LITTLE CHART PARISH COUNCIL
Page 50
MINUTES 28
Minutes of the Annual Parish Council Meeting held at The Village Hall, Little Chart
on Tuesday15 May 2012, following the Annual Parish Meeting
PRESENT:Mr R Brasier (Chair), Mrs J Hayward, Mrs J Ladds,
Mr C Wetz
PARISH CLERK: Mrs J Batt
BOROUGH COUNCILLOR: Mrs C Bell
MEMBERS OF THE PUBLIC: There were 4 Members of the Public present for part of the
Meeting.
1. ELECTION OF CHAIRMAN
Miss Laddsproposed Mr Brasier for the position of Chairman, seconded by Mr Wetz.
There were no other nominations. Unanimous
Mr Brasier accepted the position of Chairman for the forthcoming year.
Mr Brasier signed his Declaration of Acceptance of Office.
2. APOLOGIES FOR ABSENCE
An Apology for absence has been received from Mr Diebel (business commitment).
3. ELECTION OF VICE CHAIRMAN
Mrs Hayward proposed Miss Ladds for the position of Vice Chairman, seconded by
Mr Brasier. There were no other nominations.
Miss Laddsagreed to accept the position of Vice Chairman for the forthcoming year.
4. ELECTION OF OFFICERS TO COMMITTEES
Village Hall Committee–Mr Wetz
KALC, Parish Forum and Parish Council Finances – Mr Brasier
Police Committees – Councillors unanimously agreed not to attend meetings
Planning Committee – Mrs J Ladds (Chair), Mrs J Hayward, Mr A Diebel
Mr R Brasier (Ex Officio)
LCPC APCM MINS 28 Page 51
5. DELEGATION OF RESPONSIBILITIES
i. Annual Review of Financial Regulations – August – Mr Brasier
ii. Annual Review of Standing Orders – August – Mr Brasier
iii. Annual Review of arrangements - Freedom of Information Act – August -Mr Diebel
iv. Six Monthly Review of Fixed Assets – September and March – Mr Brasier
v. Six Monthly Risk Assessment – September and March – Mr Brasier
vi. Internal Parish Council Audit –Mr Kevin Funnell
vii. Annual Review of Insurance Arrangements – June – Miss Ladds
viii. Weekly Play Area Safety Check – Mr Diebel
ix. Review of Terms of Reference for the Planning Committee – August – Mr Brasier
x. Councillor with responsibility for Website–Mr Brasier
xi Councillor with responsibility for Noticeboard – Mr Diebel
6. DECLARATIONS OF INTEREST
Mrs Hayward declared an interest in Planning Application No 12/00422/AS as she is a
near neighbour.
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.
7. ACCEPTANCE OF MINUTES
The minutes of the previous meeting were accepted and it was unanimously agreed that
Mr Brasier should sign them.
Proposed Miss Ladds Seconded Mr Wetz
8. MATTERS ARISING
There were no Matters Arising that were not covered on the agenda.
9. PUBLIC INTERVAL
The meeting was opened to theMembers of the Public present from 8.25 – 8.45 pm for
questions and comment.
10. CORRESPONDENCE, FINANCE AND OTHER COUNCIL BUSINESS
Correspondence
Bank of Ireland
Nott Sport
South East Water
Zurich Municipal
Councillor Hicks
ABC Chilmington Green Action Plan
The Kent Men of Trees
Clerk and Councils Direct
KCC Parish Council Legal Scheme
KCC Make Kent Quicker
ABC Green Spaces and Water Environment supplementary Planning Document (SPD)
LCPC APCM MINS 28 Page 52
Adoption of Internally Audited Accounts, review and completion of associated paperwork
Councillors were circulated with copies of the summary receipts and payments for the
Year ended 31 March 2012.
The Clerk reported that the internal audit took place on 17 April 2012. All was in order.
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.
Resolution: Councillors unanimously agreed to accept the internally audited accounts.
Review of System of Internal Control
The Chairman read through this document and signed it.
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.
Bank Balance
The balance stands at £20514.61. Of this £9233 is earmarked for Capital Expenditure.
The funds available for normal expenditure are therefore £11281.61.
Bank Reconciliation
Opening Balance£18120.77 Balance per Bank £21227.62
Plus Receipts 3106.85 Less Uncleared Cheques 713.01
21227.62 20514.61
Less Payments 713.01
Balance 20514.61
Accounts to be Paid
PAYEE / DETAILS / NET£ / VAT
£ / GROSS
£
Mrs J Batt 000262 / Salary
Expenses / 123.80
69.78 / 193.58
The Post Office / Income Tax – Mrs Batt / 30.80 / 30.80
KALC / Subscription / 112.96 / 22.59 / 135.55
Mr K Funnell / Internal Audit Fee 10/11 / 60.00 / 60.00
Broker Network / Insurance Premium / 293.08 / 293.08
Mr M Byles / Materials for notice board / 21.50 / 21.50
TOTAL / 711.92 / 22.59 / 734.51
Councillors unanimously agreed to pay the above accounts.
Mr Wetz reported that Mr Diebel had obtained grant funding towards the Jubilee celebrations.
It was agreed that Mr Diebel should order a mug for every house in Little Chart.
LCPC APCM MINS 28 Page 53
Insurance
Resolution: Councillors unanimously agreed to retain Aviva as our insurers, using
Came & Co as our Brokers.
Self Insured Assets
Resolution: Councillors unanimously agreed to self insure the following:-
The Bench opposite The Swan Inn
The Litter Bins at the Village Hall, Chart Court and opposite The Swan Inn
The Stepping Stones, the Low Beams and the Fencing in the CommunityGarden
The Parish Council Notice Board
The Plantation
The Forstal
The CottageGarden
The Tennis Courts
The Village Hall is insured by the Village Hall Management Committee. Details of
coverare sent to the Parish Council on receipt of renewal information.
Miss Ladds will check the Parish Council’s Insurance policy.
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.
Tennis Courts
During the Annual Parish Meeting a group of residents reported that they had obtained
various quotes for refurbishing the tennis court area.
Following discussion, it was agreed that they would ask the contractors whether it was
feasible to put up a MUGA/tennis court on the site and report back to the Parish Council.
Members Code of Conduct and Declaration of Interests – Email received from KALC
The Clerk is waiting for more information from KALC.
11. VILLAGE RESPONSIBILITIES
Little Chart Forstal
Deferred until the next meeting.
Bus shelter
The Clerk was asked to contact the landlord of the Swan Inn and ask whether they
would have any objection to the Parish Council moving the bus shelter 3 metres to the east.
If they are the Clerk was asked to obtain quotes from local builders to undertake the
relocation.
LCPC APCM MINS 28 Page 54
Village Hall
Mr Tate will spray the Knotweed in mid June/July. He was unable to give a quote
for the work in the field.
Notice Board
Mr Brasier will treat the board once the weather improves.
12. PLANNING
Please see attached list.
Miss Ladds continues to monitor the Biogas appeal. A petition is being circulated
and Miss Ladds has asked to meet with members of ABC. She will make
representations on behalf of Little Chart Parish Council at the appropriate time.
13. ITEMS TO BE REPORTED TO THE COUNTYLENGTHSMEN
The road outside of North Lodge.
14. FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS
The next meeting will be held on 7 June to discuss and try and resolve various
outstanding issues.
.
There being no other business the meeting closed at 9.55 pm.
Signed…………………………………………………… Dated …………………………………
Mr R Brasier, Chairman
LITTLE CHART PARISH COUNCIL
RECORD OF PLANNING APPLICATIONS
2012
FOR MEETING TO BE HELD 15 MAY 2012
12/00414/ASForstal Gate, Ram Lane, Little Chart, Ashford, Kent, TN27 0PU
Amendment to approved Listed Building Consent reference 12/00131/AS to include the change from full cellar under new extension to "spiral" wine cellar
Parish Council: Support
12/00422/ASCalehill House, CalehillPark, Little Chart, Ashford, Kent, TN27 0QG
Removal of existing plastic sheeted roof, timber framed leaded windows, timber framed door and stone stall riser to front elevation of existing conservatory and complete interior strip out. Installation of new lead roof with two conservation roof lights, new oak framed, leaded light windows to match main dwelling, new oak framed door to match main dwelling and new stall riser in brickwork to match main dwelling. New internal fit out.
Parish Council: Support
12/00479/ASForstal Gate, Ram Lane, Little Chart, Ashford, Kent, TN27 0PU
Alteration to structural tie beam for full height door opening
Parish Council: Support
Decision Notices received from ABC
12/00082/ASThe Nook, The Street, Little Chart, Ashford, KentTN27 0QB
Installation of nine modular solar panels on roof of corrugated iron “barn”,
adjacent to grade 2 listed dwelling
Borough Council: Permit
12/00130/ASForstal Gate, Ram Lane, Little Chart, Ashford, KentTN27 0PU
12/00131/AS1) Erection of a single storey rear extension with cellar and covered area, demolition of dormer window and chimney and replacement rooflights
2)Rear extension and internal alteration and refurbishment
Borough Council: 12/00130/AS – Permit
12/00131/AS – Grant Consent
KCC/AS/0534/2011 Agricultural Lane off Pluckley Road, Charing, Kent
Phased extraction and processing of sand and subsequent restoration
County Council: Returned to Applicant. No further action to be taken