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Paper 3 - 28 September 2001Meeting

Minutes of the Association Annual Meeting held at The Langstone Hotel, Hayling Island on 29 June 2001 at 10.00 am.

32.01 WELCOME

The Mayor of Havant, Councillor Ron Bellinger, welcomed all those present to the meeting.

33.01 APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors House and Mrs Kyrle (Eastleigh); Councillor S Woodward and Mr A Davies (Fareham); Councillor K Moss (Havant); Councillor P Shaddock (Portsmouth); Mrs S Hudson (HAPTC); (Fareham); Mr A Jones (Test Valley); Mr C Byrne (GOSE) and Inspector J Ballard (Hampshire Constabulary).

34.01 ELECTION OF CHAIRMAN

There were two nominations for the role of Chairman for the year 2001/2002: Councillor D Gillett (Havant) and Councillor B Palmer (Test Valley).

RESOLVED -

That Councillor D Gillett be elected Chairman of the Association for the year 2001/2002.

35.01 ELECTION OF VICE-CHAIRMAN

There was one nomination for the role of Vice-Chairman for the year 2001/2002: Councillor T Jackson.

RESOLVED -

That Councillor T Jackson be elected Vice-Chairman for the year 2001/2002.

36.01 MINUTES

The minutes of the meeting held on 23 March 2001 were signed as a correct record.

Arising from the minutes in relation to item 20.01 (Foot and Mouth Epidemic) it was confirmed that a brief acknowledgement had been received in relation to the Association’s representations. On the same issue, Councillor Jackson (Test Valley) asked that rural affairs be considered again by the Association at a future meeting. This was agreed.

37.01 THE ASSOCIATION’S ANNUAL REPORT FOR 2000/2001

Consideration was given to the report of the Policy Manager which reviewed the work of the Association over the past year and gave a list of priorities for the coming year.

Consideration was also given to a report-back from Councillor David Curtis (Fareham) on the work of the Hampshire Association of Playing Fields and Councillor Mrs Maureen Robinson with regards to the LGA Social Affairs and Health Executive.

RESOLVED -

(1) That the Annual Report be published, giving information about the Association and its work;

(2) That reports-back from Outside Bodies be included in the Association’s bulletins rather than automatically put on the agenda; and

(3) That Councillors David Curtis (Fareham) and Mrs Maureen Robinson (New Forest) be thanked for their reports-back.

38.01 THE ASSOCIATION’S ACTION PLAN AND PRIORITIES FOR 2001-2002

Consideration was given to a report of the Policy Manager which set out the priorities for the year ahead and the areas where specific action would be required.

A work programme would be prepared following this meeting which would give target dates for reports to the Association following consultation with the various officer support groups. It would also take into consideration ongoing consultation with the LGA and central government and matters such as the call on Association staff time from new initiatives.

The Honorary Secretary proposed that a new section on Rural Affairs should be included as a separate issue. This was agreed. This important issue would be progressed in consultation with SEEDA’s task force, the Countryside Agency, Hampshire County Council and other partners

Councillor Rees (Isle of Wight) warned that Public Sector Agreements (PSAs) (section 1.6 of the Action Plan) might not bring in additional funds, rather simply borrowing approval.

RESOLVED -

That the Association’s Action Plan and priorities for 2001-2002 be approved.

39.01 THE ASSOCIATION’S BUDGET AND SUBSCRIPTIONS 2001-2002

The Policy Manager’s report produced jointly with the Association’s Honorary Treasurer, set out details of the Association’s finances and the level of subscriptions for the coming year.

(1) That the preliminary financial report for 2000/01 be approved for submission to the Honorary Auditor;

(2) That the budget for 2001/2002 be approved; and

(3) That the subscription unit of £2200 agreed by the Association in January this year be confirmed.

40.01 APPOINTMENTS TO OUTSIDE BODIES

The Policy Manager introduced his report which gave District Council representatives on outside bodies. He reported that Councillor Mrs E Burley (Fareham) was now willing to carry on as the District Council representative for the Federation of Hampshire Victim Support Schemes.

In the case of Councillor Eastwood (one of the representatives on the Hampshire Playing Fields Association), Hart questioned whether Councillor Eastwood could not, as shown in the Annex, continue. The Association’s officers would liaise with Hart on this matter.

With regard to the Annex, it was pointed out that Councillor J Murray (Fareham) was in fact Liberal Democrat and not Conservative.

There were two nominations for representation on the Hampshire Economic Partnership: Councillor R Sabine (Winchester) and Councillor D Gillett (Havant). Councillor Gillett was appointed to serve on the Hampshire Economic Partnership.

It was agreed that in future only those bodies with open-ended representation would be voted for annually along with any other members’ whose representations expired that year.

RESOLVED -

(1) That Councillor Mrs E Burley remain as the District Council representative on the Federation of Hampshire Victim Support Schemes;

(2) That the Association’s officers liaise with Hart District Council with regard to a representative on the Hampshire Playing Fields Association;

(3) That in future only those bodies with open-ended representation would be voted for annually along with any other members’ whose representations expired that year;

(4) That Councillor D Gillett be appointed as the District Council representative on the Hampshire Economic Partnership; and

(5) That all other representatives on outside bodies be confirmed as reported.

41.01 PROGRAMME OF MEETINGS 2001/2002

Consideration was given to a report by the Honorary Secretary which gave details of Association meetings for the remainder of 2001 and the whole of 2002.

The Isle of Wight expressed their willingness to host a future meeting of the Association. The Honorary Secretary explained that authorities hosted meetings on a rota basis and that the Isle of Wight were due to host a meeting in 2003.

RESOLVED -

(1) That the dates for meetings be approved for 2002 and the dates for the remainder of 2001 be noted; and

(2) That member authorities, in fixing their diaries for 2002, try to avoid clashes of dates wherever possible.

42.01 DATE OF NEXT MEETING

It was noted that the next meeting of the Association would be held on 28 September 2002 at Fareham Borough Council.

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