MAY 2014 PARISH COUNCIL
MINUTES 128 Page 585
Minutes of the Annual Parish Council Meeting
held at The Bluebell Centre, Hothfield,
on Wednesday 7 May 2014 at 7.00 pm
[ DRAFT - to be formally accepted at next meeting ]
Mr L Krause (Chair), Mrs D Hogben, Mrs P Sutcliffe, Mr J Collins,
|PARISH CLERK:||Mrs J Batt|
|MEMBERS OF THE PUBLIC:||
There were 2 Members of the Public present for part of the meeting.
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
An Apology for Absence was received from Mr Cook (prior engagement) and Borough Councillor Robey.
3. DECLARATIONS OF INTEREST
Declarations of Pecuniary Interest
There were no Declarations of Pecuniary Interest.
Declarations of Significant Interest
There were no Declarations of Significant Interest.
i) Updating of Declarations of Interest for the Code of Conduct
Councillors are reminded that they should update their Declarations of Interest with the Monitoring Officer if necessary.
4. ELECTION OF VICE CHAIRMAN
Mr Parker proposed Mr Howard for the position of Vice Chairman, seconded by Mrs Sutcliffe. There were no other nominations
Mr Howard agreed to accept a position of Vice Chairman for the coming year.
5. ELECTION OF OFFICERS TO COMMITTEES
Village Hall Committee – Mr Howard
KALC – Mr Krause
Parish Forum – Mr Krause
Police Committees – Mr Parker
Planning Committee - Mr Howard (Chair), Mrs Sutcliffe and Mrs Hogben
Ex Officio –Mr Krause
Resolution: Councillors unanimously agreed to the above appointments
6. DELEGATION OF RESPONSIBILITIES
Annual Review all Parish Council paperwork – August – Finance & Policy Committee
Six Monthly Review of Fixed Assets – September and March – Mr Parker
Six Monthly Risk Assessment/Financial Risk Assessment – September and March –
Internal Parish Council Audit – Mr K Funnell
Finance – Finance & Policy Committee
Annual Review of Insurance Arrangements – On receipt of renewal – Mr Parker
Weekly MUGA and Youth Shelter Safety Check – Mr Collins
Annual Inspection of MUGA and Youth Shelter – The Play Inspection Company
Councillors responsible for Website and Publicity – Mr Krause
Councillor responsible for Post and Emails – Mr Krause
7. PUBLIC INTERVAL
The meeting was opened to the Members of the Public present from 7.10 to 7.34 for questions and comment.
Nothing new to report.
9. ACCEPTANCE OF MINUTES OF PREVIOUS MEETING
Minutes 127 were accepted and it was unanimously agreed that Mr Krause should sign them as a true record of the meeting.
Proposed Mr Collins Seconded Mr Parker
10. MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES
There were no Matters Arising that were not covered on the agenda.
11. CORRESPONDENCE AND OTHER GENERAL COUNCIL BUSINESS
ABC Agenda for Parish Forum
Stour Valley Arts
David Cameron re National Insurance Contributions
KALC Minutes of meeting held 26.03.14 and Agenda for meeting to be held 21.05.14
Clerk and Councils Direct
Charing in the First World War
Mr Cole’s report for APM
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.
Mr Krause will continue to monitor all emails between meetings and bring any of particular importance to Hothfield to the attention of councillors at the next meeting.
Storage of Post and Emails
Post will not be kept unless it is considered to be important. Old post will be recycled through the Blue Box System.
Sensitive emails should be printed off by the Clerk. Councillors should inform the Clerk if they wish a particular email to be printed. Councillors agreed that emails should be deleted after 6 months.
The Chairman had nothing to report.
Storage of Parish Council Documents
Councillors are satisfied that the minutes and documents are secure in the filing cabinet in the Bluebell Centre.
Review of Financial Regulations
Resolution: Councillors unanimously agreed to the following amendment to Financial Regulation 11:-
For the purchase of minor contracts or goods or services exceeding £4000, 3 tenders/quotes/estimates shall be requested
For the purchase of minor contracts or goods or services exceeding £3000, 2 tenders/quotes/estimates shall be requested
For the purchase of minor contracts or goods or services less than £3000, 1 tenders/quotes/estimates shall be requested
Proposed Mrs Sutcliffe Seconded Mrs Hogben
Review of Standing Orders
No amendments considered necessary.
MUGA and Youth Shelter
Hothfield Educational Foundation is trying to arrange tennis coaching for interested residents.
The Clerk will contact Trevor May regarding the work still to be done to the surface.
IT SECURITY AND GOOD HOUSEKEEPING
Councillors should all bear the following in mind when using their home/work computer for Parish Council business.
All councillors should provide the Parish Council with a secure email address and ensure that virus software is current.
Councillors should be aware that all correspondence and emails are confidential until they are tabled at a Parish Council meeting. If anyone else is privy to the information contained in emails received by you on a home/work computer, please ensure that they are aware of this fact.
The Freedom of Information Act now extends to emails that would previously have been considered to be private, if they relate to council business.
12. FINANCE AND GENERAL COUNCIL BUSINESS
Resolution: Councillors unanimously agreed to pay the above accounts.
Proposed Mr Collins Seconded Mrs Hogben
Bank Balance per Cash Book Balance at Bank
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 2014.
The Clerk reported that the internal audit took place on 24 April 2014. 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.
Proposed Mr Krause Seconded Mr Howard
Review of Statement of Internal Control
Mr Krause read through the Statement of Internal Control and signed to confirm all 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.
Renewal of Insurance for Year 2014-2015
Mr Parker advised councillors that he was happy that all is in order with the insurance renewal and councillors unanimously agreed to renew the Parish Councils insurance with AVIVA for 2014-2015 at a cost of £777.55.
Self Insurance of Parish Council Assets
Resolution: Councillors unanimously agreed to continue to self-insure the Litter Cart.
14. RISK ASSESSMENT/RISK INSPECTION
Update on progress of items needing attention following Risk Assessment
Nothing to report.
Following receipt of an email from ABC, the Clerk will forward Mr Krause’s reply, informing them that the play area is not their responsibility and that the Parish Council has the area inspected annually by The Play Inspection Co.
No applications received.
Storage of Planning Applications
Councillors confirmed that the Clerk can dispose of all Planning applications, once they have been discussed at a meeting, as they are available on the website.
16. FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS
The Clerk was asked to report the following to KHS:-
-- The large pothole on the verge outside the entrance to Hothfield Manor.
-- Potholes along the adopted length of Church Lane.
-- The drains outside of Barn House and Alder House still need jetting.
The Clerk will contact Hothfield Manor and ask them to emphasise the wording on their signs as many vehicles do not see realise that the entrance is on Bethersden Road and drive along Church Lane looking for the centre.
The Gardening Competition is to be judged on 12 July by Viv Hunt and her colleague from Godinton House.
The Police Contact point will be in the Village Hall car park on 16 May. The Clerk was asked to write to Mrs Barnes and express concerns that it is hugely underused.
There being no further business the meeting closed at 8.42 pm.
|02.06.2014 ~ Updated||
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