Challock Parish Council Annual General Meeting (Edited minutes)
Memorial Hall, Audrey Allen room
Thursday 23rd May 2013, 7.30pm
Members of public present: 11
Apologies
Nicholas Fox (Business), Diane Ashworth (Business)
Present
Roger Spicer, Stephen Brandon, John Ramsden, Michael Fisher, Akile Clinton, Kirstie Wooltorton (Clerk), Diane Sandy (Assistant Clerk)
Election of Chair
Roger Spicer wished to stand as Chair. Roger Spicer was proposed by Akile Clinton and seconded by Stephen Brandon. There were no other proposals
Election of Vice Chair
Stephen Brandon wished to stand as Vice Chair. Stephen Brandon was proposed by Akile Clinton and seconded by Michael Fisher. There were no other proposals
Election of Representatives
Councillors discussed and agreed the representatives for the next year. Table of representatives attached
Minutes of Last Meeting
Minutes of 21st March 2013 meeting were signed by Roger Spicer as an accurate record
Community Warden
Peter Willows gave his report to Councillors. Peter has been carrying out speed checks in the village and monitoring school parking
Shed alarms have been given out to villagers at the Farmers Market
Peter can be contacted on mobile tel: 07813 695817
Alison Sollis – new recycling arrangements
Alison Sollis from Biffa explained the new recycling arrangements
Biffa have been awarded the waste contract for the Borough from Ashford Borough Council
The new recycling arrangements will come into effect from July 2013. Letters will soon be sent to all households in the village prior to the delivery of the new wheelie bins
Clerk’s Report
Landscaping
Thirty two shrubs have now been purchased and planted on the verge between the village sign and the Barn Shop
Two new trees have also been planted on the verge free of charge by Kent Landscape Services
A full back up cut of the Lees has been carried out and the verge between the village sign and the Barn Shop has been cut
Highway Issues
The Groundsman has filled potholes on all three Lees tracks
Clerk has reported pot holes on Blind Lane to Kent Highways
Vandalism
Nothing to report
Funding
It has been very difficult to secure grants over recent years and one project that has long been requested by the children in the village is a small skateboard park
Clerk asked if Councillors would consider using £1,000 from the William Oure Charity and £2,500 from the NS&I savings account to get this project off the ground and help when applying for grants, especially match funding. Clerk has also written to the Village Fund trustees to request support
Councillors agreed to allocate £3,000 from the NS&I savings account and discuss the William Oure Charity account at the next Parish Council meeting
Play area
The Groundsman has reinstated the shade canopy for the sum
Correspondence
Letter from Girlings regarding legal costs recovery from Mr Shirley. Noted
Internal Audit Report received from Kevin Funnell. Noted
Letter from Biffa regarding recycling and refuse collection services. Noted
Letter from KCC PROW regarding footpath vegetation clearance. Noted
Email from Came and Company regarding renewal of Parish Council Insurance. Noted
Finances
Finance update for March and April 2013 given to Councillors
The first half of the Parish Precept and CFG has been received.
Next half of Precept and CFG is due in October 2013
Planning applications
Planning application update given to Councillors
There were no planning applications to be considered at this meeting
Audit for 2012/2013
Kevin Funnell, the Parish Council Auditor, carried out the Parish Council Audit on Friday 26th April 2013
Internal Audit Report for 2012/2013 given to Councillors
Kevin Funnell was very pleased with Parish Council procedures
Audit Commission form was signed and Clerk will send to the Audit Commission for the external audit
Items for Information
Parish Council office
It has been a very busy couple of months since the last Parish Council meeting. The Parish Council office at Laurenden Forstal has now been removed. The electricity has been disconnected and the BT line transferred to the village hall
Two new lockable filing cabinets have been purchased and the office is now located in the Audrey Allen room in the village hall
Villages confines pilot
The village confines pilot has progressed extremely well
The workshop group last met on 17th March to discuss Ashford Borough Council’s feedback and have produced a revised plan taking Ashford Borough Council’s feedback into consideration
Clerk met with Martin Vink at Ashford Borough Council offices on 2nd May to start to hone the workgroup notes that accompany the confines map
The proposed confines seem to be fine apart from the depth of the field adjacent to Orchard Lane, which Ashford Borough Council want brought back to the rear boundary of the adjacent properties
Clerk has spoken to David Cox and he is aware of the importance of resolving this issue and is working hard to do so. Hopefully, this issue will be resolved in the coming weeks.
Martin Vink did say that he would hope to have this all wrapped up by the autumn, subject to the public consultation and Ashford Borough Council and Challock Parish Council fully endorsing the proposals
Clerk confirmed that as soon as the final draft of the accompanying notes is complete the workshop will meet again
War memorial
Clerk submitted pre-application advice for the war memorial in the hope that it could be carried out as permitted development
Ashford Borough Council advised that a full planning application would be required and this was duly submitted at a cost of £97.50
However after examining the size and the proposed location of the war memorial, Ashford Borough Council agreed that this could be carried out as permitted development and the application fee of £97.50 has been refunded
Revised quote received from Deryck Sutton in the sum of £2,713.90 for the supply, including engraving, and installation of the war memorial, excluding the base
Clerk to liaise with Deryck Sutton to confirm the names/dates for engraving
The Parish Council is still waiting for payment of the £2,000 Leahurst easement fee before moving forward with this project. Community Ward Member Grant of £609.40 already received from David Robey towards the war memorial
Councillors agreed to proceed with the purchase and installation of the war memorial once the easement fee has been received. Councillors would like the memorial to be positioned more centrally on the grass area outside Laurenden Forstal
Clerk has written to the Leahurst developer confirming the charge and conditions with regard to the creation of the new central access and reinstatement of the existing hedge
Clerk contacted the developer on 21st May 2013 and he has assured Clerk that he would pay the easement fee in the next 14 days
Update from Ashford Kent Association and Local Council (KALC) and Parish Forum
Akile Clinton updated Councillors with latest news from KALC Ashford Area Committee meeting
Ashford Borough Council praised the work done so far for the Confines pilot
David Robey is part of Ashford Borough Council’s new cabinet (Planning and Development) and we will congratulate him at our next meeting
Bonfire night 2013
The village bonfire and fireworks have been booked for 2nd November 2013. Chairman asked the Clerk to notify the Parish Council Insurance Company and arrange removal of the turf for the bonfire
Open meeting
Mr Drew thanked the Parish Council for filling the pot holes on the Lees tracks
Mr Hook asked for lighting to be provided at the entrance to the village hall car park. Possibly a solar powered light/bollard or reflectors could be installed. It was agreed that the Clerk should investigate options
Colin and Mel Batt will be organizing the Goose Fair for 2013 only and a new organizer is required after this. Councillors requested the Clerk to place an article in the Forester asking for a volunteer(s)
Remaining Parish Council meeting dates for 2013
Thursday 25th July
Thursday 19th September
Thursday 28th November
