SHADOXHURST PARISH
COUNCIL
Page 739
MINUTES
312
Minutes
of the Annual Parish Council Meeting held at The Village Hall, Shadoxhurst
on Wednesday,
PRESENT: Mr
W Hollands (Chair), Miss M Smith Mr R
Buss,
Mr H Clark, Mr B Howe and Mr A Pilton
PARISH CLERK: Mrs J Batt
BOROUGH COUNCILLORS: Mr P Davison
MEMBERS OF THE PUBLIC: There were no Members of the Public present.
1.
ELECTION
OF CHAIRMAN
Miss Smith proposed Mr Hollands, seconded by
Mr Clark. There were no other
nominations. Mr Hollands accepted the
position of Chairman. Unanimous
Mr Pilton thanked Mr Hollands for all the
work he undertakes on behalf of the Parish Council. 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
Borough Councillor Hicks and
County Councillor Angell.
3. DECLARATIONS
OF INTEREST
Mr Buss, Mr Howe and Mr Pilton declared a personal 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.
4.
ELECTION OF VICE CHAIRMAN
Mr Buss proposed Miss Smith, seconded by Mr
Hollands. There were no other
nominations.
Miss Smith accepted the position of Vice Chairman. Unanimous
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MINS 312
Page 740
5.
ELECTION OF OFFICERS TO COMMITTEES
Shadoxhurst Recreation Committee Mr Buss, Mr
Howe and Mr Pilton
KALC Miss Smith and Mr
Buss
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
6. 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 09 Miss Smith and Mr Buss
March 10 Mr Clark and Mr
Howe
v. Six Monthly Risk Assessment September 09
Miss Smith and Mr Buss
March 10 Mr Clark 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 Mr Hollands
ix. Review of Terms of Reference for the
Planning Committee August Miss Smith
7.
ACCEPTANCE OF MINUTES
Minutes 311 of the previous meeting were accepted and it was unanimously agreed that
Mr Hollands should sign them.
Proposed Mr Pilton Seconded Mr Howe
8. MATTERS
ARISING
There
were no matters arising.
9.
CHAIRMANS REPORT
Mr Hollands had nothing to report.
10. CORRESPONDENCE, FINANCE AND OTHER COUNCIL BUSINESS
Correspondence
Shadoxhurst Gardening Club
KALC Parish News etc
KCC re Electronic
Communication on Public Path Orders and Definitive Map Modification
RSS
KHS Speed Limit Review
Area 1
Southern Water
Clerks and Councils Direct
Open Spaces Society
Equality and Human Rights
Commission
Kent Wildlife Trust
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Page 741
Bank Balance
The balance stands at £11988.77 in the Treasurers Account and £1759.05 in the
Current
Account.
Earmarked
Reserves
The following figures include the whole
amount budgeted for the various items, for the
year 2009/2010, although to date we have only
received 50% of the Precept.
Recreation Facilities 1303.00
Village Assets 3379.11
Notice Board 200.00
Contingency Fund 3500.00
Recreation Field Drainage 2580.00
TOTAL AS AT 13.05.09
£10962.00
Recycling Account as at 31.03.09 £1923.15
Less cost of Planters to date 1110.00
813.00
Accounts to be Paid
|
PAYEE |
DETAILS |
NET £ |
VAT £ |
GROSS £ |
|
Mrs P Prior |
Litter Picking |
53.90 |
|
53.90 |
|
A N Robinson |
Floor covering in V Hall |
5647.00 |
847.05 |
6494.05 |
|
P A Doy |
Installation of Planters |
120.00 |
|
120.00 |
|
Mercury Windows |
Repairs to V H Doors |
167.39 |
25.11 |
192.50 |
Resolution: Councillors unanimously agreed to pay the above accounts.
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
The Clerk reported that the internal audit took place on 23 April.
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, 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.
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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.
Filing of Parish Council Documents
In the short term documents are filed in the
filing cabinet in the village hall.
Documents
over 2 years old are archived at County Hall,
Crime and Disorder
Nothing to report.
Newsletter
The next edition is not due until the Summer.
Village
Pump
Nothing to report.
Appearance
of Village
The Gardening Club have offered to sponsor and maintain 3 planters. The Parish Council
agreed to their request that a plaque should be put on each of the planters acknowledging
this. Mr Howe was asked to contact Future Scholars to see whether the children would
like to plant one.
Mr Buss agreed to organise the delivery of the shingle and the soil.
The Clerk will contact The Gardening Club once the planters are ready to be planted.
We have received a quote from Hyder Contractors for £105.00 to fit rain deflectors to the
noticeboards.
Resolution: It was unanimously agreed that the Clerk
should accept the above quote
to fit rain
deflectors to the noticeboards at a cost of £105.00.
10. PUBLIC
INTERVAL
There were no Members of the Public present.
11. PLANNING
Please see attached list.
12. OUTSIDE REPORTS
Recreation Committee
Nothing to report.
Tree Warden
Nothing to report.
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Page 743
Borough Councillors Report
Nothing to report.
Councillor
Angell was not at the meeting.
Footpaths
Mr
Howe has been in contact with the PROW regarding the path across the field from
the
Church
which still needs a stile.
13. VILLAGE RESPONSIBILITIES
Matters Arising from the Round
Robin
There were no Matters Arising.
Items to be reported to the County Lengthsmen
The potholes at the
junction of
The white lines need
replacing following the resurfacing of the junction of
14. FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS
There being no other business the meeting closed at
Signed Dated
Mr W Hollands, Chairman
SHADOXHURST PARISH COUNCIL 1
8 APRIL 13
MAY 2008
Planning Applications Received
Full Planning
Permission requested Delegated to Officers unless otherwise stated:-
09/00381/AS Mr B Underwood,
Erection of extension to
garage
Withdrawn
09/00367/AS Mr and Mrs M Richmond-Coggan,
Green Farm,
Restoration,
refurbishment and remodelling of listed Grade II farmhouse to
include 1 new window, 4
roof lights and a conservatory
Parish Council: Support
09/00367/AS Mr and Mrs M Richmond-Coggan,
Green Farm,
Restoration,
refurbishment and remodelling of listed Grade II farmhouse to
include 1 new window, 4
roof lights and a conservatory
Parish Council: Support
09/00462/AS Mr B Underwood,
Erection of a carport
extension to garage/workshop
Parish Council: Support
09/00468/AS Mr J Wembourne, Hazeldene,
Erection of rear conservatory
Parish
Council: Support
09/00056/AS Mr J Polyblank, re Green Farm,
Tree reduction of overgrown Ash
Parish
Council: Support with the condition that
the trees are taken to a
minimum height of 6 foot
The following application has been Withdrawn by the
Applicant
09/00381/AS Mr B Underwood,
Erection of extension to
garage