Hothfield Parish Council

...in the rustic heart of Kent



 
 MAY 2018 ANNUAL PARISH
COUNCIL MEETING MINUTES

 

MINUTES 176                                                   Page 812
 

Minutes of the Annual Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Wednesday 2 May 2018 at 7.00 pm
  

PRESENT:  

Mr I Lloyd, (Chair following election), Mrs S Parker, Mrs P Sutcliffe, Mr M Cook, Mr P Fothergill, Mr P Howard, Mr L Krause left at 7.15 pm.

Mr D Beckley, Community Warden  


PARISH CLERK: Mrs J Batt
BOROUGH COUNCILLOR: --
MEMBERS OF THE PUBLIC:
  

There were 2 Members of the Public present, for part of the meeting.

In the absence of Mr Richard Libbeter, Mr Cook proposed Mr Ian Lloyd to act as Chairman to open the meeting and oversee the election of the chairman.  Seconded by Mr Fothergill.

 

Mr Richard Libbeter has resigned from the council with immediate effect.

 

  1.    ELECTION OF CHAIRMAN

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

 

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

 

Mr Lloyd signed his Declaration of Acceptance of Office.

           

  2.    APOLOGIES FOR ABSENCE

An Apology for Absence was received from Mr R Libbeter and Mr C 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.

 

iTo note the granting of any Requests for Dispensations and the decision

 

ii) 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 Lloyd proposed Mr Fothergill for the position of Vice Chairman, seconded by Mr Howard.  There were no other nominations

 

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

 

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

Finance and Policy Advisory Group – Mr Lloyd, Mrs Sutcliffe and Mr Howard

Village Hall Committee – Mrs Parker

KALC – Mr Lloyd and Mr Fothergill

Parish Forum – Mr Lloyd and Mr Fothergill

Police Committees – Mrs Parker

Disciplinary and Grievance Committee – Mr Fothergill, Mrs Parker and Mrs Sutcliffe

Appeals Committee – Mr Lloyd, Mr Howard and Mr Cook

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 Advisory Group

Six Monthly Review of Fixed Assets – September and March –  Mrs Parker

Six Monthly Risk Assessment/Financial Risk Assessment – September and March –  Mrs Parker         

Internal Parish Council Audit – Mr L Robbins                                                                                                             

Finance – Finance & Policy Committee     

Annual Review of Insurance Arrangements – On receipt of renewal – Mrs 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

Councillors responsible for assisting with Transparency and Data Protection – Mr Lloyd

Councillors responsible for accuracy of Council Policies Finance and Policy Advisory Group

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 meeting was opened to the members of the public present from 7.25 – 7.30 during which time it was pointed out that there is an error with the date of this meeting on the website.  The Clerk will investigate.

Mr Beckley reported that there had been a burglary in the village and a person has been interviewed.

  

8.      REVIEW AND ADOPTION OF STANDING ORDERS AND FINANCIAL REGULATIONS

The Finance and Policy Advisory Group will review the new standing orders published by NALC.

 

The Financial Regulations were considered to be in order.

 

9.      REVIEW OF LAND AND ASSETS BELONGING TO THE COUNCIL

Councillors unanimously agreed that the Fixed Asset Register (attached) was a correct record of the council’s assets.  The council does not own any land.

 

10.      CONFIRMATION OF INSURANCE ARRANGEMENTS IN RESPECT OT ALL INSURABLE RISKS

Came & Co has given the council the choice of 3 policies.  Mrs Parker will review these and report back to councillors as to which she considers to be the most suitable.

 

Once councillors receive her report they will make a decision and the Clerk will prepare a cheque to be sent in time for 1 June.

          

             Self-Insurance of Parish Council Assets

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

11.      REVIEW OF SUBSCRIPTIONS

Councillors unanimously agreed to continue to subscribe to the following:

Kent Association of Local Councils

Society of Local Council Clerks –  1/6 of the Clerks Subscription

Wealden Wheels

 

12.      REVIEW OF COMPLAINTS PROCEDURE

Councillors unanimously agreed that the Complaints Procedure was in order.

 

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

           ITS OBLIGATIONS UNDER THE FREEDOM OF INFORMATION AND DATA

           PROTECTION LEGISLATION

Councillors unanimously agreed that the policy in place in respect of Freedom of Information Legislation was in order.

 

The polices relating to Data Protection have still to be completed.

 

The Chairman signed a consent form from KALC.

 

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

Councillors unanimously agreed that the policy in place is in order

  

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

           Resolution:  Councillors unanimously agreed to adopt the Employment Policy along

           with the Terms and Conditions for a Disciplinary and Grievance Committee and an

           Appeals Committee      

 

           Proposed  Mr Lloyd            Seconded  Mr Fothergill

        

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

           OF GENERAL COMPETENCE

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

 

No monies were spent under this power during the financial year 2017/2018. 

 

At present no expenditure is expected under this power during 2018/2019.  Any expenditure during the forthcoming year will be documented.

 

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

           INCLUDING THE NEXT ANNUAL GENERAL MEETING

Meetings will usually be held on the 1st Wednesday of each month at 7.00 pm in the Bluebell Centre, excluding August and December.

 

The next APM and APCM will be held on 15 May 2019.

 

Any amendment to this arrangement will be advertised on the noticeboard and website.

 

18.      ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

Councillors noted that an apology was received from Mr Krause.

Minutes 175 were accepted and it was unanimously agreed that Mr Lloyd should sign them as a true record of the meeting.

  

         Proposed  Mr Fothergill               Seconded  Mrs Sutcliffe

 

19.         MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES

The Gypsy and Traveller site consultation has been returned to ABC.

 

20.    CORRESPONDENCE AND OTHER GENERAL COUNCIL BUSINESS

Correspondence

Wicksteed

HMRC re new method of claiming VAT

Zurich Municipal

 

Email Correspondence

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

 

Arrangements for dealing with Parish Council Post and Emails

The Clerk will inform Mr Lloyd of any significant post one week as it arrives.

  

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

 

Chairman’s Update

The Chairman had nothing to report that was not covered on the agenda. 

 

MUGA and Youth Shelter

The lights should be completed in the next month.

 

Website

Nothing to report.

 

Risk Assessment

A Risk Assessment needs to be carried out as soon as possible.

 

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.  Emails to be kept indefinitely.

 

IT Security

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.

 

Councillors should all ensure that their computers are encrypted and should not use mobile phones to receive council information.

  

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

All information required under the code is published on the website.

 

Compliance with Data Protection Legislation

The Clerk attended an Impact Assessment Workshop and this matter will be progressed by the council.

 

Storage of Computer Records

All information is backed up on The Cloud.  Councillors are satisfied that the cloud is in Europe.

 

Social Media Policy

Resolution:  Councillors unanimously agreed the content of the Social Media Policy

 

Terms of Reference for Finance and Policy Committee

Resolution:  Councillors unanimously agreed the content Terms of Reference.

 

Proposed  Mr Lloyd                          Seconded  Mrs Sutcliffe

 

21.    FINANCE AND GENERAL COUNCIL BUSINESS

Internal Auditors Report

Not yet received.

 

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.

 

Resolution to Certify Hothfield Parish Council as exempt from a Limited Assurance Review under Section 8 of the Local Audit (smaller authorities) Regulations 2015

The requirements are as follows

  • Total gross income and total gross expenditure below £25k and
  • no public interest report/statutory recommendation/advisory notice/judicial review/application to court re unlawful item of account issued by external auditor in the prior year and
  •  been in existence since before 1/4/14

         Resolution:  Councillors unanimously agreed that Hothfield Parish Council met

                                the criteria laid down above and it was therefore agreed that

                                the Chairman and Clerk should sign the Certificate of Exemption.

 

            Proposed  Mr Lloyd                                              Seconded Mrs Parker

 

Review of Statement of Internal Control

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

 

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

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 Lloyd            Seconded:  Mr Fothergill

 

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

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

 

Consideration of the Accounting Statements by Members of the Meeting as a Whole

Councillors considered the Accounting Statements and agreed they were accurate.

 

Approval of the Accounting Statement by Resolution – Sec 2

Councillors considered the accounting statement.

 

Resolution:  Councillors unanimously approved the Accounting Statement.

 

Proposed: Mr Howard                   Seconded:  Mr Fothergill

 

Signature and Dating by the person presiding at the meeting – Sec 2

Mr Lloyd signed and dated the Accounting Statement, previously signed and dated by the Clerk

 

Sections 1, 2 and the Internal Auditors Report will be published on the notice board and website.

 

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

£

Parish Clerk

1477

Salary

Clerks Expenses

General Admin

 203.24

     8.03

   43.46

 

 

 0.50

 

 

   255.23

Litter Picker

1478

Salary

 111.58

 

   111.58

MS Computer Services

1479

Provision of Computer

 700.00

 

   700.00

Wealden Wheels

1480

Subscription

   15.00

 

     15.00

St Margaret’s PCC

1481

Churchyard Maintenance

 500.00

 

   500.00

Pilgrims Hospice

1482

Donation – Litter Pickers

 250.00

 

   250.00

Hothfield History Soc

1483

Donation

 100.00

 

   100.00

KALC

1484

Subscription

 305.16

 

   305.16

Came & Co

1485

Premium for 2018/2019

 756.71

 

   756.71

Hothfield Village Hall

1486

Rent for Squad 26

 180.00

 

   180.00

 

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 11.00.  

             

              Proposed  Mr Lloyd   Seconded  Mr Fothergill

 

            Bank Balance per Cash Book                  Balance at Bank

Opening Balance

  27952.12

 

PC Reserve A/C

     29817.11

Add Receipts in Year

  20397.92

 

Less u/c cheques

       1863.39

 

  38868.25

 

 

     27953.72

Less Payments in Year

  15249.63

 

PC Current A/C

        650.00

 

  33100.41

 

Y Current A/C

      3465.91

Less Earmarked Funds

  12312.63

 

Y Reserve A/C

      1030.78

 

  20787.78

 

 

     33100.41   

 

 

 

Less Earmarked Funds

     12312.63

 

 

 

 

     20787.78


 

                       Earmarked Funds                

 

Balance

04.04.18

+/-

May

Balance

02.05.18

MUGA

Budget

EDF May

Error

  1945.54

 

    500.00

    -11.00

    -50.00

 

 

 

 2384.54

Litter Picker Salary and Other Costs

Budget

Budget

Error

Error

Salary

  2352.63

 

 

+1217.00

    +50.00

    +50.00

  +250.00

  -111.58

 

 

 

 

 

 

 3808.05

Bus Shelter

Budget

   451.60

 

    100.00

 

   551.60

Garden Competition

Budget

   351.65

 

    100.00

 

   451.65

Village Projects

 2400.00

 

 2400.00

Village Fete

 1793.31

 

 1793.31

Hall Rent for Squad 26

Budget

    850.19

 

    +73.29

 

   923.48

TOTAL

10144.92

  2167.71

12312.63

 

              Review of Salaries   

             Resolution:  Councillors unanimously agreed to increase the Litter Picker’s Salary to

             £7.83 with effect from 1 April 2018.  Total for year £1221.48

 

             Proposed  Mrs Parker           Seconded Mrs Sutcliffe

 

             Resolution:  Councillors unanimously agreed to increase the Parish Clerk’s Salary

             to £12.815 per hour with effect from 1 April 2018.  Total for year £3331.90.

 

             Proposed  Mr Lloyd    Seconded  Mr Cook

 

22.      BOROUGH COUNCILLORS REPORT 
Mr Krause continues to recover from his recent illness.  He is continuing to monitor the trial for the A20 lorry parking and to try and press to make it more permanent and to discourage lorries from parking in the area.  He believes it is working and lorries are not
parking in other areas but are staying in lorry park.

 

Some residents have had worries concerning council housing and Mr Krause is working with them to resolve the issue or to explain any reasons why it can’t be resolved. Although not always happy with the result, they are satisfied with the explanation.

            

The Local Plan still in the hands of the Planning Inspectorate.

Apart from the above it has been a quiet and peaceful year and Krause continues to support residents and to help them to try to resolve their problems.

 

23.      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.

 

24.      VILLAGE ACTIVITIES

Garden Competition

The application form is on the back of the newsletter.

 

Mrs Sutcliffe and Mr Howard met with the gardeners from Godinton House to arrange the categories for the competition.

 

25.      FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS

Sk8side has been referred to the Parish Council, by the Village Hall Committee as they have asked for financial assistance towards the cost of the village hall. If the council is contacted their request will be included on the next agenda.

 

An Email group will be set up when everyone has set up their new email address.

             

There being no further business the meeting closed at 8.48 pm.

 


 

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

                                 Parish Council:  Support

 

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

                                 Loft conversion with side dormer extension and front Juliette balcony

                                 Parish Council:  Support although the property is in the conservation area and

                                 Councillors object to the Juliette balcony as it is not in keeping

                                 with the rest of the terrace

 

Decision Notices received from ABC

 

18/00295/AS      Land West of 1 to 4 Thanet Terrace, The Street, Hothfield, Kent
Construction of a new 1.5 storey dwelling, with integral garage and associated access, parking and landscaping

                            Borough Council:  Refuse

 

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Published: 28.03.2018
 2018 Hothfield Parish Council

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