SHADOXHURST PARISH COUNCIL

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MINUTES 334
[ Draft Minutes -- to be accepted at the next meeting ]

Minutes of the Ordinary Parish Council Meeting held at The Village Hall, Shadoxhurst

on Wednesday, 9 March 2011 at 7.30 pm

PRESENT:                                              Mr W Hollands (Chair), Mrs C Hutchins, Mrs L Holmans,

                                                                 Miss M Smith, Mr R Buss, Mr H Clark and Mr B Howe

PARISH CLERK:                                          Mrs J Batt

BOROUGH COUNCILLORS:           

COUNTY COUNCILLOR:            

MEMBERS OF THE PUBLIC:         There were no Members of the Public

1.     APOLOGIES FOR ABSENCE        

An Apology for Absence has been received from Mrs A Hicks and Mr P Davison.

2.     DECLARATIONS OF INTEREST

Mr Buss and Mr Howe declared a personal interest in matters pertaining to Shadoxhurst Recreation Committee.

i)      Updating of Declarations of Interest for the Code of Conduct

                  Councillors are reminded that they should update their Declarations of Interest with the Monitoring Officer if necessary.

3.     PUBLIC INTERVAL

There were no Members of the Public present.

4.     ACCEPTANCE OF MINUTES OF PREVIOUS MEETING  

 Minutes 333 of the previous meeting were accepted and it was unanimously agreed that Mr Hollands should sign them.

5.    MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES

         There were no Matters for Report that were not included on the agenda.

6.    SHADOXHURST WEBSITE

 Mr Stanley has made some changes.  Councillors are very happy with the result.

 A photograph of the Council will be added after the election in May.

7.     CHAIRMAN’S REPORT

Mr Hollands did not have anything to report that was not on the agenda.

8.       CORRESPONDENCE, FINANCE AND OTHER COUNCIL BUSINESS

Correspondence

             ABC re Ashford Play Matters Strategy Achievements 2007-2011

             Clerk and Councils Direct

             KALC Minutes of Meeting held 02.02.11

             Audit Commission

             ABC Chairman’s Report for the Parish Forum held 26.01.11

             Fitzpatrick Woolmer

             The Caldecott Foundation

             ABC Communications and Policy re Ashford Voice

             St Peter’s and St Paul’s Church

             CPRE

             ABC Planning and Compulsory Purchase Act (2004) Regulation 17 – Town and Country

             Planning (Local Development) (England) (Amendment) Regulations 2008 and 2009

             KALC Agenda for 06.04.11

             Email Correspondence

             Various emails were brought to the attention of the Council.            

             Councillors agreed not to proceed with another housing survey as requested in an email from Mrs Shaw.

Bank Balance – Statement No 14

The balance stands at £12767.57 in the Treasurers Account and £1759.05 in the Current Account. 

Received this month

Bank Reconciliation – Bank Statement Sheet Number 19 -  01.03.11

Accounts to be Paid     

       Resolution:  Councillors unanimously agreed to pay the above accounts.

       A payment of £39.20 to the Post Office in September was omitted from the minutes in error. 

       Earmarked Funds

             Policy for Dealing with the Press

Resolution:  Councillors unanimously agreed to adopt the Policy for Dealing with the Press.

             Complaints Policy

Resolution:  Councillors unanimously agreed to adopt the Complaints Policy.

       Insurance

Nothing to report.

       Newsletter

Articles are needed for the next edition.

      Crime and Disorder     

              Nothing to report.

            Appearance of Village      

            Mr Hollands reported that he had trimmed the shrubbery around the Village Sign.  We will plant some more bulbs next Autumn.

            Miss Smith reported that there is a lot of litter along Church Lane.  The Clerk will contact the Litter Picker and ask her to clear it.

Play Area

Mrs Holmans agreed to take responsibility for investigating and costing a new piece of play equipment, possibly a roundabout for the area.

Risk Assessment

The following items still need attention:-

The gates have still to be painted

The sign warning children to be wary of strangers has gone

The deep water sign is missing

The fire doors in the hall need attention

The escape path round the back of the village hall has been partially cleared

There is no emergency sign in the hall or the pavilion

The seat by the Pump needs treating

Rust is showing through the new paint on the Pump

The litter bin at Farley Close needs concreting in

The seals round the edge of the notice boards need replacing with mastic

Wicksteed are dealing with the problem of rust on the slide.

There is evidence of rat infestation in the field

Socket Covers missing

Items being stored on top of cupboards

Hoover blocking fire exit

Broken Glass next to Recycling Bins

Surface of Baseball Court is cracked

Memorial Seat showing signs of weakness

The remains of bonfire need to be removed.

Mr Buss will deal with the majority of the above.

Mr Hollands and Mr Buss will organise replacement signs.

Mr Buss will remove the toys from the rear of the Village Hall this month.

         Amendment to Financial Regulations

           Please see Financial Regulations for exact wording.

           Our current regulations are as follows:-

            For a purchase or minor contract exceeding £2000 we shall invite 3 tenders     

           For a purchase or minor contract less than £2000 but more than £1000 2 tenders

           For a purchase or minor contract of less than £1000 we shall invite 1 tender.

       Resolution:  Councillors unanimously agreed to amend the Financial Regulations as follows:-

            For a purchase or minor contract exceeding £3000 we shall invite 3 tenders   

           For a purchase or minor contract less than £3000 but more than £2000 2 tenders

           For a purchase or minor contract of less than £2000 we shall invite 1 tender

  9.       PLANNING

              Please see attached list.  

              Oliver Peel was unable to meet with councillors and residents of Hornash Lane regarding Manor Farm as he has to remain impartial.

10.       OUTSIDE REPORTS

            Recreation Committee               

            The members of the Recreation Committee will hand over at the Annual Parish Meeting.

            The Chairman reported that he had received a telephone call from a member of the Short Mat Bowls Club regarding the fact that there was blood on the mats.  The matter has been referred to

            The Recreation Committee.

           Tree Warden

            Nothing to report.

            Borough Councillors Report

              Councillors Hicks and Davison sent their apologies as they had to attending a Planning Meeting at ABC.

            County Councillors Report  

            Councillor Angell was unable to attend the meeting.

            Mr Hollands reported on a meeting he attended with Councillor Angell and other local Parish Council Chairmen.  He reported that the KCC are opposing library closures. KCC staff will not be receiving a pay increase this year and other expenses are also being cut back.

The cost of the children’s bus pass is increasing from £50 to £100.  The highway maintenance budget has been given another grant of £1million.  KCC will be making changes to Bromley Green Cross Roads.

            Footpaths

            The Chairman reported that he had received a telephone call from a resident informing him that soil is being deposited along the byway at Blindgrooms to form a course for off road bikes.  The Footpaths Officer will investigate.    .

11.       VILLAGE RESPONSIBILITIES     

              Matters Arising from the Round Robin

              There were no Matters Arising.

            Items to be reported to the County Lengthsmen

            The potholes on the safety surfacing on the corner of Tally Ho Road, Hornash Lane and Woodchurch Road.       [Enquiry Number following report 25578]

            There being no other business the meeting closed at 9.23 pm.

SHADOXHURST PARISH COUNCIL

RECORD OF PLANNING APPLICATIONS

2010

MEETING HELD 9 MARCH 2011

11/00222/AS     Mr M Usher, 2 Eastwell Close, Shadoxhurst, Ashford, Kent TN26 1LA

                          The erection of a single storey detached garage

                          Consultation Date:  21.03.11

                          Planning Officer:  Alex Stafford

                          Parish Council:  Support

Decisions Notices Received from Ashford Borough Council

10/01458/AS     Mr and Mrs M Richmond-Coggan, Green Farm, Church Lane, Shadoxhurst, Ashford, Kent TN26 1LS

                                  Construction of a new timber framed barn to serve as a domestic and equestrian

                                  outbuilding ancillary to the farmhouse

                          Borough Council:  Permit – Mins March 11