Gorsley & Kilcot Parish Council

Minutes of the Annual meeting held on Thursday 7th May 2009 at 7.30pm
in Upper Room Christ Church Gorsley

Present: Cllr. Vivien Ferguson, Cllr. Amanda Reade, Cllr John Barker, Cllr. Sheila Fowler, Cllr Martyn Davy, Cllr. Molly Boughton and Cllr. Graham Price.

In attendance: Mrs Margaret Highton (Clerk).

Election of Chairman: Cllr. John Barker proposed and Cllr. Martyn Davy seconded that Cllr. Amanda Reade be elected Chairman for the forthcoming year and it was agreed unanimously. Cllr. Amanda Reade signed the acceptance of office of chairman.

Apologies for absence: None

Declaration of Interest: There was none.

Election of Vice Chairman: it was proposed by Cllr. Viv Ferguson, seconded by Cllr. Sheila Fowler, and agreed unanimously that Cllr. John Barker be elected Vice Chairman for the forthcoming year.

Appointment of Representatives to B4221 Action Group: Cllr. Viv Ferguson proposed, Cllr. Amanda Reade, seconded, and it was agreed unanimously that Cllr. Graham Price would represent Gorsley & Kilcot Parish Council on B4221 Action Group.

Appointment of Representative to Newent Area Freight Quality Partnership: It was decided that the Parish Council would like to support a Newent Area Freight Quality Partnership. Cllr. Viv Ferguson proposed and Cllr. John Barker seconded that Cllr. Graham Price would represent Gorsley & Kilcot Parish Council on the Partnership and this was agreed unanimously.

Appointment of Planning Committee: The Chairman and Vice Chairman are ex offico members of the Planning Committee. Cllr. Amanda Reade proposed, Cllr. John Barker seconded, and it was agreed unanimously that Cllr. Graham Price, Cllr. Sheila Fowler and Cllr. Molly Boughton would be appointed to the Planning Committee.

Appointment of Lead Member for Finance: It was proposed by Cllr. Viv Ferguson and seconded by Cllr. Sheila Fowler and it was agreed unanimously that Cllr. Graham Price should be appointed as Lead Member for Finance.

Annual Subscriptions: It was agreed unanimously that the following annual subscriptions would be paid:

  • Gloucestershire Rural Community Council - £25
  • Local Council Review – approx. £13.70
  • Gloucestershire Association of Parish & Town Council - £50.13

Parish Council Insurance Provider for 2009/2010: The Clerk had received a quote from Zurich through Community First of £ 275.49. Cllr. Amanda Reade proposed, Cllr. John Barker seconded, and it was unanimously agreed that the Parish Council would accept the quote from Zurich. The Clerk was asked to write to Community First for clarification of the insurance position re: 1) Parish Social, 2) Footpath walks lead by Parish Councillors or their spouses and 3) Footpath clearing walks. An email had been received from John Lane re the Gloucestershire County Council’s insurance for volunteers, the Clerk was asked to email back to clarify points about strimmer training, and volunteer forms. Action: Clerk to email Community First and John Lane.

Annual accounts up to 31st March 2009: These had been circulated to all councillors and after a discussion, Cllr. John Barker proposed and Cllr. Sheila Fowler seconded and it was agreed unanimously that they should be adopted. Cllr. Amanda Reade as Chairman and the Clerk then signed the Accounts.

External Auditor’s report for 2008/2009: A copy of this had been circulated to all Councillors. After a discussion, it was agreed unanimously that the report should be completed and signed by the Chairman, Cllr. Amanda Reade and Clerk.

Minutes of the meeting on 5th March had been circulated. Cllr. Amanda Reade proposed, Cllr. Graham Price seconded, and it was agreed unanimously that the Chairman should sign the minutes of 5th March as a true and correct record.

Report from the Clerk on actions requested in the Minutes dated 5th April not covered elsewhere in the agenda:

Information Board on Kilcot Green: The first draft has been done and amendments have been discussed by Cllr. Viv Ferguson, Cllr. Molly Boughton, Jim Ferguson and the Clerk. A meeting with Craig Walker will be arranged in due course.
Area of Outstanding Natural Beauty: Forest of Dean District Council is still awaiting a reply to their request to English Nature for Forest of Dean to become an AONB.
Box Bush Farms: Forest of Dean District Council has invalidated the application and is awaiting a new plan that shows correctly, what is happening on the development.

Financial Matters:
Ratification of payments made in the last two months: Cllr. Amanda Reade proposed and Cllr. Viv Ferguson seconded and it was agreed unanimously that the following payments should be ratified:

  • Clerk’s back –dated pay: £6.48
  • GAPTC – training: £70.00
  • Newsletter: £45.00

Accounts for Payment in accordance with the budget: Cllr. Amanda Reade proposed and Cllr. Viv Ferguson seconded and it was agreed unanimously that the following payments to be made in accordance with the budget:

  • Clerk’s Expenses: £44.84
  • GAPTC – subscription: £50.13
  • Mr Duffield – work on Kilcot Green: £839.00
  • Cllr. Sheila Fowler – mileage: £11.20

The transfer was been made to the Deposit Account from the current account for £3000.
Grants & Donations requests: After a discussion, Cllr. Amanda Reade proposed, Cllr. Viv Ferguson seconded, and it was unanimously agreed to donate £50 to Newent Association for Disabled and £100 to Forest of Dean District Council re Street Wardens.
Payment of Clerks training on Power of Wellbeing: Cllr. John Barker proposed, Cllr. Amanda Reade seconded, and it was agreed unanimously to pay the Clerk’s training (£35) and registration fee (£15) to update her CiLCA qualification to include Power of Wellbeing.
Work needed on Kilcot Green: Mr Duffield had suggested that a trench should be built between the two ponds to help drainage, as the cleared area is too damp to mow. Mr Duffield suggests that the trench should be filled in with stones and quoted £392 + VAT for the additional work. After a discussion, it was felt that this would only be a temporary measure and Mr Duffield should be asked to quote for the cost of putting a drain in the trench. Action: Clerk to write to Mr Duffield with the Parish Council’s response.
Financial stability of the Parish Council’s bankers: In view of the recent collapse of certain banks, Parish Clerks had been advised to check the security of their Parish Council’s banks and report to the Parish Council. The Parish Council banks with Alliance and Leicester (part of the Santander Group) which is rated AA- the fourth highest in the list.

B4221 and Related Matters:
Progress on Lorry Maps and Vehicle Activated Signs: The Lorry Map in the Ross on Wye lorry stop is still under negotiation. The Lorry Map in the Newent Lay-by should have been changed. Richard Grey has emailed stating that he has chased his colleagues and a response re VAS should be received within 3 weeks from Chris Townley. Clive Fluck had replied on behalf of Insp. Collicott stating they feel that VAS can lose their effectiveness after time but felt that improved road signage can help. Clerk was asked to reply that the Parish Council agreed with his suggestions on road signage and look forward to them being completed. Notwithstanding agreeing with the suggestions that the Parish Council did not feel that 2 VASs in four miles was excessive. Clerk to chase letters requested by B4221 Action Group re Cotswold Area Weight Restriction Trial. Action: Clerk to write letters as detailed
Responses to letters sent to Highways Agency: There has been no response to the letter about the countdown markers on M50 and nothing has happened about lorry signs on M50. The Clerk was asked to chase both issues. Action: Clerk to write letters chasing a response.

Annual Parish Meeting: Final details for the meeting on 20th May were discussed. Reports are available for collection in Christ Church. Cllr. Amanda Reade to bring soft drinks and each councillor will bring a plate of nibbles.

Parish Social Event: This would be a Bring and Share Meal and the Parish Council would provide soft drinks, wine, cider and beer. James Reade would do the invitation and a draft would be done by end of May.

Dates of meetings to May 2010: It was decided that these would be on the first Thursday of alternative months starting in July.

Report on Code of Conduct training: A report had been sent to all councillors by Cllr. Viv Ferguson following her attendance with Cllr. Martyn Davy at the training in November 2008. Cllr. Viv Ferguson was thanked for the report. All councillors confirmed that they understood the implications of the Code of Conduct as set out in the report.

Report on Severn Barrage Consultation meeting: Claire Minett attended the meeting on behalf of the Parish Council and her report had been sent to all councillors. Cllr. Martyn Davy to thank Claire for her report. It was agreed that she should be asked to submit a mileage claim.

Report on Community Emergency Plan training: Cllr. Molly Boughton and Cllr. Sheila Fowler had attended the meeting. A leaflet about Emergency Plan had been distributed to all householders with the Parish Newsletter. Forest of Dean District Council willing to come out and talk to parishes. Parishes are responsible for making their own plan and recruiting volunteers. Some volunteers with 4x4 have already come forward.

Response re archive of aerial photographs: Cllr. Martyn Davy contacted the gentleman offering the photographs, who advised Cllr. Martyn Davy that he is a commercial operation and is willing to sell the 35 – 40 photographs of the parish for £10 each. The photographs will be kept in an archive if not purchased. Gloucestershire Archives were offered the photographs but cannot afford them. Cllr. Martyn Davy will advise the gentleman that the Parish Council is not interested in buying the photographs at £10 each.

Items For the next meeting’s agenda:
Chairman’s allowance
Severn Barrage
Community Emergency Plan

Councillors’ and Clerk’s submissions – for information only: The Clerk informed the Councillors of the training courses on offer. Councillors handed back to the Clerk amendments to Local Leisure so that an updated version can be produced. Gloucestershire Police are holding a Community Safety Road Show on 17th May and Cllr. Martyn Davy agreed to attend. Cllr. Viv Ferguson agreed to attend a seminar on the Power of Wellbeing on 22nd June.

As there was no further business, the meeting was closed.

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