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Minutes of 2015 - 2016 Annual General Meeting Held on 19th May 2016

Maxton & Mertoun Community Council

Minutes of 2015 - 2016 Annual General Meeting

Held on 19th May 2016 at Maxton Village Hall

Present: Andrew Leitch, Trudy Leitch, Penny Harvey, Jackie Price and Isobel Veitch


In Attendance: Councillor Rory Stewart

Members of Public: Three

1. Chairpersons Welcome:
The Chairperson thanked those present for attending.

2. Minutes of the AGM 2015:
Minutes of Maxton & Mertoun Community Council for 21st May 2015 were read, it was agreed there were no outstanding issues to be dealt with in the minute.

3. Approval of 2015 AGM Minute:
Proposed as a true record of the meeting CC Trudy Leitch
Seconded CC Penny Harvey

4. Chairman’s report to Maxton and Mertoun Community Council for the year 2015 – 2016.
The last 12 months have been perhaps less about the big gains made in previous years but more focused on making small to medium changes and improvements to the facilities of and ‘look’ of the community.

Work on the telephone box at Clintmains to make it ready for the defibrillator. This has taken longer than thought and community councillor Jackie Price must be congratulated for her continued enthusiasm in driving this project forward, along with others in the community.

Also ‘across the river’, we were asked to look at and submit an objection to a planning application at Dryburgh, this was done and we await the verdict of the planning committee.

We finally purchased a quantity of bulbs in the winter and these were divided between the two communities and planted up, in Maxton these were utilised at the east end of the village, in and around the new bench as you leave the village, showing a modest display this spring they will really start to come into their own next year.

A notice board was put in place for Clintmains to serve the community there and also planters to give some extra colour for locals and the many visitors who pass through, these are in the process of being filled with soil and then planted, mainly with annuals at this stage for summer colour.

In Maxton the two new planters in the playpark have been filled with soil and are ready to be filled with plants too.

We have to thank Councillor Rory Stewart for his regular attendance at our meetings and the efficient way he deals with any issues we raise, along with the sound advice given in how to deal with Scottish Borders Council when necessary, thank you Rory.

Finally we are saying a very sad farewell to our long standing Treasurer and Secretary, Isobel Veitch, Isobel has been Treasurer since the CC was reformed and took on the additional role of Secretary after Ann Collie sadly passed away. We owe her a huge debt for all her work she has undertaken in her quiet and unassuming way and I’m sure want to wish her and Tom all the very best in their new adventure on the Berwickshire coast. - Andrew Y. Leitch, 19.05.16.

5. Treasurers Report:
The Treasurer presented accounts for 1st April 2015 to 31st March 2016

Balance C/F: £2,406.06

Income: SBC Reimbursement of rent £ 150.00
SBC Annual Grant 2015 £ 630.00
Bank Interest £ 1.02
TOTAL: £ 3,187.08

Expenditure: Project Clintmains Telephone Kiosk £ 1.00
Hall Rental £ 135.00
Village enhancement £ 340.99
TOTAL £ 476.99

Balance as at 31st March 2016 in credit £2,710.09

Accrual for planned projects 2016-2017
Estimated cost of compost for two new planters in playpark £ 200.00
Estimated cost of plants for two planters in playpark £ 200.00
Clintmains telephone kiosk project £ 500.00
Clintmains – bench and two planters £ 500.00
Maxton Village enhancement scheme £ 500.00
- £1,900.00
Total available funds £ 810.09

The Chairperson thanked the Treasurer for all her work over the past year and offered the CC’s thanks to Pauline Spengler for once again verifying the accounts for 2015-16, both have carried out their tasks in a very professional manner.

6. Code of Conduct for Community Councillors, the Chairperson highlighted the need for all Community Councillors in the Scottish Borders to commit them to this code and agree to abide by it in its entirety. All those present made this commitment openly and without prejudice. The Chairperson thanked them for their commitment.

7. Appointment of appropriately qualified person to scrutinise and approve the CC Accounts for April 2016 to end of March 2017:
Isobel said that unfortunately Pauline Spengler would not be able to audit the accounts in 2017 but Isobel was asked to thank her for her assistance over the previous 10 years on behalf of CC members. Jackie said she knew an appropriate person who might take the audit on and she would approach them and report back to next meeting whether they were in agreement or not.

8. Office Bearers; All current post holders are due for re-election.
It was therefore agreed that nominations will be sought for all community council members other than Jackie Price. Therefore 7 places will be available. In the event of there being more than 7 nominations an election will be called. Ron Collie has agreed to be the returning officer for nominations. Nomination forms are available from Ron Collie, Isobel Veitch, Jackie Price and Councillor Stewart. All forms must be returned to Ron Collie by 5 p.m. on Monday 27th June 2016.

The formal part of the AGM finished at this point:

Verified as a correct account of the AGM 2015-2016


Chairperson ………………………………………………………………………

Treasurer ………………………………………………………………………

Date ………………../………………………../ 2016

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Date: 08/06/2016