Hothfield Parish Council

...in the rustic heart of Kent


MAY 2011 ANNUAL PARISH COUNCIL
MEETING MINUTES


Minutes of the Annual Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Monday 9 May 2011 at 7.00pm

[ DRAFT - to be formally accepted at next meeting ]

PRESENT:                                                Mr L Krause (Chair), Mrs P Sutcliffe, Mr J Collins,

                                                                    Mr P Howard and Mr D Parker

                                                                    Mr D Beckley, Community Warden                                                                                                                                          

PARISH CLERK:                                     Mrs J Batt

 

BOROUGH COUNCILLOR:                

 

MEMBERS OF THE PUBLIC:    There were 6 Members of the Public present  

 

Prior to the start of the meeting all Councillors signed a Declaration of Acceptance of Office.

 

A Register of Member’s Interests was given to each councillor and must be completed and returned to ABC.  A copy must be given to the Parish Clerk for Parish Council records.

 

1.    ELECTION OF CHAIRMAN

Mr Parker proposed Mr Krause for the position of Chairman, seconded by Mr Howard.

There were no other nominations. 

 

Mr Krause agreed to accept the position of Chairman for the coming year

 

            Mr Krause signed his Declaration of Acceptance of Office.

2.    APOLOGIES FOR ABSENCE

There were no Apologies for Absence.

 

3.    DECLARATIONS OF INTEREST

There were no Declarations of Interest.

i)     Updating of Declarations of Interest for the Code of Conduct

       The Clerk reminded Councillors that they should update their Declarations of Interest with the Monitoring Officer if necessary.

4.    ELECTION OF VICE CHAIRMAN

It was agreed to postpone the election of Vice Chairman until we have a full council.

 

  5.     FORMATION OF FINANCE AND POLICY WORKING GROUP

Resolution:  It was unanimously agreed to set up a Finance and Policy Working Group.  The remit for this group is to be as follows:-

 

To meet two or three times a year.  Once to review all documents – Standing Orders, Financial Regulations, Child Protection Policy etc, once to discuss the insurance of  Parish Council Assets if considered necessary and once to prepare a budget for discussion and approval at the November meeting, to ensure that all is in order before we apply for the precept in January.

 

No decisions will be taken at meetings.  All proposals will be brought to a full meeting of the Parish Council for discussion and final decision.

 

6.     ELECTION OF OFFICERS TO COMMITTEES

Finance and Policy Committee – Mr Krause (chair), Mrs Sutcliffe and Mr Parker

Village Hall Committee – Mr Howard

KALC – Vacant

Parish Forum – Mr Krause

Police Committees – Mr Parker

Nature Conservation Forum – Mr Howard

Planning Committee - Mr Howard (Chair), Mrs Sutcliffe and Mr Collins

                                                  Ex Officio –Mr Krause

              

  7.       DELEGATION OF RESPONSIBILITIES

i.     Annual Review of Financial Regulations – August – Finance & Policy Committee

ii.    Annual Review of Standing Orders – August – Finance & Policy Committee    

iii.   Annual Review of arrangements in Place regarding Freedom of Information Act

Finance & Policy Committee       

iv.   Six Monthly Review of Fixed Assets – September and March  – Mr Parker         

v.    Six Monthly Risk Assessment/Financial Risk Assessment – September and March –

       Mr Parker                                                                                                                  

vi.   Finance – Finance & Policy Committee     

vii.  Annual Review of Insurance Arrangements – June – Mr Parker

viii. Weekly MUGA and Youth Shelter Safety Check – Mr Collins

ix.   Review of Terms of Reference for the Planning Committee – Finance & Policy Committee

x.    Councillors responsible for Website and Publicity – Mr Krause

xi    Correspondence and Emails – Mr Krause

        

8.     ACCEPTANCE OF MINUTES

Minutes 97 were accepted and it was unanimously agreed that Mr Krause should sign them. 

Proposed  Mr Parker   Seconded  Mr Howard

9.    MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES

The litter bin should arrive during the week beginning 16 May.

 

The signs explaining the Delay Timer on the MUGA are in place.

 

Mr Krause will advertise Wealden Wheels in the next Hothfield Newsletter.   

 

10.       MATTERS ARISING FROM THE ANNUAL PARISH MEETING    

There was some confusion between the agenda and the website over the time of the AGM.  This will be monitored next year.

 

The 2012 Annual Parish Meeting will be advertised in the Hothfield Newsletter in February and March and an invitation to anyone in the village who wishes to send in a report for publication in the May Newsletter will be included.  It is hoped that this will prevent the communication problems experienced this year.

 

11.     PUBLIC INTERVAL

 The meeting was opened to Members of the Public from 7.25 – 8.10 for questions and comment.

 

Although questions and comments made under the Public Interval are not generally minuted, they are taken into account by members when discussing the issues to which they refer and may be noted under the appropriate minute heading.  The Members of the Parish Council encourages contributions and consultation by Members of the Public and would welcome written submissions.

 

Where applicable an item raised during the Public Interval will be included on the next agenda.

 

12.       CORRESPONDENCE, FINANCE AND OTHER COUNCIL BUSINESS

              Correspondence

           Clerk and Councils Direct

             Mfw

             Bartlett Tree Experts

             EDF

             HMRC re PAYE

             Notts Sport

 

              Accounts to be paid

PAYEE

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J Batt

Salary

  159.88

 

   159.88

Mr K Marden

Litter Picking

    71.20

 

     71.20

Broker Network

Insurance Premium 2011-2012

  768.52

 

   768.52

Mr K Funnell

Internal Audit Fee

    60.00

 

     60.00

Clive Stanley

Webmaster Services

  176.00

 

   176.00

DATA Tooling

2 posts

    30.00

     6.00

     36.00

EDF

Electricity at MUGA

    85.00

 

     85.00

Colin Miles Signs

Signs for MUGA

  162.00

   32.40

   194.40

Mr P Howard

Equipment for Litter Picker

   24.95

     4.99

     29.94

Mr J Patel

Notice Board Rent

  300.00

 

   300.00

TOTAL

 

1837.55

   43.39

 1880.94

           

            Resolution:  Councillors unanimously agreed to pay the above accounts.

 

              Bank Signatories

An official from NatWest will be at the June meeting. 

 

            Bank Balance per Cash Book                                       Balance at Bank

           

Parish Council Opening Balance

23348.92

 

PC Reserve A/C

 10709.74

Youth Account Opening Balance

  2819.38

 

Less u/c Cheques

   2156.03

 

26168.30

 

 

   8553.71

Add Parish Council Receipts

   436.45

 

PC Current A/C

     100.00

Add Youth Project Receipts

   896.68

 

NatWest Bond

 10692.18

 

27501.43

 

Y Current A/C

  2708.72

Less Parish Council Receipts

 4439.48

 

Y Reserve A/C

  1007.34

 

23061.95

 

 

23061.95

The balance stands at £8553.71 in the Reserve Account, £100 in the Current Account and £10692.18 in the Bond, £2708.72 in the Youth Project Current Account and £1007.34 in the Youth Project Reserve Account.  Of this £8685.28 (totals included in 2011/2012 budget included) is reserved as shown on next page:-

The first half of the Precept does not show on the Bank Statement as yet, but £4250 should have been credited on 28 April.

 

            Parish Council Bank Balance                 £8653.71

          Precept – not yet on bank statement        4250.00

                                                                         12903.71

          Less Total Earmarked Funds for year      8236.40

          Available Balance                                   4667.31

 

            Earmarked Funds       

 

C Balance

April

+/- May

C Balance

May

MUGA

     3873.56

 400.00 –  Budget for insurance

600.00 – Budget for

expenses

-85.00 - EDF

-162.00 - Signs

-448.88 - Insurance

 

 

 

     3777.68

Youth Activities  KCC Grant (Primary) – Richard King

 

      1100.00

 

 

     1100.00

Youth Activities KCC MUGA Grant for Extended School Activities (Secondary)

 

 

      1515.00

 

 

         

     1515.00

Village Appraisal – W Wheels

           NIL

 

          NIL

Road Sweeping Sal + Tax

        179.87

  100.00 - expenses

1100.00 – salary

   -71.20 – Salary

   -24.95 – Equip

 

 

 

     1283.72

Churchyard Grass

 

  300.00 - Budget

       300.00

Donation to Hospice

 

    60.00 - Budget

         60.00

Bus Shelter

 

  200.00 - Budget

       200.00

 

      6668.43

1567.97

     8236.40

 

Adoption of Internally Audited accounts and completion of associated paperwork

Councillors were circulated with copies of the summary receipts and payments for the

Year ended 31 March 2011.

 

The Clerk reported that the internal audit took place on 20 April and read through the report.

 

The Chairman read through section 2 of the Annual Report and answered all the questions.

 

The Clerk and Chairman then signed the relevant sections of the Annual Report, the

Supporting Notes and Supporting Statement

 

Councillors unanimously agreed to accept the internally audited accounts.

 

Review of the Statement of Internal Control

Mr Krause read through the Statement of Internal Control and signed to confirm that it was

in order.

 

Review of the effectiveness of the Internal Auditor

Councillors unanimously agreed that they were satisfied with the effectiveness of the

Internal Auditor, Mr Kevin Funnell and agreed to employ him again next year.

 

Storage of Parish Council Documents

Councillors confirmed that they are satisfied that all documents over one year old are securely stored in the filing cabinet in the Bluebell Centre.

 

Arrangements for dealing with Parish Council Post and Emails

The Clerk will deliver the post to Mr Krause one week before the meeting and forward relevant emails to allouncillors with email.  Mr Krause will take the decision as to which emails he thinks need to be tabled at the next meeting.  Post will not be kept unless it is considered to be important.  Old post will be recycled through the Blue Box System.

 

Update on progress of items needing attention following the Risk Assessment in February

Nothing to report.     

 

13.       PARISH COUNCIL INSURANCE

Mr Parker confirmed that he had looked at the Insurance Documentation and that all is in order and the cover adequate.

 

               Resolution:  Councillors unanimously agreed to retain Aviva as our insurers, using

                                             Came & Co as our Brokers

 

14.       PLANNING

              Please see attached list.                      

 

15.    VILLAGE RESPONSIBILITIES

              MUGA

              We are still experiencing a lot of problems with broken glass on the MUGA. 

    

              Parish Notice Board

              Mr Krause circulated details of a notice board he thinks will be suitable for Hothfield.

Councillors agreed with his suggestion and he will obtain a firm quote from the supplier in time for the next meeting.  Our KCC Councillor, Mr King has agreed to grant us some money towards the cost.                 

 

16.     ANY OTHER BUSINESS

A notice advertising the vacancy for the Parish Council has been placed in the Post Officer with copies on the Village Hall Notice Board and in the Bluebell Centre.  The vacancy will also be advertised in the Hothfield Newsletter.

 

There being no further business the meeting closed at 8.50 pm.

 


    HOTHFIELD PARISH COUNCIL

 

PLANNING APPLICATION RECORD 2011

 

DECISIONS TO BE TAKEN AT MEETING TO BE HELD 9 MAY 2011

 

The following decision notices have been received from Ashford Borough Council:-

 

11/00257/AS     Mr M Sandford re Black and White Bungalow, Godinton Park, Godinton Lane,

                              Hothfield, Ashford, Kent TN23 3BP

                              Erection of single storey rear extension

                            Borough Council:  Permit

 

 

^^^ Up to top of page


Last update: 28.05.2011
 2011 Hothfield Parish Council