SHADOXHURST PARISH
COUNCIL
Page
725
MINUTES
309
Minutes
of the Ordinary Parish Council Meeting held at The Village Hall, Shadoxhurst
on
PRESENT: Mr W Hollands (Chair), Mrs G Hawkes, Miss M Smith,
Mr R Buss, Mr H Clark, Mr B Howe and Mr A Pilton
PARISH CLERK: Mrs J Batt
BOROUGH COUNCILLORS: Mrs
A Hicks
MEMBERS OF THE
PUBLIC: There
were 2 Members of the Public present.
1.
APOLOGIES FOR ABSENCE
An Apology for Absence was received Borough Councillor Davison and from
County Councillor Angell.
2.
DECLARATIONS OF INTEREST
Mrs Hawkes, Mr Buss, Mr Howe and Mr Pilton declared an interest in matters pertaining to
Shadoxhurst Recreation Committee.
i)
Updating of Declarations of Interest for the
Code of Conduct
The Clerk reminded Councillors that they should update their Declarations of Interest
with the Monitoring Officer if necessary.
3.
ACCEPTANCE OF MINUTES OF PREVIOUS MEETING
Mrs Hicks asked the Clerk to point out that it is the Borough Council
that has to provide
Gypsy sites in Ashford in consultation with KCC and SERA.
Minutes 308 of the previous meeting were accepted and it was unanimously agreed that
Mr Hollands should sign them.
Proposed Mr Clark Seconded Mr Pilton
4.
MATTERS FOR REPORT ARISING FROM THE PREVIOUS
MINUTES
There were no Matters Arising.
5.
CHAIRMAN’S REPORT
Mr Hollands did not have anything to report.
SPC MINS 309 Page 726
6. UPDATING OF STANDING ORDERS AND FINANCIAL REGUALTIONS
Resolution:
Following discussion,
the attached amendments were unanimously agreed upon.
7. CORRESPONDENCE,
FINANCE AND OTHER COUNCIL BUSINESS
Correspondence
Earth
Anchors
AwCRK
InterRoute
KALC
Agenda for 04.02.08
Wicksteed
AwCRK
Timberline
Ryan Kelly
KALC Parish News etc
SMP
Bank Balance.
The balance stands at £13067.91 in the Treasurers Account and £6882.61 in the
Current
Account.
Accounts to be Paid
|
PAYEE |
DETAILS |
NET £ |
VAT £ |
GROSS £ |
|
KCC Landscape Services |
Second Half of Grounds Maintenance |
440.10 |
66.02 |
506.12 |
|
Open Spaces |
Subscription |
40.00 |
|
40.00 |
|
Mr Hollands |
Payment to farmer for hedge cutting |
60.00 |
|
60.00 |
|
Came & Co |
Insurance premium |
1472.50 |
|
1472.50 |
Resolution: Councillors unanimously agreed to pay the
above accounts.
Insurance
Quotes
We
have received a quotation from Zurich Municipal for £2347.70, from Allianz
Cornhill
for
£1682.63 and from Came & Co for
£1550.00 or £1472.50, if we take advantage of the
3
year binding agreement with Norwich Union.
Mr
Hollands has compared the quotes from Allianz Cornhill and Came and Co with
our
existing policy with Zurich Municipal and is happy that all is in order.
Resolution: Councillors unanimously agreed to transfer
the Parish Council’s
Insurance to Came & Co.
SPC MINS 309 Page 727
Service Level Agreement
between Parish Councils and ABC
Defer until
next meeting. Copy added to Round Robin.
Risk
Assessment/Risk Inspection/ROSPA Report
Miss Smith and Mr Clark have compiled a list
of observations following their recent
Risk Inspection. Councillors were asked to read this and this
item will be discussed
again next month.
Mr Hollands submitted a tender to cut the
vegetation back around the
Bus Shelter of £270.
Resolution: Councillors unanimously agreed to accept the
above tender.
Newsletter
Nothing to report.
Crime and Disorder
Nothing to
report.
Village Pump
The pump has been removed for repair
and is being refitted tomorrow.
Appearance of Village
The Clerk has the telephone number of a local craftsman who may be interested in building
some planters. Mr Hollands will contact him during the month.
Litter
Picker Vacancy
We have received an email from a young man
who is interested in the position, but as
he is only 14 he would not be covered under
Parish Council Insurance, so unfortunately we cannot employ him. The Clerk will email him and explain the
situation.
Village
Hall Floor
Mr Pilton reported that most of the hirers
are happy with the proposed flooring. He
has
asked the manager of the company supplying
the material to come and inspect the existing floor and confirm that they will
give a 20 year guarantee if the new material is laid straight over the
top. He will obtain a firm price for the
next meeting.
8. PUBLIC
INTERVAL
The meeting was opened from 8.30 – 8.36 for questions and comments.
9. PLANNING
Please see attached list.
SPC MINS 309 Page 728
10. TREE PLANTING IN THE
VILLAGE
Mr Hollands submitted two quotes as follows:-
To supply and plant trees in the Recreation Field of £960.00.
Resolution: Councillors unanimously agreed to accept the above tender.
To replace the trees which have recently died on The Green, £150.00.
Resolution: Councillors unanimously agreed to accept the above tender.
11. OUTSIDE REPORTS
Recreation Committee
The Recreation Committee
will look at the Risk Assessment and ROSPA Report.
It was unanimously agreed
that Mrs Hawkes should ask Mr Wenham to clear the bonfire
rubbish within the
week. Councillors unanimously agreed to
pay him £300 to do so.
Mr Pilton reported that he
had replaced the washers on the tap.
Tree Warden
The existing trees in the Recreation Field need tree guards and this will cost £56.00
Resolution: Councillors
unanimously agreed to ask Mr Hollands to fit the tree guards.
Borough Councillors Report
Mrs
Hicks updated Councillors on homelessness around the Borough, the effect of the
economic
downturn on the area and the effect that it is having on the developers
building
new
homes in the town.
If anyone knows of anyone who needs a home
they should contact the Homelessness Officer at The Gateway, Ashford or
Tenterden or ABC Housing Department.
Councillor Angell was not at the meeting.
Footpaths
Nothing
to report.
12. VILLAGE RESPONSIBILITIES
Matters Arising from the Round
Robin
There were no matters arising
Items to be reported to the
Pot holes along
SPC MINS 309 Page 729
13. FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS
Mr Hollands reported on the recent Parish Forum. Mr Wilkinson explained who has
responsibility for the different areas of Highways in
Mr Hollands and Mr Buss attended the Chilmington Green Workshops and the meeting
that followed in the Village Hall on 5 February. They updated councillors present
on the latest proposals.
Mr Clark reported that he attended the Rural Older Persons Accommodation Project
Cluster Meeting on 22 January and handed out copies of the minutes.
There being no other business the meeting closed at
Signed…………………………………………………… Dated …………………………………
Mr W Hollands, Chairman
SHADOXHURST PARISH COUNCIL 1
Planning Applications Received
Full Planning
Permission requested – Delegated to Officers unless otherwise stated:-
09/00040/AS Mr M Nicolaou,
Single storey ground
floor extension and roof extension to provide first
floor
accommodation
Parish Council: Support (unanimous)
09/00004/AS Mrs R Brinkley, re Land south west of
Hillcrest,
Erection of stabling for
10 horses in two blocks of five together with two
storage units for hay
and equipment and change of use of land for the keeping
of horses
Parish Council: OBJECTS
On the grounds that there is insufficient
evidence to
show how access to the stables will be
gained from the
road and that there is insufficient
parking on the highway
along
The following
application has been refused:-
08/01684/AS Mr S Child, Nichols House, The Street,
Shadoxhurst,
Listed
Building Extension
to form conservatory
Consent
08/01750/AS Mr J Lee, re The Barn,
Proposed
barn conversion. Change of use to
residential with part
demolition
of outbuilding
The following application has been granted:-
08/01464/AS Mr J Penfold,
Woodside,
Erection
of 3 bedroom bungalow and garage
08/00178/AS/TP Mr R Woodhouse,
Woodland management works as identified in accompanying plan
ADDENDUM TO STANDING ORDERS
2007
THE FOLLOWING CHANGES TO SHADOXHURST
PARISH COUNCIL
STANDING ORDERS ADOPTED 2007,
WERE AGREED AT THE ORDINARY
PARISH
COUNCIL MEETING HELD
MEETINGS
decides at a previous meeting at a previously advised publicly accessible meeting place.
(ii) Smoking is not permitted at any meeting of the Council.
(i) In an election year shall be held on the second Wednesday following the fourth day
after the day of elections to the Council, unless the Council decides otherwise and
(ii) In a year, which is not an election year shall be held on the second Wednesday in May.
3. Other statutory meetings shall be held on the second Wednesday of each month of the year,
unless the Council decides otherwise.
ACCOUNTS
AND FINANCIAL STATEMENT
52. (i) Except as provided in paragraph (ii) of this Standing Order or by statute, all
accounts for payment and claims upon the Council shall be laid before the
Council.
(ii) Where it is necessary to make a payment before it has been authorised by the Council, such a payment shall be certified as to its correctness and urgency by the appropriate officer. Such payment shall be authorised by the committee, if any, having charge of the business to which it relates, or by the proper officer for payments with the approval of the Chairman or Vice-Chairman of the Council.
(iii) All payments ratified under sub-paragraph (ii) of this Standing Order shall be
separately included in the next schedule of payments laid before the Council.
(iv) Official orders and associated commitments will be raised by the Clerk on
Parish Council headed paper, after approval by at least 3 Parish Councillors at a
Parish Council Meeting.
In the event of an order having to be placed, due to an emergency, between
meetings, verbal agreement
must be obtained from at least 3 Councillors.
Verbal orders will be confirmed by an official order, clearly marked,
“Confirmation Only”.
Before placing an order for work, goods or services exceeding:-
£2000 in value, at least 3 quotations or tenders from appropriate persons shall
be
requested.
Exceeding
£1000 in value at least 2 quotations shall be requested.
Below £1000 in value at least one quotation shall be requested.
53. The Clerk shall supply to each member at the ordinary meeting next after the end of
the
Financial Year a statement of receipts and payments.
BUDGET
ESTIMATES
54. (i) The Council shall approve written budget
estimates for the coming financial year’s precept at its meeting in the month
of December.
(ii) Any committee desiring to incur expenditure shall, not later than December give
to the Clerk a written estimate of the expenditure recommended for the coming year.
ADDENDUM TO FINANCIAL
REGULATIONS 2007
THE FOLLOWING CHANGES TO SHADOXHURST
PARISH COUNCILS
FINANCIAL REGULATIONS ADOPTED
2007, WERE AGREED AT THE
ORDINARY PARISH COUNCIL MEETING
HELD
MINUTES 309 ITEM 6
11 PURCHASE
FOR GOODS/SERVICES OVER £2000/ MINOR CONTRACTS
11.1 Procedures for purchases for
goods/services over £2000 follows
are laid down as follows:
11.2 (a) Normally every purchase shall comply with these financial regulations and
no exceptions shall be made otherwise than in an emergency. However,
these regulations shall not apply to purchases which relate to items (i)
to (vi) below:
(i) for
the supply of gas, electricity, water, sewerage and telephone services;
(ii)
for
specialist services such as are provided by solicitors, accountants, surveyors
and planning consultants;
(iii)
for work to
be executed or goods or materials to be supplied which consist of repairs to or
parts for existing machinery or equipment or plant;
(iv) for
work to be executed or goods or materials to be supplied which constitute an
extension of an existing contract by the Council;
(v) for
additional audit work of the external Auditor up to an estimated value of £200
(in excess of this sum the Clerk and RFO shall act after consultation with the
Chairman and Vice Chairman of Council);
(vi) for goods or materials proposed to be
purchased which are proprietary articles and/or are only sold at a fixed price.
(b) Where it is intended to purchase or have a minor contract for good/services
exceeding £2000 in value for the supply of goods or materials, or for the
execution of works or specialist services other than such goods, material,
works or specialist services as are excepted as set out in paragraph (a) the
Clerk shall invite tenders/quotes/estimates from at least 3 suppliers.
(c) When applications are made to waive financial regulations relating
to purchases/minor contracts to enable a price to be negotiated without
competition the reason shall be embodied in a recommendation to the Council.
(d) Such invitation to tender/quote/estimate shall state the general
nature of the intended purchase/contract and the Clerk shall obtain the
necessary technical assistance to prepare a specification in appropriate cases.
The invitation shall in addition state that tender/quote/estimates must be
addressed to the Clerk in the ordinary course of post. Each tendering firm
shall be supplied with a specifically marked envelope in which the tender is to
be sealed and remain sealed until the prescribed date for opening tenders for
that contract.
(f) All sealed tenders shall be opened at the same time on the
prescribed date by the Clerk in the presence of the Chair or Vice Chair.
(g) If less than three tenders/quotes/estimates are received for
contracts above £2000 or if all the
tender/quote/estimate are identical the Council may make such arrangements as
it thinks fit for procuring the goods or materials or executing the works.
(h) Any invitation to tender issued under this regulation shall contain
a statement concerning ‘candidates for
appointment’ and ‘canvassing of, and
recommendations by members’ as set out in Standing Orders.
(i) When it is to enter into a contract less than £2,000 in value for the supply of goods
or materials or for the execution of works or specialist services other than
such goods, materials, works or specialist services as are excepted as set out
in paragraph (a), the Clerk or RFO shall obtain 2 tender/quote/estimates
(priced descriptions of the proposed supply); where the value is below £1000 the Clerk or RFO shall strive to obtain
1 tender/quote/estimate. Otherwise, Regulation 10 (3) above shall apply.
(j) The Council shall not be obliged to
accept the lowest or any tender, quote or estimate.