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CHART SUTTON PARISH COUNCIL

MINUTES OF THE ANNUAL MEETING

HELD ON MONDAY 12th MAY 2008

AT CHART SUTTON VILLAGE HALL


PRESENT :- Cllr A Rollinson in the Chair, Cllrs L Majin, A Mercer, S Waring, V Underdown and Mrs V Stancombe, Clerk.

IN ATTENDANCE:- Three parishioners were present at the start of the meeting and Mrs A Gray, KM Correspondent was present throughout the meeting.



1

DECLARATION OF ACCEPTANCE OF OFFICE BY NEW COUNCILLORS


All Councillors elected in the recent uncontested parish election who were present made their Declaration of Acceptance, witnessed by the Proper Officer. The Councillors who were absent had also made their Declarations witnessed by the Proper Officer.


2

ELECTION OF OFFICERS


2.1

Chairman

Cllr Rollinson was nominated by Cllr Waring, seconded by Cllr Underdown. There being no other nominations and all Members being in agreement, Cllr Rollinson was duly elected as Chairman for the forthcoming year and completed the Declaration of Acceptance of Office.




2.2

Vice-Chairman

There were no nominations for Vice Chairman.




3

REGISTER OF INTERESTS

All Councillors completed the Register of Interests as required by the Monitoring Officer.




4

POLICE BUSINESS AND PARISHIONERS QUESTION TIME

Three parishioners were unhappy about loud music that was heard on Sunday night 4th May that went on until at least 3.30 am on Monday morning from a party held by a resident of the parish.

The Clerk reported the crime figures being five incidents of theft from motor vehicles since the last meeting.


5

APOLOGIES FOR ABSENCE


Were received and accepted from Borough Councillor FitzGerald, PCSO Laura Shave, Cllrs Filby and Forknall.


6

CONSIDERATION OF AGENDA ITEMS





6.1

Declarations of Personal or Prejudicial Interest


Cllr Waring for Item 14.5 being a recipient of a cheque.


6.2

Possible Disclosure of Confidential Information


There were no matters that needed to be discussed in private session.


7

MINUTES OF THE MEETING HELD ON 14TH APRIL 2008

Cllr Waring proposed, seconded by AM “that the draft Minutes be approved as a correct record”. This was Agreed and the Chairman signed off the official copy.




8

REVIEW OF STANDING ORDERS

Cllr Waring proposed, seconded by Cllr Underdown “that the Standing Orders be adopted with amendments to the meeting start time to 7.45 pm and the date of adoption of the new Code of Conduct of 14th May 2007” This was Agreed.



9

APPOINTMENT OF COMMITTEES AND COUNCIL REPRESENTATIVES





9.1

Structure of Committees


It was Agreed that Cllrs Majin and Mercer would be the members of Planning and Highways, with PF continuing as Chairman and Cllrs Waring as Chairman together with Cllr Underdown would make up Resources and Environment Committee. Cllr Rollinson, as Chairman of the Council, would be an ex-officio member of both Committees. The Pavilion Working Party was discussed and it was Agreed that Cllrs Majin, Mercer, Waring and Underdown would be the members from the Council with a representative from the Amenities Committee.


9.2

Appointment of Representatives


The following appointments were made for the forthcoming year: -





Village Hall Management Committee

Maidstone Police & Area South Parish Councils Committee

Link with Neighbourhood Watch Scheme

KALC Area Committee (Annual Meeting)

Village Transport Representative

Local Parishes Group




Cllr Waring

Cllrs Majin and Waring

Cllr Underdown

Cllrs Mercer and Rollinson

Borough Cllr FitzGerald

Cllr Rollinson



10

PARISH PLAN





10.1

Parking at Amber Bank


Members noted the Clerk has written to the Utility Companies and is awaiting their responses.


10.2

Pavilion Project


The Clerk was asked to write to the Football Clubs who use the field to establish their thoughts on what is required. It was Agreed that the next stage would be to get some plans drawn up to be further discussed when the views of the Football Clubs had been received. ACTION: CLERK


11

HIGHWAY MATTERS





11.1

Lested Lane Road Sign

Cllr Rollinson reported she has spoken to the owner of Lested Cottage regarding the siting of this sign who is quite happy for the sign to be erected as long as the boundary hedge can be maintained. The Clerk to contact MBC to request the road sign. ACTION: CLERK




11.2

Chart Corner Lay-by

Members noted Highways have confirmed that whilst they have previously made minor repairs to the lay-by, this is private land and as such is not Highways responsibility. The Clerk was asked to write to the residents advising same. ACTION: CLERK




12

RESOURCES AND ENVIRONMENT MATTERS


12.1

EDF – Memorial Playing Field

Members noted EDF have confirmed that while they strongly suspect that the power cut to the Pavilion last Summer was the result of third party damage, they are unable to conclude who was responsible.




12.2

Football Pitch Enquiry & Licences for 2008/09

Members noted an enquiry from Cross Keys Sunday Football Club to use the pitch on Sunday mornings next season but Agreed that one more team playing on the pitch would not be acceptable. It was proposed by Cllr Waring, seconded by Cllr Majin “to offer Licences to the same Clubs for next season at £400 for 12 matches with each additional match incurring a charge of £38.00”. This was Agreed. ACTION: CLERK

It was also Agreed that the Council will arrange and pay for the setting out of the football pitch in mid August prior to the start of the season. ACTION: CLERK


12.3

Market on Village Green

It was proposed by Cllr Waring, seconded by Cllr Mercer “that the Amenities Committee are granted permission to hold the Produce Market on the Village Green from May to October”. This was Agreed.



13

MATTERS OF REPORT


13.1

County and Borough Councillors’ Reports

Cllrs FitzGerald and Hotson were unable to be present.




13.2

Chairman’s Report

The Chairman had nothing specific to report.




13.3

Individual Councillors Reports


Cllr Waring raised the issue of the grass at Ivan’s Field that appears to have been neglected and the Clerk was asked to make enquiries to establish who is responsible for the maintenance to be discussed at the next meeting. ACTION: CLERK


13.4

Clerk’s Reports


13.4.1

Chart Corner – One Way System

Highways have confirmed that following their investigation a one-way system at this location is not feasible as the accident count and traffic speed is not high and these results make it difficult to get funding through the new PIPKIN process.




13.4.2

Stop” Sign at Chart Hill Road/Amber Lane

Highways have confirmed that the sign has been put on the request list and is expected to be implemented in 4-5 months time.




13.4.3

Slapbands – Road Safety

The Clerk reported receipt of the Council’s order of reflective slapbands that would be made available to all households in Chart Sutton on request. It was suggested that a stall could be set up at the Summer Fete to distribute the slapbands and this would be discussed at the next meeting.




14

FINANCE



14.1

Annual Report and Audit 2007/2008


14.1.1

It was proposed by Cllr Underdown, seconded by Cllr Majin “that the Council’s Statement of Accounts should be approved”. This was Agreed.


14.1.2

It was proposed by Cllr Mercer, seconded by Cllr Waring “that the Statement of Accounts contained on Page 2 of the Annual Return to the Audit Commission should be approved”. This was Agreed.


14.1.3

Members considered the Statement of Assurance contained on page 3 of the Annual Return, determined that the statements numbered 1 to 8 should all be answered “Yes”, then it was proposed by Cllr Waring, seconded by Cllr Mercer “that the Statement should be approved”. This was Agreed.


14.1.4
Members were very grateful for the expeditious manner in which Mrs James had conducted the Internal Audit. It was proposed by Cllr Majin, seconded by Cllr Waring, “that the Chairman should purchase a gift up to the value of £30.” This was Agreed. ACTION:CHAIRMAN




14.2

Budget 2008/2009 Setting and Monitoring


Members noted a report which showed the 2007/2008 budget and actuals, the preliminary budget for 2008/2009 as previously agreed, the recommended changes, and receipts and payments for April. It was proposed by Cllr Waring, seconded by Cllr Mercer “that the Youth Project reserves of £181 should be transferred to the Pavilion Project Reserves and that the budget changes should be approved”. This was Agreed with the changes as follows.:- Concurrent Functions to reflect the actual figure to be received, Insurance figure to reflect actual amount of the premium and change to the Clerk’s Salary taking into account salary rise and studying time.


14.3

Income received since the last meeting


The Chairman perused the records and was satisfied that anticipated income for April had been received and that the balances in hand agreed with the Clerk’s records. Actual payments received during the period were:




Bearsted – Additional Match Fees (2007/08)

£132.00




HMRC – VAT Refund (2007/08)

£290.52




MBC – Precept 2008/09

£12000.00




HSBC – Interest on Reserve Account - April

£74.71


14.4

Confirmation of payments already made


It was proposed by Cllr Majin, seconded by Cllr Waring “that the following payments should be ratified”. This was Agreed.








EDF – Streetlighting

£10.88




V Stancombe – Net Salary for April

£343.84




SLCC – Subscription

£8.50


14.5

Cheques for signature

It was proposed by Cllr Majin, seconded by Cllr Mercer “that the Council should approve the following payments”. This was Agreed and the cheques were signed.






100524 – Mrs V Stancombe – Expenses and Petty Cash for April

£128.87




100525 – Chesterford Ltd – Slapbands

£396.99




100526 – Allianz Insurance Ltd – Annual Insurance Renewal

£601.99




100527 – South East Water - Pavilion

£14.50




100528 – CSVH – Hire of Hall 10 Mar, 14 & 28 Apr

£56.70




100529 – KCS – Stationery

£37.60




100530 – P Waring – Harrow of football pitch

£26.44




100531 – Iden Signs – Sign

£112.80




100532 – S Rendell – APM Refreshments

£15.00







14.6

CiLCA

It was proposed by Cllr Waring, seconded by Cllr Majin “that the Council share the cost of the CiLCA registration with the two other councils at £50 each” This was Agreed.




14.7

Members Allowances

In conducting their review of Allowances, Members did not change their view i.e. that allowances should not be paid, but it was confirmed that claims for out of pocket expenses could still be submitted. Members also noted that in cases of emergency or where no public transport is reasonably available, Councillors may travel by taxi cab and claim the amount of fare and any reasonable gratuity paid on presentation of a receipt. It was proposed by Cllr Majin, seconded by Cllr Underdown “that a Chairman’s Allowance of £200 should be made available”. This was Agreed.




14.8

Kenward Trust

It was proposed by Cllr Majin, seconded by Cllr Mercer “that the amount of £35.00 is donated to the Kenward Trust who assist individuals with alcohol and drug problems”. This was Agreed.




15

Correspondence


15.1

Received and requiring action: -


15.1.1

Police Forum Meeting

Cllrs Majin and Waring would attend the next West Maidstone Parish Council Forum on Wed 18th June at 7.30 pm at Marden Memorial Hall. ACTION: CLLRS MAJIN/WARING




15.2

Received since last Meeting and which had been copied to members for information purposes: -


15.2.1

KALC – Parish News – April 2008


15.3

The following items of correspondence received since the last Meeting were noted: -





15.3.1
MBC Forward Plan of Key Decisions 1 May-31st August 2008

15.3.2
St Michaels Church – Letter of thanks for Council’s assistance with grounds maintenance.

15.3.3
BMPC – Newsletter - April 2008

15.3.4
MBC Record of Decision – Environment – Update on Implementation of Kerbside Recycling Service


16

Date of Next Meeting

The next Council Meeting is on Monday 9th June in the Village Hall.






Minutes – CSPC – 12/5/08

Page of 4


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