Minutes

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MINUTES for WELNEY PARISH COUNCIL MEETING of MAY 2018

 

WELNEY PARISH COUNCIL

 

Minutes of Annual Meeting of Welney Parish Council

Tuesday 01 May, 2018 at 19.30

The William Marshall Centre, Hurn Drove, Welney PE14 9SD

 

Tel: 07731 157935

e-mail: clerk@welneypc.org.uk

www.welneypc.org.uk

 

Present:  – Councillors                                                             M. BARKER (MB)

  1. BOMBATA (LB)
  2. DENYER (DD)
  3. EDMUNDS (PE)
  4. GARDINER (PG)
  5. GOODGER (KG)
  6. RAINBIRD (GR)

 

Parish Clerk                                                                             D. LAWSON (Clerk)

Public                                                                                      4

 

ITEM AGENDA ITEM & DETAIL ACTION
1

  Election of Chairman for the year 2018/2019

 

Chairman for 2017/2018, GR stood down as Chair in traditional manner to start election process.

 

Names for Chair for 2018/2019 proposed, but only one name was seconded to permit voting to start.

 

Paul Edmunds was elected by majority as Chair for the 2018/2019 period.  PE took his position as Chair.

 

GR tendered his resignation from the Parish council with immediate effect, stating resignation will be confirmed in writing and left the meeting.

 

LB requested it be placed on record that it seemed to him, based on information received, as if members had predetermined the outcome of the election process in advance of election.

 

n/a                  n/a
2

  To receive & accept Members’ Apologies for Absence

 

 No apologies to record.

 

n/a
3

  To receive Members’ Declarations of Interest

 

1. KG as chair of Williams Marshall’s Charity.

2. GR, PE and LB on the William Marshall’s Charity Trust.

3. PG is Chair of RUG.

4. DD is Chair of William Marshall Centre management

committee

5. PE as member of RUG

6. KG with regards to 00718/ PACU3 – Change of use from

agricultural building to  dwelling house – (Croft Farm, Wisbech

Road, Tipps End)

 

It is recommended that all members sign a general declaration of interest as residents of the parish. Clerk to obtain wording.

 

 

 

 

 

 

 

 

 

 

 

 

 

Clerk

4

  Election of Vice-Chairman for the year 2018/2019

 

Chair proposed PG and proposal was seconded by KG. Vote

was carried for PG to act as Vice-Chair.

 

LB objected to PG’s nomination, raising question re possible

conflict of interest that could exist because PG is also a

member of RUG when there is a commercial relationship

between RUG and the Parish Council. Clerk to seek

clarification re conflict of interest, but believed that this can

be handled through the standard declarations on interest

provisions.

 

 

 

 

 

 

 

 

 

Clerk

5

  Introduction of New Parish Clerk

 

Doug Lawson introduced to parish as newly appointed Parish

Clerk and Responsible Financial Officer (RFO).

 

LB as former acting clerk will support clerk during transition

phase and members will be available to clerk for information.

 

 

 

 

 

LB & All other members

 

6

  Election (Co-option)into vacant Councillor post

 

Prior to meeting it had been identified and agreed to co-opt

1 additional member to the Parish Council. As a consequence of the resignation of the outgoing Chair 2 vacancies existed and there were 2 candidates available, but regulations stipulate that only 1 candidate was permitted to be co-opted. This limitation invoked a secret ballot vote on the candidates.

Lee Howard was voted onto Parish Council by Chair using casting vote. Clerk to confirm appointment in writing and obtain his acceptance on formal documentation.

 

Other candidate will be contacted by Clerk to ask if she remains interested for co-option after permission has been obtained from BCKL&WN to co-opt another member.

 

Clerk to organise co-option with BCKL&WN to ensure lawful formalities are respected.

 

 

 

 

 

 

 

 

 

 

 

 

Clerk

 

Clerk

 

 

 

Clerk

 

7a

   Public Participation

 

   Matters discussed:

 

·        Building report

·        Fence

·        VAT recovery

 

n/a
7b

  Comments from District/County Councillors

 

No District/County Councillors present

 

n/a
8   Reports from Village Charities  
8a

  William Marshall Charity

 

   KG presented report – documentation available on request

 

 

 

n/a

8b

  Bishops Land Charity

 

KG presented report – documentation available on request

 

 

 

n/a

8c

  Playing Field Charity

 

  Chair provided explanation of costs

 

 

 

n/a

9

  Confirm minutes of the preceding meeting/s

 

To approve the minutes of the meetings – Extraordinary

Parish Council Meeting held on Tuesday 17 April, 2018 and

the  Parish Council Meeting held on held on Tuesday 03 April,

2018

 

The members approved both sets of minutes, subject to confirmation of injection of correction to previous draft of Parish Council Meeting. Chair signed both sets as correct to place in official records.

 

 

 

 

 

 

 

 

 

 

Clerk

10

  Matters Arising

 

1.      RUG contract – signed copy received and to be placed on file.

Clerk to follow up with former acting clerk to obtain copy of contract for records.

2.      Parish Plan vs Neighbourhood Plan – agreement to defer for discussion at another date

3.      GDPR – amendments may need to be emphasised in Standing Orders

4.      Archive session – DD provided explanation as to intention for event:

·         Collection of material

·         Promotion for event

·         Option in future to place on-line, in part or in full,  if permissions can be obtained to use some material

·         Statement that Welney News images can be made available

 

 

 

Clerk

 

Clerk

 

n/a

 

Clerk & LB

11

 

 

  Finance & Bills for Payment

 

It appears that the Precept for 2018/2019 has not been

received from information presented on bank statements

when received on 10 April, 2017 for 2017/2018 period.

 

 

 

Clerk & LB

11a

  Bills for Payment

 

All payments with exception of BT Broadband service proposed, seconded and voted for payment, because BT invoice is deemed as part of the infrastructure of the Community Centre and is therefore not a cost carried by the Parish Council, but by the Trustees for the Community Centre.

 

Agreed bills for payment:

·    BCKL&WN = collection from dog waste bins @ £ 329.47 incl VAT

·    BCKL&WN = annual Upwell car park maintenance contribution in advance for 2018/2019 @ £150.00

·    Norfolk ALC membership charges @ £168.44 incl VAT

 

Agreement re payments in future:

·    to add £5 to cover cost of SIM for phone for Clerk

·    to add payment for web-site

·    to add payment for SAM2 post (£150 for post and bracket)

 

 
11b

  Expected Receipts

 

VAT Refund of about £7k is expected. Clerk to report arrival.

 

 

 

Clerk

11c

  Authorised signatories & bank mandates

 

There is a technical problem, because the Parish Council does

not have an adequate quantity of authorised signatories in

place, following GR’s resignation.  This problem obstructs the

payment of bills.

 

Clerk to source new mandate forms and communicate with

members to have paperwork completed properly. Proposed,

seconded and voted that Chair, Vice-Chair and Clerk be added

to authorised signatories. Former Chair to be removed from

signatories as soon as can be made possible.

 

Clerk requested to investigate options for on-line banking

service from Barclays.

 

Clerk alerted members to complexities that can exist when

trying to amend signatories.

 

 

 

 

 

 

 

 

Clerk & PE + PG

 

 

 

 

Clerk

12

  Correspondence

 

1.      Ouse Washes – works starting in July 2018 – Clerk to respond with invitation to make presentation as part of June meeting to permit members to understand better what the impact and benefits will be.

 

2.      Member of public re speed of traffic through Welney:

 

PG reported that he had arranged a meeting with Andy Wallace of NCC Highways on 2nd May to review traffic management within the 30mph section of the A1101 Main Street/Wisbech Road, following set of exchanges already on the subject.. Measures could include painted 30mph signage on the road surface and possibly some double white lines along the centre of the carriageway as the road bends past The Lamb and Flag Pub.

PG requested that Clerk should write to Inspector Mark Cant at Downham Market Police Station to report SAM2 data with average percentile speed to request that the Beat Officer visits Welney on a regular basis to enforce the 30mph limit.

(Note – MB will be able to provide Clerk with the data from SAM2)

 

3.      BCKL&WN – Change of address notification.

 

4.      BCKL&WN – Confirmation that no election required to fill vacant post for councillor.

 

5.      HMRC – change of VAT reference number notification.

 

6.      Came & Co – advisory not re liability for claim concerning damage to fence.

 

7.      Trustees of Welney Playing Field charity – request for grant for grass cutting

 

8.      Letters re planning application – 4 received

 

 

 

Clerk

 

 

 

 

 

 

PG

 

 

 

 

 

 

 

 

 

 

Clerk & PG

 

13   Council Committee and Councillor lead on Specific Subjects  
13a

  Community Speed Watch

 

·     2 sessions during April 2018

·     New members joining – 3 new members have joined the Welney Speed Watch Team, making a total of 11.

 

The Welney team will be taking part in the Norfolk County wide Impact Day planned for Saturday 5th May.

 

 
13b

  SAM2 Speed Monitoring Camera

 

New location required for SAM2 device.

 

New location required. New post to be sited opposite St Mary’s Church.

 

Additional post required and additional payment needed at

£149 + VAT – proposed by PG, seconded by MB and all in

favour.

 

 
14

  Planning Matters

 

00195/FM – Proposed development of 17 residential

dwellings, including 3 affordable units, with improved

vehicular access to Main Road – 02 February, 2018

(land north of Grange Farm, Main Street) – members provided

comments to BCKL&WN on this application on 20 February,

2018.

 

00700/F – Alterations to roof and fenestration of existing side

extension – 17 April, 2018

(High Hill House, Main Street  ) – members  supported

application – proposed & seconded with all in favour

 

00718/ PACU3  – Change of use from agricultural building to

dwelling house – 17 April, 2018

(Croft Farm, Wisbech Road, Tipps End) – members rejected

application – proposed & seconded with all in favour. Reasons

given = too many letters of complaint from local residents

when members were unable to view details of planning

application, due to lack of signal.

 

Clerk to provide feedback to BCKL&WN Planning on both new

applications.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Clerk

15

  Highway Matters

 

Report provided on flood warning services.

 

Agreed that another meeting needs to be scheduled and

added to the agenda

 

Clerk to consult with PG re payment for 2No direction signage

posts for William Marshall Centre that can be subsidised

50/50 through Parish Partnership Scheme and that

requires £175 + VAT for Welney PC as its share of cost. One

sign to be erected at the top of New Road. The other at the

end of Hurn Drove.

 

 

 

 

 

 

 

 

Clerk & PG

16

  Items for Next Agenda

 

·        annual return

·        co-option of new member

·        flood warning services

·        pot holes

·        grass cutting

·        drainage grill opposite Hurn Drove

 

 
 

  Next meeting = 05 June 2018 @ 19.30

 

 
    Meeting closed at 21.30  

 

 

Signed ……………………………………………………………………. Date ……………………………………..

MINUTES for WELNEY PARISH COUNCIL MEETING of JUNE 2018

 

WELNEY PARISH COUNCIL

 

Minutes of Meeting of Welney Parish Council

Tuesday 05 June, 2018 at 19.30

The William Marshall Centre, Hurn Drove, Welney PE14 9SD

 

Tel: 07731 157935

e-mail: clerk@welneypc.org.uk

www.welneypc.org.uk

 

Present:  – Councillors                                                             M. BARKER (MB)

  1. BOMBATA (LB)
  2. DENYER (DD)
  3. EDMUNDS (PE)
  4. GARDINER (PG)
  5. GOODGER (KG)
  6. HOWARD (LH)

 

Parish Clerk                                                                             D. LAWSON (Clerk)

Public                                                                                      10

BCKL&WN district representative                                          David Pope

 

ITEM AGENDA ITEM & DETAIL ACTION
1

Meeting Housekeeping Announcements

 

Chair opened meeting and alerted members of public that there were no confidential matters identified on the agenda.

 

 

 

n/a                  n/a

2

  To receive & accept Members’ Apologies for Absence

 

  Apologies presented in email by GR

As no reason was provided to accept apologies there was no

reason for members to accept apologies.

 

 

 

n/a

3

  To receive Members’ Declarations of Interest

 

1. KG as chair of Williams Marshall’s Charity.

2. GR, PE and LB on the William Marshall’s Charity Trust.

3. PG is Chair of RUG.

4. DD is Chair of William Marshall Centre management

committee

5. PE as member of RUG

 

It is recommended that all members sign a general declaration of interest as residents of the parish. Clerk to obtain wording.

 

 

 

 

 

 

 

 

 

 

Clerk

4

  Public Participation

 

1.      No Police or County representatives present.

2.      Members of the public started dialogue concerning build

quality of the community centre, but were informed by Chair

that this subject is not within the remit of the Welney Parish

Council and must be debated only in the appropriate forum.

3.      Member of public mentioned WWT “Project Godwit” and agreed to forward details of same to Clerk for distribution to members.

4.        4.   Data re community centre – agreed that it needs to be

5.        posted on web-site

6.        5.   Mention of visit by Norfolk Cricket Club chair for spot

7.        check of ground and statement that ground in not in a good

8.        State. Question – can management team get together to take

9.        action? Chair stated that matter is under control. (Is this really

10.    Welney PC business?)

 

 

 

 

 

 

 

 

 

Clerk

 

LG & Clerk

 

Chair

4.1

  Ouse Washes

 

2 representatives from the Ouse Washes project gave a

presentation on the planned works for 2018. The main points:

·        the locations for the car park and offices from previous works will be swapped

·        members of the public will be able to ask questions at the site office

·        cordoned off areas need to be respected to permit new growth to bind soil on banking

·        exceptions cannot be made for special interest groups

·        there will be a help-line available

·        the public are free to ask questions at all times or go on the web for more information

·        there will be a weekly drop-in facility for the public

·        public liability remains the guiding principle with respect to limitations

 

 
4.2

  BCKL&WN Representative

 

David Pope provided update on current thinking with regards

to possible alternatives for electoral reorganisation of Norfolk

into new unitary structure/s, stressing that a single unitary

authority for the whole county is perceived in West Norfolk as

not being in the best interests of West Norfolk’s electorate.

 

DD posed question to BCKL&WN representative re housing, as

the parish is willing and able to see the Borough repurpose

properties to provide homes to those in need and it is

believed that there are BCKL&WN properties in the parish that

are empty currently and that could be made available.

 

 

5

 

 

  To approve minutes of previous meeting – 01 May 2018

 

Minutes of 05 May 2018 meeting proposed, seconded and

approved with all in favour

 

 
6

  Introduction of Co-opted Member – Lee Howard

 

Lee Howard (LH) introduced to parish as newly co-opted

Member

 

Register of Interests form provided to LH for completion and

signed Declaration of Acceptance form received to place on

file.

 

 

 

 

 

 

LH

 

7

 

7.1

7.2

7.3

7.4

7.5

 

  Annual Return

 

Approval of Assets Register

Exemption Certificate for External Audit

Internal Audit Report

Annual Governance Statement (for AGAR)

Approval of Statement of Accounts (for AGAR)

 

The Clerk alerted the meeting that the current state of the

records prevented the production of the annual return (AGAR)

in the manner required by legislation.

 

Consequently, it was moved to request the Clerk to approach

the external auditors to request an extension of the deadline

to allow time to identify the locations of the source data

required to produce the year end accounts. Proposed,

seconded and all in favour.

 

 

 

 

 

 

 

 

 

 

 

 

 

Clerk

8   Clerk’s Report & Parish Council Administration  
8.1

Clerk’s Report

 

Clerk reported that technical problems with email resolved and slow progress was being made with assimilation of responsibilities. Intention is to take on updates of web-site and maintenance of accounts ASAP.

 

 
8.2

Parish Council Administration

 

1.     Signatories – changes now active

2.     Co-option of new member – done

3.     Co-option of second new member – dependencies on due process to alert public of opening

4.     Standing orders – actions still required by members; so must remain as open item for next meeting

5.     Financial Regulations – no changes

6.     Complaints Policy – more work required; so must remain as open item for next meeting

7.     GDPR Policy & adherence – more work required; so must remain as open item for next meeting.

8.     Insurance – agreed in principle to renew, pending clarification on question regarding committing to pay for future financial periods – this is not strictly WPC business – should it be removed from WPC minutes?   

9.     IT equipment – members were reminded that a decision had been made previously to acquire equipment for the Clerk and not necessary to vote again. Clerk to follow up with members.

10.   Email policy & passwords – more work required; so must remain as open item for next meeting. Clerk needs to prepare a policy paper for review and approval. General guideline will be that passwords will be available in sealed envelopes to permit recovery in the event that Clerk ceases to be contactable for whatever reason in order to guarantee business continuity for the parish.

 

 

 

 

 

Pending

 

All

 

All

 

 

LB & Clerk

Clerk

 

 

 

All & Clerk

 

 

Clerk

9   Finance & Bills for Payment  
9a

  Bills for Payment

 

Previously agreed bills remaining unsettled due to change of signatories – cheques signed:

·         BCKL&WN = collection from dog waste bins @ £ 329.47 incl VAT

·         Norfolk ALC membership charges @ £168.44 incl VAT

 

Agreed bills awaiting clarification from BCKL&WN regarding relevant lawful powers:

·         BCKL&WN = annual Upwell car park maintenance contribution in advance for 2018/2019 @ £150.00

 

Agreement re payments in future – to remain on agenda:

·    to add payment for web-site (if not related to trust business) 

·    to add payment for SAM2 post (£150 for post and bracket)

 

New payments to approve:

1.      Westcotec 8796 of 09/05/2108 for street lighting @ £111.12 plus VAT @ 22.22 = 133.34

 

 
9b

  Expected Receipts

 

VAT Refund of about £7k is expected. Clerk to report arrival

when access provided to bank account for on-line inquires.

Action remains open. Clerk to consult with LB

 

 

 

Clerk & LB

9c

  Authorised signatories & bank mandates – update

 

Authorised signatories now activated on account, meaning

restrictions should stop.

Clerk to request information pack from bank as to how the

parish council can use bank facilities remotely. The members

will need to assess the options and move a motion for the

service options the parish wishes to adopt. For parish financial

management the ability to receive statements electronically is

the most important service.

 

 

 

 

 

 

Clerk

10

  Matters Arising

(See also Section 11)

1.      Precept received as cleared funds

2.      Parish Plan vs Neighbourhood Plan – deferred for discussion at another date

3.      GDPR – amendments to be emphasised in Standing Orders – update on status – LB to provide Clerk updates to reflect Transparency implications

4.      Clerk to follow up with former clerks to obtain parish council paperwork and records

5.      Parish Plan vs Neighbourhood Plan – agreement to defer for discussion at another date

6.      Transparency code – Clerk to be sent a copy prior to next meeting

 

 

 

 

Pending

 

LB & Clerk

 

Clerk

 

Pending

 

???

11

  Village Management – Council Committee & Councillor lead

  on Specific Subjects

 
11.1

  Community Speed Watch – update provided by PG

 

 

 

 

11.2

 

  SAM2 Speed Monitoring Camera – update provide by PG &

MB

Post for device has not arrived yet. PG to follow up with

supplier.

New post to be sited opposite St Mary’s Church.

 

Additional post required and additional payment needed at

£149 + VAT – proposed previously by PG, seconded by MB and

all in favour.

Clerk to write to Police at Downham Market. MB to supply

contact details and information to include in communication.

 

 

 

PG

 

 

 

 

 

 

 

Clerk & MB

11.3

  Highway Matters – update

1.        1.   Parish Partnership cost sharing – Clerk provided

2.        explanation supplied re costs, additional sums to pay and VAT

3.        recovery. Parish must pay total cost, after which Parish

4.        Partnership scheme reimburses the parish with the 50% net of

5.        VAT sum and then the parish recovers the VAT element from

6.        the HMRC in the normal manner. Welney PC must pay

7.        supplier (Wescotec) £3,660.00, after which a refund of £1525

8.        will be made by Parish Partnership scheme.

9.        VAT eimbursement makes up the difference, between £1525

10.    and £1830.

 

2.      NCC Highways will paint 30 MPH signs on road surfaces as a low cost trial to ascertain if this reduces speed through the community.

 

3.      Vegetation growth is a potential safety issue – letters from KG and DD (possible to include remedial action in Ranger activities)

 

 
11.4

Flood warning services – no update

 

Another meeting still needs to be scheduled and added to the

agenda.

 

 

 

???

11.5

  Pot holes – 2 located opposite Hurn Drove

 

Agreed that photos of both should be taken for forwarding to

NCC Highways. (who is taking photos and sending to Andy

  Wallace?)

 

 
11.6

  Grass Cutting – non-playing field

 

Road safety – lines of sight, visibility of road signage and

barrier – this is primarily an issue with the grass at the base of

the signs  – who is cutting grass?

 

 

 

 

 

???

11.7

  Drainage grill – Hurn Drove – non-playing field

 

 
11.8

Events in Welney – update

Clerk to place event info on web-site.

 

 

 

Clerk & LB

11.9

  Footpath funding for March Road  – to remain on agenda and

  to receive update from MB.

 

Costs of footpath indicated at +/-£14k. Clerk to obtain details

from MB to permit preparation of options for members to

vote as approved.

 

MB

 

 

MB & Clerk

12   Correspondence  
12.1

  Correspondence – incoming

 

There was nothing from Correspondence that required actions

that are not covered elsewhere under other sections recorded

in these minutes.

 

 
12.2

  Correspondence – outgoing – Open item list of actions for

  Clerk and members:

 

1.      PG requested that Clerk should write to Inspector Mark Cant at Downham Market Police Station to report SAM2 data with average percentile speed to request that the Beat Officer visits Welney on a regular basis to enforce the 30mph limit. (Note – MB will be able to provide Clerk with the data from SAM2)

2.

 

 

 

 

PG & Clerk

 

 

MB

13

  Planning Matters – The following planning applications are to

  be considered as part of consultation process:

1.      Ref 8/000934/O – site of former Three Tuns PH on which it is proposed to construct 4 dwellings. Approval was proposed, seconded and all voted in favour. 18/00934/O

No further applications notified that could be considered in time for posting the agenda.

 

 

 

 

n/a

14

  Items for Next Agenda

 

·            B/f item – payroll service quotation – comparative fees for

·            additional serviced provider required

 

·        annual return – is it possible to complete

·        transparency

·        GDPR

·        LED street lighting

·        Ranger visit

·        signage

·        staff contract of employment (statutory requirement)

·        staff engagement process (forms of identity, etc.)

·        staff payroll

·        extra costs in relation to preparation of annual return

·        staff IT equipment

 

 

 

KG

 

 

 

 

 

 

PG

MB

 

  Next meeting = 03 July 2018 @ 19.30

 

 
    Meeting closed at 21.40  

 

 

Signed ……………………………………………………………………. Date ……………………………………..

MINUTES for WELNEY PARISH COUNCIL MEETING of JULY 2018

 

WELNEY PARISH COUNCIL

 

Minutes of Meeting of Welney Parish Council

Tuesday 03 July, 2018 at 19.30

The William Marshall Centre, Hurn Drove, Welney PE14 9SD

 

Tel: 07731 157935

e-mail: clerk@welneypc.org.uk

www.welneypc.org.uk

 

Present:  – Councillors                                                             D. DENYER (DD)

  1. EDMUNDS (PE)
  2. GARDINER (PG)
  3. GOODGER (KG)

 

Parish Clerk                                                                             D. LAWSON (Clerk)

Public                                                                                      3

BCKL&WN district representative                                          V. Spikings

 

ITEM AGENDA ITEM & DETAIL ACTION
1

Meeting Housekeeping Announcements

 

Chair opened meeting and alerted members of public that there were no confidential matters identified on the agenda.

 

 

 

n/a                  n/a

2

  To receive & accept Members’ Apologies for Absence

 

  Apologies presented in email by GR

Apologies provided by members with reasons that were

accepted for:

MB, LB and LH

 

Apologies received from 2 BCKL&WN cllrs, citing conflicting

agendas

 

 

 

n/a

3

  To receive Members’ Declarations of Interest

 

1. KG as chair of Williams Marshall’s Charity.

2. PE on the William Marshall’s Charity Trust and as member

of RUG.

3. PG is Chair of RUG.

4. DD is Chair of William Marshall Centre management

committee

5. KG & PG with regards to planning items to be discussed

 

 

 

 

 

 

 

 

 

 

 

 

4

  Public Participation

 

1.      No Police or County representatives present.

2.        2.   Member of the public started dialogue concerning process

3.        for contacting community centre committee to discuss build

4.        quality of the community centre. Chair informed all present

5.        how to write to the appropriate forum.

6.        3.   High level explanation provided on new ways of handling

7.        parish council accounts, with proposed workshop to iron out

8.        details. Cllr Spikings suggested some useful ideas that have

9.        proved to be a success at other parishes.

10.

 

 

 

 

 

 

 

 

  BCKL&WN Representative

 

Cllr Spikings repeated message relating to the unknown future

of West  Norfolk as a District level authority.

 

 

5

 

 

  To approve minutes of previous meeting – 05 June 2018

 

Minutes for June 2018 meeting proposed, seconded and

approved with all in favour

 

 
6

  Introduction of Co-opted Member – Lee Howard

 

Lee Howard (LH) absent – so paperwork formalities

completed. As these are statutory requirements the forms

must be filed and made available for the public (Register of

Interests form)

 

 

 

LH

 

7

 

 

  Annual Return

 

Agreed that should be able to complete AGAR after workshop

on accounts.

 

Clerk to identify mutually convenient date for workshop.

 

 

 

Clerk

8   Clerk’s Report & Parish Council Administration  
8.1

Clerk’s Report

 

Clerk reported that nothing new and significant to report, but that the challenge to get the parish’s administration under control continues with a considerable amount of work still to be done.

 

 
8.2

Parish Council Administration

 

Accounts and filing are most significant challenge. Clerk requires access to building for filing.

 

1.  Suggestion to produce and circulate a log of correspondence prior to meeting.

2.  Copies of statements to be sent to Chair and PG

3.  Members agreed that Clerk pursue supplier of payroll service to set it up. Costs are within permitted limits meaning that matter does not require a debate.

4.  Provision of IT equipment still an issue. Members had understood that funding had been agreed and all that is required no is that someone acquires the equipment. Clerk to obtain clarification from Cllr LB on his return from vacation.

 

 

 

 

 

 

Clerk

 

Clerk

Clerk

 

 

Clerk

 

  Incoming post

 

Cllr Spikings suggested that it might be a good idea to log all

incoming post.

 

 
 

 Statements for other Members

 

Clerk to provide copies of statements to Chair and Vice-Chair

to ensure others are aware of position of funds. May be

option to provide copy of download from bank when clerk has

on-line access.

 

 

 

Clerk

9   Finance & Bills for Payment  
9a

  Bills for Payment

 

1.      Westcotec – post and bracket for speed control device incl VAT @ £156.80

 

Comment made that prices for post and brackets have changed – so need to check prices.

 

2.      Members expressed concern that agreed grant to church did not appear to have been made. Clerk explained limits on payments to churches and the only permitted way that payments can be made to churches. As the grant fits with the permitted reason, the grant will now be made.

 

3.      Cllr Spikings explained history in relation to car park payments and clarified sums received and disbursed. Clerk advised Members that BCKL&WN is still to provide the lawful reason for making payment in writing.

 

 

 

 

 

 

Clerk

 

 

Clerk

 

 

9b

  Expected Receipts

 

VAT Refund of about £7k is expected. Clerk to report arrival

when access provided to bank account for on-line inquires.

 

Clerk to request the LB provides detail of VAT records and

method plus parish codes for accessing VAT system on-line.

 

 

 

Clerk

 

 

Clerk & LB

9c

  Payment proposal process improvement

 

Discussion on ways to improve payment of bills. Cllr Spikings

suggested preparing classic packet of invoices for circulation

and inspection by Members during meeting. Clerk responded

to say that this is part of the intended improvements to be

discussed. Members agreed – so process will be implemented.

 

 

9d

  Regular bills  for services

 

  It was agreed by all Members that all regular bills to transfer

to Direct Debit wherever possible to reduce work-load for

Clerk and Members.

 

 

 

Clerk & Chair

10

  Matters Arising

 

1.        1. GDPR – amendments to be emphasised in Standing Orders

2.        update on status – LB to provide Clerk updates to reflect

Transparency implications on his return from vacation.

 

 

 

 

Pending

11

  Village Management – Council Committee & Councillor lead

  on Specific Subjects

 
11.1

  Community Speed Watch – update provided by PG

A1101 closed for 2 weeks resulting in changes in quality of

information. Welney participation in county event – Welney

involved and another event in August.

 

 
11.2

 

  SAM2 Speed Monitoring Camera – update provided by PG

 

Device has been moved to Wisbech Road for current period

before returning to Chestnut Avenue.

 

Clerk to write to Police at Downham Market. MB to supply

contact details and information to include in communication.

 

 

 

PG

 

 

Clerk & MB

11.3

  Highway Matters – update

1.  Parish Partnership cost sharing – Clerk to follow up and    sure all payments balance correctly

2.   Parish Partnership & scheme options going forward. Clerk to retrieve communications and provide to permit WPC to submit bids by deadline of 07 Dec 2018 (suggestions include footpath to connect community centre to main parts of settlement, village “gates” and LED lighting)

3.   NCC Highways & painting of 30 MPH signs on road surfaces – no update

4.   LED  lighting –  clerk to research costs and check if possible via Parish partnership scheme

5.   Village gates – clerk to research costs and check if possible via Parish partnership scheme

6.   Wash road – action for each Member to provide Clerk with details of road problems

 

 

 

 

 

Clerk

 

 

 

 

 

 

 

Clerk

 

Clerk

 

All

11.4

Flood warning services – no update

 

Another meeting still needs to be scheduled and added to the

agenda.

 

 

 

 

11.5

  Pot holes – problem at Hurn Drove as it is a private road and

  not adopted by NCC. DD to communicate with local resident

to explain situation

 

Agreed that photos of both should be taken for forwarding to

NCC Highways. (who is taking photos and sending to Andy

  Wallace?)

 

 
11.6

  Grass Cutting & Overgrowing vegetation  – non-playing field

 

1.      Grass cutting has stopped being a problem as result of weather and following some cuts.

2.      Overhanging trees – KG to provide names of property owners to contact

 

 

 

 

 

KG

 

 

11.7

  Drainage grill – Hurn Drove – non-playing field – no update

 

 
11.8

Events in Welney – update from DD

Clerk to place event info on web-site when LB returns from vacation. Info is ready to post.

 

Fund raising day was reported as a success.

 

 

 

Clerk & LB

11.9

  Footpath funding for March Road  – to remain on agenda and

  to receive update from MB.

 

Costs of footpath indicated at +/-£14k. Clerk to obtain details

from MB to permit preparation of options for members to

approve.

The concept of the path has been approved already and

parishioners have been consulted to canvas views. The path is

to provide better connection between main settlement and

hall.

 

Clerk to investigate Public Works Loan option costs (10/15/20

year repayment periods for £14k).

 

Proposed by PG and seconded by KG with all approving to try

to obtain Parish Partnership contribution with balance of

funding through Public Works Loan.

 

MB

 

 

MB & Clerk

 

 

 

 

 

 

 

Clerk

 

 

Clerk

12   Correspondence  
12.1

  Correspondence – incoming

 

There was nothing from Correspondence that required actions

that are not covered elsewhere under other sections recorded

in these minutes.

 

 
12.2

  Correspondence – outgoing – Open item list of actions for

  Clerk and members:

 

1.      PG requested that Clerk should write to Inspector Mark Cant at Downham Market Police Station to report SAM2 data with average percentile speed to request that the Beat Officer visits Welney on a regular basis to enforce the 30mph limit. (Note – MB will be able to provide Clerk with the data from SAM2)

2.

 

 

 

 

PG & Clerk

 

 

MB

13

  Planning Matters – The following planning applications were

  considered as part of consultation process (see declarations of

interest):

 

1.      18/00195/FM – Proposed development of 17 residential dwellings (including 3 affordable units) and improved vehicular access to Main Road at Land North of Grange Farm, Main Street.

Members voted to reject application on grounds that the footpath provision is inadequate, building density is too high for locality and based on previous experience there is the longer term risk posed to the community in relation to adoption of the access road.

 

2.      18/01106/F  – Single Storey side Extension to form Garage at Orchard House, Bells Drove

 

Members voted to support application as there were no issues.

 

 

 

 

 

14

  Items for Next Agenda

 

·        completion of payroll process

·        staff contract of employment (statutory requirement)

·        staff engagement process (forms of identity, etc.)

·        IT equipment

·        annual return – is it possible to complete

·        feedback from  accounting work-shop session

·        monthly finances – budget vs actual

·        filing

·        extra costs in relation to preparation of annual return

 

 

 

 

 

 

 

 

 

 

 

 

  Confidential items – there were no confidential matters

 

 
 

  Next meeting = TBD August 2018 @ 19.30

 

 
    Meeting closed at 21.45  

 

 

Signed ……………………………………………………………………. Date ……………………………………..

Minutes (from 2011)

2018

3rd January | 23 January Extra Meeting – DRAFT | 6th February – DRAFT 20 February Extra Meeting – DRAFT  | 6th March– DRAFT | 3rd April DRAFT | 17th April Extra Meeting – DRAFT | 1st May Annual WPC Meeting – DRAFT

2017

3rd January  |  Annual Parish Meeting 7th March  | 7th March  |  4th April

2nd May- AGM  |   6th June4th July | 24th August5th September | 10th October |

7th November | 5th December

2016

12th January12th January –  Trustees Meeting  |  19th January – Extra meeting

2nd February  |  1st March – Trustees Meeting  |  1st March  |  1st March – Annual Parish Meeting

5th April  |  3rd May – AGM  |  7th June  |  5th July  |  7th June – Trustees meeting

2nd August – Trustees Meeting  |  2nd August  |  6th-September  |  4th-October

1st-November  |  6th-December

2015

6th January  |  3rd February  | Annual Parish Meeting 3rd March  | 3rd March

7th April  |  22nd April  | 20th May  | 9th June  |  7th July  |  14th July

4th August  |  1st September  |  22nd September  |  6th October  |   27th October

3rd November  |  3rd November – Trustees Meeting  |  11th November

1st December  |  1st December – Trustees Meeting  |  8th December- Extra Meeting

2014

7th January  |  4th February  |  4th March 2014  |  1st April

6th May – AGM  |  3rd June  |  8th July  |  5th August

2nd September  |  23rd September  |  7th October  |  4th November  |  2nd Decmber

2013

8th January  |  5th February  |  5th March  |  2nd April |  7th May AGM  | 4th June

 2nd July  |  6th August  |  3rd September  |  1st October  | 5th November3rd December

2012

10th January  |  7th February  |  6th March Annual Parish Meeting  |  6th March

3rd April  |  1st May AGM  |  12th June  | 3rd July  |  7th August

4th September  | 2nd October  |  6th November  |  4th December

2011

4th January  |  1st February  |  1st March  |  5th April  | 10th May- AGM  |  7th June, 2011

12th July  |  2nd August  |  6th September  |  4th October  |  1st November  |  6th December