MINUTES OF THE ANNUAL MEETING OF THE GRAPPENHALL AND THELWALL PARISH COUNCIL AT THE COUNCIL OFFICES, BELLHOUSE LANE ON THURSDAY 21 MAY 2015 Present: Councillors P Wenlock (Chairman), J Ashby, A Bennett, M Biggin, Mrs L Fernyhough, I Fountain, D Hockenhull, T Jennings, C Taylor, G Welborn and P Wenlock. In Attendance: Susan Brooks, Clerk to the Council. 1. Apologies for Absence An apology for absence was received from Councillors R Bate, E Finnegan, Mrs M Finnegan, R Fisher, Ms W Johnson and C Worsley. 2. Dispensation Requests No dispensation requests were received. 3. Disclosures of Pecuniary Interests No disclosures were made. 4. Election of Chairman Resolved that Councillor P Wenlock be elected as Chairman of the Council for the year 2015/16. 5. Election of Vice-Chairman Resolved that Councillor R Bate be elected Vice Chairman of the Council for the year 2015/16. 6. Appointment of Committees and Working Groups Resolved that appointments to Committees, Working Groups and outside bodies be made in accordance with the agreed schedule attached to these minutes. 7. Dates of Meetings Resolved that the meetings of the Council and Committees be held on the dates set out in the schedule attached to these minutes. 8. Minutes Resolved that the minutes of the Parish Council meeting on 16 April and the Strategic Review of Assets Working Party on 29 April be approved as a true record and that the minutes of the Planning Committee held on 7 May be received and adopted. 9. Correspondence Miscellaneous The following correspondence had been received from a variety of sources and copies were available from the Clerk: a) A letter of thanks from Thelwall and Grappenhall Model Railway Club. Members of the club wished to express their appreciation to the Parish Council for arranging the inaugural Grappenhall and Thelwall Open Weekend. b) Agenda for the meeting of the Cheshire SLCC Branch on Friday 22 May at 10 a.m. at Delamere Community Hall. c) A letter of thanks from St Wilfrid s C E Primary School for the poppy seeds which had been donated to commemorate the First World War. d) A letter of thanks from Thelwall Junior School for the poppy seeds which had been donated to commemorate the First World War. e) An email from Richard Buttrey requesting confirmation that the Parish Council understand that recording/videoing of meetings is now permitted. The Parish Council confirmed this and it was resolved that Councillor T Jennings would investigate suitable recording equipment to enable the Parish Council to make recordings of Parish Council meetings if required. 1
10. Information for Noting a) The vandalised willow hedgehog at Diamond Park had been replaced with a new willow dome at a cost of 350.00. It was thought that a dome would be more resilient. The wooden sculptures and benches would be oiled by the Park Warden to help to preserve them and improve the appearance. b) The position of part-time Administration Assistant had now been advertised. c) Interviews for Parish Warden had been held on 13 May and Martin Stuart had agreed to accept the position. d) The GYCA Liaison Committee would deal with issues raised in the letter from Roger Schofield, Chairman of GYCA. e) The RFO had completed an application to United Utilities to build over the public sewer on the land between 181 and 183 Thelwall New Road. United Utilities had responded to say that they would not give Building Regulations approval unless the layout was amended to ensure that no structures encroached within 3 metres of the sewer. f) The 2015 RoSPA Play Area Safety Inspection reports had been received for Diamond Park and Jubilee Park. These had been emailed to the Play Equipment Working Group. No high risk levels were reported. 11. Office Maintenance Timberwise had carried out a survey of the Parish Council Office to determine the presence and extent of problems associated with rising and penetrating damp. It was recommended that removal of plaster, wet tanking, associated plastering works and joinery should be carried out in three separate areas and the total cost would be 1459.00 + VAT ( 729.00 wet tanking, 490.00 plastering and 240.00 joinery/skirting). It was resolved that Timberwise would be instructed to proceed with the work. 12. Speed Cameras Following requests from residents for speed cameras to be placed at various locations including Broad Lane, Higher Knutsford Road and the junction of Cliff Lane and Knutsford Road it was resolved that Councillor M Biggin would investigate the installation of suitable mobile Speed Indication Display (SID) units. It is estimated that these units would cost around 2500 + VAT each. 13. Fence Adjacent To No. 1 Glebe Avenue A resident from Glebe Avenue had approached the Parish Council to see if anything could be done about the broken and unsightly fence adjacent to no 1 Glebe Avenue. It was resolved that the Parish Council would be prepared to pay for materials and that the Clerk would approach the new Parish Warden to see if he would be able to carry out the work. 14. Resignation of the Cleaner The cleaner for the office and walled garden had handed in his resignation and the Clerk had received a quote of 80.00 per week from two new, self-employed cleaners for carrying out the necessary cleaning work. It was resolved that the new cleaners should be asked to start as soon as possible. 15. Trees and Shrubs Adjacent to the Pond and Boardwalk on Astor Drive Residents of Astor Drive had complained about overgrown trees and shrubs which were obstructing the view of the pond. A quote of 682.00 + VAT had been received, from Countrywide Grounds Maintenance, for the cost of removing the lower lying, vigorously growing shrubs (thereby eliminating the need for annual maintenance) and also to thin the tree branches and remove smaller self-setters. It was resolved that this work would be carried out. The boardwalk around the pond could become slippery in winter and it was resolved that a quote for the application of a non-slip surface other than chicken wire would be sought. 2
16. Heritage Lottery Fund Project Lambert Walker Conservation and Restoration, who carried out the refurbishment works to the Glasshouses, had gone into Administration. There were still outstanding snagging issues and a Glasshouses Regeneration Working Group meeting would be set up to review the situation. 17. Requests for Financial Assistance a) Playability (previously known as WASC) resolved that a grant of 150.00 would be made towards holiday play schemes for children and young people with learning disabilities aged 5 19 years. b) Cheshire Dogs Home resolved that the outgoing Chairman would donate 3 bottles of wine as prizes for the annual Fun Day on Sunday 19 July. 18. Accounts Resolved that the accounts for the Parish Council for the year 2014/15 be approved (see attached). The RFO and the Clerk were in the process of compiling all the end of year documentation and files. The Internal Auditor (JDH Business Services) would be collecting the documentation on 28 th May and would return them on 4 th June. The External Audit by BDO Auditors would thereafter take place. 19. Quotation for GYCA Valuation The RFO had sought quotations for a Building Reinstatement Cost Assessment for insurance purposes in respect of the GYCA premises (including the PC Office). This updated valuation had been recommended by the Auditors in 2014 (and should be repeated every 5 years), as the property was owned by the Parish Council. Resolved that the quotation from Peacock Stevens of 1150 + VAT be accepted. 20. Financial Reporting The Clerk presented an up to date analysis of spends to date. No issues were reported. 21. Accounts for Payment It was resolved that accounts for payment totalling 26,212.69 be approved. 22. Consideration of Planning Applications Four planning applications had been considered. See list attached. 3
Grappenhall and Thelwall Parish Council Appointments 2015/16 Appointments 15/16 Chairman of the Council Vice-Chairman of the Council P Wenlock R Bate Planning Committee 1 D Hockenhull (Chairman) 2 R Fisher 3 I Fountain 4 G Welborn 5 P Wenlock 6 M J Biggin (part time) Resources Committee 1 P Wenlock (Chairman of the Council) 2 Mrs L K Fernyhough 3 C Worsley 4 C G Taylor 5 D Hockenhull Recess Committee 1 P Wenlock (Chairman of the Council) (Chairman, V-Ch, Ch of Planning 2 R Bate and Ch of Grappenhall Heys 3 D Hockenhull ) 4 I Fountain 5 R Fisher Grappenhall Heys Estate 1 I Fountain (Chairman) Committee 2 M J Biggin 3 Mrs L K Fernyhough 4 J Ashby 5 D Hockenhull 6 G Welborn 7 B S Johnson (Chairman of Friends Cttee. Co-opted) GYCA Liaison Committee 1 G Welborn 2 L K Fernyhough 3 J Ashby 4
Appointments 15/16 Four Year Strategic Plan 1 R Bate Committee 2 M J Biggin 3 Mrs L K Fernyhough 4 C G Taylor 5 P Wenlock 6 C Worsley 7 G Welborn Working Groups Play equipment Working Group 1 M J Biggin 2 Mrs L K Fernyhough 3 Miss W Johnson Strategic Review of Assets 1 Mrs L K Fernyhough Working Party 2 J Ashby 3 I Fountain 4 C G Taylor 5 P Wenlock Outside Bodies CPRE Mrs L K Fernyhough Quays Management Cttee 1 R Fisher 2 Mrs M Finnegan Thelwall Parish Hall Mgt Cttee R Fisher Rights of Way Forum 1 I Fountain 2 E Finnegan Warrington Police Forum Mrs L K Fernyhough Police C S O s Group 1 Mrs L K Fernyhough 2 C Worsley 3 D Hockenhull 4 P Wenlock 5
Appointments 15/16 South Warrington Area Board 1 J Ashby 2 M Biggin 6
Grappenhall and Thelwall Parish Council Programme of Meetings 2015-16 04 June 2015 Planning Committee 18 June Council 02 July Planning Committee 16 July Council 13 August Recess Committee 03 September Planning Committee 17 September Council 01 October Planning Committee 15 October Council 05 November Planning Committee 19 November Council 03 December Planning Committee 17 December Council 07 January 2016 Planning Committee 21 January Council 04 February Planning Committee 18 February Council 03 March Planning Committee 17 March Council 25 March Good Friday 28 March Easter Monday 07 April Planning Committee 21 April Council 05 May Planning Committee 19 May Annual Parish Council Annual Parish Meeting N.B. Meetings of Resources, Play Equipment and Grappenhall Heys Estates Committees to be arranged. 7
Grappenhall & Thelwall Parish Council Income & Expenditure Report 2014-15 By Janet Richards Responsible Financial Officer Income Heritage Lottery Grant 671,189.00 Precept 139,969.00 Walled Garden Investment Fund Income Arnold Stansby 71,711.62 Walled Garden Café Income (14 th Sep 2014 onwards) 14,023.47 Friends of GH Walled Garden donation to HLF project 8,601.81 Walled Garden Income from Visits 859.71 Miscellaneous 294.35 Bank Interest 70.04 Total 906,719.00 Net Expenditure Parish Council Staff Costs 58,980.27 Grants/Donations 28,226.64 PCSO Contribution 24,668.33 Grounds Maintenance (incl. wild flowers/hanging baskets) 12,104.84 Play Equipment/Play schemes 8,003.58 Insurance & Audit Fees 7,409.04 PC Office costs/subscriptions/utilities 5,350.15 Civic/Election costs 1,581.56 Walled Garden Staff Salaries 35,751.57 Walled Garden running costs 13,624.89 Walled Garden Café Costs (direct excluding staff costs) 7,698.30 Heritage Lottery Fund Costs 771,481.91 Total Expenditure 974,881.08 Total Expenditure (less Prepayments of 1144.50) 973,736.58 The balance brought forward from 2013/2014 183,732.57 Add income from this year less expenditure from this year is - 67,017.58 Balance carried forward is 116,714.99 Notes 8
The balance carried forward of 116,715 is made up of: o 113,112 cash and bank o 1,144 prepayments o 2,4589 VAT debtor The 113,112 cash and bank figure o 27,433 are Walled Garden funds (leftover endownment interest and income) o 85,679 are Parish Council funds (i.e. balances) There is a 21,000 recharge from the Walled Garden to the Parish Council. This re-charge covers: o Parish Council staff time spent on Walled Garden activities (including the Cleaner) o Grounds maintenance/grass cutting/tree works/general estate upkeep for the Grappenhall Heys estate o Insurance and administration The grants/donations expenditure consists of: o 20,000 Quays Community Centre o 5,000 GYCA o 3,227 Local Donations The Staff Salary costs include: o Wages o Tax & National Insurance contributions o Pension contributions o Travelling/staff expenses The Staff Salary costs for the Parish Council are for: Susan Brooks, Janet Richards, Paul Hamblett, Ian Cave, Ron Berry and the Litter Picking Warden. The Staff Salary costs for the Walled Garden are for: Graham Richardson & Khadi Bravo Antelo (and note that the Café costs do not include staff costs for Khadi) The HLF costs include the staff salary costs for Lynn Podmore (Community Outreach Officer) The Walled Garden running costs include: equipment, utility bills, tree works and general garden maintenance costs With reference to the fund at Arnold Stansby Stockbrokers (Walled Garden fund), the fund initially invested in 2005 was 1,783,344 million. As at 31/3/15, the fund value was 2,306,578 (i.e. a growth of 523,234). The annual interest from the fund is just over 71k per year (circa 3% interest plus fund growth). Petty Cash 9