Minutes of the meeting held on Monday, 21st June 2010
at Kings Worthy Community Centre, Fraser Road, Kings Worthy
Present:
Councillors:
Sarah White [Chairman], Peter Warrener [Vice-Chairman], Kirstie Andrew-Power, Bob Barnes,
Ian Gordon, Malcolm Prince, Mandy Read, Rosemary Sign, Judith Steventon Baker,
Denis Welstead and David Young
Also present:
Cllrs Robert Johnston and Jane Rutter
PCSO Sarah Brazier & Gemma Keane
Clerk:
Colin Arnett
No Press; Public: 4
PC/10/59 Apologies
Apologies for absence had been received from Cllr Bohle, CCllr Jackie Porter and PC Robin Tebb.
PC/10/60 Public Question Time
The following issues were raised by members of the public;
Tesco Parking – the continuing problems with parking at Tesco Express were highlighted. Cllr Gordon pointed out that WCC had not fully implemented the proposals from the PC. White lines had been used and not yellow lines. Enforcement remained a problem. The topic was referred to the next meeting of the Planning and Highways Committee. A suggestion of a public education article concerning road lines in the next newsletter was made.
Action – Cllrs White and Andrew-Power
Cycling on Footpaths – although not a major problem this remained an area of concern in parts of the village. Cllr Gordon suggested that many cyclists consider it to be their legal right to use the footpaths. Cllr Prince suggested an integrated approach of education and enforcement. Cllr White suggested again that an article be placed in the newsletter, but that these public education items should be staged to avoid overload. This was again referred to the Planning and Highways Committee –. Action – Cllrs White and Andrew-Power
PC/10/61 Reports from Police/County Councillor/City Councillor/School Governor/Parish Councillors
Police Report – PCSO Sarah Brazier presented her incident report for the past month [copy attached]. The number of reported incidents had decreased. The travellers on Hookpit Farm Lane are being closely monitored
Speed checks had been carried out showing a minimal problem, but that this could be skewed in view of needing to alert the public to the presence of speed checks. Members agreed to the suggestion for a short period of having a flashing speed sign on Springvale Road and then Lovedon Lane as a warning to drivers. There would be no charge for this facility.
City Councillors – Robert Johnston and Jane Rutter presented a report [copy attached].
Cllr Johnston informed members that he had been elected chairman of the Planning Development Control Committee. He updated members on Barton Farm and the de-classification of gardens as brown field sites.
Cllr Rutter is a member of the Personnel Committee and Principal Scrutiny Committee. She is keen to establish a regular advice surgery to include a parish councillor and to also revive the Worthys Festival.
Parish Plan – Cllr White had spoken to Derek Smithers. The plan was progressing well with the survey scheduled for September 2010. He felt that it was not appropriate for a member of the new council to join the steering group at this stage, but that a parish councillor in an observer role would be welcome.
School Governor’s Report – Cllr White updated members on the activities at the school. The SATS tests had been completed and the induction sessions for new pupils were underway as well as induction of the current Year 6’s moving on to secondary school – mainly Henry Beaufort.
The PTA had organised a fun-run and the summer fayre. Summer camps were taking place for some of the older children. This week the whole school were taking part in National Money Week – all ages learning about the value of money and budgeting. Candidates for the position of Headteacher will be short-listed in September.
Parish Councillors – Cllr Gordon updated members on the Neighbourhood Watch meeting. Speed checks had been undertaken on Springvale Road. The police are to monitor anti-social behaviour during the school holidays.
Cllr Gordon had also attended the WCC Planning meetings on Barton Farm and 2 Park Lane, where listed building status had been achieved on the later.
Cllr Warrener reported that he had been unable to attend the Road Safety Council meeting.
PC/10/62 Minutes of the Meeting held on the 17 May 2010
The minutes were agreed as a true record with one amendment - PC/10/48 Cllr Young was present - and were signed by Cllr White.
Minutes of the Annual General Meeting held on the 9 June 2010
The minutes were agreed as a true record with two amendments;
AGM/10/02 Nominations and voting for Chairman - add “there was a 6:6 voting tie and a decision was made to select the new chair by tossing a coin”
AGM/10/05 THMC delete “Cllr White” – add “Cllr Welstead” and were signed by Cllr White.
PC/10/63 Matters arising from the Minutes of 17 May 2010
PC/10/50 Ramsay Road Excavation – Cllr Gordon reported that this is now with WCC planning enforcement.
PC/10/50 Tesco Garages – Cllr Gordon is unhappy with the response from WCC and is exploring other options.
PC/10/52 Fraser Road Exercise Equipment – Cllr Sign reported that the contractor had visited the site and was considering options to reduce the noise levels. A temporary sign had been erected indicating that the area closed daily at 9pm.
PC/10/52 Village Fete – Cllr Prince indicated that this was firstly a community event and that fund-raising was a secondary consideration. It was agreed that ideas for next year’s fete should be considered at the September PC meeting. Action – the clerk
Matters arising from the Minutes of 9 June 2010
Standing Orders – Cllrs Steventon Baker and Welstead agreed to undertake a review of the standing orders with particular regard to the procedure for the election of chairman and vice-chairman. Action - Cllrs Welstead and Steventon Baker
Kings Worthy Action on Climate Change – it was agreed that this be added to the listing with Cllr Welstead as the representative.
PC/10/64 To receive the Minutes of the Sub-Committees:
The Minutes of the following Committees were received and discussed.
Planning and Highways Committee – 26 May 2010
The minutes of the meeting were presented by Cllr Gordon.
- Prospective applications were presented for Prince’s Mead School and Red Marley, Nations Hill.
- Comments were made on 4 applications including the mobile home opposite 158 Lovedon Lane where members failed to understand why it is constantly refused.
Recreations & Amenities Committee – 3 June 2010
- This meeting had been cancelled due to the election.
- The next meeting is to be moved from Thursday 1 July to Wednesday 7 July 2010.
Finance Committee – 16 June 2010
The minutes of the meeting were presented by Cllr Prince;
- Committee Chairman – Cllr Prince had been elected chairman. The appointment of vice-chairman had been deferred to the next meeting.
- Accounting System – Members approved a quotation for Active Accounting to assist with the book-keeping until a deputy clerk is appointed.
- Election Costs – the costs to the PC had yet to be confirmed
- Cheque Signatories – Cllrs White, Prince and Gordon are to become new signatories.
- Audit Commission Annual Return – copies of the final accounts, the accounting statement, the annual governance statement and the internal audit report were circulated to members. All agreed to the documents and that the annual return be signed for submission to the Audit Commission.
Action – the clerk
Thanks were given to the clerk and Dawn-Marie Cox for their endeavours in preparing the annual return.
- Annual Accounts to the Website – Members agreed that the figures could be published on the website with a statement that councillors are looking to make the accounts more user friendly in the future. Action – the clerk
- Bylaws – Members asked the clerk to seek further clarification from our solicitors before approving the estimated legal fees for the work in compiling new byelaws. Action – the clerk
PC/10/65 Appointment of Deputy Clerk
Members agreed that a locum clerk could be appointed to cover the clerk’s annual holiday. Members approved a small working group to progress the appointment of a deputy clerk, consisting of the chairman, vice-chairman, sub-committee chairmen and clerk. There was general agreement that the person and job specification were too high and that advertising should be wider than before.
PC/10/66 Community Communications
Cllr White expressed her wish to improve communications within the PC and outside with the village community.
After a lengthy discussion the following points were agreed;
Internal
- Members should notify the parish office when their computer is not functioning for emails
- Items for discussion in committee should be forwarded to the clerk for inclusion on the agenda. If members wished to expand on the subject for inclusion, any details should be forwarded to other members via the clerk
- There should be no emails on views or discussion. This should take place in committee for public scrutiny.
- If a member was unable to attend any meeting, but wished to make their views on a topic for discussion heard – they would forward a written statement to the clerk for sharing at the committee meeting concerned.
- Each committee should have clear terms of reference.
- There was thought to be no need for a regular management group of senior councillors other than regarding the appointment of a deputy clerk at this time.
External
- The website should be improved with more relevant, timely information and should be more widely advertised
- The newsletter should be delivered more promptly
Cllrs Andrew-Power and Welstead agreed to compile a draft communications strategy for members to consider. Action Cllr Andrew-Power and Welstead
Members agreed that the Worthys Festival should be included on the agenda for the next meeting. Action – the clerk
PC/10/67 Clerk’s Notices
None
PC/10/68 Chairman’s Notices
Members agreed that “Any other business” should be included in future agendas. Action – the clerk
Cllr Welstead suggested that consideration be given to clearer demarcation between the role of WCC and the PC.
PC/10/69 Date of Next Meeting
The next meeting was arranged for 7.30 on the 19 July 2010.
The meeting closed at 10.22pm
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