IPSTONES PARISH COUNCIL
Minutes of the AGM held on Wednesday 22nd May 2019 at 7.30p.m. in the Blore Suite at Ipstones Memorial Hall
PRESENT: Councillors Heather James, Linda Malyon, Brian Snow, Andrew Stevenson, Patrick Stimpson & John Williams. The Clerk, 1 member of the public and 1 reporter
APOLOGIES: Councillor Howard Mycock
48/19. ELECTION OF CHAIRPERSON AND VICE CHAIRPERSON
It was proposed by Cllr Stimpson and seconded by Cllr Snow for Councillor Malyon to continue as Chairperson. This was agreed unanimously.
It was proposed by Cllr Malyon and seconded by Cllr Stimpson for Councillor Stevenson to continue as Vice-Chairperson. This was agreed unanimously.
49/19. DISPENSATIONS: It was agreed unanimously ‘that a general dispensation be granted to All serving members of Ipstones Parish Council, under Section (33)2 of the Localism Act 2011, for the setting of the Annual Precept up until May 2023’. No other requests for dispensations had been received.
50/19. DECLARATION OF INTERESTS: It was agreed to take as they arise.
51/19. MATTERS ARISING
- Filing Cabinet: The Clerk reported that the filing cabinet had now been received. It was agreed to write to Tim to thank him.
- Bus Shelter: Standing orders were suspended, and members asked Mr Dyer, who was present about when he had cleaned the Bus Shelter. He said he’d used something called ‘Elbow Grease’ which you just spray on and then wait a couple of minutes and then wipe it off. He said it worked a treat. Standing orders were resumed. It was agreed to ask the Lengthsman if he would be able to clean both Bus Shelters using this product. However, it was agreed to ask the landowner to cut back trees that are overhanging the bus shelter in Froghall Road before cleaning.
- Summer Planting: it was noted that the Clerk had not been aware which day the planting was taking place and so had not had chance to get the 3 replacement barrels into place. The barrels that had needed replacing had been temporarily fixed. The Clerk said that next year it might be best to get the replacement barrels to the Nursery in early May so that they have them ready.
- Pavement at Froghall: It was agreed to ask for some extra bollards on the centre of the pavement near the gates to the former Bolton’s Site.
- Training: it was agreed to ask the County Highways about Lengthsman working on main road and if he would need a Stop/Go sign rather that the existing Men at Work signage and cones.
- One-way Road, Foxt: It was agreed to chase up on this and to ask that they include it on their community programme. Cllr Stimpson said that at the beginning of the one-way road there is broken lines and he didn’t think there should be. Another member thought that it just marks that it is a side road.
- Blocked Grids: It was agreed to chase up on these.
- Annual Insurance: It was noted that Cllr Stevenson and the Clerk had looked through the schedule and thought it was in order, so the Insurance had been renewed.
- Blocked Culvert, Ipstones Edge (just above Rock Cottage): It was noted that the Lengthsman had reported this and that it had been reported to the County Highways.
- Rubbish on Common Land on Ipstones Edge: It was noted that the District Council had asked for the rubbish to be removed, but it had then been moved further back onto the persons own property.
- Cemetery re ‘grooves round graves’: The Clerk reported that the Contractor will strim the graves with grooves round but if he uses his mower the wheels sometimes get stuck in the ‘grooves’.
On proposal by Cllr Stevenson and seconded by Cllr Williams to approve the minutes of the meeting held on Wednesday 24 April 2019 as being a true record. This was agreed unanimously.
52/19. PLANS: The following planning applications and notification of a Planning Appeal
had been received: –
DET/2019/0002/A Notification of an appeal in respect of Conversion of Barn to Dwelling at The Barn, Town Head Farm, Foxt, had been received. It was agreed unanimously to send a letter of support stating it is better to convert an existing building that have a new build as that would take up ground space.
SMD/2019/0241 Snack bar, Single Storey, flat roofed, timber framed building with horizontal timber cladding including covered stepped access to existing building for new disabled access at Peak Wildlife Park, Ellastone Road, Winkhill. It was proposed by Cllr Stevenson and seconded by Cllr Stimpson to support approval of this application. This was agreed unanimously.
SMD/2019/0274 Timber Garage & Hardstanding at Coltscroft Barn, Belmont Road, Ipstones. It was proposed by Cllr Snow and seconded by Cllr Stimpson to support approval of this application. This was agreed unanimously.
SMD/2019/0297 Proposed side extension at Te Whare, 31 Church Meadow, Ipstones. It was proposed by Cllr Stevenson and seconded by Cllr Williams to support approval of this application. This was agreed unanimously.
53/19. CORRESPONDENCE:
- Lengthsman’s Report (April): Details of this were noted.
- T H re Potholes, Colley Hole: It was noted that potholes that were repaired last September have opened up again and that it is impossible to avoid them when driving along the lane. It was agreed to report this.
- Staffordshire Wildlife re Open day at Swineholes Wood: Details of this were noted.
- St Leonard’s CE (A) First School, Ipstones: A letter had been received explaining that they would like to be a ‘Forest School’ as they feel that it would be beneficial for the children. However, to do this some of the Teachers would need training at a cost of approx £1000 each. They went on to say they do not have the funds for the training and asked if the parish council could help them with this. It was agreed put this on the next agenda to give time to check if the parish council has the power to issue a grant for this type of venture.
- Bins for garden Plots: Cllr Malyon reported that one of the tenants of the of the garden plots have approached her to ask if the parish council would consider providing a brown bin. It appears that it would be classed as commercial waste and so be charged at commercial rates. Following a discussion, it was thought that as the parish council charge a minimal rent for the plots that the tenants should pay for any extra bins they require or the parish council would have to consider increasing rent to cover the cost of providing a bin. Cllr Malyon said she would double check on this and discuss with the Tenant.
- VSCE Staffordshire: Notification of Local Voluntary Community & Social Enterprise Forums had been received and noted.
- Karen Bradley MP re ‘beyond the front door’ – Loneliness and Isolation Awareness Conference: it was noted that Karen Bradley MP is hosting a conference in Leek on this subject.
- Other circulars, bulletins etc
SPCA – weekly Bulletins
54/19. INDEPENDENT INTERNAL AUDITORS REPORT: This was read out and reported
that: –
1). Audit checks carried out: to complete the requirements of the Annual Governance & Accountability Return. Conclusion: Accounting records appear to be properly maintained and in accordance with best practice. Internal controls appear to be effective.
2). Audit queries:
Audit follow through checks revealed there were no queries in relation to income/expenditure items.
3). Audit Notes/Recommendations:
Explanations for variances in spending/income between 2017/18 & 2018/19 were comprehensive.
Risk assessment – The Council has completed a Risk Assessment review in 2018/2019 as recommended.
55/19. TO AUTHORISE THE ANNUAL ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2019: –
Members had each received a completed copy of the of page 5 of the Annual Return – Section 2 – Accounting Statements for 2018/2019; Bank Reconciliation; Explanation of significant variations; a summary of ‘Receipts & Payments’ Totals;
The full copy of the ‘Receipts and Payments’ was available for inspection.
It was proposed by Cllr Stimpson and seconded by Cllr James to authorise the Annual Accounts for the year ended 31/03/2019 as being a true record. This was agreed unanimously. Page 5 of the Annual Return – ‘Section 2 – Accounting
Statements for the 2018/2019 Annual Return was signed by the Chairman and had been signed by the Clerk.
The Chairperson thanked the Clerk for preparing the Annual Accounts.
Representatives for outside organisations and other responsibilities – it was agreed to defer this agenda item until the next meeting.
56/19. VACANT SEATS: It was noted that there are two vacant seats for the Ipstones Ward following the elections. It was agreed to put notices on the Notice Boards and on the Website.
57/19. DEPARTMENT OF TRANSPORT re state of the roads: It was agreed that as things seem to be getting done at the moment to monitor the situation for now.
58/19. HIGHWAYS:
- It was agreed to ask the Lengthsman if he will check and clean roadside signs.
- Pothole outside 21 – 23 High Street: it was agreed to report that this pothole is breaking up again.
- Name Sign for Berkhamsytch: Cllr Malyon said there are a lot of small businesses in the Berkhamsytch area and find that people are struggling to find them. It was agreed to ask the County Council if they will put up name signs as there used to be at one time.
59/19. ANY OTHER BUSINESS DEEMED URGENT
- St Leonard’s Church Path: There had been an enquiry from someone who thought that as the Church yard is a closed Church Yard it is the parish council’s responsibility to make any repairs to the Church path. Following discussion, it was felt that this would be the responsibility of the Diocese.
- Speed Watch: Standing orders were suspended to allow Mr Dyer the Speed Watch Co-ordinator to speak. Mr Dyer said that there are only 3 of them that go out and that they don’t go out in poor weather but do get out as often as possible. He said that they are happy to continue for the time being but that it would be helpful if more people joined the team.
- WW1 Grant: Cllr James said the Hall committee haven’t yet had a price for the wrought iron work to display the ceramic poppies.
- No Parking Sign: It was noted that there is a ‘No Parking’ sign in the window of one of the properties at bottom of High Street, but the parking area is pavement and not private land. It was agreed to ask the local Highways engineer to check this out.
60/19. ACCOUNTS FOR PAYMENT: the following accounts were agreed for payment: –
| £ | |
| Came & Company – Annual Insurance Premium | 831.67 |
| Lengthsman’s payment for May & Training (Net) | 409.40 |
| Lengthsman’s Expenses (Fuel for Strimmer & Mileage) | 16.80 |
| Clerk’s Salary (Net) | 630.00 |
| Clerk’s expenses Inc. Ink Cartridges | 47.35 |
| To reimburse Clerk for purchase of 2 x Men at Work signs | 59.98 |
| D W Banks (to make Webpage secure and put extra pages in | 120.00 |
| Staffordshire Farm Supplies – various including Servicing & PPE | 317.13 |
| M Emery – mowing | 700.00 |
| E Thompson – for Independent Internal Audit | 100.00 |
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It was agreed that if more than two eligible people come forward for the two vacant seats then interviews would be conducted on the evening of 12 June.
The date for the next meeting was set for Wednesday 26 June 2019 at 7.30p.m. in the Blore Suite, Ipstones Memorial Hall
This will be preceded by a site visit to the Cemetery for Members of the Parish Council