EASTINGTON PARISH COUNCIL · 12.2 To consider the wording of the motion to put to GAPTC’s AGM...

EASTINGTON PARISH COUNCILEmail: [email protected] ~ Tel: 01453 799616

3rd May 2016

I hereby give notice that the Annual meeting of Eastington Parish Council will be held in EastingtonMethodist Church on Tuesday 10th May 2016 at 7.00pm.

Members of the Council are hereby summoned to attend for the purpose of transacting the business asset out below.

All residents of the Parish are welcome to attend and a 20 minute period of time is set aside for membersof the public to raise questions.

Julie Shirley, Clerk to Eastington Parish Council

AGENDAMembers are reminded that the Council has a general duty to consider the following matters in the exercise of any of its functions: EqualOpportunities (Race, Gender, Sexual Orientation, Marital Status and any Disability), Crime & Disorder, Health & Safety and Human Rights.

1. To sign declarations of Acceptance of Office, and review / sign Register of Interests2. To elect Chair of Eastington Parish Council and receive Chair’s Declaration of Acceptance of

Office3. To elect Vice-Chair of Eastington Parish Council4. To appoint officers and representatives to the EPC committees / working groups / external bodies5. To note attendance and apologies for absence6. To receive declarations of interest in items on the agenda7. To receive Chairman’s announcements8. To approve the Minutes of the Council meeting held on 12th April 2016.9. To review outstanding actions from previous meeting.10. To consider changes to the order of business. (All Items 1-10: 30 mins)

The meeting may be adjourned at this point for members of the Public to speak. (20 mins)

To receive a report from County Councillor Lesley Williams (5 mins)To receive a report from the District Councillor (5 mins)

11. Groups / Meetings / Reports (5 mins)11.1 To receive a verbal report from the Resources Group.11.2 To receive a report from the Getting Around Group11.3 To receive a report from the Churchyard and Burial Ground Group11.4 To receive a report from the Strategic Planning Working Group11.5 To receive a report from The Eastington Allotment Society.

12 Planning12.1 To receive an update on the NDP12.2 To consider the wording of the motion to put to GAPTC’s AGM (Cllrs Corrie/Bomberg)12.3 To consider the consultation from Stroud DC regarding Community Infrastructure Levy12.4 To consider the planning application S.16/0607/FUL – John Stayte Services – to erect four

commercial units.

13 Finance (20 mins)13.1 To authorise the Clerk to renew the parish council insurance which is due on 1st June 201613.2 To review the inventory of land and assets13.3 To review the list of direct debits13.4 To review the Council’s bankers and authorised signatories13.5 To receive an update on the 2016/17 accounts including bank reconciliation13.6 To receive the internal auditors report on the year-end accounts 2015/16 and note the amendment

to staff costs/payments total13.7 To approve the payment of Clerk’s expenses for April 201613.8 To approve the accounts for payment, schedule circulated prior to meeting13.9 To receive the Clerk’s timesheet for April 2016

EASTINGTON PARISH COUNCILEmail: [email protected] ~ Tel: 01453 799616

13.10 To receive a briefing paper on the Solar Farm grant funding.13.11 To resolve that Council meets the eligibility criteria to adopt the General Power of Competence

(criteria: two thirds councillors elected and appropriately trained clerk).13.12 To consider attendance at the “Being a Better Councillor” Course on 28th June.

14 To consider cleaning and maintenance of the village milestones (Cllr Simmons)

15 To receive an update from Friends of Snakey Park regarding the skate park project andconsider the requests contained therein.

16 Correspondence (5 mins)16.1 To receive a list of correspondence received for information.

17. Separate BusinessPursuant to 1(2) of the Public Bodies (Admission to Meetings) Act 1960 it is resolved that, because of theconfidential nature of the business to be transacted, the public and press leave the meeting during theconsideration of:

To consider the request from the Clerk to undertake employment outside of Eastington PC.

Any other business for the next meeting.

Notice: The next meeting of Eastington Parish Council will be on Tuesday 14th June 2016. Anybody withan item they wish to bring to the attention of the Council, should forward details, in writing, to the Clerk tothe Parish Council, no later than Monday 6th June 2016.

Burial Ground and Churchyard Working GroupNumber of Seats: 3 councillorsChair: To be elected from the committeeVice-Chair To be elected from the committeeQuorate: 3 councillorsTerm of Office: 1 yearMeeting frequency: As and when required.Budget: £3,500 (as set by Parish Council in 2016/17)

RESPONSIBILITIES

To consider and made recommendations to the Parish Council for all burialground and churchyard matters.

DUTIES AND POWERS

1. The Working Group will comprise a minimum of 3 councillors and issubject to a quorum of 3 councillors.

2. The Working Group can also comprise non-councillors in accordance withStanding Order No. 4; however these members are in an advisorycapacity only with no voting powers.

3. The Working Group will provide a written report to the Parish Council atleast quarterly.

4. The Working Group will liaise with families regarding sensitive issuesrelating to the burial ground.

5. The Working Group will liaise with the Parochial Church Council regardingmatters relating to the closed churchyard.

6. The Working Group will carry out annual safety checks of the churchyardand burial ground in April; the safety report will be retained by the ParishClerk.

7. The Working Group will make recommendations to the Parish Council forall burial ground and closed churchyard matters, including the warmemorial and Alkerton Cross monument.

8. The Working Group will recommend to the Parish Council an annualbudget in relation to the churchyard, burial ground, and memorials.

9. The Working Group has no decision making powers and will report to theParish Council with recommendations.

10.There is a budget set for “Burial Ground” matters, however all financialexpenditure to be referred to the Parish Council for decision.

11. All correspondence shall be conducted through the Parish Clerk.

Getting Around Working GroupNumber of Seats: 3 councillorsChair: To be elected from the committeeVice-Chair To be elected from the committeeQuorate: 3 councillorsTerm of Office: 1 yearMeeting frequency: As and when required.Budget: £4,800 (as set by Parish Council in 2016/17)

RESPONSIBILITIES

To consider and make recommendations to the Parish Council for all roads andfootways, transport, and public rights of way matters.

DUTIES AND POWERS





5. There is a budget set for “Getting Around” matters, however all financialexpenditure to be referred to the Parish Council for decision.

6. The Working Group will recommend to the Parish Council an annualbudget in relation to all aspects including in “Getting Around”.

7. The Working Group will meet regularly with Gloucestershire Highways toprogress matters relating to Eastington parish.


Hearing / Appeals PanelsNumber of Seats: All councillorsChair: To be elected from the committeeVice-Chair To be elected from the committeeQuorate: 3 councillorsTerm of Office: 1 yearMeeting frequency: As and when required.Budget: £ zero (as set by full council)

RESPONSIBILITIES

The Hearing / Appeals Panels are responsible for all matters relating to staffappeals regarding discipline and grievance.

DUTIES AND POWERS

1. Each Panel will comprise a minimum of 3 councillors that are not involvedwith any other staffing-related committees or groups.

2. Councillors cannot be a member of both the Hearing Panel and AppealsPanel.

3. Each Panel will convene and consider staffing matters within five workingdays of receipt of a written request for an appeal.

4. The Panel will consider appeals in line with the following EmploymentPolicies:

a. Disciplinary Procedureb. Grievance Policy.

Planning CommitteeNumber of Seats: 4 councillorsChair: To be elected from the committeeVice-Chair To be elected from the committeeQuorate: 3 councillorsTerm of Office: 1 yearMeeting frequency: Monthly.Budget: £12,000 (as set by Parish Council in 2016/17)

RESPONSIBILITIES

The Planning Committee is delegated authority by the Parish Council to considerand respond on Planning Applications relevant to Eastington parish.

DUTIES AND POWERS

1. The Planning Committee will comprise a minimum of 4 councillors and issubject to a quorum of 3 councillors.

2. The Planning Committee can also comprise non-councillors in accordancewith Standing Order No. 4; however these members are in an advisorycapacity only with no voting powers.

3. The Committee shall decide its Chair at the first meeting after the AnnualMeeting of the Parish Council.

4. All meetings of the Committee will be convened in accordance withStanding Orders.

5. Meetings will be minuted by either the Clerk or a member of theCommittee

6. The Planning Committee may canvas opinions for and againstapplications to assist with fair determination of applications. TheCommittee has an obligation to ensure that relevant parties are given anadequate hearing.

7. Any applications considered controversial or affecting the wider parishshall be referred to the full Parish Council. A time sensitive response maybe made by the Parish Clerk following consultation with the Committee.Any two councillors may request an application be deferred for a meetingof the full Parish Council.

8. All correspondence shall be conducted through the Parish Clerk.9. There is a budget set for “Planning” matters, however all financial

expenditure to be referred to the Parish Council for decision.10.All Committee members will attend a planning training session within 3

months of joining or at the earliest opportunity.

Resources Working GroupNumber of Seats: 3 councillorsChair: To be elected from the committeeVice-Chair To be elected from the committeeQuorate: 3 councillorsTerm of Office: 1 yearMeeting frequency: As and when required.Budget: £ zero (as set by Parish Council)

RESPONSIBILITIES

To consider and make recommendations to the Parish Council for all its resourcerequirements: resources include finances, land and property, procurement andfinancial implications of employment issues.

DUTIES AND POWERS



3. The Working Group will recommend to the Parish Council an annualbudget and precept.

4. The Working Group will ensure that the Parish Council is adequatelystaffed to meet its requirements and that appropriate training is madeavailable.

5. The Working Group will carry out the Clerk’s annual appraisal and reportback to the Parish Council.



Strategic Planning Working GroupNumber of Seats: 4 councillors plus members of publicChair: To be elected from the committeeVice-Chair To be elected from the committeeQuorate: 3 councillorsTerm of Office: 1 yearMeeting frequency: As and when required.Budget: £ zero (as set by Parish Council)

RESPONSIBILITIES

To consider all aspects of strategic planning issues for Eastington Parish Council(and are then subject to the Parish Council’s decision process). These willinvolve those planning issues where the impact was greater than that of a singleplanning permission, specifically where the parish as a whole may be affected.Information and recommendations will be passed to the Parish Council forconsideration.

DUTIES AND POWERS




4. The Working Group will be fully receptive to all points of view from anyparty, whether for or against the planning application.

5. The Working Group will propose initiatives for protective actions such asrequests for Tree Preservation Orders, traffic analysis, wildlife etc.



REPRESENTATIVES – outline of roles

Neighbourhood Development Plan representatives – attends meetings, assists the NDP group, andreports back to Parish Council on progress of NDP.

Flood Prevention Group representative – attends meetings and reports back to Parish Council onmatters of flood prevention

Canal Consultative Working Group representative – attends meetings and reports back to ParishCouncil on matters of the canal

Community Land Trust Group representative – attends meetings and reports back to Parish Council onmatters of the CLT.

OHMG representative – attends meetings and reports back to Parish Council on matters of the OHMGas the Parish Council is a custodial trustee

Eastington Village Hall representative – attends meetings and reports back to Parish Council onmatters relating to the village hall as the Parish Council is a custodial trustee

The Eastington Allotments Society representative – keep the parish council informed as to the runningof the allotments and any problems that need to be addressed.

Eastington Youth Group representative – keep the Parish Council informed as to the running of the playpark and any problems that need to be addressed.

EASTINGTON PARISH COUNCILEmail: [email protected]

Signed ..................................... - 54 - Date ...............................

Minutes of the meeting held on 12th April 2016 at 7.00pm inEastington Methodist Hall

1 Attendance and apologies for absence In attendance Cllrs Bullock (Chair), Corrie, Allen,Loveridge, Simmons, Bomberg, and Cozens. There were 5 members of the public. Also presentDistrict Councillor Stephen Davies. Apologies were received from County Councillor LesleyWilliams.

2 Declarations of interest in items on the agenda. Cllr Loveridge declared a pecuniary interest initem 10.4.

3 Chairman’s Announcements. The Chair announced that the Councillors have been re-electedunopposed in the upcoming elections. The Annual Parish Meeting will be taking place on 24th Mayat Eastington Methodist Church. Stroud District Council will be commencing planning enforcementif the breach of conditions at Millend Mill is not rectified by 3rd May. The Chair has received acrime statistics report for 2015-16 for Eastington from PCO Liz Ward, this will be put on the ParishCouncil website.

4 Approval of the Minutes of the meeting held on 8th March 2016. RESOLVED to accept theminutes of 8th March 2016.

5 To review outstanding actions from previous meeting. Item 10.6 from 10th November 2015(councillor briefing on the Solar Farm Fund) still to be completed. The Clerk has not yet prepareda press statement relating to Ecotricity (item 10.5 Feb 2016 meeting), CPRE has suggested a jointstatement. Item 9.1 Cllr Bomberg to arrange a Strategic Planning Working Group meeting. Item10.5 Cllr Bullock will make enquiries about monument cleaning. Item 14.3 wording for GAPTCAGM motion still to be done.

6 To consider changes to the order of business. None.

The meeting was adjourned at this point for members of the public to address the meeting.

Mr Low spoke on the breach of planning conditions at Millend Mill and believes that Enforcement will treatthe breach of conditions at the house separate from the Mill.

Mr Low gave the Council a brief update on progress with the lease on Brownings Orchard and will remainfor the agenda item on Brownings Orchard if councillors wish to ask any questions.

Mr Davies asked for progress on the Tree Preservation Order requested for the lime tree; nothing receivedfrom Stroud District Council yet and the Clerk will follow-up. Action: Clerk.

Has the section 106 monies been triggered at Swallowcroft as all the houses are now reserved? Themonies will be released on 50% occupation.

County Councillor’s Report: Cllr Williams was unable to attend the meeting and requested that theParish Council puts together a list of Highways matters that Cllr Williams could fund from her Highwaysbudget.

District Councillor’s Report: Cllr Davies reported that he’d attended a meeting regarding the re-openingof Bristol Road rail station and that Ecotricity has committed £15,000 towards a feasibility study. CllrDavies reminded everyone that in order to vote in the elections people need to register by 18th April.

7 Policy and Procedures7.1 The Council noted that it now had two vacancies due to the non-attendance of two councillors for six


Signed ..................................... - 55 - Date ...............................

consecutive months, and that these vacancies will not be filled prior to the May elections.7.2 The Council noted that the May Council meeting date does not need to change due to the

uncontested elections on 5th May.7.3 Three nominative trustees were appointed to the Blanch & Clutterbuck Charity as per paragraph 5 of

the Scheme for the regulation of the charity; these are: Cllr Bomberg, Cllr Simmons and CllrLoveridge along with Cllr Cozens who is already a trustee. Action: Clerk.

7.4 It was agreed that the Parish Clerk will administrate the Blanch & Clutterbuck Charity until the firstmeeting of the Charity when it should appoint its own secretary or a decision taken to close theCharity. Action: Clerk.

7.5 The Council adopted the Financial Regulations as amended.7.6 The Council adopted the Standing Orders as amended.7.7 Council deferred discussing the wording of the motion to put to GAPTC’s AGM until the next

meeting.

8 Planning8.1 The following planning decisions made by Stroud District Council were noted:

S.16/0117/FUL – Millend Mill, Split pair of formerly approved semi-detached houses to form 2detached houses – PERMIT 21/03/16

S.16/0350/TCA – 6 Churchend, tree works – CONSENT 24/03/16S.16/0276/VAR – Apple Tree Park – removal of 28 day condition – PERMIT 0104/16.

9 Groups / Meetings / Reports9.1 The Council received the notes of the meeting held with Ecotricity on 22nd March 2016.9.2 The Council received the minutes of the Planning Committee meeting held on 29th March 2016.9.3 The Council received a report from Eastington Community Orchard regarding Brownings Orchard

and noted that the lease was due to be signed this month.9.4 The Resources Group confirmed that the Clerk’s annual performance appraisal has been

completed.

10 Finance10.1 The Clerk circulated an update on 2015/16 budget versus spend, and bank reconciliation as at 31st

March 2016.10.2 The Council RESOLVED to pay the Clerk’s expenses for March 2016 at £43.90 and these will be

paid with the April payroll.10.3 The Council RESOLVED to pay the Chair’s expenses at £25.00 for March 2016.10.4 The Council approved the accounts for payment, schedule circulated prior to meeting:

Payee Details Chq No Amount BudgetSalaries & Expenses February 2016 Expenses agreed

08/03/16 processed throughPayroll plus March 2016 Salary

1716 £1267.14 ParishAdmin

Post Office Ltd PAYE & NI payments to HMRCfor March 2016


PATA (UK) Payroll Services Jan-March 2016 1718 £22.50 ParishAdmin

Eastington MethodistChurch

Hall hire February 2016 (2invoices)Hall hire March 2016 (2 invoices)


Zurich Municipal Additional Insurance untilrenewal

1720 £43.62 Insurance

CPRE Annual Membership 1721 £36.00 Subs


Signed ..................................... - 56 - Date ...............................

Open Spaces Society Annual Membership 1722 £45.00 SubsStaples Stationery 1723 £25.37 Parish

AdminAlan Loveridge March Grass cutting

Footpath upgrade1724 £1167.50 Grasscutting

/ FootpathsEon Phone box electricity for 2016/17 1725 £30.51 Parish

AdminNEST Pensions for March 2016 DD

(12/03/16)£104.75 Parish

AdminVodafone Parish Mobile DD

(23/04/16)£48.99 Parish

AdminTOTAL £3102.13

10.5 The Council noted the Clerk’s timesheet for March 2016.10.6 The Council approved the Annual Governance Statement for 2015/16.10.7 The Council approved the year end accounts for 2015/16 and noted the two minor amendments in

the figures relating to £665.50 worth cancelled cheques issued prior to April 2015.10.8 The Council RESOLVED to purchase two flood warning signs and that Cllr Cozens will source the

signs if available locally for less than the quoted delivered cost of £41.72+VAT. Action: CllrCozens / Clerk.

10.9 The Council ratified the Getting Around Group’s decision to order a Flower Tower and two railingbarrier planters at a cost of £369+VAT which was within budgetary limits for 2016/17.

11 The Council received an update on the possible acquisition of defibrillators for the village and notedthat defibrillators are available through the scheme with South Western Ambulance Service at apackage price of £1600+VAT. The Council expressed a desire to purchase 2-3 units to be possiblylocated at OHMG, Alkerton Cross shops and near to the Badger Inn/Village Hall. Action: CllrBomberg and the Clerk to draft an article for the ECN and Facebook page to raise awarenessand to seek donations.

12 Cllr Simmons is gathering further information regarding the cleaning and maintenance of the villagemilestones, to be discussed at a later date.

13 The Council received a written update from Friends of Snakey Park regarding the skate park project;Council deferred discussing the requests contained within the report until someone from theFriends group was available to attend the Council meeting. Action: Clerk.

14 Correspondence14.1 The Council received a list of incoming correspondence for information.14.2 The Council considered the request from The Gloucestershire Chest Fund for a donation towards

non-invasive ventilation equipment and declined the request as the Council wishes to raise fundsfor defibrillator equipment in the village.

Any other business for the next meeting.Organise a litter pick for the village before the summer.

The meeting closed at 8.10pm.

Notice: The next meeting of Eastington Parish Council will be on Tuesday 10th May 2016. Anybody with anitem they wish to bring to the attention of the Council, should forward details, in writing, to the Clerk to theParish Council, no later than Monday 2nd May 2016.

Getting Around Group Report for Tuesday 10 May 2016

1) Quarterly meeting with Highways teamMeeting held with Andrew Middlecote (Local Highways Manager) and Cllr Williams. A number of outstandingmatters were discussed and progressed. Daniel Tiffney is taking over our area as Local Highways Manager fromMay 2016.

2) Resurfacing of Claypits RoadThe resurfacing works is still planned to take place 16-26th May although the issue of diverting heavy vehiclesthrough Springhill still needs to be resolved.

3) Village GatewaysHighways are looking again at two of the locations so that we can have a proper gateway rather than one half of agateway; we will be applying for funding from the Big Community Offer to install the first 3 gateways once thelocations have been re-assessed (Bath Road, Claypits, Springhill).

4) Flower Tower & Barrier basketsArrangements have been made again with Plantscape to rent another flower tower & have added a couple of‘barrier baskets’ to be fixed to the railings in Alkerton Road near the road bollard. We are lucky that Reg Parry haskindly offered to water the flower tower again & another kind volunteer, Judy Fryer, has agreed to water thebaskets.

5) Community Approaches to Reducing Speed (CARS)The updated CARS Toolkit is being launched at two events in the county – 19 & 25 May – we hope to attend thesecond one at Hardwick Village Hall. There will be talks, information about national campaigns & workshops withlots of information on ways to encourage communities to get involved in road safety initiatives. This will be veryrelevant to our local EARS group (Eastington’s Approaches to reducing Speed) – we hoped the Group could attendbut numbers are limited to two! Report at the next meeting.

Cllrs Pauline Allen & Jennie Corrie – 3 May 2016

Churchyard & Burial Ground (C&GB) Report for Tuesday 10 May 2016

1) Burial Ground Regulations / Notice BoardA copy of the Nov 2015 Burial Ground Regulations & burial charges is now in a file in St Michael’s Churchwith the shorter Guidelines version taped to the burial ground gate! These will be removed when thenew notice board is installed at the burial ground end of the path from the church.It has been decided to fit a waterproof leaflet holder to the notice board to hold copies of theRegulations for visitors to take home.These updated 2015 Regulations have been passed to the PCC for discussion in the hope that they willadopt the same principles & wording so that the Parish Council can apply the same standards to theChurchyard as they have done for the Burial Ground. These will then be advertised in a similar way.

2) Map of memorials/names for those in the Burial GroundWe put an article in the May 2015 ECN giving an outline of the things that the Parish Council planned todo within the next year or so. One of these was to have a plan of names/memorials to help people findtheir family members/relatives buried in Eastington.We are getting there, but as most of the older graves are not numbered & inscriptions are often illegibleproviding a map of numbers & names only can take a long time!To make identifying the whereabouts of a grave simpler it is proposed that the rows should benumbered both on the map but also on the ground.Action: the PC to agree that burial ground row numbering methods be explored & costs brought tothe next PC meeting to agree a programme of numbering be installed within the budget – this mayneed to be a rolling programme to complete the whole ground.

3) Tidying the Burial GroundThe regular grass cutting & bagged rubbish continues within the contract.However, in accordance with the new regulations, removal of wreaths, dead flowers, glass & chinacontainers etc has begun – this will carried out every couple of months & hopefully more regular visitorswill help with this.

4) Annual Health & Safety checkThis has been carried out in the last few weeks – there are quite a number of grave areas in the burialground that need raising with earth or laying turf to remove the ‘trip’ hazard (even if people shouldn’tbe walking over graves!!) – repair costs will be calculated & reported to Council.Decisions will be made on the ‘laid down’ crosses in the churchyard – some upside down - & reported toCouncil.

5) Bridge repairsThe churchyard bridge has been repaired & now looks very tidy & safe from the possibility of ‘trips &falls’! It has been suggested that the two insignificant bush/trees close to the bridge should be removedas the roots are extremely near/in the bridge foundations. This will be done when the agreed tree workis carried out in the next few months.

Cllrs Pauline Allen, Muriel Bullock, Jill Simmons - 2 May 2016

Eastington Parish Council: Allotment Report for May 2016

TEAS Organisation

Thanks to the continued hard work of TEAS Committee, all contact details and allotmentnumbers have been accurately recorded.

All allotments are currently occupied.

All allotment fees have been collected.

Communal Plot

Nothing to report

Utilities and Access

The water supply remains connected to the allotments – and the leaking trough feeder pipehas been repaired.

Vehicular access to the allotments from Snakey Lane remains useable, although the passageof heavy vehicles during the wet weather has caused some concern. At the most recentAGM allotment holders were advised to not drive along the central path during wintermonths, and some TEAS members have been contacted to be reminded.

Fencing

The fencing and gates remain sound.

The Pond

The pond located at the bottom of the allotment site is neglected and overgrown withthistles and weeds. It has been inspected by Stroud Valley Trust and members ofEastington’s newly form ecology group, with the intention of improving this wild life habitat.

Cllr Jennie Corrie - 01/05/16

Eastington Parish Council

From: <[email protected]>Date: Wednesday, 27 April, 2016 3:24 PMTo: <[email protected]>Attach: Statement of Availability and Representations Procedure.pdf; CIL Draft Charging Schedule.pdf; Draft

Planning Obligations SPD.pdfSubject: Public consultation on Community Infrastructure Levy and Planning Obligations Supplementary

Planning Document

Page 1 of 2

28-Apr-16

Dear Town and Parish Councils,

Public consultation on Community Infrastructure Levy (CIL) Draft Charging SchedulePublic consultation on Draft Planning Obligations Supplementary Planning Document (SPD)

Stroud District Council is proposing to change the way that infrastructure related to newdevelopment is funded in the future.

The Council is planning to introduce a Community Infrastructure Levy (CIL) by 2017. TheGovernment’s intention is that CIL will provide a fairer, faster and more certain and transparentsystem than planning obligations which can cause delay as a result of lengthy negotiations. As CIL ischargeable for every development (e.g. a single dwelling) rather than confined to major schemes(as with existing legal agreements) it is likely to increase substantially the financial resourcesavailable to councils to pay for future infrastructure. In addition, 15% of all CIL collected (and 25% ifa Neighbourhood Plan is in place) will be given directly to the parish council in which thedevelopment is located to provide the community infrastructure considered necessary by thatcouncil.

Whilst CIL will remove the need for most planning obligations, they will still be required to providefor affordable housing and on-site infrastructure.

A Community Infrastructure Levy Draft Charging Schedule for Stroud District has now beenprepared. This sets out the Council’s approach to CIL, the proposed CIL rates by type ofdevelopment and a draft list of the infrastructure to be funded or part-funded through CIL.

A draft Planning Obligations SPD has also been produced which sets out the types ofinfrastructure, including affordable housing, which will continue to be funded or part fundedthrough planning obligations (e.g. S.106 legal agreements).

The Council would like to receive your views on these draft documents. Public consultation on bothof these documents will take place from Wednesday 27 April 2016 to Wednesday 8 June 2016.Representations are invited by 5pm on Wednesday 8 June 2016. All comments received by thedeadline will be considered. Late representations cannot be accepted.

The document and supporting information can be viewed via the Council’s websitewww.stroud.gov.uk/CILconsultation Alternatively, hard copies can be viewed at the District Counciloffices, at town and parish council offices open to the public and at public libraries within theDistrict, during normal opening hours.

Representations should be made in writing, either via the Council websitewww.stroud.gov.uk/CILconsultation or by email to [email protected] or sent to: CIL

consultation, The Planning Strategy Team, Stroud District Council, Ebley Mill, Westward Road,Stroud, GL5 4UB.

All comments regarding the CIL Draft Charging Schedule will be submitted to the examiner who willconsider the Draft Charging Schedule later in 2016.All comments regarding the Planning Obligations SPD will be considered by the Council before afinal SPD is approved later in 2016.

For any further enquiries, please contact the Planning Strategy Team on 01453 754143 or by email.

Regards,

Planning Strategy TeamStroud District Council01453 754143

[email protected]

The information included in this e-mail is of a confidential nature and is intended only forthe addressee. If you are not the intended addressee, any disclosure, copying or distributionby you is prohibited and may be unlawful. Disclosure to any party other than the addressee,whether inadvertent or otherwise is not intended to waive privilege or confidentiality.

Page 2 of 2

28-Apr-16

Agenda item: 13

Report to: Full CouncilDate of Meeting: 10th May 2016Subject: Finance

13.1 InsuranceQuotes for the annual insurance (due for renewal on 1st June) as follows:

Zurich (current provider) £984.53AonCame & Company

13.2 Review of Inventory of Land & Assets (see overleaf)

13.3 Review list of direct debits:

Vodafone (office phone) £48.99 monthlyNest Pension variable D/D usually £104.75 monthlyPublic Works Loan Board £2761.48 twice per year

13.4 Review Council’s Bankers and authorised signatories

Lloyds Bank for the Parish Council’s “day-to-day” banking and savingsBarclays Bank for the Parish Council’s “Solar Grant Fund” account

Signatories for Lloyds:Muriel BullockJennifer CorrieJill SimmonsPauline AllenAndrew Cozens(also ex-councillors Peter Edis-Bates and Mike Evans)

Signatories for BarclaysMuriel BullockJennifer CorriePauline Allen

Agenda item: 13

Asset Purchased From PurchaseDate

PurchaseCost

InsuranceValue(replacementcost)

Comment

Village Greens:

CL47 Nastend Common Registered under EPC Protection August2006 0.00 Provisionally registered as Common

Land in 1969

CL48 Westend Common Registered under EPC Protection August2006 0.00 Provisionally registered as Common

Land in 1969

CL49 Alkerton Common Registered under EPC Protection August2006 0.00 Provisionally registered as Common

Land in 1969

Bus Shelter Concrete 1978 £4,989 by canalBus Shelter Stainless Steel Victoria Drive

Noticeboards:Wooden (by Co-op supermarket)

£537Metal (by Co-op supermarket)Wooden (outside Badger Inn)

Land & Buildings:Owen Harris Memorial Ground(approx 8 acres)

Gifted to the parish by ShirleyHarris (Owen Harris' widow) 23-02-89 0.00 Title Number GR117810 (EPC holds

the title as Custodial Trustee)

Play Park & Allotments (approx2.33 acres) Shirley Harris 19-03-09 35,000.00

Title Number GR332893 (EPC hasabsolute title)(1.25 acre section leased to AllotmentSociety)

Village Hall Refer to Conveyancing Document 12-12-27 EPC is the Custodial Trustee

Burial Ground Mrs D J Dunn & The PublicTrustee 17-08-49 150.00

Title Number GR395735 (EPC hasabsolute title (0.95 acre section leasedto Orchards Group))

Alkerton Cross Monument £20000No known owner - EPC assumeresponsibilityGrade II listed

Agenda item: 13

Asset Purchased From PurchaseDate

PurchaseCost

InsuranceValue(replacementcost)

Comment

Other Assets:3 Kissing Gates A R Cozens 13-04-00 360.00Fences & GatesDog Waste Bins 01-04-09Basket Ball Court Surface & Posts behind OHMG buildingStandpipes & Fittings £454 Burial GroundLenovo ThinkPad Edge Laptop Delta Nine IT Ltd, Stonehouse 13-10-14 450.00 £450Brother 3-in-1 printer £100Paper Shredder £100Grit bins Kingfisher Direct Ltd 10-07-15 300.00 £300

Snakey Park play area Gifted to EPC from Friends ofSnakey Park 1.00 £57,236

TOTAL VALUE OF ASSETS 36,261.00

BALANCE AT BANK 30th April 2016Lloyds Bank – Current Account £3,900.10Lloyds Bank – Instant Access Account £44,819.58Barclays Bank - Solar Farm Grant Fund £5,908.68

TOTAL MONIES IN BANK £54,628.36

LESS OUTSTANDING CHEQUES12/04/16 - Chq 1719 £43.0026/04/16 - Chq 2736 £1,201.35

TOTAL OUTSTANDING CHEQUES £1,244.35X BALANCE AT 30/04/16 £53,384.01

OPENING BALANCE AT BANK 01.04.2016£59,415.00

Plus receipts £1,754.43TOTAL £61,169.43Less expenditure to 30/04/16 £5,797.82Less expenditure prior to 01/04/16 £1,987.60

X

BALANCE AT 30/04/16 £53,384.01

Signed Clerk …………………………………………….. Date………………….Name

Signed Chairman ………………………………………. Date…………………Name

BUDGET YEAR ENDING 31 MARCH 2017

Expenditure Budget 2016-17 Exp to 30/04/16 BalanceParish administration 21,800.00 1,658.32 20,141.68Planning Advice 12,000.00 0.00 12,000.00Insurance 1,100.00 43.62 1,056.38Hall hire 360.00 43.00 317.00Ground Maintenance Contracts 10,155.00 567.50 9,587.50Loan Repayments - OHMG, Alkerton 5,550.00 2,761.48 2,788.52Parish election expenses 950.00 0.00 950.00Severn Trent Water 50.00 0.00 50.00Audit & Legal Fees 600.00 0.00 600.00S137 Grants & Donations 500.00 0.00 500.00Subscriptions 700.00 81.00 619.00Training 1,000.00 0.00 1,000.00Footpaths & Kissing Gates 1,200.00 600.00 600.00Repair projects (historic monuments) 0.00 0.00 0.00Churchyard & Burial Ground Repairs & Remedial Work 3,500.00 0.00 3,500.00OHMG Road repairs 0.00 0.00 0.00Noticeboard 500.00 0.00 500.00Neighbourhood Plan 0.00 0.00 0.00Professional Representation Fund 1,500.00 0.00 1,500.00Salt bins 300.00 0.00 300.00Dog bins 550.00 0.00 550.00Roads & transport 4,800.00 0.00 4,800.00Phone box power 0.00 30.51 (30.51)Contingency 500.00 0.00 500.00Play ground inspection & maintenance 500.00 0.00 500.00Play ground inspection & maintenance 500.00 0.00 500.00Ecology Projects 1,000.00 0.00 1,000

TOTAL BUDGET 69,115.00 5,785.43 63,329.57

Earmarked Reserves:Planning advice 3500OHMG Road Repairs 1500Neighbourhood Plan 896Roads & Transport 2998Churchyard & Burial Ground Repairs 1850Play Park maintenance 1935Repair projects (historic monuments) 1500

Eastington Parish Council Annual Return 2016

Requirement Internal Audit Comments Conclusion

AAppropriate books of account have been properly kept throughout the year.

The Council maintains its accounts using an Excel spreadsheet which is a commonly used method by Councils of a similar size. Generally the records were found to be well maintained.

YES

B

The council’s financial regulations have been met, payments were supported by invoices, expenditure was approved and VAT was appropriately accounted for.

The Council reviewed and adopted an revised set of Financial Regulations on 11 th August 2015.

A review of payments record in the cash book did to identify any matters to report

YES

C

The council assessed the significant risks to achieving its objectives and reviewed the adequacy of arrangements to manage these.

Observation: The Council reviewed individual risk assessments at a meeting held on 11 th August 2015, however it does not appear that the Council has reviewed an overall risk register

Recommendation: It is recommended that the Council establishes an overall risk register which should be subject to annual review.

YES


D

The precept or rates requirement resulted from an adequate budgetary process; progress against the budget was regularly monitored; and reserves were appropriate.

Observation: The Council approved its precept at a meeting held on 27th January 2015. The Minutes of the meeting record the approval of the amount per Band D property (£109.92) butnot record the total value of the precept requested (which was presumably £62,085) .

Recommendation: It is recommended that when approving the precept the Minutes record the total value of precept requested. Details of the Band D precept may be included as an additional disclosure.

Regular budget monitoring reports have been presented to Council.

YES

E

Expected income was fully received, based on correct prices, properly recorded and promptly banked; and VAT was appropriately accounted for.

The Council receives a limited amount of income in respect of services other than for burials. The main income is in the form of precept and grants.

The Council does not make VATable supplies and is not registered for VAT

The Council has made a VAT reclaim for prior years which was received in June 2015

YES

F

Petty cash payments were properly supported by receipts, expenditure was approved and VAT appropriatelyaccounted for.

The Council does not maintain a Petty Cash

N/A


G

Salaries to employees and allowances to members were paid in accordance with council approvals, and PAYE and NI requirements wereproperly applied.

Observation: It was noted that an entry had been made in the cashbook to reclassify £423 ofsalary costs to NDP costs. It is understood that this is intended to reflect the activity which has given rise to this cost. However for the purposes of the Annual Return gross payroll costsshould be included within Box 4. Costs related to the payroll services provider were also adjusted. The net effect of these entries was to increase the staff costs in draft Annual Return by £325. (This does not effect the overall costs in the Annual Return simply their classification)

Recommendation: Council to note

The Council outsources payroll to a third party payroll services provider. Confirmation has been received from the provider that required returns have been submitted to HMRC.

YES

HAsset and investments registers were complete and accurate and properly maintained.

Observation: The Council has a very limited asset base with few items of significant value. No assets were purchased or disposed of in the year. The register was reviewed by the auditorand subject to minor amendment by the Clerk

Recommendation. Council to review and approve revised asset register

YES

I

Periodic and year-end bank account reconciliations were properly carried out.

Regular bank reconciliations have been carried out. These have been subject to independent review.

YES


J

Accounting statements prepared during the year were prepared on the correct accounting basis (receipts and payments/income and expenditure), agreed with the cash book, were supported by an adequateaudit trail from underlying records, and where appropriate debtors and creditors were properly recorded.

The Council reports on a receipts and payments basis which is permitted for a Council of this size. (Consequently the Council does not maintain a debtors or creditors ledger)

A sample of bank transactions were selected and in all cases could be traced to the original supporting vouchers.

YES

KTrust funds (including charitable) The council has met its responsibilities as a trustee.

Observation: The Council is now maintaining a separate bank account for the Charlie Bullock fund. It is understood that the fund is below the threshold which requires it to be registered with the Charities Commission

Recommendation: Council to note

YES

04/04/2016 17:49:54

Use Code Vehicle Cubic Office UseE-essential Registration Capacity Rate/

Name JULIE SHIRLEY C-casual Lump sumAddress C

……………………………………………………………………………………

Date Destination Details Miles Parking Fares04-04-16 Home Office Allowance 0 0 0 Parish Admin Budget 404-04-16 Eastington Annual Appraisal 20 0 0 Parish Admin Budget 911-04-16 Home Office Allowance 0 0 0 Parish Admin Budget 413-04-16 Postage stamps 12 x 2nd class 0 0 0 Parish Admin Budget 6.614-04-16 Eastington Blanch & Clutterbuck Charity meeting 20 0 0 Parish Admin Budget 918-04-16 Home Office Allowance 0 0 0 Parish Admin Budget 425-04-16 Home Office Allowance 0 0 0 Parish Admin Budget 428-04-16 Eastington Pond meeting 20 0 0 Parish Admin Budget 9

For Office Completion Only ££££

Lump Sum (if applicable) £

TOTAL 49.60

I certify that:(a) Where I have used the above motor vehicle(s) on official business my policy of motor insurance indemnifies the EPC against any third party claims arriving out of use of that vehicle.(b) The particulars in this claim are correct and I have incurred expenditure additional to that which I would normally have incurred. I attach receipts where applicable.

Total ( Miles x Rate)

EPC Travel and Expenses Claim

Total Misc.

Miscellaneous - Specify Amount

Total Fares

Total Parking

(b) The particulars in this claim are correct and I have incurred expenditure additional to that which I would normally have incurred. I attach receipts where applicable.(c) I understand that the mileage allowance is at the current Local Government mileage allowance rate.

Signed (Claimant)…………………………………………….. Date……………….... Signed (Budget Holder)…………………………………………….. Date………………..

Payments Eastington Parish Council 10 May 2016

Payee Details Chq No Amount BudgetSalaries & Expenses March 2016 Expenses agreed

12/04/16 processed through Payrollplus April 2016 Salary

1726 £1201.35 Parish Admin

Post Office Ltd PAYE & NI payments to HMRC forApril 2016


Muriel Bullock March 2016 Expenses agreed12/04/16


Severn Trent Water Ltd Burial Ground stand tap 1729 £19.28 STWPlaysafety Ltd Annual Playground Inspection 1730 £134.40 Playground

Insp & MaintIAC Audit & ConsultancyLtd

Internal Audit 2015-16 1731 £222 Audit

Troy Hayes Planning Ltd Ecotricity Planning Applicationresponse

1732 £3176.52 Planning

Staples Stationery 1733 £25.37 Parish AdminChambers Builders Ltd Church Bridge Repair 1734 £654.00 C&BGAlan Loveridge April Grass cutting (£1135)

Churchyard Elder & Ivy removal(£100)

£1235 Grasscutting

NEST Pensions for March 2016 DD(21/04/16)

£104.75 Parish Admin

Vodafone Parish Mobile DD(23/05/16)

£48.99 Parish Admin

TOTAL £7107.61

Receipts:

HMRC VAT refund £1752.48

Agenda item: 13.10

Report to: Full CouncilDate of Meeting: 10th May 2016Subject: Solar Grant Fund Briefing

An agreement is in place between Cambridge Solar Power Ltd and Eastington Parish Councilwith regards to a community fund generated from Hillview Solar Farm which is payable onceper year for 25 years. In 2015/16 the amount received was £5,908.68.

The amount paid to Eastington Parish Council is determined each year according to anagreement based on £1000 per MW and distributed amongst the parishes surrounding HillviewSolar Farm.

The fund is to be used for goods or services which are for the promotion or improvement of theenvironmental, social, or benefit of the local community.

The Parish Council has a Grant Policy and application form (both available on our website) forlocal organisations to complete and submit for consideration. The Policy states that grantapplications will be considered at the March and September Council meetings althoughexceptions can be made.

The Parish Council is bound by the following conditions as part of the agreement withCambridge Solar Power Ltd:

The Parish Council will keep a public record of the payments received under thisscheme, including the date received and how the fund was disbursed in the localcommunity

The Parish Council will provide Cambridge Solar Power Ltd a copy of the record referredto above

The Parish Council must have eligible powers to be able to spend and authoriseexpenditure.

All monies received under this scheme will be kept in a bank account separate from theParish Council’s monies.

Eligible organisations to receive a grant must be within the Eastington Parish or have significantbenefit to the Parish, and can include:

Voluntary, community groups, Parish Council School and educational establishments.

Successful organisations will need to have their own bank or building society account with aminimum of two signatories. A copy of the latest audited accounts will have to be provided tosupport the grant application.

To date we have received no applications; it may be advisable to promote this Grant (and theother schemes available through the Parish Council) in the next Eastington Community Newswhich gives organisations time to submit applications for consideration at the Septembermeeting.

CORRESPONDENCE RECEIVED

Date From Details Action1 06-04-2016 Stroud DC E-News April 2016 Forwarded to Cllrs for info2 06-04-2016 Stroud DC NDP Questions from Examiner Forwarded to NDP team3 06-04-2016 Police Crime statistics for 2015-16 For info4 06-04-2016 Open Space Society Rights of Training Course For info5 07-04-2016 Gloucestershire CC Councils Connected newsletter Forwarded to Cllrs for info6 07-04-2016 Fields in Trust Focus on Funding For info7 07-04-2016 Stroud DC Statement of persons nominated for elections Forwarded to Cllrs for info8 08-04-2016 Glouestershire Highways Roadworks Weekly Bulletin report - none identified for Eastington For info

9 11-04-2016 Gloucestershire Playing FieldAssociation Free Groundstaff course at Quedgeley Forwarded to OHMG

10 11-04-2016 Gloucestershire CC Gloucestershire Charter Survey For info11 11-04-2016 Gloucestershire CC Big Community Switch information For info12 12-04-2016 Stroud DC Canal meeting postponed until 18th May For info13 12-04-2016 GAPTC Safe & Social Driving in Gloucestershire - message from PCC For info

14 13-04-2016 Gloucestershire Playing FieldAssociation Playground Maintenance Seminar available in the summer For info

15 15-04-2016 Stroud DC Leyhill works - request for suggestions Forwarded to Cllrs for ideas16 15-04-2016 Stroud DC Stroud Youth Participation Service - new contractors commissioned For info17 15-04-2016 Stroud DC Appeal decision re S.15/1858/FUL - Springhill House Forwarded to Cllrs for info18 15-04-2016 GRCC Gloucestershire Health & Wellbeing Board Engagement Event - 26th April For info19 18-04-2016 Stroud DC Dursley Pool new gym information For info

20 18-04-2016 RoSPA Play Safety Annual Play Inspection Report Forwarded to Friends of SnakeyLane Park

21 19-04-2016 Petitions UK Government Response to "third party right of planning appeal" petition - no action to be taken For info22 20-04-2016 PROWD Copy email to Amey Gloucestershire regarding footpaths For info23 20-04-2016 GAPTC Being a Better Councillor 28 June in Whitminster Forwarded to Cllrs for info24 20-04-2016 Mr Dingle Update on new noticeboard for burial ground For info25 21-04-2016 Parish Council Websites Website presentation event in Stroud on 17th May For info26 21-04-2016 Gloucestershire CC Roadworks Weekly Bulletin report - none identified for Eastington For info27 21-04-2016 Zurich Insurance Account handler to be in touch soon to discuss insurance renewal For info

28 21-04-2016 Arc Energy Weight limit on Springhill - will erect signage to remind their drivers to avoid travelling through village For info

29 21-04-2016 Skanska M5 Standish Lane Overbridge works 9 May to 30 October Forwarded to Cllrs for info30 22-04-2016 Stroud Town Council Concerns about Government's plans to turn all schools into academies Forwarded to Cllrs for info31 22-04-2016 Mitcheldean Parish Council Vandalism of Recreational Grounds - request for Councils to work together Forwarded to Cllrs for info32 22-04-2016 GRCC Road Safety News For info33 27-04-2016 Stroud DC Public Consultation on Community Infrastructure Levy Forwarded to Cllrs for info34 28-05-2016 Stroud DC Examiner's report on Eastington NDP Forwarded to NDP team35 28-04-2016 GRCC Invitation to Community Approaches to Road Safety For info36 28-04-2016 Gloucestershire CC Roadworks Weekly Bulletin report - none identified for Eastington For info37 29-04-2016 Stroud DC Joint Cluster Group meeting 27 July 2016 For info

406 emails received in April 2016

C:\Users\User\Documents\EPC\Correspondence_Received_2016

EASTINGTON PARISH COUNCIL · 12.2 To consider the wording of the motion to put to GAPTC’s AGM...

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