Hothfield Parish Council

...in the rustic heart of Kent



 
 MAY 2016 ANNUAL PARISH COUNCIL
MEETING MINUTES
    

MINUTES 152                                                    Page 692

Minutes of the Annual Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Wednesday 4 May 2016 at 7.00 pm

PRESENT:  

Mr D Parker, (Chair following election), Mrs S Parker,
Mrs P Sutcliffe,
Mr P Howard, Mr L Krause, (left at 8.40 due to a family commitment), Mr R Libbeter

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

There were 3 Members of the Public present, one for only part of the meeting.

 

   

1.    ELECTION OF CHAIRMAN

Mr Libbeter proposed Mr David Parker for the position of Chairman, seconded by Mrs Sutcliffe.  There were no other nominations.   

 

Mr Parker agreed to accept the position of Chairman for the coming year.

 

Mr Parker signed his Declaration of Acceptance of Office.

 

Councillors thanked Mr Krause for all his work on behalf of the Council during his time as Chairman.

 

2.    APOLOGIES FOR ABSENCE

An Apology for Absence was received from Mr M Cook, Mr P Fothergill (email not seen until after the meeting, but sent at 18.42) and County Councillor Simkins.

 

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 Howard proposed Mr Libbeter for the position of Vice Chairman, seconded by Mrs Sutcliffe.  There were no other nominations

 

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

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

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

Village Hall Committee – Mrs Parker

KALC – Mr Krause

Police Committees – Mr Libbeter

Planning Committee - Mr Howard (Chair), Mrs Sutcliffe, Mr Cook and Mr Libbeter.  Ex Officio –Mr Parker 

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

6.   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 – All Councillors

Councillor responsible for Returning Questionnaires – Mrs Sutcliffe and Mr Cook

Any other responsibilities put forward by Councillors

 

Resolution:  Councillors unanimously agreed to the above appointments

           

7.    PUBLIC INTERVAL

The meeting was opened to the Members of the Public present from 7.22 – 7.30 pm for questions and comment.

 

8.      ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

Minutes 151 were accepted and it was unanimously agreed that Mr Parker should sign them as a true record of the meeting.

  

Proposed  Mr Libbeter                 Seconded  Mr Howard

 

9.             MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES

There were no Matters for Report that were not covered on the agenda.

 

10.    CORRESPONDENCE AND OTHER GENERAL COUNCIL BUSINESS

Correspondence

 Zurich Municipal

 Clerk and Councils Direct

 Glasdon

 Marie Curie

 Wicksteed Leisure

 

 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 Parker one week before the meeting.

 

Emails

All emails are forwarded to all councillors who will monitor them 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.

 

Mr Parker will inform the Clerk of any emails he feels Hothfield should unsubscribe from.

 

Chairman’s Update

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

 

MUGA and Youth Shelter

Nothing to report.

 

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.

 

Mr Sutcliffe, Mr Parker and the Clerk will meet to sort through the documents.

 

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 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.

 

Garden Competition

Arrangements are progressing for the competition which is to take place on 2 July. 

Viv Hunt and her colleague from Godinton House have once again kindly agreed to judge the competition.

 

General Power of Competence

Confirmation that Hothfield Parish Council adopted the General Power of Competence at the meeting held on 14 May 2015.

 

Draft Local Plan

The publication of the Draft Local Plan has been put back until June, after which it is hoped that the rural parishes will still have the opportunity to meet with Mr Cole from ABC.  Mr Parker will contact Mr Cole to confirm that a meeting is still to take place.   

 

Neighbourhood Plan

A final decision to be made after the publication of the Draft Local Plan and meeting with Mr Cole.

 

Installation of Bench in The Street

Councillors Howard and Parker signed an agreement with Ashford Borough Council to allow them to site, maintain and keep a bench on the area of grass next to the Post Office, The Street, Hothfield for 5 years.

 

Landscape Services have laid the concrete pad in readiness for the installation of the bench.

 

Provision of Youth Service in Hothfield

Mrs Parker reported that a gentleman she knows, who is a qualified youth worker, has been advising her regarding setting up a youth club and has also volunteered to help.

The proposal is that three sessions for different age ranges are held on one night with the last one finishing at 9.30 pm.  Mrs Parker showed councillors her proposed presentation for the Residents Meeting on 7 May.

             

11.    FINANCE AND GENERAL COUNCIL BUSINESS

Internal Auditors Report

The Clerk reported that Mr Funnell carried out his final audit for the year 2016/2017 on 20 April did not find anything major to report. The Clerk read out his report to councillors.

 

Review of Statement of Internal Control   

Councillors were satisfied that the Statement of Internal Control, was in order and Mr Parker and the Clerk signed the document.

 

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.

 

Approval of the Annual Governance Statement by the members as a whole – Sec 1

Councillors completed the Annual Governance Statement.

 

Resolution:  Councillors unanimously approved the Annual Governance Statement.

 

Proposed: Mr Libbeter                   Seconded:  Mr Howard

 

Signature and Dating by the person presiding at the meeting and The Clerk – Sec 1

Mr Parker and the Clerk signed and dated the Annual Governance Statement.

 

Approval of the Accounting Statement by the members meeting as a whole – Sec 2

Councillors considered the accounting statement.

 

Resolution:  Councillors unanimously approved the Accounting Statement.

 

Proposed: Mrs Sutcliffe                  Seconded:  Mrs Parker

 

Signature and Dating by the person presiding at the meeting – Sec 2
Mr Parker signed and dated the Accounting Statement, previously signed and dated
by the Clerk

 

Review of Direct Debits

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

      

           Accounts to be Paid

PAYEE

CHQ

NO

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J Batt

 

 

1364

Salary

Expenses

General Admin

 227.06

   12.06

   29.84

 

 

  

 

 

    268.96

Mr K Marden

1365

Litter Picking

 110.20

 

    110.20

Mr K Funnell

1366

Audit Fee

  75.00

 

      75.00

Came & Co

1367

Insurance Premium

833.50

 

    833.50

Streetmaster

1368

Arlington Bench

660.00

132.00

    792.00

St Margaret’s PCC

1369

Contribution - Grass Cutting

 500.00

 

   500.00

Pilgrims Hospice

1370

Donation in lieu of wages

 250.00

 

   250.00

Hothfield History

1371

Contribution towards Expns

 100.00

 

   100.00

Wealden Wheels

1372

Subscription

  15.00

 

     15.00

                                                                                                                                              

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

   15093.31

Add Receipts in Year

  14013.54

 

Less u/c cheques

       200.00

 

  42381.41

 

 

   14893.31

Less Payments in Year

  23091.20

 

PC Current A/C

       100.00

 

  19290.21

 

Y Current A/C

     3266.76

Less Earmarked Funds

  11724.73

 

Y Reserve A/C

     1030.40

 

  7565.74

 

 

   19290.21

 

 

 

Less Earmarked Funds

   11724.73

 

 

 

 

     7565.74

           

              Earmarked Funds                        

 

O

Balance

+/-May

C

Balance

MUGA

EDF April

Budget 16/17

    1855.38

 

    - 20.00

  +750.00

 

 

    2585.38

Road Sweeping

Salary May

Budget 16/17

    2550.14

   

   -110.20

+1150.00

 

 

    3589.94

Bus Shelter

Budget 16/17

      251.60

 

  +100.00

 

      351.60

Garden Competition

Budget 16/17

      177.40

 

  +200.00

 

      377.40

Village Projects

    2400.00

 

    2400.00

Village Fete

    1720.41

 

    1720.41

Salt Bin

      700.00

 

      700.00

TOTAL

    9654.93

  2069.80  

  11724.73

 

12.    INSURANCE

Renewal of Insurance for Year 2016-2017

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 2016-2017 at a cost of £833.50.

 

Self Insurance of Parish Council Assets

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

 

13.      PLANNING

Please see attached.

 

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.    

 

14.      FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS

Following the discussion and handing over of a petition signed by 25 residents during the Public Interval, Mr Parker confirmed that he would write to Mr Krause regarding disabled parking Tufton Road and Beech Drive,

                  

There being no further business the meeting closed at 9.00 pm.

 

  


 

HOTHFIELD PARISH COUNCIL

 

PLANNING APPLICATION RECORD

 

2016 

MAY 2016

 

16/00458/AS     Land rear of 25, The Street, Hothfield, Kent
The construction of a new single dwelling, garage and associated landscaping

                        Parish Council:  Support

 

             

 

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Published: 8-10-2016
 2016 Hothfield Parish Council