Shipton Gorge Parish Council

SHIPTON GORGE PARISH COUNCIL

MINUTES OF THE ANNUAL MEETING HELD ON

WEDNESDAY 11 May 2011

At 7.30pm in Shipton Gorge Village Hall

Present

Councillors

Areas of Responsibility

Richard Cunningham (RC)

Peter Gates (PG)

John Russell (JR)

Ron Coatsworth (RCC)
joined meeting at 8.00pm

Chairman

Highways

District Councillor

County Councillor

There was 1 member of the public present

Number

Item

Action

Open Forum

The Chairman welcomed the new District Councillor John Russell and JR gave brief résumé of his career.

11.43

Declarations of Interest/Acceptance of Office

RC explained Declarations of Interest to new councillors and there were no declarations of interest.

Declaration of Acceptance of Office forms were completed by new councillors Stephen Young (SY), Joseph Keith Sorrell (JS), Duncan McShee (DM) and Barbara Chambers (BC) and returning councillors Richard Cunningham and Peter Gates.

11.44

Apologies

There were none

11.45

Election of Chairman and Vice Chairman of the Parish Council

RC acknowledged that most of council now comprised new members and felt it was unfair to expect decisions about the holding of posts at this meeting.  RC was proposed as Chairman. Pro P Gates, Sec B Chambers.  The post of Vice Chairman was therefore, deferred to the July meeting.

July
Mtg

11.46

Vacancy for three parish councillors.

RC had approached three people and hoped they would be able to be co-opted at the July meeting.  He explained that any suitable persons could be approached and named to the full council at the next meeting when the vacancies would be considered.

July
Mtg

11.47

Positions of Responsibility within the Council

See comments 11.45.  This item was deferred until the July meeting.

July
Mtg

11.48

Authorisation of additional signatories.

RC explained that normally new councillors would not be expected to immediately have the responsibility of signing cheques but as all councillors were new this would have to be dispensed with.  He requested that all councillors should be signatories.  Forms would be completed as soon as possible

RC/
Clerk

11.49

Minutes of the Last Meeting

The Minutes of 9^th March 2011 annual parish council meeting were approved and signed by RC as true record.

11.50

Clerk’s Report

The following cheques were approved Pro RC, Sec PG:

576 – 35.00 - ICO – Data Licence

577 – 143.39 - G Rosamund – Annual Playing Field Expenses

578 – 40.00 - C Chambers – Village Green Expenses

579 – 59.99 - Clerk – RAM update and general repairs to computer

580 – 10.00 – Mrs V M Mitchell – Rent for Village Green.  RC briefly explained the history of the Village Green for the benefit of the new councillors

581 – 16.45 - Clerk – Renewal of Domain name for Website

11.51

Matters Arising from previous Minutes

11.34 – Internal Audit and control procedures.  Had been completed by RC and Simon Cleveland.

11.36 – May elections.  Not enough nominations for election.  6 new councillors elected by default.

11.38 – Clerk now employed by Council.  RC explained agreement at the last meeting that a firm would be employed to deal with registration with HMCR.  This would be done as soon as the Clerk was paid.

11.15 Defined Development Boundaries – Nothing to report

11.21 – PACT – RC explained how PACT worked and how useful it was to the community.

11.23 – Playing Field – Nothing further to report.  RC explained the history of the Shelter agreed to be erected in the Playing Field (some 2/3 years ago). If this was still to go ahead the works would need to go out to Tender and considerably reduce the Parish Council funds.  Decision on completing the works to be consider once a full council was elected and consideration given to the project.

July
Mtg

11.52

Approval of sections 1 and 2 of the Annual Return. The return was to be completed by June 2011.  RC went through the Accounts and there is £11792.14 in the Shipton Gorge Parish Council Reserves.  Governance Statement to be completed by RC and Clerk.  It was agreed that Sections 1 and 2 were correct.  Pro RC, Sec BC. Majority agreement.  PG felt time should be taken to study the papers.

RC/
Clerk

11.53

Reports

Report had been received on Planning from David Smith. (Copy Planning Sheet from No 101 attached – up to this number can be seen on the SG Website)

Jane Mallett was asked to explain the role of Rights of Way Officer for the benefit of the new councillors

Peter Gates had nothing to report on the Village Hall but commented on the works done to the various Highways over the last year.  The council had repaired potholes/addressed the water issues opposite Dairy Cottage.  Repaired drains.  There was still an issue about a drain with BT.  He was still awaiting permission from the Council to site x2 Grit Bins.  RCC checked that PG was communicating with the correct staff at County Hall as the department was in the midst of reorganisation.

No further reports received.

11.54

Consideration of Planning Application 1/D/11/000551

St Lukes Farm, Icen Lane, Shipton Gorge, DT6 4PW.  In the absence of a Planning Committee the above was considered at the SGPC meeting.  RC and BC had visited the site and after looking at the plans and some discussion at the meeting it was agreed that the Clerk would reply to the Council by the requested date of 14 May with the SGPC’s approval with a reservation that the trees be protected.

Clerk
(completed12/05/11)

11.55

Correspondence Log

Nothing to action

11.56

Website

Since the last Parish Council Meeting, the draft minutes of that meeting and the draft minutes of the 2011 Annual Parish Meeting have been placed on the web site.

Further to the comment in my last report, an updated version of the Parish Council’s Planning Register has been produced and is now displayed on the site.

After the new Parish Council holds its meeting tomorrow, I would appreciate being informed as quickly as possible of the full names, addresses and telephone numbers of newly appointed Parish Councillors (and the new District Councillor) and also details of all appointments to positions of responsibility of all Council members, so that I can update the information about members on the web site.  Details of e-mail addresses would also be helpful.  New Councillors will be asked to agree to their photographs being taken and displayed on the site, although if any Councillor does not want this to happen, their wishes will of course be respected.

Ernie Thomas , Webmaster

11.57

Any Other Business

a. Picnic in the Park.  An official request to hold this in the Playing Field was approved.

b. Ron Coatsworth – County Councillor.  Stated the closing of libraries was still a huge issue which had to be addressed within the next two/three weeks.  It was County policy to “shrink” staff and then premises to enable savings.

11.58

Date and Time of Next Meeting

It was confirmed that the next Shipton Gorge Parish Meeting - 13 July 2011

Meeting closed 20.55hrs

N^o

Application Number

Brief Description

And

Location

Category

(major,

minor or

other)

Date

Received

Required

Response

Date

Meeting Date

Those Present

Recommendation

Outcome and Notes

101

1/D/11/000141

Replace bungalow with two storey cottage

Minor

1/2/11

25/02/11

15/2/11

Planning Committee members

Approval

Approved   17/03/11

102

1/D/11/000330

5 Rosamund Avenue Replacement flat roof. (Mr S Thomson)

Minor

18/03/11

1/4/11

22/03/11

Planning Committee members

Approval

Approved

27/04/11

103

1/D/10/001939

No 99 on previous sheet

Higher Cumberland, Icen Lane DT6 4PP. Demolish Bungalow and garage.  Replacement dwelling

Minor

01/12/10

31/12/10

15/12/10

DLS + PC members

Approval

Approval

11/03/11

104

1/D/11/ 000411

Broad Sturthill Farm, Chilcombe Lane, Chilcombe, DT5 4PL

Minor

06/04/11

29/04/11

12/04/11

D Smith +

Committee members

Approval

Approved 09/05/11

105

1/D/11/000551

St Lukes Farm, Icen Lane, S Gorge, DT6 4PW

Minor

13/04/11

13/05/11

11/05/11

New/remaining Parish Councillors at PC Meeting

Approval – with reservation for protected trees