Hothfield Parish Council

...in the rustic heart of Kent


 
MAY 2015 PARISH COUNCIL
MEETING MINUTES

MINUTES 141                                                    Page 638
 

Minutes of the Annual Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Thursday 14 May 2015 at 7.00 pm

** DRAFT - to be formally accepted at the next PC Meeting **

PRESENT:  

Mr L Krause (Chair), Mr M Cook Mr P Howard, Mr R Libbeter and Mr D Parker Mr C Slater following co-option

PARISH CLERK: Mrs J Batt
BOROUGH COUNCILLOR: Mr L Krause
COUNTY COUNCILLOR: --
MEMBERS OF THE PUBLIC:

There were 3 Members of the Public present.

 

1.    ELECTION OF CHAIRMAN

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

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 Mrs Sutcliffe.

 

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.      CO-OPTION OF PARISH COUNCILLOR

 Mr Howard proposed Mr Clive Slater for the vacant position of Parish Councillor, seconded by Parker.                                                   Unanimous.      

 

 Mr Slater signed his Declaration of Acceptance of Office and took a DPI Form to complete and return to ABC within 28 days, with a copy for the Clerk.

5.     ELECTION OF VICE CHAIRMAN

Mr Cook proposed Mr Howard for the position of Vice Chairman, seconded by Mr Parker.  There were no other nominations

 

Mr Howard agreed to accept a position of Vice Chairman for the coming year.

 

6.     ELECTION OF OFFICERS TO COMMITTEES FOR THE TERM OF THE COUNCIL

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 Libbeter

Planning Committee - Mr Howard (Chair), Mrs Sutcliffe and Mr Slater

                                                  Ex Officio –Mr Krause

Councillor to serve on reciprocal Complaints Committee for Little Chart Parish Council if required – Available councillors

Any other Committees requested by Councillors – None

 

Resolution:  Councillors unanimously agreed to the above appointments

7.     DELEGATION OF RESPONSIBILITIES FOR THE TERM OF THE COUNCIL

         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 Cook

         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

         Councillor responsible for Returning Questionnaires – Mrs Sutcliffe and Mr Cook

         Any other responsibilities put forward by Councillors

           

8.    PUBLIC INTERVAL

The meeting was opened to the Members of the Public present from 7.22 pm to 7.44 pm for questions and comment.

 

9.      ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

Minutes 140 were accepted and it was unanimously agreed that Mr Krause should sign them as a true record of the meeting.

  

         Proposed  Mr Libbeter                 Seconded  Mr Parker

 

10.             MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES

 The Clerk reported that an officer at ABC had contacted her regarding the bus shelter and  she had  passed his details to the resident who is now liaising with him directly.

 

11.      RESOLUTION TO ADOPT THE GENERAL POWER OF COMPETENCE      

              The Clerk reported that the Council has achieved the requirements necessary under the Localism Act 2011, Chapter 1, Part 1, Sections 1-8 to enable members to exercise the General Power of Competence as follows:-

 

  • It has 6 out of 9 elected councillors
  • The Clerk of the Council holds the Certificate in Local Council Administration (CiLCA)
  • The Clerk of the Council has passed the CiLCA module on the General Power Competence

It is recommended that the members consider adopting the General Power of Competence.

 

RESOLUTION:  Hothfield Parish Council resolves from 14 May 2015 until the

next relevant Annual Parish Council meeting, that having met the conditions of

eligibility as defined in the Localism Act 2011. Chapter 1, Part 1, Sections 1-8 to adopt

the General Power of Competence.

 

Proposed  Mr Parker                                      Seconded  Mr Libbeter          Unanimous

 

12.    CORRESPONDENCE AND OTHER GENERAL COUNCIL BUSINESS

           Correspondence

 NatWest

 Mr K Marden Time Sheets

 

 Email Correspondence

Councillors did not bring any emails to the attention of the meeting.

 

Arrangements for dealing with Parish Council Post and Emails

The Clerk will deliver any significant post to Mr Krause one week before the meeting.

 

Emails

All emails are forwarded to all councillors and Mr Krause will continue to monitor

and bring any of particular importance to Hothfield to the attention of councillors at

the next meeting.

           

Councillors should inform the Clerk if they wish a particular email to be included on an

agenda for discussion.

 

Chairman’s Update

The Chairman did not have anything to report that was not covered on the agenda.

 

MUGA and Youth Shelter

The Clerk will contact Mr May regarding the remedial work needed.

Website

Nothing to report.

 

Risk Assessment

Nothing to report.

  

Storage of Parish Council Documents

Councillors are satisfied that the minutes and all other documents are secure in the filing cabinet in the Bluebell Centre.

 

Retention and Storage of Post and Emails

Post that is not specific to Hothfield will not be kept unless it is considered to be important, or the Clerk is particularly asked to keep it.  Old post will be recycled

 

Emails

Sensitive emails should be printed off by the Clerk.  Councillors should inform the Clerk if they wish a particular email to be printed and kept.  Councillors agreed that emails should be deleted after 6 months.

 

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.

 

Village Fete

Arrangements are progressing.

 

Mr Parker will undertake a risk assessment and check the insurance details.

 

The Clerk will contact CST and arrange for the grass on the Recreation Field to be cut.

 

Mr Howard will apply for a grant of £250 from our Ward Member, Mr Krause.

 

13.    FINANCE AND GENERAL COUNCIL BUSINESS

 

           Accounts to be Paid

PAYEE

CHQ

NO

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J Batt

  1316

Salary

Expenses

General Admin

213.43

 16.56

  40.81

 

 

   4.50

 

 

    275.30

Mr K Marden

  1317

Litter Picking

  77.60

 

      77.60

Mr K Funnell

  1318

Audit Fee

  70.00

 

      70.00

Broker Network

  1319

Insurance Premium

798.87

 

    798.87

Wealden Wheels

  1320

Subscription

  15.00

 

     15.00

St Margaret’s PCC

  1321

Contribution - Grass Cutting

 500.00

 

   500.00

Pilgrims Hospice

  1322

Donation in lieu of wages

 250.00

 

   250.00

Hothfield History

  1323

Contribution towards Expns

 100.00

 

   100.00

                                                                                                                                              

            Resolution:  Councillors unanimously agreed to pay the above accounts.

                  

              Proposed  Mr Libbeter      Seconded  Mr Howard                                                            

 

            Bank Balance per Cash Book                  Balance at Bank

Opening Balance

  28367.87

 

PC Reserve A/C

   27635.26

Add Receipts in Year

    5381.00

 

Less u/c cheques

     1570.78

 

  33748.87

 

 

   26064.48

Less Payments in Year

    3287.83

 

PC Current A/C

       100.00

 

  30461.04

 

Y Current A/C

     3266.76

Less Earmarked Funds

  14091.80

 

Y Reserve A/C

     1029.80

 

  16369.24

 

 

   30461.04

 

 

 

Less Earmarked Funds

   14091.80

 

 

 

 

   16369.24

           

            Earmarked Funds   

 

C

Balance

+/-

May

C

Balance

MUGA

EDF April

  5132.52

 

-21.00

 

  5111.52

Road Sweeping

Salary May

  3601.34

 

-77.60

 

  3523.74

Shelter

    251.60

 

    251.60

Garden Competition

    177.40

 

    177.40

Village Projects

  2400.00

 

  2400.00

Village Fete

  1927.54

 

  1927.54

Salt Bin

    700.00

 

    700.00

TOTAL

14190.40

-98.60

14091.80

 

 

 

 

           

Review of Direct Debits

Resolution:  Councillors agreed to continue to pay the electricity bill for the MUGA by Direct Debit.

           

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 2015.

 

The Clerk reported that the internal audit took place on 17 April 2015.  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.

            

14.    INSURANCE

             Renewal of Insurance for Year 2015-2016

             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 Hiscox for 2015-2016 at a cost of £798.87 and to take out a 3 year agreement.

 

             Self Insurance of Parish Council Assets

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

 

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 will send Mr Howard County Councillor Simkins’ email so that he can contact

             him regarding the condition of lane to Hall Farm and Hurst hill Cottages.

 

             The History Society and Village Hall Committee are holding a quiz in the Village Hall on 6th June.  Tickets £5.

                  

There being no further business the meeting closed at 8.45 pm.

 

 

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Last Update ~01.06.2015
 2015 Hothfield Parish Council