| Annual Meeting 2007
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| Annual Meeting 2007
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At this level              beneath this item |
Minutes of the Maresfield Parish Council Annual Meeting held on Tuesday 15th May 2007 in the Village Hall, Fairwarp
Present: Cllr K Ogden (Chairman), Cllr W King (Vice Chairman), Cllr D Barlow, Cllr R Galley, Cllr J Gutteridge, Cllr R Street, Cllr Mrs V Taylor, Cllr P Tester, Cllr D Finch, Cllr P Harris, Cllr C Stevenson, CCllr T Reid, CCllr F Whetstone, DCllr M Hoy, DCllr Mrs S Martin. Clerk A Allen.
A. Public Session – None. 1244. Election of a Chairman for the next year – Cllr Barlow proposed Cllr Ogden as Chairman; this was seconded by Cllr Gutteridge. There were no other nominations and Cllr Ogden was elected unanimously. 1245. Chairman's Declaration of Acceptance of Office and opening remarks – Cllr Ogden signed his Declaration of Acceptance of Office as Chairman. The new Chairman stated that Cllr King’s Chairmanship would be a hard act to follow, and that as the new Chairman he is looking for Councillors to be passionate in their duties and for committees to deliver on agreed projects. Thanks were expressed by all to Cllr King for his tremendous hard work as the previous Chairman. 1246. To approve apologies for absence and to note other non-attendance – DCllr N Buck and Asst. Clerk Mrs C Goossens. 1247. Declarations of interest – Cllr King re. Item 1271 relating to payments to Nutley PCC. 1248. Election of a Vice-Chairman - Cllr Ogden proposed Cllr King as Vice Chairman; this was seconded by Cllr Mrs Taylor. There were no other nominations and Cllr King was elected unanimously. 1249. Resolution to adopt the revised Members Code of Conduct issued under The Local Authorities (Model Code of Conduct) Order 2007 (Statutory Instrument 2007 No. 1159) – The revised Code was adopted. ACTION: All Cllrs to supply the Clerk with their completed Register of Interests within 28 days of this meeting. 1250. To discuss and agree the approach to fill the vacancies created in Fairwarp and Maresfield villages by the shortage of candidates at the local elections – It was agreed that the four vacancies resulting from the local elections held on 3rd May 2007, (two in Fairwarp Ward and two in Maresfield Ward) should be filled by co-option at the next meeting of Council on 19th June 2007. It was noted that this action would take the Council below the Quality Council Status threshold of 80% of members to be elected, but that in the three years before re-assessment, there is time to rectify this. 1251. To agree the number of Councillors to serve on Committees – The following numbers were agreed:-
1252. To agree the quorum for each Committee – The following quorum numbers were agreed:-
1253. To Adopt Remits – It was noted that the Remits had only recently been amended and approved by Council. It was agreed that each Committee should review its own Remits and any changes proposed to go before Council. ACTION: Clerk. 1254. To Adopt Standing Orders – It was noted that the Standing Orders should be amended to reflect the new quorum numbers (Para. 9.2), and to reflect the newly adopted Code of Conduct (Para’s 48.1 and 48.2 to be merged and refer to compliance with the Code of Conduct). ACTION: Clerk. The Standing Orders were adopted, subject to the above amendments. 1255. To agree the Portfolios reporting to Council and their holders – The following allocations were agreed:-
Other Portfolios to be reviewed by Committees and after the co-option for the councillor vacancies. ACTION: Clerk. 1256. To elect Councillors to serve on Committees – The following allocations were agreed:- i. Environment – Cllr Barlow, Cllr Finch, Cllr Harris ii. Finance & Administration – Cllr Gutteridge, Cllr Stevenson, Cllr Street iii. Planning – Cllr Stevenson, Cllr Mrs Taylor, Cllr Harris, Cllr Finch, Cllr Gutteridge, Cllr Barlow iv. Strategy – Cllr Street, Cllr Stevenson, Cllr Mrs Taylor, Cllr Galley, Cllr Barlow v. Policy – to be allocated by Council as required
1257. To appoint Chairmen of Committees – The following appointments were agreed:- i. Environment – Cllr Barlow ii. Finance & Administration – Cllr Street iii. Planning – Cllr Stevenson. Following a discussion in which Cllr Finch raised reservations, Cllr Stevenson was appointed by a majority vote; Cllr Finch and Cllr Gutteridge voted against; there were no abstentions iv. Strategy –Cllr Galley v. Policy – to be appointed by the Committee as and when convened by Council 1258. To appoint representatives of Council on outside bodies – The following appointments were agreed:- i. Maresfield Recreation Ground Committee – Cllr Gutteridge ii. Fords Green Management Committee – Cllr Finch iii. Wealden District Association of Local Councils – Cllr King, Cllr Street
1259. To appoint Council representatives as follows: i. Press Officer – Cllr Ogden as Chairman, and the Clerk ii. To delegate the appointment of the following Council representatives to the Environment Committee – It was agreed that these appointments should be made by the Environment Committee:-
a) Tree Wardens. b) Maresfield Recreation Ground Patrol. c) Fords Green Patrol. d) Civil Protection Officer.
1260. To appoint an additional holder of the Definitive Map (one copy held in Parish Office) – It was agreed to appoint Cllr Stevenson. 1261. To appoint signatories of cheques – It was agreed to appoint Cllr Ogden, Cllr King and Cllr Street. ACTION: Clerk to arrange new bank mandate. 1262. To note the Chairman’s Allowance – Noted as £150.00. 1263. To note the Clerk’s salary scale point – Noted as LC 26. The chairman closed the meeting to allow for a five minute break. Mr P Tester left the meeting. The Chairman re-opened the meeting.
1264. Minutes:- i. Minutes of the last meeting (17th April 2007) for adoption – The minutes were adopted. ii. Urgent matters arising from those minutes – None.
1265. Reports by and questions to:- i. County Councillors – CCllr Reid reported on the following items:-
CCllr Whetstone reported on the following items:-
ii. District Councillors – DCllr Mrs Martin reported that she and Cllr Galley had been elected as the DCllrs for the Danehill, Fletching and Nutley Ward, and that the overall result for the WDC elections was as follows:- Conservatives 34 votes Liberal-Democrats 12 votes Independents 4 votes No description 3 votes Greens 2 votes Overall turnout 38.57% DCllr Hoy stated that he was looking forward to working with the Parish Council over the next four years.
Cllr King asked if a complaint of maladministration made by a parishioner of Five Ash Down against WDC on a planning matter had been upheld by the Local Government Ombudsman. ACTION: DCllrs to investigate and report. 1266. Urgent matters and reports concerning Council’s and its Committees’ activities:- i. To discuss the proposal to reduce the frequency of the meetings of the Environment Committee and to ensure that the Clerk has the proper authority to proceed and act in the interim – The Clerk reported that several Councillors had suggested that the frequency of this Committee’s meetings could be reduced, as the business discussed was largely relating to the ongoing environmental issues that are progressed by the Clerk an Assistant Clerk as day-to-day work. It was agreed that no change to the frequency of the meetings should be made at present, but that the matter should be reviewed by the Committee in due course. ii. To discuss the situation regarding the Nutley Post Office and authorise any action required – Cllr King reported the following:- · The current owner, Mr Smith, has given in his notice as Postmaster and is selling the business · A purchaser has been lined up, but there is doubt as to whether the new owner will continue to operate the Post office · On 15th May 2005, he and the Clerk met with Mr Peter Wilkinson who is a Field Change Adviser for the Post Office, who had advised the following:- i. The Post Office does not plan to reduce the number of rural Post Offices ii. The Post Office is in fact trying hard to retain rural Post Offices and is using imaginative schemes to try to ensure this happens iii. He is actively trying to keep the Post Office in Nutley going or at least ensure it is revived quickly. iv. A possible option for retaining a Post office in Nutley has been identified and there are several other ideas on the table as well · There is good reason to be hopeful about the future of a Post Office in Nutley · He has broached the matter with the Chairman of the Memorial Trust and the Chairman of Fords Green Management Committee regarding potential alternative venues iii. Other urgent matters and reports – The Chairman reported that the planning application for development at the Grampian site is due to be considered by WDC soon, and that responses must be lodged by 16th May 2007. Maresfield Parish Council has previously expressed strong concerns regarding the extra traffic that will be generated by this development and its impact on this Parish. In particular there is a certainty of increased ‘rat-run’ traffic at the following locations:- 1. Through the centre of Fairwarp from the A26 Herons Ghyll. 2. Along the Crowborough Road, Nutley, from the A26 at Barnsgate Manor – people will cut through for access to Gatwick/M23. 3. Through Cobdown Lane, Underhill and Nursery Lane from the A26 – people will use this route to avoid the regular congestion at Coopers Green and Budletts Roundabout. The Chairman proposed that a response stating the above should be sent to WDC; this was agreed.
The Clerk reported that the end-of-year Internal Audit had commenced and that one item highlighted was the currently quoted amount for the Council’s assets on the Annual Return as being lower than that listed in the asset register. It was noted that this had resulted from the current updating of the asset register and its linking with the Council’s insurance policy, and that the result of this work would indeed produce a higher figure for assets, which would of course have to be reflected in the Annual Return.
The Clerk reported that the installation of the new play equipment at Parklands Play Area was started by Playsafe Ltd on 8th May 2007, but that the work had not yet been completed and some of the apparatus for the ‘balance challenge’ had been installed incorrectly. The Clerk stated that he is liaising with the New Parklands Residents Association and Playsafe Ltd on this matter. 1267. Month 1 Financial reports – Cllr Street stated that he had no issues arising from these reports to flag up and that it was early in the budget year to derive projected information. 1268. Outside bodies’ reports – None. 1269. Urgent matters for the Chairman – None. 1270. Urgent matters for the Clerk – None. 1271. Payments to be made: for approval – Cllr Street proposed that the scheduled payments amounting to £3944.48 be approved. This was seconded by Cllr Gutteridge and agreed. 1272. Correspondence:- i. Phil Woolas MP re. Councillors allowances – Noted. ACTION: Clerk to develop further with NALC’s legal team. ii. Chief Inspector Neil Honnor re. PCSO Transport – Noted. iii. Hew Prendergast re. Forest governance – Cllr King noted that the County and District Councils have the power to appoint local people to the Board of Conservators and that this is essential if the governance of the Forest is to be modernised, noting that there is now a vacancy resulting from the retirement of DCllr Frank Brown. CCllr Whetstone stated that appointments have to be politically balanced, and that the Leader of the Council makes the decision. ACTION: Cllr King to write to the Leader. CCllr Reid stated that there are some difficulties placed on what the Conservators can do by the Forest Act, but that there are moves afoot for more structured relations with local groups, and for understanding the opinions of local residents. CCllr Whetstone left the meeting. 1273. New Councillor training – The schedule of courses circulated with the meeting papers was noted. ACTION: Councillors to advise the Clerk if they wish to attend any of these courses. 1274. Annual Assembly – The Clerk reported that preparations for this event (to be held on 18th May 2007) were well in hand and that the Annual Report had been available for two weeks before this event, although so far only one request had been received for an advance copy. DCllr Mrs S Martin stated that she would be unable to attend the Assembly. 1275. Village Fetes – The Clerk stated that the Assistant Clerk would shortly be contacting Councillors in order to set up the rota for the tasks required for each of the fetes. It was agreed that Cllr Finch should use space in the Parish Council’s marquee to canvass parishioners concerning the energy cost saving syndicate he is developing for the benefit of the whole Parish. 1276. Communications – No items. The Chairman thanked the Clerk and Assistant Clerk for their hard work in preparing the meeting papers and in dealing with the related matters. 1277. Date of next meeting, 19th June 2007 (Nutley). There being no further business, the meeting closed at 21:40. |
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