones suggested that a sum to pay a handyman for environment tasks would be useful. The other following areas of expenditure were put forward – work on trees each year for 3 years, Pocket Park and New Wood, safety surfaces at the playground, permanent feature to mark the Diamond Jubilee.
Councillors to provide the Clerk with budget figures by the end of October. ALL with a budget
Council to meet as a Working Party on Wednesday 3rd November at 7.30pm to discuss a budget to be set before the public meeting on 11th November. ALL
e) Audit for 2009-10 The report from the external auditor had been copied to each councillor. There were no matters arising to be brought to the attention of the Council.
9. PLANNING
a) APPLICATIONS Cllr Marsh left the meeting at this point
i) DA/2010/810LB – 19 High Street for new/replacement roof-lights, internal oak planked floor and capping of redundant chimney.
In the absence of Cllr Gillic the Clerk outlined the application and circulated a copy of the Design and Access Statement provided with the application.
Cllr Jones proposed that Council support the application on the grounds that much work was essential to the maintenance of the building and the proposals were tasteful and sympathetic to the building; seconded by Cllr Bailey and agreed by all. Clk
- Cllr Marsh re-joined the meeting.
b) APPROVAL(S) None received.
c) REFUSAL(S) None received
d) Application for extension to the Scout HQ Due to the indisposition of Cllr Gillic no further work had been carried out on this. It would be presented at the November meeting. JG
e) Any urgent planning matters to be brought to the attention of the Council, arising after publication of the agenda.
Planning application recently received for work at 1A High Street (Fiveways Filling Station). A meeting of the whole Council would be held on Wednesday 27 October at 7.30pm in the lower annex of the village hall to consider a response to this ALL to note
10. PLAYGROUND
a) Playground inspections Councillors had continued to carry out regular inspections.
b) Report on new roundabout, including consideration of a retro-fit of speed restrictor
Cllr Cannell reported that the roundabout had been installed in the week commencing 27 September, somewhat earlier than anticipated and as such he had had to make emergency arrangements for the removal of the redundant log-walk. He had paid for the removal himself, at £80.00, and it was agreed that this was an acceptable price and that he be reimbursed.
Cllr Cannell also reported that unfortunately a young child (described to him as a ‘toddler’) had fallen from the roundabout soon after its’ installation and sustained a broken collarbone. The mother had reported the incident to Cllr Cannell and had asked if the Council might consider fitting a speed restrictor. Cllr Cannell subsequently advised the Chairman of the School Governors to let parents at the nursery and the school know that the roundabout was designed for children age 6 to 14 years and posted a similar notice on the village website. He then placed notices on the roundabout advising of the age group for which it was intended. Unfortunately these had been removed within hours.
On her return from holiday the Clerk had written to the parent and had sent an incident report form for completion. This would be retained by the Council in an Incident Book.
Wicksteed Leisure had advised that because their roundabouts are not mechanically advantaged (i.e. only pushed by the users) there is no need for a restrictor because they cannot go faster than the maximum set for a mechanically advantaged roundabout (5metres per second). The roundabout complies with the British Standards/EN requirements. However, they quoted a price for the supply and retro-fitting of a speed restrictor at £1400.00 if Council wished to have this carried out.
It was agreed not to install a speed restrictor as the roundabout had been purchased for older children and this age group were very happy with it as it is.
c) Regular maintenance of the playground and safety surfaces The Clerk advised she had not yet written to Iain Black but would do so as soon as possible. Clk
d) Shelter – removed roof panel Cllr Shepherd to find out a price for having this welded back in place and advise the Clerk. SS
e) Plans for the purchase of any further items of equipment It was agreed not to consider any additional items as present. Cllr Cannell would look into replacing bark surfaces with rubber mats or other similar surfaces.
11. HIGHWAYS
a) Reports to Street Doctor The Clerk advised that the very poor condition of the footpath from Jubilee Close to High Street had been reported.
b) Other Cllr Bailey offered to approach the tenants of 1 Boddington Road regarding the overgrown ivy hedge on High Street. The depth of this hedge was a sightline problem for drivers exiting from Boddington Road. This was agreed. AB
12. ENVIRONMENT
a) Maintenance of trees Cllr Jones advised that Council now had reports and quotes from two contractors. She proposed that she and the Clerk look at these later in the month and decide which to accept based on the spending limit agreed. This was accepted. DJ/Clk
b) Removal of trees beside tennis courts These had been looked at by Cllr Jones with a contractor and are included in his report. Cllr Shepherd proposed that the trees should not be removed but be cut back on the side nearest the courts: seconded by Cllr Marsh and agreed by all. The Council would pay for this work. The Clerk would inform the tennis club. Clk
13. COUNCIL PROPERTY
a) Proposed illustrated village map Cllr Cannell advised that he had not been able to see the artist, but hoped to meet with him soon. He proposed that the item be carried forward to the December meeting. Agreed. Dec agenda
b) Further improvements to the well on The Tongue Cllr Bailey was thanked for his efforts with this and it was agreed that he could paint the railings etc with Hammerite paint. AB
14. BURIAL GROUND, ALLOTMENTS, NEW WOOD, POCKET PARK
a) Water meter readings Cllr Marsh reported the main meter at 2799 and the sub-meter at 2528. These tallied with the Clerk’s readings on 2nd September of 2795 and 2524 respectively.
b) Burial Ground –
i) Adoption of revised Rules and Regulations
Cllr Marsh proposed that the revised Rules as produced by the Clerk and dated August 2010, be adopted as the standard Rules and Regulations for the burial ground; seconded by Cllr Bailey and agreed by all.
ii) Any improvements to be considered Cllr Marsh asked for the gravel path to be cleared of weeds, preferably by hand, and for the defunct gate stop to be removed. Clerk to arrange for this to be done. Clk
c) Allotments – plans for improvements Cllr Marsh advised that the requests from the allotment holders were for 1. Steps at New Wood end to be made good 2. new lids for water troughs and 3. replace fence on the Farndon Road boundary where gaps have appeared. The Clerk would ask Bob Cross if he could undertake all this work. Clk
d) Wetland area Weeds had been cut down. This would need attention at least twice a year.
e) New Wood Weeds and grass on this will be cut down in the near future.
15. LIGHTING, UTILITIES
a) Report on any new problems 1 ‘day burner’ known about. To be reported when there are others that need attention.
b) Improvements to electricity supply to the village Central Networks had given advance notice of work to be carried out in 2011/12 to install new underground supply cables and remove some overhead lines and sub-stations. This should prevent or at least reduce the number of disconnections in parts of the village when overhead lines are brought down.
16. RIGHTS OF WAY
a) Report of any problems No problems known about.
b) Purchase of additional copies of new definitive map from NCC The Clerk advised that one copy would be supplied free of charge. Cllr Bailey proposed that 2 copies be ordered at £5.50 each; seconded by Cllr Buckley and agreed by all. Clk
17. ACCOUNTS FOR PAYMENT
Cllr Marsh proposed that the following accounts be paid; seconded by Cllr Bailey and agreed by all.
Cheque
No £ VAT Authority
2688 Warks & Northants Air
Ambulance Donation – 4th of 4 200.00 nil s137 LGA 72
2689 Mrs R Jeacock Honor’m cleaning bus shelters Sept 25.00 nil s4 LG(MP)A 53
2690 Ian Tompkins Honor’m Litter collection Sept 104.00 nil s19LG(MP)A76
2691 Byfield village hall Hire August & Sept 37.80 nil s111 LGA 72
2692 ESPO Stationery 24.60 3.66 ditto
2693 Design to Print Ltd 2011 calendars (130) 358.96 nil s145 LGA72
2694 BDO LLP External audit 2009-10 470.00 70.00 s111 LGA 72
2695 Northants CALC Training course (Cllr Bailey) 29.00 nil ditto
2696 N&J Draper Removing/Installing litter bins, dog
waste bins, repairs to bins, spreading
gravel 408.31 60.81 ss5,6 Litter 83
2697 RD Landscapes Ltd Village land mowing Aug/Sept 420.66 62.66 s19LG(MP)A76
s214 LGA 72
2698 Holy Cross PCC Council pages in The Byword Oct/Nov 51.36 nil s145 LGA72
2699 Flore PC Use of photocopier May-Aug 17.60 nil s111 LGA 72
2700 E.ON Lights – energy Jul-Sept 950/96 141.63 s3 PCA 57
2701 Cllr J Cannell Reimbursement for part for pump, s125 PHA 36
removal of redundant play equipment, s19LG(MP)A76
(urgent) and copying for VDS 144.94 9.67 s111 LGA 72
2702 Mrs A Weller Clerk’s expenses: room as office, ditto
TalkTalk phone/b’band, mileage 64.45 2.16 s145 LGA72
2703 HMRC PAYE October 94.00 nil s112 LGA 72
2704 Mrs A Weller Net pay October 375.77 nil s112 LGA 72
TOTAL expenditure this month £3777.41 Total expenditure to date incl VAT £24,975.28
18. REPORTS FROM REPRESENTATIVES ON VILLAGE ORGANISATIONS
a) Village Hall Cllr Cannell reported that the painting had been undertaken and the management committee thanked the Council for the grant. Treasurer had advised she would retire at the next AGM. 50th anniversary would be marked in November 2010. Photo Museum to be on public display at an appropriate event.
b) Charities Cllr Jones advised that grants had been made to 4 university students. No applications from any adults and no applications from village organisations for the Causeway Charity. The next meeting of the trustees would be held in December.
c) Brightwell Recreation Ground Charity Cllr Cannell reported that the operator of the fireworks display in early November had been present at a recent meeting of the trustees and had been given firm instructions regarding safety requirements. The trustees were to look at converting to a company limited by guarantee.
d) School No information available on the primary school. New nursery unit opened – a very good facility.
Date of next meeting – Regular meeting – Thursday 11th November.
Additional meeting to consider planning matters – Wednesday 27th October.
Additional Items for the November agenda
- 1st draft of budget for 2011-12
- Set date for Annual Parish Meeting 2011
- Costs for public notice board near to The Green
- PC website
There being no further business the meeting was closed at 9.53pm.
Chairman November 2010
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BYFIELD PARISH COUNCIL
MINUTES OF THE MEETING OF THE COUNCIL
HELD ON 22 SEPTEMBER 2010 IN BYFIELD VILLAGE HALL
at 7.30 pm
PRESENT Cllrs J Cannell (Chairman), A Bailey, M Buckley, J Gillic, D Jones and S Shepherd.
Also present – 1 member of the press and 4 parishioners
DECLARATIONS OF INTEREST –
Prejudicial None
Personal None
APOLOGIES FOR ABSENCE were received and accepted from Cllr Marsh.
The Clerk could not be present, so Cllr Gillic offered to take notes for the minutes.
1. PLANNING APPEAL – Application DA/2010/0057 – land to the south of Woodford Road
Appeal against refusal. Appeal to be the subject of a Local Inquiry.
Cllr Gillic outlined the grounds for appeal that the developer had submitted. He then made observations about 3 of the 8 grounds.
- Meeting closed for comments by the public. Comments included the Parish Council’s activity on having the area in question designated as a village green. It was explained that the Council had obtained legal advice which indicated that an application would need proof of use for 20 years by a range of people from across the village not simply those adjacent to the site. The Parish Council had also sought to gain information and support for a submission from villagers but this had not been forthcoming.
- The Council was asked if it would be present at the appeal and the Chairman confirmed that this was most likely although dates and location were not yet known so guaranteed attendance could not be given at present.
- Meeting re-opened
Based on his outlining of the appeal Cllr Gillic proposed that he draft a response for the Clerk to send to the Planning Inspectorate. This response would support the refusal decision by Daventry District Council and draw attention to some shortcomings in the grounds for appeal. It would also highlight the Parish Council’s proactive approach to providing affordable housing for the village. This was seconded by Cllr Jones and agreed by all. Clk
- Cllr Shepherd left the meeting at this point.
2. Any urgent matters to be brought to the attention of the Council. None.
3. AFFORDABLE HOUSING TRAINING SESSION – 1st October (morning). No councillors were available to attend. The Clerk was requested to ascertain if the training session would be run again and to request a copy of any notes and handouts. Clk
There being no further business the meeting was closed at 8.01pm.
Chairman October 2010
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MINUTES OF THE MEETING OF THE COUNCIL held on THURSDAY 9th SEPTEMBER 2010 in BYFIELD VILLAGE HALL at 7.30pm
NOTE : These are draft until approved at the October meeting.
Before the meeting commenced councillors received a report from Joanne Martin of Northants Rural Housing Association on the offer of two pieces of land for a possible third affordable housing development. These are an extension to Clock Meadow and behind The Causeway with access off the end of Lovett Road.
Mrs Martin offered to have architect’s drawings and site plans produced for each site based on the results of the Housing Needs Survey undertaken last autumn for consideration by the Council. This was accepted.
The Chairman thanked Mrs Martin for attending and for the information.
Meeting formally commenced at 7.47pm
PRESENT – Cllrs J Cannell(Chairman), A Bailey, M Buckley, J Gillic, D Jones and E Marsh,
Also present - none
DECLARATIONS OF INTEREST – None.
ACCEPTANCE OF APOLOGIES FOR ABSENCE were accepted from – Cllr S Shepherd
Cty Cllr Mrs Ogden sent her apologies and Dist Cllr Patchett had advised that he hoped to be present but would be late.
1. MINUTES OF THE LAST MEETING(S) –
19 August Cllr Marsh proposed that the minutes be approved as a true record; seconded by Cllr Buckley and agreed by all who had been present.
2. REPORT ON MATTERS OUTSTANDING not covered elsewhere on the agenda
a) Burial Ground – revised rules. Cllr Marsh proposed that the draft revised rules be sent to all councillors with a view of adopting them at the October meeting. Clk/Agenda
b) Village Design Statement The Chairman advised that Mark Challice had produced a draft copy with photos included. The Chairman felt that further photographs may be needed and he proposed that the Council ask Andrew Spackman if he would be able to put together a Mark 1 VDS for consideration initially by councillors and then a Mark II to be circulated to each household in the village. This was agreed with the added recommendation that Mr Spackman be offered a fee for his work. The Chairman would discuss this with Mr Spackman. JC
It was further agreed that the Clerk send a copy of the draft VDS to Daventry DC to show that the Council is working on the project. Clk
3. CHAIRMAN’S ANNOUNCEMENTS The Chairman advised that he is working on a draft Medial Policy including suggested amendments/additions. He would aim to have this available for the October meeting. JC
4. GENERAL CORRESPONDENCE requiring a DECISION and not covered elsewhere on the agenda
a) Hedleys Solictors - possible registration of a new village green. The solicitors advised that ideally a public meeting should be called by other than the Parish Council or a councillor and that such a meeting should decide if an application is to be submitted.
The Chairman proposed that notice of the need for such a meeting be made through the local press and posters. He offered to produce a poster. The Clerk would arrange for the information to go into the local papers. JC/Clerk
b) DDC – consultation on policy for House to House collections. To be carried forward to October meeting. DJ
c) DDC – consultation on policy relating to CRB checks and Taxi/Private Hire drivers. Cllr Gillic reported he had read the draft policy which he regarded as establishing a robust process which would be of benefit to the residents of Byfield. It was agreed that the Clerk advise DDC of this view. Clk
d) Society of Local Council Clerks – suggestion that Councils write to their MP with their views on the proposal that local referendums be held over proposed excessive Council Tax rises. Agreed. Clk
(Council had already advised DCLG of many objections to this proposal)
e) Northants Licensing Partnership – 3-year review of the Licensing Act 2003. It was agreed no comments needed to be made.
f) Northants CC – Emergency Planning conference – 7 October at Thrapston. No one able to attend mainly because the venue is too far away. The Clerk would advise NCC and ask if another conference could be held at the western end of the County. Clk
5. STANDING ORDERS
Cllr Buckley proposed that the draft new Standing Orders, as adapted from the new Model by the working party, be adopted; seconded by Cllr Marsh and agreed by all.
The Clerk would issue a signed cover sheet to each councillor. Clk
6. FINANCE
a) FUND BALANCES Cllr Cannell provided fund balances against the budget.
The Clerk reported that the financial state at 27 August 2010showed total assets of £69,584.24 This included £52,000.00 in the NatWest bank Bonus Saver a/c, of which £12,000.00 is earmarked for expenditure in this financial year and £3561 is truly ring-fenced for the future.
Cllrs Cannell and Jones had checked the account books against minutes/statements and found them in order.
b) INCOME banked since the last meeting ( 19 August)
Lloyds TSB BIA a/c Interest for July £1.65
Redgauntlet Publications Use of photo from Museum £8.00
L Clark Allotment rent 2010-11 £15.00
c) Insurance Cllr Jones proposed that Council continue to insure through Came and Co (with Aviva) from 1st October and that a 3-year agreement be entered into; seconded by Cllr Marsh and approved on a vote of 4 in favour and 1 against. It was also agreed that a review be undertaken in June 2013 to seek alternative quotations.
7. PLANNING
a) APPLICATIONS None.
b) APPROVAL(S) None
c) REFUSAL(S) None.
d) Scout Group A request had been received from the Scout Group for an extension to the Headquarter, which is situated on Council land, and for the Council to apply for planning permission. The Group would reimburse the Council for the fee.
Cllr Gillic proposed that the Council submit the application but enter into discussion with the Scout Group over the design of the extension. Agreed by all. JG
e) NCC - Minerals and Waste Development Framework Notice of Submission of Control and Management of Development DPD. Noted.
f) Any urgent planning matters to be brought to the attention of the Council, arising after publication of the agenda. Notice of appeal against refusal for application 2010/0057 – any additional comments to be with the Planning Inspectorate by 7 October. . Cllr Gillic proposed that this be discussed at a meeting on Wednesday 22nd September at 7.30pm. Agreed. Clk/Agenda
8. ENVIRONMENT
a) Report from Cllr Jones. This was adopted.
i) Apple trees. It was agreed to purchase 2 replacement trees. These would be funded from the Parish Plan implementation budget. DJ
ii) Tree guards. It was agreed to purchase a third guard (for the apple trees) to match the existing two. This would also be funded from the Parish Plan implementation budget. Clk
b) Tree maintenance. Cllr Marsh supported Cllr Jones’ request for up to £1600 of tree maintenance work. Agreed by all. Cllr Jones is seeking reports and quotes from various tree surgeons.
9. COUNCIL PROPERTY
a) Report from Cllr Jones. This was adopted.
b) Illustrated village map The Chairman displayed two designs from the artist. It was generally accepted that a hand drawn map would be preferred. Individual councillors to make comments on the two designs and layouts directly to the Chairman. ALL
c) Maintenance of the well on The Tongue Cllr Bailey offered to deal with this including cutting back the ivy and cleaning the plaque. AB
d) Village notice board (Parish Plan implementation) The Clerk suggested two locations adjacent to The Green and types of board. It was agreed that comparative designs and costs be obtained for the November meeting. Clk
10. PLAYGROUND
a) Playground inspections Councillors advised they had been carrying out their checks under the new rota system. Exposed nails in the safety surface surround of the Adventure Climber were reported. The Clerk would ask Bob Cross to deal with these. Clk
b) Annual safety inspection No major issues raised except for the need for a sign advising ownership, age limits etc. The Clerk would advise on some suitable wording for a permanent sign. Clk
c) Roundabout The Chairman proposed that the quotation from Wicksteed be accepted for a Rotarider (without speed limitation) and Ecoscape rubber safety surface at a total cost of £7214 plus VAT. Roundabout to be painted green. Seconded by Cllr Jones and agreed by all. Clerk to order as soon as possible. Clk
d) General maintenance of the playground It was noted that the regular maintenance work on the bark safety surfaces had not been carried out nor had trees been cut back as requested, so the Clerk was asked to enquire if the contractor still wanted the contract. Clk
e) DDC Play Ranger and Sports Team visits The Play Rangers had made 5 half-day visits over the school holidays and had 140+ children attend in total. The two sports sessions had attracted around 30 young people.
- In view of the time the Chairman proposed that the agenda order be amended to bring forward item 16 – Accounts for Payment. Agreed by all.
16. ACCOUNTS FOR PAYM ENT
Cllr Gillic proposed that the following accounts be paid; seconded by Cllr Bailey and agreed by all.
Mrs R Jeacock Honor’m cleaning bus shelters August 25.00 l s4 LG(MP)A 53
Ian Tompkins Honor’m Litter collection August 72.00 s19LG(MP)A76
Green Thumb War memorial garden grass treatment 64.00
Broker Network (Came&Co) Insurance premium from Oct-Sept 1350.98 s111 LGA 72
2685 Mrs A Weller Clerk’s expenses: room as office + BT line 35.27 3.32 ditto
HMRC PAYE September 10 126.60 s112 LGA 72
A Weller Net pay Sept + net fees for acting as Burials clerk Mar-August 505.78 ditto
TOTAL expenditure this month £2211.63 Total expenditure to date £21,197.87
11. HIGHWAYS + RoW
a) Matters reported to MGWSP Cllr Bailey advised he had reported some potholes. The Parish Enhancement Gang had been working in the village siding out the footways opposite the Co-Op. This was not a priority area as requested by the Council.
b) RoWs Some foliage beside hard path RoWs in the village had been cut back. NCC (presumably) had dealt with the nettles etc on EF5 behind Clock Meadow.
12. LIGHTING, UTILITIES
a) Report on any new problems Cllr Gillic advised that 3 lights are not working and will be reported to Aylesbury Mains.
b) Contaminated spring in Westhorpe Lane Thames Water had advised that they had jetted the nearby sewers and could find no leaks from there into the water course. It was agreed to ask DDC to carry out another test in November or December to see if the water is still contaminated and if it could be from animals rather than sewerage. Clk
13. BRIGHTWELL RECREATION GROUND
a) Locking of gate across lower access track It was agreed that the gate must not be locked during the day as this causes problems for many e.g. DDC staff to have access to empty litter and dog waste bins, the less able to get near to the burial ground for visiting family graves. It was noted that no request had ever been made to the Council or the BRG charity for the locking of the gate during the day. The Clerk would advise Rod Healey. Clk
As it was now 10pm and in accordance with the newly adopted Standing Order 1x that meetings should not exceed 2 and a half hours the Chairman proposed that remaining business - Burial Ground etc and Reports from representatives – be carried forward to the next meeting. This was agreed by all.
Meeting closed at 10.01pm.
Date of next meetings – 22nd September (Planning) and 14th October. (Full Council)
Items for inclusion on October agenda Agenda
- Initial budget for 2011-12
- Review of Financial Regulations
- Review of effectiveness of internal financial control
Chairman October 2010
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MINUTES OF THE MEETING OF THE COUNCIL held on THURSDAY 19th AUGUST 2010 in BYFIELD VILLAGE HALL at 7.30pm
PRESENT – Cllrs J Cannell (Chairman), A Bailey, M Buckley, J Gillic, D Jones E Marsh and S Shepherd. Also present – None
DECLARATIONS OF INTEREST – None for prejudicial. Cllrs Cannell and Jones declared a personal interest for item 7c.
RECEIPT and ACCEPTANCE OF APOLOGIES FOR ABSENCE None. All present.
1. MINUTES OF THE LAST MEETING(S) –
15th July 2010 Cllr Bailey proposed the minutes be adopted as a true record; seconded by Cllr Jones and agreed by all who had been present.
2. UPDATE ON MATTERS OUTSTANDING not covered elsewhere on the agenda
All carried forward to the September meeting, as the August meeting was planned to be as short as possible.
3. CHAIRMAN’S ANNOUNCEMENTS
a) Media Policy Cllr Cannell to do.
Closure of meeting for reports and public comments. Not necessary as no one present
4. GENERAL CORRESPONDENCE, requiring a decision and not covered elsewhere on the agenda
a) Boundary Commission Consultation on the number of councillors on Daventry DC.
It was agreed to offer No Comment.
b) DCLG – Consultation on local referendums to veto excessive council tax increases
It was agreed that local referendums were not appropriate for local councils and that the Clerk respond in line with her report to the Council. Clk
c) Northants CALC – notice of AGM 20 October Cllr Cannell would be the voting delegate and Cllr Gillic also hoped to attend. No resolutions and no-one wished to stand for the County Committee. Clk
d) DDC Standards Committee It was agreed that members would prefer to attend a general training course rather than one only for Byfield PC. Clk
e) Warks and Northants Air Ambulance Seeking support for Air Ambulance Week 20-26 September. It was agreed to offer The Green for any fundraising events the WNAA wished to hold – as in 2009. Clk
f) DDC – House to House Collections policy – consultation Cllr Jones would look at this and report to the September meeting. DJ/Sept agenda
g) DDC – Policy on licensing Hackney Carriage and Private Hire drivers – consultation. Cllr Gillic offered to look at this and report to the September meeting. JG/Sept agenda
h) Northants Fire and Rescue Service – seeking volunteers to carry out Home Safety Checks
It was agreed to have a speaker address a meeting of the Council when the Service has sufficient material to do this. The Service had already confirmed that any volunteers recruited would have to apply for an enhanced CRB clearance.
5. AFFORDABLE HOUSING It was agreed to meet with Northants Rural Housing Association as soon as possible to investigate any suitable land for a third small development. The Clerk reported that the officer from NRHA would like to visit on the 9th September.
6. COUNCIL PROPERTY
a) Pump in Westhorpe Lane It was reported that the handle of this pump had been stolen, or removed for some other reason. Cllr Cannell had delivered leaflets to the nearby residents asking if any had any information and also posted a public notice. No information had been received.
It was agreed that a replacement top section of the pump be purchased. The cost would be around £50. Cllr Cannell would purchase this via the internet. JC
7. FINANCE
a) Financial state The Clerk reported that at 28 July 2010 the Council had total financial assets of £73,620.80. £40,000 now held in a NatWest Bonus Saver a/c of which £3560 is ring-fenced. LTSB reserve a/c is £31,517 of which £12, 236 is for designated expenditure.
Fund balances To be reported at the September meeting.
Internal Control Cllrs Cannell and Jones had checked the account books against minutes/statements and found them in order.
b) INCOME banked since the last meeting –
Flore PC Stationery £3.80
Central Networks Wayleave to Scout HQ on BRG £22.27
J&M Humphris Burial fee – Walter Brinklow £194.00
John White Funerals Burial fee – Mrs A Webber £156.00
Lloyds TSB Interest for May £3.00
c) Grant request from Village Hall Management Committee
Cllrs Cannell and Jones took no part in this item.
The Chairman of the Committee had written requesting a grant to help with internal painting in time for the 50th anniversary of the hall in November.
Cllr Gillic proposed £440; seconded by Cllr Marsh and agreed by all.
d) Grant to Brightwell Recreation Ground charity
Cllr Buckley proposed that a grant of £300 be made to BRGC to enable the trustees to place an immediate order to have the field weed-kill treated for plantain etc; seconded by Cllr Gillic and agreed by all.
e) Transfer of £12,000 to NatWest Bonus Saver a/c
Following advice from the Clerk Cllr Jones proposed that £12,000 of currently non-needed funds in the LTSB Reserve a/c be transferred to the NatWest Bonus Saver a/c; seconded by Cllr Shepherd and agreed by all. One withdrawal a quarter is permitted without loss of interest from the Bonus Saver a/c, so any funds needed could be accessed.
f) ACCOUNTS FOR PAYMENT
Cllr Bailey proposed that the following accounts be paid; seconded by Cllr Marsh and agreed by all.
Cotswold Decorative Ironworks 2 x tree guards 299.63
Mrs R Jeacock Cleaning bus shelters July 25.00
Ian Tompkins Litter collecting July 104.00
Timberline Ltd Balance of Adventure Climber 1277.81
Craftsman Binders Binding 2 sets of minutes 90.00
RD Landscapes Byfield land mowing July 210.33
Anglian Water Burial ground etc water Feb-Aug 136.50
ESPO Stationery 45.60
G Taylor Clearing Fiveways banks July 145.00
Byfield Village hall Hire – July 16.20
Mrs A Weller Compost bin for burial ground 25.99
rs A Weller Clerk’s expenses – room, phone, b’band, mileage 57.07
HMRC PAYE August 10 93.80
Mrs A Weller Clerk’s net salary August 10 375.97
Hedleys Solicitors LLP Legal fee re possible new RVG 293.75
Playground inspection 95.18
Playsafety Ltd Inspection checklists 29.38
Byfield Parish Council – transfer of £12,000.00 to NatWest Bonus Saver a/c
Byfield Village Hall MC Grant to help with painting 440.00
Brightwell Recreation Grd Charity Grant to help with weed treatment 300.00
8. PLANNING
a) Applications None
b) Approval(s)
i) 2010/459 – land adj Poolview Garage, Boddington road for Certificate of Lawfulness for vehicle storage, repair and disposal.
c) NCC Minerals and Waste Development Framework Final adoption of the Core Strategy. It was agreed to request the one free copy offered. Clk
d) Permission 2009/404LB and Refusal 2009/418 for 32-34 Banbury Lane
Cllr Gillic explained that the Clerk had asked DDC Development Control for an explanation of why work was carried out on an outbuilding when LB had been granted but full permission refused. The Planning Enforcement officers had written to explain that full permission had not really been required because the outbuilding had remained as designated ancillary accommodation to the main house but had fallen into some disrepair. Listed Building consent had been necessary for work to bring it up to date and useable as ancillary accommodation.
e) Any URGENT planning matters to be brought to the attention of the Council. None.
There being no further business the meeting was closed at 8.59pm.
Date of next meeting –Thursday 9th September.
Chairman September 2010