Approved at the full council meeting - 25 June 2015 Worplesdon Parish Council Minutes of the Annual Meeting held on Thursday 14 May 2015 in the small hall, Worplesdon Memorial Hall, Perry Hill, Worplesdon at 7.30pm 221-2015 - Present: Outgoing Chairman Dr P Cragg, Mr G Adam, Mr D Bird, Cllr D Elms, Mr S Knight, Mrs J Messinger, Mrs E Nagle, Mr D Slaymaker and Mr C Venables. Cllr K Witham, Miss Unwin-Golding, Mr Shapland, Mr Bryan, Mr Mitchell and the Clerk to the Council were also in attendance. 222-2015 - Election of Chairman Mrs E Nagle nominated Dr P Cragg, seconded Mr G Adam. No other nominations being made it was unanimously resolved that Dr Cragg be elected Chairman for the forthcoming year. 223-2015 -Declaration of Acceptance of Office to be signed by the newly elected Chairman Dr P Cragg duly signed the acceptance of the Office of Chairman. 224-2015 - Apologies and reason for Absence in accordance with the LGA 1972, Sch12, para 40. Apologies and reasons for absence were received from Mr R Clark, Mrs J Panton and Mrs S Morgan. Apologies and reasons for absence accepted. 225-2015 - Public participation session Mr Mitchell raised the following points: 1. Clay Lane link road – New Inn Lane – Proposal for a maximum axel load? 2. Liddington Hall Farm – Spoil is currently being placed on the eastern (lower fields) hidden from public view. The spoil appears to be soil and grass. Where is it coming from? What does it contain? Are there any contaminants? Is this being done to avoid Landfill tax? It was agreed that the Parish Council would write to Merrist Wood College asking why the spoil is being dumped on this land etc. etc. 226-2015 Co-option of two new members – 1 for the Fairlands ward – 1 for the Wood Street Ward The Clerk advised that 14 candidates had stood for election. These candidates were duly elected uncontested. By law the remaining two seats have to be filled by co-option within 35 days of the elections. In addition, two resignations had been received on 13 th May from Mr John Steer and Mr Nigel Smith. This has created two further casual vacancies that will also need to be filled. The casual vacancies will, however, need to be advertised in accordance with rule 5 of The Local Elections (Parishes and Communities) (England & Wales) Rules 2006. Three applications had been received from Mr Neville Bryan, Miss Helena Unwin-Golding and Mr Nigel Mitchell. Each of the candidates was asked to give a presentation to the Council explaining why they wanted to join the Council and what experience they can bring to the Council. Whilst each candidate gave their presentation the other candidates were asked to wait outside. Mr Shapland also waited outside during this stage of the meeting. 91 Approved at the full council meeting - 25 June 2015 All of the candidates were then asked to wait outside whilst the Council considered the candidates presentations/CVs. The votes then took place, as a result of which it was resolved that Mr Neville Bryan and Mr Nigel Mitchell be co-opted onto the Council with immediate effect. Mr Bryan and Mr Mitchell were given their Welcome Packs, signed their Declarations of Acceptance of Office and joined the meeting. Dr Cragg extended his thanks to Miss Unwin-Golding and expressed the Council’s hope that she would re-apply for the one of the Casual vacancies in due course. Miss Unwin-Golding and Mr Shapland stayed for the rest of the meeting. 227-2015 - Declaration of Acceptance of Office All members had already signed their forms in accordance with legal requirements. 228-2015 - Register of Interests All elected members had returned their Register of Interest forms to the Clerk. These will be uploaded to the Parish Council’ s website and the originals will be passed onto Guildford Borough Council in accordance with the Localism Act 2011. 229-2015 - Election Expenses All members are legally required to complete their Election Expense form and to return it to the Clerk, even if the return is a nil return. The forms will be hand delivered to Electoral Services, Guildford Borough Council as soon as practicable. 230-2015 - Declaration of Disclosable Pecuniary Interests (DPIs) by Councillors in accordance with The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012. (SI 2012 No. 1464) No declarations were made. 231-2015 - To receive and consider written requests for new DPI dispensations No DPI dispensation requests were received. 232-2015 - Declaration of non-pecuniary interests in accordance with the Parish Council’s Code of Conduct No declarations were made. 233-2015 - Declaration of Gifts or hospitality over £25 No declarations were made. 234-2015 - County Councillor’s report At the Chairman’s discretion the County Councillor’s Report was brought forward. Cllr Witham gave the following report. 92 Approved at the full council meeting - 25 June 2015 Bus Review “I advised residents last November of a Surrey wide transport review regarding Buses. A second consultation has now been launched, for those bus routes where changes are proposed. Locally, there are minor changes to routes 34 and 35 through Jacobs Well. I have sent the details to the JWRA (Jacobs Well Residents’ Association) and members of the Parish Council and am happy to receive feedback from the Parish Council. None of the other of the local routes, the 17 through Wood Street Village and Fairlands; 20 through Fairlands or the 538 at Jacobs Well to Sainsburys, have any proposed changes. There are no changes proposed for the routes which lead through Worplesdon to Normandy and Pirbright either. Dr Cragg thanked Cllr Witham for his report. Cllr Witham left the meeting at 8.23pm 235-2015 - Parish Council training session It was agreed that the Clerk deliver a training session to all members on Wednesday 17 June at 7.30pm in the Council Chambers, Worplesdon Memorial Hall. 236-2015 - Police matters in Worplesdon A written report had been received from the Police. Whilst the report contained details of the crimes in Worplesdon and Jacobs Well it did not have details about Fairlands or Wood Street Village, but had instead provided details for Normandy and Pirbright. The Clerk was instructed to inform the Police that the report was incomplete. 237-2015 – Resolution – Eligibility to use the Power of Competence It was proposed Cllr D Elms, seconded Mr D Slaymaker and unanimously resolved that following the Elections the Parish Council is eligible to use the Power of Competence as it continues to meet the prescribed conditions which are: a) The number of members of the Council that have been declared to be elected, whether at ordinary elections or at a by-election is equal to or greater than two-thirds of the total number of members of the Council b) The Clerk to the Parish Council holds the Certificate in Local Council Administration (including the new Power of Competence module) A further resolution confirming eligibility to use the Power of Competence will be required at the next relevant annual meeting (i.e. the date of the next ordinary elections in May 2019). There are certain restrictions regarding the use of the Power of Competence being: The Parish Council has a duty to act with regard to crime and disorder (Crime and Disorder Act 1997) The Parish Council must comply with procedural and financial duties and laws i.e. H&S, FOI, Data protection and Employment law The Parish Council must abide by company law if it sets up a company or co-operative society If a principal authority has a statutory duty, it remains their duty to provide that service e.g. education. 93 Approved at the full council meeting - 25 June 2015 238-2015 - Election of Vice-Chairman Cllr D Elms nominated Mr C Venables seconded Mrs E Nagle. No other nominations being made it was unanimously resolved that Mr Venables be elected Vice-Chairman for the forthcoming year. 239-2015 - Fundamental Service Review It was agreed that the newly elected council should carry out a Fundamental Service Review to review: The services provided by the Council – Is there anything else the Parish Council could or should do? The way in which the Council operates – Is the existing Committee structure sufficient for the Council’s needs? The policies and procedures of the Council – are they fit for purpose? The efficiency and effectiveness of the Council – Could any improvements be made? The staffing levels of the Council – are they sufficient for the workload? The recommendations made by the Internal Auditor. It was proposed Mr C Venables, seconded Mrs J Messinger and unanimously resolved that a Fundamental Service Review Working Party be established comprising all members of the Council. The inaugural meeting of the working party to be held in the Conference Room, Worplesdon Memorial Hall on Wednesday 15 July at 7.30pm. The Clerk to draft the Terms of Reference in readiness for the first meeting. 240-2015 - Election of the General Purposes and Finance Committee It was resolved that the following members be elected to serve on the General Purposes and Finance Committee: Mr G Adam, Mr D Bird, Mr N Bryan, Mrs J Messinger, Mr N Mitchell and Mrs J Panton. Dr P Cragg and Mr C Venables were also elected as Ex-Officio members. Mr D Slaymaker and Mrs S Morgan were elected as substitute members. 241-2015 - Election of the Health, Safety and Welfare Committee It was resolved that the following members be elected to serve on the Health, Safety and Welfare Committee: Mr G Adam, Mr D Bird, Mr N Bryan, Mrs J Messinger, Mr N Mitchell and Mrs J Panton.