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Minutes of Thakeham Annual Parish Council Meeting – Monday 16 May 2016, Thakeham Village Hall
Meeting opened: 7.30 p.m.
Present: Mr A Hunt Mrs C Hounslow Ms C Instance
Mr E Linnell Mr D MacEachern Ms F McConnachie Mr N Prince Mr D Scott Kerr Mr J Smith*
Mr R Taylor
*New member co-opted under item 21
In attendance Cllr J Blackall District Council
Cllr D Jenkins District Council
Mr O Richards Clerk to the Council
Members of the public
18. To elect a Chairman
Cllr Hunt was re-elected to the Chair of the Parish Council.
19. To receive the Chairman’s Declaration of Acceptance of Office
Cllr Hunt made a Declaration of Acceptance of Office in the prescribed form.
20. To elect a Vice-Chairman
Following nomination and seconding by Cllrs Prince and McConnachie, Cllr Instance was elected as Vice-Chairman.
21 . Council vacancies – to consider nominations for co-option
Cllr MacEachern nominated Mr James Smith to fill a vacancy on the Council, this was seconded by Cllr Hounslow. It was agreed that Mr Smith be co-opted as a member of the Council. A declaration of acceptance of office was received from Cllr Smith.
22. Apologies for absence
Apologies were received and accepted from Cllr St Clair.
23. Interests of members
No interests were declared on any of the agenda items below. In relation to the Register of Members’ Interests, it was noted that Cllr Instance intended to submit an updated entry, but no other members had changes to make.
24. Minutes of the last meeting
Minutes of the last meeting of the Parish Council held on 18 April 2016 were approved and signed.
25. Appointment of Neighbourhood Planning Committee
25.1 The following were appointed to the Planning Committee:
Cllrs Hounslow, Instance, MacEachern, McConnachie, St Clair and Taylor.
25.2 The terms of reference were reviewed and confirmed.
26. Appointment of Environment Committee
26.1 The following were appointed to the Environment Committee:
Cllrs Hounslow, MacEachern, McConnachie, Prince and Scott Kerr.
26.2 The terms of reference were reviewed and confirmed.
27. Appointment of Community Committee
27.1 The following were appointed to the Community Committee:
Cllrs Instance, Scott Kerr, Smith, St Clair, and Taylor
27.2 The terms of reference were reviewed and confirmed.
28. Designation of representation on external bodies
Councillors were agreed as the parish’s representatives on external bodies as follows:
HALC Cllrs Instance and Prince
West Sussex ALC Cllrs Hunt and Instance
Chanctonbury CLC Cllr MacEachern
Minerals Liaison Group Cllr MacEachern
29. Standing Orders
The Standing Orders were reviewed and confirmed as still valid.
30. Financial Regulations
The Financial Regulations were reviewed. Council agreed to adopt the minor changes proposed, comprising previously-agreed amendments relating to the move to online banking, and removal of clause 7.24 which was agreed to no long be operationally feasible nor in line with current data protection guidance.
31. Complaints Procedure
The Complaints Procedure was reviewed and confirmed as still valid.
32. Freedom of Information and Data Protection
The Council’s procedures for handling requests made under the Freedom of Information Act 2000 and the Data Protection Act 1998 were reviewed and confirmed as still valid.
33. Other formal matters
33.1 Land and Assets
The inventory of land and assets at close of 2015/16 was reviewed and noted. It was agreed to clarify, for the 2016/17 year-end inventory, a cost threshold at which equipment should be added.
33.2. Annual Subscriptions
It was agreed that annual subscriptions be renewed as follows:
Horsham Association of Local Councils (HALC): last renewed June 2015 at £15
West Sussex ALC Ltd (SALC) and National Association of Local Councils (NALC): last renewed April 2016 at £524.22
CPRE: last renewed January 2016 at £36
Society of Local Council Clerks: last renewed March 2016 at £187
The Council’s policy for dealing with the press/media was reviewed and confirmed as still valid.
33.4 Service of Summons
It was agreed that service of summons on councillors confirming the time, date, venue and the agenda for a meeting by delivery or post at their residences at least 3 clear days before a meeting is not expedient and therefore such summons will be served electronically on those Councillors with the appropriate facilities provided it contains the electronic signature and title of the Proper Officer.
34 Insurance Cover
It was confirmed that this was the second year of a three-year insurance agreement, which provided appropriate cover in respect of all insured risks.
35. Report on Action Items
201.2 Abingworth stakeholder arrangements: legal resources/models obtained and work in hand.
228.1 Dangerous new opening on W Chiltington road: Highways see no basis for further action.
246.2 Fallen pole at southbound Abingworth bus stop: stump now removed
247 Monaghan’s Mushrooms: progress vs. commitments relating to investment on the Chesswood site. Monaghan’s management approached, response awaited (chasing).
264.2 Water Lane roundabout, use of S106 funds: after further representations, meeting arranged for 8 June.
5. Draft response to revised Joint Minerals Local Plan Coming to Neighbourhood Planning 23 May
7.1 Abingworth LEAP facility. Positive meeting with HDC/Oakford 11 May
7.2 Meeting with Crest Nicholson: Cllr Scott Kerr had arranged a meeting for 28 May. It was noted that the first show home would open shortly.
9. Parish Design Statement. Councillors delegated seeking a meeting date
14.3 New members for Village Hall Management Group: notices put in newsletter and on website.
Oakford marketing - request lodged to speed up website pre-sales development.
HDC: consultation on CIL draft updated plan/policy: Council agreed to delegate to Neighbourhood Planning Committee.
WSCC consultation re. Joint Minerals Local Plan: Council agreed that Neighbourhood Planning Committee’s meeting of 23 May should review.
Neighbourhood Plan: correspondence with HDC re. delayed start of examiner’s work.
2016/17 Environmental Cleansing Grant confirmed (£2096; up 1.6%)
Playgrounds: notification of upcoming annual inspection.
Rights of Way: correspondence with WSCC re. scheme agreed by Environment Committee.
Village Hall: ongoing correspondence re. costs/feasibility of installation of a defibrillator.
Local press: County Times interested in doing a piece on Abingworth. Council agreed to take forward, jointly with the developers/contractors (Action: Clerk)
WSCC: proposed changes affecting Household Waste Recycling Sites: Council agreed to delegate to Environment Committee decide whether/how to respond.
• HDC Public Spaces Protection Order consultation: Council agreed to delegate to Community Committee decide whether/how to respond.
37.1(a) Bank Reconciliation
The bank reconciliation as at 31 March 2016 was received, and the level of the parish’s current cash balances were noted.
37.1(b) Explanation of Variances
The explanation of variances for the year ended 31 March 2016 was received.
37.2 Annual Return: Governance Statement
It was agreed that the Annual Governance Statement contained in the Annual Return for the year ended 31 March 2016 be approved.
37.3 Annual Return: Statement of Accounts
It was agreed that the Statement of Accounts contained in the Annual Return for the year ended 31 March 2016 be approved.
37.4 Financial Performance
A report on the current financial year to 30th April 2016 was received.
A report on the current bank balances was tabled and the following were approved for payment:
C A Blundy: Litter Warden 222.00
The Sign Shop (dog waste signs for HBL playground) 36.00
Came & Co. (Insurance cover for 2016/17) 1245.06
Staples UK (Office stationery Invoice 1F826400) 156.41
Alocalprinter (Spring 2016 Newsletter) 190.00
MA Garden Maintenance (repairs to HBL play area fencing) 660.00
MandD Services (Spring 2016 newsletter delivery) 44.32
Greenserve (outdoor maintenance April) 471.00
Playsafe Playgrounds Ltd (resurfacing in HBL play area) 2818.80
Gross salaries including PAYE/NI, Clerk’s expenses, pension 2146.37
38. Reports from Councillors
38.1 Cllr Blackall reported that HDC were tightening-up arrangements relating to Advisory Groups.
38.2 Cllr MacEachern reported that he and a neighbour had taken over vegetation management around the Furze Common toddler playground. It was agreed that Cllrs MacEachern and Smith, and the Clerk would liaise to clarify land ownership boundaries in this area.
38.3 Cllr Prince flagged the success of the Annual May Day walk and Council agreed to thank the owner of Bacons Land wood for access. (Action: Clerk) Abingworth works had recently disrupted overflow parking and electric supply to the Village Hall: solutions were being progressed with the contractor.
38.4 Cllr Instance flagged the new Tesco-sponsored Groundworks fundraising scheme for adopting new open spaces, and Council agreed to remit consideration of this to Environment Committee.
39. Public Participation Session
No matters were raised by members of the public.
40. Chairman’s Announcements
Cllr Hunt invited members and those attending to remain for the Annual Parish Meeting.
41. Any other business for noting or inclusion on a future agenda
There was none.
Date of next meeting: Monday 20 June 2016 at 7.30 p.m.
Meeting closed: 7.15 p.m.
Minutes Thakeham Parish Council – 16 May 2016 first show home would open shortly.