Denton a village in South Norfolk, England

Denton Parish Council

DRAFT Minutes of the Council's Annual Meeting Held on Tuesday 8th May 2012

at 7.30pm at Denton Village Hall

NB These are draft minutes and are subject to correction before approval at the next annual meeting of the Council.

Present: Terry Hanner (Vice Chairman), Peter Hill, Roger Gibson, Adrian Hipwell, Wayne Mayhew, Annie Whiteman, Pauline Sandell (Clerk).

Also Present: Murray Gray (District Councillor).

1. Apologies
None.

2. Election of Chairman and Vice Chairman
Both Terry Hanner and Peter Hill were nominated as Chairman, but Terry declined to stand because of work commitments. Peter Hill was proposed by Terry Hanner, seconded by Adrian Hipwell, unanimously agreed. It was agreed to write a letter to Liz Cargill to thank her for her hard work as Councillor and Chairman, and to ask her if she would return to the Parish Council as just a Councillor.
Annie Whiteman was proposed by Peter Hill for the position of Vice Chairman, but she said that she was unable to take on that responsibility at the moment. Wayne and Adrian were unable to do it because of work commitment and Roger also declined. Roger Gibson therefore proposed that Terry Hanner continued as Vice Chairman, Annie Whiteman seconded, unanimously agreed.

3. Minutes of the Last Meeting
The minutes were proposed as a true record by Adrian Hipwell, seconded by Terry Hanner, unanimously agreed. The minutes were signed and dated.

4. Clarification of Representatives:
a) Village Hall Committee – Adrian Hipwell
b) Alburgh and Denton School – Jane Marlow is the Governor sponsored by the two Parish Councils. Peter Hill to act as a link between the PC and the School.
c) St.Mary's Church – Terry Hanner
d) Rogerson Trust – Terry Hanner
e) Footpaths – Adrian Hipwell
f) Denton Youth – Annie Whiteman
g) Financial Supervisor – Roger Gibson
h) Composting – Liz Cargill
The above representatives were proposed by Terry Hanner, seconded by Roger Gibson, unanimously agreed.

5. Approval of Accounts for Year Ending March 2012:
The Clerk said that she had been unable to print out the accounts as the books had gone to Roger Gibson for approval. Roger Gibson had gone through the accounts and found them to be accurate. Adrian proposed that Liz Frere-Smith would be asked to conduct the internal audit, seconded by Roger Gibson, unanimously agreed.

6. Review:
a) Handling of Correspondence – The Clerk was asked to make sure that the Councillors were notified of anything important immediately it is received and not to wait until the correspondence summary is sent out.
b) Accounts Summary - No change. However, Roger Gibson is unable to receive the accounts summary on his computer. The Clerk will try to send it in a different format.
c) Dates and Times of Meetings - No change.
d) Length of Meetings – The aim is 1½ hours and no longer than two hours. It was suggested that some items could be dealt with before the meeting. Peter Hill said that he would look into it.
e) Procedures at Meetings – It was agreed that changing the District and County Council Matters to move to item 4 worked very well. It was agreed that Playing Field should be a separate item and not go under Matters Arising.
f) Standing Orders – No change.

7. Any Other Business
Adrian Hipwell said that he felt that the allocation of Composting Credits needed some clarification now that Liz Cargill was not on the Parish Council. Would it be better for the Composting Scheme to be moved from the Parish Council and established in its own right. Adrian proposed that this should be put on the agenda for the next meeting and in the meantime Peter Hill will discuss this issue with the Composting Committee. Annie Whiteman seconded, unanimously agreed.
Denton Residents do not know that the Parish Council receive recycling credits for the composting and how it is used. The Clerk was asked to put something in the Parish Magazine about it.

The meeting closed at 8.12pm.

Return to Parish Council Page.

Return to Parish Council AGM Agenda Page.

Return to Parish Minutes Archive.