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Minutes - 09/06/10 |
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SANDRIDGE PARISH COUNCIL
Met at Marshalswick Community Centre on
Wednesday 9th June 2010 at 7.30 pm.
PRESENT:
Councillor David Terrar (in the Chair)
Councillors Lyn Bolton, Geoff Churchard,
Janet Churchard, John Foster, John Hale,
John Harmsworth, John Newton-Davies, James Spencer.
APOLOGIES:
Councillors Tony Farnfield, Barbara Gibson, Chris Hackett, Peter Kennedy, Natalie Kemp
OFFICER:
Mrs. Diane Winn, Clerk of the Council
DECLARATIONS OF INTEREST
There were none.
4168 MINUTES
The minutes of the meeting held on the 12th May 2010, having previously been circulated, were taken as a correct record following an amendment to item 4158 to remove the word ¡¥unanimously¡¦ from the third line It was then unanimously:
RESOLVED
That the minutes of the Council meeting held on the 12th May 2010 be approved and signed by the Chairman.
4169 MATTERS ARISING NOT ON THE AGENDA
„X The list of representation on Committees and Outside Bodies was altered at the last meeting and is attached to this agenda.
„X Sandridge Football Club will be installing a modesty screen outside the entrance door to the clubhouse bar.
„X Councillor John Newton-Davies is investigating gateway designs with the Woodland Trust.
„X The main heads of terms and the underlease for the Sure Start Centre with Hertfordshire County Council are still awaited.
„X Mr. Richard Bolton has planted the roundabout at the junction of Sandpit Lane and House Lane. Councillor Janet Churchard expressed disappointment at the type of plants used on the roundabout which were suffering in the heat and asked that when the roundabout is re-planted in the Autumn, consideration be given to suitable plants for the location.
„X The editorial guidelines for Neighbourhood News were circulated to members of Sandridge Parish Council following the last meeting.
4170 ISSUES FOR DISCUSSION
1. Public Participation
¡V an opportunity for residents to raise issues
No members of the public were present.
2. Monthly Accounts Presented for payment
The list of payments to be made for the period 13th May to 9th June 2010 was circulated with the agenda. The Clerk answered the query raised and it was unanimously:
RESOLVED
That the cheques to be paid for the period 13th May to 9th June 2010 be approved and signed by the Chairman and a member of the Finance and Quality Parish Council Committee.
3. Annual Return and Accounts for the year ended 31st March 2010
A copy of the Annual Return, together with the set of accounts compiled by Hardcastle Burton on behalf of Sandridge Parish Council, were circulated with the agenda.
Councillor John Hale, Chairman of the Finance and Quality Parish Council Committee explained that the accounts for 2009-2010 had been reviewed by the Committee during its meeting held on the 25th May 2010. Councillor John Hale highlighted that the Council had under-spent the precept and it was agreed to look at the way the budgets are assessed this year. Councillor Hale identified the areas where savings had been made as vandalism and facilities management. He also noted that grants to local organisations were less than budgeted.
He went on to explain that the Committee has re-assessed the assets of the Parish Council, up-dated the Asset Register and increased the insurance cover accordingly.
The Finance and Quality Parish Council Committee is satisfied the information on the Annual Return is accurately lifted from the set of accounts.
i) Section 1 ¡V Statement of Accounts
Following discussion on Section 1 of the Annual Return, the set of accounts and the explanation of variances, it was unanimously:
RESOLVED
That Sandridge Parish Council believes the statement of accounts contained in the Annual Return, plus the explanation of variances, represents the financial position of the Council for the year ended 31st March 2010 and agreed that the Chairman and the Responsible Financial Officer/Clerk should sign Section 1 of the Annual Return.
ii) Section 2 ¡V Annual Governance Statement
Each of the Points 1 ¡V 9 of Section 2 of the Annual Return were discussed and it was unanimously:
RESOLVED
That members of Sandridge Parish Council acknowledge responsibility for ensuring there is a sound system of internal control, including the preparation of the statement of accounts, and confirm that to the best of our knowledge and belief, with respect to the Council¡¦s statement of accounts for year ended 31st March 2010, that the Annual Governance Statement be approved by the Council. The Chairman and the Responsible Financial Officer/Clerk to sign Section 2 of the Annual Return.
4. Tree Report for the Oak at Sherwood Avenue Recreation Ground
Bartlett Consulting had carried out an arboricultural study of a mature Oak tree in the Sherwood Avenue recreation ground and an extract from their report giving their conclusions and recommendations was circulated with the agenda.
Following discussion it was agreed that the Clerk obtain three quotations to have the work executed according to the recommendations made by Bartlett Consulting.
5. Standing Orders
In line with best practice, Standing Orders should be reviewed and presented to Full Council by March 2011. The Standing Orders for Local Councils has recently been published in book form and copies are held in the Parish Office.
After discussion it was agreed that Councillors John Hale, David Terrar and James Spencer, along with the Clerk, would review the Standing Orders as published by the National Association of Local Councils. Review meetings to be planned for the Autumn.
6. Christmas Lights
Sandridge Parish Council has been discussing the possibility of providing Christmas lights and it was agreed that the Clerk would obtain further quotations for decorating the tree at the bottom of Sandridgebury Lane in Sandridge.
Prices to supply electric and solar powered lights were circulated with the agenda and following discussion it was unanimously agreed that the Clerk arrange to have the tree trimmed in the Autumn and for solar powered lights to be purchased and erected ready for Christmas 2010.
7. Finance and Quality Parish Council Committee
The minutes of the Finance and Quality Parish Council Committee meeting held on the 25th May 2010, having previously been circulated, were taken as a correct record.
Councillor John Hale highlighted the following:
„X He will remain Chairman and Councillor John Harmsworth will remain Vice Chairman for the ensuing year.
„X The internal audit report for 2009-2010 (final) was discussed, the recommendations followed and a response has been made to the internal auditor.
„X The Parish Council insurance cover has been increased following an assessment of the play areas and equipment by our playground expert, Mr. Mike Fry.
„X Financial Standing Orders will be reassessed along with the review of Standing Orders for Local Councils.
„X Further consideration will be given to forming a Personnel Committee at the next meeting.
4171 CORRESPONDENCE AND MATTERS OF NOTE
„X It was agreed that Councillors Janet and Geoff Churchard, John Foster, John Newton-Davies and the Clerk will attend the Parish Conference on Friday 2nd July 2010.
„X The bus shelter in Sherwood Avenue is very old and in a state of disrepair. It was agreed that the Clerk would obtain information and prices for replacing it with either a wooden or metal shelter.
„X Councillor John Hale suggested the signage in the car park at Sandridge Village Hall be reviewed. The Clerk to ascertain whether St. Albans District Council signage for the recycling facilities could be reassessed and also to consider signs directing people to the SYSCA building in the recreation ground.
„X Councillor Lyn Bolton reported on a recent accident on Sandringham Crescent highlighting the need for traffic calming measures. Councillor Geoff Churchard explained that measures are still on the Hertfordshire Highways list of projects to be progressed.
„X Councillor John Newton-Davies expressed concern that the Vehicle Activated Sign in Sandridge still did not appear to be operating despite an e-mail from Hertfordshire Highways advising that the batteries have been installed.
„X Councillor John Foster reported that some of the local churches would like to erect a commemorative stone as a memorial to those who have fallen in the recent conflicts in Afghanistan and Iraq. He has discussed the proposed location of the memorial, outside St.Mary¡¦s Church in Sherwood Avenue, with Hertfordshire Highways. Sandridge Parish Council agreed its support to the project in principle, subject to a suitable location for the memorial.
4172 PLANNING MATTERS
Councillor Janet Churchard left the meeting while planning matters were discussed.
Plan Ref. 5/2010/1088 - 2a Downes Road
Conversion of garage into habitable room, single storey front extension, front canopy, alterations to opening and (retrospective) insertion of side doorway.
Sandridge Parish Council would like assurances that there is adequate parking on this site in relation to the number of bedrooms.
Hertfordshire County Council Sure Start Centre in Sherwood Avenue Recreation Ground.
Proposed new single storey Children¡¦s Centre and 2 additional car parking spaces at Sherwood Park, Sherwood Avenue, Marshalswick, St. Albans.
Sandridge Parish Council to write a letter of support of this application.
DATE OF NEXT MEETING
The next meeting of Sandridge Parish Council will be held on Wednesday 14th July 2010 at 7.30 pm at Marshalswick Community Centre.
There being no further business the meeting closed at 8.50 pm
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