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Chart sutton parish council minutes of the annual meeting of the council


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CHART SUTTON PARISH COUNCIL

MINUTES OF THE ANNUAL MEETING OF THE COUNCIL

HELD ON MONDAY 11TH MAY 2009

AT CHART SUTTON VILLAGE HALL

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

IN ATTENDANCE:- One parishioner was in attendance throughout the meeting.



1.

APOLOGIES

Were received and accepted from Cllrs Forknall and Underdown.





2.

ELECTION OF OFFICERS


2.1

Chairman

Cllr Rollinson was nominated by Cllr Majin, seconded by Cllr Waring. 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

Members considered the appointment of a Vice Chairman and it was Agreed to defer this item for consideration at a later meeting.




3.

DECLARATIONS OF INTEREST

Cllr Waring for Item 10.10 being involved with the grass cutting at the Church.




4.

MINUTES OF MEETING HELD ON 6th APRIL 2009

It was Resolved that the draft Minutes be approved as a correct record and the Chairman signed off the official copy.




5.

POLICE MATTERS


There had been no crime figures received but a Member reported a Land Rover had been stolen in Chart Road.


6.

APPOINTMENT of Committees and Council Representatives


6.1

Structure of Committees


It was Agreed that Cllrs Majin and Waring would be the members of Planning and Highways Committee, with Cllr Forknall continuing as Chairman. Cllrs Waring as Chairman together with Cllrs Filby and Underdown would make up Resources and Environment Committee. Cllr Rollinson, as Chairman of the Council, would be an ex-officio member of both Committees. Cllrs Majin, Waring and Underdown would continue to be the Council members on the Pavilion Working Party.


6.2

Appointment of Representatives

The following appointments were made:-








Village Hall Management Committee

Maidstone Police & West Area Parish Council Forum

KALC Area Committee

Local Parishes Group




Cllr Steven Waring

Cllr Carol Filby

Cllr Ann Rollinson

Cllr Ann Rollinson

7.

TRAINING & THE POWER OF WELL BEING

Members discussed the benefits and conditions of using the new Power and Agreed to consider again when the training sessions have been organized.





8.

RESOURCES AND ENVIRONMENT MATTERS





8.1

Community Shop

Members Noted the planning application is currently being considered by MBC. There followed some discussion regarding the initial cost of fitting out the shop and what equipment would be required. A member reported a visit to a shop in Frittenden that operates from a garage and the owner had provided some useful information regarding setting up the shop in a compact space.




8.2

Footpath Walks in Chart Sutton

Members Noted Cllrs Filby, Majin and Underdown had committed to walk the proposed routes together with a member of the Sutton Strollers and would report back to the meeting when further progress had been made.

ACTION: CLLRS FILBY/MAJIN/UNDERDOWN


8.3

Annual Parish Meeting

Members considered the evening had been a success, although it was felt that some reports could have been more succinct and the draft Minutes of the APM were thought to be accurate. Finally, from the Chair Cllr Rollinson proposed “that a payment of £15 should be made to Mrs Rendell in recognition of the help received from her and Mrs Adams in providing the refreshments at the APM”. This was Agreed and later Cllrs Majin and Waring signed cheque number 100609.




8.4

Football Pitch Licences for 2009/10

Members discussed the arrangements for issuing the Licences for next year and Agreed to offer the same fees as the current year to two Vinters teams, and one team each from Beasted FC and Blue Eagles. It was therefore 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




9.

MATTERS OF REPORT


Reports were received from:


9.1

County and Borough Councillors

County Cllr Hotson and Borough Cllr FitzGerald were unable to be present.




9.2

Chairman’s Report

The Chairman presented a report received from the Pavilion Working Party. The report confirmed planning permission has been granted and the next stage would be to agree the building regulations and quantity surveyor specification in preparation for tender.

The Chairman also reported attendance at the KALC Maidstone Area Committee where changes relating to Councillor’s Conduct were discussed and Parish Councillors were encouraged to attend training sessions that will highlight the changes, the dates to be advised.


9.3

Individual Councillors Reports


Cllr Waring reported the Village Hall Management Committee will close the Hall over the Summer months in order to carry out some remedial work to the decoration and this will be an annual event in order to keep the Hall in good order. The Hall continues to be well used and profitable and the Committee has pledged to donate some funds to the Community Shop and Pavilion projects.

Cllr Waring raised the issue of the lack of attention to detail in the reports that appeared in the KM and following discussion it was unanimously agreed that the reporting of Parish activities were less than satisfactory.




9.4

Clerk’s Reports


9.4.1

CiLCA

Members Noted the Clerk has now submitted and passed the section on Power of Well Being and received the Pass certificate for the Certificate in Local Council Administration.




9.4.2

Co-option of Parish Councillor


Members Noted MBC have advised that there has been no letter with ten signatures requesting an election and therefore the Council may go ahead and co-opt and Members discussed possible candidates.


9.4.3

Textile Recycling Bank

Members Noted the textile recycling bank has now been installed at the Village Hall Car Park and LMB are required to be notified when the bank is full. Cllr Rollinson and the Clerk will check the bank on a regular basis. ACTION: CLLR ROLLINSON/CLERK





10.

FINANCE


10.1

Annual Review of Effectiveness of Internal Audit

In carrying out its Annual Review, the Council Agreed that the system of Internal Audit currently in place is effective.


10.2

Statement of Internal Control


In carrying out its Annual Review, it was Resolved the Council approves the Statement of Internal Control and the Chairman signed the official document.


10.3

Annual Report and Audit 2008/2009





10.3.1

Statement of Accounts


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


10.3.2

Annual Return – Statement of Accounts


It was proposed by Cllr Majin, 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.


10.3.3

Annual Return – Statement of Governance

Members considered the Annual Governance Statement contained on page 3 of the Annual Return, determined that the statements numbered 1 to 8 should all be answered “Yes” and statement number 9 should be answered “N/A” then it was proposed by Cllr Waring, seconded by Cllr Majin “that the Statement should be approved”. This was Agreed.




10.4

Budget 2009/2010 Setting and Monitoring


Members Noted a report that showed the 2008/2009 budget and actuals, the preliminary budget for 2009/2010 as previously agreed, the recommended changes, and receipts and payments for April. This was Agreed with the changes as follows.:- Concurrent Functions figure adjusted to actual amount to be received; Inland Revenue On Line Reporting Grant to reflect actual amount to be received; Insurance figures to reflect actual amount of premium; Bank Interest figure reduced to take into account market conditions.


10.5

To note 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:




MBC – Precept

£13,200.00



HSBC – Interest on Reserve Account

1.85










10.6

To approve payments already made


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





SO - Mrs V Stancombe – Net salary for April

£378.31




DD – EDF – Streetlighting

£11.16










10.7

To resolve to make payments as presented for signature

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







100603 – KCS – Stationery (Paper/Filing Trays)

£52.23




100604 – Ringway Infrastructure Services Ltd – Streetlight Maintenance Contract

£32.29




100605 – V Stancombe – Back Pay for April

£44.92




100606– V Stancombe – Reimbursement of Expenses and Petty Cash

£77.48




100607 – South East Water – Pavilion Water Charges

£14.61




100608 – ACRK – Annual Subscription

£35.00










10.8

Annual Renewal of Insurance Cover


Members Noted that the renewal of insurance from 1st June have been received from Allianz, showing the premium increased from £601.99 to £731.53 and noted the increase is mainly due to the picnic benches on the Memorial Playing Field being added to the cover and the increase in Fidelity Guarantee cover. It was proposed by Cllr Majin, seconded by Cllr Rollinson “that the insurance should be renewed with Allianz for the forthcoming year”. This was Agreed and cheque no. 100610 was signed.


10.9

Clerk’s Office Allowance


It was proposed by Cllr Filby, seconded by Cllr Rollinson “that the Clerk’s Office Allowance is increased by £18 per annum to £378”. This was Agreed.



10.10

St Michaels Church

Cllr Majin proposed, seconded by Cllr Filby “that the Council provide £350 to the Church to assist with the cost of the grass cutting in the churchyard”. This was Agreed and cheque no. 100611 was signed.



10.11

Pavilion Electricity Supplier

Members Noted the results of the investigation into comparative electricity suppliers for the pavilion showed with the current payment arrangements the price offered by EDF is competitive with minimal or no savings with an alternative supplier.

11.

CORRESPONDENCE


The following correspondence received since the last meeting was Noted:

  • Agenda Local Development Document Advisory Group – 20th April

  • Kenward Trust New Life Newsletter Spring 2009

  • Report/Record for Decision-Environment-Weekend Freighter Service Review of Fees and Charges

  • Forward Plan of Key Decisions 1 May – 31 August 09

  • Agenda Planning Committee 30th April & 7th May 2009

  • Reports/Record-Regeneration-Diverse Communities & Youth Services / LDDAG-Kent Design Guide, Residential extensions SPD: adoption

  • Reports/Record-Environment – Litter Update

  • KALC Parish News – April 2009

  • Oast to Coast – Spring 2009




12.

DATE OF NEXT MEETING

The next Meeting is on Monday 8th June 2009 at Chart Sutton Village Hall.





There being no further business the meeting closed at 9.35 pm.

Minutes – CSPC – 11/5/09

Page of 4



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