Hothfield Parish Council

...in the rustic heart of Kent


MAY 2012 PARISH COUNCIL
MEETING MINUTES

MINUTES 109                                                    Page 493

Minutes of the Annual Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Monday 14 May 2012 at 7.00 pm

[ DRAFT - to be formally accepted at next meeting ]

PRESENT:  

Mr L Krause (chair), Mrs P Sutcliffe, Mrs E Turner, Mr J Collins,

Mr P Eckersley, Mr P Howard, Mr D Parker and Mr J Patel

PARISH CLERK: Mrs J Batt
BOROUGH COUNCILLOR:

--

MEMBERS OF THE PUBLIC:

There were 5 Members of the Public present.

ELECTION OF CHAIRMAN

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

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.

APOLOGIES FOR ABSENCE

An Apology for Absence was received from Mr D Beckley.

DECLARATIONS OF INTEREST

There were no Declarations of Interest.

Updating of Declarations of Interest for the Code of Conduct

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

 

ELECTION OF VICE CHAIRMAN

Mrs Sutcliffe proposed Mr Howard for the position of Vice Chairman, seconded by

Mr Collins.  There were no other nominations

 

Mr Howard agreed to accept a position to deputise for the Chairman during any absences by the Chair for the coming year.

 

  5.       PUBLIC INTERVAL

The meeting was opened to members of the Public present from 7.06 – 7.20 for questions and comment

 

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

          xii   Youth Project Steering Group – Mrs Sutcliffe and Mrs Turner

        

8.     ACCEPTANCE OF MINUTES

Minutes 107 were accepted and it was unanimously agreed that Mr Krause should sign them. 

Proposed  Mr Parker   Seconded  Mr Collins

 

  9.       MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES

    Mr Elliott is keen for some young people to attend a residential course in Wales.

    He will not be taking them himself.

                .     

10.       MATTERS ARISING FROM THE ANNUAL PARISH MEETING    

                There were no matters arising.

 

11.       CORRESPONDENCE, FINANCE AND OTHER COUNCIL BUSINESS

              Correspondence

           Clerk and Councils Direct

             Zurich Municipal

             Nott Sport

             Clerk and Councils Direct

             South East Water

 

              Accounts to be paid

 

PAYEE

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J Batt 

Salary

Expenses

 155.27

   56.93

 

 

   212.20

Mr K Marden 

Salary

Expenses

    72.80

      4.00

 

 

     76.80

EDF

Electricity - MUGA

  127.93

   20.50

   148.43

Broker Network

Insurance Premium

  771.49

 

   771.49

St Margaret’s PCC

Contribution - Grass Cutting

  400.00

 

   400.00

Wealden Wheels

Subscription

  500.00

 

   500.00

Hothfield History

Contribution towards Expenses

  100.00

 

   100.00

Mr A Palmar

Deposit towards Hog Roast

  150.00

 

   150.00

Mr A Palmar

Final Payment for Hog Roast

  475.00

 

   475.00

TOTAL

 

2813.42

   20.50

 2833.92

           

            Resolution:  Councillors unanimously agreed to pay the above accounts.

 

            Proposed  Mrs Sutcliffe                  Seconded  Mr Collins         

 

            Bank Balance per Cash Book                                       Balance at Bank

           

Parish Council Opening Balance

21039.68

 

PC Reserve A/C

  21969.57

Youth Account Opening Balance

  2982.30

 

Less u/c Cheques

    1011.02

 

24021.98

 

 

   20958.55

Add Parish Council Receipts

  1123.81

 

PC Current A/C

       100.00

Add Youth Project Receipts

       0.76

 

Y Current A/C

    1966.75

 

25146.55

 

Y Reserve A/C

    1016.31

Less Parish Council Expenses

 1083.82

 

Bank Charges tbr

        21.12

 

24062.73

 

 

  24062.73

 

 

            Mr Patel was asked to investigate Post Office Savings Accounts, with a view to transferring £10,000 from the Current Account, now that the Bond has matured.  We will also look at the accounts that are available with other banks and building societies.

 

            Earmarked Funds     

 

C Balance

April

+/-

May

C Balance

May

MUGA

EDF

       4136.99

    

 

  -127.93

 

     4009.06

Youth Activities  KCC Grant (Primary) –  R King

  

       1100.00

 

  

     1100.00

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

Hothfield Youth Project

 

 

 

 

       1515.00

 

 

 

     

                

     1515.00

Wealden Wheels

Contribution

         500.00    

 

 -500.00

   

          NIL

Road Sweeping

Grant

Salary

Expenses

       1362.51

           

    

 

   873.81

   -72.80

     -4.00

 

           

 

     2159.52

Churchyard Grass

Contribution

        400.00         

      

 

 - 400.00

   

           NIL

Donation to Hospice

         180.00

 

       180.00

Bus Shelter

         400.00

 

       400.00

Garden Competition

         157.40

 

       157.40

Hothfield History Society

Contribution

        100.00

 

  -100.00

        

          NIL

Reserved for Village Hall Costs

         800.00

 

       800.00

Halloween Party

         100.00

 

       100.00

 

     10751.90

  -330.92

   10420.98

 

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 2012 at the Annual Parish Meeting.

 

The Clerk reported that the internal audit took place on 17 April.  All was in order.

 

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.

 

Resolution:  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 all councillors 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.     

 

12.       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 and to sign a Long Term Agreement for the next 3

        years, giving us a 5% discount on the premium.

 

Self Insured Assets

Resolution:  Councillors unanimously agreed to self insure the Litter Cart.

 

Mr Parker is overseeing the insurance requirements for the Diamond Jubilee celebrations, to ensure that the Parish Council and Village Hall cover is adequate.  He will also draw up a Risk Assessment before the event.

 

13.       PLANNING

              Please see attached list.                      

 

14.    ANY OTHER BUSINESS

Mr Howard updated those present on the arrangements for the Diamond Jubilee celebrations.  We still need helpers for the day.

 

It was agreed that Mr Howard should ask Mr Wood to design a plaque to be put up in the Village Hall in memory of Mr Rivers.

 

There being no further business the meeting closed at 8.55 pm.

 

 


HOTHFIELD PARISH COUNCIL

 

PLANNING APPLICATION RECORD 2012

 

DECISIONS TO BE TAKEN AT MEETING TO BE HELD 14 MAY 2012

 

12/00333/AS     Old Saw Mill, Bethersden Road, Hothfield, Ashford, Kent TN26 1EN

Proposed change of use of redundant workshop and extension to provide two bedroom unit with office facility

Parish Council:  Support

 

 

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Last update 6.06.2012
 2012 Hothfield Parish Council