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Minutes 28Th May 2015

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Garway Parish Council Minutes of the Annual Meeting of Garway Parish Council held in Garway School Hall on Thursday 28th May 2015 No GPC/MW/006 Councillors Present Councillor Mr. Craig Hooper Councillor Mr. Richard M. Sparey Councillor Mrs. Rosemarie Sparey Councillor Mr. Chris Strange Acting Clerk Mr. Malcolm Walker Also Present Lengthsman Mr. Terry Griffiths, P3 Officer Mr. Mike Brewer, Ward Councillor Mr. David Harlow and seven further members of the public *Prior to the start of the meeting all Parish Councillors present completed a Declaration of Acceptance of Office of Councillor Form and completed their Notice of Registrable Interests Forms Forms to be sent to Mr. Anthony (Tony) Phillips and Councillor Miss Cara Campbell for completion as soon as possible The Ordinary Meeting of the Parish Council was formally opened by the Acting Chairman Councillor Mr. Chris Strange at 7.40pm 1.0 Election of Chairman & Vice-Chairman Councillor Mr. Anthony (Tony) Phillips (in his absence) having indicated to the Clerk the he was prepared to accept the role of Chairman if nominated, in the absence of any other nominations Cllr. Phillips was unanimously elected to the post of Chairman Councillor Mr. Richard M. Sparey was elected unopposed to the post of Vice – Chairman 2.0 Apologies for Absence Apologies received and accepted from Councillor Mr. Anthony (Tony) Phillips Councillor Miss Cara Campbell was not present Locality Steward for Balfour Beatty Living Places (BBLP) Mr. David Atkinson was not present No representative from the Local Police Team 3.0 Minutes To receive, approve and sign the Minutes as a true record of the Ordinary Meeting No GPC/MW/005 held on Wednesday 23rd April 2015 and Confidential Minute from Item 12 of the same meeting were unanimously confirmed as a true record and signed by the Acting Chairman Councillor Mr. Chris Strange 4.0 Declarations of Interest & Dispensations * See prior to opening of meeting 4.1 To receive any declarations of interest in agenda items from Councillors No Declaration of Interests were made 4.2 To consider any written applications for dispensation No Written Applications were received 2015 - 284 5.0 Financial Report 5.1 The Parish Council Resolved unanimously to ratify the 2014-2015 accounts as presented See appendix 1 Proposed by Councillor Mr. Chris Strange Acting Chairman and Seconded by Councillor Mrs. Rosemarie Sparey External auditor’s certificate and opinions for 2013/2014 part of section 3 given to all Parish Councillors present See appendix 2 5.2 The Annual Governance Statement was read to the Parish Council and Unanimously approved 5.3 The Acting Chairman signed the Annual Audit Return form as did the Clerk / RFO 5.4 Bank Balances as per Statements th Treasurers Account @30 April 2015 £11,431.57 Receipts Herefordshire Council BACS Remittance Advice 4670989 Lengthsman monies for year 2013/2014 £1,273.50 Invoices for Approval Terry Griffiths (Contracting) TGC1246 Lengthsman Account + Worksheet £330.00 28/05/2015 Cheque No 000442 Terry Griffiths (Contracting) TGC1247 Lengthsman Village Upkeep + Worksheet £148.80 28/05/2015 Cheque No 000443 Terry Griffiths (Contracting) TGC1248 P3 Footpaths Account + Worksheet £36.00 28/05/2015 Cheque No 000444 Terry Griffiths (Contracting) TGC1249 Lengthsman Account Special + Worksheet £348.00 28/05/2015 Cheque No 000445 **Zurich Insurance Invoice No 17712006 YLL-2720437103 01/06/2015-31/05/2016 £303.23 28/05/2015 Cheque No 000446 Internal Auditor Mrs. J. Cole £25.00 28/05/2015 Cheque No 000447 Herefordshire Association of Local Councils (HALC) Clerk Cover Invoice No 6021 rd April 23 2015 £380.26 28/05/2015 Cheque No 000448 Herefordshire Association of Local Councils (HALC) Clerk Cover Invoice No 6022 th May 28 2015 £130.54 28/05/2015 Cheque No 000449 All payments were Unanimously approved The notice of appointment of date for the exercise of electors’ rights Accounts for the year ended 31st March 2015 was posted on the Parish Council Notice Board together with the “Councils’ Accounts A Summary of Your Rights” HMR&C VAT Form for 01/11/2014 – 31/03/2015 for £531.04 completed ready for submission 5.5 The Internal Auditor’s Report for 2014-2015 raised no issues for the Parish Council to consider 5.6 The scope of the Internal Audit for 2015-2016 was confirmed 5.7 The Parish Council confirmed the re-appointment of Mrs. J. Cole as their Internal Auditor for 2015 – 2016 5.8 Lloyds Bank Mandate Form Update required no action 5.9 **Parish Council insurance quotation and approval payment see above 2015 - 285 5.10 P3 yearend report approved and signed by the Acting Chairman Councillor Mr. Chris Strange Councillor Mr. Mr. Chris Strange checked and cross referenced items in the bank file and found everything correct 6.0 Election of Delegates & Reports HALC SAM Representative Agenda for the next full Parish Council meeting Village Hall Delegate Miss Cara Campbell Parish Footpaths Officer Mr. Mike Brewer was nominated as Parish Footpaths Officer 7.0 To Receive Reports from 7.1 Ward Councillor’s Report Ward Councillor Mr. David Harlow gave an update and overview of progress to date Training sessions attended Herefordshire Council face more financial cuts over the next few years Most vulnerable sectors of society being the elderly and children 2 x cuts per year for verge / grass cutting He will try and be the middle man between Parish Council and Herefordshire Council 7.2 Locality Steward Mr. Dave Atkinson Locality Steward Mr. Dave Atkinson not present but report sent by email, see Information Sheet Item 14.0 7.3 Parish Footpaths Officer Extract from “Minutes of the ordinary meeting of Garway Parish Council held on Monday 21st October 2013 in Garway Village Hall 10 FOOTPATHS OFFICER Mike Brewer had kindly offered to take on the responsibility of the Footpaths Officer; this was proposed by Mr M Howard and seconded by Mr C Robinson. Mr Brewer would be happy to walk all the designated footpaths although any volunteers to help would be appreciated. It was agreed the Lengthsman would complete any necessary works. It was also suggested that purchasing a PDA could be an advantage. The parish council thanked Jeremy Harris for all his hard work as Footpaths Officer over the years.” Extract from “Minutes of the ordinary meeting of Garway Parish Council held on Monday 16th December 2013 in Garway Village Hall 9. FOOTPATHS OFFICER /PARISH PATHS PARTNERSHIP SCHEME The parish council unanimously agreed to approve Mike Brewer’s schedule of works and the clerk confirmed that a grant of £1065.00 had been received from the Parish Paths Partnership Scheme. It was also agreed that Mike would liaise with the Lengthsman concerning any problems and Terry would then quote to complete the works. Mike did request any information from the Parish Council regarding landowners contact details.” st See above extracts from minutes from Garway Parish Council Meetings 21 October 2013 and th 16 December 2013 Mr. Mike Brewer asked for the process reference Parish Council, P3 Footpath Officer and Parish Council P3 Contractor to be reinforced GW23 west to east GW24 dispute of footpath Locality Steward Mr. Dave Atkinson to be contacted 2015 - 286 7.4 Parish Local Police No representative from the Local Police Team present but a report received by email, see Information Sheet Item 14.0 7.5 Lengthsman Contractor’s Report Lengthsman Mr. Terry Griffiths gave an update of works to date Routine maintenance on track Councillor Mr. Richard M. Sparey to contact landowner at Bagwyllydiart “C” roads to be actioned first then “U” roads Ditch clearing as previously agreed Councillor Mr. Chris Strange to contact Mount Pleasant reference pipe Budget for 1 day per month Item for the next agenda 8.0 Public Question Time Designated maximum period of 10 minutes to accommodate members of the public who may wish to either raise issues with or ask the Parish Council questions Discussion reference New Village Hall Councillor Mr. Chris Strange and Miss Cara Campbell had attended the Annual General Meeting Application for funding was progressing Item for the next agenda 9.0 Standing Orders, Financial Regulations & Transparency Code 9.1 To undertake a review of the Parish Council’s Standing Orders rd The Parish Council reviewed their Standing Orders of 23 February 2015 9.2 To undertake a review of the Parish Council’s Financial Regulations Item for the next agenda 9.3 To consider for adoption a Transparency Code The Parish Council resolved to adopt the Transparency Code Proposed by Councillor Mr. Chris Strange Acting Chairman and Seconded by Councillor Mr. Richard M. Sparey 10.0 Garway School Facility To consider purchase of equipment for Garway School Item for the next agenda 11.0 The Old Garway School th To consider application for removal of conditions 7 & 8 of App. No 132281 from 14 October 2013 The Parish Council resolved unanimously to Remove Condition “7” and Keep Condition “8” as stated on the planning application 12.0 Ex-BT Telephone Kiosks To consider maintenance options for the two telephone Kiosks now owned by the Parish Council Kiosks to be advertised on the Website asking for suggestions Lengthsman Mr. Terry Griffiths to keep a watching brief on maintenance strimming and cleaning 13.0 Parish Council Clerk’s Vacancy To receive update and approve action required to appoint a new Clerk without delay Councillor Mr. Chris Strange Acting Chairman to contact local resident Item for the next agenda 14.0 Information Sheet (for information only) Planning Results Number P143012/F Type Planning Permission Location Hazelfield
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