MINUTES OF THE ANNUAL MEETING OF THE STOKE PARISH COUNCIL HELD ON WEDNESDAY 7MAY 2008 AT 7.45 P.M. AT THE VILLAGE HALL 
MALLARD WAY LOWER STOKE.

The Chair welcomed the members and public to the meeting.

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

1. ELECTION OF CHAIRMAN.
 
Min 260:08 Cllr J Luck proposed Cllr B Stone, seconded by Cllr G Blackman. 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 261:08 Cllr B Stone duly signed his acceptance of office as Chairman.

3. ELECTION OF VICE-CHAIRMAN.

Min 262:08: Cllr Mrs Wade 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. As Cllr J Peters was not present at the meeting, the clerk will obtain Cllr Peters acceptance of office before the next meeting. Action Clerk.

The Chairman welcomed the new councillor Mrs Marilyn Elmes to her first meeting.

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

Min 263:08. None received.

5. APOLOGIES FOR ABSENCE.

Min 264:08 Cllr J Peters had given his apologies to the clerk, as a personal prior engagement had occurred. Members resolved to accept his apology.  
The 3 ward members Cllr's Janice & Ken Bamber, Cllr P Filmer also sent theirs as they are attending Medway Council's Annual Statutory meeting. 

6. TO APPOINT REPRESENTATIVES TO OUTSIDE BODIES:

Min 265:08. The following nominations were proposed by Cllr B Stone, seconded by Cllr Mrs P Wade, The following was resolved: 
Rural Liaison Cllr B Stone.
KALC Cllr Mrs P Wade. and Cllr G Blackman
Police Liaison Cllr G Blackman.
Village Hall Cllr's Mrs P Wade. Mrs M Elms. and B Stone.

7. TO APPOINT COMMITTEES IF REQUIRED

Min 266:08. Members resolved not to have any committees, as all members should have an opportunity to attend and vote on all issues relating to the Village.


 8. CHAIRMANS ALLOWANCE

Min 267:08. Cllr G Barron proposed that a budget of £150 should be set. Seconded by Cllr Mrs Wade. This was resolved. 

9 MINUTES OF THE MEETING HELD ON 2ND APRIL 08.  243.08 to 259.08

Min 268:08: The minutes 243.08 to 259.08 of the meeting held on the 2nd April 08 were proposed by Cllr J Luck, seconded by Cllr Mrs P Wade. It was resolved as a true record and signed by the Chairman.

10. MONTHLY ACCOUNTS FOR PAYMENT APPENDIX C 

Min 269:08. 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.  

11. AGREE AND SIGN END OF FINANCIAL YEAR ACCOUNTS 2007/08 AS DISTRIBUTED.

Min 270:08. The end of year 2007/08 accounts were proposed by Cllr John Luck and seconded by Cllr G Blackman. These were resolved and signed by the chairman.

12. PLANNING APPLICATIONS AND DECISION - APPENDIX A.

Min 271:08. Planning application MC2008/0726 River Maye Cottage. Redevelopment and reciting. Members have no objection in principle but wished to point out to Medway Council that a more traditional colour of black boarding would be in keeping as Kentish Boarding was usually black and that the proposed light blue /grey scheme would look out of place in the location next to the salt marsh. This was resolved. Action Clerk to inform Medway Council. 

13. CORRESPONDENCE - APPENDIX B

Min 272:08. Members agreed that a letter should be sent to EDF Energy complaining about the recent number of power failures in Stoke, also the amount of time it has taken to restore the power supply again which was some 11 hours recently. Action Clerk.

Following a request and a subsequent response from Medway Council regarding the planting of a tree to replace the one that was blown down in Upper Stoke. An agreement has been reached between the Parish Council and Medway Council that a tree can be planted in the autumn which is the start of the tree planting season.

Correspondence has been received from Medway Council regarding parking enforcement. Although the new traffic management act 2004 state's that footway parking could be enforced, Medway Council has opted not to enforce this contravention at present. The Parish Council does not accept that this is acceptable and is contacting Cllr P Filmer to ask his opinion as he is the portfolio holder for Highways. Action Clerk.

Correspondence from Medway Council has also been received regarding a request for additional street lighting in Stoke. Unfortunately Medway Council are not prepared to put any additional light in and state that the new lights recently put in by the speed cameras were funded through the Kent and Medway Safety Camera Partnership. Cllr P Filmer will also be requested for his comments. Action Clerk.    

14. COMMITTEE REPORTS.

Min 273:08. Cllr Blackman stated that the newly constituted Police Liaison meetings are still in abeyance. He also reported on the recent KALC meeting which he attended on the 22 April. The main points were that Greenpeace are to hold a very large scale demonstration at Kingsnorth Power Station in the summer. 

Some £726,000 has been made available for upgrading the beach between Upnor and Hoo with the public car park and toilets receiving refurbishment first. 

15. AGREE AND SIGN AUDIT RETURN REPORT FORM 2007/08.

Min 274:08. The annual Governance Statement 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. The Chairman and RFO to sign the form. Action Clerk.   

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

Min 275:08. The RoSPAR play ground inspection report has been received and the works scheduled within it are out to tender for members approval. 
It is understood that a child has been bitten by a dog in Mallard Way Play Park. More notices were put up by the Parish Council stating that NO DOGS ARE ALLOWED IN THE PARKS. However they usually get taken down in a matter of days each time they are put up. The Parish Council has a bylaw restricting dogs from being in the parks. The Police have been requested to keep an eye on the situation. Apart from the possibility of someone contracting toxicara it is not very pleasant to have dogs mess on your shoes when using the parks. 
The good news in the parks is that vandalism has not been so bad this year and that mostly only general maintenance repairs are required this means that money can be spent on other parts of the village.  

17. STOKE CAR PARK BARRIER DAMAGE

Min 276:08. A quotation for repairs and general refurbishment of the car park barrier has been received. It was proposed by Cllr Blackman and seconded by Cllr Mrs Wade that the works should be carried out for the price disclosed in the confidential file. (commercially sensitive). Resolved by members. Action Clerk.   

18. WEB SITE/IT.
 
Min 277:08. The numbers of site hits were well down on the normal for April with 243 page views by 99 visitors. Medway Council have agreed to web host the site for a further year.


19. HIGHWAYS & TRANSPORTATION.

Min 278:08. Members agreed to write to the pipe line contractor to put down a marker that they have badly damaged the road surface and field edges in Allhallows Road Lower Stoke. Copy to Cllr P Filmer. Action Clerk.

Min 279:08. Medway Council are to be requested to cut the road verges around the village as the road sight lines are now being obstructed this also includes the A228/High Street junction as a matter of urgency. Copy to also go to Cllr P Filmer. Action Clerk.

Min 280:08. The clerk was requested to report again the sunken drain in Burrows Lane Middle Stoke. Action Clerk.  

 Min 281:08. The newly painted yellow zig zag lines now on both sides of the road by the school is causing cars to park further down the hill and more in Button Drive it was reported.

Min 282:08. Concerns were raised due to the lack of police presence in the village, and the fact that a visual presence of the police van in the school gave a perception of policing. This has been discontinued we understand as a police surgery now takes place at the doctors surgery on a monthly basis. This has been advertised both on Parish notice boards and in the newsletter but very few people have used this service we understand from the police. You are reminded that when any incidents happen you MUST obtain an incident number other wise the crime rate seems to be very low in Stoke. Also no police liaison meetings have taken place since last year. It was resolved that these concerns by the public be passed onto both the Chief Constable and Inspector whalfe. Action clerk.  

20. CLERK REPORT.

Min 283:08. No report by the clerk was tabled.

21. NEWSLETTER.

Min 284:08.Members requested that the following items be placed in the next newsletter: Print the emergency number to ring when power cuts happen. Also that we are writing to complain about the number of disconnections recently.
All the play park items. 
All the Highway issues. 
The preserved lack of policing in the village. 
Car Park entrance damage. 
Re advertise the police surgery times etc. Action Clerk.

22. ANNUAL REASSEMENT OF OUR INSURANCE POLICY INCLUDING THE VILLAGE HALL POLICY. 

Min 285:08. A copy of the councils insurance which had been previously circulated to all members was agreed. Following the agreement last year that the council would be responsible for the village hall insurance as they are the custodians, the internal auditor has recommended that both insurance policies be amalgamated. Cllr Mrs Wade proposed that we should just have one policy for financial reasons. This was seconded by Cllr G Blackman. Resolved that the clerk investigate the possibility.
Action Clerk. 

23. ITEMS DELEGATED TO THE CLERK FOR ACTION (STANDING ORDER 30).
 Min 286:08. None.

24. 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 287:08. None.

The next meeting will be held on Wednesday 4th June 2008. 

There being no other business the meeting closed at 9.25 pm




Signed..................................................Chairman
On the.............Day of......................2008
   











1





1