MINUTES OF THE MEETING OF THE STOKE PARISH COUNCIL HELD ON WEDNESDAY 7 DECEMBER, 2011 AT 7.00 P.M. AT THE VILLAGE HALL MALLARD WAY LOWER STOKE. PUBLIC SESSION NOT PART OF THE PARISH COUNCIL MEETING. Present: David Highley; Medway Council; Emily Graven, consultant with Scott Wilson (URS). A presentation was given outlining the new legislation, roles and responsibilities with regard to flooding, and flood incident reporting. They have requested historic flood data including photos illustrating surface water flooding, details of flood depths, flood duration, date and time of events. The clerk is to supply Mr Highley with information that is held on its records and a further meeting is to take place with the Chairman - Cllr Stone and Cllr Blackman. No members of the public were present. PUBLIC DISCUSSION ON ANY AGENDA ITEMS (NEW STANDING ORDERS) No items raised. PRESENT: Councillors: Cllr B Stone Chairman, Cllr Mrs M Elmes Vice Chairman Cllr Mrs J Cherry, Cllr G Barron, Cllr G Blackman. Cllr J Luck, Mr R Morrad Clerk. 1. APOLOGIES FOR ABSENCE. Min 973:11. Cllr Mrs P Wade, Holiday. Members agreed to accept. 2. DECLARATIONS OF INTEREST FOR ITEMS ON THE AGENDA EITHER PERSONAL OR PREJUDICIAL. Min 974:11. Cllr B Stone, Cllr Mrs M Elmes, declared a personal interest in agenda item 13 which applies to the Village Hall contractual works. Cllr Stone and Cllr Mrs Elmes are both members of the management committee. 3. MINUTES. Min 975:11. The Minutes of the Meeting 955:11 to 972:11 held on 2 November 2011, copies of which had been previously circulated to members, were proposed by Cllr J Luck seconded by Cllr Mrs M Elmes, resolved to accept as a true record and signed by the Chairman. 4. PLANNING APPLICATIONS REGISTERED FOR DECISION, AND DECISION REPORTS FROM MEDWAY COUNCIL RECEIVED. Min 976:11. DVD of Chattenden development. CORRESPONDENCE. Min 977:11. Appendix B. copies of which had been previously circulated, listed all reports and circulars received. The clerk read out items from the list highlighting various issues and answered members’ questions. No actions were required. 6. MONTHLY ACCOUNTS & BANK RECONCILLIATION. Min 978:11. The monthly accounts were proposed by Cllr M Elmes seconded by Cllr Mrs J Cherry, and resolved that the said Accounts, a copy of which had been previously circulated to Members and as set out at Appendix C be approved for payment: Action: Clerk. 7. REPRESENTATIVES REPORTS ON OUTSIDE BODIES Min 979:11. Cllr G Blackman gave a Police Liaison report. A new police Superintendent, Inspector, and Sergeant have been detailed to our area. It is understood that dog micro chipping is to be available Free of Charge soon. Concerns were raised regarding a car advertising car sales on the A228 at High Halstow was raised. 8. PLAY PARKS WORKS & CONTRACTS. Min 980:11. No damage to the play parks has been found. 9. WEB SITE/IT. Min 981:11. The clerk reported that the Parish web site received 213 page hits in November. 10. HIGHWAYS & TRANSPORTATION Min 982:11. Fly tipping in Cuckolds Green Road is to be reported to Medway Council. Action: Clerk. Min 983:11. Medway Council is to be asked to inspect a tree in the High Street that is overhanging the road. Action: Clerk. 11. REVIEW OF PROCEDURES. STANDING ORDERS & FINANCIAL REGULATIONS. Min 984:11. The following procedure was reviewed: All Risk Management Policy. Proposed by Cllr Mrs J Cherry, seconded by Cllr Mrs M Elmes and resolved to adopt the update. 12. PRECEPT/BUDGET 2012/13. Min 985:11. Following a discussion on the budget predicted expenditures a copy of which had previously been given to all members for the next financial year, a precept of £19,000 was proposed by Cllr G Blackman and seconded by Cllr Mrs M Elmes. This was resolved by members. This figure has been maintained for the last 6 years and in real terms when inflation is taken into account with careful management of funds it means a year on year reduction of expenditure. It has still been able to carry out everything that the Parish Council wished to do for the village within its financial restraints. Action: Clerk. 13. VILLAGE HALL REWIRING. Min 986:11. Cllr G Blackman proposed that a sum of £5604.00 be agreed to help support the Village Hall expenses for the rewire. Part of this sum would be taken from the Rural Liaison fund. This was seconded by Cllr G Barron. This was resolved by all members who had not declared a personal interest in the Village Hall. 14. RURAL LIAISON GRANT. Min 987:11. Cllr G Blackman proposed a sum of £2311.14 be requested from our Rural Liaison grant for the Village Hall electrical repairs. This was seconded by Cllr G Barron. This was resolved by all members who had not declared a personal interest in the Village Hall. 15 ARCHIVE DOCUMENTS UPDATE Min 988:11. The clerk reported that all documents over 10 years old have now been archive at Medway Council. A full list of documents dating from 1903 is now on the Parish Councils web site. 16. STOKE METHODIST CHURCH REQUEST FOR A CONTRIBUTION TOWARDS MAINTANING THE CHURCHYARD. Min 989:11. Members felt that they cannot pay public money for just grass cutting as this would set a precedent for other groups in the village to also ask for such assistance. They are happy to help in any other way such as free advertising for help in the newsletter. The Parish Council gives a small grant to both churches each Christmas and feels that this could be spent on petrol if they wished. Action: Clerk. 17. REPAIRS TO CAR PARK. Min 990:11. Cllr Mrs M Elmes proposed a sum of £222.99 plus VAT be spent on urgent damage to the car park surface. This was seconded by Cllr Mrs J Cherry. This was resolved. Action Clerk to progress. 18. CLERK REPORT. Min 991:11. The clerk reported that it had cost him £70.00 to upgrade his computer which is now over 10 years old and is running very slowly due to the amount of Parish Council data that is now loaded. Members agreed that they should consider purchasing a computer which is the Parish Councils property and not just use the clerk’s personal one. This will be looked into in the next financial year after full accounts are in place. The clerk also reported that he will be collecting protective clothing this month. This is sign written with Stoke Parish Council working for you. Action: Clerk 19. VANDALISM TO COACHES IN THE VILLAGE. Min 992:11. Police have been investigating children throwing stones at Clarke Coaches in a number of villages including Stoke. Clerks Coaches have now all been fitted with CCTV both inside and outside in an attempt to identify the children involved. The Parish Council were concerned that the police had not informed the Parish Council as they could have publicised the problem in the newsletter. 20. NEWSLETTER. Min 993:11. Items for inclusion; Clarke Coaches; Budget; Donations given; David Highly presentation; Car Park repairs. Action: Clerk. 17. A. O. B. AT THE CHAIMANS DISCRETION NO MOTIONS MAY BE PROPOSED NOR DECISIONS TAKEN UNDER THIS ITEM BUT IF MEMBERS WISH THEY MAY BE AGENDERED AT THE NEXT MEETING. Min 994:11. None. 18. THE NEXT MEETING WILL BE THE 4th JANUARY 2012. There being no other business the meeting closed at 8.45 pm Signed…………………………………………..Chairman On the………….Day of………………….2012 2 Mins 2011/12 Page 2