Minutes of Annual General Meeting of Sheepy Parish Council

Sheepy Memorial Hall -5th May 2009

1) Election of Chairman

Andrew Gough proposed Jim Adridge, seconded by Anne Parkinson and all in agreement Jim Aldridge was duly elected as Chairman.

2) Election of Vice Chairman

Oz Hall proposed Kevin Morrell, seconded by Brian May, and all in agreement. Kevin Morrell was duly elected as Vice Chairman.

3) Attendance and Apologies

Jim Aldridge – Chair, Andrew Gough, Oz Hall, Brian May, Anne Parkinson

4 parishioners

Apologies: Mary Beechey, Pat Bingham, Brian Greenfield, Malcolm Greenwood, Kevin Morrell, Alf Oliver, and Ivan Ould

4) Parishioners’ Open Forum – no comments

5) Minutes of the last meeting - The minutes were approved as a true and correct record

6) Matters Arising from Minutes

Waste Bin on B585 – due to efforts of Sheepy Greens a bin has been secured on lay by and also just outside the Parish near Ratcliffe Bridge.

Home Insulation Scheme – Andrew Gough updated the meeting on the progress of the scheme. 348 houses had been sent a leaflet, this was 70% of the parish, and they had been sent to the main settlements in Sheepy Magna and Sheepy Parva. If further funding became available, other parts of the parish would be included. There had been problems with contractors not turning up on time and parishioners were asked to report this to H &BBC.

Grass cutting – Brian May reported that the area had not been cut around the village sign at Sibson, probably due to daffodils. Clerk to report to LCC.

7) Report by County Councillor – no report available

8) Report by Borough Councillor – no report available

9) Correspondence

The following was discussed:

H &BBC – Provision of Heritage street lighting at Sibson – Borough Council have agreed to provide 4 Heritage Streetlights but looking for contribution from Parish Council of £1,000 (this contribution was agreed at Parish Council meeting 6^th May 2008 – item 6 – and confirmed to H &BBC). All in agreement with the decision made in 2008 agreeing to £1,000 contribution.

H& BBC – Parishes Forum – 22 June – 6pm Council Offices – covering Community Safety Partnership: Neighbourhood Warden Scheme: Youth Provision – Andrew Gough to attend.

H& BBC – Parish & Community Initiative Fund – grant of £2,650 towards Village Signs for Upton and Sheepy Parva

LCC – Highways – closure of Orton Lane, Sheepy Magna for 2 weeks from 5^th May for emergency drainage and carriageway repairs – to go on notice board

For information

Equality and Human Rights Commission – Public Sector Equality Duties

RCC – Diary of Village Events

10) Crime and Safety - Andrew Gough reported that during the 31 days to 5^th May there had been four incidents of theft: Church break in at Sheepy – for the second time: 3 caravans stolen from Sheepy Parva: 1 caravan and gates stolen from Wellsborough and a generator stolen from Pinwall.

11) Approval of Clerk’s Salary

The Councillors were reminded that the National Joint Council (NJC) for Government Services recently granted a 2.5% increase (pending arbitration) for Clerks’ salaries from 1^st April 2008 and Sheepy Parish Councillors approved this at the February meeting. Following further discussions the NJC have agreed that the increase should have been 2.75%. Andrew Gough proposed and seconded by Brian May and all in agreement to approve the extra 0.25%, with arrears from April 08.

12) Report from Internal Auditor and Appointment of Auditor for 2009/10

The Clerk read out a report from the Internal Auditor, dated 22 April 2009, It was noted that the Clerk would provide bank reconciliations to the Internal Auditor during the course of the year. The report was noted and received. Proposed by Andrew Gough, seconded by Brian May, and all in agreement that Ian Fraser should carry on as auditor for 2009/10.

13) Approval of Annual Accounts and Annual Return for 2008/9

A copy of the bank reconciliation, Receipts and Payments for 2008/9 and Budget for 2009/10 had previously been circulated to Councillors. It was noted that the Budget had been updated to include year-end figures, grant from H & BBC and fall in interest rate. The Clerk presented the Annual Report for the Auditors. The Council considered a report by the Clerk and Responsible Financial Officer regarding the obligations of the Council relating to financial regulations and the effectiveness of the internal audit. On the recommendation of the Clerk, it was resolved that no changes be made to the Financial Regulations but that they be reviewed each year. The Council, having reviewed the effectiveness of the system, approved the Statement of Assurance. It was proposed by Andrew Gough and seconded by Brian May, that the Chairman should sign the report and accounts as a true and correct record – all in agreement. The Clerk advised that a notice saying that the accounts were available for inspection had been put on the notice board. The Councillors received and approved the Asset Register and Risk Assessment.

14) Accounts and Signing of cheques

The following cheques were presented for payment:

P Roberts Dog Bins £110.00

M Bassett Salary/com/tel/windows/arrears £617.62

Eon Electricity for streetlights –January £23.85*

Allianz Parish Council insurance £836.69

I Fraser Internal audit fees £115.00

C Blewitt Mowing around village sign £25.00

Carol Riddington Artwork Upton sign and design Sheepy Parva sign £800.00

*includes VAT

15) Planning

The following application has been withdrawn:

09/00120/FUL: Extension to Nursery for Tea Room, Bridge Farm, Sibson

The following application has been received:

09/00175/FUL Extension to Mill Cottage, Sheepy Parva

16) Any Other Business

Andrew Gough proposed that a new Notice board be purchased for the other end of Sheepy Magna (i.e. on the Memorial Hall car park). Oz Hall to obtain permission from Memorial Hall Committee and Clerk to get prices for a new notice board and also a replacement for existing.

Anne Parkinson reported on problems with the verge being worn away by lorries on the left hand side of Orton Lane. Clerk to ask LCC for kerbing.

Anne Parkinson reported on the continuing problem with 4x4s in the night and the fact that there were deep holes in the road. Clerk asked to contact LCC, Ivan Ould and MP.

Anne Parkinson reported on continuing problem with flooding near Overfields Farm in Watery Lane. Clerk to contact LCC.