MINUTES OF THE ANNUAL MEETING OF THE STOKE PARISH COUNCIL HELD ON WEDNESDAY 9 MAY 2007 AT 7.30 P.M. AT THE VILLAGE HALL 

MALLARD WAY LOWER STOKE. 

The Chair welcomed the members to the meeting. 

PRESENT: Councillors: Cllr B Stone Chair, Cllr, Cllr Mrs P Wade, Cllr G Barron, Cllr Mr G Blackman, Cllr Mr J Luck, Mr R Morrad Clerk. 

1. ELECTION OF CHAIRMAN. 

Min 022.07: Cllr Mrs P Wade proposed Cllr B Stone, seconded by Cllr G Barron. No other nominations were received. A vote was taken and it was resolved that Cllr B stone be elected for the ensuing year. 

2. TO RECEIVE THE CHAIRMANS DECLARATION OF ACCEPTANCE OF OFFICE. 

Min 023.07: Cllr B Stone duly signed his acceptance of office as Chairman. 

3. ELECTION OF VICE-CHAIRMAN. 

Min 024.07: Cllr Stone proposed Cllr J Peters, seconded by Cllr J Luck. No further nominations were received. A vote was taken and it was resolved that Cllr J Peters be elected as Vice Chairman for the ensuing year. 

4. DECLARATIONS OF INTEREST FOR ITEMS ON THE AGENDA EITHER PERSONAL OR PREJUDICIAL. 

Min 025.07: None received. 

5. DECLARATION OF ACCEPTANCE OF OFFICE (ALL MEMBERS) 

Min 026.07: The clerk in his role as Proper Officer of the Council reported that all members had signed their acceptance of office prior to the Council meeting tonight. 

6. APOLOGIES FOR ABSENCE. 

Min 027.07: Cllr J Peters, Vice Chairman. Cllr P Hicks. 

7. ADOPT NEW CODE OF CONDUCT – FOR PARISH AND TOWN COUNCILS 

Min 028.07: The clerk reported the significant changes in the new code of conduct of which members had received a draft version. It was reported that section 12.2 is optional, this allows a person with a prejudicial interest in any business of the authority to attend a meeting but only for the purpose of making representations, answering questions or giving evidence relating to the business, provided that the public are also allowed to attend the meeting for the same purpose, whether under a statutory right or otherwise. It was proposed that the council adopts the Code of Conduct as laid out including 12.2 sections by Cllr J Luck, seconded by Cllr Mrs P Wade. A vote was taken and it was resolved to adopt in full. Action Clerk to inform the Standards Board and Medway Councils Monitoring Officer. 

8. TO APPOINT REPRESENTATIVES TO OUTSIDE BODIES: 

Min 029.07: The following nominations were proposed by Cllr J Luck, seconded by Cllr Mrs P Wade, The following was resolved: 

Rural Liaison Cllr B Stone. 

KAPC Cllr Mrs P Wade. 

Police Liaison Cllr G Blackman. 

Village Hall Cllr Mrs P Wade. 

9. TO APPOINT COMMITTEES IF REQUIRED. 

Min 030.07: It was resolved that the Parish Council did not require any committees as all members should have an opportunity to attend and vote on all issues relating to the Village. 

10. CHAIRMANS ALLOWANCE. 

Min 031.07: It was resolved that the chairman's allowance should continue at the budgeted figure of £50.00. 

11. MINUTES OF THE MEETING HELD ON 4 APRIL 2007. 

Min 032.07: The minutes 001.07 to 021.07 of the meeting held on the 4 th April were proposed by Cllr J Luck, seconded by Cllr Mrs P Wade. It was resolved as a true record and signed by the Chairman. 

12. MONTHLY ACCOUNTS FOR PAYMENT APPENDIX C & CI 

Min 033.07: The monthly accounts as laid out were proposed by Cllr Mrs P Wade and seconded by Cllr G Barron. These were resolved for payment. Action Clerk. 

13. PLANNING APPLICATIONS AND DECISION – APPENDIX A. 

Min 034.07: Application MC 2007/0675. The Ship Public House. Demolition of existing building and redevelopment providing 5 houses. Cllr J Luck proposed the following, seconded by Cllr G Barron. That the Parish Council objects to the proposed development on the following grounds. Over intensification of the site, pointing out that this is not a town centre but a rural village so 5 houses is not appropriate 4 would be a maximum. 

Min 035.07: Application MC 2007/0544. Land opposite “Rockery Nook” Vicarage Lane, Upper Stoke. The construction of a 3 bedroom chalet-bungalow with associated off-road parking. The parish Council raises no objections to the proposed development, but that Medway Council should agree a long term plan to keep as many trees on the site as possible. 

This was resolved. Action Clerk to inform Medway Council. 

14. CORRESPONDENCE – APPENDIX B 

Min 036.07: As listed in appendix B. The clerk was requested to contact the person who had emailed the council regarding anti social behaviour, damage to vehicles, and poor street lighting. 

Also received from the same person concerns regarding Medway Council proposals to barrier the road each day to allow a walking bus to Stoke School. Action Clerk. 

Min 037.07: The friends of Stoke school have requested permission to use Button Drive play park as a car park on the 7 th July the day of the Annual Fete. 

Members all agreed. clerk to inform them. Action Clerk. 

15. COMMITTEE REPORTS. 

Min 038.07: Cllr J Luck reported that he had turned up for a Police meeting which had been cancelled by the Police on the grounds that the meetings are negative and non productive. He had not been informed of the cancellation. He was later informed that letters had been sent out by the Police. 

Min 039.07: KAPC Area report. A copy of the last meeting had been sent to all members. Nothing further to report. 

16. AGREE AND SIGN AUDIT RETURN 

Min 040.07: The annual audit return has been passed by our internal auditor and now needs to be sent to the District Auditor. This was proposed by Cllr J Luck, seconded by Cllr G Barron. And resolved by members. Action Clerk. 

17. PLAY PARKS WORKS AND CONTRACTS (RoSPAR REPORT). 

Min 041.07: Members agreed to obtain a quotation to cover the medium risk and maintenance items on the report. Action Clerk. 

18. STOKE CAR PARK – CLEANING 

Min 042.07: Members requested the clerk to obtain a quote to clean up the car park and then investigate the possibility of a regular cleaning schedule for the area. Action Clerk. 

19. WEB SITE/IT. 

Min 043.07: The clerk reported that a number of updates had been put on during the last month. 

20. HIGHWAYS & TRANSPORTATION. 

Min 044.07: The clerk reported that he had received a letter from the Highways department of Medway Council stating that following an inspection last month a number of roads in Lower Stoke now have a high priority for resurfacing this financial year, but cannot guarantee it as it is a committee Decision. 

Min 045.07: A member pointed out problems that he had with Medway Council regarding Middle Stoke at Burrows Lane. 

21. SCHOOL WALKING BUS. 

Min 046.07: No start date for the proposed barrier has been received yet. The clerk was requested to progress with Cllr Filmer. Action Clerk. 

22. SPEEDWATCH. 

Min 047.07: No further action at present, however a number of Parish Councils that had earlier expressed an interest have now dropped out. It is understood that the Rural Liaison committee of Medway Council are now looking into the Costings etc. 

23. CLERK REPORT. 

Min 048.07: He confirmed that he would send a get well soon card to Cllr P Hicks wife c/o Val Wells in Alicante. Action Clerk. 

24. NEWSLETTER. 

Min 049.07: Items for the next newsletter are parts of the school report that had been given by the Headteacher at an earlier meeting. The non urgent police telephone number and our officer's name should appear as in our web site. A note about anti – social behaviour in particular Middle Stoke and that Medway Councils Safety Community Officers for our area have been informed. Also they have been asked to look into street parking overnight of H G V`s in all of the village, as young children tend to play around them, it is not sure that anything can be done. Action Clerk. 

25. VILLAGE HALL INSURANCE ANNUAL PAYMENTS. 

Min 050.07: Members agreed to re agenda this item when more information is available for members to make any decisions. Action Clerk. 

26. ADOPTION OF FINANCIAL RISK ASSESSMENT UPDATE. 

Min 051.07: The financial risk assessment as presented previously to all members was proposed by Cllr G Barron, seconded by Cllr Mrs P Wade, and resolved to adopt. This was then signed by the Chairman. 

27. ITEMS DELEGATED TO THE CLERK FOR ACTION (STANDING ORDER 30). 

Min 052.07: None. 

28. A.O.B. NO MOTIONS MAY BE PROPOSED NOR DECISIONS TAKEN UNDER THIS ITEM BUT IF MEMBERS WISH THAY MY BE AGENDERD AT THE NEXT MEETING. 

Min 053.07: None. 

29. RESOLUTION TO EXCLUDE PRESS & PUBLIC DUE TO THIS BEING COMMERCIALLY SENSITIVE. 

Min 054.07: Cllr B Stone Proposed exclusion of press and public on the next agended item for the reason as laid out. Seconded by Cllr J Luck. This was resolved to exclude. 

30. REVIEW TENDERS FOR VILLAGE HALL WORKS. 

Min 055.07: Tenders for works to the office area of the Village Hall were considered by members to be lacking in correct identification of our requirements. The clerk was requested to obtain more detailed information and re agenda. Also the tree works at the Village Hall site a discrepancy on the problem with a young small oak tree was raised. Cllr G Barron is to make an inspection and report to the clerk on what if any further action to take regarding this quotation for tree works. Action Cllr Barron and Clerk. 

The next meeting will be held on Wednesday 6 th June 2007. 

There being no other business the meeting closed at 8.45 pm