Minutes of the Annual Meeting of Beech Parish Council

held in the Village Hall on Monday 14 MAY 2007

 

        PRESENT:

 

Councillor John Henderson

Councillor Anne Burridge                                                                         

Councillor Ian Gibson

Councillor Peter May

Councillor Norman Miles                 

Councillor Edward Neish

Councillor David Woodroofe

Councillor Gill Young

Mrs Sheron Gillard – Clerk to the Council                      District Councillor Patrick Burridge

 

 

 

 

07.01   ELECTION OF CHAIRMAN

  Retiring Chairman John Henderson took the Chair and welcomed everyone to the first Annual Meeting of the

  newly elected Parish Council.  Having congratulated all present on their election, he invited nominations for the

  post of Chairman for the next 12 months.  Councillor Edward Neish indicated he would be prepared to stand:

  Proposed by Ian Gibson and seconded by Anne Burridge.  There being no further nominations, it was

  unanimously agreed and RESOLVED: That Councillor Edward Neish be elected as Chairman.

 

  Councillor Edward Neish took the chair and thanked John Henderson for the work he had undertaken on behalf of

  the Council and village during the past 8 years (Chairman for 2003-2007); all wished him well for the future. 

  Before leaving the meeting, John Henderson wished the new Council every success.

 

07.02   ELECTION OF VICE-CHAIRMAN

           Proposed by Anne Burridge and seconded by Gill Young

  RESOLVED: That Councillor Ian Gibson be elected as Vice-Chairman.      

 

07.03   APPOINTMENT  OF ADVISORY PANELS AND REPRESENTATIVES

           For the benefit of new Councillors, the Chairman gave a brief resume of the work of the advisory panels.

  Unanimously RESOLVED: That all advisory panels and representatives be appointed as follows:

 

Finance and General  Development &                     Highways and                         Community &

Purposes                              Planning Advisory Panel        Footpaths Advisory Panel      Environment      

Advisory Panel                                                                                                          Advisory Panel

 

All Councillors to                    Ian Gibson                                Anne Burridge                Anne Burridge

be invited to                           Norman Miles                           Ian Gibson                      Ian Gibson

attend these                           David Woodroofe                      Peter May                      Peter May

meetings.                                                                                Gill Young                       Gill Young                                                                             

HAPTC/EHAPTC Representatives                                  

Norman Miles

Plus: New Councillors to be invited to meetings alternately.                                    

 

07.04   CONFIRMATION OF MINUTES

  The Minutes of the Council meeting held on 16 April 2007, copies of which had previously been circulated, were

  confirmed.  Chairman Edward Neish signed them as a true record.

 

07.05   REPORTS FROM ADVISORY PANELS AND ITEMS FOR REFERRAL

           I)      Finance & General Purposes Panel

                    Agreed next meeting to be held on Thursday, 7 June 2007 at 7.30 pm.

          

                                                                                                         Minutes 14 May 2007/continued.....Page 2 of 3

 

 

           II)     Development & Planning Advisory Panel

                    a) Previous applications – EHDC Decisions NOTED:

                        i)   F50111/FUL   6 Wellhouse Road   Conservatory to rear             PERMITTED                                                                                                                                                                                  

            III)   Highways and Footpaths Advisory Panel:

          a) Next meeting of panel scheduled for Monday, 21 May 2007 at 7.30 pm.

          b) Clerk advised that pot-holes on Medstead Road/King’s Hill had and would be filled prior to surface

               dressing expected during the summer and that white lining would be reinstated thereafter.  Highways

               plan to improve Wellhouse Road once building work has stopped.  Highways aware that ditches require

               dredging.

          c) Hampshire Village Speed Limits – Clerk had advised HCC of Beech’s interest in extending 30mph

               throughout village.

          d) Footpaths – Councillors Edward Neish and Peter May to attend site meeting with Rights of Way Officer

               on Wednesday, 16 May at 9.30 am. 

 

            IV)   Community and Environment Advisory Panel

                    a) Next meeting of panel scheduled for Monday, 21 May 2007 at 7.30 pm.

                    b) Item for Referral: Hampshire Minerals & Waste Development Framework – Issues and Options: Sites

                        Discussion Paper (addendum) consultation.

      

07.06    YOUTH MEETING PLACES

              Council approved the attendance of Councillor Gill Young at the conference at EHDC on Monday, 4 June 2007.

 

07.07    NALC CONFERENCE – Bournemouth 5-7 October 2007

            Considering the costs involved, Councillors agreed on non-attendance.

 

07.08    TRAINING

            Council approved attendance of Councillors Anne Burridge, Peter May, David Woodroofe and Gill Young

            at core training for Councillors being offered by HAPTC at £20.00 each.

 

07.09    FINANCE

            a)  Councillor Edward Neish reported that he had carried out a satisfactory Internal Audit of the Council’s

                 records on 26 April 2007 which included an audit trail of larger items of expenditure (including Clerk’s

                 salary) and confirmation of pension contributions for employers and employees. 

            b)  Accounts for the year-ending 31 March 2007 were presented. 

     Proposed Ian Gibson and seconded Norman Miles and RESOLVED: That the Statement of Accounts for the

     year ending 31 March 2007 be approved.  Chairman Edward Neish and Responsible Finance Officer Sheron

     Gillard signed the Council approved Statement of Accounts.

c)  Annual Governance Statement (formerly Statement of Assurance): RESOLVED: that the Annual Return for

     the year ended 31 March 2007 presents fairly the financial position of Beech Parish Council and its receipts

     and payments in accordance with the requirements of the Accounts and Audit Regulations 2003 and CIPFA

     Accounting Guidance Notes for Local Councils.  Council completed the Annual Governance Statement

     which was then signed by Chairman Edward Neish and Responsible Finance Officer Sheron Gillard on

     behalf of the Council.

d)  Clerk to request Sandi Fisher to undertake an Internal Audit using the ten key control tests as set out in

     Appendix 8 of the Governance and Accountability in Local Councils in England and Wales Practitioner’s

     Guide.

e)  Internal Audit for 2007/08: Councillor David Woodroofe was appointed as the Council’s Internal Auditor and

     would undertake twice yearly checks.

f)  Chairman’s Allowance: Proposed by Gill Young and Seconded by David Woodroofe and RESOLVED that

     Chairman’s allowance for 07/08 be set at £100.00 to be drawn as required.

g)  Council agreed to continue insurance with Allianz Cornhill for 2007/08 at a premium of £333.46.

     Levels of cover remain unchanged.

h)  New Councillors completed bank mandate in order to become signatories on Council’s bank accounts.

                                                                                                                      Minutes 14 May 2007/continued.....Page 3 of 3                

 

i)   Payments authorised:        

                 Proposed Norman Miles and Seconded by David Woodroofe

                 RESOLVED:    i)     Allianz Cornhill Insurance PLC – Annual premium                                 £333.46

                                         ii)     HAPTC – Core Training for Councillors (£20.00 each)                     upto £80.00

                                         iii)    HAPTC – Publications                                                                           £39.00

                                         iv)    Hampshire Playing Fields Association (subscription renewal/grant)            £20.00

                                         v)    Mrs Sheron Gillard: Clerk’s Salary, Allowance and Administration

                                                Expenses (May 2007)                                                                           £396.96

                                         vi)    HCC - Pension Payments (employer’s & employee’s contribution for

                                                May 2007)                                                                                           £  83.78

                                               

07.10    Report of DISTRICT COUNCILLOR      

            Councillor Patrick Burridge was congratulated on his re-election to EHDC.  He advised that Beech had had the

            third highest electoral turn-out in the District.

            Beech residents would have 4 weekly road side glass collections from week commencing 11 June 2007.

 

07.11    Report of HAPTC REPRESENTATIVE

            Councillor Norman Miles advised that the District Association had written to the Director of HAPTC requesting

            details on the strength of discontent and dissatisfaction with services from NALC within Hampshire and other

            County associations.

 

07.12    CORRESPONDENCE

            The following items were formally received:-

                   Local Community Heritage Store (details referred to Community & Environment Panel)

                   E-mail in support for extension of 30mph limit in village.

                  

07.13    NEXT MEETING

   Confirmed that the next meeting of the Council would be held in the Village Hall on Monday, 18 June 2007 at

   7.30pm preceded by Parishioners’ Question Time at 7.15 pm.  Dates of future meetings to be discussed at F&GP

   meeting on 7 June 2007.

 

CLOSURE OF MEETING      

Chairman thanked all present for their attendance and closed the meeting at 9.21 pm.

 

                  

 

                                                                  

signed: ...........................................................

                                                                                                         Chairman Beech Parish Council

date: 18  June 2007