MINUTES OF THE COUNCIL MEETING
HELD ON MONDAY 4
th March 2024 AT 7.00 PM IN THE JUBILEE ROOM
PRESENT: Cllrs S. Moore (Chair), A. Price (Vice Chair), J Hutchinson, H Kendall, Y Perrett,
W Evans.
In attendance: N Rapley, Clerk to the Council
3 Members of the Public
1. APOLOGIES FOR ABSENCE
None were received.
2. DECLARATION OF INTEREST
Cllr Price declared a pecuniary interest in agenda item 5d – website development and email provision
as she has undertaken work for the owner of Lumni.
Cllr Moore declared a pecuniary interest in agenda item 5d – website development and email
provision as he has undertaken work for the owner of Lumni.
Cllr Perrett arrived at 7.05pm.
3. MINUTES OF PREVIOUS MEETINGS
The minutes of the Council meeting held on Monday 5
th February 2024 were APPROVED by
Councillors present at that meeting and signed by the Chairman as a true and accurate record.
4. REPORTS FROM BOROUGH AND COUNTY COUNCILLORS, CLERK & RFO.
The Clerk and RFO’s reports were circulated prior to the meeting. Cllr Perrett gave a brief update on
the recent full Borough Council meeting. No other reports were received.
5. RECREATION, PLANNING AND ENVIRONMENT
(a) D Day 80th Anniversary Commemoration
Following a review of arrangements to date, it was AGREED:
i) For the Clerk to purchase a ceremonial flag, and to liaise with the Scouts regarding the
most appropriate size for their flagpoles. A budget provision of up to £74.40 was
approved.
ii) It was also AGREED that the Clerk will purchase 20 handheld lanterns with a budget
provision of up to £250.00 approved.
iii) It was further AGREED that a budget provision of up to £500 be made for the Clerk to
purchase a beacon brazier.
The rolling checklist was updated and will return to a future meeting if required.
(b) Grounds Maintenance Contract
After considering the quotations provided, it was AGREED to accept the quotation from Nigel
Jeffries Ltd to deliver the ground maintenance requirements for the next four years.
(c) EV Charge Points
After reviewing the report provided, it was AGREED that the Clerk will register the Councils initial
interest in providing charge points, pending further information being sought as to the suitability of
the car park at the Village Hall. The Clerk will report back to a future meeting.
Cllr Moore and Cllr Price left the meeting prior to the next item and Cllr Kendall took the Chair.
(d) Website Development and Email Provision
The information and quotations provided were reviewed, and it was AGREED to accept the
proposal from Netwise to redevelop the website and provide email services to the Council in the
future.
Cllr Moore and Cllr Price rejoined the meeting and Cllr Moore re-took the Chair.
6. ADMINISTRATION / FINANCE
(a) Policy review
The updated risk assessments were REVIEWED and ADOPTED.
(b) Annual Parish Assembly update
The current arrangements in place for the Annual Parish Assembly on Friday March 22nd in the
Jubilee Room were NOTED.
(c) Village Hall Celebration
Following a discussion, it was AGREED that Council would purchase two noticeboards to enable
the Trustees of the Village Hall to facilitate arrangements for the celebration of 150 years since
the opening of Shaftesbury Schools Chapel. The boards will then be stored in the hall for future
use by the Community. The Trustees will forward the details of the boards to the Clerk and a
budget provision of up to £500 was made.
It was also NOTED that the boards will be added to Councils asset register.
(d) Official Portrait of HM King Charles III
Following a discussion, it was AGREED that the Clerk will order the complimentary framed
portrait of the King made available by the Government. Further discussions may be required
regarding where to hang it.
(e) Surrey Playing Fields Association
After a debate, it was DECIDED to continue with the subscription to Surrey Playing Fields
Association for this upcoming year. It was also AGREED to increase the donation to £50.00.
(f) Pavilion cleaning charges
The letter received from IMS Cleaning advising Council of an increase of 2% for the monthly
pavilion cleaning contract was NOTED.
(g) Councillor allowances.
Councillors considered the report from the Independent Renumeration Panel regarding
allowances for the year 2024/2025 and AGREED to
i) Accept the amount of £1750.00 per Councillor
ii) Accept the amount of £1750 as an additional allowance for the Chair
(h) Internal Auditor
The report from the RFO regarding the appointment of an internal auditor was received and its
contents NOTED. The RFO and Clerk will proceed with the applicant,
i) Payment of Accounts and Financial Statement
The financial position to 29th January was NOTED, payments were APPROVED, and the signing
of cheques was AUTHORISED.
There being no other business, the meeting was closed at 9.18pm
**THE NEXT MEETING WILL TAKE PLACE ON MONDAY 8
TH APRIL IN THE PAVILION*