Agenda May 2018

Lydiard Millicent Parish Council
Notice of Meeting and Summons to Attend
 
To: ALL MEMBERS OF LYDIARD MILLICENT PARISH COUNCIL: Councillors Dean Cobb (vice chairman), Sarah Hill Wheeler, Andre Kayani, Vernon Montgomery, Sian Penning, Alan Pfleger (Chairman), Richard Selwood, Mike Sharp, Phil Shepherd.
 
Notice is hereby given that the annual meeting of Lydiard Millicent Parish Council will be held on Thursday 17th May 2018 in the Parish Hall, Lydiard Millicent,
commencing at 7.30pm.
 
DEBORAH BOURNE
Parish Clerk 10 May 2016
 
Public Question Time: Members of the public are invited to make representations to Lydiard Millicent Parish Council on any matters relating to the work of the Council (Public Bodies [admission to meetings] Act 1960), before the meeting commences (limited to 10 minutes). Every effort will be made to give accurate answers to all questions, but in some cases further research may be necessary when an answer will be given by the Chairman or Clerk as soon as possible.
 
Wiltshire Councillor Mollie Groom, the Neighbourhood Watch Representative and the Community Speed Watch Co-ordinator will be invited to address the Council at this time.
 
AGENDA
 
1) Election of Chairman
The Local Government Act 1972 s15(1) states that a chairman shall be elected annually by the Council from one of its number; and this shall be the first item of
business on the Agenda. Nominations will be invited for the office of Chairman to Lydiard Millicent Parish Council for the ensuing civic year.
 
2) Declaration of Acceptance of Office
The newly elected chairman will be invited to sign his acceptance of office; thiswill be witnessed by the Proper Officer of the Council.
 
3) Election of Vice Chairman
The Local Government Act 1972 s 15(6) allows for one of its members to be elected as vice chairman. Lydiard Millicent Parish Council has elected members to this office in previous years and so will be invited to nominate one of its number for the ensuing civic year.
Although not required by legislation, the newly elected vice chairman will be invited to sign an acceptance of office; this will be witnessed by the Proper
Officer of the Council.
 
4) Apologies for Absence
To note any apologies for absence received prior to the meeting.
 
5) Declarations of Interest
To receive Declarations of Interest in accordance with the Code of Conduct adopted by this Council in July 2012.
 
6) Minutes
To confirm and sign as a true record Minutes of the Extra Ordinary Meeting held on 29th March and the Full Council Meeting held Thursday 5
th April 2018.
 
7) Casual Vacancies Appendix A (confidential)
There are currently two casual vacancies, which have been returned to the Parish Council for co-option; the Electorate had not wished to exercise its right to call an election.
The Clerk has received an application from Mr Andrew Fletcher to be considered for co-option onto this Council. Mr Fletcher has stated he has the appropriate
qualifications for seeking co-option.
The Council is asked to consider the above named for co-option to the Parish Council until May 2021, when ordinary elections will take place.
Declaration of Acceptance of Office
Whether elected or co-opted, a declaration to accept the office of Councillor must be signed before using the title or acting as a Councillor. The Register of Interests must also be completed within 28 days of taking office.
If the candidate is successful in his co-option application he will be invited to sign a declaration of acceptance of office so he can contribute to the following agenda items if he wishes.
 
8) Appointment to Working Groups
Lydiard Millicent Parish Council, in May 2015, structured Working Groups for members to focus on specific areas and report back to the Full Council. They have
subsequently been modified resulting in the following: Cemetery & Open Spaces, Communications, Finance & Administration, Highways, and Planning
Working Groups have no decision-making powers and can only bring forward recommendations for discussion by Full Council.
 
Recommendation:
i. Each Working Group should have a membership of five, excluding the Parish Council Chairman who should be invited to each meeting, as necessary. Consideration should be given to membership of the above five named Working Groups for the ensuing civic year.
 
ii. Names of at least five councillors should be put forward for election to each Working Group.
iii. Chairs of each Working Group will be determined at its first meeting, and each Working Group is also encouraged to re-read the Terms of
Reference as agreed previously by the Council. The Council is asked to appoint members as indicated in the recommendations above.
 
9) Appointment of Council Representatives
The Council is asked to appoint members to represent Lydiard Millicent Parish Council at the following groups:
? RWB&C Area Board; (2)
? Community Area Transport Group (CATG); (1)
? Parish Hall; (1)
? Lydiard Millicent Neighbourhood Plan Steering Group. (2)
 
10) Wiltshire Council Consultations Appendix B
Wiltshire Council, Highways and Transport, wrote to Lydiard Millicent Parish Council and 36 other parish councils and stakeholders on 13 April 2018; asking
for views on proposed Traffic Regulation Orders (TRO) affecting roads within and adjoining our boundary. The closing date for comments to the consultation is
14 May, an extension to Friday 18 May 2018 has been granted to LMPC so that the consultation can be debated at this meeting.
 
Cllr Sarah Hill Wheeler has very kindly written a detailed report, with recommendations for the Councils consideration, and suggested wording for a
suitable reply from Lydiard Millicent Parish Council.
The Council is asked to consider the attached report and direct the Clerk accordingly.
 
11) Planning Matters:
a) The Council is asked to note the following decisions made by Wiltshire Council since the last meeting:
 
18/01618/FUL – Home Farm, 8 Wood Lane, Brinkworth
Proposed Two Storey Side Extension. New Vehicular Access.
Decision : Approve (with conditions)
 
b) The Council is asked to confirm the Planning Working Group comments on the following Planning Applications from Wiltshire Council:
 
18.03362/FUL – Field Adjacent to 31 Stone Lane, Lydiard Millicent
Formation of new Field Access
 
18/03389/FUL – Brockhurst Farm, Greenhill, Royal Wootton Bassett
Side and first floor extension to existing garage to provide ancillary accommodation and single storey infil extension to main house
 
18/04026/FUL – Balinrait Farm House, Stone Lane, Lydiard Millicent
Proposed erection of single storey extension to rear and side over site of existing conservatory. Erection of new roof to existing utility room. Associated internal works
 
12) Finance Appendix C.
a) The Council is asked to note the accounts for payment contained in the Finance Report for April. Cheques for these accounts have already been signed by two Councillors.
 
b) The Council is asked to authorise payment for regular monthly accounts that are within the Councils budget for the following 12 months. This will allow
accounts to be paid in a timely manner; cheques will still require the signature of two councillors. All members of the Council are invited to make an appointment to scrutinise the accounts as part of the Councils Internal Controls.
 
c) The Council is asked to authorise the Clerk to seek alternative suppliers for utility services, in order that best value can be achieved at the same time as
sourcing the appropriate tariffs for a local authority.
 
d) The Council is asked to note the recent National pay awards agreed. This has resulted in an increase of £0.23 per hour, (at SCP 24) from 1 April 2018.
 
e) The Council is asked to note that the Internal Auditor will be attending on Friday 18th May to verify the 2017/18 accounts before they are adopted by the
Council and sent to the External Auditors in June.
 
13) Insurance Renewal
The Councils insurance is due for renewal on 1st June. A quotation for this year has yet to be received from the Councils current insurers. Details will be sent to
members on its arrival.
The Council is asked if it wishes to authorise the Clerk to renew its insurance policy, using an appropriate company or to seek recommendations at the next
meeting from the Finance & Admin Working Group.
 
14) Governance Statement for Year Ending April 2018 Appendix D
 
The Accounts an Audit Regulations 2015 require smaller authorities to conduct a review of the effectiveness of their system of internal control each financial year, and prepare an annual governance statement in accordance with proper practices in relation to accounts.
The purpose of the annual governance statement is for an authority to report publicly on its arrangements for ensuring that its business is conducted in
accordance with the law, regulations and proper practices and that public money is safeguarded and properly accounted for. Auditors have asked this year if the
Annual Governance Statement and Annual Statement of Accounts can be adopted separately. The Annual Accounts should be adopted once the Internal Auditor
has completed his examination.
The Governance Statements have been studied by the Finance Working Group chair, and he will put forward his recommendations. For informed consideration,
the Annual Governance Statement 2017/18 should be considered alongside notes in the booklet titled “Governance and Accountability for Smaller Authorities in
England” pp 8-15 give detailed guidance on each of the nine assertions.
Council is asked to review and answer statements 1-9 on Section 1 of the Annual Return, Annual Governance Statement 2017/18.
 
15) Pension Auto-enrolment Appendix E
 
The Chair of the Finance & Admin WG will present a report on the Councils obligations, as an employer, to provide a pension for its staff.
The Pensions Act 2008 requires all employers to automatically enrol “eligible jobholders” into a Qualifying Pension Scheme; employers with “non-eligible
jobholders” and “entitled workers” are required to offer employees a qualifying pension scheme. The Act also details penalties for non compliance.
The Employers’ Duties (Implementation) Regulations 2010/4 details Staging Dates for various employers. Lydiard Millicent Parish Council staging date was
1st November 2016.
 
16) Meeting Schedule for 2018-2019
Full Council meetings are held on the first Thursday of each month, these being
 
7th June 2018;
5th July 2018;
2nd August 2018 (Inspection of Council land etc.);
13th September 2018;
4th October 2018;
1st November 2018;
6th December 2018;
3rd January 2019;
7th February 2019;
7th March 2019;
4th April 2019.
The next Annual Council meeting will be held on 2nd May 2019.
 
A Parish Meeting must also be held annually between 1st March and 1st June for all electors to discuss parish business. (LGA 1972 sch 12 s 14). A meeting has
already been arranged for 24 May 2018, to which everyone is invited.
The Council is asked to note dates for the Council meetings and to consider a date for the 2019 Annual Parish Meeting.
 
17) Date of Next Meeting
The next meeting of Lydiard Millicent Parish Council will take place on Thursday, 7 June 2018 (subject to approval of item 16 above) at Lydiard Millicent
Parish Hall commencing at 7.30pm