Hothfield Parish Council

...in the rustic heart of Kent


A G E N D A

  

FOR THE ANNUAL PARISH COUNCIL MEETING
TO BE HELD ON WEDNESDAY 2 MAY 2018,
AT THE BLUEBELL CENTRE,
HOTHFIELD AT 7.00 PM   

 

1.   ELECTION OF CHAIRMAN – Chairman to sign Declaration of Acceptance of Office

2.   APOLOGIES FOR ABSENCE

3.   DECLARATIONS OF INTEREST
 

A member who declares a Declaration of Pecuniary Interest in relation to any item on the agenda will need to leave the meeting for the whole of that item and will not be able to speak or take part, unless a relevant Dispensation has been granted.)

 

(A member who declares an Other Significant Interest will be able to speak on the item, but will be required to leave the meeting for the vote).

  

i)   To note the granting of any Requests for Dispensations and the decision

ii)  Updating of Declarations of Interest

4.   ELECTION OF VICE CHAIRMAN

5.   ELECTION OF OFFICERS TO COMMITTEES AND OUTSIDE BODIES FOR THE CONTINUING TERM OF THE COUNCIL

Finance and Policy Advisory Committee 

Village Hall Committee 

KALC 

Parish Forum

Police Committees               

Disciplinary and Grievance Committee

Appeals Committee

Councillors to serve on reciprocal Complaints Committee for Little Chart Parish Council if required 

Any other Committees requested by Councillors

              

6.            DELEGATION OF RESPONSIBILITIES FOR THE CONTINUING TERM OF THE COUNCIL

Annual Review of all Parish Council Paperwork - August     

Six Monthly Review of Fixed Assets – September and March   

Six Monthly Risk and Financial Risk Assessment – August and March

Internal Parish Council Audit

Councillors Responsible for Finance 

Annual Review of Insurance Arrangements – On Receipt of Policy   

Weekly Safety Check – MUGA and Youth Shelter 

Annual Inspection of MUGA and Youth Shelter

Councillors responsible for Website and Publicity

Councillors responsible for assisting with Transparency and Data Protection

Councillors responsible for accuracy of Council Policies  

Councillor with responsibility for Post and Emails   

Councillor with responsibility for Returning Questionnaires  

Councillor responsible for Submitting Report to Kentish Express 

Any other Responsibilities put forward at meeting     

 

7.         PUBLIC INTERVAL

 

8.         REVIEW AND ADOPTION OF STANDING ORDERS AND FINANCIAL REGULATIONS   

             

9.         REVIEW OF LAND AND ASSETS BELONGING TO THE COUNCIL

 

10.        CONFIRMATION OF INSURANCE ARRANGEMENTS IN RESPECT OF ALL

              INSURABLE RISKS

Renewal of Insurance for Year 2018/2019

Self Insurance of Parish Council Assets

 

11.         REVIEW OF SUBSCRIPTIONS

 

12.         REVIEW OF COMPLAINTS PROCEDURE

 

13.         REVIEW OF THE COUNCIL’S POLICIES AND PRACTICES IN RESPECT OF

              ITS OBLIGATIONS UNDER THE FREEDOM OF INFORMATION AND DATA

              PROTECTION LEGISLATION

 

14.         REVIEW OF THE COUNCIL’S POLICY FOR DEALING WITH THE

PRESS/MEDIA

 

15.         REVIEW OF THE COUNCIL’S EMPLOYMENT POLICIES/PROCEDURES

 

16.         REVIEW OF THE COUNCIL’S EXPENDITURE INCURRED UNDER THE

POWER OF GENERAL COMPETENCE

 

17.         DETERMINING THE TIME AND PLACE OF ORDINARY MEETINGS UP TO

AND INCLUDING THE NEXT ANNUAL GENERAL MEETING

 

18.         ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

 

19.         MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES

             Items for discussion only.  No decisions can be made under this heading

 

20.       CORRESPONDENCE AND GENERAL COUNCIL BUSINESS

Correspondence                         

Arrangements for dealing with Parish Council Post and Emails                  

Chairman’s Update                               

MUGA and Youth Shelter                   

Website         

Risk Assessment                                                       

Storage of Parish Council Documents

Retention and Storage of Post and Emails

IT Security

Compliance with Transparency Code

Compliance with Data Protection Legislation

Storage of Computer Records     

Social Media Policy       

Terms of Reference for Finance and Policy Committee

       

21.          FINANCE

Internal Auditors Report           

Review of Effectiveness of Internal Auditor

Completion of Certificate of Exemption

Review of System of Internal Control

Consideration of the Findings of the Review by Members of the Meeting as a whole

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

Signature and Dating of the Statement by the person presiding at the meeting and Clerk – Section 1

Consideration of the Accounting Statements by the members meeting as a whole

Approval of the Accounting Statements by the members meeting as a whole – Section 2     

Signature and Dating of the Accounting Statements by the person presiding at the meeting – Section 2   

Review of Direct Debits

Accounts to be paid

Bank Balance   

Review of Salaries 

 

22.         BOROUGH COUNCILLORS REPORT

              

23.       PLANNING

            Applications received by the date of this agenda will be shown on the attached

               Planning Application Record.

               Other applications may be discussed if they are received after the date of publication

               and councillors do not consider them to be contentious.  Please contact the Clerk for

               further information.       

               Storage of Planning Applications

 

24.          VILLAGE ACTIVITIES  

               Garden Competition

              

25.          FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS

                 Items for discussion only.  No decisions can be made under this heading.

 

                                            

                                                                                                                                                

Parish Clerk             

                                                                                                                                24 April 2018  

 


 

HOTHFIELD PARISH COUNCIL

 

PLANNING APPLICATION RECORD

 

2018

 

MAY 2018

 

18/00490/AS  The Pheasantry, Godinton Lane, Hothfield, Ashford, Kent TN26 1DP

                            The erection of a timber clad double garage

 

18/00517/AS    8 Thanet Terrace, The Street, Hothfield, Ashford, Kent TN26 1EH

                            Loft conversion with side dormer extension and front Juliette balcony

 


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2018 Hothfield Parish Council

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