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NEWNHAM PARISH COUNCIL

 

(To be 'signed off' as true and accurate) Minutes of the meeting held on 4th June 2018 at 7.30.p.m. in the Village Hall. (To be 'signed off' as true and accurate)

 

PRESENT:   Councillors  Mr H Ferguson

                                                Mr H Jolly

                                            Mr T Regan JP

                                                                                                           

                        Clerk              Mrs M Money

 

Also attending 4 members of the public.

 

72.18 TO RECEIVE AND APPROVE APOLOGIES FOR ABSENCE

Cllrs N Fleet, J Powell and County Councillor R Brown.

 

73.18 DECLARATIONS OF INTEREST IN ITEMS ON THE AGENDA

The Chairman declared an interest in Item 8 Allotments.

 

74.18 TO SIGN AND APPROVE THE MINUTES OF THE MEETING HELD ON 21ST MAY 2018

On a proposal by Cllr H Jolly it was RESOLVED that the Minutes be approved and signed.

 

75.18 TO SIGN AND APPROVE THE MINUTES OF THE ANNUAL PARISH MEETING HELD ON 21ST MAY 2018

On a proposal by Cllr T Regan it was RESOLVED that the Minutes be approved and signed.

 

76.18 PUBLIC TIME

It was reported that there is one person interested in joining the Council but he is on holiday at the moment.

Mr S Ratcliffe confirmed that he is willing to be part of the Working Party together with Mr B Price and the Chairman which will be looking at issues arising from the Weedon/Flore Bypass and its affect on the village.

Support was offered to the Council by members of the public so that the Council could get back to full strength – 8 councillors.

 

77.18 REVIEW OF POLICIES

a) Financial Regulations – The Internal Auditor had pointed out that Clause 3.2 should be deleted as the Council does not prepare a three yearly projection.   On a proposal by Cllr T Regan it was RESOLVED that this clause be deleted.

b) Standing Orders – New Standing Orders have been produced by the National Association of Local Councils (NALC) these require a considerable amount of work to tailor them to the Parish Council’s needs but these should be ready for adoption at the July meeting.

c) Asset Register and values – No action required.

d) Procedural Policy including Risk Assessment Schedule – No action required.

 

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e) Freedom of Information Publication Scheme with Complaints Procedure and Procedure for handling requests for information – No action required.

f) To review the purpose and effectiveness of Internal Audit – The Chairman said this would be discussed under item 10.

 

[District Councillor J Amos joined the meeting at 7.45.p.m.]

 

At this point the Chairman suspended the meeting so that District Councillor J Amos had an opportunity to make comments on issues of interest to the Council.

District Councillor J Amos thanked the Chairman for stepping in as Chairman so that the Parish Council could continue in operation at what is a difficult time.  He said it was interesting to hear that there were people interested in joining the Council.

District Councillor Amos also referred to the proposed Unitary Authorities for the county which it is hoped will be in operation in 2020 but there is every likelihood that this date will be deferred.

 

Meeting resumed at 7.50.p.m.

 

78.18 VACANCIES ON PARISH COUNCIL

Nick Shepherd agreed to join the Council and will be co-opted at the July meeting.

As previously reported there is one other person interested in becoming a Councillor.

 

The Chairman said that the Council welcomes the villagers’ involvement and ways of improving communication need to be put in place.  The various suggestions put forward included:

 

·         The agenda to be placed in the Church Notice Board.

·         An item in the Link each month – The Chairman agreed to do this.

·         An item in Village News in the Daventry Express.

·         The use of the village Facebook page to allow questions to be asked and concerns raised.

 

On a proposal by Cllr H Jolly it was RESOLVED that these suggestions be approved.

 

79.19 ALLOTMENTS – RENEWAL OF LEASE – UPDATE

The Clerk confirmed that solicitors are now drawing up the new Lease.  There is a financial cost £750.00 plus VAT.

 

80.18 APPOINTMENT OF DATA PROTECTION OFFICER

The appropriate registration form appointing Northants CALC as Data Protection Officer has been submitted and accepted.

 

81.18 CONSIDERATION OF INTERNAL AUDITOR’S REPORT

The Chairman referred to items mentioned in the report.

It was agreed that an Internal Controller, mainly to prepare quarterly figures and act as an independent check on the accounts, should be appointed  this is something that could be dealt with by a person outside the Council. 

 

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Also the Clerk/RFO should have an annual appraisal and this will be introduced in the near future.

Reserves should be in the region of 50% of the Precept and this will have to be reviewed when preparing the next Budget.

Other minor points are already being resolved.

On a proposal by Cllr H Jolly it was RESOLVED that the Internal Auditor’s Report be accepted.

 

82.18 FINANCIAL

a) Bank Balances as at 18th May 2018 – Current Account £00.00; Reserve Account £ 49,009.09.

b) To approve payment of outstanding accounts:

                                                                                                                                             

 Chq No.

Payee

Detail

Amount

VAT

Total

Stat. Power

1966

Mrs M R Money

Salary/Expenses

430.51

 

430.51

LGA 72s.112

1967

Mr H Jolly

Reimbursement for seat in burial ground

100.00

20.00

120.00

LGA 72s.111

1968

NVHMC

Hire of Hall

45.00

 

45.00

LGA 72s.111

1969

W S Gardens

Grass Cutting

760.00

152.00

912.00

Open Spaces

c) Monies Received - £1.65 bank interest; £13,163.00 first half of precept payment.

83.18 LICENCE AGREEMENTS FOR USE OF THE GREEN AND APPOINTMENT OF SOLICITORS

The Clerk to progress this.

 

[District Councillor J Amos left the meeting at 8.15.p.m.]

 

84.18 CORRESPONDENCE

Clerk’s Report – Tabled.

Additional comments -

·         Repair of the churchyard wall to be a substantive item on the July agenda. Try to obtain more quotes.

·         Street lights – confirmed that the lights have been ordered.

·         Play area – The safety of the cradle swing is still a concern and the Clerk will take this up again with the contractor.

Request for use of the Green for wedding in August 2019 – To be acknowledged, further detail required.

 

85.18 PLANNING

Strategic Issues – Nothing to report.

 

Applications

DA/2018/0421 – LBC demolition of rear porch.  Construction of single storey rear extension (revised scheme) – The Cross, Manor Lane – Support.

DA/2018/0420 – Demolition of rear porch.  Construction of single storey rear extension (revised scheme) – The Cross, Manor Lane – Support.

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DA/2018/0291 – Demolition of existing side extension and construction of two storey side extension – 1 Weedon Road – Supported.

Decisions

None received.

85.18 CONSIDERATION OF WORK TO BE UNDERTAKEN TO TREES

Quotes for work to the two trees classed as high risk have been requested.  On a proposal by Cllr H Jolly it was RESOLVED that expenditure up to a maximum of £380 be approved.

86.18 HEALTH AND SAFETY INCLUDING RISK ASSESSMENTS

a) Burial Ground – Concerns were raised that the new bench might be stolen.  Means of fixing it to the base will be looked into.  The Clerk asked whether it is possible to put the plaque from the old bench onto the new one.

b) Churchyard – Inspection of the gravestones continues. Nothing else to report.

c) Play Area – Work in progress. The area looks quite tired and needs to be considered in depth.

87.16 ITEMS FOR DISCUSSION AT NEXT MEETING

a) Role of the handyman.

b) Verge trimming

c) To request authorisation that July invoices can be paid by 2 authorised signatories in August and ratified at the September meeting.

88.18 DATE OF NEXT MEETING

Monday 2nd July 2018 at 7.30.p.m. in the Village Hall.

Meeting closed 8.50.p.m.

 

Minutes of the meetings of 'Newnham Parish Council'

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