Draft minutes of 2016 Annual General Meeting

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Minutes of Annual General Meeting held on

 Wednesday 18th May 2016 at Port Eynon Village Hall.

 

The meeting commenced at 7:00 pm.

 

Present:                                  Cllr. G. Evans Cllr. R. Fisher, Cllr. S. Fisher; Cllr. G. Jones; Cllr. L. Newland, Cllr. A. Stott and Cllr. A Milligan

 

In attendance:                        Mr. B. Stubbings (Clerk)

 

Apologies for Absence:,        none

 

Chair person:                        Cllr. R. Fisher took the Chair.

 

  1. Minutes of Last Annual General Meeting:

The minutes of the AGM held on 18th May 2015 had been circulated prior to the meeting and no comments had been received. Cllr. G. Evans proposed that the minutes be accepted as a true record, the proposal was seconded by Cllr. S. Fisher and agreed by all. The minutes were signed by the chairman.

 

  1. Election of Chairperson.

Cllr. G. Evans proposed that Cllr. Robert Fisher be re-elected as Chairperson for the forthcoming year. The proposal was seconded by Cllr. S. Fisher. There being no other proposals the meeting elected Cllr. R. Fisher by unanimity.

 

  1. Election of Vice Chairperson.

Cllr. L. Newland proposed that Cllr. G. Evans be re-elected as Vice-Chairperson for the forthcoming year. The proposal was seconded by Cllr. S. Fisher. There being no other proposals the meeting elected Cllr. Evans by unanimity.

 

 

  1. Chairman’s Report

 

Cllr. R. Fisher presented a brief report of activities during the past year:

 

  • Following the public election of Councillors in 2012 vacancies still remained on the Council and despite advertising on the Notice Boards and Village Hall website these had remained unfilled throughout the year. The vacancies were for one Councillor each in the Port Eynon and Knelston wards. Cllr. Fisher expressed his continued disappointment at the apparent lack of interest from the community, or appreciation of the contribution that the Community Council makes to the local environment. He expressed his disappointment that the Council had been unable to achieve a newsletter for distribution to households.
  • He complemented the Council on their initiative to purchase and distribute commemorative coins to children at Knelston School for the Queen’s birthday.
  • Also for the creation of the wild flower beds at Scurlage village green and the timber bench at Overton green.
  • Another initiative brought to completion was the provision of 6 defibrillators throughout the council area.
  • Looking forward he hoped that it would be possible to identify a Councillor to lead on particular issues
  • Finally, Cllr. Fisher expressed his thanks for the support and assistance of all the elected Councillors and also to the Clerk for his support and service to the Council.

 

  1. Financial Report:

Clerk advised that the year-end bank balances were as follows:

 

Current Account                     £10,932

Savings Account                     £5,257

Knelston Burial Ground Account           £935

 

The Clerk provided a brief review of expenditure throughout the year and presented a budget for the forthcoming year.

Cllr. Newland proposed that the clerk’s remuneration be increased to £1,800 per annum.

Cllr Evans proposed that the budget for 2016-2017 be accepted, except that the precept be raised to £6,000.

Both proposals were seconded by Cllr. Jones and approved unanimously.

 

 

  1. Standing Orders
  • The clerk advised that there were no proposed changes to the current Standing Orders.
  • Council noted that if proposals to redevelop the Talbot Hall should progress then identification of a suitable alternative venue was essential. Cllr. Fisher said that he would make yet a further approach to the school. He also advised that his office in Scurlage could be used.
  • It was confirmed that meetings should continue to be held at the Port Eynon Village Hall.
  • It was confirmed that the regular monthly meetings of the Council continue to be held on the third Monday of each month commencing at 7:30 p.m..

 

 

  1. Committees
  • It was unanimously agreed, in the absence of any counter proposals, that Cllr. Newland should continue to represent the Council at the Port Eynon Village Hall Management Committee.
  • It was unanimously agreed, in the absence of any counter proposals, that Cllr. S. Fisher should continue to represent the Council at the Port Eynon Village Hall Management Committee.
  • It was unanimously agreed that Cllr. Fisher should represent the Council on the Management Trust for Knelston Chapel Burial Ground, noting that the Clerk also was in attendance to this Trust.
  • Councillors noted that the Council was not represented on the Port Eynon Boat Club Committee and thought that an approach should be made to seek such a presence. Clerk advised that historically the Boat Club was a participating member of the Village Hall Management Committee at which the Council was represented.

 

 

  1. Date of Next Meeting – was provisionally set as Monday 15th May 2017 and venue as Port Eynon Village Hall.

 

The meeting closed at 8:00 pm.

 

 

 

 

 

  1. J. Stubbings, (Clerk) Chairperson