CHEDWORTH PARISH COUNCIL

MINUTES – EXTRAORDINARY PARISH COUNCIL MEETING - 29th MARCH 2010

PRESENT: Mrs S Moore (Chairman) Mr A Bell, Mr D Broad, Mr A Miles,

Mr P Sibbald, Mr T Watt and Mrs E Broad (Clerk).

APOLOGIES; Mr P Cundick.

CONFIRMATION OF MINUTES; The minutes of the Parish Council Meeting held on the 15th March 2010 were agreed and signed as a true record with amendments to page 2, Tuns Hill Waterfall, Flooding and Drainage, “Mr” was amended to “Mrs” in two places.

MATTERS ARISING: To be held over until the ordinary Parish Council meeting on Monday 19^th April 2010.

The Parish Poll regarding the Chedworth Community Land Trust Ltd Affordable

Housing Proposal: The Chairman explained the reason for the meeting. Parishioner had called for a poll at the Annual Parish Meeting with the question "are you in favour of the Chedworth Community Land Trust Ltd. progressing the development of affordable housing on the site in the grass keep field north of the Community Garden as outlined below" to be asked. The Chairman explained that two options were available, a) to ask CDC to undertake the poll which would cost around £1000.00 to be paid by the Parish Council, or b) to undertake the poll in house, which would be known as a “Local Poll”. CDC had been consulted and was happy for the poll to be undertaken in house by the Parish Council. The Poll had to be held between the hours of 4 pm and 9 pm. No proxy or postal votes were permitted. The Clerk had prepared some projected costs for Councillors to consider if they wished to go for the in house option. These were:- Stationery, Printing £10.00, Staff £120.00 for two people to be Presiding Officer and Poll Clerk, Mileage £20.00 and Village Hall Hire £45.00 making a projected total of £175.00. It was felt that delivery of flyers advising of the poll could be undertaken by Councillors free of charge and Mr Broad had produced a map of the village divided into delivery routes for this purpose. It was further agreed that ballot paper and flyer design could be undertaken by Councillors. After some discussion it was proposed from the Chair and seconded by Mr Watt to undertake the Poll in house on Friday 16^th April 2010, agreed. It was further agreed that the Clerk would be appointed Presiding Officer and another person to be Poll Clerk would be sought from the village. The Clerk was asked to undertake this and inform the Council when she had someone in mind. It was also agreed to appoint the Chairman as Returning Officer to oversee the poll. The Clerk stated that CDC had offered the use of a Ballot Booth and Ballot Box and it was also agreed to ask if a validation instrument for Ballot Papers could also be borrowed. Much discussion then ensued on the design of the Ballot Paper and Flyer. It was agreed to open the meeting to allow members of the public to speak, which they did. When Council reconvened it was felt important that the access road also be included on the map and Mr Bell was asked by the Chairman to come up

Chairman......................................................

MINUTES – EXTRAORDINARY PARISH COUNCIL MEETING - 29th MARCH 2010

PAGE 2.

with some suggestions for a flyer and ballot paper to be circulated to Councillors. It was felt important that a large scale map showing the area in question be displayed in a prominent place in the Polling Station. The Clerk was also asked to ascertain the date when the Notice of Poll had to be published by.

All other matters to be held over until the ordinary Parish Council meeting on Monday 19^th April 2010.

The meeting concluded at 8.40 pm.

NEXT MEETING: Monday 19^th April 2010 at 7.30 pm.

Chairman............................................

Date....................................................