Minutes of the Annual General Meeting- Monday 12Th May 2008

Minutes of the Annual General Meeting- Monday 12th May 2008

CLAYPOLE PARISH COUNCIL

Minutes of the Annual General Meeting of the Parish Council held on Monday 12th May 2008 at 8.30pm in the village hall-upstairs.

Present:Councillors: T Allen, G Bignell, S Frayne, R Oakham, R Prabucki (Chairman), C Sharp and the Clerk. There were no members of the public.

ELECTION OF CHAIRMAN

Cllr Prabucki was proposed by Cllr Bignell, seconded by Cllr Sharp. There were no other nominations and Cllr Prabucki was unanimously voted as Chairman.

2. DECLARATION OF ACCEPTANCE OF OFFICE

The Chairman’s Declaration Of Acceptance of Office was signed and dated.

3.DECLARATIONS OF INTEREST

None declared

4. APOLOGIES AND REASONS FOR ABSENCE

Apologies were received and accepted from Cllrs Attewell, Revill and Taylor. District Cllr Kerr also sent his apologies.

5. MINUTES OF MEETING HELD ON 7th April 2008

The notes of the meeting held on 7.04.08. were accepted as a true and accurate record and were duly signed by the Chairman.. Proposed Cllr Frayne, seconded Cllr Bignell.

ELECTION OF VICE-CHAIRMAN

Cllr Allen was proposed by Cllr Prabucki and seconded by Cllr Oakham. There were no other nominations and Cllr Allen was unanimously voted as Vice Chairman.

APPOINTMENTS TO OUTSIDE BODIES AND COMMITTEES

Planning- Cllrs Prabucki and Taylor

Finance - Cllr Prabucki and the clerk

Cemetery- Cllr Frayne

Highways- Cllr Oakham

Playing fields- Cllrs Attewell and Revill The clerk will visually check the playing fields/play area each week.

Footpaths- Cllr Oakham

Web-site- Cllr Sharp

Governing Body- Claypole Cof E school- Cllr Prabucki

REVIEW STANDING ORDERS AND FINANCIAL REGULATIONS

Copies had been circulated to Cllrs. A few amendments were made to Standing Orders and Finacial Regulations notably CTS was removed as was the playscheme.

REVIEW RISK ASSESSMENTS

This was updated with only a few minor changes required.

FORWARD PLANNING SUGGESTIONS & FUTURE AGENDA ITEMS

Charges for use of playing fields, new play equipment and the way forward for St. Peter’s church were noted.

CLERK’S AND COUNCILLORS’REPORTS

Neighbourhood Watch- meeting to be arranged with people interested in becoming co-ordinators on Monday 2nd June before the PC meeting.

Common Land- Mr Padley had tried to cut the leaning tree down again but had met with opposition from the residents of Cromwell House. Cllr Prabucki is to check with SKDC- parks department on this matter.

Documents will be passed to Cllr Bignell so that a plan can be drawn up of the common land with dimensions prepared by Hodgson Elkington.

Playscheme- Clerk advised that due to family and travel arrangements this year a playscheme would not be held. In addition it was becoming difficult to recruit staff and numbersof children attending had been disappointing in recent years..

Provision of bus shelter- Clerk had been advised that planning permission was not required and had been advised to write to Highways re location and LCC Accesibility and Policy Dept. re grant funding for Interconnect bus shelter. This had been done.

Provision of container- Clerk had obtained OS maps from SKDC to support application and more details were required about size etc of the container. Cllr Attewell to supply this information.

13. CHANCE TO SHARE HALL AND PLAYING FIELD

Edward Morton had repaired the balance ropes and springer. The roundabout was beyond repair and a quote will be sent to replace with another surface underneath together with replacement of swing seats (cracked), replascement of rope to slide, replacement litter bin and securing of gate.. Clerk will check with Mr Morton whether he is qualified to carry out annual inspection of the play area.

14 FINANCIAL MATTERS

a) The following were approved for payment:

i)£150.00- Tallents- registration of playing field

ii)£70.00- J Padley- tree maintenance work on the Common land

iii)£36.00- G W King & Sons –grounds maintenance Common Land

b) Approve Financial Statement- Section 1- Statement of accounts and Section 2- Annual governance statement- to be completed at the next PC meeting

c) Appoint internal auditor – Section 4 of the Financial Statement- It was proposed the clerk would ask a resident to take on this job

15PLANNING MATTERS AND RESULTS

Applications

S08/0394/21- Alterations and extension to dwelling Gordon House Farm, Back Lane- No objections. Comments were required before the date of this meeting so the application was looked at by Cllrs in the interim.

Planning Results

S08/0116//21- Change of use of land to garden and erection of summer house The Hatchings, Church Meadow- approved conditionally 18th March 2008

S08/0117/21-Demolition of vacant retail unit & erection of two-storey unit,57-59 Main Street- approved conditionally 25th March 2008

S08/0143/21- Rear extension to dwelling, 21 Swallow Drive- approved conditionally 25th March 2008

16.HIGHWAY MATTERS

None.

17. CORRESPONDENCE

From residents

a)Letter re traffic volume through village – originators of the letter had attended the Annual Parish meeting at which contents were discussed.

Regular publications

b) Local Council Review May 2008- circulated

Additional correspondence received after the agenda was published.

A letter had been received from a resident requesting permission for a seat to be erected in memory of a family member in the Garden of Remembrance. It was agreed providing materials, size and location were discussed with the clerk.

18. CLOSING COMMENTS

The Chairman thanked Cllrs for attendance and formally closed the meeting at 9.30pm.

Signed………………………….. Date………………………..

Chairman