CHILTON PARISH COUNCIL Minutes of Meeting held on Tuesday 8 th January 2013 in the Christopher Centre at 7.30pm

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1 Present: Attending: Councillors Peter Clifford (Chairman), Richard Edgeley, Steve Graham, Valerie Hart of Chilton, Veryan Herbert and Keith Shapley. Jenny Antill (Babergh District Councillor) and D Crimmin (Clerk). 13/001 Apologies for Absence Cllr Gore sent her apologies for absence which the councillors resolved to accept. Frank Lawrenson (Babergh District Councillor), Colin Spence (Suffolk County Councillor) and PCSO Hemmett also sent their apologies. 13/002 Declaration of Interests Cllr Clifford declared pecuniary interests in agenda item 13/010a as there was a payment due to him and a non-pecuniary interest in item 13/010c as he is a member of The Gainsborough Trail committee. Cllrs Clifford left the meeting while his pecuniary item was discussed. 13/003 Requests for councillor dispensation No requests received. 13/004 Minutes of Meeting held on 19 th November 2012 The minutes of the meeting were approved and signed by the Chairman as a correct record. 13/005 Public Forum The report is contained in Appendix A. 13/006 Clerks Report (Appendix B) and Chairman s Report Following a review of the Clerk s report the councillors did not require any further action. The Chairman updated the councillors on: The Health Centre development s business case should be decided positively by March with development proceeding thereafter. The consultation on proposed uses of redundant NHS sites in and around Sudbury. 13/007 Questions to the Chair No issues were raised. 13/008 Routine Correspondence (Appendix C) No further actions were required after the councillors reviewed the correspondence. 13/009 Planning a. The councillors reviewed Planning Application B/12/01442 Chilton Grove, Waldingfield Road - Erection of detached 4 bay cart-lodge and resolved that they had no objection to the application. b. No further planning application had been received since the agenda was posted. c. The councillors discussed the progress of the S106 agreement for the Prolog application. With information now being circulated on a special Development Meeting being held to review the application the Clerk was asked to contact BDC and request details on how CPC is to be engaged in this process. Cllr Clifford updated councillors on the two BDC Shaping meetings held in November and December which CPC and other councils affected by the Chilton Woods development had attended. Progress is being made on developing a Shared understanding of what elements will make Chilton Woods a good place to live in and visit. The status of previous applications reviewed by CPC and enforcement referrals were as follows: Chilton Parish Council adopted the General Power of Competence on the 4 th September 2012 Series Page 151

2 Application Reference B/09/00811 Address Planning Details CPC Minute Erection of a non-food retail warehouse (Class A1) 1/9/09 and external project centre, with associated access 7a and servicing arrangements, car parking and landscaping (following demolition of existing building). Lait Storage and Distribution Ltd, 5, Northern Road (Adjoining Parish) B/12/00036 Winthrop Hall, Newton Road Conversion and change of use of existing domestic garage / workshop to holiday let. B/09/00932 Land East of County Farm Erection of 2 no. detached industrial buildings (Use fronting, Church Field Road, Class B1, B2 & B8), centrally located service yard Waldingfield Road, Chilton area, surface car parking, landscaping and associated works Amendments to application - a Socio Economic Impacts Addendum to the ES and SES. B/12/00970 Church Field House, 23 Church Field Road Erection of a detached workshop building utilsing existing vehicular access. Erection of 2.5m high security fence. Parish Council Comments Recommend Approval subject to conditons including request for S106 money. Babergh DC Comments 12/026a Supported application REFUSED 10/12/2012 Objected to application 12/100a Not opposed but issues with plans. Approved by BDC Development Committee 16/05/2012 Approved 05/11/2012 B/12/ St Mary's Close Erection of canopy to provide covered walkway 12/114a No objection. Approved 05/11/2012 (retention of). B/12/ Carbonnels Erection of single-storey rear extension. 12/125a No objection. Approved 22/11/2012 B/09/00932 B/11/00830 Land East of County Farm fronting, Church Field Road, Waldingfield Road, Chilton Land at County Farm fronting Church Field Road and, Waldingfield Road, Chilton Re-Advertisement - Erection of 2 no. detached industrial buildings (Use Class B1, B2 & B8), centrally located service yard area, surface car parking, landscaping and associated works. Non-material amendment request re Health Centre which requires re-consultation with interested parties. 12/125b Objected to application 12/140 Raised questions 13/010 Finance a. All cheques signed and due for signing, as itemised in the RFO Report (Appendix D), were authorised by the councillors. The councillors also noted the income received since the last meeting, agreed the Reconciliation of Accounts against the Bank Statements and reviewed the Statement of Accounts against the budget. b. The councillors reviewed the communications from BDC on the proposed grant to nullify the Government changes to the Tax Base for the Parish. The councillors noted BDC s Corporate Manager - Financial Services, Barry Hunter, request on the 7 th January 2013 for CPC to... simply levy their normal precept and we will reduce this by the grant in calculating the Band D Council Tax. The councillors reviewed the decision made at the November 2012 meeting and resolved to agree an expenditure budget of 6,947 and to set a Precept of 7,250 for 2013 / 14. The Chairman, councillors and Clerk duly authorised the Precept upon Charging Authority. c. The councillors agree to submit an application to Colin Spence for a 1,000 Locality Budget grant towards to costs of developing a website for The Gainsborough Trail. The Clerk to contact BDC to see if the Parish s Section 106 money can be used for this type of capital expenditure. d. The councillors resolved to allocate the footpath cutting contract for 2013 to D Gotts at a total cost of /011 Burial Authority matters The Councillors were given the Burial Administration Processes vn 1.1 dated 1 st January 2013 and were informed by the Clerk that the new Churchyard Regulations which came into effect on the 1 st January 2013 were now displayed on the Churchyard s notice board. a. The councillors considered the request from Mr & Mrs Beckham to be buried in the churchyard and resolved to grant the request based on their long established connections with the parish. The Clerk to notify Mr & Mrs Beckham of the Burial Authority s decision. b. The councillors reviewed Mr Clayton s request for the Burial Authority to reconsider it s ban on synthetic and plastic flowers in the churchyard. The councillors resolved by a majority decision (Cllrs Clifford and Shapley against) not to change the regulation. The councillors agreed to allow Mr Clayton until the 28 th February to remove the synthetic flowers from his wife s grave. Chilton Parish Council adopted the General Power of Competence on the 4 th September 2012 Series Page 152

3 13/012 Footpaths and other amenities The Clerk to investigate which contractor has cut the two footpaths leading from Church Field Road to the Chilton Industrial Estate. 13/013 Risk Assessment The councillors reviewed CPC s Risk Management Register as at January 2013 (Appendix E) and were satisfied that all issues were covered 13/014 Effectiveness of CPC s Internal Audit and Internal Control process The councillors reviewed the current system of CPC s internal controls and internal audit and resolved that they were satisfied: With the review of the Internal Audit as per Appendix F That the scope of the audit is in accordance with The Governance and Accountability in Local Councils in England and Wales, A Practitioners Guide 2011 and the guidelines issued by BDO LLP and by the Suffolk Association of Local Councils With the report provided by the internal auditor at the conclusion of audit for review by CPC. The councillors further resolved that Heelis & Lodge s scope of internal audit work was in accordance with the role required to be undertaken by the internal auditor for CPC With the Internal Control processes undertaken by the council. 13/015 BDC Meeting held with Town and Parish Councils The councillors were grateful for the report circulated by Cllr Shapley on the meeting he and Cllr Clifford attended on behalf of CPC. 13/016 Meetings in 2013 The councillors noted the change of date for the July meeting which will now be held on Monday 1 st July /017 Date of next Meeting The next scheduled meeting will be held on Tuesday 5 th March 2013 starting at 7.30pm in the Christopher Centre. The meeting closed at 9.55pm. Appendix A Public Forum Jenny Antill updated councillors on the progress of the integration of the operational teams at Babergh and Mid Suffolk; the Government settlement with BDC for 2013 / 2014 and 2014 / 2015; and the planned constitutional review for BDC to move to a Cabinet structure. Chilton Parish Council adopted the General Power of Competence on the 4 th September 2012 Series Page 153

4 Appendix B Clerk s Report Minute Action Complete P 11/132 Growth has been removed. P 12/010 Jenny Antill is progressing CPC's views on being a formal partner for Chilton Woods S106 agreement. 12/025 Richard Webster has upgrade to Church Field Road street lights in his list of items for 2013 / /030 SCC RoW confirm that finger posts will be replace in due course - resource shortage causing backlog. 12/072 Sarah Barron will consider CPC request relating to the churchyard access from Church Field Road. 12/073 Awaiting further advice from Cllr Hart on enforcement action at Carbonnels. 12/104 Sarah Barron has reviewed items in Church Field Road. 12/104 See Agenda Item 10d 08/01/2013. P 12/126 All cheques sent to suppliers and notices regarding completion of audit put on notice boards. P 12/120 Minutes updated on website and sent to local papers. P 12/137 Minutes updated on website and sent to local papers. P 12/125 Response sent to BDC re planning application. P 12/140 Response sent to BDC re planning application. P 12/130 a Grit bin installed at St Mary's Close. P 12/130 b Wrote to SCC re returning street lights to night tme saving. P 12/132 July meeting switched to Monday 1st following request from Cllr Hart. All meeting dates advised to repreesentatives who attend meetings. P Speed Watch Outings (Drivers reported) None planned until March Other Issues Clerk's hours to the 30 December hours worked 200 hours paid. Appendix C Routine Correspondence reviewed by councillors Date Received From Regarding Agenda Routine Clerk Notes 05/12/12 Babergh District Council Appointment of Inspector for Core Strategy Examination 17/12/12 Babergh District Council Revocation of East of England Regional Strategy 20/12/12 SALC Precepts & Referendums As circulated via - Suggestion to write to MP & Mr Pickles 21/12/12 SALC Sustainable Communities Act As circulated via - Suggestion to write to MP & Mr Foster 21/12/12 WP Clayton Request to reconsider Churchyard regulation banning synthetic and plastic flowers. Newsletters The Local Councillor / Clerks & TLC being circulated. Councils Direct Chilton Parish Council adopted the General Power of Competence on the 4 th September 2012 Series Page 154

5 Appendix D RFO Report Receipt & Payments Date Details Ref Power Receipts Payments 05/11/12 V Herbert - Exclusive Right of Burial Fee 07/11/12 P Clifford - Allowance to LA 2011 ss 1 to October 16/11/12 SCC - P /11/12 MTM - Grit Bin 627 LA 2011 ss 1 to /01/13 The Christopher Centre - Hall Hire 628 LA 2011 ss 1 to /01/13 P Clifford - Allowance to 31 December 629 LA 2011 ss 1 to Reconciliation Account Statement Date Statement Balance Actual Balance Unpresented Cheques Credits not shown Difference Current Account 30/11/12 7, , Instant Access Account 03/10/ National Savings Account Co-operative Bank 09/08/12 10, , , , Statement of Accounts vs Budget Budget Actual Reserves Budget Actual Assets B/Forward 14, Income Expenditure Precept 6, , Clerks Salary 2, , Bank Interest Admin Expenses , Churchyard Insurance Grants , Annual Subscriptions Wayleave Audit Inspections Other Donations VAT Repayment Chairman's Allowance Dog & Litter Bins Footpaths Churchyard / Memorial Community Warden Street Lighting Projects , VAT Paid Total 6, , Total , , Assets C/Forward 17, Total 23, Total 23, Unrecovered VAT = Chilton Parish Council adopted the General Power of Competence on the 4 th September 2012 Series Page 155

6 Appendix E Risk Management Register RISK MANAGEMENT REGISTER AS AT JANUARY 2013 Risk Identified Impact Risk Insurance Control Action Cover Inadequate forward planning and budgetary controls High Low No Annual Budget Review Actual vs. Budget review at meetings Fraud by Clerk or Councillors resulting in immediate financial loss High Low Yes No Petty Cash Councillors check bank reconciliation against bank statements at each meeting Internal Auditor review Council operates ultra vires or does not comply with current legislation High Low No Regular training for Councillors and Clerk Within Clerk's job description Poor reporting to Council, Record Keeping and Book Keeping Medium Low No Accurate minutes Timely and accurate financial reporting Internal Auditor review External Auditor review Council lacks relevant skills Medium Low No Regular training for Councillors and Clerk Create committee and second skills Lack of maintenance to council owned assets High Medium Yes Maintenance programme Walk the Parish to review condition of assets Loss or damage to council owned property Low Low Yes Asset Insurance cover Review Assets Register against insurance Injury to persons as a consequence of asset ownership or provision of amenities Medium Medium Yes Public Liability insurance Walk of Parish to review Failure to reclaim VAT Low Low No RFO Report review by councillors Internal Auditor review VAT can be claimed back 3 years Failure to respond to electors' rights of access Medium Low No Within Clerk's job description Unexpected loss of Clerk or Clerk's office High Low Yes Up to date job description Copy of filing system index and data backup offsite Churchyard records out of date Medium Low No Annual review by councillors Headstone safety issues Medium Low No Annual walk of churchyard to review 5 yearly external inspection by stonemasons Chilton Parish Council adopted the General Power of Competence on the 4 th September 2012 Series Page 156

7 Appendix F Review of Internal Audit End of Appendices Chilton Parish Council adopted the General Power of Competence on the 4 th September 2012 Series Page 157