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 **
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|
|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 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
Mr K Marden Time Sheets
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.
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.
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.
Nothing to report.
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
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.
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
Resolution: Councillors unanimously agreed to pay the above accounts.
Proposed Mr Libbeter Seconded Mr Howard
Bank Balance per Cash Book Balance at Bank
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.
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.
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.
|Last Update ~01.06.2015||
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