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

 


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