May
AUBOURN AND HADDINGTON PARISH COUNCIL
Minutes of the Annual General Meeting of the Parish Council held on
Wednesday 2nd May 2012 in the Community Heritage Room
Aubourn Clock Tower
Prior to the public meeting the Parish Councillors met with Ms Carrington from NKDC to
further discuss the service level agreement.
During this time PCSO Boyle arrived but on hearing the PC meeting had not begun left saying
he would return later.
The meeting opened at 8pm.
Cllr Mrs Woodman gave apologies from Cllr. Mrs S. Howe she then vacated the chair in order
that the clerk might call for nominations for chairman.
17/05/12 PRESENT AT THE MEETING
Cllrs. Mrs. P. Woodman MBE, M. Coulson, D. Knott, Mrs. N. Wetherill and the clerk.
18/05/12 ELECTION TO COUNCIL POSITIONS
1. Election of Chairman
The clerk invited nominations for the position of Chairman. Cllr. Mrs. P. Woodman was
nominated by Cllr. M. Coulson and seconded by Cllr. D. Knott and was duly elected.
2. Election of Vice Chairman
Nominations were invited for the position of Vice Chairman. Cllr. Mrs. N. Wetherill was
nominated by Cllr. M. Coulson and seconded by Cllr. Mrs. P. Woodman and was duly
elected.
19/05/12 DECLARATIONS OF INTEREST
Cllr. Mrs Woodman declared a prejudicial interest at item 12.3 – Finance Payment of
Accounts.
20/05/12 MINUTES OF THE LAST MEETING & ANNUAL PARISH MEETING
The minutes of the Parish Council meeting were agreed and signed as a true record. The
minutes from the Annual Parish Meeting were agreed for accuracy and would be
signed at next years meeting.
21/05/12 MATTERS ARISING FROM THE MINUTES OF THE PARISH COUNCIL MEETING
There were no matters arising.
22/05/12 PLANNING
1) 12/0218 9-12 Royal Oak Lane – alteration to lay-by and provision of driveways.
This application had been granted permission.
23/05/11 CLOCK TOWER
1. Maintenance – Cllr. Mrs Woodman would contact SJS Electrical in order for the
emergency light to be repaired in the corridor and the outside light at the back door to
be checked.
2. Lighting – (Under Standing Order 11a – resolution to rescind decision made at previous
meeting) It was established after the last meeting that the quotation for DIS Contractors
- £850 plus VAT was not to supply suspended spotlights which was required. A further
review of the quotations resulted in the decision to award the contract to M. Monaghan
who would supply a square track with 8 spotlights suspended from the ceiling.
3. Walks Leaflets – Cllr. Mrs Woodman had arranged for the leaflets to be printed and
delivered to the clerk.
4. Open Days
The Heritage Exhibition would be open on 13th May. Cllr. Coulson and Cllr. Mrs Wetherill
volunteered to be in attendance. Mr J Woodman would set up the exhibition.
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AUBOURN AND HADDINGTON PARISH COUNCIL
2nd May 2012
24/06/12 HIGHWAYS MATTERS
Pond Haddington – Following the recent spell of heavy rain there was concern
regarding the flooding across the road near the pond at Haddington .It was questioned
whether the outflow pipe was blocked or not of a sufficient size to drain the water
away. Cllr. Mrs Woodman agreed to make further enquiries at the Upper Witham
Drainage Board.
25/06/12 REPLACEMENT SEAT IN AUBOURN AND SEAT IN CLOCK TOWER CHURCHYARD
i) Replacement Seat for Royal Oak Lane
The contractor had installed the new seat in Royal Oak Lane. There was a health
and safety concern about the level of the concrete base which was standing
proud of the grass. The clerk would contact the contractor regarding this and ask
him to rectify the situation; also. to establish whether he might be able to
reinstate the plaque.
ii) Diamond Jubilee Seat for Clock Tower Churchyard
The Council agreed to order the Bristol teak bench (Bristol – J. Robertson Ltd)
with the wording agreed as per the last meeting at a cost of £385 plus VAT.
The Clerk had received one quotation for a suitable base for the bench and a
further one would be sought for the next meeting.
26/06/12 DIAMOND JUBILEE ARRANGEMENTS
The coins had been delivered and the Council would contact the Diamond Jubilee
Committee for the names, addresses and ages of the children 16 and under.
27/06/12 PARISH COUNCILLOR CO-OPTION
The Parish council would continue to advertise in order to fill the vacancy.
28/06/12 PLAYGROUND COMMITTEE – Consideration of Grant Request
The Chairman had been approached by the Playground Committee seeking financial
support towards the cost of grass cutting. The Council would consider this on the
receipt of a copy of their accounts.
29/06/12 FINANCE
1. Annual Audit of Accounts 2011-12
The clerk circulated the Statement of Accounts and the bank reconciliation papers. The
Statement of Accounts and Annual Governance Statement were considered, agreed
and were duly signed by the Chairman.
2. Treasurers Report - the Treasurer’s report was presented and the balance in hand was
reported as follows: - Community Account - £2945.25 Business Premium Account -
£11336.89 Clock Maintenance Account - £2253.19. The Treasurers report was accepted.
3. Payment of Accounts - the following accounts had been approved, agreed by
Councillors and cheques signed where required:-
D. Parker – Expenses April - £21.61
(Salary £460.20 and LCC Pension £172.25 paid through Standing Order on 1/5/12)
HMRC – Employers Costs for quarter to 31/3/12 - £137.07 (Standing order)
EON – Electricity for Clock Tower - £19.00 (Direct Debit)
EON - Street Light Repair - £75.94
ESPO – Laminate Sheets, files and wallets - £25.86
P. Woodman – Cleaning of Clock Tower (refund) - £10.00
EON – Street Light Electricity – Jan to March 2012 - £233.14
LDTBF Ltd - Lease of clock tower - £1.00
A Ogg – Grass Cutting – April 2012 - £120.00
Agricycle Ltd – Bench for Royal Oak Lane - £296.40
EY Building Ltd – Install Concrete base for bench seat - £205.00
Broker Network Ltd – Parish Insurance renewal from 1st June - £870.97
Tower Mint Ltd – Commemorative Coins - £251.40
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AUBOURN AND HADDINGTON PARISH COUNCIL
2nd May 2012
30/07/12 CORRESPONDENCE
1. Rural Links Magazine
2. Cluster Meeting Agenda and Minutes (Meeting 25th April 2012) Already e-mailed.
3. Clerks and Councils Direct magazine
All items of correspondence would be circulated to councillors.
31/07/12 SERVICE LEVEL AGREEMENT – Witham local Access Point
The discussions on this matter were still continuing.
32/07/12 ANY OTHER BUSINESS
Nevile Summers Charity – it was unanimously agreed that Cllr. Mrs Woodman and Cllr.
Knott be nominated to represent the Parish Council on the Charity for the forthcoming
year.
33/07/12 DATE AND TIME OF THE NEXT MEETING
It was agreed to hold the next Parish Council meeting on Wednesday 6th June 2012 in
the Community Heritage Room Aubourn Clock Tower.
The meeting closed at 9.50pm.
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