1
ANNUAL MEETING OF COTTINGHAM PARISH COUNCIL
HELD AT 9 THE COTTAGES, MARKET GREEN, COTTINGHAM
7.30 pm ON THURSDAY 21 MAY 2015
PRESENTCouncillors A Abel – K Casson – M Harness - R Jump - S Kind –
W Knight – L Petersen – D McLaren – A Wright
Clerk: J Macklin
Deputy Clerk: T White
The Chairman reminded members of the public of the guidance regarding recording of meetings and drew their attention to the written policy displayed on the noticeboard.
The Chairman also welcomed the new member of Council, Cllr Petersen, to the meeting.
2279TO ELECT A CHAIRMAN FOR THE ENSUING YEAR
Cllr Casson proposed Cllr Abel as Chairman of the Parish Council for the ensuing year. Cllr Knight seconded the proposal.
Resolved:Cllr Abel was elected as Chairman of the Cottingham Parish Council and signed the Chairman’s Declaration of Acceptance of Office form.
2280DECLARATIONS OF INTEREST
2280.1There were no declarations of interest.
2280.2There were no dispensations given in respect of any agenda items.
2281APOLOGIES
Apologies were received from Cllr Hardwick.
2282TO ELECT A DEPUTY CHAIRMAN FOR THE ENSUING YEAR
Cllr Casson proposed Cllr Harness as Deputy Chairman of the Parish Council for the ensuing year and Cllr McLaren seconded the proposal. Cllr Knight was also nominated as a candidate and Cllr Kind seconded the nomination. A ballot vote took place.
Resolved:Cllr Harness was elected as Deputy Chairman of the Cottingham Parish Council
The Chairman reminded Council that all Councillors were members of the Planning Committee and the Finance and Asset Management Committee.
2283TO APPOINT 5 COUNCILLORS AS MEMBERS OF THE ALLOTMENTS COMMITTEE FOR THE ENSUING YEAR
Resolved:Cllrs Abel, Casson, Hardwick, Jump and Petersen were elected as members of the Allotments Committee.
2284TO APPOINT 4 COUNCILLORS AS MEMBERS OF THE PERSONNEL COMMITTEE UNTIL THE PARISH COUNCIL ELECTIONS IN 2019
Resolved:Cllrs Casson, Kind and Harness were elected onto the PersonneL Committee; leaving one vacancy.
2285TO APPOINT 3 COUNCILLORS AS MEMBERS OF THE GRIEVANCE COMMITTEE UNTIL THE PARISH COUNCIL ELECTIONS IN 2019
Resolved:Cllrs Jump, Knight and McLaren were elected onto the Grievance Committee.
2286TO APPOINT 5 COUNCILLORS AS MEMBERS OF THE COTTINGHAM DAY
COMMITTEE FOR THE ENSUING YEAR
Resolved: Cllrs Abel, Harness, Jump, Kind and Wright were elected onto the Cottingham Day Committee.
2287TO APPOINT 4 CO-OPTED MEMBERS OF THE COTTINGHAM DAY COMMITTEE FOR THE ENSUING YEAR
The Chairman informed Cllrs that Messrs Maskell, Moverley, Spivey and Mrs K Moverley were willing be co-opted members.
Resolved:Don Maskell, Kate Moverley, Richard Moverley and Mike Spivey were elected as co-opted members of the Cottingham Day Committee.
Members were reminded that, unlike Committees, Working Groups were not limited to specific numbers.
2288TO APPOINT COUNCILLORS AS MEMBERS OF THE NEIGHBOURHOOD PLAN STEERING GROUP (5 MEMBERS AT PRESENT)
Resolved:Cllrs Casson, Harness, Jump and Knight would serve on the Neighbourhood Plan Steering Group.
2289TO APPOINT COUNCILLORS AS MEMBERS OF THE DRAINAGE WORKING PARTY (7 MEMBERS AT PRESENT)
Resolved:Cllrs Casson, Harness, Hardwick, Jump, Knight and Wright would serve on the Drainage Working Party.
2290TO APPOINT 3 COUNCILLORS AS REPRESENTATIVES ON CCTV WORKING GROUP FOR THE ENSUING YEAR
Resolved:Cllrs Abel, Jump and Wright would serve on the CCTV Working Group.
2291TO APPOINT COUNCILLORS AS MEMBERS OF THE EMERGENCY PLAN WORKING GROUP FOR THE ENSUING YEAR (7 MEMBERS AT PRESENT)
Resolved:Cllrs Casson, Harness, Kind, McLaren and Wright would serve on the Emergency Plan Working Group.
2292TO APPOINT COUNCILLORS AS MEMBERS OF THE COUNCIL AGAINST CAR PARKING CHARGES WORKING GROUP FOR THE ENSUING YEAR (8 MEMBERS AT PRESENT)
Resolved:Cllrs Abel, Harness, Hardwick, Jump, Kind, McLaren and Wright would serve on the Councils Against Car Parking Charges Working Group.
2293TO APPOINT COUNCILLORS AS MEMBERS OF THE WWI PROJECT WORKING GROUP FOR THE ENSUING YEAR (5 MEMBERS AT PRESENT)
Resolved:Cllrs Hardwick, Harness and Knight would serve on the WW1 Working Project Group.
2294TO APPOINT 2 COUNCILLORS AS REPRESENTATIVES ON THE COTTINGHAM WILD SPACES GROUP FOR THE ENSUING YEAR
Resolved:Cllrs Petersen and Wright would serve on the Cottingham Wild Spaces Group.
2295TO APPOINT 1 COUNCILLOR AS A MEMBER OF THE KGV FRIENDS GROUP FOR THE ENSUING YEAR
Resolved: Cllr Jump would serve as a member of the KGV Friends Group.
2296TO APPOINT 1 COUNCILLOR TO SIT ON BOARD OF TRUSTEES FOR COTTINGHAM KGV COMMUNITY TRUST FOR THE ENSUING YEAR
Resolved:Cllr Casson would serve as a Trustee on the KGV Cottingham Community Trust.
2297TO APPOINT 1 COUNCILLOR AS REPRESENTATIVE ON YORKSHIRE COAST COMMUNITY RAIL PARTNERSHIP
Resolved: Cllr Knight would serve on the Yorkshire Coast Community Rail Partnership.
2298TO APPOINT 2 VOTING REPRESENTATIVES FOR ERNLLCA FOR THE ENSUING YEAR
Resolved:Cllrs Knight and Wright would serve as representatives for ERNLLCA.
2299TO APPOINT 1 COUNCILLOR AS REPRESENTATIVE ON HALTEMPRICE FLOOD ACTION GROUP FOR THE ENSUING YEAR
Resolved:Cllr Knight would serve on the Haltemprice Flood Action Group.
2300TO APPOINT 1 COUNCILLOR AS REPRESENTATIVE ON THE HUMBER ESTUARY MANAGEMENT PARTNERSHIP FOR THE ENSUING YEAR
Resolved:Cllr Jump would serve on the Humber Estuary Management Partnership.
2301TO APPOINT 2 COUNCILLORS AS REPRESENTATIVES ON THE DARBY & JOAN BUILDING TRUST COMMITTEE FOR THE ENSUING YEAR
Resolved:Cllr Jump would serve on the Darby & Joan Building Trust Committee; leaving one vacancy.
2302TO APPOINT 1 COUNCILLOR AS REPRESENTATIVE ON THE COTTINGHAM AND DISTRICT TRADERS FOR THE ENSUING YEAR
Resolved: Cllr Jump would serve as the representative on the Cottingham and District Traders Association.
2303TO APPOINT 3 COUNCILLORS AS REPRESENTATIVES ON THE COTTINGHAM FOOD FESTIVAL COMMITTEE FOR THE ENSUING YEAR
Resolved:Cllrs Abel, Petersen and Wright would serve on the Cottingham Food Festival Committee.
2304TO APPOINT 2 COUNCILLORS AS REPRESENTATIVES ON THE FARMER’S MARKET COMMITTEE FOR THE ENSUING YEAR
Resolved:Cllrs Harness and Wright would serve on the Farmer’s Market Committee.
2305TO CONFIRM AND SIGN THE MINUTES OF THE PARISH COUNCIL MEETING HELD AT 7.30pm ON THURSDAY 16 APRIL 2015
Resolved:The minutes were confirmed and signed as a true record of the meeting.
Resolved:That the minutes were adopted except for the items following the decision on adoption of the NJC Scales which are the subject of a grievance and will not be enacted for the time being.
2306TO APPROVE AND ADOPT THE MINUTES OF THE PLANNING COMMITTEE MEETING HELD ON TUESDAY 28 APRIL 2015
Resolved:That the minutes be approved as a true record.
Resolved:That the minutes be adopted.
2307TO APPROVE AND ADOPT THE MINUTES OF THE COTTINGHAM DAY COMMITTEE MEETING HELD ON TUESDAY 6 MAY 2015
Resolved:That the minutes be approved as a true record.
Resolved:That the minutes be adopted.
2308TO APPROVE RENEWAL OF MEMBERSHIP OF CPRE (CAMPAIGN TO PROTECT RURAL ENGLAND)
Resolved:That membership of CPRE be renewed at a cost of £36.
2309TO RECEIVE INTERNAL AUDIT REPORT FOR YEAR ENDED 31 MARCH 2015
Councillors had been previously circulated with copies of the Internal Auditor’s report which raised no issues that needed action to be taken.
Resolved:That the Internal Auditor’s report be accepted.
2310TO APPROVE AND AUTHORISE SIGNATURE OF THE ANNUAL ACCOUNTS FOR THE FINANCIAL YEAR TO 31 MARCH 2015
Resolved:That the Annual Accounts as presented be approved and the Chairman and Responsible Financial Officer were authorised to sign them.
2311TO APPROVE AND AUTHORISE SIGNATURE OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR TO 31 MARCH 2015 INCLUDING CONSIDERATION OF THE ANNUAL GOVERNANCE STATEMENT AS FOLLOWS:
Councillors acknowledged their responsibility for ensuring that there was a sound system of internal control, including the preparation of the accounting statements as set out in Section 2 of the Annual Return. They confirmed the following, to the best of their knowledge and belief, with respect to the accounting statements of the year ended 31 March 2015:
Resolved:That the Council had approved the accounting statements which had been prepared in accordance with the requirements of the Accounts and Audit Regulations and proper practices.
Resolved:That the Council had maintained an adequate system of internal control, including measures designed to prevent and detect fraud and corruption and reviewed its effectiveness.
Resolved:That the Council had taken all reasonable steps to assure itself that there were no matters of actual or potential non-compliance with laws, regulations and codes of practice which could have a significant financial effect on the ability of the Council to conduct its business or on its finances.
Resolved:That the Council had provided proper opportunity during the year for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit Regulations.
Resolved:That the Council had carried out an assessment of the risks facing the Council and taken appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required.
Resolved:That the Council had maintained throughout the year an adequate and effective system of internal audit of the Council accounting records and control systems.
Resolved:That the Council had taken appropriate action on all matters raised in reports from internal and external audit.
Resolved:That the Council had considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year-end, have a financial impact on the Council and, where appropriate have included them in the accounting statements.
Resolved:That the Annual Return in its entirety be approved and that the Chairman and the Clerk be authorised to sign the document on behalf of the Parish Council.
2312TO APPROVE CO-OPTION PROCESS FOLLOWING PARISH COUNCIL ELECTIONS
Cllrs discussed the co-option process and deadlines following the elections on 7 May; Councils could co-opt to fill vacancies within 35 working days of the elections without any reference to the ERYC Returning Officer.
Resolved:That the deadline for applications be extended from 20 May to 11 June; candidates to apply with CV and letter detailing their vision for Cottingham (no more than one side of A4 sheet). Notices to be put in Parish Council noticeboards; e-mailed to all Cllrs and put in Hull Daily Mail ‘Cottingham’ page. Interviews for potential candidates would be carried out at a Parish Council Meeting on Tuesday 16 June.
2313TO APPROVE EAST RIDING HIGH STREET FUND PROJECT’S PROPOSALS FOR GREENING THE VILLAGE
Concern was raised that some projects were not possible due to permissions required from ERYC and health and safety issues for volunteers. Cllr Abel confirmed that more detailed proposals would be put to the High Street Fund Project Group at their next meeting on Thursday 28th, from Cottingham Future Action Group, on how they plan to carry out the ‘Greening the Village’ project.
Resolved:That this item be placed on the agenda for the June Parish Council meeting when more information would be available.
2314MEMBERS’ POINTS OF INFORMATION AND AGENDA ITEMS FOR THE NEXT MEETING
2314.1ERNLLCA Training Course – ‘Being a Good Councillor’. If any Councillor wishes to attend the course they should inform the Clerk.
Resolved:That Cllrs Abel, Harness and Petersen attend the training; they would confirm which sessions they would like to attend and inform the Clerk who would make the bookings.
2314.2Proposed Change of date for July Parish Council Meeting to 23 July.
Resolved:That the date of the July Parish Council remain as 16 July.
The Chairman thanked Councillors for their support through the year; there was no other business and the Meeting closed at 8.40pm. Members were reminded that the next meeting of the Parish Council would take place at 7.30pm on 28 May 2015.
Signed …………………………………….
Chairman of the Cottingham Parish Council
The Parish Council Office: 9 The Cottages, Market Green, Cottingham, East Yorkshire HU16 5QG
Tel: 01482 847623 E-mail:
Website:
Chairman: Councillor Ann Abel Tel: 01482 875489 Clerk: Judith Macklin