MINUTES OF THE ANNUAL GENERAL MEETING OF BARLEY PARISH COUNCIL
HELD AT THE TOWN HOUSE ON MONDAY 20TH MAY 2013 AT 8PM
Present: Cllr Jeremy Carlisle, Cllr Mark O’Brien, Cllr Ian Turner, Cllr Graham Clark,
Dst Cllr Gerald Morris, Mrs Laura Childs (Clerk)
Apologies: Cllr Tony Slater, Mr Tim Martin (RFO), Cllr Geoff Kavangh, Mrs Carole Turner (Chair of Town House Committee)
Election of officers:
Chair Cllr Carlisle stood down
Cllr Carlisle was proposed by Cllr Clark and seconded by Cllr O’Brien.
There being no other nominations Cllr Carlisle was unanimously re-elected as Chairman of the Parish Council for the coming year.
Vice Chair Cllr Turner stood down
Cllr Turner was proposed by Cllr O’Brien and seconded by Cllr Clark.
There being no other nominations Cllr Turner was unanimously re-elected as Vice Chairman of the Parish Council for the coming year.
Councillor’s declaration of interests
Cllr Turner declared an interest in the software that he has developed to assist the input of data for Speedwatch. This software may shortly be sold to other police authorities.
Cllr Turner owns Horseshoe Farm, London Road, Barley which has an application to replace a garden wall, to be discussed later on during this meeting.
Minutes of last meeting
The minutes of the meeting on 8th April 2013 were read and approved.
Proposed by Cllr G Clark and seconded by Cllr I Turner
Cllr Carlisle confirmed that Jack Shephard has kindly agreed to continue dealing with the marquees on behalf of the Village Show Committee but will be looking for extra help and support with this when he is overseas on business.
Cllr Turner reported that Speedwatch are currently finding it difficult to manage relations between the police and the Speedwatch volunteers. He confirmed that both parties are working to resolve current issues and he would report further at our next meeting.
The Clerk advised that despite reporting the sunken drain / pot hole in the road outside Brick House, Church End several times via the Hertfordshire Highways Fault Line no repairs have been carried out. Cllr Carlisle requested the Clerk to bring the problem to the attention of County Councillor Tony Hunter and Gary Henning of Hertfordshire Highways.
Becky Wears of Shaftenhoe End has expressed an interest in the position of Parish Councillor, the Clerk confirmed that she has invited Ms Wears to the Annual Village Meeting. Cllr Carlisle requested that the Clerk researched the correct formal procedure for co-opting a Councillor onto the Parish Council.
Cllr Carlisle confirmed that he hoped to speak to Mr Phil Smith shortly regarding the bench repairs required at various locations within the village. Mr Smith was previously responsible for organising the installation of these benches.
The Clerk confirmed that she has spoken to Mrs Mary Plowman regarding printing off A1 planning drawings as and when required and advised that Mrs Plowman is happy to do this. Cllr Carlisle asked the Clerk to contact NHDC planning to enquire what progress has been made with regard to them providing the Parish Council with an A3 printer.
Financial Officers report & signing of payments
In Mr Martin’s absence Cllr Carlisle reported the following on Mr Martin’s behalf:-
Payments this month
JDK Grounds Maintenance Repairs to fencing in Plaistow £205.00
Laura Childs Parish Clerk (April) £158.40
Tim Martin RFO (Dec ‘12 to May 13) £180.00
It was proposed by Cllr O’Brien and seconded by Cllr Clark that these payments should be made.
Busy Bee Electrical works to Kitchen ring main £599.85
Busy Bee PAT testing £182.20
Carol Robinson Cleaning (April) £ 75.00
Vicky Stacey Extra cleaning (April) £ 78.75
Alison Stacey Letting officer fee (April) £127.50
Tim Martin Reimbursed for new fridge for downstairs kitchen £272.00
It was proposed by Cllr Clark and seconded by Cllr O’Brien that these payments should be made.
Cllr Carlisle informed the meeting that Barley Parish Council have been notified that they have been randomly selected for an intermediate audit to be completed by Mr Tim Martin (RFO).
Cllr Carlisle explained that Mr Martin is continuing to look into the VAT recovery situation and it is looking promising that we will be able to recover VAT in respect of some additional Town House and Parish Council expenditure.
Horseshoe Farm, London Road, Barley ref: 13/00599/1LB
Cllr Turner had previously declared an interest in this application and took no part in the discussion or decision.
Having considered the application it was unanimously agreed that there were no objections and the Clerk was requested to notify NHDC accordingly.
Proposed Diversion of part of Barley Footpath 14
Cllr Carlisle advised those that had not been present that a meeting was held on site, last Thursday, where discussions took place between interested parties and various alternative route options had been explored. The outcome of that meeting had however proved inconclusive. Mark Westley (Ramblers Assocation) produced maps showing Freemans Lane as a ‘white road’ which would give ancient access rights over it. This is the same route that Abbotsbury are currently objecting to the use of. Cllr Carlisle went on to remind the meeting that the application was essentially in three sections; Crown House, Abbotsbury and the current permissive route at the northern end. Further to the meeting on site it was understood that Mr Angus Thirlwell would be going back to re-consult with Abbotsbury.
Cllr Turner reported that the Annual General Meeting had been held and finances were looking OK. After recent damage the fridge in the downstairs kitchen needs replacing and it is understood that Mr Martin has organised a replacement to be delivered. Cllr Turner advised that he is still trying to source the thermometers for the fridges. Following an inspection of the Town House roof by Cllr Carlisle a problem with the guttering / drainage has been identified and he agreed to speak with a builder to get a quotation together to undertake the works. Once these works have been carried out further re-decoration and repairs are required in the upstairs store room caused by the damp from the roofing problem.
Mrs Carole Turner will be looking into grants to perhaps replace the down stairs kitchen, which is long overdue an overhaul. Cllr Turner reported that both Mrs Turner (Chair of Town House Committee) and Sophia Wrangham (Secretary to Town House Committee) have indicated that this will be their last year in their posts and so new volunteers need to be found.
Cllr Clark advised that James King has replaced the damaged cross rails to the Plaistow fencing. Unfortunately one of the recently repaired posts has been kicked down again and James King has been back and also replaced this. Incidents of vandalism are still taking place and general mistreatment of the play equipment is being carried out. The grass is now being cut regularly. Cllr Clark said that he will shortly be cutting back some of the ground elder that is growing at the back of the childrens play area. The Clerk advised that RoSPA have written to say that an inspection will shortly be taking place.
In the absence of Cllr Kavanagh there was nothing further to report. Cllr Carlisle stressed that this item really needs to be the next ‘big project’ that is tackled.
Health & Safety
In Cllr Slater’s absence the Clerk reported that she had received an email from him indicating that the last Health & Safety check was all fine.
A letter has been received from RoSPA notifying that an inspection is due later this month.
Any Other Business
Complaints have been received regarding the state of the grass cutting on Bankside. It appears that the contractors have cut back the grass at the top of bank and at the bottom of bank, leaving the grass long in between. The Clerk advised that she had spoken to Neil Fairey of NHDC who is aware of the problem and is in conversation with the contractors to rectify this shortly.
Cllr Turner informed the meeting that it had come to his attention that the fence in the car park at the school which is supposed to be removable (to allow emergency services free access) appears to have been bolted shut. Cllr Carlisle said he would speak with Mr Martin, in his capacity as Parish Council Governor at Barley School, to find out what the situation is and remedy if necessary.
Meeting closed at 10.00pm