012 APOLOGIES FOR ABSENCE

Apologies for absence were received and the reason accepted from Cllr Stevens who was engaged on a work commitment.

013 DECLARATIONS OF INTEREST – None.

014 MINUTES OF THE PREVIOUS MEETING

The minutes of the meeting held on 23 June 2003, having been previously circulated, were approved as a true and correct record and signed by the Chairman.

015 REPORT OF MATTERS ARISING NOT DEALT WITH ELSEWHERE ON THE AGENDA

The clerk reported that no progress had been made over the summer on the filing and Best Value policy document due to other work pressures.

016 EXTERNAL AUDIT 2002-03

The clerk reported that the audit had been completed on 1 September 2003 with no adverse comment from the Auditors. The Committee was pleased to note this outcome, it being one the main requirements for Quality Parish Status, and congratulated the clerk. The clerk was instructed post the required Notice of Completion of Audit on the Council’s notice boards.

017 REVIEW OF THE CURRENT FINANCIAL POSITION

The Responsible Financial Officer produced a summary of transactions and balances to 31 August 2003. It was noted that there had been no unusual or unexpected activity and that the budget was progressing as planned, albeit slowly in terms of expenditure on some projects. In view of the change to the way in which Playscheme has been managed this year, it was proposed by Cllr Chambers, seconded by Cllr Anderson and unanimously agreed to recommend adjusting the relevant sub-committee budget by reducing the income anticipated from £3,000 to zero and expenditure from £6,000 to £3,000.

Cllr Anderson, Chair of the Allotments Committee, warned the Committee that it was extremely likely that expenditure on the preparation of the ground, water supply and highways access would need to be much greater than originally anticipated when the budget was set due to problems which had since arisen. The Committee agreed to review the matter when the Allotments Committee has presented its next report to Council.

It was proposed by Cllr Auger, seconded by Cllr Fisk and unanimously resolved that Cllr Anderson should approach Baytree Nurseries with regard to the supply of daffodil bulbs at a possible discount for community planting over the autumn months.

The clerk reported that the second instalment of the precept in the sum of £32,990 had been received and banked.

018 APPLICATION PROCESS FOR QUALITY PARISH STATUS

The Committee studied the requirements set out in the scheme document. The Committee was pleased to note that very significant progress has been achieved over the last 12 – 18 months in preparation for Quality Parish Status but noted that in respect of some of the mandatory requirements, more work was required in order to confidently submit a robust application.

The areas concerned relate to apologies and reasons for absence being properly given by members not able to attend meetings, publication of an annual report to a prescribed format, issue of a newsletter on at least four occasions per year and increased consultation with residents of the parish. It was agreed that a case could be made for the majority of the discretionary elements but with additional work this case could be further strengthened. It was also noted that the clerk would not be in a position to submit the portfolio for accreditation until December at the earliest due to some of the requirements being of a time/date critical nature.

As it is not yet known what discretion the Panel will be able to use on each element, it was proposed by Cllr Chambers, seconded by Cllr Anderson and unanimously agreed to recommend that an application is delayed until such time as the Committee is confident that it can be successfully submitted.

Furthermore, it was proposed by Cllr Stevens and seconded by Cllr Anderson to recommend that the Annual Parish Meeting be moved from late March to early May to enable the inclusion of timely accounting information in the publication of the Annual Report.

019 DATE OF NEXT MEETING - Thursday, 18 December 2003 at 7.45pm.

There being no further business, the meeting was closed at 8.50pm.