Ilmer Past

Parish Council Minutes

1/ PRESENT

Cllr G Harper (Chairman)

Cllrs G Walters, Mrs J Rogers, I Walker, G O'Neill, B Richards and Mrs V McPherson

Susanne Griffiths (Clerk)

APOLOGIES FOR ABSENCE

No apologies were received.

2/ MINUTES

The Minutes of the previous meeting of the Parish Council on the 21st February 2012 and 20th March having been circulated were approved by the Meeting and signed by the Chairman.

3/ DECLARATIONS OF INTEREST

Members were asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. The Clerk reminded the members that personal and prejudicial interests are defined fully in the Parish Code of Conduct, but to summarise, parish councillors have a personal interest in a matter:

a) If it affects the well-being or financial position of themselves, a member of their family, a close associate or any organisation with which that member or any of those people are connected more than it affects the majority of other people in the parish;

b) If it relates to any interest which must be registered by them under the Code.

A personal interest will be prejudicial if it is so significant that a reasonable member of the public with knowledge of all the facts would think that it was likely to affect the decision made by the member concerned. None were declared.

4/ MATTERS ARISING NOT OTHERWISE ON THE AGENDA

None.

5/ FINANCE

A/ Accounts for Payment

Cheque Description Net VAT Total
20 Subs - BALC - Annual Subscription 2012-2013 £187.98 £187.98
21 Grass Cutting - Manor Estates - Grass cutting March 2012 £369.07 £73.81 £442.88
22 Grant - St Dunstan's PCC, Owlswick - Cont to churchyard Maintenance £75.00 £75.00
23 Grant - St Michael's Church, Horsenden - Cont to churchyard Maintenance £75.00 £75.00
24 Grant - St Peter's Church, Ilmer - Grant for Churchyard Maintenance £75.00 £75.00
S/O Clerks Fees - S Griffiths - April salary £341.27 £341.27
25 Admin - C Page - Relief cover for Clerk whilst on holiday £27.60 £27.60
26 Risk Assessment - K Dobson - Risk Inspection June 2011 £14.60 £14.60
27 Tree Work - C M Spittles - Trees in Ilmer £280.00 £280.00
28 Hall Hire - Longwick Village Hall - 2010 meetings £124.00 £124.00
29 Newsletter - Whiteleaf Printers - printing of spring/summer 2012 £420.00 £420.00
30 Admin - IOC - fee for registering under Data Protection Act £35.00 £35.00

B/ Income received

None.

C/ Bank Balance £4,082.66 (allowing for the above cheques)

The expenditure for April was examined by the Council. All present agreed that the necessary cheques be signed.

D/ Internal Audit

The Internal Auditor has completed his checks and confirms that the control objectives were being achieved throughout the financial year to a standard adequate to meet the needs of the council and that no other risk areas were identified.

6. CAPITAL ITEMS AND COMMUNITY FACILITIES

A. Playing Field

Risk Inspection Report - Cllr G Harper confirmed that there was one issue highlighted as a low risk – "paviors are becoming a little overgrown with weeds and moss." which he has weeded himself.

Cllr I Walker confirmed that the Scout Path has been trimmed and that three or four Laurel bushes that the council had planted had lost bark around the base of the bush which was probably due to rabbits. All present agreed to replace the bushes in the autumn.

Cllr G Harper informed the members that there had been problems with the bins being emptied in the playing field due to a new operative working for the company. Cllr G O'Neill proposed that the situation is monitored and evidence gathered if it is found that the bins are not being emptied as per the contract. All present agreed.

Cllr G Harper has received a letter from a resident apologising for the damage that she had caused to the fence by the scout hut in an accident with her car. All present agreed that the Clerk should write to the resident advising that there will be a cost for repairing the fence and to ascertain if she prefers to go through her insurance or pay for the damage herself. Cllr G Harper agreed to obtain quotes for the repair of the fence. SG/GH

B. Children's Play Area

Risk Inspection Report - Cllr G Harper confirmed that there were no issues highlighted.

7. ROADS, VERGES AND RIGHTS OF WAY.

The Clerk is requested to raise the following concerns with the relevant local authority: SG

8. CORRESPONDENCE.

Nothing to report.

9. REPORTS

10. FORMAL ADOPTION OF A DATA PROTECTION POLICY

All present agreed to adopt the Data Protection Policy as previously circulated. SG

Cllr G Harper proposed that the Clerk is the nominated person to be the Information Officer. Seconded by Cllr J Rogers. All present agreed.

11. AN UPDATE ON THE ORDER OF THE MUGS TO CELEBRATE THE DIAMOND JUBILEE

Cllr V McPherson presented a mug with the Longwick-cum-Ilmer logo to celebrate the Diamond Jubilee for consideration by the members. All present agreed on the choice and quality and thanked Cllr V McPherson for her hard work in organising the order. Cllr V McPherson agreed to contact David Shuttles to ascertain if more mugs could be purchased by the residents if required. VM

12. THE DIAMOND JUBILEE CELEBRATIONS

The following actions were agreed by all present:

13. PLANNING APPLICATIONS

A. To consider New Planning Applications

B. To receive progress on applications already considered

14. AGENDA ITEMS FOR THE NEXT MEETING.

Nominations for representations with other organisations.

To approve the accounts for the year 2011/2012 and the Annual Governance Statement of the Annual Audit Return.

15. DATE OF THE NEXT MEETING

The next meeting of the Parish Council will be the Annual Meeting of the Parish Council and will take place on Tuesday 15th May 2012 in Longwick Village Hall at 8.00pm.

There being no further business to discuss the Meeting closed at 9.50pm.

Chairman………………………………………… Date……………..