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Minutes of the Annual Council meeting held on Tuesday 4th May 2010 at The Pavilion,

Vaggs Lane, Hordle.

Present: Chairman:- Cllr. Peter Smith and Cllrs. Roy Bowring, Mandy Hayes, David Horne,David Ironside,

Angela Meads, Alex Pepper, Dave Terry,Reg Wareham & Ken Wells

Also in attendance Mrs Susan Whitcher – Clerk, Mrs Sandy Smith – Minutes Secretary

.

  1. Election of a Chairman.

Cllr. Smith was proposed by Cllr. Wareham and seconded by Cllr. Meads, Cllr. Ironside was proposed by Cllr. Hayes and seconded by Cllr. Pepper. It was agreed to undertake a ballot and the result was 5:5 so Cllr. Smith cast his Chairman’s vote and declared Cllr. Smith duly elected as Chairman

To receive the Chairman’s declaration of acceptance of office. The Chairman signed his declaration, witnessed by the Clerk


 

  1. Election of a Vice-Chairman.

Cllr. Wareham was proposed by Cllr. Terry and seconded by Cllr. Horne there being no other candidates Cllr. Wareham was duly elected as Vice-Chairman

To receive the Vice-Chairman’s declaration of acceptance of office. The Vice-Chairman signed his declaration witnessed by the Clerk.


 

  1. To receive apologies for absence

Cllr. Bollom- personal.


 

  1. To receive declarations of interest of items on the agenda

Cllr. Wareham- Chair of Hordle Community Association.


 

5. 5.1.To Appoint and confirm Representatives to outside bodies:-

    1. Everton Sports & Community Pavilion Management Committee Trustees X2 – Cllrs. Ironside and Bollom were elected unanimously.

    2. New Forest Association of Local Councils X2 – Cllrs Smith and Meads were elected unanimously.

    3. Hordle Community Association Trustee – Cllr. Terry was elected unanimously.

    4. Hordle & District Twinning Association – Cllr. Pepper was elected unanimously.

    5. New Forest Consultative Panel – The Clerk will clarify if there is a position on this group.

    6. Tiptoe Green trustee – Cllrs Wells and Ironside were elected unanimously.

    7. Trustee of the former Borough of Lymington regalia – Cllr. Wareham was elected unanimously.

    8. Hampshire Constabulary Neighbourhood Management - this is to be clarified and decided at a later date.

5.2. To confirm working parties

Hordle Village Design Statement working Party. This is to include Cllrs. Hayes, Wells, Ironside and Smith and Mrs Sandy Smith, Mr. Malcolm Warne-Holland and Mr.John Morgan but there may be others who wish to be included.

Hordle Allotment Association. This is to include Cllrs Wareham, Terry, Hayes and Pepper.


 

6. Appointment of Standing Committees

6.1.i. Amenities Committee election of members – members agreed too are Cllrs. Terry, Ironside, Horne, Hayes and Bollom with the Chair and Vice-Chair of the Council.

6.1.ii. Planning & Environment Committee election of members – members agreed are Cllr. Wells, Bowring, Meads and Pepper with the Chair and Vice-Chair of the Council.

6.1.iii. Finance, Policy & Resources Committee, as per standing orders


 

7. Annual Subscriptions:-

i. Hampshire Association of Parish & Town Councils / NALC levy. After discussion it was proposed to pay the levy for both organisations.


 

ii Council for the Protection of Rural England after discussion the proposal was put to the vote to pay the subscription and it was defeated by a 5:4 majority.


 

iii. Society of Local Council Clerks – This was proposed seconded and accepted. Any councillors who requires a personal copy (one is available in the office) should contact the Clerk.

iv. Hampshire Playing Fields Association – It was proposed and agreed to continue.


 

8. To Confirm Standing Orders and Financial Regulations.

These were confirmed but it was suggested by the Chair,that the new Standing Orders, and when they are published, the new Financial Regulations be looked at and reviewed. This will be passed to FP&R to convene a sub-committee to consider them.


9. To review pay and conditions of service of employees.

The pay and service conditions were read out by Clerk.

The council employs three members of staff:

i. The Clerk, who is also the responsible financial officer contracted for a minimum of 35 Hours per week.

ii. The Minutes Secretary who works for 10 hours per week usually a Monday, Tuesday and Wednesday morning.

iii. The Handyman/Playground Inspector who works variable hours but principally 9am to 3pm Monday to Friday for 30 hours a week.

The total budget for 2010/2011 is £53,000 inclusive of PAYE, pension and mileage commitments.

and it was agreed to accept these by a majority of 9:1


 

10. Minutes: To confirm the Minutes of the Meeting held on 6th April 2010.

It was agreed to accept these with the changes:- a) the word “action” to replace “auction” in Item 16

b)Councillor Hayes proposed the amendment that “The Council agreed to the core document apart from para 1c and it was agreed to ask FP&R to set up a sub-committee for the action plan” to be made to item 8.1. The proposal was put to accept these changes and it was agreed with 8 votes for the amendment,1 against and 1 abstention.


11. Committee Minutes: To be received and adopted.

i. Minutes of Amenities Committee held on 12th April 2010

These were received and adopted

ii. Minutes of the Planning & Environment Committee meetings held on 19th April 2010

These were received and adopted with the change from “District Council” to “National Park” officer

for Para 4. Item NPA 94996

iii. Minutes of Finance, Policy & Resources Committee meeting held on 26th April 2010

These minutes were read out by the Clerk and received and adopted.

12. Correspondence.

i. Safer Neighbourhoods police report *

ii. Invitation to the Hampshire County Council Annual County Service 13th June 2010 @ 9.45am

iii. SID’s deployment, card to notify of SID deployment in our area. No details received. – Everton Road.

iv. Community Action Hampshire – Action Newsletter *

v. Naomi House, Clarendon Walk Sunday 6th June 2010 Winchester to Salisbury. *

*Correspondence available in office

13. To consider Council meeting dates for 2010/11.

These were accepted

14. Chairman’s Report

The Chairman expressed his appreciation to the Council and suggested that members took advantage of any training opportunities that were available to them.

15. Clerk’s Report

i. Holiday dates; Clerk 1st – 4th June and 9th – 20th August

Minutes Secretary 1st – 9th July

Handy Man 15th & 16th July

ii. I would like to take this opportunity to give my thanks to you for all your support to me during my first year as Clerk and that I am looking forward to working with the council in the year to come. I would also like to express my personal appreciation of your continued commitment to the benefit of the local communities.

16. Reports:

i. By previous representatives on Outside Bodies.

1. Tiptoe Green - Cllr. Hayes reported that they are still awaiting finalisation from the Charity Commissioners but a bank account has been set up.

2. Hordle Community Association – Cllr. Wareham reported that the AGM will be held on 18th May

3. Everton Sports & Community Pavilion Management Committee – Cllr. Ironside reported that the hall re-flooring and patio extension have now been completed and the number of bookings is satisfactory.

ii. By Councillors.

1. Cllr. Ironside observed that Standing Orders are not always being adhered to by councillors.

2.a. Cllr. Horne informed the Council that the new bus timetable only gave information for journeys from Golden Hill to Lymington not in the other direction. The Clerk informed him that the Bus company had been telephoned and e-mailed of this omission but so far there has been no response so the Clerk was requested to write to the Bus company and again bring it to their attention. He also requested that the Everton bus shelters could be checked for timetables.

2b. He also noted that there was a car for sale on the lay-by adjacent to the play-park.

3.a. Cllr. Terry said that the Youth group’s opening evening had been successful.

3.b. He also informed the council that the approval for the money to undertake the re-furbishment of the War Memorial was still being awaited for presentation by NFDC.

4. Cllr. Wareham suggested that the wreaths at the war memorial should be removed by Easter. The Clerk requested confirmation that this was acceptable.

17. Reports by County / District Councillors.

        There were no reports.

18. Public Session

To enable comments and questions from members of the public.

There were none.

19. To confirm the next meeting will be held on 7th June, 2010.

Confirmed

Meeting closed at 9.10 p.m.