Minutes – May 2023 and Annual Parish Council Meeting

Minutes Uploaded on June 4, 2024

Minutes of Two Meetings of the

CHIPPING WARDEN & EDGCOTE PARISH COUNCIL

Held on Tuesday 9^th May 2023 in the Village Hall

	Present	P Brown J Coyne D Cross N Douglas N Meades
	Clerk	L Stanley


A: 15^th ANNUAL MEETING of the PARISH COUNCIL

15.1	Apologies	C Brooke A Barclay H Gairdner

15.2	Election of Officers
	Chairman	NG expressed his willingness to re-stand. There being no other nominees he was unanimously re-elected	Elected
	Vice Chairman	DC expressed his willingness to re-stand. There being no other nominees he was unanimously re-elected	Elected
	RFO	LS was willing to re-stand; there being no other nominees she was re-elected	Elected

15.3	Governance & Accountability
		a) RESOLUTION, that the 2019 Code for Governance & Accountability for Smaller Authority be adopted.	Policy

15.4	Finance
	a)	RESOLUTION, that the 2019 Financial Regulations and the Parish Councils Audit Policy be adopted together with the Financial Risk Assessment 2021	Policy
	b)	RESOLVED: “that in accordance with its’ powers under Section 157 of the Local Government Act of 11072, the Council should from time to time incur Expenditure which in the opinion of the Council was in the interest of the area or its inhabitants.”	Policy
	c)	RESOLVED: “that the Village Sign and the two wooden Bus Shelters should remain covered by the insurance but that the stone Bus Shelter and the street light will not be covered by the Parish’s insurance.”

15.5	Standing Orders
		RESOLUTION, that the 2018 Standing Order be adopted	Policy

15.6	Transparency
		RESOLUTION, that the 2014 Transparency Code for Smaller Authorities be adopted	Policy

15.7	Data Protection
		RESOLUTION, that NCALC continues to be retained as DPO.	Policy

15.8	Code of Conduct
		All Councillors agreed that the GDPR CODES for 2021 be adopted	Policy

		B: 110^th PARISH COUNCIL MEETING

WN Councillor, Allison Eastwood was welcomed to the meeting

110.1	Open Forum – No residents present

110.2	Declaration of Interests – none declared

110.3	Minutes of 15^th Annual Parish Meeting – Agreed and signed

110.4	Minutes of 108^th & 109^th Parish Council Meeting – Agreed and signed

	Mrs Eastwood supplied a comprehensive report on the work during 2022/3; this is appended to these minutes She further expanded on some ongoing issues: – Boundary Commission restructure has resulted in 77 wards of which in Silverstone she is responsible for nineteen villages. Planning Department has lost ten officers and new recruits are unfamiliar with the area; it could be September when the department is up full numbers again. Mr Winterbottom has retired and Nathan Lowed will be dealing with foliage and green issues in this area (schedule 17 – Hs2 conditions). If there are any issues with foliage on highways it should be reported on Fix My Street for onward referral to Johnathon Nunne. Allens Orchard resurfacing timing has been requested from Helen Howard. A discussion took place concerning plans for the balancing pond area. Mrs Eastwood suggested that the best way forward is for the Parish Council to decide what is in the best interest of all residents and then to present it formally. The meeting was unanimous in electing to have the whole fence removed. Mrs Eastwood was thanked for her attendance.

110.5	Village Environment
		The outstanding issues will be reviewed after Village Walk. NG has a new grass mowing plan & will be talking to RD Landscapes as soon as possible. New gates (both ends of the village) are being funded by HS2 and should be in place this summer.

110.6	HS2/Relief Road
		Those who went on the recent trace road trip found it was very useful and informative. New hard standing by the large A361 roundabout for the tunnel segments to avoid 2 roundabouts; they can then be dropped into place straight away. Plans for the living accommodation are on hold but will be on the opposite side of the tunnel if it progresses.

110.7	Activity Park
		Inspections are carried out on a regular basis, reports are logged with the clerk and any problems are referred to Dragon immediately

110.8	Training
		None requested

110.9	Finance
	a)	Authorisation required: –
		SSE – March £150.75 + vat £7.53 = £158.28 E-On quarter to March £136.67 + vat £27.33 = £164.00 RD Landscapes Ltd £240.00 + vat £48.00 = £288.00 Oak tree plaque on Allens Orchard £388.80 + vat £77.76 = £466.56 Coronation mugs & bouncy castle £661.63
	b)	Annual Governance and Accountability Return: – Part 3. 1. Pages 1, 5 & 6 were read, agreed and signed 2 AGAR can now be submitted to Internal Auditor	Motion LS
	c)	Current a/c £3703.14 Deposit £10539.26
	d)	PAYE End of Year Return for HMRC to be dealt with	LS
	e)	VAT refund to be claimed £1996

110.10	Planning
		WNS/2022/0478 – Land off Culworth Road – Approval in spite of PC objections

110.11	Correspondence – all previously e-mailed
		NcALC Updates; Police; WNC services for children; NCALC Training; Big Help Out; Suspicious vehicle; Neighbourhood plan; WNC single planning system; ERTA Newsletter

110.12	Matters for Next Agenda and/or information
	a)	None

110.13	Date of Next Meeting
		Village Walk – PLEASE send list of any concerns to Clerk Areas: – please let clerk know of any changes Allens Orchard – NG Appletree Road/Close – DC Arbury Banks – AB Banbury Road – NM Byfield Road /Long Barrow – PB Culworth Road – CB Edgcote – HG Hogg End – JC Mill Lane – ND Next meeting – *13^th July 2023*

Meeting closed 8.30