PC Annual Meeting Minutes – May 2015


Minutes of the Annual Meeting of Fivehead Parish Council 

Held on Monday 11 May 2015 at 8.00 pm

at The Village Hall, Stowey Road Fivehead

Present: Mr M Cavill (Chairman);  Mrs K  Beacham; Mrs N Cameron; Mrs L Howard; Mrs L Jull; Mr J Westworth; C. Cllr. D Yeomans; District Cllr. S Steele; Mrs M Knox (RFO); Mrs J Wardle (Clerk); and two members of the public.
2366 Election of chairman 
Cllr. K Beacham presided over the elections. Resolution: Mr M Cavill to be elected as Chairman for the next 12 months. Proposed (NC) and seconded (LH). Carried unan. Mr Cavill was duly elected, signed the Declaration of Acceptance of Office form and took the Chair.
2367 Election of vice-chairman
Mrs K Beacham to be elected as Vice-Chairman for the next 12 months. Proposed (LH) and seconded (LJ). Carried unan.
Public participation 
Two members of the public attended.
2368 Apologies for absence 
Apologies were received from Cllr K Male.
2369 Approval of the minutes of the last Parish Council meeting 
To receive and sign the minutes of the meeting, previously circulated, held on the 13 April 2015. Proposed NC and seconded JWe. Carried unan.
2370 Declarations of Interest
a) Register of Members’ Interests forms were distributed for completion by 29 May 2015.b) No Member declared an interest in items on the current agenda.
2371 Dispensations
No dispensation requests were requested.
2372 Members appointed to the following bodies:   a) Playing Field (KB and LJ);b) Village Hall (LH);c) SALC (NC and LJ);

d) Cemetery Sub Committee (JWe, MC and KM);

e) Highways (MC);

f) Rights of Way (JWe);

g) Internal Auditor (LH);

h) Staffing Panel (MC, KB and KM);

j) Parish Paths Liaison Officer (MK);

k) Environment Warden (JWa);

l) Tree Warden (B Knox and R Leighton);

m) Emergency Plan Sub Committee (MC, JWa, LH and NC).

2373 Re-adoption of Parish Council Standing Orders, Code of Conduct, Policies and Procedures; and appointment of Responsible Financial Officer and Internal AuditorResolution: to re-adopt items a), and e) – i) and re-affirm items b) – d).
Proposed MC and seconded KB. Carried
a)Standing Orders revised version as adopted on 7 July 2014 (2279) and the Financial Regulations (2290).b) Appointment of the Responsible Financial Officer (RFO).c) Appointment of Mr G Balmer as the Internal Auditor for the 2014/15 accounts.d) Implementation of legislation relating to Equal Opportunities, Crime and Disorder, Freedom of Information Act, Health and Safety and Human Rights.e) Policies: The Press (1806), The Social Media (2352), Audio/Visual Recording and Photography at Council Meetings (2353).f) Mandatory Model Code of Conduct as it is applicable to Parish Councils (2070).g) Terms of Reference of the Internal Audit (1235).

h) Scheme for the payment of Councillors Allowance (811 & 1996g).

i) NALC Model Complaints Procedure (2230).

2374 Matters Arising From the Minutes (13 April 2015) and Raised By Members
a) Change of Clerkship. MC confirmed that the Clerk’s contract of employment would now be finalised based on advice from SALC. Arrangements for essential cover during any periods of Clerk’s unavailability would be agreed with members. MC thanked MK for her long and dedicated service to the Council and wished her a happy retirement.b) Fivehead Friendly Society Banner – no update; deferred to next meeting.c) Repairs to The Pound – no update; deferred to next meeting.d) Vehicles driving over pavement at Millers Orchard  / St. Martins Close junction – Bakers Dolphin have confirmed that their drivers attempt not to turn at this junction. The situation will continue to be monitored and incidents reported promptly to the Clerk so that Bakers Dolphin can view CCTV footage before it is over-written.e) Children playing in graveyard – children playing in the churchyard have been reminded that this is disrespectful and potentially hazardous. The situation will be monitored; pass any reports of incidents to the Clerk. MC to visit the Stable.f) Emergency Plan – the plan will be updated by the sub-committee formed at item 2372. MC to convene a meeting to discuss.
2375 Matters Arising From the Annual Parish Meeting (21 April 2015)
a) Installation of defibrillator at telephone kiosk – the state of repair of the kiosk was questionable for this use. Regarding the purchase and installation of a defibrillator elsewhere in the village, it was thought that ringing 999 was probably more effective given the geographical spread of the village. C. Cllr. D Yeomans commented that the First Responder is located nearby at Wick.b) Heavy vehicles speeding on Butchers Hill – isolated, but serious, incidents have been reported. The situation will be monitored; pass any reports of incidents to the Clerk.
2376 Correspondence Received
a) From SCC – notice has been given for plans for a 30mph speed limit on the A378 Langport Road and Top Road (Fivehead) – closing date for objections to SCC is 21 May 2015. Details are on the parish notice board. Installation is planned for July 2015 if no objections are received.The latest Speed Indicator Device (SID) reports for the A378 near Greenshutters (40mph limit) show a median speed of 42mph; with the 85%ile speed as 48mph which is 1mph above the intervention limit of 47mph (the speed at which a location is deemed to have a speeding issue).b) From Somerset Towns Forum Bulletin re: event ‘Our Place programme’ Martock, 20 May 2015 – invitation declined.       c) From SCC re: the Care Act 2014 is new legislation that will change care and support services for the better in Somerset. The Care Act seeks to bring together a number of existing laws, and introduce new duties to ensure that wellbeing, dignity and choice are at the heart of Adults Social Care services  (see: www.somerset.gov.uk/careact  for more information) – noted.
2377 Reports
a) Playing Field – KB reported: a new secretary is required.b) Village Hall – LH reported: a new secretary is required.c) SALC – no report.d) Cemetery Sub Committee – KB reported: ground in cemetery looking cracked after dry weather; book passed to JWe.e) Highways – MK reported potholes on Isle Brewers road (Clerk to report to Highways).f) Rights of Way – no report.g) Police – no report.
2378 Planning
a) Application No: 15/01486/FUL Windy Ridge, Butchers Hill, Fivehead. Erection of four bedroom dwelling and change of use of agricultural land to residential curtilage. No objections.b) Decision granted (STC): 15/01167/PDE The Spinney, Langport Road, Fivehead. Proposed larger home extension. Noted.
2379 Insurance Policy 
a) With reference to two quotes, the quote from AON provided good value for money with at least the same cover as for FY14/15 at the same cost. Resolution: to renew the policy with AON and accept a long term (3-year) agreement. Proposed MC and seconded KB. Agreed unan.  A cheque (i) was raised.
2380 Review the Effectiveness of the Internal Audit System for 2014/15
In accordance with guidance in ‘Governance and Accountability for Local Councils’ (March 2014), a review of the effectiveness of the internal audit will be conducted by MC and KB.
2381 Risk Assessment and Management of Risk
Resolution: To accept the paper previously circulated.Proposed KB; seconded NC. Carried unan.
2382 PAYE
Completion of the RTI end of year summary was noted.
2383 Annual Accounts for 2014/15
Resolution: To approve the Annual Accounts for 2014/15 previously circulated.Proposed JWe; seconded LJ. Carried unan. Signed by the Chairman and RFO.
2384 Annual Return for 2014/15
The Annual Return for 2014/15 was completed and signed by the Chairman and RFO.
2385 Finance
The financial position of the Council was received. An interim statement was scrutinised. Two bank reconciliations were signed off by the Chairman.
a)      Payments authorised during the previous month: None
b)      Payments to be authorised:
(i) Mrs M Knox(ii) Mrs M Knox(iii) FVHMC(iv) FVHMC(v) FPFMC(vi)   iSOK Designs(vii)  SALC

(viii) M W Pettitt

SalaryExpenses to closegrant 2015/16rent (inc APM) Apr 15grant 2015/6newsletter print Apr 15annual fee 2015/16

grass maintenance



c)       Income received during the month:
(i)  SSDC(ii) Fine Memorials(iii) Sheila Land(iv) NatWest precept & grantre R.E.J. Yardenewsletter advertinterest (Mar 15) £13514£80£36£1.07
2386 Matters of Report, Questions and Items for the Next Meeting
a)  Chairman – MC congratulated C. Cllr. Derek Yeomans and District Cllr. Sue Steele on their success in the May 2015 elections. All Members and the Clerk are requested to provide an up-to-date short biography and photo to Andrew Barrett (Webmaster) for inclusion on the Fivehead website.b)  Clerk – Audit notice has been posted. Changes to the Slinky Bus Service wef 26 May 2015 will see buses routed into smaller areas on set days of the week (Weds and Fri for Fivehead). Details will be included in the next Parish magazine and posted on the parish noticeboard and website. Also see www.movingsomersetforward.co.uk or call 0300 123 2224.c)  Councillors – none.
Date of Next MeetingMonday 1 June 2015 at 8.00 pm at The Village Hall, Stowey Road Fivehead


The meeting closed at 9.20 pm

Chairman                                Dated

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