LINTON PARISH COUNCIL

LINTON PARISH COUNCIL

Bromsash Gorsley and Linton

Minutes Of The Meeting Held On February 11^th 2002

In Gorsley Village Hall At 7:30 p.m.

Present:

Cllr Richard Smith , Chairman

Cllr Jean Foley, Vice Chairman

Cllr John Foley

Cllr Geoff Reeve-Black

Cllr Jim Stewart

Brian Atherton (Clerk)

7 Parishioners attended.

Minute Item			Action

1		Apologies
	1.1	These were received from Cllrs Ken Downham, Audrey Duke, Phil Page, Gloria Pay and Gordon Martin.

2		Declarations of Interest
	2.1	None

3		Minutes of the Meeting held On 14^th January 2002
	3.1	These were approved without change and duly signed by the Chairman

4		Minutes of the Extraordinary Meeting Held on 29^th January 2002
	4.1	These were approved without change and duly signed by the Chairman

5		Matters arising not covered in the Agenda
	5.1	The Meeting of January 14^th
	5.1.1	Item 5.11 – The Chairman had attended the Toolkits for Councillors course and his notes had already been circulated to those Councillors on e-mail. Others received their copy at this meeting, with a pack of the visual aid etc handouts for circulation. The Council would need to consider some of the issues raised during the course: matters relating to the Parish Plan would be on the agenda for the Extraordinary Meeting on 12 March 2002; questions of procedures, finance and budgeting would be considered under the review of Standing Orders at the Annual Council Meeting.
	5.1.2	Annual Report: The Chairman summarised the reasons for an Annual Report and distributed a draft at the meeting. Copies for those not present will be sent out with these minutes. The report will need to be finalised and approved at the next monthly meeting.	The Clerk

5.1.3	Lengthsman Project: The Clerk reported that Upton Bishop, Ourselves, Lea and Weston had all agreed to see if it is possible to co-operate and that he had asked CHDC for information so that a preliminary meeting, involving the agreed representatives from each Parish, can be set up. Aston Ingham Council was due to meet this same day and had possible co-operation on their agenda.	The Clerk
5.1.4	Standing Orders: The Clerk was asked to order one copy of the booklet referred to in D417, compare its contents with Council’s Standing Orders and report to the next meeting.	The Clerk
5.2	The Meeting of January 29^th
5.2.1	Item 3.2 – Standard Letters Two have been drafted by the Chairman, one to Dorothy Coleman at CHDC and one to Chief Superintendent Rutter of West Mercia Police. These drafts will be attached to the Agenda for the next Extraordinary Meeting which will be held on Tuesday March 12^th at 7:45 in Linton Village Hall. The Clerk will book the hall. (Clerk’s Note: That has now been done).	The Clerk

6		Gorsley Chapel Festival
	6.1	The Chairman reported on a meeting between himself and the Clerk, and the Minister, John Lewis. As well as agreeing to meet on his day off, the Minister stressed that he wants to see the facilities of the Chapel used by all of the community, not just by church-goers. The Minister welcomed Council participation in the planning of the next Flower Festival and confirmed that he will seek police guidance during the planning stages.

7		Highways Repair Schedule
	7.1	Cllr John Foley reported that he is awaiting an official report from the Highways Officer Jim Smith before updating the schedule.

8		Roadmaker Inn
	8.1	CHDC have proposed three possible alterations to the Flue and Extractor. The affected parishioners have agreed that the third (moving both flue and extractor to the end gable) is acceptable provided that there is due attention to blending of the appearance and alleviation of cooking odours. CHDC have proposed this change to Mr Leaker who is examining the implications.
	8.2	The Clerk was asked to ensure that Council is provided with drawings of all three proposals, by CHDC.	The Clerk

9		Tree Warden Brian Evans
	9.1	Mr Evans was, unfortunately, unwell and so not able to attend this meeting. He has asked that the Clerk inform him of the next meeting so that he can attend that.	The Clerk

10		Accounts, Treasurer’s Report and Authorisation of Payment of Accounts
	10.1	The Clerk reported that the auditors have issued an unqualified opinion for the 2000/2001 accounts.
	10.2	Internal Audit:
		Council gave a vote of thanks to Cllr Jim Stewart for his work in preparing and conducting the internal audit which had been circulated previously. The following report recommendations were then decided:
	10.2.1	The recommendation to adopt accruals reporting was upheld.	The Clerk
	10.2.2	Add notes to the monthly accounts.	The Clerk
	10.2.3	Adopt the same format for monthly and annual accounts.	The Clerk
	10.2.4	Reconcile the Council’s bank account records to the bank statement, monthly.	The Clerk
	10.2.5	All invoices, receipts and credits to be posted individually. No netting off.	The Clerk
	10.2.6	Establish a separate investment account.	The Clerk
	10.2.7	Check that the insurance cover complies with Standing Orders.	The Clerk
	10.2.8	Post VAT movements to the VAT account. Make VAT returns quarterly if there is £25 or more in the account.	The Clerk
	10.2.9	Insurance charges 1999/2000: no further action.
	10.2.10	The internal audit to be carried out annually in September and a report to Council made at the October meeting. Cllr Jim Stewart agreed to continue as Internal Auditor for the next twelve months.	Cllr Jim Stewart
	10.3	The Clerk tabled the 2001/2002 accounts to date, which were noted. He explained that he had been unable to contact one allotment holder, a Mr Charles, who is the only debtor. The Chairman said that he will keep an eye out for Mr Charles on the allotment and bring this debt to his attention.	The Chairman
	10.4	Proposed by Cllr Jean Foley, seconded by Cllr Richard Smith and approved unanimously, IT WAS AGREED to pay the following invoice and the cheque was duly signed.

AP37

Clerk's Salary for January 2002

11-Feb-02

159.50

11		Budget for 2002/2003
	11.1	The budget was approved at a previous meeting and so this item is no longer pertinent.

Working party reports

12.1

No reports from Allotments, Finance or Footpaths.

12.2

Parish Roads in Need of Repair:

Cllr John Foley reported that there had been a site meeting between himself, Jim Smith, senior technician within CHDC’s Engineering Services, Cllr Ken Downham and the Clerk during which many of the damaged roads in the Parish were inspected. Some immediate corrective work was promised, especially to cure flooding in the region of Woodend Farm’s new barn. Mr Smith agreed that the edge subsidence along Linton Line also warranted urgent action.

Parish Projects

13.1

The Clerk tabled further quotations for a plaque by the Oak Tree to be planted on Gorsley Common. As prices were above £100 and there is the risk of theft or vandalism, Councillors decided, instead, to ask the Gorsley Village Hall Committee whether they will allow a plaque to be mounted inside the hall. The Clerk was asked to write accordingly and to obtain a quote for the plaque and mounting from Andy Clark amongst others, seeking advice from Linton Village Hall Chairman, where they have several such. A final decision to be taken at next month’s meeting. To determine the size and hence the cost of the plaque, it was decided that the wording shall be:

“This plaque commemorates the planting of an English Oak on Gorsley Common by Linton Parish Council to mark the Golden Jubilee of Her Majesty Queen Elizabeth II 2002.”

The Clerk

13.2

Linton Village Hall committee has suggested a Jubilee Bench rather than a tree. Councillors decided that it would be fair to contribute towards that the same amount as the total cost of the Gorsley tree. That figure to be reported by the Clerk at the next meeting.

The Clerk

14		Quality Council – Parish Plan
	14.1	The Grant Application has been approved unchanged and a 50% advance on the *£3,750* will be in Council’s account within 10 working days of February 1^st 2002.
	14.2	The Clerk handed a copy of the ComDev questionnaire to the Chairman.
	14.3	The next extraordinary meeting of Council specifically for this topic will be, as noted above, on March 12^th in Linton Village Hall at 7:45 p.m.

15		Chairman’s Announcements
	15.1	The Chairman announced that, regretfully, Mrs Gloria Pay has resigned from Council, with effect from February 8^th. Councillors asked the Clerk to write and thank Mrs Pay for her time and effort.	The Clerk
	15.2	Council accordingly declared that a Casual Vacancy has occurred and instructed the Clerk to take appropriate action.	The Clerk
	15.3	Parishioner Marlene Hartell, present at the meeting, asked that her name be put forward. The Chairman welcomed this and explained the official procedure: public notice inviting requests for an election; if less than 10 requests received, then co-option; if more than one name, a selection interview.

16		Correspondence
	16.1	A list of correspondence received up to February 2^nd had been circulated with the agenda. A final list to February 8^th was tabled at the meeting:

D431	16-Jan-02	Unqualified Audit Opinion on the 2000/2001 Accounts	District Audit
D432	17-Jan-02	Herefordshire Plan Progress Review 2001-2002	CHDC
D433	17-Jan-02	Herefordshire Council Forward Plan	CHDC
D434	17-Jan-02	Amendments to County Flood Plan	CHDC
D435	17-Jan-02	Planning Bulletin (Previously Received by e-mail)	CHDC
D436	17-Jan-02	Herefordshire Council Schedule of Meetings	CHDC
D437	17-Jan-02	Street Works Schedule	CHDC
D438	20-Jan-02	Appeal For Donations	Herefordshire CAB
D439	21-Jan-02	Copy of Letter to CHDC re Roadmaker	Dr Swallow
D440	22-Jan-02	Request for Jubilee Celebration Funds	Linton VH Committee
D441	22-Jan-02	Acceptance of Tree Warden and Meeting With LPC in Feb	Brian Evans
D442	24-Jan-02	Quote for Stainless Steel Plaque	Ursells
D443	24-Jan-02	Thank You for e-mailed minutes and the Council's efforts	Peter Attenborough
D444	25-Jan-02	New Update	Age Concern
D445	25-Jan-02	HALC Agenda	HALC
D446	26-Jan-02	Internal Audit Report	Jim Stewart
D447	29-Jan-02	Lifelong Learning Conference Learning at the Rural Fringe)	CHDC
D448	28-Jan-02	Ethical Framework Bulletin No 7	DTLR
D449	30-Jan-02	Advice of Precept Payment Schedule	CHDC
D450	30-Jan-02	Garnons Country House Boot Sale on May 26th	Hereford Hospitals NHS Trust
D451