MINUTES OF THE ANNUAL GENERAL MEETING OF BURTON & DALBY PARISH COUNCIL ON MONDAY 12^th MAY 2008 IN THE VILLAGE HALL BURTON LAZARS AT 7.00PM

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APPOINTMENT OF CHAIRMAN FOR MEETING Vice Chairman Cllr Ludwig was proposed by Cllr Digby and unanimously voted Chairman of the meeting. PRESENT AND APOLOGIES FOR ABSENCE Vice Chairman Cllr B Ludwig (Chairman), Cllrs G Digby, G Whitehouse, Yvonne Rowe, Lyn Fraser, Lisa Stocks. County Councillor Joe Orson, Borough Councillor Rex Holt. Clerk – Mr S C Johnson. Members of Public – Mr Richard Clay, Mr Alistair Ewart.    No absences ELECTION OF NEW CHAIRMAN Discussion amongst Councillors, it was suggested that if Chairman was elected from one village then Vice Chair should be from another. Cllr Digby proposed Cllr Ludwig for Chairman, seconded by Cllr Whitehouse. Cllr Ludwig was duly appointed Chairman and signed a declaration of acceptance of office. Cllr Ludwig now became Chairman of the meeting in his new capacity and resigned his previous position of Vice Chairman. ELECTION OF NEW VICE CHAIRMAN Cllr Digby proposed Cllr Whitehouse as Vice Chairman, all councillors in favour. REGISTER OF MEMBERS INTERESTS/DECLARATION OF INTEREST ON ITEMS ON AGENDA Members were asked if any change had occurred which would require updating of their Register of Members interests. None was declared at the meeting; Councillors were reminded that should the situation change updating was necessary. Personal  - Cllr L Stocks - Item 13 on Agenda, Cllr G Digby – Item 13 of Agenda, Cllr Rowe – Item 13 of Agenda Prejudicial – None OPPORTUNITIES FOR MEMBERS OF THE PUBLIC TO SPEAK Mr Ewart queried a previous occasion when he asked the advice of a Councillor at Burton Lazars. On that occasion the Cllr explained where answers were to be found but could not comment on a specific planning matter. The difference between the role of Melton Borough Council to that of the Parish Council in planning matters was described to Mr Ewart. It was suggested that Mr Ewart may also contact the Clerk should he so wish, contact details on the reverse of the Parish Council Newsletter. AUDIT MATTERS The Clerk reported the completion of the Internal Audit and circulated the auditors comments. Using the Bank reconciliation figures correlation was demonstrated between the latter and the audited figures. Section 1 and Section 2 of the Audit Commission Annual Return for the year ended 31^st March 2008 was discussed. The meeting was asked to approve the details of the Return; it did so unanimously  and the Return was signed and dated by the Clerk and the Chairman against the Minute Number of this statement. FINANCIAL RISK ASSESSMENT The Internal Auditors report questioned the status of the Clerk as an employee though no PAYE system is utilised by the Parish Council. The risk to the latter is liability for payment of the Clerks PAYE dues should they remain unpaid. It was decided to discuss the matter of the Clerks Contract and status outside of the meeting (Clerk and Cllr Digby to meet during the next week to seek to resolve the issue. A further query addressed the issue of a risk event occurring and the prompt revisiting of the Risk Assessment to determine if change is necessary. The meeting agreed that this would happen as a matter of course and would be in addition to the annual review of the Risk Assessment. FINANCIAL REGULATIONS The internal Auditors report identified discrepancies between Financial Regulations, Para 5.4, and Standing Orders, Number 25, in regard to payment of monies by the Parish Council, and the number of signatories required. It was agreed that the Financial Regulations should be amended to align with the Standing Orders in requiring any two Councillors signatures on cheques, the check stubs being initialled on the reverse side. Further, the auditor observed that Burton and Dalby Parish Council Financial Regulation 5.1 contravened the Local Government Act 1972, 150 (5), which requires every cheque or other order for the payment of monies by a Parish Council to be signed by two members of the Council. In order to correct the above two issues an amendment to the Financial Regulations was drafted. Its approval was proposed by Cllr Stocks and seconded by Cllr Digby and agreed by the meeting It was duly signed by the Clerk and the Chairman and annotated against the minute number of this statement. The Clerk was instructed to issue a copy of the amendment to all Councillors. A new Bank Mandate was signed by all Councillors to enable the change to be effected with the bankers; Clerk to send this with a covering letter. STANDING ORDERS Cllr Ludwig had requested a change to the frequency of Parish Council Meetings reducing it from the current 6 meetings a year to four. An amendment to Standing Order Number 3.0 was drafted to state that three meetings, in addition to the Annual General Meeting, would be held each year. Cllr Stocks proposed that the measure be accepted, seconded by Cllr Digby and unanimously approved by the meeting. It was duly signed by the Clerk and the Chairman and annotated against the minute number of this statement. The Clerk was instructed to issue a copy of the amendment to all Councillors. APPROVE AND SIGN MINUTES OF LAST MEETING HELD ON TUESDAY 4^TH MARCH 2008 IN THE GREAT DALBY CHAPEL All Councillors agreed the minutes, no objections were raised – Minutes signed by Chairman. In conformance with observations made by the Auditor the Minutes of the last meeting were signed by the Chairman at the bottom of every numbered loose-leaf page. MATTERS ARISING FROM MINUTES OF LAST MEETING on 4^th March 2008 The Wash Dyke quotation mentioned in minute 25/08 was for £250.00. The amount was omitted in the previous minutes. LCC Mineral Development Framework letter – Cllr Whitehouse to circulate the letter to other Councillors. Street Lights and sensitivity switches – the light sensitive devices are available from LCC – Cllrs to decide whether to proceed on this initiative. There has been a poor response from Highways to matters raised at the last meeting. Clerk to progress the issues reported. Minute 28/08 regarding land in Burton Lazars – Clerk to progress response from A Dudley at MBC and to request he visits the site accompanied by a Borough Councillor. Minute 29/08 - The LDF and Melton Local Plan saved policies – Noted and no further comment at this time. Minute 30/08 regarding the separation of the Parish into two parts – LRALC has been contacted and require information on numbers of parishioners and financial details. The latter have been sought from MBC and are forthcoming. Clerk to action with LRALC when details to hand. PLANNING MATTERS - UPDATE Planning Applications received since last meeting and in progress with Parish Council – 08/00216/FUL 3 The Close Burton Lazars Response by PC 07.04.08 08/00260/OUT Plot 6 Barnard Close Burton Lazars                         Response by PC dated 21.04.08                         08/00291/FUL Chestnut Tree houses Response by PC dated 25.04.08                         08/00342/FUL The Holt 6 Lime Street Burton Lazars                         Response by PC dated 28.04.08                         08/00361/VAC Picasso The Airfield Melton                         Response by PC dated 09.05.08 The following Planning Decision Notices have been received – 08/00036/FUL Brookfield Cottage 12 Nether End Great Dalby Approved on 12.03.08 07/01363/FUL Church Farm House 24 Main Street Great Dalby Approved on –7.03.08 – Amendment submitted on 14^th February 2008 - PC Response 28.02.08 There were no Planning Refusal Notices received. In addition to the above a letter was circulated reminding Cllrs that a Planning Application is to be expected from Burton Lazars concerning the building of a pigeon loft on Peppers Lane. A second letter was circulated indicating that the Chestnut Tree Farm development was to go to Committee. FINANCIAL REPORTS A Statement of Accounts showing reconciliation between December 31^st2007 and March 31^st 2008 was circulated. The adjusted bank balance agrees with the audit figure written on the Annual Return to 31^st March 2008 to be submitted to the Audit Commission. A copy of the statement is attached to these notes. A record of payments in and out of bank accounts since the last meeting on 4^th March 2008 and showing the bank balances at 12^th May 2008 was circulated. A copy is attached to these minutes. It was proposed by Cllr Whitehouse and seconded by Cllr Stocks that the statements submitted to the meeting be approved ; all Cllrs approved. REPLACEMENT BUS SHELTER AT BURTON LAZARS A report on the status of the project was given to the meeting. All grants had been agreed. Outstanding action to determine NTL cable locations had been notified to LCC and actions are in hand with the Partnership to notify bus operators of the temporary moving of the bus stop during installation of the new shelter. The action commences when LCC provide starting date for ground works; this is anticipated in the next 2 weeks. A statement of the final costs of the shelter and associated works was circulated at the meeting. A copy is attached to these minutes. SEPARATION STATUS This item was dealt with earlier under minute number 53/08 above. NEWSLETTER A draft copy of the newsletter was circulated. The meeting decided to omit reference to flooding issues until later in the year and utilise the space with comments on the proposed rally on the airfield during 4 days of the August Bank Holiday. Clerk to circulate article for Cllrs approval. This brought forward agenda item 21 and discussion of the latest position on objections to the staging of the Rally. Cllr Stocks to draft letter to Chief Constable about monitoring B6047. Councillors are in touch with Airfield Management Company, the Leicestershire Agricultural Secretary and are aware of the broad spectrum of input by parishioners. The Parish Council has made a submission to the Licensing Officer and are in the process of writing to all members of the Licensing Committee. CORRESPONDENCE RECEIVED A folder containing the listed correspondence was placed on the table at the meeting for Councillors to select as appropriate to interest. CLERKS REPORT Clerk had received a pack for use of Heritage Wardens. Cllrs agreed that this would not be progressed at this time. It was noted that the S123 contribution the previous Heritage Warden was in advance and no further monies were to be paid. Request for direction on Parish Council Liaison Agenda Setting Meeting and commitment to items for that agenda was frustrated because minutes of the previous meeting had not yet been issued. Clerk had established that they were awaiting approval at MBC. Clerk to progress issue of minutes with MBC. A quotation for £320 had been received for refurbishment of the Little Dalby bus shelter from Mick Morris. The meeting approved the expenditure, Clerk to inform Mr Morris to carry out the work. An increase in companies able to supply Parish Council insurance promises a preferential rate to be obtained. The insurance is due for renewal in June 2008 and the Clerk will shortly be able to supply comparisons from 3 companies enabling a selection to be made by Councillors.  PARISH COUNCILLORS REPORTS AND RISK ASSESSMENTS Cllr Fraser reports that the loose kerb stone at the corner of the Ashby Folville Road has still not been attended to. Cllr Whitehouse reports the hedge adjacent to the Royal Oak car park is overhanging the pavement. There is a pot hole on Burrough Road on the left hand side of the first bend after leaving Great Dalby. The soil tipped along the side of the latter road consists of much builders debris. Rocks are strewn across the road in places where vehicles have mounted the verge when passing. Concern was noted about the eco town proposal for Stoughton. Clerk to write a letter of support to the manager of the action team, subject to input from Cllr Whitehouse. Cllr Rowe reported an intermittent light at Church Lea, sometimes on in daylight hours, the first light on the left hand side of the road. There is an assortment of rubbish in the hedgerow on Melton Road on the left hand side at the entrance to Burton Lazars village. Cllr Digby asked about action on the Child Close sign which had been moved by persons unknown to a new location at the entrance to the development. Cllr also requested update on the water leak on Melton Road. DISCUSSION MATTERS None DATE & TIME OF NEXT MEETING The next meeting will be held on 4^th August 2008. The venue will be Great Dalby Chapel Room and the meeting will commence at 7 pm. Signed…………………………………………….. Dated………………………………………………

Actions Clerk/ Cllr Digby Clerk Clerk Clerk Clerk Clerk Clerk Cllr Stocks Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk/ Cllr W Clerk Clerk Clerk