ASHMORE PARISH COUNCIL
Minutes of the Annual General Meeting
held at Ashmore Village Hall
on Monday 10th May 2021 at 7 pm
Present:-
Philip Hamilton (PH)
Gilly Forge (GF), Andrew Featherstone (AF) Philippa Kelway-Bamber (PKB), Annette Ruff (AR)
Dorset Cllr. Jane Somper
Clerk – Vivian Hitchmough (VH)
6 members of the public
2021.06 Apologies Sara Milton (SM)
2021.07 Election of Chairman and Vice Chairman
| Position | Name | Proposed | Seconded | |
| Chairman | Philip Hamilton | PKB | AR | |
| Vice Chairman | Andrew Featherstone |
PH |
AR |
|
| Councillors | ||||
| Philippa Kelway-Bamber |
PH |
GF |
||
| Gilly Forge | PH | AR | ||
| Annette Ruff | PH | PKB | ||
| Sara Milton | PH | AR | ||
The Declaration of acceptance of Office forms were duly signed and witnessed by the Clerk.
2021.08 Election of Officers
| Position | Name | Proposed | Seconded | |
| Planning | Andrew Featherstone | PH | GF | |
| Tree Officer | Gilly Forge | PH | AR | |
| Pond Representative
|
Constantine Lindsey
|
PH |
AF |
|
| Airfield Officer | Andrew Featherstone
|
PH | AR | |
| Playground Representative | Paul Whetham
|
PH
|
AR
|
|
| DAPTC Officers | Philip Hamilton
Andrew Featherstone |
GF |
PKB |
|
| Defibrillator Officer | Andrew Featherstone | PH | PKB | |
2021.09 Minutes of the Annual General Meeting of Monday May 2020 were agreed as a true record and duly signed.
2021.10
Chairman’s Report
Planning
In the last year of the council there were four planning applications that we were consulted on. We raised no objections and all were approved.
There were two applications to carry out works to trees, one of which concerned trees by the pond. We raised no objections and both were approved.
Filly Loo
The Filly Loo was not held in 2020 because of Covid-19 lockdown.
Pond
No further action has been taken on finding the hole in the pond.
Playground
Paul Whetham and his team have continued to look after the playground, for which many thanks. Unfortunately, with the Lockdown, he has had to put up a notice saying not to use.
Thanks
As in previous years I asm grateful for the help and support I have received during the year from parish councillors and our Dorset Councillor, Jane Somper.
As usual, our Clerk, Vivian Hitchmough, has been a great help to me and I am very grateful to her for all she does. Although she had wished to step down as clerk, she has agreed to continue as clerk for which I am very grateful.
2021.11 Annual return and draft accounts for the year to 31.3.2021
The draft accounts had been prepared and the internal audit had been completed successfully. The sum of current and deposit bank accounts at year end is £ 2975 as agreed with the audit statement
The Annual Return and Governance statement was agreed and duly signed and approved to be published on the web site. The certificate of exemption AGAR 2020/21 Part 2 was duly signed and will be returned to auditors.
Proposed PH Seconded PKB
2019.19 Asset Risk Assessment
| RISK ASSESSMENT | |
| Financial and Management Systems | Approved with no changes |
| Council assets | Approved with no changes |
| Pond
Playing Field Playground Bus Shelter Filly Loo Notice Board Telephone Box |
Approved with no changes Approved with no changes |
| Data Privacy Notice | Approved with no changes |
The Chairman explained that in previous years the War Memorial has not been listed as an item for third party risks but has been added to the policy to run from the end of May 2021.
It was thought that it should be covered for all risks in case of damage by a vehicle that does not stop or damage by vandals. The Chairman agreed to find out what the cost would be.
The Chairman closed the meeting at 7.15 pm