MINUTES OF THE ANNUAL MEETING OF THE STOKE PARISH COUNCIL HELD ON TUESDAY 10 MAY 2011 AT 7.35 P.M. AT THE VILLAGE HALL MALLARD WAY LOWER STOKE. PRESENT: Councillors: Cllr B Stone Chair, Cllr Mrs M Elmes, Vice Chair, Cllr Mrs P Wade, Cllr Mrs J Cherry, Cllr Mr G Blackman, Cllr Mr J Luck, Mr R Morrad Clerk. Medway Council Ward members. Cllrs P Filmer, C Irvine, T Watson. 1. ELECTION OF CHAIRMAN. Min 847:11 Cllr Mrs M Elmes proposed Cllr B Stone, seconded by Cllr Mrs P Wade. 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 848:11 Cllr B Stone duly signed the acceptance of office as Chairman. 3. ELECTION OF VICE-CHAIRMAN. Min 849:11. Cllr B Stone proposed Cllr Mrs M Elmes, seconded by Cllr G Blackman. No further nominations were received. A vote was taken and it was resolved that Cllr Mrs M Elmes be elected as Vice Chairman for the ensuing year. 4. TO RECEIVE THE VICE-CHAIRMANS DECLARATION OF ACCEPTANCE OF OFFICE. Min 850:11. Cllr Mrs M Elmes duly signed the acceptance of office as Vice Chairman. 5. APOLOGIES FOR ABSENCE. Min 851:11. Cllr G Barron. Holiday. It was resolved to accept this. 6. DECLARATIONS OF INTEREST FOR ITEMS ON THE AGENDA EITHER PERSONAL OR PREJUDICIAL. Min 852:11. None received for the meeting. Annual returns received from each member who was present. 7. TO APPOINT REPRESENTATIVES TO OUTSIDE BODIES: Min 853:11. The following nominations to committees and public bodies were proposed by Cllr Mrs M Elmes, seconded by Cllr Mrs P Wade, They were resolved as follows: Rural Liaison - Cllr B Stone. KALC - Cllrs Mr G Barron and G Blackman. Police Liaison - Cllr G Blackman. Village Hall - Cllrs Mrs P Wade. EON Funding Committee. The Clerk. 8. TO APPOINT COMMITTEES IF REQUIRED Min 854:11. Members resolved not to have any committees. All members should have an opportunity to attend and vote on all issues relating to the Village, and that a special Council meeting would be called if deemed necessary. 9. STANDING ORDER 1c PUBLIC REPRESENTATION. Min 855:11. No questions were received from the public. 10. CHAIRMANS ALLOWANCE 2011/12. Min 856:11. Cllr G Blackman proposed that a budget of £100 should be set, seconded by Cllr Mrs P Wade. This was resolved. 11. MINUTES OF THE MEETING HELD ON 6th APRIL 2011. Min 857:11. The minutes 824.11 to 846.11 of the meeting held on the 6th April 2011 were proposed by Cllr G Blackman, seconded by Cllr Mrs M Elmes. It was resolved as a true record and signed by the Chairman. 12 MONTHLY ACCOUNTS FOR PAYMENT APPENDIX C. Min 858:11. The monthly accounts as laid out were proposed by Cllr Mrs M Elmes and seconded by Cllr Mrs P Wade. These were resolved for payment. Action Clerk. 13. PLANNING APPLICATIONS AND DECISION – APPENDIX A. Min 859:11. Members had received in advance of the meeting information regarding the refusal of Stoke Garage application for development of the site. 14. CORRESPONDENCE – APPENDIX B Min 860:11. The clerk read out the correspondence as listed in appendix B. The following actions were requested. Cllr G Blackman agreed to raise the problems with youths outside the local shop that had been reported. Action Cllr G Blackman. 15. REPRESENTATIVES REPORT ON OUTSIDE BODIES. Min 861:11. Cllr Mrs M Elmes gave a report on a meeting with Medway Council regarding possible payments to supply large plans of local developments in the village. No changes have been agreed yet. 16. AGM REVIEWS/CONFIRMATION OF PROCEDURES. Min 862:11. The following procedures were discussed and proposed by Cllr Mrs M Elmes, seconded by Cllr Mrs J Cherry that they will be reviewed with an electronic copy sent in advance to all members who have a computer and that a hard copy would be sent to other members in advance of any meeting that is reviewing any of the Councils policies.. i. Standing orders and financial regulations. ii. Charters, with other local authorities and review of contributions made to expenditure incurred by other local authorities. iii. Review of representation on or work with external bodies and arrangements for reporting back. iv. Review of inventory of land and assets including buildings and office equipment. v. Review and confirmation of arrangements for insurance cover in respect of all insured risks. vi. Review of the Council’s and/or employees’ memberships of other bodies. vii. Reviewing the Council’s complaints procedure. Establishing or reviewing the Council’s procedures for handling requests made under the Freedom of Information Act 2000 and the Data Protection Act 1998. viii. Establishing or reviewing the Council’s policy for dealing with the press/media 17. PROPOSED GOVERNMENT CHANGES TO THE STATUS OF HIGHWAYS. (STANDING ITEM). Min 863:11. Nothing to report. 18. VILLAGE HALL REPORT. (STANDING ITEM) Min 864:11. See separate report from the Village Hall Committee. 19. PLAY PARKS WORKS AND CONTRACTS. Min 865:11. The Chairman is to review the safety inspection and report on any actions that need to be actioned at the next meeting. Action Cllr B Stone. The tree surgeon is to be contacted to meet with the Chairman and Clerk to discuss the problems with a tree that is overhanging a bungalow and garden causing damage to the property. Action Clerk. 20. STOKE CAR PARK – LITTER BIN (For Decision). Min 866:11. Cllr Mrs M Elmes proposed option 2 on the estimate copy which had previously been given to members, which was to supply and fit a replacement litter bin in the car park, removing the old one. This was seconded by Cllr Mrs P Wade. This was resolved. Action Clerk to let the contract. 21. WEB SITE/IT. Min 867:11. The site received 235 page views in April and is still viewed on a regular basis, and remains very popular. It was resolved to continue with Medway Council. Action Clerk. 22. REVIEW AND AGREE ANNUAL INSURANCE. Min 868:11. Members were informed that the new spring rocker in Button Drive Play Park had been added to the insurance and the asset register. The annual insurance was resolved to accept. Value will appear in the accounts. 23. HIGHWAYS & TRANSPORTATION. Min 869:11. A number of issues were given to Cllr Filmer Ward Member (Medway Council) for progressing. Action Cllr Filmer. 24. CLERK REPORT. Min 870:11. It was reported that the accounts had now been cleared by the internal auditor and her report will be available for the next meeting. The accounts information has been sent to the District auditor. The clerk requested that he is given permission to attend the KALC Clerks Conference. It was resolved that the clerk should attend this Conference. Action Clerk. The clerk reported that the computer had 11 years of information stored on it and that it should really be archived and stored in another location as the general back up files and computer are stored in the office together and would possibly be lost in a fire situation. Clerk asked to agenda with costs for the next meeting. Action Clerk. 25. NEWSLETTER. Min 871:11. Members requested that the following items be placed in the next newsletter: As much as possible of the Annual Parish meeting and the Parish Councils AGM. Action Clerk. 26. ITEMS FOR THE AGENDA FOR THE NEXT MEETING. Min 872:11. Cost of archiving old computer files. 27. DATE OF THE NEXT MEETING. The next meeting will be held on Wednesday 8th June 2011. There being no other business the meeting closed at 8.50 pm Signed…………………………………………..Chairman On the………….Day of………………….2011