EAST HOATHLY with HALLAND PARISH COUNCIL
Annual General Meeting of the Full Council held on 15th May, 2023 at 6.30pm.
MEETING MINUTES
In attendance: Cllrs. Bradley, Cole, Freezer, Pope (initial chairman), Thatcher and Vaughan.
Also participating: Malcolm Ramsden (clerk), Verne Heath (rfo) (via Zoom) and four members of the public.
AGENDA
PUBLIC PARTICIPATION
Members of the public are welcome and encouraged to attend. The first fifteen minutes of the meeting will be available for the public to express a view or ask a question on relevant matters on the agenda. The public and members of the press are also welcome to stay and observe the rest of the meeting (subject to any items considered as confidential within the terms of the Public Bodies (Admission to meetings) Act 1960).
- ELECTION OF OFFICERS AND RECEIVE ACCEPTANCE OF OFFICE
1.1 To elect chairman and receive acceptance of office
Following a proposal by Cllr. Bradley and seconding by Cllr. Thatcher
0566 RESOLVED that Cllr. Freezer be appointed as chair. Acceptance of office signed in the presence of the clerk.
1.2 To elect vice chairman
Following a proposal by Cllr. Freezer and seconding by Cllr. Pope
0567 RESOLVED that Cllr. Vaughan be appointed as vice chairman.
1.3 Appointments to Planning Committee
Following a proposal by Cllr. Bradley and seconding by Cllr. Vaughan.
0568 RESOLVED that Cllrs. Bradley, Freezer, Magness, Partridge, Pope, Thatcher and Vaughan be appointed as members of the Planning Committee.
1.4 Appointments to Finance and General Purpose Committee
Following a proposal by Cllr. Vaughan and seconding by Cllr. Pope
0569 RESOLVED that Cllrs. Bradley, Freezer, Thatcher and Vaughan be appointed as members of the Finance and General Purpose Committee.
1.5 Appointment as Council lead representative to Neighbourhood Plan Steering Group Committee
Following a proposal by Cllr. Vaughan and seconding by Cllr. Freezer
0570 RESOLVED that Cllr. Magness be appointed as Council lead representative to the Neighbourhood Plan Steering Group Committee.
1.6 Appointment as Council representative/s to Village Hall Committee
Following a proposal by Cllr. Freezer and seconding by Cllr. Cole
0571 RESOLVED that Cllr. Vaughan be appointed as Council representative to the Village Hall Committee.
1.7 Appointment as Council representative/s to Garden Plots Committee
Following a proposal by Cllr. Freezer and seconding by Cllr. Vaughan
0572 RESOLVED that Cllr. Bradley be appointed as Council representative to the Garden Plots Committee.
1.8 Appointment as Council representative/s to Parish Woodland Committee
Following a proposal by Cllr. Freezer and seconding by Cllr. Cole
0573 RESOLVED that Cllr. Bradley be appointed as Council representative to the Parish Woodland Committee.
1.9 Appointment as Council representative to District Council Planning Panel
Following a proposal by Cllr. Freezer and seconding by Cllr. Cole
0574 RESOLVED that Cllr. Magness be appointed as Council representative to the District Council Planning Panel.
1.10 Appointment as Council representative to District Association of Local Councils
Following a proposal by Cllr. Freezer and seconding by Cllr. Vaughan
0575 RESOLVED that Cllr. Cole be appointed as Council representative to the District Association of Local Councils.
- DECLARATIONS OF INTEREST
Members are invited to make any declaration of personal or prejudicial interests that they may have in relation to items on the agenda and are reminded to make any declarations at any stage during the meeting if it then becomes apparent that this may be required when a particular item or issue is to be considered
Cllrs. Bradley and Pope reminded members of their declarations as contained in their Register of Interests.
- APOLOGIES – to receive apologies for absence
Apology received and reason accepted from Cllr. Magness.
- FINANCE AND ADMINISTRATION
4.1 To approve General Power of Competence
Clerk highlighted the benefits to Council of the General Power of Competence.
Following a proposal by Cllr. Vaughan and seconding by Cllr. Cole
0576 RESOLVED that Council approve the General Power of Competence.
4.2 To note Internal Audit report 2022/23
Noted.
4.3 To discuss and approve Annual Governance Statement
Clerk detailed, individually, how compliance with each of the nine statements comprising the Annual Governance Statement, previously circulated, had been met.
Following a proposal by Cllr. Pope and seconding by Cllr. Cole
0577 RESOLVED that the Annual Governance Statement be approved.
4.4 To approve Annual Accounting Statement
Following a proposal by Cllr. Pope and seconding by Cllr. Vaughan
0578 RESOLVED that the Annual Accounting Statement, as previously circulated, be approved.
- MINUTES
5.1 To resolve that the minutes of the Council Meeting held on Monday 24th April, 2023 be taken as read, confirmed as a correct record and signed by the Chairman
Following a proposal by Cllr. Cole and seconding by Cllr. Bradley
0579 RESOLVED to approve that the minutes of the Council Meeting held on Monday 24th April, 2023 be taken as read, confirmed as a correct record, and be signed by the Chair.
5.2 Matters arising from minutes not otherwise covered by agenda items
None.
5.3 Review of March, 2023 minutes
Clerk explained that a section of the March minutes had caused concern to the supplier of the partition door at the pavilion and went on to describe how the verbal prerequisite for the door to open outwards had been transcribed in the subsequent quote provided by the supplier as door to open inwards. This important difference was not noticed by the clerk and the work duly went ahead with the door opening inwards.
Following a proposal by Cllr. Cole and seconding by Cllr. Bradley
0580 RESOLVED to approve that, for the sake of clarity, the minutes should not read as ‘Cllr. Freezer referred members to the payment of £2,454 to Superior Glass Limited made in respect of an incorrectly fitted door which blocked the entrance to the disabled toilet at the pavilion.’ but read as ‘Cllr. Freezer referred members to the payment of £2,454 made in respect of an incorrectly installed door, because of a breakdown in communication between the door supplier and the specifier, which blocked the entrance to the disabled toilet at the pavilion’.
- DATE OF NEXT MEETING
To note that the next meeting of the Full Council will be held at the Village Hall, East Hoathly at 7:00pm on Monday, 26th June, 2023
Noted.
Meeting closed at 7:00pm