MINUTES OF THE ANNUAL MEETING OF THE STOKE PARISH COUNCIL HELD ON WEDNESDAY 5 MAY 2010 AT 7.15 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 G Baron, Cllr Mr G Blackman, Cllr Mr J Luck, Cllr J Peters, Mr R Morrad Clerk.

1. ELECTION OF CHAIRMAN.
 
Min 668:10 Cllr Mr G Blackman 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 669:10 Cllr B Stone duly signed the acceptance of office as Chairman.

3. ELECTION OF VICE-CHAIRMAN.

Min 670:10. 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.  

Min 671:10. Cllr Mrs M Elmes duly signed the acceptance of office as Vice Chairman.

4. APOLOGIES FOR ABSENCE.

Min 672:10. All members present.

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

Min 673:10. None received.

6. TO APPOINT REPRESENTATIVES TO OUTSIDE BODIES:

Min 674:10. The following nominations to committees and public bodies were proposed en-bloc by Cllr B Stone, seconded by Cllr Mrs P Wade, The following was resolved: 

Rural Liaison - Cllr B Stone.
KALC - Cllrs Mr G Barron and G Blackman.
Police Liaison - Cllr G Blackman.
Village Hall - Cllrs Mrs P Wade and B Stone.

7. TO APPOINT COMMITTEES IF REQUIRED

Min 675:10. 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. 

8. STANDING ORDER 1c PUBLIC REPRESENTATION.

Min 676:10. No questions were received from the public.  

9. CHAIRMANS ALLOWANCE 2010/11.

Min 677:10. Cllr G Blackman proposed that a budget of £200 should be set, seconded by Cllr Mrs Elmes. This was resolved. 

10. MINUTES OF THE MEETING HELD ON 7th APRIL 10.  

Min 678:10. The minutes 651.10 to 667.10 of the meeting held on the 7th April 10 were proposed by Cllr G Barron, seconded by Cllr Mrs P Wade. It was resolved as a true record and signed by the Chairman.

11. MONTHLY ACCOUNTS FOR PAYMENT APPENDIX C. 

Min 679:10. The monthly accounts as laid out were proposed by Cllr G Blackman and seconded by Cllr J Luck. These were resolved for payment. Action Clerk.  

12. PLANNING APPLICATIONS AND DECISION – APPENDIX A.

Min 680:10. The Inspectors appeal decision was read out regarding the Ship P.H. This was a refusal to the application MC2009/0240.

13. CORRESPONDENCE – APPENDIX B

Min 681:10.496:09. The clerk read out the correspondence as listed in appendix B. The following actions were requested. As most planning applications are all received by Medway Council in electronic form now it is becoming very costly for them to print and distribute hard copies to Parish Councils in future. Members agreed that a representative from planning be invited out to discuss what equipment is going to be required in future to view large plans electronically. David Warner Medway’s Senior Road Safety Engineer is to be asked if Medway Council will fit speed camera signs like the ones at Allhallows. Copy to go to Cllr Filmer. Action Clerk.

14. REPRESENTATIVES REPORT ON OUTSIDE BODIES.

Min 682:10. Cllr Barron reported on KALC Area Committee. Items discussed were, CCTV problems in Hoo Village. An application to manufacture wind turbines at Grain, this would bring much needed employment to the area. The receipt of Planning information in hard copy form from Medway Council, this is the same problem as Stoke Parish Council is experiencing.  

15. AGM REVIEWS/CONFIRMATION OF PROCEDURES.

Min 683:10. The following procedures were discussed and proposed by Cllr G Blackman, seconded by Cllr J Peters that they are all in place and resolved.

i. Review and adoption of appropriate standing orders and financial regulations. 
ii. Review of arrangements, including any 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 

16. EMERGENCY PLANNING FOR GRAIN.

Min 684:10. Nothing to report.


17. PLAY PARKS WORKS AND CONTRACTS. 

Min 685:10. The play ground inspection report has been received and the works scheduled within it, a copy of which had been sent in advance to all members. It was proposed by Cllr B Stone seconded by Cllr Mrs M Elmes and resolved that the safety works list after being reviewed and authorised by Cllr B Stone the Chairman would be passed onto the clerk for action and should all be carried out as a matter of urgency, although no hazards were highlighted just general maintenance issues. Action Clerk.



18. STOKE CAR PARK – CLEANING.

Min 686:10. It was resolved that Allhallows Parish Council be retained for a further year to clean the car park. Clerk to inform Allhallows Parish Council. Action Clerk.   

19. WEB SITE/IT.
 
Min 687:10. The web site still is viewed on a regular basis, and remains very popular. It was resolved to continue with Medway Council. Action Clerk.

20. HIGHWAYS & TRANSPORTATION.

Min 688:10. Members reported that fly tipping has occurred in Tudor Farm Road, Upper Stoke and on the road from Upper Stoke to Kingsnorth in the 3rd lay-by from Upper Stoke direction. Also the rubbish reported in Cuckolds Green Road has still not been collected. Clerk to progress. Action Clerk.

21. CLERK REPORT.

Min 689:10. The clerk requested that due to a proposed holiday arrangement in 2011, that a meeting be held on the 24th August 2011 with the following one to be held on the first Wednesday in October 2011. i.e.: No meeting in September 2011 instead of the usual, no meeting in August which has been the past practice. This was resolved by members, so next years annual programme will reflect this change just for 2011. Action Clerk. 

22. NEWSLETTER.

Min 690:10. Members requested that the following items be placed in the next newsletter: Play Park Works and inspection report. PCSOs Report.   Action Clerk. 

23. ITEMS FOR THE AGENDA FOR THE NEXT MEETING.

Min 691:10. None requested.
 
24. DATE OF THE NEXT MEETING.

The next meeting will be held on Wednesday 2nd June 2010. 

There being no other business the meeting closed at 8.31 pm




Signed…………………………………………..Chairman
On the………….Day of………………….2010
 






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