COUNCIL MEETING
8.00PM ON THURSDAY 4th OCTOBER 2018
 HOLMBURY ST MARY VILLAGE HALL, FELDAY GLADE, HOLMBURY ST MARY RH5 6PG 

AGENDA

If there is additional information for an Agenda Item, the item number will be displayed in green as a link.  Please click on the link to access the information.

 REF  ITEM  LED BY
  Presentation to Joy Millett for her work as Clerk to Shere Parish Council 2013-2018  RD
 18/106 To accept apologies and reasons for absence in accordance with the Local Government Act 1972, Schedule 12, para 40  Clerk
 18/107 Declaration of Disclosable Pecuniary Interests (DPIs) by Councillors on any of the agenda items below in accordance with The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012. (SI 2012 No. 1464)  Chairman
 18/108 Declaration of gifts or hospitality over £25. Members are reminded that once a declaration of gifts or hospitality has been made then a new Form of Financial and Other Registerable Interests must be completed  Chairman
 18/109 SHORT ADJOURNMENT TO ENABLE THE PUBLIC TO ADDRESS THE COUNCIL
 18/110 Approval of the Minutes of the Council meeting held on 11th September 2018  Clerk
  ITEMS FOR DECISION:
 18/111 Accounts for the year 2018/19
To note that the Responsible Finance Officer, in consultation with the Chairman and Vice-Chairman of the Finance Committee, has undertaken the following tasks. It is RECOMMENDED that this action is RATIFIED.

  • confirmed the scope of the internal audit for 2017/18; approved the internal audit plan setting out proposals for the internal auditor; confirmed that this properly takes account of the corporate risk (i.e. the controls and procedures within the Council which minimise the risk of the Council not being able to function or carry out what it sets out to do)
  • agreed that the minimum tests proposed in the audit plan, together with the inspections carried out by the Internal Auditor and the Chairman of the Parish Council, are adequate and effective for the Council’s internal audit purposes
 RFO
 18/112 Finance matters

  • Approval of income and expenditure for September 2018
  • To note bank reconciliations for month ended September 2018
  • To note income and expenditure against budget to end of September 2018
  • To note VAT expenditure for September 2018
  • To note acceptance of the 3 Year Long Term Agreement with Zurich for the Council’s insurance from 1 October 2018 at a cost of £2427.27 per annum (subject to no change in sums insured, levels of indemnity and claims history)
  • To APPROVE and ACCEPT the annual return, including the external auditor’s certificate
 RFO/RD

 

 

 18/113 Donations:

    1. to receive a position report on donations
    2. To consider a request for Donation to Access-dance – primary school dance festival for local schools (amount not specified) and to note Tillingbourne School has signed up for this project.
 RFO
 18/114 Policy for Access across Parish Council land – consideration of wording of the following statement within the policy:
‘The amount to be charged will be a percentage of the difference between the value of the property with a right of way, and the value without’
 Clerk/RD
 18/115 Document Retention Scheme – to consider adoption of the SALC policy, following the receipt of any comments from Councillors regarding the scheme.  Clerk/RD
 18/116 Grievance Policy & Disciplinary Policy – to consider adoption of policies  Clerk/RD
 18/117 Shere & Peaslake Scout Group Bonfire Night – consideration of the request to use Goose Green on Friday 2nd November 2018  Clerk/RD
 18/118 Peaslake Farm Steering Group – to receive a report of the meeting held on 4th October 2018  RD
 18/119 Peaslake Farm Fields – to receive an update  RD
 18/120 Thames Water – to note the conclusion of Thames Water regarding flooding in Peaslake  RD
 18/121 Surrey Hills proposals for environmental enhancement/de-cluttering of road signs in Holmbury St Mary – to consider the proposals following the site meeting on the 24th September 2018  Clerk/RS/CC/BA
 18/122 Police Matters –to consider any matters that need to be brought to the attention of the Police.  ALL
  ITEMS TO NOTE:
 18/123 Chantry Lane footbridge – To note an update on repairs  Clerk
 18/124 North Downs Line Steering Group – to note Councillor G Reffo has volunteered to attend the next meeting in the place of A Collingwood.  Clerk
 18/125 Human Resources – to note an update on the position of Clerk & Responsible Financial Officer and Assistant to the Clerk  RD
 18/126 Councillors’ Business (for noting or including on the agenda for the next meeting)  ALL
 18/127 Clerk’s Report (for noting, delegation to the Clerk or inclusion on the next agenda)  Clerk
 18/128 Date of next meeting: 8pm Tuesday 6th November 2018 at Tanyard Hall, 30 Station Road, Gomshall GU5 9LF  Clerk