Great Shefford Parish Council

Clerk to The Parish Council: Mrs Kim Lloyd Tel No.: 07867 310121

E-mail: greatsheffordpc@hotmail.com

MINUTES OF THE ANNUAL PARISH COUNCIL MEETING HELD ON THURSDAY 9 MAY 2019 IN THE VILLAGE HALL.

Present: Cllr. Ackrill (Chair), Cllr Knass, Cllr Storey, Cllr Williams, Cllr Bell. Clerk: Mrs K Lloyd Attendance: None.

1. APOLOGIES RECEIVED. Apologies received from Cllr Laws and Cllr Clive Hooker (Downlands District Councillor).

2. DECLARATIONS OF INTEREST ON AGENDA ITEMS. No Declarations of interest.

3. NOMINATION AND ELECTION OF CHAIRMAN. All council members nominated Cllr Ackrill to remain as Chairman, Cllr Ackrill agreed and signed the Declaration of Office and the Clerk witnessed.

4. NOMINATION AND ELECTION OF VICE CHAIRMAN.

Cllr Storey nominated Cllr Bell for Vice Chairman. Cllr Bell accepted and Cllr Williams seconded the nomination. Cllr Bell signed the Declaration of Office and the Clerk witnessed.

5. DECLARATION OF OFFICE FOR ALL OTHER RE-ELECTED MEMBERS.

All other Council members present in the meeting signed the Declaration of Office following the election and the Clerk witnessed.

6. MEMBERS OF INTEREST FORMS TO BE GIVEN TO COUNCILLORS. Following the election, all Councillors were given the members of interest forms and asked to be completed and handed back to the Clerk in the next meeting

7. OPEN FORUM- un minuted No members of the public present.

8. PLANNING APPLICATIONS RECIEVED 4 applications to review. 19/00971/HOUSE -Oakhanger Park, Shefford Woodlands Demolition of outbuilding and construction of replacement outbuilding. http://planning.westberks.gov.uk/rpp/index.asp?caseref=19/00971/HOUSE Members of Council agreed on No Objections for this application. 19/00979/HOUSE -Oakhanger Park, Shefford Woodlands Demolition of swimming pool outbuilding and construction of replacement outbuilding http://planning.westberks.gov.uk/rpp/index.asp?caseref=19/00979/HOUSE Members of Council agreed on No Objections for this application.

19/00825/AGRIC -Templars, Shefford Woodlands Application for prior notification of a proposed extension to a steel portal frame to incorporate drying facilities. http://planning.westberks.gov.uk/rpp/index.asp?caseref=19/00825/AGRIC This is an Agricultural Notification to determine only whether the prior approval of the Authority will be required. 19/01003/HOUSE – Grasmere, Wantage Road. First floor extensions to rear of the property built off existing single storey extensions. http://planning.westberks.gov.uk/rpp/index.asp?caseref=19/01003/HOUSE Members of Council agreed to Object on the basis that WBC planning procedure had not been followed. PC was informed the neighbours (to date) had not been notified of the planning application from WBC and the orange notice only went up the day before this meeting

9. SUBCOMMITTIEES, TERMS OF REFERENCE, COUNCIL REPRESENTATIVES To review and adopt a Great Shefford Village Fayre b Emergency Management Team – Cllr Ackrill will remain as the representative. c GSAS – Cllr Williams will remain as the representative. d Parish Newsletter – Cllr Ackrill nominated Cllr Storey to be the representative and Cllr Storey accepted.

All the above Terms of Reference was adopted for 2019-2020 apart from the Village Fayre as there had been no Village Fayre for the last 2 years. The Village Fayre Terms of Reference will remain on file and will be reviewed again next year for adoption following a Village Fayre taken place.

10. ADOPTION OF MODEL DOCUMENTS

To propose and note any amendments to documents if applicable, and agree to adopt. The Chairman to sign each document. a Financial Regulations b Standing Orders c Freedom of Information Policy d Complaints Procedure All Model Documents were adopted, following 2 amendments to the Financial Regulations being; Members RESOLVED UNANIMOUSLY to amend `The Financial Regulation’ under `Contracts’ page 15, (h) (a) The Clerk or RFO shall obtain 3 quotations (priced descriptions of the proposed supply); where

the value is below £1,000 (amended to £1,500) and above £200 (amended to £500) the Clerk or RFO shall strive to obtain 3 estimates.

11. MINUTES OF THE LAST MEETING Members RESOLVED UNANIMOUSLY to confirm and adopt the minutes of Parish Council meeting held on 7 March 2019.

12. FINANCE a) Bank Accounts

Balances on 12 April 2019

Parish Council £12,377.64

Recreation Ground Account £10,221.59

b) Cheques approved in between meetings.

S/O-25/04/19 Kim Lloyd (Parish Clerk) £570.82

100419 Box of Blue ( Domain) £108.00

100420 West Berkshire Council (Dog waste bins) £66.18

100421 Autela Group Ltd £47.00

100422 FCC Recycling (UK) Ltd £38.10

100423 Carter Jonas (Allotment Rent) £300.00

DD-12/04/19 SSE Southern Electricity (Qtr 4) £127.17

c) Cheques approved in this meeting.

S/O-25/05/19 100424

Kim Lloyd (Parish Clerk)

For April and May top up to standing order.

£612.17* £570.82 paid by S/O £82.70 pd by cheque

100425 S & S Management Ltd £438.00

100426 FCC Recycling (UK) Ltd £25.40

100427 Village Hall hire £80.00

100428 BALC – Subscriptions (plus NALC) £215.64

*Clerk standing order to be amended from 570.82 to 612.17 following 01/04 increase. Cllr Ackrill and Cllr Williams signed the letter to Barclays to amend the Clerks standing order as above. AUDIT The Clerk reported that Great Shefford do not require an external audit for the year 2018-19 ending as the income and expenditure was below the threshold of £25,000. (Saving £200.00 audit cost)The Clerk had spoken to PKF Littlejohn Auditors who confirmed the internal audit does not need to take place before the Accounting Statements are signed off. The statements will be signed and recorded in the June PC meeting. The Accounting Statements are statutory required to be published on the Great Shefford website by the 1st July. The internal audit can take place before or after this date. The external auditors ask for the Certificate of Exemption to be sent as soon as possible therefore, the Clerk had prepared the ‘Certificate of Exemption – AGAR 2018/19 Part 2 for the chairman to sign. Cllr reviewed and signed the Certificate of Exemption. The Accounting Statements will be prepared ready to be signed in the June meeting and the Clerk had already contacted the internal auditor to schedule in a date.

13. THE CLERKS ANNUAL FINANCE REPORT The Clerk read out the following summary for the year ending March 31st 2019

We started the year with a balance of £26,914.24.

Total Income during the year was £19,407.17 this included the Precept of £16,000 and £2,107.17

Vat refund.

Included in the ‘total income’ was a grant from Tesco Token of £1,000 towards the Activity Trail

cost.

Total Expenditure -spent £21,325.76

(Excluding-£2,117.97 VAT paid and the £300.00 for the Allotment rent)

£6,769.67 on the Playground Activity Trail including the digger and skip.

£322.40 on Village Maintenance a breakdown of;-

£100.00 on the two repairs to the Fence along Newbury Road.

£116.17 to repair the shelter roof, replace gatepost, repair fence and rehang gate.

£17.00 to repair the picnic bench.

£89.23 to repaint bench seat in the playground and re-seed the area.

SSE Costs

276.35 On repairs to street lights. (125.73 Last year)

363.51 On Electricity for the street lights. (293.43 Last year- a 70.08 increase from last year)

181.63 On a Salt Bin and grit.

A donation of £552.00 was given to the Parish Newsletter.

The Grass Cutting is £490 less than last year.

We end this year with a balance of £22,577.68

The budget for 2018-19 was set at £19,412 we were over budget by £1,898 due to the expenditure

on the Activity Trail.

For a full copy of the income and expenditure report, please contact the Clerk.

14. RISK ASSESSMENT REVIEW

This document is to show good Council record practise and is not statutory. The Clerk confirmed no reported accidents on parish council owned land/equipment. Cllr Ackrill reported the Bus Shelter and Benches were inspected. Cllr Ackrill and the Clerk signed off the Risk Assessment for 2018-19.

15 FENCE HEDGE

The Clerk had previously emailed a cost for a hedge but asked for more discussion on this item before pursuing. After a discussion it was agreed to tidy and mow the area and then review again once cleared.

16 QUOTES FOR RECREATION GROUND FENCE / PAVILION ROOF REPLACEMENT.

Cllr’s Ackrill reported he had looked at the fence again and confirmed about 80% of the fence posts need replacing. Cllr Ackrill had received a quote and as the council are looking to proceed he will now obtain 2 further quotes. Cllr Storey reported he had obtained a quote from a local carpenter to replace the felt on the pavilion in the playground for £360.00. Members RESOLVED UNANIMOUSLY to accept this quote. Cllr Storey will inform the carpenter and say to do the work when convenient but not in the summer holidays.

17 STREET LIGHT QUOTES – SOX REPLACEMENT TO LED. The Clerk had obtained two quotes, but one of the suppliers would not repair the lanterns in phases only to replace all at one time. Airius in Dorset was the cheapest and said they could replace in phases. The Clerk said the wattage needs to be confirmed before obtaining further quotes as the Clerk was receiving quotes for different power wattage. The Clerk will contact WBC to find out who they employee, and more information on the power wattage is required. The Clerk will then pursue further quotes.

18 POTENTIAL FOOTWAY WORKS ON CHURCH STREET The Clerk received an email from Andrew England (Principal Engineer) in WBC which the Clerk emailed to members of council. He said a few years ago WBC was contacted by a resident of the new houses constructed in the old yard of Manor Farm. The resident was concerned that there wasn’t a footway from the development gates around to Great Shefford House and that it was dangerous for them to attempt to walk in to the village. The funding for this scheme could come from Section 106 developer’s contribution. Andrew England asked PC for comments. All members of Council agreed that this would be a waste of the money and did not understand why the safety issue has not been considered as there would be a risk factor. PC have looked at this in the past and there physically isn't enough room for a path all the way round the bend, we don't understand what could be gained for having a path on the straight section and to leave the dangerous section on the bend. The footpath would not go to any entrance and pedestrians will need to walk on the dangerous bend or climb the wall. It just makes no sense! Also it was said this could open us up to being sued if there was an accident.

19 FLOOD ALLEVIATION SCHEME

Cllr Ackrill reported an event in East Garston is just getting started for a Metal Detection Day in the field that is used for the annual Gastonbury event. This will take place thanks to the landlord of the Queens public house in East Garston given permission to use the field. The word has already got out there and 80 people had already signed up. This should be a great fundraiser for the scheme. A pitch inspection was to take place before confirming further details. The figure to date for all funds raised has now reached, £73,810.91 following a Bingo evening and numerous people donating just £5 a household (as previously minute) it is all helping to achieve the target.

WELL DONE GREAT SHEFFORD! The Good Exchange had also agreed to extend the date to September for all donations to be match-funded, a great result. If you would like to donate- Please click on the link. https://app.thegoodexchange.com/project/12191/great-shefford-flood-alleviation-association/great-shefford-flood-alleviation-scheme Or go to www.thegoodexchange.com and find the project by number 12191. We have 762 houses in GS including Shefford Woodlands. If every house donated £2.00 the scheme would gain £1,524 then having this amount match funded is a total of £3’048. But if every house donated £5.00 after being match funded, a total of £7,620 would be donated, which would hit the target!

20 COUNCILLOR QUESTIONS AND REPORTS.

No Councillor questions or reports.

21 CLERK CORRESPONDENCE. The Clerk reminded members of Council about the invitation to RAF Welford on Tuesday 4 June for the Operation Overload in 1944 being the 75th Anniversary of D Day.

22 MATTERS FOR FUTURE CONSIDERATION. No Items to note following open forum.

23 DATE OF NEXT MEETTING.

To confirm Thursday 6 June 2019 at 7.40pm. Meeting Closed.