MINUTES OF THE MEETING OF THE STOKE PARISH COUNCIL HELD ON WEDNESDAY 6 JULY, 2011 AT 7.00 P.M. AT THE VILLAGE HALL MALLARD WAY LOWER STOKE. PUBLIC SESSION NOT PART OF THE PARISH COUNCIL MEETING. Present: No members of the public were present. PUBLIC DISCUSSION ON ANY AGENDA ITEMS (NEW STANDING ORDERS) No questions. PRESENT: Councillors: Cllr B Stone Chairman, Cllr Mrs M Elmes Vice Chairman Cllr Mrs J Cherry, Cllr Mrs P Wade, Cllr G Blackman, Cllr J Luck, Mr R Morrad Clerk. 1. APOLOGIES FOR ABSENCE. Min 890:11. Cllr G Barron. Work commitments. This was accepted. 2. DECLARATIONS OF INTEREST FOR ITEMS ON THE AGENDA EITHER PERSONAL OR PREJUDICIAL. Min 891:11. Both Cllr B Stone and Cllr Mrs M Elmes declared a personal interest in agenda item 13. Village Hall funding as they are both members of the management committee. 3. MINUTES. Min 892:11. The Minutes of the Meeting 873:11 to 889:11 held on 8 June 2011, copies of which had been previously circulated to members, were proposed by Cllr Mrs M Elmes seconded by Cllr Mrs J Cherry, 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 893:11. MC/11/1554. Merriemoles, Malmaynes Hall Road: Complete erection of single story steel framed workshop with doors at each end. Members have no objections to the development. Clerk to inform Medway Council. Action Clerk. 5. CORRESPONDENCE. Min 894:11. 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. The following actions were resolved: A letter from Jim Hancock of Medway Link regarding NHS issues: It was resolved that he be invited to give a short presentation to the Parish Council. Clerk to invite him. Action: Clerk. 6. MONTHLY ACCOUNTS & BANK RECONCILLIATION. Min 895:11. The monthly accounts were proposed by Cllr G Blackman seconded by Cllr J Luck, 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. CLERKS REPORT ON CONFERENCE 15 JUNE. Min 896:11. The clerk gave a verbal report on the conference and said that it had covered a number of subjects all of which had been interesting. 8. REPRESENTATIVES REPORTS ON OUTSIDE BODIES Min 897:11. Cllr G Blackman gave a report on the open Rural Liaison meeting. Items discussed were: Land Securities on the Chattenden development; Kent Wildlife Trust; The RSPB. Cllr Blackman said that the Chattenden project would include a new dedicated bus lane on Four Elmes Hill; this would take the centre grass section. There would be dedicated traffic lights for buses to get onto and off this section and traffic lights at the bottom of the hill on the roundabout for buses. There would also be a new lane coming from Upnor to the roundabout which will be made much larger. The new development site will have a hotel and a supermarket. It was stated that these are only service industries and what is needed is small manufacturing units. A new dedicated water main will feed the site. Cllr Blackman informed the meeting that at the last police liaison chairs meeting only procedural issues were raised. Cllr Stone gave a report on the Rural Liaison meeting. EON funding has now ceased. Rural Broad Band with its faster speeds to rural areas is under discussion with service providers. Police activities remain low in the area as it is still designated as a low crime rate area. Members believe that not many people when reporting crimes ask for a crime number. They possibly do not know that if this is not asked for then the true crime picture in the area is not recorded correctly. 9. PLAY PARKS WORKS & CONTRACTS. Min 898:11. A quotation from Safeplay, which had been previously issued to all members, to rectify works required in the 3 play parks following a recent safety inspection: This was proposed by Cllr G Blackman and seconded by Cllr J Luck that all the works listed be carried out plus the seat in Button Drive which needs bolts to be tightened up. This was resolved. Action: clerk to let the contract. A quotation for insurance purposes be obtained for a full tree inspection of Button Drive Play Park. It was resolved that the Chairman and Clerk action this report. Action: Clerk. 10. WEB SITE/IT. Min 899:11. The clerk reported that the Parish web site received 234 hits in June. 11. HIGHWAYS & TRANSPORTATION Min 900:11. A plastic green dustbin is in the side of the road Hoopers Lane. Medway Council to be asked to clear it away. Action: Clerk. 12. REVIEW OF PROCEDURES. STANDING ORDERS & FINANCIAL REGULATIONS. Min 901:11. A copy of both the Councils Standing Orders and its Financial Regulations had been given to all members prior to the meeting. It was proposed by Cllr Mrs J Cherry, seconded by Cllr Mrs P Wade that no amendments were required and resolved to accept. Clerk to note review date on both documents. Action: Clerk. 13 VILLAGE HALL REPORT FUNDING GRANT Min 902:11. A further report on the funding grant applications which has been successful was reported and detailed works specification are being drawn up with Medway Council. 14. PROPOSED GOVERNMENT CHANGES TO THE STATUS OF HIGHWAYS. Min 903:11. There is nothing further to report at present. 15. STOKE CAR PARK CLEANING CONDITION. Min 904:11. It was generally agreed that now a second larger litter bin has been put in the car park, the area is much cleaner. It was agreed not to have this as a standing agenda item in future. Action: Clerk. 16. ARCHIVE DOCUMENTS BOTH ELECTRONIC AND PAPER. Min 905:11. The clerk reported that he had been in contact with Medway Councils Archivist and been informed that they are happy to receive the documents (paper) which would always remain the property of the Parish Council and can be retrieved at any time the office is open. It was resolved that all paper copies over 7 years old should go to Medway for archiving. As far as electronic archiving is concerned (under 7 years old) the clerk reported that the back up unit currently being used is now almost out of memory and the he recommended that a Flash Drive of 32GB at a cost of £75 be ordered. This back up unit would be stored away from the computer in a locked fire retarded safe. This unit was proposed by Cllr Mrs J Cherry, seconded by Cllr Mrs M Elmes and resolved that the clerk purchase the flash drive. Action: Clerk. 17. THE OLD SHIP PUBLIC HOUSE SITE: WATER PROBLEMS. Min 906:11. It was agreed that the Parish Council could only get involved when any water coming from any private residential site interfered with the Highway and caused a road safety hazard. This can then be reported to Medway Councils Highway inspector. 18. PARKING IN THE VILLAGE. Min 907:11. It was agreed that an article be placed in the Newsletter about the problems that occur when vehicles park both sides of the road in narrow roads like Shepherd’s Way, This causes a problem for large lorries to make deliveries. The Parish Council pays both the rates and rent for the public car park in the village and would like to see more use of it, so there is no excuse for double parking. Action: Clerk, 19 NEWSLETTER. Min 908:11. Report on general items from the minutes; the proposed footpath between Stoke and Allhallows requesting that people write into Medway Council or the Parish Council stating why and how often they would use such a path; Play Park maintenance; Bad parking in the village; Archiving of Parish documents over 7 years old; Car Park new dust bin and the general improvements in litter in the car park. Action: Clerk. 20. 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 909:11. None. 21. The next meeting will be held on Wednesday 24th August 2011. There being no other business the meeting closed at 8.45 pm Signed…………………………………………..Chairman On the………….Day of………………….2011 2 Mins 2011/12 Page 2