| Annual Meeting 2009
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| Annual Meeting 2009
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At this level              beneath this item |
Minutes of the Maresfield Parish Council Annual Meeting held on Tuesday 19th May 2009 at 7.30pm in Fairwarp Village Hall
Present: Cllr W King (Chairman), Cllr K Ogden, Cllr Mrs G Brady, Cllr D Finch, Cllr P Harris, Cllr J Gutteridge, Cllr Mrs V Taylor, Cllr C Stevenson, Cllr A Clarke, Cllr R Galley, Cllr D Barlow, Cllr R Street, Cllr H Fry, DCllr Mrs S Martin, CCllr Whetstone, Clerk T Allen, Asst. Clerk Mrs J Bradford.
A. Public Session – In attendance, Mr D Hutchinson, Chairman of Nutley Conservation Group to observe the meeting. Professor David MacGowan, a resident of Parklands, Maresfield, who introduced himself to Councillors, expressed his dissension at the ballot to split the Parish and then left the meeting. Cllr Ogden thanked Councillors, the Clerk and Asst. Clerk for their hard work whilst he has been Chairman over the last two years, reflecting on successes during this time and stating that he was proud to have been Chairman..
1581. Election of a Chairman for the next year – Cllr Ogden stated that he was standing down as Chairman. Cllr Stevenson nominated Cllr W King for Chairman. This was seconded by Cllr Harris, and by majority vote Cllr King was elected. There were no other nominations for Chairman.
1582. Chairman's Declaration of Acceptance of Office and opening remarks – Cllr King read out and signed the Declaration of Acceptance of Office and stated that he was honoured to once again take on this responsibility. The new Chairman said that in his view it is not the institution of the parish which matters but achieving what is in the best interests of the people living within it; stating that he will work closely with his fellow Councillors to achieve the best for the people of Maresfield Parish, noting that priorities need to be agreed and ways of achieving them found. The Chairman noted that the Community Governance Review is in the hands of Wealden District Council for now and the Council must continue to focus on the whole Parish in the interim. The Chairman expressed his thanks to Cllr Ogden for his hard work as Chairman.
1583. To approve apologies for absence and to note other non-attendance – Cllr J Handley and DCllr Hoy.
1584. Declarations of interest - Cllr Mrs V Taylor, Cllr J Gutteridge & Cllr K Ogden as members of the Maresfield Conservation Group and MRGC. Cllr R Street re. Item 1606, payment to I Bassett, who is his next door neighbour.
1585. Election of a Vice-Chairman – Cllr King nominated Cllr Ogden as Vice Chairman; this was seconded by Cllr Mrs Taylor. There were no other nominations and Cllr Ogden was elected by majority.
1586. To agree the number of Councillors to serve on Committees. (Chairman and Vice-Chairman of Council serve on Committees ex-officio) - The number of Councillors to serve on Committees was resolved as follows:-
1587. To agree the quorum for each Committee – The Quorum for each Committee was resolved as follows:-
1588. To Adopt Remits – It was resolved to adopt the Remits.
1589. To Adopt Standing Orders - It was resolved to adopt the Standing Orders.
1590. To adopt Financial Regulations - It was resolved to adopt the Financial Regulations.
1591. To agree the Portfolios reporting to Council and their holders – The Chairman noted that it was important to clarify the Committee in charge of Portfolio areas and the level of responsibility allocated to Portfolio Holders, i.e. a watching brief or authority to act. At Cllr Fry’s suggestion, it was resolved that the level of authority for Portfolio Holders will be set by the relevant Committee. It was resolved that Portfolios for youth, play areas and roads & pavements were not needed as these matters are being regularly progressed through the Strategy and Environment Committees. It was resolved that the Portfolios reporting to Council, and supervising Committees, should be allocated as follows:-
Safety Villages Partnership Cllr Barlow Strategy Committee
Cllr Galley & Cllr Street
It was resolved that a new Portfolio be created, as follows:-
1592. [This item was taken after 1593] To elect Councillors to serve on Committees – The following allocations were resolved:- i. Environment – Cllr A Clarke, Cllr Mrs Taylor, Cllr Stevenson & Cllr Harris. ii. Finance & Administration – Cllr Handley, Cllr Gutteridge, Cllr Stevenson & Cllr Mrs Taylor. iii. Planning – Cllr Harris, Cllr Finch, Cllr Clarke, Cllr Gutteridge, Cllr Mrs Taylor, Cllr Street & Cllr Stevenson. iv. Strategy – Cllr Barlow, Cllr Mrs Brady, Cllr Fry, Cllr Galley, Cllr Street & Cllr Handley.
1593. To appoint Chairmen of Committees – The following appointments were resolved:- I. Environment – Cllr Mrs Taylor. II. Finance & Administration – Cllr Handley. III. Planning – Cllr Harris. IV. Strategy – Cllr Barlow.
1594. To appoint representatives of Council on outside bodies – The following appointments were resolved:- i. Maresfield Recreation Ground Committee – Cllr Mrs Taylor & Cllr Gutteridge. ii. Fords Green Management Committee – Cllr Finch. iii. Wealden District Association of Local Councils – Cllr King & Cllr Street. iv. Ashdown Forest Parish Liaison Panel – Cllr Stevenson & Cllr Street.
1595. To appoint Council representatives as follows– The following appointments were resolved:- I. Press Officers – Chairman and the Clerk. II. Tree Wardens – Mr Ian Johnstone & Ms Emma Newman. III. Maresfield Recreation Ground Patrol – Cllr Mrs Brady. IV. Fords Green Patrol – Chairman. V. Civil Protection Officer – Cllr Mrs Taylor.
1596. To appoint an additional holder of the Definitive Map (one copy held in Parish Office) – It was resolved to appoint Cllr Harris.
1597. To appoint signatories of cheques – It was resolved to appoint the Chairman, Cllr Ogden and Cllr Handley.
1598. To note the Chairman’s Allowance – Noted as £200.00.
1599. To note the Clerk’s and Assistant Clerk’s salary scale points – Noted as LC27 for the Clerk and LC15 (pro rata) for the Assistant Clerk.
1600. To appoint Internal Auditors – It was resolved that Mr Mark Mulberry will be the Council’s Internal Auditor.
1601. Minutes of the previous meeting held on 21st April 2009:- 1. For adoption – It was resolved to adopt the minutes. 2. Matters arising from these minutes – None.
1602. Urgent reports by and questions to:- 1. County Councillors – Cllr Whetstone reported as follows:- a. ESCC’s public transport consultation is ongoing, and the drive is to improve rural bus services and make them more flexible. b. For health & safety reasons the Conservators do not arrange for the shooting of deer in the Forest, although small scale local shooting is permitted. c. The Forest Conservators have no opinion at present with regard to the further lowering of speed limits in the Forest.
2. District Councillors – DCllr Mrs Martin reported as follows:- a. For the Corporate Plan 2009-12 WDC has focused on:- i. Kerbside recycling & waste minimisation. ii. Local Development Framework. iii. Affordable Housing. iv. Sustainability. v. Rural services. vi. Strong community leadership & partnership working. vii. Improving performance & efficiency. b. Related statistics for the above areas. c. In response to a question from Cllr Clarke; ACTION: DCllr Mrs Martin to find out the cost of WDC staff pensions per head of population.
Cllr Galley reported that the Annual Audit of WDC gave a clean bill of health for service provision, especially noting a high score for financial indicators. Cllr Galley noted that last year all WDC departments had achieved Charter Mark status, but that there is still lots to do and many challenges ahead. Cllr Ogden offered his congratulations to DCllr Mrs Martin who is to be the next Chairman of WDC; she was applauded by all Cllrs. The Chairman noted that the Parish Council needs to be aware of ESCC and WDC difficulties with regard to reduced income and the subsequent effects on services
(DCllr Mrs Martin left the meeting).
1603. Council bodies - To receive minutes and decisions,
followed by reports from Chairmen and any questions:- I. Draft Minutes of the meeting held on 28th April 2009 – Cllr Barlow reported on the presentation by the Parklands Residents Association regarding its project plans for the play area, and noted that the Cackle Street bus shelter has now been rebuilt.
2. Finance & Administration:- I. Approval of 2008/09 Annual Return of accounts & Governance Statement – It was resolved to approve these matters. II. Review of Month 1 - 2009/10 Financial Reports – The Clerk reported that neither he, nor Cllr Handley had any issues to report at this early stage in the financial year. III. Clerk’s annual appraisal & pay increment – Cllr Ogden reported that the Clerk’s annual appraisement had been completed and that it was very satisfactory. It was resolved that the Clerk’s salary should therefore increase by one increment to position LC 28. IV. Minutes of the meeting held on 9th February 2009 – the minutes were received. V. Draft Minutes of the meeting held on 11th May 2009 – Noted.
3. Planning:- I. Minutes of the meeting held on 20th April 2009 – the minutes were received. II. Draft Minutes of the meeting held on 5th May 2009 – Noted.
4. Strategy:- I. Draft Minutes of the meeting held on 16th April 2009 – Noted. The Chairman noted that WDC is about to make its last consultation of the LDF Core Strategy and that there is a lot of work for the Parish Council to do, including the holding of public meetings in all three villages.
5. Maresfield Recreation Ground Access Sub-Committee – Cllr Mrs Taylor reported that a definitive answer is still awaited from Zurich Insurance to confirm that the Council’s liability to the owner of the track is fully covered in the proposed agreement between the two parties. Cllr Mrs Taylor expressed her concern over the time it is taking to get this information from Zurich Insurance, bearing in mind that the Council has a set time limit within which to resolve this matter.
6. Maresfield Recreation Ground Improvement Working Party – Cllr Mrs Taylor reported that this project is continuing, with income coming in from residents along the access track to allow the repair of the surface.
7. Working Party on development of the Parish Office – Cllr Finch reported that, following his report at the last meeting of Council, the WP had set out the agreed position in writing to Nutley Social Club Ltd (NSC), i.e. the combining of the existing Office area with the adjacent room when the Lease is renewed in December 2009. Cllr Finch reported that a subsequent conversation with the Secretary of NSC had revealed that NSC was reneging on the agreed position as it was not now prepared to confirm that the same rent will be applied to both areas. Cllr Finch proposed that unless a positive response is received from NSC, the Council gives notice that it will be terminating the Lease on 31st December 2009; he said that notice to that effect would have to be given by 30 June. It was resolved that before this decision is taken, the matter would be discussed again at Council’s meeting on 16th June 2009, but that the Working Party could advise NSC that this action is to be considered by Council; Cllrs indicated that they would favour following that course if there is no agreement by then.
1604. Outside bodies matters – Cllr Stevenson reported that he had attended the last meeting of the Ashdown Forest Liaison Panel. ACTION: Clerk to circulate the minutes of this meeting.
1605. Community Governance Review – The Chairman stated that he may attend the WDC Regulatory & Audit Committee meeting on 29th June 2009, to highlight Parishioners concerns that comments on the make up of any new councils were only sought from those in agreement with the split. For further discussion at the meeting of Council on 16th June 2009.
1606. Payments to be made - for approval – It was resolved to approve the scheduled payments amounting to £9042.65.
1607. Communications:- 1. Annual Parish Assembly 2009 – Friday 22nd May 2009 at Fairwarp Village Hall – The Chairman stated that he will contact the guest speakers prior to the event, and asked all Councillors to come to the meeting prepared. Cllr Fry noted that a more appropriate term than that of ‘guest speakers’, as used on the timetable, was needed. 2. Village fetes 2009 – The Clerk noted that he is still awaiting availability information from some Councillors.
1608. Correspondence: 1. New Parklands Residents Association re. Council minutes of 17th February 2009 – The Chairman stated that this correspondence was for Councillors to note, and to be aware of the situation concerned.
1609. Date of next meeting – 16th June 2009 (Maresfield) – The Clerk stated that there will be a guest speaker at the next meeting of Council; Cllr Robin Kempe will do a short presentation on the Standards Committee. The Clerk noted that Kelvin Williams, WDC, will attend the Council meeting on 21st July 2009 to talk about planning issues; Mr Williams needs to be briefed ahead of this meeting on the general areas that Councillors want to cover with him. ACTION: All Councillors to advise the Clerk of topics to be covered.
(There being no further business, the meeting closed at 21:24).
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