SHADOXHURST PARISH COUNCIL

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MINUTES 336

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

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

on Wednesday, 11 May 2011, following the Annual Parish Assembly

PRESENT:                                              Mr W Hollands (Chair), Mrs C Hutchins, Miss M Smith, Mrs L Holmans, Mr R Buss and Mr B Howe

PARISH CLERK:                                          Mrs J Batt

BOROUGH COUNCILLORS:            

COUNTY COUNCILLOR:                         

MEMBERS OF THE PUBLIC:         There was one Members of the Public present

Prior to the start of the meeting 6 Councillors signed a Declaration of Acceptance of Office.   The remaining Councillor will sign at the next meeting.

A Register of Member’s Interests was given to each councillor and must be completed and returned to ABC.  A copy must be given to the Parish Clerk for Parish Council records.

  1.    ELECTION OF CHAIRMAN

Miss Smith proposed Mr Hollands, seconded by Mr Buss.  There were no other nominations.  Mr Hollands accepted the position of Chairman.  Unanimous

Chairman to sign Declaration of Acceptance of Office

            Mr Hollands signed his Declaration of Acceptance of Office.

 2.    APOLOGIES FOR ABSENCE

An Apology for Absence was received from Mr H Clark (prior engagement).

 3.    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.

4.    ELECTION OF VICE CHAIRMAN

 Mr Holland proposed Miss Smith, seconded by Mrs Holmans There were no other nominations.  Miss Smith accepted the position of Vice Chairman.  Unanimous

 5.   FINANCE AND POLICY COMMITTEE

         The Clerk suggested that Councillors should set up a Finance and Policy Committee with

         the following remit:-

         To meet two or three times a year.  Once to review all documents – Standing Orders,

         Financial Regulations, Child Protection Policy etc, once to discuss the insurance of 

         Parish Council Assets if considered necessary and once to prepare a budget for discussion

         and approval at the November meeting, to ensure that all is in order before we apply for

         the precept in January.

The meetings must be held in a public place and the Clerk will attend when it is considered necessary.

         Resolution:  Councillors unanimously agreed not to form a Finance and Policy

         Committee.  Mr Hollands will continue to deal with all the paperwork for the

         Council.

6.     ELECTION OF OFFICERS TO COMMITTEES

 Shadoxhurst Recreation Committee – Mr Buss and Mr Howe

         KALC – Miss Smith

         Police Committees – Mr Clark

         Planning Committee – Miss Smith, Mr Clark, Mr Howe and Mr Hollands (ex officio)

           Shadoxhurst Charities – Mr Clark and Mr Hollands

           Parish Forum – Miss Smith and Mr Hollands

  7.    DELEGATION OF RESPONSIBILITIES

         i.     Annual Review of Financial Regulations – August – Mr Hollands

         ii.    Annual Review of Standing Orders – August – Mr Hollands

         iii.   Annual Review of arrangements in Place regarding Freedom of Information Act

                 - August - Mr Buss

         iv.   Six Monthly Review of Fixed Assets – September  – Mrs Hutchins, Mr Buss and Mr Howe

                                                                                    March  – Mrs Hutchins, Mr Buss and Mr Howe 

         v.    Six Monthly Risk Assessment – September  – Mrs Hutchins, Mr Buss and Mr Howe

                                                                            March  – Mrs Hutchins, Mr Buss and Mr Howe       

         vi.   Internal Parish Council Audit – Mr Funnell

         vii.  Annual Review of Insurance Arrangements – February – Mr Hollands

         viii. Weekly Play Area Safety Check – Mrs Hutchins, Mr Buss and Mr Howe

         ix.   Review of Terms of Reference for the Planning Committee – August – Miss Smith    

          x.   Councillor responsible for Newsletter and Website – Mrs Holmans

         xi.   Councillor responsible for emails – Mr Buss

 8.    ACCEPTANCE OF MINUTES OF PREVIOUS MEETING      

 Minutes 335 of the previous meeting were accepted and it was unanimously agreed

 that Mr Hollands should sign them.

 Proposed  Mr Buss                 Seconded  Mr Howe

  9.    MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES

 The Clerk has not managed to meet with the Dog Warden as yet.

 Mr Buss reported that 80% of the clothes collected by the Air Ambulance in the bin in  

 the car park go to third world countries and 20% are recycled.

 Paul Ripley’s family are refurbishing the memorial bench.

10.    CHAIRMAN’S REPORT

A copy of the Chairman’s Annual report will be published in the next edition of the Newsletter.

11.       CORRESPONDENCE, FINANCE AND OTHER COUNCIL BUSINESS

Correspondence

                Notts Sport

                SMP

                Clerk and Councils Direct

                Fieldwork

                KCC Stakeholder Meetings    

Email Correspondence

Mr Buss did not bring any emails to the attention of the Council.

Bank Balance

The balance stands at £10562.99 in the Treasurers Account and £1759.05 in the

Current Account.  Of this £8730.23 (totals included in the 2011/2012 budget included) is reserved as shown below:-  

Bank Reconciliation

Opening Balance  13294.39                           Treasurers Account     11323.67

Add Receipts               0.00                           Less u/c cheques             760.68

                            13294.39                                                             10562.99

Less Payments         972.35                           Add Current Account    1759.05  

                            12322.04                                                              12322.04 

Accounts to be Paid     

            Resolution:  Councillors unanimously agreed to pay the above accounts.          

            Proposed  Mr Hollands           Seconded  Miss Smith  

       Earmarked Funds

Adoption of Internally Audited accounts and completion of associated paperwork

Councillors were circulated with copies of the summary receipts and payments for the

Year ended 31 March 2011. 

The Clerk reported that the internal audit took place on 20 April 2011.

The Chairman read through section 2 of the Annual Report and answered all the questions.

The Clerk and Chairman then signed the relevant sections of the Annual Report,

Supporting Notes and Supporting Statement.

Councillors unanimously agreed to accept the internally audited accounts.

Review of Effectiveness of Internal Auditor

Councillors unanimously agreed that they were satisfied with the effectiveness of the

Internal Auditor, Mr Kevin Funnell and agreed to employ him again next year.

Review of System of Internal Control

Mr Hollands reported that he had read       The Statement of Internal Control.  He was happy that

          all was in order and signed the document.

Storage of Parish Council Documents

Councillors confirmed that they are satisfied that all documents over one year old are securely stored in the filing cabinet in the Village Hall.  Councillors unanimously agreed

that a second cabinet should be purchased. 

Play Area

Mr Buss will contact Chris Thompson of Wicksteed regarding the slide.  He will ask for it to be removed and replaced with a new one.

Future of Shadoxhurst Recreation Committee

The members of Shadoxhurst Recreation Committee are holding the AGM on 18 May.  The members of the Parish Council will attend if they are able to.      

11.       PUBLIC INTERVAL      

          The meeting was opened to members of the public present for questions and comments 8.45 to 8.55 pm..

12.       PLANNING

              Please see attached list.

13.       OUTSIDE REPORTS

            Recreation Committee     

Nothing to report.

            Tree Warden

            Nothing to report.

            Borough Councillors Report

       Please see Annual Parish Assembly minutes for this month’s reports.

            County Councillors Report  

       Please see Annual Parish Assembly minutes for this month’s reports.

            Footpaths

            Nothing to report.

14.       VILLAGE RESPONSIBILITIES

              Matters Arising from the Round Robin

              There were no Matters Arising.

            Items to be reported to the County Lengthsmen

            There hedge opposite the entrance to Moat Farm, Church Lane needs cutting back.

15.       FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS    

            There being no other business the meeting closed at 9.38 pm.

SHADOXHURST PARISH COUNCIL

RECORD OF PLANNING APPLICATIONS

2011

DECISIONS TAKEN AT MEETING HELD 11 MAY 2011

11/00469/AS  Mr T Smith, Ashwood, Hornash Lane, Shadoxhurst, Ashford, Kent TN26 1HX

                        Erection of a one and a half storey side extension

                        Parish Council:  Support

Decisions Notices Received from Ashford Borough Council

10/01340/AS     Mrs E May, Land north west of The Glen and opposite Ravensbourne,

Nickley Wood Road, Shadoxhurst, Kent

Change of use of land for the stationing of a twin unit mobile home and erection

of a day room

Borough Council: Refused

 

11/00313/AS  Mr and Mrs M Richmond Coggan, Green Farm, Church Lane, Shadoxhurst

                          Ashford, Kent TN26 1LS

                          New 1.2 metre high fencing and gates

                          Borough Council:  Permit

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