Parish
council meeting
April 7 2011
Northolme Community Centre
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BELMONT
RURAL PARISH COUNCIL
Parish
council meeting |
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033/11 Apologies and Declarations of Interest There were no apologies. Councillor Edwards declared a personal interest in agenda item 9, minute reference 041/11, as a Member of another authority.
Minutes of the previous meeting had been circulated. An amendment to the spelling of one name was indicated. Subject to the amendment, it was agreed that the Chairman be authorised to sign the minutes as a true record of proceedings at that meeting. (a) Parish Questionnaire Parish questionnaire responses have been returning to the Clerk with approximately 120 returned to date. The Clerk has put notices no boards reminding people to return their forms by mid April. After Easter a meeting of the parish plan committee will be arranged to evaluate the responses and how the information should be reflected in the parish plan. As indicated on the questionnaire, it was agreed that a National Garden Centre voucher be presented at a prize draw made at the Annual Parish Meeting in May from the names of those who have returned completed questionnaires. The Clerk was instructed to obtain a voucher to the value of £100.00.
The Clerk and Chairman attended a briefing by HALC/Herefordshire Council in the Localism Bill and Locality Working and the Clerk also attended a HALC branch conference when the Localism Bill was discussed. Members noted that much of the detail of the proposals in the Localism Bill have yet to be outlined by the Government but as consultation documents are now beginning to be issued, it is clear that the Billrepresents both opportunities and potential difficulties for Parish Councils In response to some of the issues arising under the Bill, Herefordshire Council are devolving some formerly centralised services to locality teams, that is teams based on geographical locations rather than based on service requirements. (c) Fencing for the junior play area at Northolme Road There have been no further developments on this item. (d) Local Elections Nine candidates have come forward for election to the parish council and therefore all nine are considered elected with no further electoral process required. New/returning members formally hold office 4 days after the date of the election and all are requested to attend the training session at theNortholme Centre on Thursday 12th May, commencing at 7.15pm. The elected Members are: Phil Edwards As a result of the uncontested election, costs to the parish council will be kept to a minimum and have been indicated by the Elections office as being between £50 -£350 depending upon the number of candidates. Poll cards will not now be issued and there will be no associated charge. There are ten candidates for the three Ward Councillors for Herefordshire Council so a contested election will be held for the Ward.(e) Abbey View Park Signage The Clerk has passed on the request for signage in Abbey View Park encouraging dog owners to act responsibly and pick up after their dogs. Information signage was also discussed during a site visit to Abbey View Park with parks and countryside officers and will be brought forward for consideration at a later meeting. (f) Repairs and maintenance • The notice
board in Dorchester Way has been repaired although the front opening requires
further work as the arm to hold the front glass up needs work. (g) Belmont Pools A request has been received for funding towards the cost of additional works at Belmont Pools to improve access. Costings and further details will be available for discussion at the next meeting . (h) Newsletter The quarterly newsletter, prepared by Roderick Robinson on a voluntary basis, was distributed to all useholds last week through the Admag, in the absence of anyone prepared to take on the delivery ontract. It was noted that some members did not appear to have received their copy. It was also noted that Councillor Myatt’s name had been omitted from the Councillor list on the newsletter, despite appearing on the draft version. The Clerk will report this to Mr. Robinson.
It was noted that CSO Jason Merrick had offered apologies that he was unable to attend the meeting but he did provide a brief report indicating 3 reported incidents of anti social behaviour/drinking in the vicinity of the Northolme Centre, thefts of materials and a small fire at Mulberry Park, a damaged car and damaged fencing.Members also noted increased smashed glass in the car park by the Northolme entre and were advised by Mr. Adrian Bridges from the Northolme Centre, in attendance, that CCTV cameras for the Centre will be fitted shortly and are currently awaiting some additional parts from Japan. There were no items of correspondence to report other than those addressed elsewhere on the agenda. (a) Payments Members noted an adjustment made to the standing order relating to the Clerk’s salary and orresponding Inland Revenue payment to take into account a small underpayment of salary during the year and an overpayment of national insurance contributions. In addition, the annual payment to the Clerk to reflect the use of her home as her office was also paid in March. A further change to national insurance contributions in April will require a further adjustment for payments from April onwards. The Clerk’s basic salary however remains as previously agreed. Members noted that the Inland Revenue have recently withdrawn a previous concession for parish councils whereby clerks could have been engaged by parish councils on a self employed basis. Parish Councils are now required to register as employers and to pay the Clerk as an employee through the PAYE system. For the record, BRPC has always been registered as an employer and the Clerk has always been paid net of appropriate tax and national insurance and appropriate annual returns have een made to the Inland Revenue each year. Authority was given to make the following payments: HALC PIP Printing SLCC Northolme Community
Centre Association Cash (b) Receipts None since the last meeting.
Current account:
£500.00 (d) Other financial matters • VAT ClaimThe Clerk has submitted a request for repayment of VAT amounting to £2,764.23 from HM Revenue and Customs • PAYE Annual Return The PAYE Annual Return is now due and will be submitted before the deadline which is 19th May. • Annual Return External auditors have indicated that the last day for approval of accounts for the year to 31st March 2011 will be 30th June this year and BRPC has not be selected for a special review again this year. The Annual review of the internal audit processes and risk management review will need to take place during May or June and the Clerk suggests that this should be deferred to early June to allow potential new uncillors to take part if they so wish. The date set for the exercise of electors rights is 25th July which means that the period when accounts can be made available to members of the public will commence on 27th June and end on 22nd July. The Clerk will request that this be brought forward by several days as part of this period falls within her annual holiday. • Proposals to change the External Audit System for Parish Councils Members noted that following the announcement of the abolition of the Audit Commission, the body with overall responsibility for local authority accountability, proposals for it’s replacement are now out for consultation. Current indications are that the external audit regime may change to the effect that principal authorities will have overall responsibility for the audit of parish councils which will now be called an “examination” rather than audit. How this will be interpreted in practice is currently open for consultation but it is suggested that principle authorities will act as commissioning agent for parish councils in appointing appropriately qualified independent external examiners of parish council accounts. The proposals suggest, but do not detail, that the current requirement for internal audit may not continue, and nationally agreed audit fees will be subject to local negotiation. (a) Applications received since the last meeting Ref: DMS110614/FH (b) Other planning
matters Members noted that Tesco have withdrawn their application to extend the hours when alcohol can be purchased. The Clerk gave a brief report on the content and outcome of the SLCC combined branch conference attended last month, noting in particular a presentation by playground designers Proludic on encouraging participation of girls in outdoor play. Members were reminded that an informal training session is to be held on 12th May at the Northolme Centre from 7pm. This is to be an opportunity to meet new councillors and to complete paperwork prior to taking their seat on the parish council at the Annual Parish Council meeting.
Notes from the site visit attended by Councillor Cook, Councillor Myatt and the Clerk, together with a draft site management plan prepared by Herefordshire Council, had been previously circulated. Members noted Councillor Edwards’ comments that the report contains some factual errors in that it refers to the land being acquired under a compulsory purchase order. The land behind Dorchester Way was acquired by negotiation to assist with the adoption of the neighbouring former landfill areas in accordance with Herefordshire Council’s stated acknowledgement that the Parish had a known shortfall of public open space with reference to national standards for public open space to serve identified housing densities. Other errors contained in the report included reference to monthly cutting of informal pathways, which is not occurring although it had originally been proposed that paths would be cut monthly, and the report inaccurately describes the landfill as having 300mm of topsoil over the gas retaining membrane, whereas in fact a layer of gravel and drainage pipes sit beneath the topsoil. Concern was expressed by Members and members of the public in attendance with regard to the statement that shrubs that have become established on the former landfill site be removed. Acknowledging that this would be necessary if root systems threaten the membrane, it was agreed that shrubs should be retained if at all possible in order to retain the natural appearance of the area. Members noted the proposals with regard to the land and had no objections but it was also noted that some Members were receiving complaints about children playing ball games on equipped play areas as there is no other provision for ball games within the parish. It was agreed that for any future further development within the parish, if any, adequate provision for ball games would be requested as a requirement for planning consent being granted. (a) It was noted that no warning signs had been erected when roadworks commenced in Southolme Road recently. Speeding vehicles had been witnessed in Southolme Road and Waterfield Road recently. The Clerk was instructed to notify West Mercia Police. (b) Poor driving has also been witnessed at the Broadholme Road roundabout and the mini roundabout at the bottom of Dorchester Way. West Mercia Police to be advised of these incidents too. (c) Tree trunks and a trolley had appeared in Newton Brook. It was noted that there is a new number for reporting discarded shopping trolleys, as follows: • Tesco trolley
collection service – 01392 882210 (freephone number) (d) A lamppost between the parish map and the mini roundabout has been lit for several weeks. Although this has been reported already, the Clerk was instructed to report the matter again. (e) Members welcomed the new “keep clear” signs on the Tesco roundabout and whilst not totally resolving problems of exiting parish roads during peak periods, it was felt they had helped considerably. (f) Herefordshire Council agents had damaged trees in the Belmont Pools area when a tree being felled, fell onto other trees. A waist high stump has been left. It was felt that cutting the tree closer to the ground would have enabled the stump to be used as informal seating. (g) A pit has been dug in the woods adjacent to the Pools and tree trunks placed across. It would appear to be being used as a meeting place and the pit was now full of litter, empty cans etc. The Clerk was instructed to notify Herefordshire Council. (h) Councillor Edwards outlined his activities as District Councillor since the last meeting, including: • Requesting
replacement street signs The date for the Annual Parish Meeting was agreed at the last meeting as 19th May. This takes place before the Annual Parish Council meeting which this year is the first formal meeting of the parish council after the elections. The current Chairman should chair the Annual Parish meeting and the Clerk has arranged for Andrew Nixon, the expert on the Brown Banded Carder Bee to give a brief presentation the bee and it’s conservation. It was agreed that if the presentation attracts interest, consideration might be given to a longer presentation at a later date. The meeting will start at 7.15pm on Thursday 19th May and will be followed by the Annual Parish Council meeting. The Clerk was authorised to formally call the Annual Parish Meeting and to place notices on notice boards accordingly.
This meeting is scheduled to take place immediately after the Annual Parish Meeting at 7.45pm at the Northolme Community Centre, Northolme Road. The Chairman stated that he would not be seeking re-election to the Chairman’s position, whilst thinking everyone for their co-operation throughout the year. During the final period for public participation there were no further items raised by Members of the Public in attendance.
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