MINUTES 164 Page 749
Minutes of the Ordinary Parish Council Meeting
held at The Bluebell Centre, Hothfield,
on Wednesday 5 April 2017 at 7.00 pm
Mr D Parker (Chair following election), Mrs S Parker, Mrs P Sutcliffe, Mr M Cook, Mr P Fothergill, Mr P Howard, Mr I Lloyd
and Mr R Libbeter
|PARISH CLERK:||Mrs J Batt|
|BOROUGH COUNCILLOR:||- -|
|MEMBERS OF THE PUBLIC:
There were 2 Members of the Public present, for 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 Parker for his work over the last 12 months.
2. APOLOGIES FOR ABSENCE
An Apology for Absence was received from Mr L Krause who was unable to attend due to being a candidate for Kent County Council in the Election being held on 4 May.
3. DECLARATIONS OF INTEREST
Declarations of Pecuniary Interest
There were no Declarations of Pecuniary Interest.
Declarations of Significant Interest
Mr Lloyd declared a Significant Interest in Planning Application No 17/00521/AS as he owns the property.
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 Mr Fothergill. There were no other nominations
Mr Libbeter agreed to accept a position of Vice Chairman for the coming year.
Mr Parker thanked Mr Libbeter for his support over the last 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 Parker and Mr Fothergill
Parish Forum – Mr Parker
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 L Robbins
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 Fothergill
Councillor responsible for Post and Emails – All Councillors
Councillor responsible for Returning Questionnaires – Mrs Sutcliffe and Mr Cook
Councillor responsible for Submitting Report to Kentish Express – Mr Fothergill
Any other responsibilities put forward by Councillors
Resolution: Councillors unanimously agreed to the above appointments
7. PUBLIC INTERVAL
The members of the Public present did not have any questions or comments to make.
8. ACCEPTANCE OF MINUTES OF PREVIOUS MEETING
Minutes 163 were accepted and it was unanimously agreed that Mr Parker should sign them as a true record of the meeting.
Proposed Mr Libbeter Seconded Mrs Sutcliffe
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
The Kent Men of The Tree
The following was received from PCSO Angie Burden
3/4/2017: making off without payment, Esso Hothfield.
10/04/2017: Theft: rear of Beefeater restaurant. – Theft of waste oil.
12/04/2017: School road – Hothfield. – smashed car window. Possibly as a result
of a road traffic collision.
24/04/2017: theft – Waterfall road. – Theft of generators.
27/04/2017: Making off without payment. – Esso Hothfield.
Mr Rickards asking for a letter of support from the Parish Council regarding the creation of gaps in the tree canopy to make ecological and visual connections with the surrounding countryside as discussed in March. Councillors agreed to this request.
Arrangements for dealing with Parish Council Post and Emails
The Clerk will deliver any significant post to Mr Parker one week before the meeting.
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.
The Chairman had nothing to report that was not covered on the agenda.
MUGA and Youth Shelter
Councillors thanked Mr Cook for painting the box and the fence.
Nothing to report.
Mr Parker has completed 2 x Risk Assessments during the 2016/2017 financial year
and there are no outstanding issues.
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
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.
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.
Compliance with Transparency Code – amendment to agenda
All information required under the code is published on the website.
Storage of Computer Records – amendment to agenda
The Clerk backups information on a memory stick and Drop box
Arrangements are progressing for the Fete which is to take place on 2 July. The next meeting is due to be held on 23 May and all councillors have been invited to attend. Twenty-three activities have been arranged for the day.
Mr Parker will oversee the insurance for the event.
General Power of Competence
Confirmation that Hothfield Parish Council adopted the General Power of Competence at the meeting held on 14 May 2015.
Installation of Memorial Post Box in The Street
Mr Howard has asked permission from ABC to install the box on the grass by the bench and is awaiting a reply.
Provision of Youth Service in Hothfield
Councillors were pleased to hear that 7 children aged between 7 and 11 attended the first Squad 26 meeting.
11. FINANCE AND GENERAL COUNCIL BUSINESS
Internal Auditors Report
The Clerk reported that Mr Robbins carried out his final audit for the year 2017/2018 on 25 April and the only issue raised was the level of the Parish Council’s bank balance.
He warned that the External Auditor might comment that the balances are too high and advised the members of the council to consider the council’s financial position and identify some projects to spend some of the money on.
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 Lionel Robbins and agreed to employ him again next year.
Consideration of the Findings of the Review by Members of the Meeting as a Whole – amendment to the agenda
Councillors considered the findings of the review and agreed they were satisfactory.
Approval of the Annual Governance Statement by Resolution – Sec 1
Councillors completed the Annual Governance Statement.
Resolution: Councillors unanimously approved the Annual Governance Statement.
Proposed: Mr Fothergill Seconded: Mr Libbeter
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.
Consideration of the Accounting Statements by Members of the Meeting as a Whole – amendment to the agenda
Councillors considered the Accounting Statements and agreed they were accurate.
Approval of the Accounting Statement by Resoution – Sec 2
Councillors considered the accounting statement.
Resolution: Councillors unanimously approved the Accounting Statement.
Proposed: Mr Libbeter Seconded: Mr Fothergill
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
Resolution: Councillors unanimously agreed to pay the above accounts and noted the Direct Debit Payment to EDF for the electricity for the MUGA, taken on the 1st of each month for £9.00.
Proposed Mr Howard Seconded Mr Libbeter
Bank Balance per Cash Book Balance at Bank
Refund of VAT from Broadband Project
We have asked HMRC how we should proceed regarding this refund and await a reply.
Renewal of Insurance for Year 2017-2018
Documents not yet received. Councillors agreed to authorise payment during the month, provided they are satisfied with the cover and premium to ensure uninterrupted cover.
Self Insurance of Parish Council Assets
Resolution: Councillors unanimously agreed to continue to self-insure the Litter Cart.
13. BOROUGH COUNCILLORS REPORT
Mr Krause was unable to attend the meeting.
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.
15. FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS
The Clerk was asked to contact ABC and ask them to repair the fence along the road side of the Recreation Field.
16. DRAFT LOCAL PLAN
Resolution: Pursuant to section1 (2) of the public bodies (admission to Meetings Act) 1960, it is resolved that, because of the confidential nature of the business to be transacted, the public and press should leave the meeting during consideration of this confidential matter(s).
Proposed Mr Libbeter Seconded Mr Lloyd
This was a confidential meeting and details of the revised plan will be placed into the public domain by ABC towards the end of June 2017.
There being no further business the meeting closed at 9.10 pm.
HOTHFIELD PARISH COUNCIL
PLANNING APPLICATION RECORD
17/00469/AS Ashford Golf Complex, Bears Lane, Bethersden, Ashford, Kent, TN23 3BZ
Parish Council: No Comment
17/00521/AS Britton House Stud, Ram Lane, Hothfield, Ashford, Kent, TN25 4LS
Parish Council: Support
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