GILLINGHAM TOWN COUNCIL The Town Hall, School Road, Gillingham, Dorset SP8 4QR Tel: 01747 823588 Email: GTC@gillinghamdorset-tc.gov.uk ANNUAL COUNCIL MEETING Minutes of the Annual Council Meeting held on Tuesday 27th May 2014 commencing at 7.30 pm in the Civic Hall Town Hall, School Road, Gillingham. Present: Cllr Mrs V Pothecary (Mayor), Cllr D Milsted (Deputy Mayor), Cllr Mrs A Beckley, Cllr Mrs E Booton, Cllr R Evill, Cllr A Frith, Cllr Mrs Hunt, Cllr S Joyce, Cllr Ms Phillips, Cllr Mrs B Ridout, Cllr Mrs J Robson, Cllr B Von Clemens, Cllr D Walsh and Cllr D White. Apologies: Cllrs R Arnold and R Monksummers. Also present: Invited guests. Town Crier Mr David Wathen. Town Clerk Mrs S Dobie, Clerks Mrs J Hansford and Mrs J Ezzard. 421. To receive apologies for absence. Apologies were received from Cllr R Arnold, Cllr D Griffin and Cllr R Monksummers. Cllr Mrs Pothecary, the retiring mayor, gave the following outgoing speech: ‘I can’t believe that a whole year has passed since I stood up to address this gathering. I have had the most brilliant 12 months. I have attended 75 civic events, 41 in Gillingham and 34 around the county. Many wonderful memories. It has been such an honour and I sincerely thank you, my fellow councillors, for giving me the opportunity to represent the town, and the council, in its 40th year. I am also grateful for the very warm welcome that I’ve received from the people of Gillingham wherever I have gone. I gave a very comprehensive PowerPoint report of my mayoral year at the Annual Council meeting on 30th April, so I am not going to spend time reviewing it again. I would just say that in my year of service I wanted to hold an event to recognise the unsung heroes of our town, the people who unselfishly give their time and energy for the wellbeing of others. And I was truly delighted that in September last year 14 members of our community, nominated by the public, were given a small recognition of our thanks. This was the highlight of my year. However, in my opinion there was one community hero missing. As my last act as your Mayor I would like to redress this and present a community hero award to Julie Hansford, who year on year shows her dedication to the community in so many ways. I would like to thank my daughter Amanda for all her support, and my dear friend Anne Kings, who over the last 8 months has escorted me to all the civic events and really looked after me. I would also like to thank our town crier, Mr David Wathen, for his support throughout the year. I would like to thank the Town Hall team. We are so fortunate here in Gillingham, to have such dedicated professionals who do their absolute best for the councillors and townsfolk alike, I have been really grateful for their support.’ Page 1 of 8 Annual Council Meeting – Tuesday 27th May 2014 – continued:422. To elect the Mayor for the Council Year 2014-2015 and to formally ask the member elected to sign the Declaration of Acceptance of Office following the election. Cllr Frith proposed “that Cllr Milsted should be elected as Mayor of Gillingham for the Council Year 2014 - 2015” Cllr Walsh seconded and the vote was unanimous. Cllr Milsted accepted the badge of office from the retiring Mayor, Cllr Mrs Pothecary, and duly signed the Declaration of Acceptance of Office as the Mayor of Gillingham for 2014 -2015. Cllr Milsted’s first duty was to present a ‘Past Mayor’s’ badge to the retiring Mayor, Cllr Mrs Pothecary. 423. To elect the Deputy Mayor for the Council Year 2014 -2015 and to formally ask the member elected to sign the Declaration of Acceptance of Office following the election. Cllr Frith proposed “that Cllr Walsh should be elected as Deputy Mayor of Gillingham for the Council Year 2014 - 2015”. Cllr Mrs Hunt seconded and the vote was unanimous. Cllr Walsh accepted the badge of office from the Mayor, Cllr Milsted, and duly signed the Declaration of Acceptance of Office as the Deputy Mayor of Gillingham for 2014 -2015. In Cllr Milsted’s opening speech he expressed his thanks to the outgoing Mayor, Cllr Mrs Pothecary. He welcomed his wife, Mrs Annie Milsted as Mayoress of Gillingham for 2014 – 2015 and Cllr Walsh as his Deputy Mayor. Cllr Milsted stated that it was a huge honour and privilege to be elected as Mayor of Gillingham and expressed his gratitude to his fellow councillors and thanked them for their dedication and hard work. Cllr Milsted informed the meeting that the Mayor’s Charity will be raising funds for a ‘Viking Super Rope End Swing’ as part of the Gillingham Recreation Ground Refurbishment Project and aims to raised £8,995.00 for the piece of equipment. Cllr Milsted explained that he will also be raising funds for two sets of ‘Seca 635 Bariatric Digital Scales’ at a cost of £740.00 each for use at the Barn Surgery and Peacemarsh Surgery in Gillingham. Cllr Milsted spoke of the hard work carried out by all the town councillors, officers and grounds staff. Finally, Cllr Milsted thanked his friends and family for attending the evening. Deputy Mayor, Cllr Walsh thanked his fellow Councillors for bestowing the honour upon him. He was extremely proud to be an ambassador for Gillingham. Cllr Walsh informed the meeting that his consort will be Cllr Mrs Belinda Ridout. 424. To approve the minutes of the last meeting of the Full Town Council held on 28 th April 2014 and Extraordinary Full Council 19th May 2014. Cllr Mrs Robson proposed “that the minutes of the Full Town Council meeting held on the 28th April 2014 should be approved as a correct record of the meeting”. Cllr Frith seconded and the vote was unanimous. Cllr Mrs Pothecary proposed “that the minutes of the Extraordinary Full Council meeting held on the 19th May 2014 should be approved as a correct record of the meeting”. Cllr Evill seconded and the vote was unanimous. 425. Questions. There were no questions. 426. Declarations of Interest. There were no declarations of interest. Page 2 of 8 Annual Council Meeting – Tuesday 27th May 2014 – continued:427. Appointment of Committees and Chairman/Deputy Chairman (each Committee will include, ex-officio, the Mayor and Deputy Mayor, with the exception of the Development Management Recommendations Committee, when they are already members of the NDDC Development Management Recommendations Committee). The Town Clerk explained to the meeting the procedure for the appointment of members to the committees and also gave a summary of the tasks each committee was responsible for. A draft list of committee membership, compiled from the preference slips submitted by members, was issued with the agenda for the meeting. a) General Purposes: The Members as listed below are appointed to the General Purposes Committee reporting to Full Council”. Cllr R Arnold Cllr D Griffin Cllr D Walsh Cllr Mrs V Pothecary Cllr S Joyce Cllr B Von Clemens Cllr Mrs A Beckley Cllr Mrs S Hunt Cllr R Evill Cllr D Milsted Cllr Mrs B Ridout General Purposes - Election of Chairman: Cllr Joyce proposed “that Cllr Milsted should be elected as the Chairman of the General Purposes Committee for the Council Year 2014 -2015”. Cllr Mrs Beckley seconded and the vote was unanimous. The members of the Committee unanimously appointed Cllr Milsted as Chairman of the General Purposes Committee. A Declaration of Acceptance of Office for Chairman of The General Purposes Committee for the Council Year 2014 - 2015 was duly signed. General Purposes Committee - Election of Deputy Chairman: Cllr Milsted proposed “that Cllr Walsh should be elected as the Deputy Chairman of the General Purposes Committee for the Council Year 2014 -2015”. Cllr Joyce seconded and the vote was unanimous. The General Purposes Committee unanimously appointed Cllr Walsh as Deputy Chairman of the General Purposes Committee. A Declaration of Acceptance of Office for Deputy Chairman of General Purposes Committee for the Council Year 2014 - 2015 was duly signed. b) Development Management Recommendations Committee: The Members as listed below are appointed to the Development Management Recommendations Committee reporting to Full Council. Page 3 of 8 Annual Council Meeting – Tuesday 27th May 2014 – continued:427. Appointment of Committees and Chairman/Deputy Chairman continued: Cllr R Evill Cllr A Frith Cllr S Joyce Cllr Mrs B Ridout Cllr Mrs A Beckley Cllr D White Cllr Mrs J Robson Cllr D Griffin Mrs E Booton Cllr B Von Clemens Cllr David Walsh Development Management Recommendations Committee - Election of Chairman: Cllr Mrs Robson proposed “that Cllr Evill should be elected as the Chairman of the Development Management Recommendations Committee for the Council Year 2014 2015”. Cllr Frith seconded and the vote was unanimous. The members of the Committee unanimously appointed Cllr Evill as Chairman of the Development Management Recommendations Committee. A Declaration of Acceptance of Office for Chairman of Development Management Recommendations Committee for the Council Year 2014 - 2015 was duly signed. Development Management Recommendations Committee - Election of Deputy Chairman: Cllr Evill proposed “that Cllr Mrs Ridout should be elected as the Deputy Chairman of the Development Management Recommendations Committee for the Council Year 2014 2015”. Cllr Frith seconded and the vote was unanimous. The Development Management Recommendations Committee unanimously appointed Cllr Mrs Ridout as Deputy Chairman of the Development Management Recommendations Committee. A Declaration of Acceptance of Office for Deputy Chairman of Development Management Recommendations Committee for the Council Year 2014 - 2015 was duly signed. c) Policy and Resources: The Members as listed below are appointed to the Policy and Resources Committee reporting to Full Council. Cllr Mrs J Robson Cllr Mrs V Pothecary Cllr R Evill Cllr Ms L Phillips Cllr D Milsted Cllr Mrs S Hunt Cllr Mrs E Booton Cllr D Griffin Cllr B Von Clemens Cllr D Walsh Cllr R Monksummers Page 4 of 8 Annual Council Meeting – Tuesday 27th May 2014 – continued:427. Appointment of Committees and Chairman/Deputy Chairman continued: Policy and Resources Committee – Election of Chairman: Cllr Walsh proposed “that Cllr Mrs Hunt should be elected as Chairman of the Policy and Resources Committee for the Council Year 2014 - 2015”. Cllr Mrs Phillips seconded and the vote was unanimous. The members of the Policy and Resources Committee unanimously appointed Cllr Mrs Hunt as the Chairman of the committee for the Council Year 2014 - 2015. A Declaration of Acceptance of Office for Chairman of Policy and Resources Committee for the Council Year 2014 - 2015 was duly signed. Policy and Resources Committee – Election of Deputy Chairman: Cllr Mrs Phillips proposed “that Cllr Mrs Pothecary should be elected as the Deputy Chairman of the Policy and Resources Committee for the Council Year 2014 - 2015”. Cllr White seconded and twelve members voted in favour. Cllr Mrs Robson abstained from voting. Ten members of the Policy and Resources Committee supported the appointment of Cllr Mrs Pothecary as the Deputy Chairman of the Committee for the Council Year 2014 - 2015. Cllr Mrs Robson abstained from voting. A Declaration of Acceptance of Office for Deputy Chairman of Policy and Resources Committee for the Council Year 2014 - 2015 was duly signed. d) Staff and Salaries Committee: The members listed below are appointed to the Policy and Resources Committee reporting to Full Council. Cllr D Milsted Cllr D Walsh Cllr Mrs V Pothecary Cllr Ms L Phillips Cllr Mrs J Robson Cllr A Frith Cllr R Monksummers Staff and Salaries – Election of Chairman: Cllr Mrs Robson proposed “that Cllr Frith should be elected as the Chairman of the Staff and Salaries Committee for the Council Year 2014 - 2015”. Cllr Mrs Pothecary seconded and the vote was unanimous. The members of the Staff and Salaries Committee unanimously appointed Cllr Frith as the Chairman of the Staff and Salaries Committee. A Declaration of Acceptance of Office for Chairman of Staff and Salaries Committee for the Council Year 2014 - 2015 was duly signed. Staff and Salaries Committee – Election of Deputy Chairman: Cllr Frith proposed “that Cllr Mrs Robson should be elected as the Deputy Chairman of the Staff and Salaries Committee for Council Year 2014 - 2015”. Cllr Walsh seconded and the vote was unanimous. The members of the Staff and Salaries Committee unanimously appointed Cllr Mrs Robson as the Deputy Chairman of the Staff and Salaries Committee. A Declaration of Acceptance of Office for Deputy of Policy and Resources Committee for the Council Year 2014 - 2015 was duly signed. Page 5 of 8 Annual Council Meeting – Tuesday 27th May 2014 – continued:428. To determine the Appointments to Other Organisations and Outside Bodies - 2014/15 Cllr Mrs Robson proposed “that the following members should be appointed to Other Organisations and Outside Bodies”. Cllr Frith seconded and the vote was unanimous. ORGANISATION MEMBER(S) APPOINTED 1. Gillingham Youth Centre 2. Gillingham Youth Assembly Cllr Mrs E Booton, Cllr Von Clemens, Cllr Mrs Ridout Cllr Mrs S Hunt, Cllr R Evill, Cllr Von Clemens 3. Gillingham Day Club Cllr Mrs J Robson 4. Read’s Charity Cllr Mrs J Robson, Cllr Mrs S Hunt, Cllr D Milsted, Mrs Sylvia Dobie, Ms J Hansford 5. Cpend Cllr Mrs A Beckley 6. History Society Cllr Mrs A Beckley 7. Footpath Liaison Mr B Millichamp 8. Transport Liaison Cllr D Griffin, Cllr Mrs B Ridout 9. Tree Wardens Cllr Mrs B Ridout, Ms Trudi Green and Mrs Elizabeth Kendall (Advisory) 10. Gillingham Neighbourhood Plan Group Cllr D Walsh, Cllr Mrs S Hunt 11. Pact Panel No longer running. 12. Stour Vale Hydro Group Cllr Mrs A Beckley 13. Education Liaison Cllr Mrs J Robson 14. Gillingham In Bloom Cllr Mrs S Hunt, Cllr Mrs V Pothecary, Cllr Mrs E Booton 15. Dorset Association of Parish and Town Councils (DAPTC) Cllr Mrs A Beckley, Cllr Mrs Pothecary 16. Blackmore Vale Tourism & Development Company Limited Cllr D Milsted 17. Dorset Age Partnership Cllr Mrs J Robson 18. Citizens Advice Bureau Cllr D Walsh 19. Flood Wardens Mr M Lodge, Ms J Hansford, Cllr D Walsh, Cllr Mrs E Booton, Cllr Mrs S Hunt (Milton-on-Stour). 20. Rotary Mayor of the Day 21. Community Resilience Officer Cllr R Monksummers, Mrs Sylvia Dobie, Ms Julie Hansford. 22. Gillingham Chamber of Commerce & Industry (GCCI) Cllr D Walsh, Cllr Mrs B Ridout 23. Gillingham Job Club Cllr D Walsh, Cllr Mrs B Ridout 24. Rural Sounding Board (Rural Services Network) Cllr A Frith 25. Gillingham Town Team Mayor of the Day or their nominated representative Page 6 of 8 Annual Council Meeting – Tuesday 27th May 2014 – continued:429. a) To receive the following committee reports: Development Management Recommendations interim Committee dated 22nd April 2014 and Development Management Recommendations Committee dated 12th May 2014 Cllr Evill proposed “that the Development Management Recommendations Committee interim minutes dated 22nd April 2014 and the Development Management Committee minutes dated 12th May 2014 should be received and adopted”. Cllr White seconded and the vote was unanimous. b) General Purposes Committee dated 6th May 2014 Cllr Milsted proposed “that the General Purposes Committee minutes dated 6th May 2014 should be received and adopted”. Cllr Walsh seconded and the vote was unanimous. c) Policy and Resources Committee dated 19th May 2014 Cllr Mrs Hunt proposed “that the Policy and Resources Committee minutes dated 19th May 2014 should be received and adopted”. Cllr Mrs Pothecary seconded and twelve members voted in favour. Cllr Mrs Robson abstained from voting. d) Staff and Salaries Committee dated 19th May 2014 Cllr Frith proposed “that the Staff and Salaries Committee dated 19th May 2014 should be received and adopted”. Cllr Mrs Robson seconded and the vote was unanimous. 430. Finance. a) To receive the audited accounts for the financial year 2013 - 2014 The Town Clerk informed the meeting that the balance in hand at the end of the Financial Year 2013-2014 was as follows: Balance as at 31st March 2014: £375,890. 85p Less earmarked reserves: £ 249,900.66p Less earmarked reserves from balances in hand: £119,230.53p Leaving a total of £6,759.66p in the General Reserves. Currently there is £64,351.80 earmarked in the National Savings and Investment Account for additional Burial/Allotment Land and £185,548.89 towards the continued maintenance of all Open Spaces, Play Areas and Amenity Land in the Town Council ownership Held in the General Reserve is £65K towards the Harding’s Lane Project, Town Hall Refurbishment £16,500, High Street Enhancement £10K, Green Gym Grant - £6,130, Gillingham Neighbourhood Group - £16,600, provision of large machinery £5 and two donations by monies raised by Mr G Hill of £300 towards the provision of a BMX track and £250 from ‘Party in the Rec’ towards the Provision/Maintenance Refurbishment Project within the Recreational Ground. An over spend on the Financial Year 2013/14 totalled £31,838.32p. This was mainly made up of expenditure used against balances held in the General Reserve 2012/13 and included £2,150 for the mezzanine floor at the council workshop, £11,223.77p towards the new carpets and lighting within the town hall building, Emergency Lighting and Sounder Bell and up-grade of the town hall car park . £11,614.72 to the Town Meadow Site to complete phase 2 and additional tree work - (£7,347.35 accrued interest in the earmarked reserve was transferred towards the cost of phase 2 for the Town Meadow Site). A sum of £1,760.00 was spent on additional tree work, due to the bad winter storms and £1,999.52 towards a new street barrow for the Town Orderly. Page 7 of 8 Annual Council Meeting – Tuesday 27th May 2014 – continued:430. Finance continued. Due to there being £138,489.29 in the General Reserve at the end of the Financial Year 2012/13 the council ear marked £25K towards additional Burial/Allotment Land, £25K towards the Town Hall Refurbishment and £50K towards the Provision/Maintenance Refurbishment Project within the Recreational Ground, Harding’s Lane. Cllr Mrs Hunt thanked the Town Clerk for her hard work in providing the account and thanked her for the support and guidance she had given to the council over the past year. Cllr Mrs Hunt proposed that “the audited accounts for the financial year 2013–2014 as presented by the Town Clerk as the proper financial officer for the council should be accepted”. Cllr Mrs Robson seconded and the vote was unanimous. b) Completion of the Statement of Assurance Section 2 of the Annual Return to the External Auditor A blank copy of section 2 of the Annual Return to the External Auditor was circulated to members with the agenda for the meeting. Members were asked to individually consider items 1 – 8 as listed in the Statement of Assurance, and to confirm that to the best of their knowledge and belief they have complied with. Cllr Mrs Hunt proposed that “the completion of the Statement of Assurance Section 2 of the Annual Return to the External Auditor, as circulated to members, be approved”. Cllr Frith seconded and the vote was unanimous. Closure : The meeting closed at 8.12pm. Page 8 of 8