MINUTES OF THE ANNUAL MEETING OF SAUGHALL AND SHOTWICK PARK PARISH COUNCIL held on Tuesday, 19 May and reconvened on Monday, 1 June 2015 in the Vernon Institute, Church Road, Saughall
Tuesday, 19 May 2015
In attendance: Councillor A Bailey Councillor Mrs M Collins Councillor Mrs J Edwards Councillor Mrs K Ford Councillor Mrs J Knox Councillor Mrs J O’Malley Councillor Mrs JE Storrar Councillor A Warrington Councillor Mrs D Whitton Councillor Mrs JM Young
Mr Bob Salisbury, Internal Auditor
Apologies: Councillor H Jennings (Home Watch Co-ordinator) Cheshire West and Chester Councillor Brian Crowe PCSO Wendy Leason
Monday, 1 June 2015
In attendance: Councillor A Bailey Councillor Mrs M Collins Councillor Mrs J Edwards Councillor Mrs K Ford Councillor H Jennings (Home Watch Co-ordinator) Councillor Mrs J Knox Councillor Mrs J O’Malley Councillor Mrs JE Storrar Councillor A Warrington Councillor Mrs D Whitton Councillor Mrs JM Young
Mr Bob Salisbury, Internal Auditor Cheshire West and Chester Councillor Brian Crowe (Part)
Apologies: PCSO Wendy Leason
79. ELECTION OF CHAIRMAN
It was proposed and seconded and it was
RESOLVED:
That Councillor Mrs K Ford be elected Chairman of the Council for the ensuing Municipal Year.
Page 56 80. CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE
The Chairman signed her declaration of office, witnessed by the Clerk.
81. ELECTION OF VICE-CHAIRMAN
It was proposed and seconded and it was
RESOLVED:
That Councillor A Warrington be elected Vice-Chairman of the Council for the ensuing Municipal Year.
82. MEMBERS’ CODE OF CONDUCT
(a) Completing New Declarations of Interest Forms. Members were reminded that the onus was on them to complete their Declaration of Interest Forms as a matter of urgency.
(b) Dispensations under the Localism Act 2011. Members were reminded of the rules on how disclosable pecuniary interests (DPIs) must be dealt with at meetings as follows:
• If the DPI is not entered in the Register of Interests kept by the Monitoring Officer at Cheshire West and Chester Council the Member must disclose the interest to the meeting. • The Member must not participate in any discussion of, or vote on, the matter. • In accordance with the Parish Council’s Standing Orders the Member must leave the room during consideration of the matter. • If the DPI is not entered in the Register of Interests the Member must notify the Monitoring Officer of the interest within 28 days of the meeting.
RESOLVED:
That, subject to the completion of an appropriate request form, all Members be granted a dispensation (which will expire on 2 May 2019) to approve the budget and the annual precept for the parish on the grounds that without the dispensation the number of persons prohibited from participating in the consideration of this item of business would be so great a proportion of the body transacting the business as to impede the transaction of the business, and the dispensation is in the interests of persons living in the Council’s area.
(c) Declarations of Interest
No declarations of interest were received.
Page 57 83. VACANT SEAT ON THE COUNCIL AND THE OPTION TO CO-OPT SOMEONE TO FILL IT
RESOLVED:
That the vacancy be advertised in the next Parish Council Newsletter.
84. MINUTES
RESOLVED:
That the Minutes of the meeting of the Council held on 30 March 2015 be confirmed as a correct record.
85. ANNUAL PARISH ASSEMBLY
RESOLVED:
That the Minutes of the Annual Parish Assembly held on 30 March 2015 be received.
86. MEETING SCHEDULE – 2015/16
RESOLVED:
That the meeting schedule be noted.
87. COMMITTEE REPRESENTATION
RESOLVED:
That the Members of the Field Committee be Councillors H Jennings (subject to his agreement), A Warrington and Mrs JM Young,*Mrs S Harris (subject to her agreement) and *Messrs B Huxley and *RA Storrar (subject to their agreement).
*Following the meeting Councillor H Jennings, Mrs S Harris and Messrs B Huxley and RA Storrar’s agreement was sought and obtained.
88. PARISH COUNCIL REPRESENTATION
RESOLVED:
That the Council be represented as follows:
(a) Chester Area Meetings of the Cheshire Association of Local Councils (ChALC)
Councillors Mrs M Collins, Mrs K Ford, Mrs J O’Malley and A Warrington
Page 58 (b) ChALC’s Quality Parish Council Forum
No nominations at present.
(c) Vernon Institute Management Committee
Councillor Mrs D Whitton.
(d) Saughall Youth Club Management Committee
Councillor Mrs J Edwards.
(e) Saughall Community Sports Pavilion Committee
Councillors A Bailey, Mrs JE Storrar and Mrs JM Young.
(f) Swing Park Refurbishment Working Group
Councillors Mrs J Knox, Mrs J O’Malley, A Warrington and Mrs JM Young.
(g) Responsible Financial Officer
Mr G Hudspeth.
(h) Internal Auditor
Mr B Salisbury.
(i) Tree Warden and Environmental Warden
*Mrs H Cakebread (subject to her agreement).
*Following the meeting Mrs H Cakebread’s agreement was sought and obtained.
(j) Parish Paths - Wardens
Councillors A Bailey and A Warrington.
89. PLANNING MATTERS
(a) Planning Applications
(i) The observations on the following planning applications were agreed and the planning authority was notified of them.
15/01155/FUL Proposal: Conversion of agricultural building to form 1 no. dwelling (Use Class C3). Location: West View, Shotwick-Frodsham Road, Shotwick Park, Chester, Cheshire.
Page 59 “No objections”
15/01354/FUL Proposal: Proposed Construction of 3 detached bungalows on the disused kennels site. Location: Land At Former Little Creek Kennels, Kingswood Lane, Saughall, Chester, Cheshire.
“No objections”
(ii) The Council considered the following planning applications which had been lodged with the Planning Authority, Cheshire West and Chester Council, since its last meeting and set out its observations on them as follows:
15/01370/FUL Proposal: Drop kerb to be put in to allow a change of part of the front garden to driveway for off road parking for 1 car. Location: Bellcot, Church Road, Saughall, Cheshire.
“No objections.”
15/01497/LDC Proposal: Certificate of lawful use of property as C3 dwelling house. Location: Kingswood Coach House, Kingswood, Parkgate Road, Mollington, Cheshire.
“No objections but this property has been a residential dwelling for more than 20 year so why is the applicant applying for this now?
15/01667/OUT Proposal: Erection of one dwelling. Location: Land adjacent to 88 Hermitage Road, Saughall, Cheshire.
“Objection: The entrance is close to a blind bend and on a slight rise in the hill. Three properties are already exiting from this single driveway. It is very dangerous. The Parish Council appreciates that this is in fill, it is land locked in fill.”
15/01767/FUL Proposal: Enclose area under the existing balcony at rear. Location: 130 Hermitage Road, Saughall, Chester, Cheshire.
“No objections.”
Councillor Mrs K Ford declared a personal interest in respect of the following planning application and vacated the Chair whilst it was under discussion.
Councillor A Warrington in the Chair.
15/01834/FUL
Page 60 Proposal: Change of Use from agricultural land to a campsite, for the erection of up to 8 temporary “glamping units” between 1 March and 31 October each year. Construction of a facilities building, communal dining building, an access road, parking area and associated landscaping. Location: Kings Acre, Kingswood Lane, Saughall, Cheshire.
As a hard copy of the plans had not been received it was agreed to ask the planning authority for an extension to the period of time in which it had requested the Council’s comments.
Councillor A Warrington vacated the Chair.
Councillor Mrs K Ford returned to the Chair.
15/01998/FUL Proposal: Ancillary single storey building to the Main Dwelling Location: Sunnyside, Parkgate Road, Saughall, Cheshire.
Members noted that the location plan provided by the planning authority was near Hoole Road. It was therefore considered that the paperwork was incorrect. It was also noted that the location plan on its website for this application also included a location plan near Hoole Road.
The Clerk would inform the planning authority and request the appropriate location plan and a time extension for comments.
(b) Planning Decisions The following planning decisions made by CWaC – the Planning Authority were noted:
(i) 14/04340/FUL Proposal: Menage. Location: Land rear of 3 and 4 Woodbank Lane, Woodbank, Chester, Cheshire.
“Approval.”
(ii) 15/00005/FUL Proposal: First floor extension – resubmission of application 14/02890/FUL. Location: Woodside Farm, Parkgate Road, Saughall, Chester, Cheshire.
“Refusal.”
(iii) 14/05357/FUL Proposal: Single storey side extension. Location: Meadowside, Parkgate Road, Saughall, Chester, Cheshire.
“Approval.”
Page 61 (iv) 15/00168/FUL Proposal: Alterations to rear outrigger to increase eaves height and loft conversion. Location: Marton, Long Lane, Saughall, Chester, Cheshire.
“Approval.”
(v) 15/00105/FUL Proposal: Front porch, single storey side extension and detached outbuilding to replace existing garage. Location: 18 The Ridings, Saughall, Chester, Cheshire.
“Approval.”
(vi) 15/01014/S73 Proposal: Variation of condition 2 (approved plans) of planning permission 14/03297/FUL to relocate basement. Location: The Vicarage, Church Road, Saughall, Chester, Cheshire.
“Approval.”
(vii)15/00889/FUL Proposal: Extension to the front of the store and alteration to the car park. Location: Saughall Post Office, Church Road, Saughall, Chester, Cheshire.
The Council noted that this planning application had been withdrawn.
(viii)15/01076/FUL Proposal: Proposed single storey extension to rear. Location: Fernlea, Seahill Road, Saughall, Chester, Cheshire.
“Approval.”
(ix) 15/00234/REM Proposal: Reserved matters following outline application 14/02881/OUT for one dwelling. Location: Land at Fallowfield, Long Lane, Saughall, Chester, Cheshire.
“Approval.”
(c) Appeal Under Section 78 against refusal of a Householder Application in respect of the Vicarage on Church Road, Saughall
The content of a letter dated 13 April 2015 from Cheshire West and Chester Council’s Development Planning was noted. The appeal would be determined on the basis of written representations.
Page 62 (d) Urgent Planning Matters – Planning Application for the Co-operative Store, Church Road, Saughall
The Clerk reported that on 27 May 2015 she had been approached by Chris Edge, the Co-operative Estates Regional Planning Manager, NW/SW & Wales. He had sent her a copy of the proposed site layout plan and elevations drawings for the extension to the Saughall Foodstore. The extension would be to the rear of the existing Food store predominately, as well as to the elevation closest to the school. These amended plans had been discussed with the Planning Officer a couple of weeks ago where it had been confirmed that the planning authority would support the proposed development.
Members noted that the rationale for the extension was three fold:
• to improve the internal layout of the Foodstore which was very cramped for shoppers; • to improve the back of house area and staff accommodation; and • to include a new bakery within the Food store for fresh bread.
Mr Edge had provided some images of how the Foodstore would look after the extension and re-fit for Members’ information.
Mr Edge had requested the Council’s comments on the proposal following the meeting held on 1 June 2015, as soon as possible. He intended to submit the planning application early the following week.
RESOLVED:
That the Clerk be requested to inform Mr Edge that:
‘This Council would like you to give consideration to providing designated footpaths at both sides of the car park, installing adequate lighting and that you take account of the impact of what you propose on those in the neighbouring properties.
Also, the manager has previously promised, verbally, that there could be a defibrillator located at the store when it was altered. Can this be done after these works are completed if it is considered the best place in the village for it please?’
90. POLICE/HOMEWATCH
(a) PCSO Report
It was reported that the PCSO was currently on leave.
Members raised concerns about children riding on electric scooters. Councillor A Warrington informed that he had reported this to the Police.
It was also reported that children were dashing across the road in front of vehicles as part of a game. Councillor Mrs D Whitton informed that she
Page 63 intended to speak to the Headteacher at All Saints C of E Primary School, Mrs Prenton about this.
RESOLVED: That
(1) the reports be received;
(2) PCSO Wendy Leason be requested to email her report to the Clerk as soon as possible;
(3) the Clerk be requested to write to Inspector Ian Wedge inviting him to the Council’s next meeting scheduled for 7pm on Tuesday, 7 July 2015 in the Vernon Institute to discuss various issues including:
• the “hot spots” in the village where motorists park on pavements and too close to junctions causing visibility issues, particularly at the junction of Long Lane and Fiddlers Lane and children on motorbikes etc.; • the merits of the Twenty’s Plenty initiative; and • the need for a police presence at Council meetings especially as the Council contributes so much from its own budget to the policing of Saughall.
(4) the Clerk be requested to obtain a date and time when PCSO Wendy Leason can accompany Members available on the ‘Village Walk’ and make the necessary arrangements.
(b) Home Watch Report
Councillor H Jennings was not at the meeting held on 19 May 2015 so no Home Watch report was provided. It was reported that he had emailed the Clerk with apologies for the meeting on 19 May 2015 and informing her that he was willing to continuing as Home Watch Co-ordinator.
RESOLVED:
That the report be noted.
(c) Saughall Neighbourhood Management Report
Councillor Mrs JM Young informed of arrangements for the Summer Play Scheme which was being run during the week commencing on 10 August 2015 in the Vernon Institute.
RESOLVED:
That the report be received.
91. THE GENERAL POWER OF COMPETENCE
The general power of competence was the ‘power to do anything that individuals generally may do’. It was specifically stated that this included
Page 64 things that were unlike anything else the local authority did, or unlike anything that other public bodies did. The authority could use the general power of competence inside or outside the parish and it need not show that the action benefited the authority or its area or its residents. There was no limit on expenditure under the general power of competence.
The General Power of Competence was available automatically to principal councils but only to ‘eligible’ parish councils. The Council had been an eligible Council since its meeting held on 4 November 2013. (Minute No. 246/2013 refers.) The Clerk reported that the Council continued to satisfy all the conditions required in order for it to be granted the General Power of Competence and remained eligible to exercise this power. These conditions were as follows:
• The Council must pass a resolution stating that it is eligible to use the general power. • When the Council passes the resolution at least two thirds of the membership of the council must have been elected (i.e. not co-opted). • The Clerk must hold the Certificate in Local Council Administration (the recognised qualification for Clerks) and must also pass the 2012 CiLCA module on the general power.
RESOLVED:
That this Council meets the conditions required in order for it to be granted the General Power of Competence and is now eligible to exercise this power.
92. NATIONAL ASSOCIATION OF LOCAL COUNCILS’ STAR COUNCIL’S AWARD SCHEME 2015
The Council was requested to note the content of a briefing note in respect of NALC’s Award Scheme and consider whether to make any nominations. The closing date for nominations was 30 June 2015. Hard copies of the nomination guide and the sponsorship guide had been provided for Members.
RESOLVED:
That the Clerk be requested to submit nominations by 30 June 2015 in respect of the following awards:
• Council of the Year (submission provided by her); and • Digital Communications of the Year (Submission provided by the Chairman).
Page 65 93. PARISH COUNCIL INSURANCE The Council’s insurance renewal was due on 1 June 2015. At the Annual Meeting of the Council held on 12 May 2014 it had been
‘RESOLVED:
That agreement be given to a new long term insurance agreement with Came & Co until 31 May 2017 being signed by the Clerk.’
(Minute No. 120 refers.)
RESOLVED:
That the decision of the last Council be reaffirmed and it be noted that the new bench seat in the Golden Jubilee Park with an insured sum of £1,050 has been added to the insurance policy’s street furniture section. This brings the Total Risk Sum to £190,109.96.
94. PARISH COUNCIL BUSINESS PLAN – ACTION GROUPS The Council was requested to review and revise the Working Groups and their memberships as considered appropriate. The previous membership list was provided to assist this task.
RESOLVED:
That the Business Plan Action Groups be as follows:
Group Membership Draft Budget Setting PC Chairman, PC Vice-Chair, Councillor A Bailey, PC Clerk, and PC Responsible Financial Officer. Community Events
- Remembrance PC Chairman and PC Vice-Chairman to liaise with Sunday British Legion and the Vicar.
Golden Jubilee Park Development
New Sports Pavilion PC Chairman, PC Vice-Chairman, Councillors Mrs J Development and Edwards, Mrs JE Storrar, Mrs JM Young, plus Fundraising representatives of: Uniformed Groups, Cricket teams, Football teams, and other users and potential users. Business Plan – oversight Councillors A Bailey, Mrs M Collins and Mrs K Ford. and updating Allotments Councillor Mrs J Edwards and *Mr RA Storrar (subject to his agreement). Community Investment Councillors Mrs K Ford, H Jennings and A Champions Warrington.
Page 66 *Following the meeting Mr RA Storrar’s agreement was sought and he refused.
95. PARISH COUNCIL NEWSLETTER The Council was requested to give consideration to the future size, format, content, printing arrangements and costs of its Newsletter and to agree the way forward.
The Clerk circulated a copy of the last Newsletter published by Neston Town Council as an example of best practice for Members’ information. It was in colour and on 6 sides of A4.
RESOLVED: That
(1) the size and style of the Parish Council Newsletter be revised so that it has a more modern look;
(2) Members and the Clerk be requested to carry out what research they can and bring examples, quotes etc. to the next meeting of the Council for discussion; and
(3) in the meantime, the July 2015 Newsletter be produced in the usual style.
96. HIGHWAYS ISSUES – PROPOSAL FOR A TRAFFIC REGULATION ORDER It had been agreed at the Annual Parish Meeting held on 30 March 2015 (Minute No. 4 refers) that the Council would discuss at this meeting:
(a) Speeding Traffic – Twenty’s Plenty.
Councillor H Jennings informed that he had arranged for the highways authority to provide data in respect of local roads.
It was noted that the relevant Executive Portfolio Holder at Cheshire West and Chester Council, Councillor Lynn Riley had previously informed that if there was the support of all resident of a road then a 20 miles per hour limit could be imposed. However, it was also noted that there was a conflicting view that road engineering may provide the answer because there tended to be more accidents in Twenty’s Plenty areas.
RESOLVED:
That the reports be received and advice be sought from Inspector Ian Wedge on the Twenty’s Plenty initiative, at the next meeting.
Page 67 (b) Parking on grass verges and footpaths.
Members raised their concerns about motorists parking on pavements, opposite junctions and grass verges in the village.
RESOLVED:
That these issues be addressed during the ‘Village Walk’ (Minute No. 90(a) refers.)
97. VILLAGE EVENTS Councillor Mrs JM Young informed that ticket sales were ‘steady’ in respect of the Music in the Park event scheduled for Saturday, 6 June 2015. She asked that the Council pay for the hire of the generator which was needed (£197:50).
RESOLVED:
That the Saughall Jubilee Fund be reimbursed in the sum of £197:50 for the hire of the generator.
98. MEMBERS’ TRAINING REQUIREMENTS Councillor Mrs K Ford informed of NALC’s Councillor Horizons Event being held in London on 13 June 2015 and asked if the Council would pay her train fare so she could attend.
RESOLVED:
That Councillor Mrs K Ford be requested to pay her train fare to London to attend NALC’s Horizons Event out of her Chairman’s allowance.
99. GOLDEN JUBILEE PARK (a) Field Committee It was reported that the Field Committee had not met recently but the problem regarding the seeding of the grass by the MUGA had been reported to the contractor who had agreed to visit the site to see what he could do.
It was also reported that a noticed was required for the MUGA (‘No Bikes or Spikes’).
RESOLVED:
That the reports be noted.
(b) Temporary Uniformed Groups’ Headquarters The Uniformed Groups had been informed that planning permission would need to be obtained in respect of the temporary porto cabin situated in the Golden Jubilee Park being used as a temporary Scout Hut. Councillor Mrs JM Young informed that the Planning Enforcement Officer at Cheshire West and Chester Council would re-measure the porto cabin. Councillor Brian Crowe would be in attendance when this was done.
Page 68 Councillor Mrs K Ford reported that the insurance company had paid out the sum agreed in respect of the fire damaged Uniformed Groups’ Headquarters. There was a proposal to carry out low cost refurbishment of the Headquarters so it could be used until the Community/Sports Pavilion was built and costings for the work involved were being put together. The other proposal was that it would be demolished.
Councillor Mrs K Ford also informed that it was now an appropriate time to review the Golden Jubilee Park’s Joint Use Agreement as this had not been done for some time.
RESOLVED:
That the reports be received.
(c) Fallen Tree onto Neighbouring Land Councillor Mrs JM Young reported that the tree in the Park that had fallen onto neighbouring land and taken down approximately twenty feet of fencing behind the big pond would need to be cut up professionally and removed. The fence would also have to be repaired.
RESOLVED: That
(1) the report be noted;
(2) the Field Committee be requested to obtain quotations for the work required;
(3) the Clerk be requested to write to the owner of the land informing her of what has happened and that the Council will need to access her land to remove the tree and to repair the fence; and
(4) the Council’s insurance policy be consulted in the light of the quotations to be received for the work required.
(d) Suspension of Standing Orders
Councillor Mrs K Ford proposed that Standing Orders be suspended during the consideration of the next item of business in order to allow members of the public to join in the discussion.
RESOLVED:
That the Council’s Standing Orders be suspended for the duration of the next item of business.
(e) The Proposal to build a Community and Sports Pavilion Mr Brian Huxley introduced himself and other members of the Saughall Community and Sports Pavilion Committee in attendance at the meeting. He then made a presentation on the proposal to build a Pavilion, the work of the Committee, methods of construction, the possibility of appointing a
Page 69 Project Manager and the external funding that was being sought to assist the project.
Councillor Mrs JE Storrar informed that she had a conflict of interests as she was on the Council and also a member of the Saughall Community and Sports Pavilion Committee.
Following his presentation Members and the Clerk asked a number of questions which Mr Huxley answered as appropriate. Issues discussed included:
• The Council’s commitment and support for the project which was set out in the Parish Plan and the Council’s Business Plan. • The Council providing a letter of support – without prejudice - at the appropriate time in support of a funding application. • Methods of funding including grant aid and the Public Works Loan Board. • The amount of funding attracted from funding organisations so far for the project and decisions still awaited.
RESOLVED: That
(1) Mr Huxley be thanked for his attendance at the meeting, his informative presentation and answers to the questions asked; and
(2) it be noted that the Council’s commitment to the Community and Sports Pavilion has been set out in the Parish Plan and its Business Plan.
Standing Orders back in force.
(f) Multi Use Games Area It was noted that the gate would be closed after the Music in the Park event.
(g) Future Development of the Park and the Proposal to Fund the Refurbishment of the Swing Park etc. The Council was informed of options for the location of the Swing Park. It was considered that it was better to leave it in its current position and have a two stage approach to its refurbishment. Stage 1 would be the refurbishment in the area where the Swing Park was located currently and Stage 2 would be to increase its size by providing play equipment etc. on adjacent land.
RESOLVED: That
(1) the refurbishment of the Swing Park be carried out in two stages;
(2) the Swing Park Refurbishment Working Group be requested to give consideration to which play equipment could be provided at Stage 1 and at Stage 2; and
Page 70 (3) the Swing Park Refurbishment Working Group be requested to obtain quotations for each Stages of the project for consideration at the next meeting of the Council on 7 July 2015.
(h) Possible Expansion of the Golden Jubilee Park The Clerk reported that she had not received a response to her letter of 18 December 2014, sent by recorded post, informing a land owner that the Council was interested in purchasing land for an amount previously agreed by the Council. She thought that this may mean that the land owner was not interested in selling the land for the price offered.
RESOLVED:
That the report be noted.
(i) Ian Humphrey’s Bench The Clerk reported that the Humphrey family intended to hold an event in the Park in memory of Ian (who had been a Parish Councillor until his death) on the morning of Saturday, 27 June 2015 and all Members were invited to attend. A specific time and further details would be provided in due course.
The Council was asked whether or not it wanted to make a financial contribution towards the cost of the refreshments to be provided at the event.
RESOLVED:
That this Council agrees to contribute £25 towards the cost of the refreshments to be served at the event on Saturday, 27 June 2015.
100. MORRIS HOMES DEVELOPMENT It was reported that flooding was now a problem because the water course had been altered when the houses were built.
It was also reported that the road still required work and there were no grids.
RESOLVED:
That the reports be noted and the Clerk be requested the inform Cheshire West and Chester Council of the problems.
101. YOUTH ACTIVITIES Councillor Mrs Jane Edwards informed that the Youth Club had acquired a new pool table and a new table tennis table and currently there were no issues of concern.
RESOLVED:
That the report be noted.
Page 71 102. VERNON INSTITUTE MANAGEMENT COMMITTEE (VIMC) Councillor H Jennings reported that the VIMC was drawing up a Business Plan.
The VIMC had requested that the Council provide a grant towards the costs (£945) of replacing a window at the Vernon Institute.
RESOLVED: That
(1) the reports be noted; and
(2) the Council provide a grant of £500 towards the cost of replacing the window at the Vernon Institute.
103. CHAIRMAN’S REPORT Councillor Mrs JM Young informed that the green container on Church Road had now been moved.
Councillor Mrs K Ford informed that she would not be providing a Chairman’s report at future Council meetings. However, matters that required decisions would be listed on the agenda.
RESOLVED:
That the reports be noted.
104. PARISH COUNCIL SURGERIES Councillor A Warrington agreed to preside over the next Parish Council Surgery and bring a report on its proceedings to the next meeting of the Council on Tuesday, 7 July 2015.
RESOLVED:
That Councillor A Warrington’s offer be accepted and he be requested to inform the Clerk of the date, time and venue of his Surgery so that she can prepare public notices to advertise it.
105. CHESHIRE WEST AND CHESTER COUNCIL – WARD COUNCILLOR’S REPORT (INCLUDINGANY HIGHWAYS AND ENVIRONMENTAL ISSUES)
RESOLVED:
That this item of business be deferred to the next meeting as Councillor Brian Crowe has left the meeting.
106. ACCOUNTS
(a) Audit of Accounts 2014/15 Mr Bob Salisbury presented his report following his audit of the Council’s Accounts for the Financial Year 2014/15. The key issues raised were as follows:
Page 72 • There was a large amount of surplus held both at the beginning of the Financial Year (£91,990:26) and at the end of the Financial Year (£92,008:98). Audit Commission guidelines stated that the surplus should be no more than 15% of expenditure which was £128,078:01. Currently, the surplus was 72%. • The Clerk’s salary paid on 12 May 2014 was £497:26 and it should have been £497:28. Insignificant in itself but it highlighted the weakness of a Receipts and Payments account rather than a more rigorous double entry accounting system. • The bank charges of £3 for 14 March were listed as 14 February. • The payment to Daisy Communications on 17 June of £44:12 was for an invoice in the previous Financial Year and no invoice appeared for this amount, only a reminder letter. • The payment of £1,758:13 on 17 June to Leander Architectural for the war memorial plaque should be included as a S137 payment. Also included under S137 should have been the payment to Saughall Guides of £20 on 2 February. • The payment to Leisure Services of £744 on 30 March for netball posts, tennis nets and posts should be included in the playing field. Likewise the costs of tennis racquets, balls and a basketball.
Mr Salisbury also informed that he did not wish to continue as the Council’s Internal Auditor for much longer and that Mr Galvin of 26 The Ridings was interested in taking over this role. If the Council was agreeable to this he would work with Mr Galvin to ensure a smooth transfer over of the role at a date to be agreed.
RESOLVED: That
(1) Mr Bob Salisbury be thanked for his report and all his hard work during the years he has been the Council’s Internal Auditor; and
(2) Mr Galvin be appointed as the Council’s Internal Auditor on a date to be agreed.
(b) Chairman’s Annual Allowance
RESOLVED:
That Councillor Mrs K Ford be awarded a Chairman’s Allowance of £1,000 for the Municipal Year 2015/16.
(c) 2014 – 2016 National Salary Award
RESOLVED: That
(1) the detail of the 2014 – 2016 National Salary Award be noted; and
(2) the Clerk be paid her arrears of salary from December 2014.
Page 73 (d) Cheque Signatories
RESOLVED:
That the Council’s Cheque Signatories be Councillors A Bailey, Mrs K H Ford, Mrs JE Storrar, Mrs D Whitton and Mrs JM Young.
(e) Payments made since the meeting of the Council held on 30 March 2015
RESOLVED:
That the following payments be approved:
Financial Year 2015/2016 £ Cheque No Vernon Institute 214:70 102877 (Hire of small hall – 1 April 2014 – 30 March 2015) Leisure Surfaces (Cheshire) Ltd 780:00 102878 (MUGA Work) Mrs S Hudspeth 583:38 102879 (April 2015 Salary + Arrears (LG Pay Award)) Mrs S Hudspeth (May 2015 Salary) 507:60 102880 Mrs S Hudspeth (Expenses April/May 2015) 116:38 102881 Mr JC Baker 372.00 102882 (Re provided cheque No.102876 which he destroyed in error) Mr JE Davies (Litter Picking) 70:00 102883 Mrs K Ford (Chairman’s allowance) 1,000:00 102884 University of Chester (Website hosting) 102:00 102885 Mrs S Hudspeth (June 2015 Salary) 507:60 102886 Mrs S Hudspeth (Expenses June 2015) 30:00 102887 Mr JE Davies (Litter Picking) 70:00 102888 Mrs JM Young 25:00 102889 (Refreshment – Ian Humphrey’s Bench Event) Vernon Institute Management Committee 500:00 102890 (Grant for replacement window at Vernon Institute) Cheshire West and Chester Council 197:00 102891 Cheshire Association of Local Councils 839:80 102892 (Affiliation Fees etc.) Cheshire County Playing Fields Association 20:00 102893 Affiliation Fees) Saughall Jubilee Fund 197:50 102894 (Generator Hire – Music in the Park) Came and Company (Insurance Renewal) 1,328:52 102895 Wirral Borough Council 139:21 102896 (Postage costs – 15 January – 15 June 2015)
Page 74 (f) Receipts
RESOLVED:
That the following receipts be noted:
• Parish Precept £59,433 • Way leave Payment £4:76 • Saughall Neighbourhood Management Team (cost of Ian Humphrey’s bench) £1,100
(g) Cash to Bank Reconciliation
RESOLVED: That (1) the contents of the cash to bank reconciliation sheet and the bank statement from 25 March to 24 April 2015 be noted; and
(2) copies of bank statements will no longer be produced with the agenda but the original can be viewed on the Clerk’s file.
(h) Cheshire Association of Local Councils
RESOLVED:
That this Council will continue as a member of the Cheshire Association of Local Councils for the ensuing Municipal Year.
(g) Cheshire Playing Fields Association
RESOLVED:
That this Council will continue as a member of the Cheshire County Playing Fields Association for the ensuing Municipal Year.
107. ATTENDANCE AT MEETINGS OF OUTSIDE BODIES There were no outside body meetings coming up and Members had no reports of the proceedings of meetings of outside bodies to relay.
108. COMMUNICATIONS RECEIVED No communications had been received.
109. CIRCULARS The following circular had been received:
• NMC News Summer 2015
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