For a PDF version of the minutes click here: Minutes_2013_05A

Hilton Parish Council

Clerk: Mrs Clare Orme, P O Box 8094, Swadlincote, Derbyshire. DE11 1FR

Tel: Office 01283 730969 – Mobile 0771 9599132

Email: clerk@hiltonparishcouncil.org.uk

 

MINUTES OF THE ANNUAL HILTON PARISH COUNCIL MEETING HELD ON WEDNESDAY 29TH MAY 2013 AT HILTON VILLAGE HALL COMMENCING AT 6PM

 

Present:

 

Cllr Cooper (in the Chair)

Cllr Darlington, Cllr Fox, Cllr Nield and Cllr McDonald

1 members of the public was in attendance at the meeting.

AGENDA

PART 1 – NON EXEMPT INFORMATION

 

1.    Minute Number 1327/13 – Election of the Chairperson for the year 2013/2014 and the completion of the Declaration of Acceptance of Office.

 

Resolved: That Cllr Steve Cooper is elected as Chairperson to Hilton Parish Council for the ensuing year.  (Cllr Cooper thereupon occupied the Chair)

Resolved: In accordance with the Local Government Act 1972 Cllr Cooper read and signed the Declaration of Acceptance of Office before the Clerk.

 

2.    Minute Number 1328/13 – Election of the Vice Chairperson for the year 2013/2014 and the completion of the Declaration of Acceptance of Office

 

Resolved: That Cllr Carol Smith is elected as Vice Chairperson to Hilton Parish Council for the ensuing year. 

Resolved: In accordance with the Local Government Act 1972 Cllr Smith read and signed the Declaration of Acceptance of Office before the Clerk.

 

3.    Minute Number 1329/13 – Co-option of a Councillor

 

Resolved: Mr Andrew Stevens was duly co-opted onto Hilton Parish Council with immediate effect.

 

4.    Minute Number 1330/13 – To receive apologies for absence

 

Apologies for absence were received and accepted from Cllr Smith who would be in attendance later during the meeting.

 

5.    Minute Number 1331/13 – Variation of the Order of Business

 

There were no Variations to the Order of Business.

 

6.    Minute Number 1332/13 – Declaration of Members’ Interests.

 

Resolved: Cllr Cooper, Cllr Fox, Cllr Darlington, Cllr Nield and Cllr McDonald declared a Personal Interest in all items on the agenda pertaining to the Hilton Village Hall.

 

6.     Minute Number 1333/13 – Public Speaking.

 

There was nothing to report.

 

7.     Minute Number 1334/13 – Election of Committees and Representatives to other Bodies for the year 2013/2014

  

Hilton Parish Council Committees:

a)     Community Services – To be discussed by all Councillors at a full Parish Council Meeting.

 

  • Community Information and Publicity

Resolved: To leave this committee on the agenda but to discuss all matters pertaining to the committee in full Parish Council Meetings until such time we can co-opt more members.

 

b)    Finance – Cllr Cooper, Cllr Smith, Cllr McDonald, Cllr Fox, Cllr Darlington, Cllr Nield, Cllr Stevens and the Clerk to Hilton Parish Council.

 

  • Parish Council Human Resources
  • Fees for the use of Parish Council Facilities
  • Allocation of Grant Funding to Local Organisations
  • Suggested Amount of Annual Precept
  • Regular Scrutiny of the Accounts
  • Audit of the end of year Financial Accounts

Resolved: Cllr Cooper, Cllr Smith, Cllr McDonald, Cllr Fox, Cllr Darlington, Cllr Nield, Cllr Stevens and the Clerk to Hilton Parish Council.

 

c)     Environment and Green Space – To be discussed by all Councillors at a full Parish Council Meeting

 

  • Maintenance of Public Footpaths, Cycle Paths, Greenway, Verges, Open Space, Trees and Hedges
  • Environmental Issues
  • Recycling Facilities
  • Dog and Litter Bin Provisions
  • Groundsman and Lengthsman’s Report

Resolved: To leave this committee on the agenda but to discuss all matters pertaining to the committee in full Parish Council Meetings until such time we can co-opt more members.

 

d)    Village Infrastructure – To be discussed by all Councillors at a full Parish Council Meeting

 

  • Planning matters including the Village Plan
  • New Road Adoptions
  • Traffic Management and Parking
  • Street Lighting
  • Public Transport Provision

Resolved: To leave this committee on the agenda but to discuss all matters pertaining to the committee in full Parish Council Meetings until such time we can co-opt more members.

 

e)     Recreation and Leisure – To be discussed by all Councillors at a full Parish Council Meeting

 

  • Provision and maintenance of sport and leisure facilities
  • Children play equipment
  • Parish Council owned Parks and Landscaping

Resolved: To leave this committee on the agenda but to discuss all matters pertaining to the committee in full Parish Council Meetings until such time we can co-opt more members.

 

f)      Employment Issues – Cllr Cooper, Cllr Smith, Cllr McDonald, Cllr Fox, Cllr Darlington, Cllr Nield, Cllr Stevens and the Clerk to Hilton Parish Council.

 

  • Contracts of Employment
  • Staffing Arrangements
  • Employment Law changes
  • Employment issues
  • Training

Resolved: Cllr Cooper, Cllr Smith, Cllr McDonald, Cllr Fox, Cllr Darlington, Cllr Nield, Cllr Stevens and the Clerk to Hilton Parish Council.

  

g)    Village Hall Committee – Cllr Cooper, Cllr Smith, Cllr McDonald, Cllr Fox, Cllr Darlington, Cllr Nield, Cllr Stevens and the Clerk to Hilton Parish Council.

 

Council Representatives on outside bodies.

 

  • Etwall Area Meeting  and Safer Neighbourhoods – Resolved: Chair and Vice Chair
  • Toyota Liaison – Resolved: Chair and Vice Chair
  • Derby Airfield Consultative Committee – Resolved: To nominate a representative to attend on behalf of Hilton Parish Council when required.
  • The Mease Management Committee – Resolved: Cllr McDonald.
  • Marston on Dove Relief in Need Charity – Resolved: Chair and Vice Chair.
  • Hilton Dog Walking Group – Resolved: Cllr McDonald.
  • Flood Liaison – Resolved: Cllr Nield.
  • DCC – Parish and Town Liaison Forum – Resolved: Cllr Nield.
  • SDDC – Joint Meeting with Parish Councils – Resolved: To nominate a representative to attend on behalf of Hilton Parish Council when required.
  • Nestle Liaison Committee – Resolved: To nominate a representative to attend on behalf of Hilton Parish Council when required.

 

8.     Minute Number 1335/13 – Completion or updating of the Declaration of Acceptance of Office for all other Members

 

Resolved: All members present other than the Chairperson and Vice Chairperson took a declaration of acceptance of office before the Clerk and signed the appropriate Declaration of Acceptance of Office form held by the Clerk.

 

9.     Minute Number 1336/13 – Adoption of the Local Authority (Model Code of Conduct) Order 2007 (SI N01159) including 12 (2) for the year 2013/2014

 

Resolved: To adopt the Local Authority (Model Code of Conduct) Order 2007 (SI N01159) including paragraph 12 (2).

 

10.  Minute Number 1337/13 – Adoption of the Financial Regulations for the year 2013/2014

 

Resolved: To adopt the Hilton Parish Council Financial Regulations for the ensuing year.

 

11.  Minute Number 1338/13 – Adoption of Hilton Parish Councils Standing Orders and Chairmanship for the year 2013/2014.

 

Resolved: To adopt the Hilton Parish Council Standing Orders for the ensuing year.

 

12.  Minute Number 1339/13 – Adoption of the  Complaints Procedure for the year 2013/2014

 

Resolved: To adopt the Hilton Parish Council Complaints Procedure for the ensuing year.

 

13.  Minute Number 1340/13 – Adoption of the H&S Policy for the year 2013/2014

 

Resolved: To adopt the Hilton Parish Council H & S Policy for the ensuing year.

 

14.   Minute Number 1341/13 – Adoption of the Freedom of information Policy for handling requests and supporting information for the year 2013/2014

 

Resolved: To adopt the Hilton Parish Council Freedom of Information Policy for the ensuing year.

 

15.  Minute Number 1342/13 – Adoption of the Data Protection Policy for the year 2013/2014

 

Resolved: To adopt the Hilton Parish Council Data Protection Policy for the ensuing year.

 

16.  Minute Number 1343/13 – Adoption of the Recruitment, Selection, Equality and Diversity Policy for the year 2013/2014

 

Resolved: To adopt the Hilton Parish Council Recruitment, Selection, Equality and Diversity Policy for the ensuing year.

 

17.  Minute Number 1344/13 – Adoption of the Information Security Policy for the year 2013/2014

 

Resolved: To adopt the Hilton Parish Council Information Security Policy for the ensuing year.

 

18.  Minute Number 1345/13 – Adoption of the Internal Policy relating to the delivery of Services for the year 2013/2014

 

Resolved: To adopt the Hilton Parish Council Internal Policy relating to the Delivery of Services for the ensuing year.

 

19.  Minute Number 1346/13 – Adoption of the Record Management Policy for the year 2013/2014

 

Resolved: To adopt the Hilton Parish Council Record Management Policy for the ensuing year.

 

20.  Minute Number 1347/13 – Adoption of the Parish Council Risk Assessment system

 

Resolved: To adopt the Hilton Parish Council Risk Assessment System for the ensuing year.

 

21.  Minute Number 1348/13 – Adoption of the Vexatious and Repeated requests Policy

 

Resolved: To adopt the Hilton Parish Council Vexatious and Repeated Requests Policy for the ensuing year.

 

22.  Minute Number 1349/13 – Adoption of the CCTV Policy and Procedure – New for 2013/2014

 

Resolved: To adopt the Hilton Parish Council CCTV Policy and Procedure for the ensuing year.

 

23.  Minute Number 1350/13 – Date of the next Annual Meeting of Hilton Parish Council

 

 

Resolved: The date of the next Hilton Parish Council Annual Meeting will be confirmed closer to the time

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