MAY 2011 ANNUAL PARISH COUNCIL
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
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 –
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
Clerk and Councils Direct
Bartlett Tree Experts
HMRC re PAYE
Accounts to be paid
Resolution: Councillors unanimously agreed to pay the above accounts.
An official from NatWest will be at the June meeting.
Bank Balance per Cash Book Balance at Bank
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
Less Total Earmarked Funds for year 8236.40
Available Balance 4667.31
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
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
Please see attached list.
15. VILLAGE RESPONSIBILITIES
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
|Last update: 28.05.2011||
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