MAY 2012 PARISH COUNCIL
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 ]
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|
|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 –
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
Clerk and Councils Direct
Clerk and Councils Direct
South East Water
Accounts to be paid
Resolution: Councillors unanimously agreed to pay the above accounts.
Proposed Mrs Sutcliffe Seconded Mr Collins
Bank Balance per Cash Book Balance at Bank
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.
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
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.
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
|Last update 6.06.2012||
© 2012 Hothfield Parish Council
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