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LUCKINGTON AND ALDERTON PARISH COUNCIL Folly Farm, Didmarton, Badminton, GL9 1AH
01666 800850 [email protected] www.luckington.org.uk
Members of the public are welcome to attend the meeting of the Luckington and Alderton Parish Council held on Wednesday 13th July 2016 at Luckington Village Hall for the purpose of transacting the following business.
AGENDA
1. Apologies for absence 2. Declarations of interest 3. Members of the public are invited to address the Council on Agenda items 4. Public question time. 5. To confirm the amended minutes of the meeting held on 11th May 2016 and the minutes of
the meeting held on 8th June 2016. 6. Matters arising from the Minutes 7. To review and comment on planning applications: Application Ref: 16/05555/FUL Proposal: Erection of a Residential Annexe At: Walleaze, Sherston Road, Luckington SN14 6PH
Application Ref: 16/05648/FUL Proposal: Two Storey Extension At: Fountain Cottage, The Street, Alderton, Wiltshire SN14 6NL
Application Ref: 16/05397/FUL Proposal: Change of use and incorporation of existing village shop with the associated dwelling At: Post Office, The Street, Luckington, SN15 6NT Application Ref: 16/05337/FUL Proposal: Proposed front and rear extension and addition of new village shop At: Old Royal Ship, Sopworth Lane, Luckington, Chippenham, SN14 6PA Application Ref: 16/04732/FUL Proposal: New Cattle Building, Straw Barn and Midden At: Land off Alderton Road, New Farm, Alderton, Wiltshire, SN14 6NN Application Ref: 16/05285/FUL Proposal: Repositioning of Oil Tank from Rear to Front of Property At: 20 Avon Rise, Luckington, Chippenham SN14 6PF
(plans available to view at http://www.wiltshire.gov.uk/planinganddevelopment.htm
8. To review and comment on correspondence received by the Council: Updated grant application from the Luckington Childrens’ Playground Charity. Together with quotes for works and Registered Charity information.
Email from Richard Williams, Wiltshire CC, Re: Children’s summer activities. Email from Stuart Fraser, Rotary Club, Chipping Sodbury Re: Sodbury Sportive (ALL SUPPORTING PAPERS CAN BE FOUND AT www.luckington.org.uk) 9. To agree payments in accordance with the budget as listed in the financial summary. 10. Update on Cemetery issues - Discuss current grass cutting issues in cemetery 11. Update on Grass Cutting
- Discuss new contract for renewal in Autumn 12. Update on Highway issues 13. Update on Luckington Post Office and Shop Closure 14. Update on Paddock 15. Discuss recommendations from annual audit. 16. Asset Register review and re-adopt (current Asset Register attached) 17. Risk Assessment review and re-adopt (current Risk Assessment attached) 18. Report from outside meetings 19. Items for next meeting Agenda and any other business for information only. The next meeting of the Luckington and Alderton Parish Council will be held on Wednesday 14th
September 2016 at Luckington Village Hall.
SUPPORTING DOCUMENTS
From: Williams, Richard Sent: 30 June 2016 10:58
To: ‘[email protected]’; ‘[email protected]’; ‘[email protected]’;
‘[email protected]’; ‘[email protected]’; ‘[email protected]’; ‘[email protected]’; ‘[email protected]’; ‘[email protected]’;
‘[email protected]’; ‘[email protected]’; ‘[email protected]’; ‘[email protected]’; ‘[email protected]’; ‘[email protected]’;
‘[email protected]’; ‘[email protected]’ Subject: FW: Malmesbury Community Area – FREE summer activities for young people
Importance: High
To introduce myself I have just taken up the role of Locality Youth Facilitator encompassing your community area . My job is to support the Area Board and Malmesbury Local Youth Network in developing and ensuring a positive activity offer to young people. One of the task fallen to me is to see if any of the town and parishes would or can take up the offer of a commissioned service ‘ GOActiv’ to run ‘zorb football’ ( participants bounce round in big transparent balls ) and/or some informal sports over the summer holidays . Please see below for an outline of the dates and times that can be offered. If you are interested in hosting this you would need to;
1. Be able to offer a venue i.e playing field 2. An electric supply –if you want to zorb football 3. Assist in local promotion
I apologies for relatively short notice, as I am aware the holiday period is soon upon us. If you are interested please contact me ASAP ….. Regards Richard Williams From: Katharine Mills [mailto:[email protected]] Sent: 28 June 2016 13:38
To: Williams, Richard Subject: RE: Malmesbury Community Area – summer activities
Hi Richard, I am sorry that I missed your call, I have been in schools and clubs coaching since last Thursday. I am also sorry that I have not replied to this email, I must have opened it from a mobile device and not replied when back at my computer. The arrangement for the summer was to deliver zorb football and games with the following plan:
Date 11am to midday 1pm to 2pm 3pm to 4pm
Monday 15th August Luckington and Sopworth
Sherston Easton Grey and Norton and
Brokenborough
Tuesday 16th August St Paul Lea and Claverton
Wednesday 17th August
Great and Little Somerford
Dauntsey Brinkworth
Thursday 18th August Charlton and Hankerton
Crudwell Oaksey
Friday 19th August Minety Ashton Keynes Leigh
Tuesday 30th August Malmesbury Community day 11am – 3pm
Some of the parishes we have combined together because of their size so it would be at one of these locations. We would need an electrical supply of some kind to be able to pump the zorbs up. The Malmesbury community day will be zorb football and other sports which would depend on the location in Malmesbury. Xina was planning to promote this into the schools in the area, I can get a flier put together if this helps once the locations have been confirmed? Sorry I know this must be hard to come in after the initial arrangement and agreements have been made. Kind regards Kat Kat Mills Director Go Active Group Tel: 07500 836 590 Email: [email protected] Web: www.go-active.org Facebook: www.facebook.com/goactivecoaching Twitter: http://twitter.com/GoActiveLtd
Think before you print! Please don't print this e-mail unless you really need to. Thanks.
Good day, On Sunday 21 August the Sodbury Sportive will be taking place once more on roads that will pass through or near to your local areas. I enclose a copy of the flyer that summarises the three routes that will feature on the day. These flyers are being distributed to pubs and local shops on the three routes to raise awareness. Our event is a non competitive cycling one and thus not a race. However we are expecting up to one thousand riders in total. Riders will be briefed to abide by the Highway Code and to be courteous to other road users and to take utmost care when passing those on horseback. We apologise in advance for any inconvenience that may result on the day. No roads will be closed. The event is organised by the Rotary Club of Chipping Sodbury and will raise significant funds every penny of which will be used to help charities and those with deserving support needs. I would ask that you use any means possible to help raise the awareness of the event eg local newsletters or post the flyer somewhere conspicuous in your respective areas. Thank you in advance for your support and understanding. Best regards, Stuart Fraser On behalf of the Rotary Club of Chipping Sodbury.
SUNDAY 21 AUGUST 2016
The Sodbury Sportive (cycling event) will take place on Sunday 21 August. Starting and finishing at the Chipping Sodbury Rugby Club.
Riders will be leaving from 08.00 hrs until 09.30hrs.
There are three routes as shown below: 30 miles via Dodington, Acton Turville, Littleton Drew, Grittleton, Luckington,
Hawkesbury Upton, Horton and Yate Rocks
60 miles via Sodbury Common, Hillesley, Alderley, Leighterton, Tetbury, Kingscote, Nympsfield, Uley, Oldbury on Severn, Elberton and Yate Rocks
100 miles via Sodbury Common, Hillesley, Alderley, Leighterton, Didmarton, Grittleton, Acton Turville, Great Somerford, Charlton, Long Newnton, Cherington, Minchinhampton Common, Nailsworth, King Stanley, Frocester, Uley, Oldbury on Severn, Thornbury, Elberton and Yate Rocks
For further information please visit our website www.SodburySportive.co.uk or for approximate times when riders might be passing through your area please phone Stuart Fraser on 01454 327856
We would like to thank you in advance for your co-operation and understanding for this Fund Raising event. All proceeds from the event (over £20,000 raised in 2015) go to deserving causes in the community.
Luckington and Alderton Parish Council
Financial Data as at 13th July 2016
£
Bank account balances at the report date:
Barclays Current Account 13,933.83
Barclays Deposit Account 2,839.02
16,772.85
Payments for Approval
Community First - Insurance Admin fee and IPT -114.80
Alderton Village Hall Hire -15.00
Mr Ashley Stopforth for Gradwell Call Divert -24.24
Auditing Solutions Ltd -192.00
Clerk's Salary paid by Standing Order Mrs Victoria Avery -157.50
Payments Received: SSE - Wayleave Fee 31.00
Balance carried forward 16,300.31
Asset Register for LAPC – Adopted March 2015
Premises Address (if applicable)
Approx Value
Bus Shelter
£5000
Seats
£1000
Cemetery Gates
£5000
Notice Boards
£700
Iron pump
£200
2 telephone boxes
£200
Lock Up £38900
Adopted by the Luckington and Alderton Parish Council on 13.11.2013
Luckington and Alderton Parish Council Risk Register
Procedures Review of risk 1 What system of financial internal
control does the Council have in place? How does this help prevent and detect fraud and corruption?
All invoices for payment are approved in full Council meeting before payment.
No perceived risk
There are no petty cash transactions.
No perceived risk
All payroll, office allowances and other payments to the Clerk are approved in full Council meeting before payment.
No perceived risk
Cheques are signed by two persons. Cheque stubs are initialed at the time of cheques being signed.
No perceived risk
Invoices for services are controlled by the Clerk and payments authorised by the Council
No perceived risk. Stationery purchases exempt from quotation requirement but will be reviewed by Chair to confirm best value practices. A full report of all invoice monies received is given to the Council at its regular meetings and published with the Minutes. Care must be exercised to ensure that payments are checked against invoices to guard against incorrectly prepared cheques
Donations are passed to the Clerk who always pays them into the bank account.
A full report of all donations received is given to the Council at its regular meetings and published with the Minutes.
VAT accounting The Finance Officer (Clerk) prepares the claim for recovery of VAT paid. All claims are supported by relevant input tax documents. The refund itself is paid directly into the Council bank account and monitored by the Finance Officer (Clerk).
2 How does the Council safeguard the public money and resources in its charge?
All assets are insured against usual risks No perceived risk
The accounts are audited by a person fully independent and unconnected with the Council.
No perceived risk
The Council prepares an annual financial budget and sets its precept by reference to its budgeted requirements.
No perceived risk
Progress against the budget is regularly monitored.
Grants received are accounted for on receipt. Should projects for which monies have been received not proceed, it is possible that grants may have to be repaid to the giver. The Council keeps such matters under review at its monthly meetings.
No perceived risk provided the Council is kept properly informed.
3 How does the Council satisfy itself that it complies with laws, regulations and codes of practice that could have a significant effect on its ability to conduct its business or on its finances?
Tax laws The Clerk has satisfied the Council of the application of PAYE and NI regulations to his/her appointment.
Local Government laws and regulations. Environmental Laws:
The Council makes every effort to ensure that it stays up to date with local government law and regulations. The Clerk, on behalf of the Council has access to the Wiltshire Association of Local Councils, which both represents and supports such councils. The Council considers it has the resources to take suitable advice when needed, and has done so. It also has access to publications such as ‘The Clerks Manual’. The Council considers it uses it best endeavours to be aware of new legislation and codes of practice and monitors its activities to reflect such changes.
Health & Safety The Council has an annual audit and review process to ensure that users of its land and property have due regard to health & safety, particularly in respect of insurance and child protection policies being in place.
