Minutes of the first elected Parish Council 1894

COLN ST ALDWYNS PARISH COUNCIL MEETING

To all Councillors - You are summoned to the meeting of the parish council to be held on Wednesday 19 January 2022 at 7.00pm at the Vicarage Cottages Barn.

Clare Brignall - Parish Clerk 12th January 2022

AGENDA

  1. To receive apologies
  2. To receive declarations of interest
  3. To approve and sign the minutes of the last meeting, held on 19 October 2021
  4. To hear the report from the District Councillor
  5. To sign off the accounts and cheques
  6. To set the precept for 2022/23
  7. To discuss costs of grass cutting in the parish and churchyard
  8. To approve cost of new dog poo box
  9. To agree the new insurance policy
  10. To hear report on checking finances
  11. To agree payment of clerk´s expenses
  12. To discuss the plans for planting hornbeams to celebrate the Jubilee
  13. To discuss the plans to celebrate the Queen’s Jubilee
  14. To discuss planning applications: New Inn, Main Street, Williamstrip
  15. To discover progress on return of Smiley Sid
  16. To discuss playground issues
  17. To discuss drains issues
  18. To set a date for the litter pick
  19. To set dates for March and May meetings

 

SUMMARY OF MINUTES OF THE COLN ST ALDWYNS PARISH COUNCIL MEETING held in the Vicarage Cottages Barn on 27 October 2021 at 7 pm
Present: David Hicks-Beach, John Reeves, Carol Bond, Will Perkins and Helen Forbes and parish clerk Clare Brignall

DRAFT

  1. There were no apologies
  2. One councillor stated that he has an interest in item no. 16
  3. The minutes of the last meeting, held on 17 May 2021, were approved
  4. The District Councillor was not present to give a report
  5. The accounts and cheques were signed off
  6. The decision to pay for a gift given to Andrew Major, made between parish council meetings, was ratified.
  7. The protocol involved in decision-making via email between parish council meetings (typically via email communication) was discussed. It was agreed that no decisions could be made between meetings.
  8. A report on the progress on roads and wildlife was given. a. wildlife deaths –Swyre Farm have put up their own signs. b. speeding: There is a working group at Shire Hall which is also looking at autospeed watch and other potential solutions to the problem. There was also a discussion with Highways about 20 is Plenty. The representative said that we could do any of these things but they are going to cost. Council is preparing a package of measures that we can put to the community. c. parking: Various options were discussed, but many are too expensive. One of the main issues is parking. It was agreed that we need to nudge behaviour. We are waiting for the Highways´ report. They did not think that changing the weight limit on the bridge would stop the HGVs. Shire Hall are looking at HGVs across the county. They are reluctant to look at it village by village. Anyone experiencing any damage or incidents (esp on Main Street) MUST report it to the police so that there can be an incident number.
  9. We are awaiting the formal report from Highways
  10. Council discussed the progress of the speed watching. Oxfordshire has just agreed to pay for all villages to change to 20 and CDC have committed to it being a good idea. Council agreed that we need to ask our residents whether they want to pass a motion about 20 mph and said that if we do the autowatch we could get the children from the school to write letters. It was agreed that the speed watching has been successful and could be continued on a perpetual rota.
  11. Council discussed the planting of extra 5 horn beams on Aldsworth Road, and the replacement of two.
  12. Council discussed plans for the Jubilee celebrations. In 2012 there were great celebrations, including a fire on top of the church. In June 2022 there is going to be a two day bank holiday. Council agreed to contact Hatherop and Quenington parish councils and discuss doing something together.
  13. Council discussed finding a replacement for the Neighbourhood Watch liaison person.
  14. Council discussed planning applications
  15. DHB has added Coln’s name to the Quenington PC’s letter about CDC planning.
  16. Council discussed making a contribution to pruning the leylandii in the churchyard and agreed to make a contribution of £200, but it was also agreed that this would not set a precedent for the future.
  17. Council discussed the repairs to the playground. Council agreed to pay the £2800 to repair the swings. Council was informed that the ramp is going to be replaced on the multi-play.
  18. Council discussed drain issues. There is still a problem by Folly Cottage.
  19. The next parish council meeting with be January 19th, at Vicarage Cottages Barn at 7 pm.

SUMMARY OF THE MINUTES OF THE COLN ST ALDWYNS PARISH COUNCIL ANNUAL GENERAL MEETING held in Vicarage Cottages Barn on 17 May 2021
Present: David Hicks-Beach, Carol Bond , John Reeves, Will Perkins, Helen Forbes, Ian Powell and the Parish Clerk Clare Brignall.

DRAFT

PARISH COUNCIL ANNUAL GENERAL MEETING.

  1. David Hicks Beach was proposed as Chair by John, seconded by Helen and elected unanimously
  2. Carol Bond was proposed as Vice-Chair by John, seconded by Will and elected unanimously
  3. Will Perkins and Helen Forbes were welcomed as new councillors
  4. David and Carol signed their respective `declarations of acceptance`
  5. Standing Orders were approved by the Council.
  6. Financial Regulations were approved by the Council
  7. The Council confirmed that there were no seconded appointments required
  8. The Council confirmed that there were no appointments to Outside Bodies required
  9. The Council agreed to look at the new model for a Code of Conduct from CDC at their next meeting

PARISH COUNCIL MEETING.

  1. The Council approved unanimously the four cheques listed on the Financial Statement. Council unanimously approved the 2020/21 year end Financial Statement.
  2. The Council approved the Asset Register.
  3. As there were no immediate actions needed as a result of the GAPTC auditor’s report, Council agreed to look at it in more detail at the next meeting.
  4. Annual Governance & Accountability Report (AGAR). The Council reviewed the Internal Auditor's report on page 4.

(a)The Council answered `Yes` to each of the eight Governance Statements on page 5 of the AGAR
(b) The Council approved the Accounting Statements on page 6
(c) The Council agreed that it was eligible for exemption as shown on page 3.

PART 2

  1. There were no apologies.
  2. Member's Interest Forms: Council members were reminded that their `Declarations of Interest` Forms should be up to date. No member had any changes to declare. Council received new ‘Declarations of Interest’ forms from Will Perkins and Helen Forbes.
  3. Council welcomed Dom Morris as our new County Councillor. Our District Councillor, Ray Theodoulou, spoke about planning issues.
  4. The Council agreed David as Playground Inspector
  5. The Council agreed that Nigel would continue as the Internal Playground Auditor, and Helen said that she would be happy to help with this
  6. The Council agreed Will as the Internal Accounts Checker
  7. The Council approved an internal auditor from GAPTC for the 2021/22 internal audit
  8. The Council agreed Carol as the Defibrillator Checker

REGULAR AGENDA ITEMS

  1. There were no declarations of interest
  2. The Council unanimously approved the March 2021 minutes.
  3. The Council approved the two cheques listed on the accounts as at 17.5.21. The Council approved unanimously the overall Financial Statement.
  4. Playground: David presented the RoSPA audit, which did not have any immediate actions needed.
  5. Planning Applications: Outstanding planning issues were dealt with during the presentation from our district councillor, Ray Theodolou, item 16.
  6. Council discussed work on the roads, the drains and the planting of trees. It was also mentioned that the fete committee had had a meeting and there is not going to be a fete this year, but a break-out party at the shop at the beginning of September. Also Dave Farmhill from 13 Main Street is going to run three marathons around CHQ on 31 July in aid of the fete’s children’s charities.
  7. Parking near the shop: It was mentioned that parking around Coln Stores has become very congested, and Council were told that people are being moved on from parking in Bibury, so are parking in Coln St Aldwyns, including in the village itself, as well as on the road at the bottom, especially because police are checking number plates at the bottom of the hill.
  8. Next Meetings: It was agreed that the next two meetings would be Tuesday September 28th and Tuesday November 24th 2021 hopefully in the Vicarage Cottages barn.

Hanmer Webb-Peploe thanked the committee for their work.
The meeting started at 7pm & closed at 8.15 pm.

Signed....Chair                                                                 

Signed....Clerk

 

SUMMARY OF THE COLN ST ALDWYNS ANNUAL GENERAL MEETING
held on Thursday June 4th 2020.

AGENDA OF THE ANNUAL GENERAL MEETING OF COLN ST ALDWYNS PARISH COUNCIL
to be held on 17th May 2021 in Vicarage Cottage Barn

To all Councillors,
You are summoned to the Annual General Meeting of the Parish Council to be held on 17 May 2021 in Vicarage Cottage Barn

Clare Brignall
Parish Clerk                                                                 8 May 2021

PARISH COUNCIL ANNUAL GENERAL MEETING (AGM)

  1. To elect Chair
  2. To elect Vice Chair
  3. To welcome new parish councillors
  4. To sign `declarations of acceptance` - Chair and Vice Chair
  5. To approve Standing Orders
  6. To approve Financial Regulations
  7. To confirm any seconded appointments
  8. To confirm any appointments to outside bodies
  9. To adopt the new Code of Conduct which mirrors that drawn up by Cotswold District Council

PARISH COUNCIL MEETING
PART 1

  1.  To approve the financial statement for the 2020/2021 accounts as at year end 31/03/21
  2. To approve the asset register
  3. To summarise the Internal Auditor's Report, to be reviewed in more detail at the next parish council meeting (including cheque signatories, consider adopting a reserves policy, data protection policy)
  4. To complete the Annual Governance & Accountability Return 2019/2020

PART 2

  1. To receive apologies
  2. To check existing declarations of interest forms
  3. To welcome and hear from our local County Councillor
  4. To minute the fact that the insurance policy was reviewed in February but not minuted at the last meeting
  5. To elect a playground inspector
  6. To elect an internal playground auditor
  7. To elect an internal accounts checker
  8. To approve GAPTC as the internal auditor for 2021/22
  9. To elect a defibrillator checker

REGULAR AGENDA ITEMS

  1. To receive declarations of interest
  2. To sign off March 2021 minutes
  3. To sign off 2020/2021 accounts and cheques
  4. To discuss playground - RoSPA audit
  5. To discuss recent planning applications, including No. 18 Main Street
  6. To discuss urgent maintenance issues, including drains and potholes
  7. To discuss parking issues related to Coln Stores
  8. Next Meetings: Suggesting Tuesday September 22nd & Tuesday November 24th @ Nigel and Angie's Barn using social distancing

(This document gives notice of the agenda items for the AGM.)

 

AGENDA - Monday 22 March 2021 at 3.00 pm, at the Playground, Coln St Aldwyns

  1. To receive apologies
  2. To receive declarations of interest
  3. To approve and sign the minutes of the last meeting, held on 25 January 2021
  4. To hear the report from the District Councillor
  5. To sign off the accounts and cheques
  6. To approve GAPTC to do an audit
  7. To discuss progress on parish councillor elections
  8. To discuss planning application: 15 Main Street and Williamstrip fence in Hatherop
  9. To discuss repairs to the playground
  10. To discuss drain issues
  11. To review the litter pick
  12. To discuss progress on speed checks in Main Street
  13. To remind of date for May AGM (17 May) and set date for September meeting

 

SUMMARY OF MINUTES OF THE COLN ST ALDWYNS PARISH COUNCIL MEETING held in the playground on 22nd March 2021 at 3pm. Present: David Hicks-Beach, Nigel Bray, John Reeves, Carol Bond and Parish Clerk, Clare Brignall

  1. There were no apologies for absence
  2. There were no declarations of interest
  3. Council unanimously approved the minutes of the meeting of 25 January 2021, which were signed by the chairman and the clerk.
  4. The District Councillor was unable to attend but subsequently sent information about the planning progress on 15 Main Street and the entrance to Williamstrip on Hatherop Hill.
  5. Accounts: The accounts were unanimously approved. Council discussed the still outstanding invoice for grass cutting and agreed to ask get a quote for trimming the garrya and beech hedges next to the playground and to cut back the cherry tree.
  6. Council approved GAPTC to do an audit.
  7. Council discussed the forthcoming parish councillor elections for which there are three candidates for two places. Council thanked Nigel Bray for his contributions over the last three years. Nigel said that he is happy to continue to help with anything in the playground.
  8. Planning applications: 15 Main Street: Council agreed to ask for the opportunity to speak at a public meeting and to contact our district councillor, Ray Theodoulou about the planning application. Council heard the ruling about the fence around the entrance to Williamstrip on Hatherop Hill. The New Inn: there still seems to be no resolution on this. Council will continue to enquire about what is happening.
  9. Council was told about the repairs that are in progress in the playground, with two diagonal supports due to be replaced and with steel surrounds to be put in at the bottom to prevent wear and tear from strimmers and water, and a new seat needed for the zipwire. ROSPA will do an inspection in April, and if necessary new matting will be bought from Mole Valley
  10. Council was told that Highways have said that they would get the missing covers replaced in Main Street. Subsequently they have been inspected but nothing has been done. Council was also told that once Highways have a new budget in April we could apply for more work to be done on clearing the drains. There is work that needs to be done on maintaining the curbs.
  11. The litter pick was considered to have been a big success, with around 30 people attending. DHB had bought 24 litter pickers, and may need to buy even more.
  12. Council discussed rumble strips and the speed cameras’due to come back to Coln soon, and can be placed on Main Street and also on the road to Hatherop.
  13. Council discussed the need to replace ash trees, and the fact that there are grants available for this.
  14. Council agreed the date for the May AGM (17 May at 7.00) and set a date of 27 September at 7.00 pm for the September meeting.

AGENDA - Monday 25 January 2021

  1. To receive apologies
  2. To receive declarations of interest
  3. To approve and sign the minutes of the last meeting, held on 8 December 2020
  4. To hear the report from the District Councillor
  5. To sign off the accounts and cheques
  6. To discuss planning application: 15 Main Street and The New Inn
  7. To discuss repairs to the playground
  8. To discuss progress on Smiley Sid.
  9. To discuss tree planting options
  10. To discuss the litter pick
  11. To discuss the possibility of speed checks in Main Street
  12. To set the budget and agree the precept
  13. To remind of date for March meeting (9 March) and set date for May AGM

 

MINUTES OF THE COLN ST ALDWYNS PARISH COUNCIL MEETING held in the Playground on 25 January at 3 pm
Present: David Hicks-Beach, Nigel Bray, John Reeves, Carol Collet and Ian Powell and parish clerk Clare Brignall

DRAFT

  1. There were no apologies for absence
  2. There were no declarations of interest
  3. Council unanimously approved the minutes of the meeting of 8 December 2020, which were signed by the chairman and the clerk.
  4. The District Councillor was unable to attend. There is some uncertainty about whether or not local elections can take place in May. Clerk will contact CDC.
  5. Accounts: The council reviewed the 20/21 accounts as at 25.1.2021 (on file) and unanimously authorised the six cheques listed at the bottom of the accounts. The accounts were unanimously approved.
  6. Planning: Council was told that the application for 15 Main Street and The New Inn are still ongoing. Council agreed to all go down to the New Inn after the meeting to review the flue situation.
  7. Playground: NB reported that the new beam has been put up and that there is a problem with one of the diagonal supports on the zipwire where there is considerable splintering. NB also said that he would source new rubber matting from Mole Valley in the spring.
  8. Smiley Sid: the new speed sign is now up and working well.
  9. Tree planting: JR agreed to make a list of ash trees that should come.
  10. DHB asked Council to approve a date for a litter pick in March and the date of 20 March was agreed on.
  11. Council discussed the idea of applying for a 20 mph speed limit in the village and also the possibility of moving the 30 mph speed sign a bit further out of the village on the Aldsworth road.
  12. IP presented the draft budget for 2021/2, which was unanimously approved. There would be only a small difference of £110 to reflect an increased expenditure on the playground inspection and the internal audit bringing the total of budgeted expenditure to £5,802. Council was told that costs would be met if the (remove - 'precept') Council Tax was left as it is (remove 'at') giving a precept of £5816 and Council unanimously approved this.
  13. Dates of the next meetings: Council agreed the date of  22 March at 3 pm in the Playground for the next meeting and 17 May 2021 at 5 pm for the Annual General Meeting.

AGENDA - Tuesday 8 December 2020 at 6.30 pm, at the Vicarage, Church Lane, Coln St Aldwyns

SUMMARY OF MINUTES OF THE COLN ST ALDWYNS PARISH COUNCIL MEETING
held at the Vicarage on 8 December 2020 at 6.30 pm
Present: David Hicks-Beach, Nigel Bray, John Reeves, and Carol Collet and parish clerk Clare Brignall (copy Ian Powell)

AGENDA FOR THE COLN ST ALDWYNS PARISH COUNCIL MEETING (Issue 1)
to be held on Tuesday September 22nd 2020 @ 1800 hours

Chris Jackson/Clare Brignall (Parish Clerks)

SUMMARY OF THE COLN ST ALDWYNS PARISH COUNCIL MEETING
held 22 September 2020

AGENDA OF THE ANNUAL GENERAL MEETING OF COLN ST ALDWYNS PARISH COUNCIL
to be held on 4th June 2020 in the Clerk's garden (due to covid-19)
PART 1. (Documents required: Agenda;  Temporary S/O change (item 4); Financial statement 2019/20 (item 8); Current Asset register (item 9). Declarations of acceptance forms to be sent out after decisions (item 3)
PARISH COUNCIL ANNUAL GENERAL MEETING (AGM)

PARISH COUNCIL MEETING

PART 2. (Documents required: Internal Auditor's Report; RFO & Clerk recommendations on actions + required/decisions form.)

PART 3. (Documents required: Annual Governance & Accountability  Return;

PART 4. (Documents required: Minutes of January 2020 meeting; 20/21 accounts; Decisions form; Actions in playground (re-RoSPA audit)/decisions to be taken form; Planning applications since last meeting)

REGULAR AGENDA ITEMS

MINUTES OF THE COLN ST ALDWYNS PARISH COUNCIL ANNUAL GENERAL MEETING held outside(due to covid-19 restrictions) on June 4th 2020.
Present: David Hicks-Beach, Carol Bond, Nigel Bray, John Reeves, Terry Davidson and the Parish Clerk Chris Jackson. (Ian Powell (RFO) stood down from attending because covid-19 rules restricted meetings to six people maximum).
PARISH COUNCIL ANNUAL GENERAL MEETING.

PARISH COUNCIL MEETING.

(a)The Council answered `Yes` to each of the eight Governance Statements on page 5 of the AGAR
(b) The Council approved the Accounting Statements on page 6
(c) The Council agreed that it was eligible for exemption as shown on page 3

REGULAR AGENDA ITEMS

The meeting started at 5pm & closed at 6.30 pm.

SUMMARY OF THE COLN ST ALDWYNS ANNUAL GENERAL MEETING
held on Thursday June 4th 2020.