Agenda
Waltham Parish Council
EST. 1894
Website: https://walthampc.org.uk
TO: ALL MEMBERS OF WALTHAM PARISH COUNCIL.
Councillors are hereby summoned to attend the Annual Meeting of the Council on Tuesday the 16th of May 2023 commencing at 7.30 pm at Waltham Village Hall for the transaction of the business described in the following Agenda. Supporting documents can be found in an Agenda Pack on the Parish Councils website. Members of the public may make representations, answer questions and give evidence in respect of the business on the agenda during the Public Session (Standing Order 3e).
AGENDA
- To receive nominations and to elect a chairperson for the forthcoming year: New Chair to complete a declaration of acceptance of Office.
- To elect a Vice-Chairman of the Council.
- Chairman and Councillors to deliver Acceptance of Office forms.
- To receive any apologies for absence.
- To receive Declarations of any Disclosable Pecuniary Interests and Other Significant Interests: Members to note the requirement to submit DPI and OSI to Canterbury City Council.
- To approve the minutes of Motions and Resolutions of the meeting held on the 2nd of May 2023.
- Public Session: To receive representations questions and evidence from the public on agenda items.
- Councillor Responsibilities: To consider a list of Council activities and councillor participation.
- Delegation Arrangements: To review the 2021 Scheme of Delegation.
- General Power of Competence: To confirm continued eligibility to exercise the General Power of Competence.
- To discuss arrangements for co-option for the vacant post.
- Dates of meetings:
: The next Ordinary Meeting will be held on Tuesday the 6th of June.
Clerk to the Council
Minutes
Waltham Parish Council
est. 1894
Minutes of the Annual Parish Council Meeting held on the 16th of May 2023 at Waltham Village Hall
In line with the Transparency Code all public documents relating to the meeting are published in an Agenda Pack on the Parish Council Website at https://waltham-pc.gov.uk
Present: Parish Councillors: John Barry (Chair), Jane Robinson, Ben Grillet and John Hockley.
Parish Clerk Tony McCord
Ward Councillor Alister Brady was also in attendance.
The meeting commenced at 7.30pm with a welcome by the current Chairman. 23/24.017 Nominations and Election of Chairperson:
Cllr Jane Robinson proposed that Cllr Barry be elected, seconded by Cllr Hockley. Cllr John Barry
accepted the responsibility and signed an acceptance of office form which was countersigned by the Proper Officer.
23/24.18 Election of a Vice Chair:
23/24.009 Apologies for absence:
Apologies were received from County Cllr Mike Sole
23/24.010 Declarations of any Disclosable Pecuniary Interests or Other significant Interests: There were no declarations of interest.
22/24.011Approval of Minutes:
The draft minutes of the Ordinary Meeting of Council held on the 2nd of April were considered and deemed to be correct subject to three amendments:
- ltem23/24.005 replace 1972 APM with 2022 APM.
- Item 23/24.008 relates to planning application CA/23/04498 to which there were no objections.
- 23/24.009 date of next meeting.
The Clerk will make the necessary amendments and obtain the Chairman’s signature. Action: Clerk
23/24.012 Public Session:
Mr John Hockley, the member of the public, attended as a successful candidate in the forthcoming Parish Elections, and will formally sign his acceptance of office at the Annual Parish Council Meeting on the 16th of May.
23/24.013 Chairman’s report:
- Parish Plan: Cllr John Barry updated Members on progress. 22 completed questionnaires had been received. It was agreed that a short extension may encourage greater engagement during the Coronation celebration The Clerk would then commence the analysis stage culminating in a preliminary report for the September agenda.
- Feedback from the Annual Parish Meeting:
The Chairman considered that despite the low parishioner attendance the APM to be a very successful meeting. All parish organisations contributed reports which stimulated active discussion during presentations which carried on following a comfort break. City Councillor Robert Thomas marked his last attendance with reflections on his 10+ years of involvement with WPC and the pleasurable experiences working with the Parish.
- Telephone Kiosk Refurbishment:
A quote had been received from an Ashford based contractor to paint the exterior of the telephone Kiosk for £400, or both the exterior and interior for £650 including paints. Members unanimously Resolved to approve full refurbishment at £650 and to instruct the contractor to proceed at the earliest opportunity. Act.ion: Clerk
23/24.014 Reports from County and City Councillors:
- A report from County Councillor Mike Sole had previously been sent to the Parish Council and published on Waltham Facebook. Mike’s report included ongoing pothole issues across Canterbury South, and his work with the KCC Highways Improvement Team reviewing the status of parish council Highways Improvement Plans.
- City Councillor Robert Thomas presented his report at the meeting, building on his detailed report to the Annual Parish Meeting with a reflection on his rewarding work with Waltham Parish Council over the last decade. Members expressed appreciation for his endeavours and wished him well for the future.
23/24.015 Financial Matters:
- Financial Report: Members had received a cumulative transaction report covering the period pt of April 2022 to the 30th of April 2023. Total receipts for the year, including a bring forward balance of £9,94 amounted to £17,270.64. Payments amounted to £616.58 leaving a carry forward balance of £16,654.06. Members unanimously resolved to approve the report. Action: Clerk/RFO
- Payment Schedule: A payment schedule had been included in the agenda pack.
Payment Schedule -1st to30th of April 2023 Bank Balance @ 26:04:23 = £9,493.00
| Transaction Number | Invoice Date | Invoice Number | Payee | Payment Summary | Net Amount | VAT | Gross Amount |
| 23/24.03 | 25:04:2023 | 01 | A.S. McCord | Salary & Expenses | £264.60 | – | £264.60 |
| 23/24.04 | 01:04:2023 | 8634 | KALC | Annual Subscription | £217.55 | £43.51 | £261.06 |
| 23/24.05 | 26:04:2023 | 2339 | K.ALC | Finance forCouncillors (JH) | £40.00 | £8.00 | £48.00 |
| 23/24.06 | 26:04:2023 | 0419 | K.ALC | Internal Controls(JH) | £40.00 | £8.00 | £48.00 |
| Total | £562.15 | £59.51 | £621.66 | ||||
Members Resolved to approve the schedule subject to internet banking authorisation by Cllrs Jane Robinson, Sue Browne, and John Barry In view of email communication problems. Act.ion: Clerk
2023/24.016 Annual Governance and Accountability Return:
- Annual Governance Statement: Members examined in detail each of the eight sections and Resolved to approve them as an accurate reflection of AGAR compliance. The Statement will be included in the documents pack for the 2022 – 23 Audit. Action: Clerk
- Draft Accounting Statement:
A draft Statement of Accounts for 2021/22 and 2022/23 had been previously circulated. Members noted that the details reconciled with monthly and quarterly reports throughout the year and Resolved to approve them as an accurate reflection. Action: Clerk
Date of Next Meeting: Business having been concluded the Chairman closed the meeting at
8.35pm. The Annual Parish Council meeting will be held on Tuesday the 16th of May, and the next Ordinary Meeting will be on Tuesday the 6th of June, both commencing at 7.30pm.
Date: 6th of June 2023
