Gorsley & Kilcot Parish Council
Minutes of the Annual meeting held on Monday 14th May 2018 at 7.30pm
in Upper Room Christ Church Gorsley
Present: Cllr. Nigel Warwick, Cllr. David Clough, Cllr. Graham Price Cllr Catherine Gardner and Cllr Nigel Poole
In attendance: Mrs Margaret Highton (Clerk)
- Election of Chairman: It was proposed by Cllr. David Clough, seconded by Cllr. Graham Price, and agreed unanimously that Cllr. Nigel Warwick be elected Chairman for the forthcoming year.
- Apologies for absence:
- Declaration of Interest: There was none.
- 5.Requests for Dispensations: There have been no requests.
- 6.Co-operation of Councillor: No progress has been made.
- Election of Vice Chairman: It was proposed by Cllr. Nigel Warwick, seconded by Cllr. Nigel Poole, and agreed unanimously that Cllr. David Clough be elected Vice Chairman for the forthcoming year.
- Appointment of Planning Committee: It was proposed by Cllr. Nigel Warwick, seconded by Cllr. David Clough, and unanimously agreed that the Full Council would meet for all planning matters.
- Appointment of Lead member for Finance: it was proposed by Cllr. Nigel Warwick, seconded by Cllr. David Clough, and agreed unanimously that Cllr. Graham Price should be appointed as Lead member for Finance.
- 10.Declaration of Interest Forms: Members were advised of their obligation under the Code of Conduct to register changes to the Clerk and Forest of Dean District Council as soon as possible.
- Annual Subscriptions:
- a)Gloucestershire Association of Parish & Town Councils - £75.08
- b)Gloucestershire Rural Community Council - £25 (last year)
- c)Local Council Review - £17
- d)Parish Online - £33.60 (last year)
- Parish Council Insurance Provider for 2018/2019: As Gorsley & Kilcot Parish Council had just finished a three year agreement, the Clerk had asked three insurance brokers/companies for quotes, Came & Company, Zurich and BHIB, which had ranged from £330 to £183.57. Cllr. Graham Price proposed, Cllr. David Clough seconded, and it was agreed unanimously that the insurance via BHIB should be chosen as it was the cheapest and the company had taken over from the Parish Council’s last insurer. The Clerk was asked to check that Gorsley & Kilcot Parish Council were on a three-year deal.
- Annual Governance statement for 2017/2018: A copy of this had been circulated to all Councillors. After a discussion, Cllr. David Clough proposed and Cllr Nigel Poole seconded that the report should be completed and signed by the Chairman, Cllr. Nigel Warwick as Chairman and the Clerk and this was agreed unanimously.
- Annual accounts up to 31st March 2018: The accounts had been circulated to all councillors and after a discussion, Cllr. David Clough proposed and Cllr. Nigel Poole seconded and it was agreed unanimously that they should be adopted. Cllr. Nigel Warwick as Chairman and the Clerk then signed the Accounts.
- Accounting statements for 2017/2018 in External’s Auditors report: The accounting statements had been circulated to all councillors and after a discussion, Cllr. David Clough proposed and Cllr. Nigel Poole seconded and it was agreed unanimously that they should be adopted. Cllr. Nigel Warwick as Chairman and the Clerk then signed the Accounting Statements.
- Exemption from Limited Assurance review: As Gorsley & Kilcot Parish Council’s income and expenditure is below £25000 and it fulfilled the other criteria, the Parish Council can submit a certificate of exemption to the external auditor and only publish the statement on their website. Cllr. Graham Price proposed, Cllr Nigel Poole seconded, and it was agreed unanimously that the certificate should be signed by Cllr. Nigel Warwick as Chairman and the Clerk.
- 17.Internal Auditor Report: All comments were noted.
- Report from the Clerk on actions requested in the Minutes dated 5th March not covered elsewhere in the agenda and Action Tracker: The Action Tracker is attached to these minutes. The Clerk reported that no letter had been sent to Cllr. Harry Bramer as she hoped to see him at Linton PC APM.
- 20.Financial Matters:
- a)Payments made in the last two months and accounts to be paid:
- b)Clerk’s Expenses for 2018/2019: Cllr Nigel Poole proposed, Cllr. Graham Price seconded, and it was agreed unanimously that the Clerk’ should receive a mileage payment when she attends meetings on behalf of the council including SLCC, Charter meetings and GAPTC trainings.
- a)Payments made in the last two months and accounts to be paid:
- 21. B4221 and Related Matters:
- a)Update on Andrew Middlecote’s visit to Parish: The response from Andrew Middlecote after his site visit had been circulated to all councillors. He had agreed to annual clearing of Brookmoor lane and Stony lane and the grit bins had been sorted. The grid at Old School House would be re-inspected and the grids at the B4221/Stoney Road junction would be inspected. He was going to ask for an update on the Drainage scheme t B4221/B4222junction. He agreed to sweep Oxenhall Lane Ford annually to remove algae but felt that any other scheme is uneconomically. He could not support a “Not suitable for HGV’s” at Ford Lane as he believed it only to be a problem when the B4221 is closed. He said that he would raise the problem of HGV’s on B4222 with his improvements team for their advice. He felt that the Lengsthman could deal with footpaths that need siding back.
- b)Speedwatch: a two-week Speedwatch Campaign with Councillors, parishioners and the Clerk going out on occasions had just finished. It was generally felt that speeds were a lot lower because the screen used instead of a radar gun is more visible and the Parish Council’s efforts had had an effort. The Clerk had asked if the additional resources for Speedwatch funded by Police and Crime Commissioner, which is two Police Officers, could be used on B4221 in Parish and received a positive response.
- c)Councillor’s review of all roads in the Parish: Councillors were happy to review the roads in the Parish but requested a list of roads to be inspected and the last inspection report.
- a)Planning Decisions: None received
- b)Enforcement Matters: Several parishioners had sent letters to Mr Chapman re the removal of the hedge opposite The Poplars. Forest of Dean District Council Senior Enforcement Officer was due to visit Mr Harper last week but no information about the result of the visit has been received. The Clerk had received an email from a parishioner concerned about over development of the land adjacent to Conigree Road and the email has been forwarded to Forest of Dean District Council.
- Pu Public rights of Way in Kilcot Wood: Several parishioners have had concerns about footpaths in Kilcot Wood. Suzanne Hopes (Footpaths Officer Gloucestershire County Council) was meeting with the owners of Briery Hill and with the woodland manager of Kilcot Wood, as a new stile had been placed in an unofficial entrance to Kilcot Wood. There was also a query over footpaths that appear on the Ordnance Survey Map which seem to have been blocked off.
- New Standing Orders: New Standing Orders had been circulated to all councillors. After the deletion of line 21 a) (Parish Council have just had the need to have Data Protection Officer removed by Parliament), Cllr Nigel Poole proposed and Cllr. Graham Price seconded and it was agreed unanimously that the new standing orders should be adopted.
- Clerk’s GDPR Training: The Clerk reported that she understood better what was required for Gorsley & Kilcot Parish Council to comply with the regulations. Certain policies would have to be agreed by the Parish Council at the next meeting and published on the website.
- 26.Resolutions for GAPTC AGM: Councillors had no resolutions to put forward to GAPTC AGM.
- Annual Parish Meeting: This would take place on Thursday 17th May. Cllr. Graham Price had bought the drinks and councillors were reminded to bring a plate of nibbles.
- Dates of Meetings until May 2019: It was agreed that meetings would be generally held on 1st Monday of alternate months. Therefore, the meetings in 2018/2019 will be Mondays 2nd July, 3rd September, 5th November, 14th January, 4th March and 13th May at 7.30pm. There would be a meeting on the following days if there were any planning applications to discuss: Mondays 11th June, 6th August, 1st October, 3rd December, 4th February and 1st April at 6.30pm.
- Items for the next meeting’s agenda:
- a)Policies re GDPR
- Councillors’ and Clerk’s submissions – for information only: None