There were no apologies for absence.

The minutes of meetings held on 8th February 2010 and 17th February 2010 had been circulated in advance of the meeting.

Resolved: to confirm both sets of minutes as true and accurate records of the meetings.

Cllr Devine declared a prejudicial interest in planning application 10/00401/FUL 10 Carriers Way by reason of her residence in Carriers Way.

Mrs Helen Jago advised the Council that the Emmaus Community had suffered the sad loss of one of their 27 companions during the previous week.  The young man of 23 had died peacefully in his sleep and there were no suspicious circumstances.  He had been with the community for approximately 3-4 months and was benefitting from living at Emmaus. It had been a difficult week for all of the companions.  The funeral would be held on Thursday 11 March 2010 at 4 pm, Emmaus would close early on that day.  On behalf of the Council the Chairman expressed sincere condolences to all at the Emmaus Community and thanked Mrs Jago for attending.

The Council reviewed and discussed planning application 10/00350/FUL a single storey extension at 21 The Causeway and had no objections to the proposed development.

Resolved: to make no comments on this application.

(Cllr Devine left the room and took no part in the discussions on the next application.)

The Council reviewed and discussed planning application 10/0401/FUL 10 Carriers Way an extension and loft conversion with 4 dormer windows.

Resolved: to object to the proposed development because:

1. The proposed development would result in a house which was out of proportion and “top heavy” in appearance creating an overbearing aspect within the street scene.
2. The proposed development would result in intrusion on the privacy of the residents of 8 Carriers Way as the new dormer windows at the back would overlook this property.
3. If allowed, the proposed development would create a precedent in Carriers Way which could lead to overdevelopment of the area.

(Cllr Devine rejoined the meeting.)

5.1 Financial Report and Accounts for Payment

Mrs Allsopp reported that five cheques had been drawn as follows:

Resolved: to approve these accounts for payment.

Two additional payments (which had been made under S137 of the LGA 1972 in previous years were considered).

Resolved: to donate £200.00 to the Villager Bus (using Parish Council’s power under Local Government and Rating Act 1997 s26-29).

Resolved: to donate £75.00 to the Bridge Magazine (using Parish Council’s power under Local Government Act 1972).

It was confirmed that Harrold Parish Council would be invoiced for half the cost paid to AGS Cars (attempted provision of late night cars for young people returning from Bedford to the village).   Mrs Allsopp reported that the current bank balances were: Current Account; £5,561.82 and Capital Reserve Account £18,189.50.   The Council noted that no transfers between bank accounts had been made for the last two years.  It was confirmed that the Parish Council held £255.57 in funds for Carlton & Chellington Homewatch which could be transferred when Homewatch set up independent banking arrangements.  A VAT reclaim of £843.52 in respect of 2007/8 expenditure had been made.  A further claim of £1,109.67 would be made as soon as the relevant form was received from HMRC.

Mrs Allsopp reported that an adjustment had to be made in the current year’s accounts so that the insurance for the Playing Field was actually paid from Playing Field reserves (ie in 2007-8 - £708.35, in 2008-9 £729.59, and in 2009-10 £778.47)

5.2 Budget for financial year 2010-2011

Mrs Allsopp had prepared a draft budget based upon the current year’s actual expenditure (copy in minute book) which was examined and discussed.  It had previously been agreed that the precept would remain at £14,892.00. The Chairman noted that in the future it might be necessary to amend the budget figure of £3,500 for the clerk’s salary. Cllr Neil commented on the importance of using adopted standing orders and financial regulations in controlling the affairs of the council.  It was noted that new model standing orders and financial regulations had recently been published by NALC and the council could consider adopting these at a future meeting.  The Council discussed grass cutting arrangements and costs.

Resolved: to invite Warners, Chris Horne and Grangers to tender for the grass cutting work in the parish.  The Acting Clerk was asked to prepare a new schedule to include the playing field and all other grass cutting and to contact Bedford Borough Council to seek clarification about any grass cutting grant from them.

(Cllr Brandon joined the meeting.)

There was discussion of the reserve funds held to help support the Playing Field as well as the reserves for the Burial Ground and Village Hall.  It was felt unnecessary to add to the Village Hall and Burial Ground reserves are there were sufficient funds already available.

Resolved: to approve the budget before the meeting with the following amendments:

£500 would be added to the reserve fund for the Playing Field and £500 would be removed from the reserves for the Burial Ground and Village Hall from the draft budget.

5.3 External Audit Report 2007-8

The external audit report for the financial year 2007-8 had been received and the following points made by the auditors  were brought to the Council’s attention:

1. The account had not been published and the annual return had not been submitted on time
2. The review of the effectiveness of the internal audit had not been completed
3. The internal auditor was not independent of council influence

Resolved: to note the external audit report and to take remedial action for future years.

5.4 Annual Accounts and Annual Return 2008-9

Mrs Allsopp had prepared the accounts for 2008-9 and they had been audited by the internal auditor Mr Bellamy. 

Resolved: to approve the accounts as presented and complete the annual return for forwarding to the external auditors BDO LLP.

Page 2 of the form was discussed by the council before completion.  All questions were answered Yes apart from Questions 4 and 6 and an explanation for these two answers was prepared:

“Question 4: Due to an oversight the whereabouts of the accounts were not published at the correct time.

Question 6: During that financial year we failed to meet the criteria of arranging for an independent and competent person to review our records.  We have now put this in place.”

5.5 Review of the system of internal audit for the financial year 2009-10

The council discussed its obligation to perform an annual review of the effectiveness of the internal audit.  The review was undertaken and recorded at the meeting and included consideration of the following topics: scope of internal audit, independence, competence, relationships and audit planning and reporting.  (Copy in minute book)

Resolved: to approve the review of the system of internal audit.

As the donation of £75 had been agreed there was nothing further to report at this meeting.

Minutes of a meeting of Carlton & Chellington War Memorial Working Group held on 25 February 2010 were circulated along with details of the proposed design.  It was reported that a model of the proposed memorial would be available to view at a future meeting.

Cllr Brandon gave a short verbal report on his recent activities in the ward noting that he had been very busy with ward case work but that he felt good progress was being made by the Borough Council.  Concern was expressed and noted about the damaged railings near Harold Bridge.

Cllr Owen gave a verbal report on a recent site visit held with Alex Cattanach, Area Technician, Bedfordshire Highways on 3 March 2010. There were three areas of concern:

1. Wychtree Cottage, The Moor – Mr Cattenach confirmed the hedge planted at this location did not constitute an obstruction to the highway. However, if the intent was to claim the land after a period of time the relevant licence could be revoked and this matter would be investigated.
2. Hedge at the back of Street Close – Mr Cattanach concluded that this hedge had been planted by the developer or by the tenant but it did not obstruct the highway.  He would investigate and report but probably no action would be taken. Cllr Owen noted that a male claiming to be a Parish Councillor had telephoned Highways to report the matter thereby duplicating the request which the Council had already made.   Cllr Owen noted that this kind of duplication did not encourage a good working relationship with Highways Department.
3. Railings along Bridgend towards Harrold Bridge – one of the railings had recently been hit and were inspected by Mr Cattanach who would again report back in due course.  Council discussed the suitability of the current 30 mph speed limit on the bridge, it was agreed that a 20mph limit would be more suitable and Cllr Brandon agreed to take up this matter.

A list of recent correspondence and action taken had been circulated to the Council (copy in minute book) and this was discussed.

Resolved: to hold the next meeting of the Parish Council at 7 pm on 15th April 2010 to be followed at 8 pm by the Annual Parish Meeting.  Both meetings to be held in the Village Hall.

The Acting Clerk was asked to invite Peter Martin of Trading Standards to talk about the No Cold Calling Scheme.

Cllr Owen reported that an advertisement had already been placed in the Bugle and on local noticeboards and would appear in the next Bridge Magazine.    One application had been received.  It was noted that preparation of a Job Description and recruitment and selection of the new clerk had been delegated to a group consisting of Cllrs Jenkins, Owen and Geerts.  The Chairman advised the Council that he believed it might be necessary to reconsider the rate of pay attached to the post; he planned to take advice from Bedfordshire Association of Town and Parish Councils and to report back to Council in due course.

The Chairman advised that in the absence of Proper Officer the group charged with recruitment of the new clerk had felt it necessary to seek the temporary services of a qualified Locum Clerk.  Mrs Delia Shephard was willing to undertake this temporary work but would seek payment in the sum of £14 per hour (being in her estimation an appropriate locum rate for an LC1 council).   Mrs Shephard confirmed that she would not claim mileage for travelling to council meetings but would seek payment of travelling time and any additional expenses such as postage, paper etc. 

Resolved: to engage Mrs Shephard as Locum Clerk to work up to a maximum of 25 hours per month at a rate of pay of £14 per hour until a permanent Clerk was in place.

The Chairman noted that Mrs Iris Allsop had already helped the Council enormously by taking over the accounts and it had previously been agreed that she would continue at RFO until a permanent clerk was in place.

Resolved: to engage Mrs Allsopp to act as Locum RFO at a rate of pay of £14 per hour until a permanent clerk was in place.

The following items of information about the village were noted informally:

Trees at Wychtree Cottage – A resident had made enquiries about whether a licence had been obtained for pruning trees but none had been received by the council.

The wooden Moor Sign opposite the High Street outside no 1 on the bend was in need of repair - the Acting Clerk would notify Richard Sinclair.

Faulty street Lamp at Pavenham Road – this had already been reported and would be followed up by the Acting Clerk.

Litterbins – request to include on the agenda for the next full PC meeting.

Crash barrier outside gas installation - the Acting Clerk would write to complain about lack of consultation before this was installed.