PDF FORMAT

You are summoned to attend the Meeting of Hilton Parish Council

to be held on Wednesday 29th May 2019  at 7.30 pm at Hilton Village Hall.

Yours sincerely

Charles Cuddington

Chairman of the Parish Council

23 May 2019

AGENDA

 

 

  1. Completion of the Declaration of Acceptance of Office
  2. To receive apologies for absence
  3. Variation of the Order of Business
  4. Declaration of Members’ Interests

To declare any Personal and Disclosable Pecuniary Interests in items on the agenda and their nature.

  1. Public Speaking.
    a) At the start of the meeting a period of not more than fifteen minutes will be made available for members of the public and members of the Council to comment on any matter already on the agenda.
    b) If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter. Members of the Council however will restrict Police matters they raise to those relating to their Council Ward.
    c) Members declaring a prejudicial interest who wish to make representation or give evidence under the Code of Conduct relating to Agenda items shall do so at this stage.
  2. Election of Committees and their Terms of Reference for the year 2019/2020

Finance Committee – All Councillors. (Clerk/RFO also to attend). Terms of reference – The Finance Committee have delegated powers to discuss the Annual Precept and Budget Setting process and put proposals forward to a full Parish Council meeting for a final decision to be made. The Quorum for the Finance Committee Meeting is 3 Councillors.

  1. Removal of Planning Committee and Complaints Committee
  2. Change of status of Hilton, Marston, Hoon Neighbourhood Development Plan Steering Group

The Steering Group will become a Working Group and no longer a committee of the parish council.

  1. Variation of Standing Orders
  2. Review of Policies and Procedures
  • Creation of Working Groups to consider changes to policies and procedures. To report back at the next Council Meeting.
  1. Election of Representatives to other Bodies for the year 2019/2020
  • Etwall Area Meeting and Safer Neighbourhoods – 1 member of Hilton Parish Council to be agreed
  • Toyota Liaison – Chair and Vice Chair to be confirmed
  • The Mease Management Committee – 1 member of Hilton Parish Council to be agreed
  • Marston on Dove Relief in Need Charity – 1 Member of Hilton Parish Council to be agreed • Flood Liaison – 1 member of Hilton Parish Council to be agreed
  • DCC – Parish and Town Liaison Forum – 1 member of Hilton Parish Council to be agreed
  • SDDC – Joint Meeting with Parish Councils – 1 member of Hilton Parish Council to be agreed
  1. To confirm the minutes of the Hilton Parish Council Meeting held on 30 April 2019.

 

  1. To confirm the minutes of the Hilton Parish Council Annual Meeting held on 15 May 2019

 

  1. Ratification of cancellation of PO Box, Registration of address of Parish Council Office and purchase of letterbox. – Cllr Campion to report
  2. Letter from Resident re; dog poo bag bottle dispensers – Cllr Campion to report
  3. Outstanding Section 137 grant applications deferred from February meeting
  • Hilton Village Hall – replace small door and fell two trees
  • Hilton Dog Walking Group – Advertising
  • Hilton Youth Group – various
  1. Proposal for recruitment of clerk
  1. Proposal for new website, Facebook page and Notice Boards – Cllr Davies to report
  1. Neighbourhood Development Planning

 

  1. Clerk’s Report – None to this meeting.
  2. Finance Report – Cllr Pollard to report

Summary of Expenses

 

 Summary of Receipts

 

Statement on the cash/bank position is:

Cash in hand    £   1132

Bank               £114687

TOTAL             £115819

This has been reconciled to the bank statement as at 21 May 2019.

  1. Ratification that £30,000 of funds is earmarked for the Scout Hut extension, as per PC minutes 25th January 2017 and signing of Veolia funding forms.
  2. A permanent reserve of £20,000 to be earmarked in case of a delay in receipt of the precept. This is based on 3 months of essential/committed costs.
  3. A cash flow forecast will be presented for information
  4. Proposal to remove the need for staff to use time cards and clock in every day.

22. Planning Matters for Decision.

  1. a) 9/2019/0379 – The Mandarin Chinese Restaurant land adjacent to Egginton Road – Approval of reserved matters for 34 dwellings
  2. b) 9/2019/04129 – Land at SK2430 7995 Derby Road – Approval of reserved matters for 45 dwellings

23. Date of the next meeting.

7.00pm on 26th June 2019 at the Hilton Village Hall

 

PDF FORMAT

HILTON PARISH – NOTICE OF MEETING

Notice is hereby given that the Annual Parish Meeting will be held

at Hilton Village Hall on Wednesday 29th May 2019.

The meeting will commence at 7.00 pm.

AGENDA

  • Apologies for Absence

To receive apologies for absence.

  • Minutes

To confirm the Minutes of the Annual Parish Meeting held in April 2018.

  • Chairman’s Report

To receive the Chairman’s report for the year ending 31 March 2019.

  • Financial Matters

To receive a report on the Accounts for the Year Ending 31 March 2019.

  • Matters raised by electors

To consider any matters raised by electors.

The Parish Meeting is an opportunity for parishioners on the Electoral Roll to raise any matters of concern to them that relates to their local community. It would be helpful to have written notice of any matters to be raised but it is not essential. Matters can be raised at the meeting without prior notice.

Charles Cuddington

Chairman of the Parish Council       

23 May 2019

Hilton Parish Council

Hilton Village Hall

Peacroft Lane

Hilton

DE65 5GH

Tel: Office 01283 730969 –

Email: clerk@hiltonparishcouncil.org.uk

Website: www.hiltonparishcouncil.org.uk

PDF version

To – all Members of Hilton Parish Council

 

Date: 8 May 2019

You are summoned to attend the Annual Meeting of Hilton Parish Council to be held on Wednesday 15th May 2019  at 7-00 at Hilton Village Hall.

 

Yours sincerely

 

Andrew Sharpe

 

Locum Clerk on behalf of Hilton Parish Council

 

 

 

AGENDA

 

  1. Election of the Chair for the civic year 2019/2020 and the completion of the Declaration of Acceptance of Office.
  2. Election of the Vice Chair for the civic year 2019/2020.
  3. To receive apologies for absence
  4. Variation of the Order of Business
  5. Declaration of Members’ Interests

To declare any Personal and Disclosable Pecuniary Interests in items on the agenda and their nature.

  1. Public Speaking.
  2. a) At the start of the meeting a period of not more than fifteen minutes will be made available for members of the public and members of the Council to comment on any matter already on the agenda.
  3. b) If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter. Members of the Council however will restrict Police matters they raise to those relating to their Council Ward.
  4. c) Members declaring a prejudicial interest who wish to make representation or give evidence under the Code of Conduct relating to Agenda items shall do so at this stage.
  5. Chairpersons Report 2018/2019.
  6. To defer the Election of Committees and their Terms of Reference for the civic year 2019/2020 to the next full council meeting.
  7. To defer the Election of Representatives to other Bodies for the civic year 2019/2020 to the next full council meeting.

 

  1. Ratification of decision to publish article in Dove Valley Life.

 

  1. To consider bank signatories.

 

  1. Approval to pay Locum Clerk invoice.
  2. Date of the next meeting.

For a PDF version of the minutes click here: Agenda_2019_04

 

Hilton Parish Council

PO BOX 8094, Swadlincote, Derbyshire. DE11 1FR

Tel: Office 01283 730969 – Mobile 0771 9599132

Email: clerk@hiltonparishcouncil.org.uk

Website: www.hiltonparishcouncil.org.uk

Date: 23.04.2019

You are summoned to attend the monthly Hilton Parish Council Meeting to be held at 7pm on Tuesday 30th April 2019 at Hilton Village Hall.

 

Yours sincerely

 

S Cooper

 

Chairperson of Hilton Parish Council

 

AGENDA

 

  1. To receive apologies for absence
  2. Variation of the Order of Business
  3. Declaration of Members’ Interests.
  1. Register of Interests: Councillors are reminded of the need to update their Register of Members Interests Forms
  2. To declare any Personal and Prejudicial Interest in items on the agenda and their nature. (Councillors with a Prejudicial Interest must leave the room at the relevant items). Where a member indicates they have a prejudicial interest but wish to make representation regarding the item before leaving the meeting, those representations must be made under item (c) Public Speaking below.

 

  1. Public Speaking.
  1. At the start of the meeting a period of not more than fifteen minutes will be made available for members of the public and members of the Council to comment on any matter already on the agenda.
  2. If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter. Members of the Council however will restrict Police matters they raise to those relating to their Council Ward.
  3. Members declaring a prejudicial interest who wish to make representation or give evidence under the Code of Conduct relating to Agenda items shall do so at this stage.

 

  1. Chairpersons Report

 

  1. To confirm the following minutes

 

  • Minutes of the monthly Hilton Parish Council Meeting held on 30.01.2019
  • Minutes of an Extra-Ordinary Meeting of Hilton Parish Council held on 18.03.2019

 

  1. Approval of payment of £30 .00 from Chairpersons Allowance.

 

 

 

 

 

 

 

 

 

  1. Finance
  1. Accounts for Payment.

 

CHEQUE NO PAYEE DESCRIPTION AMOUNT POWER
003408 R Massey & Son Goods 4.67  
003409 Cancelled      
003410 Hilton Village Hall Room Hire 63.62  
003411 Rainbow Waste Waste Collection 168.34  
003412 Cromwell Goods 39.95  
003413 Aucuba Landscapes Maintenance 959.98  
003414 A Sharpe Locum Clerk 390.95  
003416 to 003420 Cllr Cooper, Cllr Hudson, Cllr Smith, Cllr Darlington Parish Allowances 1,162.60  
003421 Cancelled      
003422 Sterilizing Services Water Testing 96.59  
003423 Information Commissioner Subscription 40.00  
003424 South Derbyshire District Council Tree Report 550.00  
003426 E Johnson Beale Parish Allowance 208.00  
003428 Cromwell Black Sacks and Blue Roll 122.08  
003429 Sterilizing Services Water Testing 68.39

 

 
003430 Cancelled      
003431 Hilton Party on the Park Small PC Grant 244.98 Section 137
003432 Hilton Scouts & Guides Small PC Grant 500.00 Section 137
003433 1st Hilton Guides Small PC Grant 302.40 Section 137
003434 Hatton United FC Small PC Grant 45.00 Section 137
003435 The Writers Block Small PC Grant 321.00 Section 137
003436 Hilton Lego Group Small PC Grant 200.00 Section 137
003437 A Sharpe Locum Clerk 115.35  

 

  1. Payments by BACS for Salaries, Tax, NIC’s, Expenses, Pension – including Chq’s 003415 & 003427 for the Inland Revenue

 

 

March 2019                                                                                                                  Amount

Salaries, Tax, NIC’s, expenses Etc                                                                                 £7,444.67

Nest Staff Pension                                                                                                         £560.62

 

 

April 2019

Description                                                                                                                  Amount           

Salaries, Tax NICs, Expenses Inc Misc HR Payment Chq003425 etc                               £18,540.07

NEST Staff Pension                                                                                                       £321.06

 

 

  1. Section 1 – Annual Return – Annual Governance Statement 2018/2019 for approval
  1. Consider the findings of the Review of the effectiveness of the systems of Internal Control by the members meeting as a whole and
  2. Consider the system of Internal Audit that has been in place between 01.04.2018 and 31.03.2019 before confirming compliance with assertion 2 and 6 of the Annual Governance Statement and
  3. Approve the Annual Governance Statement by resolution in advance of approving the Accounting Statement

 

  1. Section 2 – Annual Return – Accounting Statement 2018/2019
  1. Consider the Accounting Statement by the members meeting as a whole
  2. Approve the Accounting Statement by resolution and
  3. Ensure the Accounting statements are signed and dated by the person presiding at the meeting at which that approval is given

  Continue reading

For a PDF version of the minutes click here: Agenda_2019_03E

Hilton Parish Council

PO BOX 8094, Swadlincote, Derbyshire. DE11 1FR

Tel: Office 01283 730969

Email: clerk@hiltonparishcouncil.org.uk

Website: www.hiltonparishcouncil.org.uk

 

Date: 12 March 2019

To – The Chairperson and Members of Hilton Parish Council

You are hereby summoned to attend an Extra-Ordinary Meeting of Hilton Parish Council to be held at 7pm on Monday 18th March 2019 at Hilton Village Hall.

 

There will be no public speaking session at this meeting.

Yours sincerely

S Cooper

Chairperson of Hilton Parish Council

 

AGENDA

  1. To receive apologies for absence
  1. Declaration of Members’ Interests
  1. Register of Interests: Councillors are reminded of the need to update their Register of Members Interests Forms
  2. To declare any Personal and Prejudicial Interest in items on the agenda and their nature.

 

  1. To consider a resolution under the Public Bodies (Admission to Meetings Act 1960) to exclude members of the Public
  1. Staff Matters

 

For a PDF version of the agenda click here: Agenda_2019_02

Hilton Parish Council

PO BOX 8094, Swadlincote, Derbyshire. DE11 1FR

Tel: Office 01283 730969

Email: clerk@hiltonparishcouncil.org.uk

Website: www.hiltonparishcouncil.org.uk

Date: 11.02.2019

You are hereby summoned to attend the next Meeting of Hilton Parish Council to be held at 7pm on Wednesday 27th February 2019 at Hilton Village Hall.

 

Members of the Public and Press are welcome to attend. Members of the Public may make representation to the Council under item 4 Public Speaking according to the Council’s Standing Orders

 

Yours sincerely

 

CM Orme

Mrs Clare Orme

Clerk to Hilton Parish Council

 

AGENDA

  1. To receive apologies for absence
  2. Variation of the Order of Business
  3. Declaration of Members’ Interests.
  1. Register of Interests: Councillors are reminded of the need to update their Register of Members Interests Forms
  2. To declare any Personal and Prejudicial Interest in items on the agenda and their nature. (Councillors with a Prejudicial Interest must leave the room at the relevant items). Where a member indicates they have a prejudicial interest but wish to make representation regarding the item before leaving the meeting, those representations must be made under item (c) Public Speaking below.
  1. Public Speaking.
  1. At the start of the meeting a period of not more than fifteen minutes will be made available for members of the public and members of the Council to comment on any matter already on the agenda.
  2. If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter. Members of the Council however will restrict Police matters they raise to those relating to their Council Ward.
  3. Members declaring a prejudicial interest who wish to make representation or give evidence under the Code of Conduct relating to Agenda items shall do so at this stage.
  1. Chairpersons Report

  Continue reading

For a PDF version of the agenda click here: Agenda_2019_01

Hilton Parish Council

PO BOX 8094, Swadlincote, Derbyshire. DE11 1FR

Tel: Office 01283 730969

Email: clerk@hiltonparishcouncil.org.uk

Website: www.hiltonparishcouncil.org.uk

Date: 21.01.2019

You are hereby summoned to attend the next Meeting of Hilton Parish Council to be held at 7pm on Wednesday 30th January 2019 at Hilton Village Hall.

 

Members of the Public and Press are welcome to attend. Members of the Public may make representation to the Council under item 4 Public Speaking according to the Council’s Standing Orders

 

Yours sincerely

 

CM Orme

 

Mrs Clare Orme

Clerk to Hilton Parish Council

 

AGENDA

  1. To receive apologies for absence
  2. Variation of the Order of Business
  3. Declaration of Members’ Interests.
  1. Register of Interests: Councillors are reminded of the need to update their Register of Members Interests Forms
  2. To declare any Personal and Prejudicial Interest in items on the agenda and their nature. (Councillors with a Prejudicial Interest must leave the room at the relevant items). Where a member indicates they have a prejudicial interest but wish to make representation regarding the item before leaving the meeting, those representations must be made under item (c) Public Speaking below.
  1. Public Speaking.
  1. At the start of the meeting a period of not more than fifteen minutes will be made available for members of the public and members of the Council to comment on any matter already on the agenda.
  2. If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter. Members of the Council however will restrict Police matters they raise to those relating to their Council Ward.
  3. Members declaring a prejudicial interest who wish to make representation or give evidence under the Code of Conduct relating to Agenda items shall do so at this stage.

 

  1. Chairpersons Report

  Continue reading

For a PDF version of the agenda click here: Agenda_2019_01F

Hilton Parish Council

PO BOX 8094, Swadlincote, Derbyshire. DE11 1FR

Tel: Office 01283 730969

Email: clerk@hiltonparishcouncil.org.uk

Website: www.hiltonparishcouncil.org.uk

Date: 17.01.2019

You are hereby summoned to attend the Finance Committee Meeting of Hilton Parish Council to be held at 7pm on Wednesday 23rd January 2019 at Hilton Village Hall.

 

Members of the Public and Press are welcome to attend. Members of the Public may make representation to the Council under item 4 Public Speaking according to the Council’s Standing Orders

 

Yours sincerely

 

CM Orme

 

Mrs Clare Orme

Clerk to Hilton Parish Council

 

AGENDA

  1. To receive apologies for absence
  2. Variation of the Order of Business
  3. Declaration of Members’ Interests.
  1. Register of Interests: Councillors are reminded of the need to update their Register of Members Interests Forms
  2. To declare any Personal and Prejudicial Interest in items on the agenda and their nature. (Councillors with a Prejudicial Interest must leave the room at the relevant items). Where a member indicates they have a prejudicial interest but wish to make representation regarding the item before leaving the meeting, those representations must be made under item (c) Public Speaking below.

 

  1. Public Speaking.
  2. At the start of the meeting a period of not more than fifteen minutes will be made available for members of the public and members of the Council to comment on any matter already on the agenda.
  3. If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter. Members of the Council however will restrict Police matters they raise to those relating to their Council Ward.
  4. Members declaring a prejudicial interest who wish to make representation or give evidence under the Code of Conduct relating to Agenda items shall do so at this stage.

 

  1. Budget and Precept Setting 2019/2020

 

  1. To consider a resolution under the Public Bodies (Admission to Meetings Act 1960) to exclude members of the Public.

 

  1. Budget and Precept Setting 2019/2020 – Staff Salaries, Pensions etc.

 

  1. Date of the next meeting
  1. The date of the next monthly Hilton Parish Council Meeting to be confirmed as 30th January 2019 at Hilton Village Hall commencing at 7pm.

Hilton Parish Council
PO BOX 8094, Swadlincote, Derbyshire. DE11 1FR
Tel: Office 01283 730969
Email: clerk@hiltonparishcouncil.org.uk
Website: www.hiltonparishcouncil.org.uk
Date: 10.12.2018
You are hereby summoned to attend the next Meeting of Hilton Parish Council to be held at 7pm on Wednesday 19th December 2018 at Hilton Village Hall.

Members of the Public and Press are welcome to attend. Members of the Public may make representation to the Council under item 4 Public Speaking according to the Council’s Standing Orders

Yours sincerely

CM Orme

Mrs Clare Orme
Clerk to Hilton Parish Council

AGENDA
1. To receive apologies for absence
2. Co-option of a Parish Councillor – Steven Pardner
3. Variation of the Order of Business

4. Declaration of Members’ Interests.
a) Register of Interests: Councillors are reminded of the need to update their Register of Members Interests Forms
b) To declare any Personal and Prejudicial Interest in items on the agenda and their nature. (Councillors with a Prejudicial Interest must leave the room at the relevant items). Where a member indicates they have a prejudicial interest but wish to make representation regarding the item before leaving the meeting, those representations must be made under item (c) Public Speaking below.

5. Public Speaking.
a) At the start of the meeting a period of not more than fifteen minutes will be made available for members of the public and members of the Council to comment on any matter already on the agenda.
b) If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter. Members of the Council however will restrict Police matters they raise to those relating to their Council Ward.
c) Members declaring a prejudicial interest who wish to make representation or give evidence under the Code of Conduct relating to Agenda items shall do so at this stage.

6. Chairpersons Report

7. To confirm the minutes of the Hilton Parish Council Meeting held on 24th October 2018.

8. Clerk’s Reports
a) Update on the Village Clock and Approval of the Annual Service Agreement – Previously reported under minute number 2161/18, 2178/18, 2216/18, 2238/18, 2262/18, 2784/18, 2798/18
b) Approval to purchase a desk top computer with antivirus package and office system for the Admin Assistant – Previously reported under minute number 2784/18, 2798/18
c) Update Memorial Meadow transfer of land or a long-term lease agreement – Previously reported under minute number 2784/18, 2798/18
d) Tree Report and felling of the Ash Tree on the back Lane Field – Previously reported under minute number 2784/18, 2798/18
e) Self-close gate cost to replace £1,535.00 ex VAT – Village Green Childrens Play Area on Main Street – Previously Reported under minute number 2798/18
f) Zurich Risk Assessment Report Hilton Village Hall Site – Email from SDDC 09.11.2018
g) Updated on the CCTV repairs – Previously reported under minute number 2798/18
h) SDDC – Free trees Rosliston Forestry Centre on 29.11.2018
i) SDDC – Community Payback work for the winter months, including path clearance, litter picking, indoor decorating
j) Directory of where defibrillators are in the village and what geographical area they cover
k) Request from Hilton Cricket Club for Hilton Parish Council to be involved in a series of world cup themed events between 7th and 9th June 2019 to celebrate the Cricket World Cup coming to England to make it a real community event
l) Parish Council small grant scheme and advertising
m) Ratification – Donation of £30.00 gift card section 137 for the raffle at the Christmas Fayre
n) Approval for Party on the Park to be held on 06.07.2019 – approval to use the Back Lane Field, Astro Turf, The Parish Council Car Park and the area around the Skate Park
o) Insurance Cover for the Christmas Tree on Roma’s Garden for Party on the park – Parish Council insurance does not cover this
p) Confirmation that the Councils Insurance has been updated to include the Village Clock
q) Request from Hatton PC to join forces to tackle Dog Fouling – Would the Parish Council be willing to contribute towards the cost of 40 posters
r) Permission to use the Back Lane Field for free of charge boot camp sessions
s) Hilton Youth Group Grant £318.00 given on 25.07.2018 spend to date £225.00. They would like permission to retain the difference and would ask the Council to confirm if this still needs to be spent on transport and by July 2019.

9. Planning & Highways Committee – Cllr Cooper, Cllr Smith and Cllr Cuddington
a) SDDC – Consultation: draft Local Green Spaces Plan consultation from 08.10.2018 to 5pm on 19.11.2018 – ratification of comments submitted on 16.11.2018 as per the Clerks emails

10. Other Planning Matters for Decision
There is nothing to report.

11. Engagement Committee – Cllr Hudson, Cllr Darlington, Cllr Johnson-Beale, Cllr Cuddington
a) Update and ratification on spend as per complete budget of £250.00 – £236.80 spent inc. VAT

12. Neighbourhood Development Planning – Cllr Cuddington
a) Minutes of the meeting held on 12.11.2018
b) Minutes of the meeting held on 10.12.2018
c) Traffic Survey update – Cllr Cuddington

13. Reports from Councillors that have attended any other Meetings.
a) Minutes of The Mease Management Committee Meeting held on 03.11.2018
b) Letter received from The Police & Crime Commissioner in relation to the state of The Mease car park and the height barrier signage
c) Update from The Mease Committee re item b above

14. Derbyshire Association of Local Councils

a) DALC Circular 15/2018
• DALC Spring Seminar 2019
• Clerk Essential Training – 10 January 2019 – 10am – 12.30pm, Cromford
• General Power of Competence Update
• Exemption of Public Toilets from Business Rates – Support requested
• Subscription fees 2019/20
• Latest Guidance on Accessibility to Websites and Mobile Devices
• NALC Digital Mapping Toolkit
• Weather Ready

15. Finance
a) Accounts for Payment.
CHEQUE NO PAYEE DESCRIPTION AMOUNT POWER
AUGUST 2018
003356 Western Power Connection of Village Clock 508.38
003357 Gordon Brown Law Firm Legal Fees 1440.00
003358 Zurich Municipal Van Insurance 628.30
003359 Rainbow Waste Management Co Ltd Waste Collection x 3 bins 172.80
003360 Aucuba Landscapes Ltd Ground maintenance – Spiking of Pitches, Roma’s Garden and The Village Green.
457.92
003361 Cromwell Refuse sacks and winter gloves 124.71
003362 R Massey and Son Ltd Combo Locks x 3 109.97
003363 Cancelled
003364 B Wood Interim Audit 2018/2019 106.20
003365 Heritage Wood Plaque 50.00
003366 Sterilizing Services Ltd Water Testing September & October 136.78
003367 Aucuba Landscapes Ltd Maintenance VH Site 479.99
003368 Hilton Village Hall Room Hire 23.86
003370 R Darlington Rose Petals, napkins, paper plates and cups for Remembrance event 113.98
003371 G Rice Website/email hosting and maintenance 50.00
003372 Heritage Wood Plaque 50.00
003373 Yee Group Ltd Fire Extinguisher Service Office 60.60
003374 Aucuba Landscapes Maintenance 190.66
003375 Hilton Village Hall Room Hire 39.76
003376 E Johnson Beale Expenses 30.00
003377 Yee Group Ltd Fire Extinguishers/fire blanket Garage and Back Lane Pavilion 167.82
003378 Fairview Arborist Tree work 250.00
003380 Rainbow Waste Waste Collection 172.80
003381 Sterilizing Services Ltd Water Testing 376.15
003382 Cromwell Hedge Shears, loppers, overshoes, bleach 79.21

b) Payments by BACS for Salaries, Tax, NIC’s, Expenses, Pension – including Chq 003369 for the Inland Revenue
November 2018
Description Amount
Salaries, Tax NICs, Redundancy, Expenses etc £7,697.50
NEST Staff Pension £560.62

c) Payments by BACS for Salaries, Tax, NIC’s, Expenses, Pension – including Chq 003379 for the Inland Revenue
December 2018
Description Amount
Salaries, Tax NICs, Redundancy, Expenses etc £7,313.92
NEST Staff Pension £560.62

d) Completion of the limited assurance review for the year ending 31.03.2018
i. External Auditors Report – Agency Staff Costs to be coded to Other Payments and not Staff Costs – DALC are taking this up with PKJ Littlejohn LLP
1. Approval to recalculate the figures on the Annual return as per the External Auditors report as at 31.03.2018 and put the figures as advised on the annual return for 2018/2019
2. Approval to code in the accounts as now for transparency but code the correct figures in the annual return as advised by the External Auditor.

ii. Approval of the Internal Auditors Report – 07.11.2018

iii. Approval to increase the Clerks delegated powers from £500.00 back to £1,000.00 ex vat

16. Items for Information
a) Clerk and Council Direct Magazine – November 2018
b) SDDC – Press release – Hundreds of Opportunities up for grabs at Skills Festival
c) SDDC – Press release – South Derbyshire rubs shoulders with global powerhouses after winning an international award
d) DCC – Applying for your child’s infant and primary school places 2019/2020 – a summary
e) SDDC – Press release – Switch-on of the Christmas Lights – Friday 30.11.2018, Swadlincote Town Centre
f) SDDC – Child Sexual Exploitation, Modern Slavery and Human Trafficking poster
g) SDDC – Press release – Christmas Hamper appeal to help those in need
h) SDDC – Press release – First spade in the ground at the new Council housing site
i) SDDC – Press release – South Derbyshire to mark the centenary of World War One
j) SDDC – Press release – And the winner is…… Sporting heroes crowned at award ceremony
k) Thank you letter from Burton Soup Kitchen for donations of Groceries and toiletries from the Big Poppy Food Appeal
l) SDDC – Press release – Businesses encouraged to be part of small business Saturday
m) SDDC – Press release – Permanent tribute unveiled for suffragette and rebel
n) SDDC – Press release – Countdown to the spectacular Swadlincote Christmas Lights Switch On
o) Derbyshire Police & Crime Commissioner – Information for non-statutory and constituted organisations and groups in Derbyshire – Grants of up to £25k closing date 30.11.2018
p) SDDC – Press Release – Man from Willington given a four-year Criminal Behaviour Order for sending abusive emails and posting on Social Media to Councillors, Parish Clerks and District and County employees
q) Personal Advice and Solutions Ltd – Does the use it or lose it principal apply to Annual Leave Entitlement
r) Yee Group – Fire Extinguisher Maintenance Certificate
s) SDDC – Press release – Community Partnership Scheme Grants still up for grabs

17. To consider a resolution under the Public Bodies (Admission to Meetings Act 1960) to exclude members of the Public.

Update on correspondence received, hand delivered to the Chair and advice taken – Previously reported under minute number 2225/18, 2244/18, 2268/18, 2789/18, 3008/18 – Local Government Act Schedule 12 a – Information relating to any individual. – Information which is likely to reveal the identity of an individual. – Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

18. Grounds Maintenance and Hedge Cutting Contract – Previously reported under minute number 2790/18, 3009/18 – Local Government Act 1972 Schedule 12 a – Information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising

19. Responses to emails received from residents – Local Government Act 1972 Schedule 12 a – Information relating to any individual. – Information which is likely to reveal the identity of an individual.

20. Scout Lease Agreement and proposed extension – Previously reported under minute number 3010/18 – Local Government Act 1972 Schedule 12 a – Information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising

21. Staff Matters – Local Government Act 1972 Schedule 12 a – Information relating to any individual. 2. Information which is likely to reveal the identity of an individual.

a) Staff Pensions – increases as of 06.04.2019
b) Staff Pension – Approval Pension Scheme Certification 2018
c) Resignation and replacement of a member of staff

22. NPSG Committee – Local Government Act Schedule 12 a – Information relating to any individual. – Information which is likely to reveal the identity of individuals. – Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.
a) Potential Data Breach reported to the ICO 30.11.2018 and the outcome
b) Constitution of the Steering Group Committee, the Terms of Reference and Parish Council Policies and Procedures
23. Apology to the Chair – Code of Conduct outcome – Agreed with the Monitoring Officer

24. Date of the next meeting
a) The date, time and venue of the Finance Committee Meeting (Budget and Precept Setting) to be agreed in January 2019
b) The date of the next monthly Hilton Parish Council Meeting to be confirmed as 30th January 2019 at Hilton Village Hall commencing at 7pm.

For a PDF version of the agenda click here: Agenda_2018_11

Hilton Parish Council

PO BOX 8094, Swadlincote, Derbyshire. DE11 1FR

Tel: Office 01283 730969

Email: clerk@hiltonparishcouncil.org.uk

Website: www.hiltonparishcouncil.org.uk

Date: 19.11.2018

You are hereby summoned to attend the next Meeting of Hilton Parish Council to be held at 7pm on Wednesday 28th November 2018 at Hilton Village Hall.

 

Members of the Public and Press are welcome to attend. Members of the Public may make representation to the Council under item 4 Public Speaking according to the Council’s Standing Orders

 

Yours sincerely

 

CM Orme

 

Mrs Clare Orme

Clerk to Hilton Parish Council

 

AGENDA

  1. To receive apologies for absence
  2. Co-option of a Parish Councillor – Steven Pardner
  3. Variation of the Order of Business
  4. Declaration of Members’ Interests.
  1. Register of Interests: Councillors are reminded of the need to update their Register of Members Interests Forms
  2. To declare any Personal and Prejudicial Interest in items on the agenda and their nature. (Councillors with a Prejudicial Interest must leave the room at the relevant items). Where a member indicates they have a prejudicial interest but wish to make representation regarding the item before leaving the meeting, those representations must be made under item (c) Public Speaking below.
  1. Public Speaking.
  1. At the start of the meeting a period of not more than fifteen minutes will be made available for members of the public and members of the Council to comment on any matter already on the agenda.
  2. If the Police Liaison Officer, a County Council or District Council Member is in attendance they will be given the opportunity to raise any relevant matter. Members of the Council however will restrict Police matters they raise to those relating to their Council Ward.
  3. Members declaring a prejudicial interest who wish to make representation or give evidence under the Code of Conduct relating to Agenda items shall do so at this stage.

 

  1. Chairpersons Report

 

  1. To confirm the minutes of the Hilton Parish Council Meeting held on 24th October 2018.

 

  1. Clerk’s Reports
  1. Update on the Village Clock – Previously reported under minute number 2161/18, 2178/18, 2216/18, 2238/18, 2262/18, 2784/18, 2798/18
  2. Approval to purchase a desk top computer with antivirus package and office system for the Admin Assistant – Previously reported under minute number 2784/18, 2798/18
  3. Update Memorial Meadow transfer of land or a long-term lease agreement – Previously reported under minute number 2784/18, 2798/18
  4. Tree Report and work required and the authorised felling of an Ash Tree on the back Lane Field to be revisited in light of new information – Previously reported under minute number 2784/18, 2798/18
  5. Self-close gate cost to replace £1,535.00 ex VAT – Village Green Childrens Play Area on Main Street – Previously Reported under minute number 2798/18
  6. Zurich Risk Assessment Report Hilton Village Hall Site – Email from SDDC 09.11.2018
  7. Updated on the CCTV repairs – Previously reported under minute number 2798/18
  8. SDDC – Free trees to be collected from Rosliston Forestry Centre on 29.11.2018
  9. SDDC – Community Payback work for the winter months, including path clearance, litter picking, indoor decorating
  10. Directory of where defibrillators are in the village and what geographical area they cover
  11. Request from Hilton Cricket Club for Hilton Parish Council to be involved in a series of world cup themed events between 7th and 9th June 2019 to celebrate the Cricket World Cup coming to England to make it a real community event
  12. Approval does Hilton Parish Council want to put on a community Firework Display in November 2019
  13. Parish Council small grant scheme and advertising
  14. Request from PTFA – Donation of £30.00 gift card for the raffle at the Christmas Fayre
  15. Approval for Party on the Park to be held on 06.07.2019 – approval to use the Back Lane Field, Astro Turf, The Parish Council Car Park and the area around the Skate Park
  16. Insurance Cover for the Christmas Tree on Roma’s Garden for Party on the park – Parish Council insurance does not cover this
  17. Confirmation that the Councils Insurance has been updated to include the Village Clock
  18. Request from Hatton PC to join forces to tackle Dog Fouling – Would the Parish Council be willing to contribute towards the cost of 40 posters

 

  1. Planning & Highways Committee – Cllr Cooper, Cllr Smith and Cllr Cuddington
  1. SDDC – Consultation: draft Local Green Spaces Plan consultation from 08.10.2018 to 5pm on 19.11.2018 – ratification of comments submitted on 16.11.2018 as per the Clerks emails

 

  1. Other Planning Matters for Decision
  1. 9/2018/0979 – FOLLYFOOT FARM BURNTHEATH LANE HILTON DERBY DERBYSHIRE DE65 5FE – CHANGE OF USE FROM FORMER AGRICULTURAL BUILDINGS TO TWO DWELLINGHOUSES (USE CLASS C3) ALONG WITH CHANGE OF USE OF LAND TO PROVIDE AS DOMESTIC GARDENS – Extension to comment requested on 05.11.2018 but no response received from SDDC

 

  1. Engagement Committee – Cllr Hudson, Cllr Darlington, Cllr Johnson-Beale, Cllr Cuddington
  1. Big Red Poppy & Remembrance Day Event – Previously reported under minute number 2178/18, 2216/18, 2238/18, 2262/18, 2784/18, 2798/18
  2. Update and ratification on spend as per complete budget of £250.00 – £236.80 spent inc. VAT
  3. New website
  4. Parish Forum to be held on 06.12.2018 at 7.30pm to 9pm, Hilton Village Hall – Which Councillors will be in attendance (minimum 2 Councillors)
  5. Parish Forum to be held on 19.12.2018 at 6.30pm to 7pm for mince pies – Which Councillors will be in attendance. (minimum 2 Councillors)

 

  1. Neighbourhood Development PlanningCllr Cuddington
  1. Minutes of the meeting held on 12.11.2018
  2. Traffic Survey update – Cllr Cuddington
  3. Group not currently constituted properly – approval of other Councillors to sit on the Neighbourhood Planning Group as per the Terms of Reference

 

  1. Reports from Councillors that have attended any other Meetings.
  1. Minutes of The Mease Management Committee Meeting held on 03.11.2018
  2. Next meeting of The Mease Management Committee Saturday 15.12.2018 at 10.30am at The Mease
  3. Letter received from The Police & Crime Commissioner in relation to the state of The Mease car park and the height barrier signage

 

  1. Derbyshire Association of Local Councils

 

  1. DALC Circular 15/2018
  • DALC Spring Seminar 2019
  • Clerk Essential Training – 10 January 2019 – 10am – 12.30pm, Cromford
  • General Power of Competence Update
  • Exemption of Public Toilets from Business Rates – Support requested
  • Subscription fees 2019/20
  • Latest Guidance on Accessibility to Websites and Mobile Devices
  • NALC Digital Mapping Toolkit
  • Weather Ready

 

  1. Finance
  1. Accounts for Payment.
CHEQUE NO PAYEE DESCRIPTION AMOUNT POWER
AUGUST 2018        
003356 Western Power Connection of Village Clock 508.38  
003357 Gordon Brown Law Firm Legal Fees 1440.00  
003358 Zurich Municipal Van Insurance 628.30  
003359 Rainbow Waste Management Co Ltd Waste Collection x 3 bins 172.80  
003360 Aucuba Landscapes Ltd Ground maintenance – Spiking of Pitches, Roma’s Garden and The Village Green.

 

457.92  
003361 Cromwell Refuse sacks and winter gloves 124.71  
003362 R Massey and Son Ltd Combo Locks x 3 109.97  
003363 Cancelled      
003364 B Wood Interim Audit 2018/2019 106.20  
003365 Heritage Wood Plaque 50.00  
003366 Sterilizing Services Ltd Water Testing September & October 136.78  
003367 Aucuba Landscapes Ltd Maintenance VH Site 479.99  
003368 Hilton Village Hall Room Hire 23.86  
003370 R Darlington Rose Petals, napkins, paper plates and cups for Remembrance event 113.98  
003371 G Rice Website/email hosting and maintenance 50.00  

 

  1. Payments by BACS for Salaries, Tax, NIC’s, Expenses, Pension – including Chq 003369 for the Inland Revenue

Description                                                                                                                  Amount

Salaries, Tax NICs, Redundancy, Expenses etc                                                              £7,697.50

NEST Staff Pension                                                                                                       £560.62

 

  1. Completion of the limited assurance review for the year ending 31.03.2018
    1. External Auditors Report – Agency Staff Costs to be coded to Other Payments and not Staff Costs – DALC are taking this up with PKJ Littlejohn LLP
      1. Approval to recalculate the figures on the Annual return as per the External Auditors report as at 31.03.2018 and put the figures as advised on the annual return for 2018/2019
      2. Approval to code in the accounts as now for transparency but coad the correct figures to the annual return as advised by the External Auditor.

 

  1. Approval of the Internal Auditors Report – 07.11.2018

 

  • Approval to increase the Clerks delegated powers from £500.00 back to £1,000.00 ex vat

 

  1. Items for Information
  1. Clerk and Council Direct Magazine – November 2018
  2. SDDC – Press release – Hundreds of Opportunities up for grabs at Skills Festival
  3. SDDC – Press release – South Derbyshire rubs shoulders with global powerhouses after winning an international award
  4. DCC – Applying for your child’s infant and primary school places 2019/2020 – a summary
  5. SDDC – Press release – Switch-on of the Christmas Lights – Friday 30.11.2018, Swadlincote Town Centre
  6. SDDC – Child Sexual Exploitation, Modern Slavery and Human Trafficking poster
  7. SDDC – Press release – Christmas Hamper appeal to help those in need
  8. SDDC – Press release – First spade in the ground at the new Council housing site
  9. SDDC – Press release – South Derbyshire to mark the centenary of World War One
  10. SDDC – Press release – And the winner is…… Sporting heroes crowned at award ceremony
  11. Thank you letter from Burton Soup Kitchen for donations of Groceries and toiletries from the Big Poppy Food Appeal
  12. SDDC – Press release – Businesses encouraged to be part of small business Saturday
  13. SDDC – Press release – Permanent tribute unveiled for suffragette and rebel
  14. SDDC – Press release – Countdown to the spectacular Swadlincote Christmas Lights Switch On

 

  1. To consider a resolution under the Public Bodies (Admission to Meetings Act 1960) to exclude members of the Public.

 

  1. Update on correspondence received, hand delivered to the Chair and advice taken – Previously reported under minute number 2225/18, 2244/18, 2268/18, 2789/18, 3008/18

 

  1. Grounds Maintenance and Hedge Cutting Contract – Previously reported under minute number 2790/18, 3009/18

 

  1. 11 emails received from a resident – content and replies

 

  1. Scout Lease Agreement and proposed extension – Previously reported under minute number 3010/18

 

  1. Staff Matters

 

  1. Staff Pensions – increases as of 06.04.2019
  2. Staff Pension – Approval Pension Scheme Certification 2018
  3. Resignation and replacement of a member of staff

 

  1. Date of the next meeting

The date of the next monthly Hilton Parish Council Meeting is to be confirmed as 19th December 2018 2018 at Hilton Village Hall commencing at 7pm.