Given below are the minutes of the Annual Meeting of the above parish council held at Cherry Tree Communal Room, Allington on 9 May 2016. The meeting commenced at 7.33pm.
PRESENT: Cllrs Trott, Bowditch, Wrighton, and Beer, 3 members of the public. Mrs A Stephenson recorded the minutes.
Cllr Lathey, Cllr Gay, Don McAllister
2. ELECTION OF OFFICERS
The current Chairman stood down whilst the read out the below:
a) CHAIRMAN – As there had been no applications received for Chairman, Mr. Lathey had been asked to be re-elected for another term of office. Cllr. Beerowditch proposed Cllr. Lathey be re-elected as Chairman, Cllr. Wrighton seconded the proposal. ALL AGREED. Cllr. Lathey will therefore duly sign the Declaration of Office notice.
b) VICE CHAIRMAN – As no-one had come forward to be Vice Chairman for the following year, Cllr. Wrighton said she would be happy to stand for another year. Cllr. Bowditch proposed Mrs Wrighton be elected as Vice Chairman. Cllr. Trott seconded. Cllr. Wrighton duly signed the Declaration of Office notice.
c) Councillors in other roles agreed to carry these on for another year (Ancient Monuments Officer – Cllr. Lathey, Trees & Footpaths Officer &Woodland Trust Play Area Rep – Cllr. Bowdtich). Don McAllister was happy to carry on with his role as Cherry Tree Play Area Supervisor although not present.
All Councillors present signed the Declaration Of Office notice.
3. TO RECEIVE DECLARATIONS OF MEMBERS INTERESTS
Cllr Bowditchand Cllr Trott in item 9
Cllr Bowditch and Cllr Trott in item 7b
4. MINUTES OF PREVIOUS MEETING
The Chairman asked if everyone had both received and read the minutes of last years annual meeting, if so, were they a true record. ALL AGREED. The minutes were duly signed and dated.
5. MATTERS ARISING
6. PUBLIC PARTICIPATION
7. FINANCE REPORT
The account balance was read out to Councillors and as usual all books were on the table for any member of the public to read.
a) The balance of ordinary account now stands at £4,763.91 as the first half of the Precept had also been received at £5,500. The savings at £20,589.72 with interest of £7.674
b) .Thefollowing donation requests were approved: Donation to Allinton Hillbillies £500, Proposed br Cllr Wrighton and Seconded by Cllr Beer. Donation to Bradpole Pre School £250, Proposed by Cllr Bowditch and Seconded by Cllr Beer. Donation to Bridport CAB (S142) £1250, Proposed by Cllr Bowditch and Seconded by Cllr Trott, Donation to Axe Valley Ring and Ride £200,Proposed by Cllr Wrighton and Seconded by Cllr Bowditch. Donation to PCC Dottery for £350 Proposed by Cllr Bowditch and Seconded by Cllr Beer
c) Cheques for approval and signing were for £269.80 for Clerks wage, HMRC £9.20, Leigh Hansford for internal audit £10, Community First for insurance £535.9 , Paul Bowditch reimbursement for fuel £11.22, and cheques as above.
f) Internal Audit had been undertaken. All was found to be present and correct. It was proposed to accept this by Cllr Bowditch and seconded by Cllr Beer.
g) The External Audit has been completed by the Clerk and was handed to all Councillors to view. It was proposed by Cllr. Beer and seconded by Cllr. Bowditch to approve Section 1 – Statement of Accounts, Section 2 – Annual Governance Statement. It was noted that all the answers to Section 2 were Yes other than where they were not applicable. This was agreed and accepted by all.
8. PLANNING APPLICATIONS
9. COOPERS WOOD
A local resident has taken over the weekly and monthly checks of the play equipment.
The wood from Coopers Wood which is to be used for a fuel poverty scheme for local residents, will soon be moved to Elwell Farm who have agreed to store it for us.
Two events in June – Aiden’s Amble on Sunday 4th June and the national Queen’s Birthday picnic on Sunday 12th June. Both of which will raise money for professional activity days for the children.
Residents are throwing lots of food waste into the field which can cause poisoning problems for dogs. Clerk to write letters to the houses in the region of the food waste
10. DONKEY LANE
Land Registry have informed the council that Mr Raymond has amended his application to now only apply for the grey land. Land Registry have sent over the original documents which show which area the grey land is. The Chairman has already viewed this information prior to the meeting as he was unable to attend. They plan was shown to those councillors present who were all in agreement that the Parish Council should still object as this land is part of what had been used as a footpath before Mr Raymond fenced it off in the last year (approximately). Bridport Town Council had already sent in their objection. Clerk to respond to Land Registry.
The Clerk had been to inspect the noticeboard in West Allington after having been notified it was not being used and realising that the the gentleman who used to put up notices in it for us had sadly passed away. The noticeboard is in a state of disrepair, is no longer lockable and is falling apart. Council agreed that costings be obtained from the same supplier we had used previously for the other noticeboards so all matching.
12. CHERRY TREE PLAY AREA REPORT
All fine – no Don present
13. WOODLAND TRUST PLAY AREA
All fine. Some of the wooden fencing posts are rotting – which TMH Fencing had advised us previously was the case. Clerk was asked to obtain costsing and advice on what needed doing from TMH Fencing.
Various correspondence which were all available to read.
15. DATE OF NEXT MEETING
The date of the next meeting will be 7 June 2016
Meeting closed at 8.17pm