Annual Parish Council Meeting 2019

MINUTES of the Annual Parish Council Meeting held on Thursday 2nd May 2019;

in the Lydiard Millicent Parish Hall, commencing at 7.30pm.


PRESENT:    Cllrs Andre Kayani, Vernon Montgomery (late), Alan Pfleger (Chairman), Richard Selwood, Mike Sharp.    

                      Mrs Deborah Bourne (Clerk).


Also Present:  Three members of the Public.


Public Question Time

There were no questions from members of the public.  Wiltshire Councillor Mollie Groom sent her apologies, there was no written report received.


Cllr Pfleger had received a letter of resignation from Sarah Hill Wheeler.  Due to personal reasons she is too busy to continue as a Parish Councillor at this moment, it is hoped she will return in the future.  A letter of thanks from the Council will be sent to Sarah for her previous work.  


039/19    Election of Chairman

    The Local Government Act 1972 s15(1) states that a chairman shall be elected annually from one of its number, and this shall be the first item on the Agenda.


    As retiring chairman, Cllr Alan Pfleger called for nominations from anyone wishing to be considered as Chairman to this Parish Council in the 2019/20 civic year.  Cllr Richard Selwood proposed (seconded by Cllr Mike Sharp) 

Cllr Pfleger for another year; there were no other nominations.


    RESOLVED that Cllr Alan Pfleger be Chairman of Lydiard Millicent Parish Council for the civic year 2019/20.


    Declaration of Acceptance of Office

    Each year the newly elected Chairman is required to sign a Declaration, accepting the Office of Chairman for the next 12 months.  


    The Declaration of Acceptance of Office was duly signed by Cllr Pfleger before members of the public and fellow Councillors; the signature being witnessed by the Proper Officer of the Council. 


040/19    Election of Vice Chairman

    The Local Government Act 1972 s15(6) allows for one member to be elected as Vice Chairman, if the Council so chooses.      It was proposed by Cllr Alan Pfleger (seconded by Cllr Andre Kayani) that Cllr Dean Cobb serve as vice chairman for a further year.  There were no other nominations.


    RESOLVED that Cllr Dean Cobb be elected in his absence as Vice Chairman for the civic year 2019/20.  


Cllr Vernon Montgomery arrived.


041/19    Apologies for Absence

    There were apologies for absence from Cllr Dean Cobb, due to personal commitments; and Cllr Phil Shepherd, who was taking holidays. 


042/19    Declarations of Interest

    There were no Declarations of Interest from Councillors regarding this agenda.  Members were requested to check that entries in the Register of Interests held on their behalf by Wiltshire Council were up to date.  Any inaccuracies are to be reported to the Clerk who will arrange for changes to be made. 


043/19    Minutes of the Previous Meeting

    The Minutes of the Meeting held on Thursday 4th April 2019 were adopted by the Council and signed by the Chairman as a true record of the meeting.


044/19    Casual Vacancies

    There are currently three 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.  These vacancies have existed for some while now, and it would be prudent to fill these as soon as possible.  


The resignation of Sarah Hill Wheeler has caused a fourth casual vacancy.  Notices advertising this vacancy and setting out electors’ rights to call an election will be published on the Council website and Noticeboard in the near future.  


    RESOLVED that the chairman of the council write an article in the local magazine inviting residents to take an active interest in Parish Council affairs. 


045/19    Appointment of Working Groups/Reps to Outside Bodies

    RESOLVED that Working Group membership/reps to outside bodies be as detailed in the tables below; with Chairmen/ note takers being elected at each Working Groups first meeting.  All members were requested to familiarize themselves with the Councils Terms of Reference for the Working Groups, which were tabled at the meeting.


Working Group (WG)


Cemetery & Open Spaces

Cllrs: Dean Cobb, Andre Kayani, Vernon Montgomery, Phil Shepherd


Cllrs: Richard Selwood,  Mike Sharp

Finance & Administration

Cllrs: Richard Selwood, Mike Sharp, Phil Shepherd


Cllrs: Dean Cobb, Vernon Montgomery, Phil Shepherd


Cllrs: Andre Kayani, Mike Sharp


    Each Working Group (with the exception of Cemetery & Open Spaces) will require additional membership once new Councillors have been co-opted or elected to the Council. 


Outside Body


RWB&C Area Board

Cllr Mike Sharp + one other on a rotating basis.

Area Board meetings are Public Meetings – Anyone wishing to attend is welcome to do so.

Community Area Transport Group (CAT-G)

Cllr Phil Shepherd + one other from Highways WG

Parish Hall

Cllr Mike Sharp

Neighbourhood Plan Steering Group

Cllrs: Mike Sharp, * This project is nearing the end of  Community involvement.


046/19    Planning Matters

  1. a.    The Council noted the following decisions made by Wiltshire Council since the last meeting.


  • •    18/12136/DOC – Casa Paolo, Common Platt, Purton

Discharge of conditions 5, 6 & 7 of planning application 18/05422/FUL (erection of 2no dwellings and conversion of existing restaurant premises to provide separate self-contained dwelling house).

Decision : Approve 

  1. b.    The Planning WG recommended there should be no objections to the following applications.


  1. i.    19/03068/FUL – 33 Meadow Springs, Lydiard Millicent

Proposed Rear Extension


  1. ii.    19/03076/FUL – 25 Meadow Springs, Lydiard Millicent

To erect canopy at side of garden area to cover and protect motor home area.


RESOLVED to send no objections to the Planning Authority regarding the above applications.


047/19    Finance Matters    

  1. a.    The Council noted changes made to its Bank Accounts, and the institutions who now hold them.


  1. b.    The Council ratified accounts for payment contained in the April financial report.  All payments had been previously authorised by two Councillors.


  1. c.    Payment of Regular Monthly Accounts:  In order for invoices to be paid in a timely manner the Council was asked to authorise payments between meetings.  This authorisation, for 12 months, will apply to all accounts that are regular and within the Councils budget.


RESOLVED that authority be given for the Clerk to request two cheque signatories sign payments, and all members of the Council be encouraged to inspect the Accounts on a monthly basis as part of the Councils Internal Controls. 


  1. d.    Internal Controls:  All members of the Council are required to scrutinise the financial accounts as part of the Councils Internal Controls.  All Councillors, individually or in pairs, were requested to make an appointment with the Responsible Financial Officer (RFO) at least once every 12 months to discuss this.


  1. e.    Land Terrier:  RESOLVED that the clerk be given authority to liaise with the Councils Solicitor in order to compile a land terrier detailing all of the Councils land assets. 


048/19    Meeting Schedule for the Civic Year 2019/20

    Lydiard Millicent Parish Council meetings are usually held on the first Thursday of every month.  For the Civic Year 2019/20 details are given below:


13 June 2019

4 July 2019

5 Sept 2019

3 Oct 2019

7 Nov 2019

5 Dec 2019

9 Jan 2020

6 Feb 2020

5 Mar 2020

2 April 2020


Inspection of Council Assets

Aug 2019


Annual Parish Meeting

12 Mar 2020


Annual Parish Council Meeting

7 May 2020


    RESOLVED to adopt the above schedule of meetings for the next 12 months.


049/19    Date of Next Meeting

    The next meeting of Lydiard Millicent Parish Council will take place on Thursday 13th June 2019 commencing at 7.30pm in Lydiard Millicent Parish Hall, if available or at the Jubilee Club House.



The meeting closed at 8.15pm.



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Cllr Alan Pfleger