SHADOXHURST PARISH COUNCIL
Page 794
MINUTES 324
Minutes of the Annual Parish Council Meeting held at The Village Hall, Shadoxhurst
on Wednesday, 12 May 2010 at 7.30 pm
PRESENT: Mr W Hollands (Chair), Miss M Smith, Mrs L Holman
Mr H Clark, Mr B Howe
PARISH CLERK: Mrs J Batt
BOROUGH COUNCILLORS:
COUNTY COUNCILLOR:
MEMBERS OF THE PUBLIC: There were 5 Members of the Public present
1. ELECTION OF CHAIRMAN
Mr Clark proposed Mr Hollands, seconded by Miss Smith. 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.
APOLOGIES FOR ABSENCE
An Apology for Absence was received from Mr R Buss and Borough Councillor, Mrs A Hicks
DECLARATIONS OF INTEREST
Mr Howe declared a personal interest in matters pertaining to Shadoxhurst Recreation Committee.
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.
ELECTION OF VICE CHAIRMAN
Mr Clark proposed Miss Smith, seconded by Mr Hollands. There were no other
nominations. Miss Smith accepted the position of Vice Chairman. Unanimous
SPC APCM MINS 324 Page 795
ELECTION OF OFFICERS TO COMMITTEES
Shadoxhurst Recreation Committee – Mr Buss, Mr Howe
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
x. Councillors responsible for Newsletter and Website
7. ACCEPTANCE OF MINUTES OF PREVIOUS MEETING
Minutes 323 of the previous meeting were accepted and it was unanimously agreed
that Mr Hollands should sign them.
8. MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES
Nothing to report.
CHAIRMAN’S REPORT
A copy of the Chairman’s Annual report will be published in the next edition of the Newsletter.
10. CORRESPONDENCE, FINANCE AND OTHER COUNCIL BUSINESS
Correspondence
KCC Changes to our Consultation Procedures for Consultations on Planning Applications
South East Water
AwCRK
SMP
Kompan
Explore Kent
Countryside Voice
Open Space
Record rss
The Play pack
Clerk and Councils Direct
SPC APCM MINS 324 Page 796
Email Correspondence
No emails were brought to the attention of the Council.
Bank Balance
The balance stands at £18337.40 in the Treasurers Account and £1759.05 in the
Current Account. Of this £17413.54 (totals included in the 2010/2011 budget included) is reserved as shown below:-
Bank Reconciliation
Opening Balance 18469.02 Treasurers Account 23127.67
Add Receipts 6417.70 Less u/c cheques 377.63
24886.72 74.46
Less Expenses 4790.27 60.00
20096.45 4278.18
18337.40
Current Account 1759.05
20096.45
Accounts to be Paid
|
PAYEE |
DETAILS |
NET £ |
VAT £ |
GROSS £ |
|
Mr L Fenton |
Fit outside tap |
70.82 |
3.64 |
74.46 |
|
Mr K Funnell |
Internal Audit Fee 09/10 |
60.00 |
|
60.00 |
|
Queensbury Shelters Ltd |
Replacement Bus Shelter |
3641.00 |
637.18 |
4278.18 |
Resolution: Councillors unanimously agreed to pay the above accounts.
Earmarked Funds
|
|
Opening Balance |
+/- this month |
Balance |
|
Recreation Facilities |
4086.00 |
|
4086.00 |
|
Playground |
310.00 |
|
310.00 |
|
Village Sign |
100.00 |
|
100.00 |
|
Village Assets |
995.82 |
70.82 |
925.00 |
|
Major Repairs to Village Hall |
1090.00 |
|
1090.00 |
|
Noticeboards |
95.00 |
|
95.00 |
|
Village Cleaning |
1498.37 |
|
1498.37 |
|
Recreation Field Drainage |
2580.00 |
|
2580.00 |
|
Recycling Account |
929.17 |
|
929.17 |
|
Contingency |
4500.00 |
|
4500.00 |
|
Newsletter |
600.00 |
|
600.00 |
|
Planters |
100.00 |
|
100.00 |
|
Painting Gates |
500.00 |
|
500.00 |
|
Bulb and Tree Planting |
100.00 |
|
100.00 |
|
|
17484.36 |
70.82 |
17413.54 |
SPC APCM MINS 324 Page 797
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 2010.
The Clerk reported that the internal audit took place on 30 April 2010.
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.
Bus Shelter
The new shelter has been installed and the invoices will be sent to the insurers once they have been receipted.
Play Area
The Clerk reported that she had received a telephone call from Wicksteed informing her
that the safety mats should arrive in this country on 21 June and that the slide would be installed around the end of that month.
11. PUBLIC INTERVAL
The meeting was opened to members of the public present for questions and comments
8.25 to 8.40 pm.
.
12. PLANNING
Please see attached list.
SPC APCM MINS 324 Page 798
13. OUTSIDE REPORTS
Recreation Committee
Concern was expressed that the Recreation Committee had not sent a representative to
the Annual Parish Meeting, following a request that they should do so, to enable a discussion to take place with the members of the Gardening Club regarding a letter
sent by the Club to the Parish Council and Recreation Committee. The Clerk reported that she had received a telephone message from a Member of the Committee apologising for her non attendance at the APM and explaining that the Club will write to all hirers.
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 were no items to be reported to the County Lengthsmen.
15. FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS
Mr Hollands reported that he attended a recent PCC meeting and was given a set of
figures detailing the costs involved in running Shadoxhurst Church.
Various suggestions for fund raising were put forward and some interest in becoming
involved with fundraising activities was shown by some councillors present. The future
of the Church will be included on the next agenda for a more in depth discussion.
Mr Hollands suggested that we should advertise in the next newsletter for someone to keep the Village Sign area tidy. This will be formally discussed at the next meeting.
One of the Pavilion windows has been broken and Chart Glass has been asked to repair it.
There being no other business the meeting closed at 10.06 pm.
Signed…………………………………………………… Dated …………………………………
Mr W Hollands, Chairman
SHADOXHURST PARISH COUNCIL
RECORD OF PLANNING APPLICATIONS
2010
DECISIONS TAKEN AT MEETING HELD 12 MAY 2010
10/00556/AS Miss R Brinkley, Land south west of Hillcrest, Church Lane, Shadoxhurst
Change of use of land for the stationing of caravans for residential purposes for 2 no. gypsy pitches together with the formation of additional hard standing, utility/dayrooms and the erection of a stable block ancillary to that use.
Parish Council: OBJECT (unanimous) on the following grounds
Visual impact
Large area of hard standing and buildings stretching along the perimeter adjoining the highway
Screening poor – the hedge is old and thin
The proposed development is outside the confines of the village
The proposed development is on agricultural land and change of use will be required.
Sustainability – poor local amenities – no shop, no public bus service.
The increased number of vehicles entering and exiting
the site would be a considerable safety hazard on this
narrow country lane.
COUNCILLORS WOULD LIKE THIS APPLICATION TO GO TO THE
PLANNING COMMITTEE IF THE OFFICER IS MINDED TO GRANT
PERMISSION
10/00583/AS Mr R Beaugie, Manor Farm, Hamstreet Road, Shadoxhurst, Ashford, Kent TN26 1NL
Construction of hard standing for agricultural vehicles and machinery (retrospective)
Parish Council: OBJECT 4:1 abstention
Councillors have reason to believe that this gentleman no
longer farms
10/00585/AS Mr J Lee, The Barn, Green Farm, Duck Lane, Shadoxhurst
Conversion of barn at Green Farm to residential use. Demolition of a small
section to the western end of the barn.
Listed Building Consent for same.
Parish Council: Support