Minutes of April 09 meeting

Minutes of the M= eeting of the

Exbourne with Jacobstowe Parish Council held on Wednesday 29^th April 2009 at 2= 0:00 in Exbourne Village Hall<= /o:p>

118.= Those present

Cllr Weeks– Chairman <= /o:p>

Cllr Luxton

Cllr Phipps=

Cllr Cobb
119.=          Apologies for absence – C= llr Glanville apologised but was unablet attend due to his impending wedding and Cllr Lawson apologised but was unable to attend due business reasons

119.1.Cllr Hordern - Cllr Hordern had since the last meeting tendered her resignation from the Parish Council.   Cllr Luxton proposed that the Council write to her thanking for her for 9 years = of service on the Parish Council. Cllr Cobb seconded, The Council unanimously agreed.

120.=          Declarations of Interests – Cllr Weeks declared a personal and prejudicial interest in item 8.1 the invoice was from a relative. Cllr Luxton declared a personal and prejudicial interest in item 4.2.1 as it was his invoice.=

121.=             &nb= sp; Minutes of the last meeting –<= span style=3D'font-family:Arial'>Cllr Weeks highlighted the fact that the Parish council owned 6 seats not 5. = An amendment was made to the minutes and Cllr Cobb proposed the minutes were a= n accurate record of the February meeting this was seconded by Cllr Phipps. The Chairman signed the minutes.

122.=             &nb= sp; Matters arising

122.1.Emerge= ncy Planning - Cllr Weeks told the meeting that a workshop was to held in the near future to assist Parishes p= lan for Emergencies in particular flooding.&nb= sp;

123.=             &nb= sp; The Old Bus Shelter Cllr Luxton updated the meeting on the state of the old bus shelter and the remeadial work which he= and Cllr Weeks had undertaken. Wh= ilst the repair had been made to shelter Cllr Luxton felt that in the shelter wo= uld need a comprehensive overhaul and that this should be born in mind later in= the year when the setting future budgets. Cllr Phipps proposed that both invoices £56.15 and £98.66 for materials used be paid as it was with in the budget previously set by t= he council, Cllr Cobb seconded.<= /o:p>

124.=             &nb= sp; Jacobstowe Burial Ground – Following the last meeting Cllr Luxton had been= in contact with Rev R Hansford who had also been in contact with the Archdeaco= n of Totnes to discus the future of the Burial Ground. The Archdeacon was quite happy to = attend a meeting with the Council at Jacobstowe to discuss the way ahead. Cllr Luxton agreed to make the arrangements it was also agreed that as this was to be a fact find mission = that members of the public would not be allowed to attend. Clerk confirmed that the Council Insurance policy covered the Burial Ground.

125.=             &nb= sp; New Items

125.1.Interim Internal Audit Report – The Council discussed the actions points as ra= ised by the Internal Auditor follow= ing her half yearly review. The principle point being the matter of a possible tax liability for the Clerk resulting from payment of expenses and also the need for a contract of employment. A draft contract = of employment was included in the Circulation file.

125.2.External Audit

125.2.1.            = ;        Statem= ent of Account The Clerk provided copies of the External Audit form to be agreed by the meeting to all Councillors as well as copies of the Summary of accounts= and bank reconciliation to year 31/03/09. Cllr Weeks proposed that the Statement of Account section 1 of the f= orm to be approved Cllr Luxton seconded.

125.2.2.            = ;        Annual Governance Statement – Cllr Weeks read through the form and asking if= the Council agreed or disagreed with each statement Cllr Cobb proposed that the Annual Governance statement was correct this was seconded by Cllr Luxton.

125.3.Website hosting - The clerk told the = meeting that the annual fee of £= ;51.75 for hosting the website was due and that he would pay it and list it on the expenses. Cllr Cobb proposed = that the bill should be paid and Cllr Phipps seconded.

125.4.Annual Insurance Premium = The clerk advised the meeting that the annual insurance premium of £309. 14 was due on the 1^{st of
June. He was aware that the internal auditor noted that Standing Orders
required that 3 quotes be obtained for this service. Unfortunately due to time constrai=
nts
this had not been possible. C=
llr
Weeks proposed that this invoice be paid and this was seconded by Cllr
Cobb. Cllr Weeks however was =
of the
opinion that as the insurance policy was used to his knowledge by the major=
ity
of Parish Councils that seeking alternative quotes would not produce a more
cost effective result. It was
agreed to review Standing orders at the next meeting.}

126.=             &nb= sp; Planning =

126.1.12802/2009/OKE Shilstone Farm - Replacement windows the Council discussed the application and supported the application.

127.=    P3 Footpath 3 repair - Cllr Weeks having declared a personal and prejudicial interest in th= is item with drew from the room. Cllr Luxton was voted in as Chairman. Mr Glanville the landowner had presented a bill totalling £701.71 for the repair of Footpath 3. Cllr Lu= xton asked the clerk if the P3 co ordinator had approved the bill. The clerk adv= ised the meeting that the P3 Coordinator had be appraised of the bill but had not actually seen it. The Chairman asked if the Clerk would get the P3 co ordinator to sign it for future audi= t purposes. Cllr Phipps proposed that the bill= be paid this was seconded by Cllr Luxton.

128.=    Finance Cllr Weeks resumed the role of Chairman. The Clerk told the meeting that he had chased the bank for a stateme= nt and they apologised but they had had some technical problems. The clerk was able to tell the mee= ting that taking into account all outstanding debits and credits the carry forwa= rd to the next financial year would be £1898.15. Of this £159.92 was P3 funds= .

129.=    Matters at the Discretion of the Chairman =

129.1.Highway maintenance Cllr Phipps said that the road between Exbourne= and Broadwoodkelly had been ploughed but no attempt had been made to clear the ditches and that there was still water on the road. Cllr Luxton also stated that some patching work had been carried out on the Exbourne-Brightly road B3217 but = it would appear to be unfinished. The meeting agreeded to asking the Highways department for their comments.

130.=    Date of next meeting – May 27^th Annual Parish Meeting, Annual Council meeting and Ordinary Council Meeting = at Exbourne Village Hall.



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