MINUTES OF THE MEETING OF THE STOKE PARISH COUNCIL HELD ON WEDNESDAY 2 NOVEMBER, 2011 AT 7.00 P.M. AT THE VILLAGE HALL MALLARD WAY LOWER STOKE.



PUBLIC SESSION NOT PART OF THE PARISH COUNCIL MEETING.
Present: Shirley Griffiths from Medway Link joined the meeting at 7.10pm
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 Mrs P Wade, , Cllr G Barron, Cllr J Luck, Mr R Morrad Clerk.

1. APOLOGIES FOR ABSENCE.
 
Min 955:11. Cllr G Blackman: Family commitment. Members agreed to accept.

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

Min 956:11. Cllr B Stone, Cllr Mrs M Elmes, and Cllr Mrs P Wade declared a personal interest in agenda item 12 which applies to the Village Hall contractual works. Cllr Stone and Cllr Mrs Elmes are both members of the management committee, and Cllr Mrs Wade is the Parish Council representative.  

3. MINUTES. 

      Min 957:11. The Minutes of the Meeting 933:11 to 954:11 held on 5 October 2011, copies of which had been previously circulated to members, were proposed by Cllr Mrs P Wade 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 958:11. None received.

The Chairman suspended the meeting at 7.10pm to allow a presentation to members by Shirley Griffiths Governor Group Member of Medway Link. They are a voice for local people. Anyone can join as a volunteer; they currently have in excess of 600 members. The areas that they are involved are: Transport, both emergency ambulance service and patient transport; General health and wellbeing; Diet and nutrition, smoking, and immunisation; Secondary care; Hospital services; maternity services; outpatients; Primary care; Community hospitals; dentists; GPs; opticians; therapists; Social care; Day care; residential care; help in the home; Medical conditions; Cancer; infection; mental health; sensory impairment; stroke; Service user groups; People with learning disabilities; carers; older people.  The chairman thanked Mrs Griffiths for attending the meeting and wished her and the organisation the very best.

The Chairman recommenced the meeting at 7.30pm.

5. CORRESPONDENCE.

Min 959:11. 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: The Interim Internal Audit has been received (see item no. 14) Under the Councils Duty of Care procedures it was resolved that the clerk and the chairman agree a range of protective clothing suitably marked Stoke Parish Council would be obtained.  Action Clerk

6. MONTHLY ACCOUNTS & BANK RECONCILLIATION. 

Min 960:11. The monthly accounts were proposed by Cllr M Elmes seconded by Cllr Mrs P Wade, 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 961:11. Cllr Mrs M Elmes attended the Rural Liaison Meeting. Items discussed were: Land Securities; Lodge Hill Development - Lack of car parking facilities; Hoo School which is now an Independent Academy and a Teacher Training College; Possible closure of Halling Fire Station. 

8. PLAY PARKS WORKS & CONTRACTS.

Min 962:11. It was reported that damage to the fence in Mallard Way Park has now been repaired. The cost will be recovered from the Rural Liaison Fund. Action: Clerk to obtain.

9. WEB SITE/IT.

Min 963:11. The clerk reported that the Parish web site received 195 hits in October.

10.  HIGHWAYS & TRANSPORTATION

Min 964:11. Medway Council have informed the clerk that a tree outside number 16 Shepherds Way which is obscuring the street light will be attended to in 6/8 weeks. 

Min 965:11. Dog fouling continues to cause a very real problem in all areas of the village including the children’s play parks and the grass outside the Village Hall Car Park and Stoke Methodist Churchyard. The Parish Council ask all dog owners to pick up after their dogs and place it in one of the special bins provided around the village.

11. REVIEW OF PROCEDURES. STANDING ORDERS & FINANCIAL REGULATIONS.

Min 966:11. The following procedures were reviewed: All Risk Assessments, both Financial and Play Parks.

12. VILLAGE HALL REPORT 

Min 967:11. Two quotes for the lighting replacement are being sought; one is for standard lights and the other is for low energy type. 

13 ARCHIVE DOCUMENTS UPDATE

Min 968:11. The clerk reported that some documents are to be collected from Medway Council as they will not archive everything that was taken down to them. The clerk and chairman will decide what should be kept and what should be cross shredded. Action: Clerk & Chairman.

14. INTERNAL MID TERM AUDIT 

Min 969:11. Members had received a copy from the internal auditor. The only outstanding item is to update the All Risk Policy. Action: Clerk.

15. STOKE METHODIST CHURCH (GRASS CUTTING)

Min 970:11. This item was agreed to be agendered for the December meeting. Action: Clerk. 

16. NEWSLETTER.

Min 971:11. Items agreed by members for insertion into the next Newsletter are as follows: Dog Mess in the Village; Volunteers to help cut the grass in the churchyard of the Methodist Church; Medway Link information; Plus all general items; Guest speaker; Re flooding in Stoke from Medway Council. 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 972:11. None.

18. THE NEXT MEETING WILL BE THE 7th DECEMBER 2011.

There being no other business the meeting closed at 8.35 pm
Signed…………………………………………..Chairman
On the………….Day of………………….2011   



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