Hothfield Parish Council

...in the rustic heart of Kent


MAY 2014 PARISH COUNCIL
MEETING MINUTES

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 ]

PRESENT:  

Mr L Krause (Chair), Mrs D Hogben, Mrs P Sutcliffe, Mr J Collins,
Mr P Howard, Mr D Parker


PCSO Stuart Manning was in attendance at the start of the meeting

PARISH CLERK: Mrs J Batt
BOROUGH COUNCILLOR: --
COUNTY COUNCILLOR: --
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

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

          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 –

         Mr Parker  

         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.

 

 8.    PLAN-IT-ASHFORD

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

 Pilgrims Hospice

 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

Email Correspondence

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.

 

Emails

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.

 

Emails

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.

 

Chairmans Update

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

 

PAYEE

CHQ

NO

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J Batt

 

1256

Salary

Expenses

  213.62

    60.81

 

 

  274.43

Mr K Marden

1257

Salary

    89.00

 

    89.00

Mr K Funnell

1258

Internal Audit

    70.00

 

    70.00

Mr H Grenfell-Banks

1259

Newsletter Expenses

1300.00

 

1300.00

Broker Network

1260

Insurance Premium

  777.55

 

 777.55

Mrs J Batt

1261

VAT element of 1256

    

   1.66

      1.66

Hothfield Village Hall

 

Rent for APM

    15.00

 

    15.00

Hothfield Youth a/c

ESA

Youth activities (pri)

Halloween

 

 

 

1260

Transfer

 

1515.00

1100.00

  100.00

 

 

 

 

2715.00

 

            Resolution:  Councillors unanimously agreed to pay the above accounts.

                  

              Proposed  Mr Collins       Seconded  Mrs Hogben

 

            Bank Balance per Cash Book                  Balance at Bank     

 

Opening Balance

  27904.00

 

PC Reserve A/C

   27225.61

Add Receipts in Year

  14933.54

 

Less u/c cheques

       278.20

 

  42837.54

 

 

   26947.41

Less Payments in Year

  14210.33

 

PC Current A/C

       100.00

 

  28627.21

 

Y Current A/C

       551.76

 

 

 

Y Reserve A/C

     1028.04

 

 

 

 

   28627.21

           

            Earmarked Funds   

 

O Balance

+/-

May

C

Balance

MUGA

 5503.00

 

  5503.00

Youth Activities  (Primary)

ESA

Halloween Party

Transferred to Youth Projects a/c

 

 

 

       NIL

 

 

Road Sweeping – Salary/Tax      

Salary     

 

  2938.24

 

-89.00

 

  2849.24

Bus Shelter

    251.60

 

    251.60

Garden Competition

    297.40

 

    297.40

Village Projects

  2400.00

 

  2400.00

Village Fete

  1727.54

 

  1727.54

Salt Bin

    700.00

 

    700.00

TOTAL

13817.78

-89.00

13728.78

           

            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.

             

13.    INSURANCE

             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.

            

15.       PLANNING

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.

 

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  02.06.2014 ~ Updated
 2014 Hothfield Parish Council