LINTON PARISH COUNCIL

Bromsash Gorsley and Linton

 

Minutes Of The Meeting Held On January 13th 2003

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

 

Present:

Cllr Richard Smith , Chairman

Cllr Jean Foley, Vice Chairman

Cllr Audrey Duke

Cllr John Foley

Cllr Phil Page

Cllr Geoff Reeve-Black

 

Brian Atherton (Clerk)

 

2 Parishioners attended.

 

 

                                                                                                                                                                 

Minute Item

 

Action

 

 

 

 

1

 

Apologies

 

 

1.1

Cllrs Ken Downham and Jim Stewart.

 

 

2

 

Declarations of Interest

 

 

2.1

None

 

 

3

 

Minutes of the Meeting Held on 9th December 2002

 

 

3.1

These were approved by Council and signed by the Chairman with one change:

Item 11.2.1: Change Jean Fowler to Sheila Fowler.

 

 

4

 

Matters Arising Not Covered in the Agenda

 

 

4.1

Item 6.2 Replacement Jubilee Tree. In Cllr Ken Downham’s absence, keep this on the agenda for the next meeting.

The Clerk

 

4.2

The UDP response letter copy, attached to the last minutes, had only partly printed although the original, sent to CHDC, was OK. A full copy to be attached to these minutes.

The Clerk

 

4.3

Dog Fouling. The Clerk reported that he had written to CHDC requesting that the Parish open spaces be added to CHDC’s by-law. To date, he has not received a reply.

The Clerk

 

4.4

Item 19.2 – Bromsash Vehicle Speed Survey. Despite repeated requests, this has still not been received. The Clerk will make a stronger representation.

The Clerk

 

4.5

The Clerk reported that a promotion of the Gorsley & Kilcot History has been posted to the web site, as requested.

 

 

4.6

Item 17.1 Support for a Speed Limit Extension at Bromsash. The Clerk explained that he had not written the support letter as the relevant correspondence was still in circulation. Later in the meeting, the letter was returned to the Clerk, who will now complete this action.

The Clerk

 

4.7

Item 4.1 Fireworks. Further to this item, Cllr Phil Page tabled a newspaper cutting reporting a private member’s bill, currently before parliament, which proposes strict limitations on the sale and use of fireworks.

 

 

4.8

Item 18.1: Change to Correspondence Notification Procedure. Cllr Phil Page said that, instead of the single sheet notification at the meeting that he had requested, there were now two such sheets, one issued earlier, thus wasting paper and causing extra expense to parishioners. He also questioned the need to circulate the unadopted minutes separately from the agenda for the next meeting.  The Chairman explained that minutes were issued as soon as reasonably possible and whilst matters were fresh in Cllrs’ minds, whereas agendas were left until later to enable the inclusion of any urgent issues which might arise.  (Despite the Chairman’s and the Vice-Chairman’s best endeavours, Cllr Page became heated and left the meeting)  Cllrs subsequently agreed that in future there would be no interim schedule of correspondence provided with the agenda.

 

 

 

 

 

 

 

 

The Clerk

 

5

 
Roadmaker Inn

 

 

5.1

A fuller reply from CHDC’s Chief Executive, Neil Pringle, was read out by the Chairman. Cllrs agreed that CHDC appeared to have the matter properly in hand. The Clerk was asked to copy the letter to Sue Matthews and Dr Swallow.

The Clerk

 

6

 

Speed Guns

 

 

6.1

The police have called a Speedwatch meeting on January 23rd to discuss training, procedures and costs. Council decided that the Chairman should attend and suggested that he be accompanied by a representative from Neighbourhood Watch.

The Chairman

 

7

 

Shaw’s Parish Councillor’s Guide

 

 

7.1

The latest edition of this guide had been offered to Council by post. As the Clerk uses the Arnold-Baker Guide, it was decided that an alternative could lead to confusion and so should not be pursued.

 

 

8

 

Offer from an Internal Auditor

 

 

8.1

This item had been inadvertently left on the agenda from that of the previous meeting.

 

 

9

 

Accounts, Treasurer’s Report and Authorisation of Payment of Accounts

 

 

9.1

The Internal Auditor’s report for October to December draws attention to a requirement at year end, by the external auditor, for Council to have made an up to date Risk Assessment. However, there is no indication of which risks or the extent to which they should be considered. The Clerk was asked to seek clarification from HALC.

The Clerk

 

9.2

Cllr Jim Stewart had emailed the Clerk with a number of objections to the accounts presented at the last meeting. He regretted his inability to attend either meeting and registered his objection to those accounts. The Clerk read out the objections and comments were made upon them, as follows:

 

Cllr Jim Stewart

·        Balance Sheet format.  This has changed from that agreed for the 2000/01 accounts with the consequence that performance comparisons cannot be easily made. It's not possible to easily track the movement in the Allotments Fund and General Fund

Comments

Yes, this has changed but those changes were discussed in Council and agreed to be implemented. Any change, of course, sometimes makes some movements less obvious but we are only dealing with two items (Allotments and General Fund). The Chairman commented that, whilst it had taken him a few minutes, he had no difficulty in tracking the two accounts. From now on, of course, unless Council requires a further change, the tracking should remain simple.

 

Cllr Jim Stewart

·        Balance B/F.  The November 02 Balance Sheet has a General Fund B/F from 2001/02 of £6,284.91 but this figure does not appear on the 2001/02 Balance Sheet

Comments

The amount that appears in the 2001/2002 accounts as Funds Carried Forward is £7071.91. This equates in the current accounts to £6264.91 General Fund Brought Forward from 2001/2002 and £807 allotments Brought Forward, a total of £7071.91.

 

Cllr Jim Stewart

·        Interest.  Is being entered on the Balance Sheet when it should be included in the Income & Expenditure a/c.  In the 2001/02 accounts £14.43 interest has been entered in I&E a/c and a further £12.75 on the Balance Sheet.  This means that income comparisons are incorrect and, if the £12.75 is not a misallocation, then the accounts don't balance.

Comments

The amount of £14.43 was interest earned on the Current Account and is, therefore, properly shown as I&E. The amount of £12.75 was interest earned on the Deposit Account and is, therefore, properly shown as a Balance Sheet item.

 

Council asked the Clerk to clarify this on future accounts by renaming these two items so that they appear as Current Account Interest and Deposit Account Interest and, in future, to add the publication date of each set of accounts.

 

Cllr Jim Stewart

·        VAT.  No income or expenditure arises from VAT as it only affects cash flow.  However, you have included £66.81 as VAT income in the E&I a/c, which means that the surplus is overstated by that amount in the November accounts

Comments

No income arises from VAT in the longer term. However, in the shorter term, the ‘snapshot’ nature of accounts will sometimes result in an imbalance as expenditure includes VAT but recovery is later. That imbalance is reflected by the Balance Sheet Item of Recoverable VAT. I know that we were originally advised to adopt a different treatment but I was never happy with that and I feel that my approach gives a better picture. Neither the internal nor the external auditors object.

 

Councillors decided that they are content with the accounts as currently presented but, that Cllr Jim Stewart should be emailed with the above explanations. If he then wishes the matter to be on the agenda for the next meeting, when he is expected to be present, then, of course that will be so, as the six months rule in Standing Orders does not apply to the accounts.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Clerk

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Clerk/Cllr Jim Stewart

 

9.4

The latest set of accounts were tabled and noted, without comment.

 

 

9.5

Proposed by Cllr Richard Smith, seconded by Cllr Jean Foley and approved unanimously, IT WAS AGREED to pay the following invoices and the cheques were duly signed.

 

 

AP81

Clerk's Salary for December 2002

180.00

AP82

Clerk's Expenses for December 2002

8.44

 

10

 

Working Party Reports

 

 

10.1

Planning

 

 

10.1.1

P68. SE2002/3515/F. Change of use and conversion of barn to dwelling and P68a. SE2002/3516/L. Conversion of barn to dwelling in curtilage of listed farmhouse. Both at Revells, Linton, HR9 7SD. Cllr Geoff Reeve-Black, not previously having realised that this item would be discussed, immediately declared an interest and duly signed the declarations book. After answering some questions from Cllr Jean Foley, he left the room. After debate, Council supported the application and advised the Clerk that this decision had to be with CHDC early on the next day, January 14th. Cllr Geoff Reeve-Black then returned to the meeting.

The Clerk

 

10.1.2

P69. SE2002/3638/F. Amended proposal to reinstate western section of building, including incorporation into an approved scheme for change of use to a single dwelling (part retrospective) at Great Woodend Farm, Linton, HR9 7SR. Council supported but stressed the need for the road outside to have improved drainage and for the surface to be repaired. The Clerk to convey this decision to CHDC early on the next day, January 14th.

The Clerk

 

10.1.3

P43. SE2002/0172/F. Demolition of 2 poultry sheds. Erection of 4 houses with detached double garages at Brandons Poultry Site, Burrups Lane, Gorsley, HR9 7SP. Refusal of permission by CHDC was appealed on 30/07/02. The hearing is set for 04/02/03 at 10:00 in the Town Hall, Committee Room 1. Cllr John Foley suggested that Council should be represented at this and all appeal hearings. After discussion, proposed by Cllr Richard Smith, seconded by Cllr John Foley and approved unanimously, IT WAS AGREED that whenever a planning appeal is notified to the Council the Council will consider whether in the circumstances, it should be represented, to reinforce the views previously expressed, and in what (if any) further terms.

 

Cllr Jean Foley was appointed to represent Council at the above appeal.

 

 

 

 

 

 

The Clerk

 

 

 

Cllr Jean Foley

 

10.1.4

P67. SE2002/3500/T. Telecommunications Apparatus comprising 15m slimline lattice column, equipment cabinet and associated equipment, 3 antenna and 4 transmission dishes at South Hereford Golf Club, Twin Lakes, Upton Bishop, Ross-on-Wye, HR9 7UA. Council had strongly objected to this proposal but CHDC decided that permission will be granted.

 

 

10.2

Finance. The WP has not met.

 

 

10.3

Footpaths.

 

 

10.3.1

The Clerk tabled an email from Parishioner Bob Anderson, describing various problems with a footpath from Shutton down to the Fordings. The Clerk was asked to forward this to CHDC’s Footpaths Officer and so advise Mr Anderson.

The Clerk

 

10.4

Parish Roads in Need of Repair

 

 

10.4.1

Cllr John Foley reported that the stolen Bromsash sign has been replaced and the road repairs on the B4224 up to the crossroads have been completed.

 

 

10.4.2

There has been flooding on the road from Linton down to Burton Court and the Cllr will take this up with the authorities.

Cllr John Foley

 

10.4.3

The Clerk reported that Highways Officer Jim Smith has told him that the road outside of the Woodend Barns required new drainage and, once that has been installed, the road surface will be rebuilt. However, the budget may not allow work to start in this financial year.

 

 

11

 

Parish Projects for 2002/2003

 

 

11.1

Stabilisation and Recovery of the Linton Pound

 

 

11.1.1

Cllr John Foley will produce a sketch and outline plan and draft a grant application.

Cllr John Foley

 

11.2

Reordering of Talbot’s Well

 

 

11.2.1

Cllr John Foley will follow up several suggestions of companies to landscape the area.

Cllr John Foley

 

11.3

Reordering of the Allotments. Nothing to report.

 

 

11.4

The Council’s Web Site. The Clerk tabled preliminary reports of site accesses which showed a hundred or more in each of three of four weeks in December.

 

 

11.5

Parish Photographic Survey. Nothing to report.

 

 

12

 

Quality Council & Parish Plan

 

 

12.1

Drafting of the Factual Introduction to the Parish Plan

 

 

12.1.1

Nothing to report for Bromsash or Linton.

Cllrs John Foley and Ken Downham

 

12.1.2

Cllr Audrey Duke will discuss a draft for Gorsley with Cllr Marlene Hartell.

Cllr Audrey Duke

 

12.2

Public Planning Days – Formation of a Working Party

 

 

12.2.1

Cllr Richard Smith reported that the maps had finally been delivered, shortly before Christmas.

 

 

12.2.2

The Working Party will meet on January 28th at 7:30 in Gorsley Village Hall.

 

 

12.3

Questionnaire Compilation (Keypoint)

 

 

12.3.1

The Clerk said that he had done a little more work with this and found it easier and quicker than at the first attempt.

 

 

12.3.2

An email from Lisa Bedford has asked for the CD-ROM and handbooks to be returned so that they can be loaned to another parish. The Clerk was asked to make the return promptly, once having assured that Council has adequate back-up prepared.

The Clerk

 

13

 

Standing Orders v New Guidelines Comparison

 

 

13.1

Cllr Jean Foley has completed the amendments and Cllr Richard Smith volunteered to do the proof reading.

Cllr Richard Smith