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To receive and accept Apologies for Absence
Cllr Woodcock sent her apologies with a reason for her absence which was accepted.
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To receive Declarations of Interest
Cllr Barker declared her interest in items FC11/322-325 – Kings Hill Youth Club.
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To receive Declarations of Lobbying
Cllr Barker declared she had been lobbied about items FC11/322-325 – Kings Hill Youth Club.
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Minutes – it was RESOLVED that the minutes of the meeting held on 6th February 2012 be approved for signature and they were duly signed.
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Clerk & Responsible Financial Officer’s Report
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FHR 11/283 Kings Hill Youth Club (KHYC) fixed term licence
This was approved by Full Council and given to KHYC for comment.
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FHR 11/304 Review of current salaries
Letters have been sent to relevant staff.
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FHR 11/311 Funding for allotments
Contact has been made with the KCC Community Engagement officer, and this will be discussed further at the next Amenities meeting.
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Amenities
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Chairman’s Announcements
There were none.
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Public Session
There was no Public Session.
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Kings Hill Youth Club
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To receive financial accounts for discussion
Amended accounts were presented at the meeting and discussed in detail. Cllr Sharp agreed to send the Club’s constitution to the Clerk.
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LS
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To recommend payment of a second tranche of grant funding to the Club
It was agreed that a recommendation to approve the payment be given to Full Council.
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Full Council
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To receive any comments from KHYC on the fixed term licence for consideration
KHYC had no further comments and the RFO was asked to draw up a signature copy.
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RFO
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Cllr Sharp and Mrs Finney left the meeting at 20:01
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Grants
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To receive applications for the KHPC Community fund for approval
Applications were circulated and discussed. It was RESOLVED that the following grants be awarded:
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KHYC - £219.24
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Tiddlers and Toddlers - £144
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Heart of Kent Hospice - £100
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RFO
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To note Grants applied for by KHPC
The following grant applications were noted:
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KCC Members Highway Fund - £5,000 – anti-speeding campaign
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KCC Members Highway Fund – replacement tree in Braeburn Way
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TMBC Community Enhancement fund - £1,750 – Diamond Jubilee Benches
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To note Grants awarded / received by KHPC
The following grant funding has been awarded or received and were noted:
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Waitrose - £225 – Community Centre stage
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TMBC Community Enhancement Fund - £750 – Community Centre stage
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KCC Highways Bus shelter grant – £2,000 – Discovery Drive bus shelter
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KCC Member Community Grant Scheme - £575 – Tiddlers & Toddlers session leader.
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Banking
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To consider internal control of payment of salaries by BACS
After discussion, it was RESOLVED that the proposed system of internal control be approved.
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RFO
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To consider moving Barclays account elsewhere and agree actions
After discussion, it was RESOLVED that a new bank account be set up with Unity Bank and the funds from Barclays be transferred.
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RFO
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Kings Hill Community Centre Lease – to discuss progress with the Kings Hill Pre-school sub-lease and agree actions
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Gullands Solicitors have incurred additional costs due to additional workdditional word incurredbge .45 in line with HM Revenue & Custom rates incurred. A request for approval of their invoice was considered. It was RESOLVED that the invoice be approved for payment.
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RFO
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Amendments to the lease were discussed in detail and a recommendation to Full Council was agreed.
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Full Council
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Audit
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To receive and discuss interim audit report and note findings
There were no issues for concern raised in the report. Noted.
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To report dates of final internal audit – 21/05/2012 – Noted
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To note calling date for 2012 audits – 11/06/2012 – Noted
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To review the system of internal control
A report detailing the system of internal control was circulated, discussed and amended.
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To review the effectiveness of the system of internal control
The effectiveness of the system of internal control was considered and reviewed. A recommendation would be made to Full Council.
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Full Council
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Intranet
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To discuss uses and limitations and consider future use of the system
The use of the intranet was discussed. It was agreed to defer a decision on its future to the next meeting.
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It was suggested that Councillors would be allocated parish council email addresses to ensure members of the public could contact them directly. This would be added to the Full Council agenda for consideration.
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Full Council
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It was also suggested that photographs of councillors be published on the website and notice boards for resident’s information.
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Full Council
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Expenses policy – to update policy for recommendation to Full Council
The current policy was reviewed and the following amendments would be recommended to Full Council for approval:
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Refund of the cost of printer ink up to £25 per committee membership per annum
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1 ream of printer paper per committee membership per annum
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Mileage rate increased to £0.45 in line with HM Revenue & Custom rates.
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Full Council
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Financial Matters – to present reports to members for review
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Accounts for Payment – March 2012 – the accounts for payment totalling £1,293.42 were circulated and approved. A list of payments is attached to the minutes in Appendix 1.
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On-line banking approvals – March 2012 – a payment of £1,750.58 to HM Revenue & Customs for PAYE and NIC for month 11 was approved.
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Approval list for standing orders – February 2012 – copy invoices had been requested for some payments and therefore this item was deferred to the next meeting.
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RFO
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Financial Statement – February 2012 – problems with the AdvantEdge computer system were reported. The financial statements would be emailed to the committee when available.
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RFO
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Reserve Account – February 2012 – the reserve account information would be emailed to the committee when available.
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RFO
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Verification of Bank Accounts – 29 February 2012 – the bank accounts would be verified at the next meeting.
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RFO
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Verification of on-line banking transactions – February 2012 – the payments made in February were verified against the bank statement.
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Training
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To report on training events attended since previous meeting
The following training was reported:
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08/02/2012 – KCC Pensions training – the Clerk attended
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29/02/2012 – KALC Community Resilience – Cllr Barker attended
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To report future councillors and staff training events booked
The following future training was reported:
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13/03/2012 – KALC Neighbourhood planning event – Cllr Barker to attend
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31/03/2012 – KALC Planning Conference – Cllr Barker and the Assistant Clerk to attend
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02/05/2012 – KALC Larger Councils Conference – the Clerk to attend
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04/05/2012 – RBS Finance training – all office staff to attend
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25/05/2012 – KALC Clerk’s conference – the Assistant Clerk to attend
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SMB
SMB/ BH
Clerk
All Staff
BH
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The Chair moved that, due to confidential nature of the following business in item FHR11/348 to 351 to be transacted, the press and public would be excluded from the meeting in accordance with standing order 1c at 21:57
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Job Descriptions – to review current job descriptions – deferred
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FHR
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To review office structure and agree actions
The proposed changes to the office structure were discussed and it was RESOLVED that a further 4 month fixed term contract be offered. The recent transition arrangements would also revert back to normal.
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Clerk
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To review overtime worked and agree actions
Additional hours worked were discussed and it was RESOLVED that a payment be made accordingly.
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Clerk
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To report employee’s request for maternity leave
The request was noted. It was confirmed that a risk assessment had been undertaken for the role to ensure safe working.
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The meeting was re-opened to the public at 22:11
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To report meetings with representatives of the Finance & HR Committee
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28/02/2012 – Internal Interim Audit – RFO attended – noted
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15/05/2012 – Final Internal Audit – RFO to attend – noted
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Correspondence
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Inside Track – Issue 194 – 01/02/2012 – noted
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Inside Track – Issue 195 – 29/02/2012 – noted
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NALC – confirmation of Section 137 rates for 2012/13 – noted
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KCC – Pension information on contribution banding – noted
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Future Meeting Schedule – to be agreed
The following suggestions were made. The Clerk was asked to check room availability for Monday 23rd April and Tuesday 8th May 2012. The Amenities Committee would also be asked if they would change their meeting date to 24th April to accommodate this change.
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Clerk
Amenities
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Questions from Councillors and future agenda items
There were none.
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Meeting Ended at 22.20
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Signed....................................................................................................
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Date.......................................................................................................
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