Minutes of the Annual Meeting of Hilton Parish Council

held at the Village Hall, Hilton at 7.00 pm

on Wednesday 15 May 2019



Councillors S Campion, M Coney, S Davies, R Pollard, S Stanton and J Watson.

Councillor R Hudson (Retiring Vice-Chairperson) in the chair for minute nos. 3103/19 and 3104/19. She left the meeting after these items of business.

Also Present

Mr A Sharpe (Locum Clerk) and 5 members of the public.

3103/19           Election of Chair for the Civic Year 2019/20

RESOLVED that Councillor C Cuddington be elected Chair for the Civic Year 2019/20.

Councillor Cuddington would be invited to sign the declaration of acceptance of office form when he returned from holiday.

3104/19           Election of Joint Vice-Chairs for the Civic Year 2019/20

RESOLVED that Councillors S Davies and S Campion be elected as joint Vice-Chairs for the Civic Year 2019/20.

Councillor Davies then took the chair for the remainder of the meeting.

3105/19           Apologies for absence

Apologies for absence were accepted from Councillors C Cuddington, J McDonald and C Nield.

3106/19           Variation of the Order of Business


3107/19           Declarations of Interest


3108/19           Public Speaking

a.Public Matters

A member of the public asked if Councillor Cuddington had indicated if he would accept the Chairs position.  The Clerk confirmed that he had.

b. Police Matters


c. District and County Councillor Council Member Reports


3109/19           Chairperson’s Report


3110/19           Election of Committees 2019/20

RESOLVED that the appointment of Committees for 2019/20 and the approval of the terms of reference be deferred to the next meeting.

3111/19           Election of Representatives to Outside Bodies

RESOLVED that the appointment of outside body representatives for 2019/20 be deferred to the next meeting.

3112/19           Dove Valley Life Magazine Article

RESOLVED to retrospectively approve the publication in the Dove Valley Life Magazine for the reasons now reported.

3113/19           Bank Signatories 


  • Councillors Mark Coney and Russell Pollard be appointed as the Council’s bank signatories for the Santander Bank for both cheques and internet banking.
  • The previous signatories (who are no longer Members or employees of the Council and are not contactable) Clare Orme, Stephen Cooper and Rosaleen Darlington be removed as signatories for the account.

3114/19           Invoice for Locum Clerk Work

Council were asked to approve the payment of an invoice from the Locum Clerk dated 5 May 2019 and amounting to £177.85.

RESOLVED that the invoice be approved for payment.

3115/19           Date of Next Meeting

It was NOTED that the next meeting of the Parish Council would be the Monthly Meeting, which would be held at Hilton Village Hall on Wednesday 29 May 2019. This would be preceded by the Annual Parish Meeting.

Minutes of a Monthly Meeting of Hilton Parish Council

held at the Village Hall, Hilton at 7.00 pm

on Tuesday 30 April 2019



Councillors S Cooper (Chairperson), R Hudson (Vice-Chairperson), R Darlington and C Cuddington.

Also Present

Mr A Sharpe (Locum Clerk), County Councillor J Patten and 21 members of the public.

3088/19           Apologies for absence

Apologies for absence was accepted from Councillors E Johnson-Beale (Maternity) and S Pardner (Reason for absence – Out of country).

It was noted that Councillor M Smith had resigned from the Council after moving out of the area.

3089/19           Variation of the Order of Business


3090/19           Declarations of Interest


3091/19           Public Speaking

  • Public Matters

The Chairperson reminded members of the public that for data protection, legal and other employment law reasons the Council could not comment or answer questions relating to employees or employee payments. Other issues raised included the following-

A Member of the public raised issues in relation to the accuracy of the latest draft income and expenditure accounts as he believed that expenditure on the Mease car park should have been included which would effectively reduce the stated reserves.

A Member of the public asked about a recent grant decision as the group had not been informed of the outcome.  The Chairperson agreed to respond.

  • Police Matters





  • District Council Member Reports


South Derbyshire District Council Member, Councillor A Billings had submitted a report on matters relating to the village and other District Council matters.  Unfortunately it was not brought to the meeting so it was agreed to reproduce the report in full in the minutes as follows –

Path to Nowhere

Discussions by Officers with landowners and developers are continuing but as we have already discussed, due to the complexity of the current ownership, this is going to take some time to resolve.  Further to updates to follow as they become available.  I have received an e-mail from a resident raising concerns about the current state of the area including the dog waste etc which I have forwarded on to the Clean Team for urgent resolution.

Bren Way/Falaise Way Open Space

A resident has raised concerns about the length of the grass in this area and the impact on residents who regularly use it.  Officers at SDDC have confirmed that this space is un-adopted and unfortunately still in the ownership of Persimmon Homes.  I will ask Officers to pursue them for this area to be mown as soon as possible and I will also contact them directly.

Soar Close – Anti-Social Behaviour

I asked for an item to be added to the agenda regarding the benches that are currently at the end of Sour Close and their potential relocation.  There has been a persistent problem with anti-social behaviour with people congregating on the benches and this is having an impact on residents in the vicinity.  I have contacted the Police and they are going to monitor the situation and I have asked residents to ensure they report all issues however the Police suggested the Parish Council may wish to re-locate the benches to discourage the current behaviour”.

RESOLVED that the report be noted.

  • County Council Member Report


County Councillor Julie Patten attended the meeting and reported on County Council matters affecting the community and other local issues of interest including the position relating to the Wellbrook Medical Centre.




She would publish the full response from the CCG in due course for residents and Members to read.


RESOLVED that the report be noted.

3092/19           Chairperson’s Report

The Chairperson informed the members that the Mease Pavilion Car park had now been completed and that the new gate on the Mill Lane playing field was being installed at present.

RESOLVED that the report be noted.

3093/19           Minutes

RESOLVED that the Minutes of the monthly meeting of the Parish Council held on Wednesday 27 February 2019 and the Extra-Ordinary meeting held on Monday 18 March 2019 be approved as true records and signed by the Chairperson.

3094/19           Gift for former Clerk

RESOLVED that approval be given for a payment of £30.00 from the Chairperson’s allowance to purchase flowers for the former Clerk to thank her for her long service to the Council.

3095/19           Internal Audit Report and accounts 

The Clerk presented the Internal Auditors report for 2018/19.

It was noted that the accounts had been approved and there was only one matter to be drawn to the attention of Council relating to the Neighbourhood Plan Steering Group operating outside of the Councils Financial Regulations insofar as individual members placing orders and paying invoices from their own money and reclaiming from the Parish Council. This practice should cease and would be considered by the new Council after the elections.

Council were then asked to approve the Accounts for 2018/19


  • The internal auditors report be received and action noted to be taken in the matter raised which would be addressed by the new Clerk and new Council after the elections.


  • The Accounts be approved and signed by the Chairperson and Clerk/RFO.


Note – Councillor Cuddington asked that in the light of the comments made in public speaking concerning the Income and Expenditure Accounts and their accuracy his vote against accepting the Accounts be recorded in the minutes. This also applied to the Accounting Statements considered at minute no.3097/19.


3096/19           Annual Governance Statement 

Council were asked to approve the Annual Governance Statement for 2018/19.

RESOLVED that the Annual Governance Statement 2018/19 (Section 1 of the Annual Return), as now agreed be approved and signed by the Chairperson and Clerk/RFO.

3097/19           Accounting Statements

Council were asked to approve the Accounting Statements for 2018/19.

RESOLVED that the Accounting Statements 2018/19 (Section 2 of the Annual Return) be approved and signed by the Chairperson and Clerk/RFO.

Note – For the reason recorded in minute no. 3096/19 above, Councillor Cuddington asked that his vote against approving the Accounting Statements be recorded.

3098/19           Annual Return 2018/19

RESOLVED that the Annual Return be now sent to the External Auditor and the prescribed notices and accounts be published on the website and displayed on the notice boards.

3099/19         Finance 

Council received a report on payments to be made, by cheque and bank transfer.

RESOLVED that the payments by cheque and bank transfers now presented be approved as set out below.

  • Payments by cheque
003408 R Massey & Son Goods 4.67
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 fees 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
003432 Hilton Scouts & Guides Small PC Grant 500.00
003433 1st Hilton Guides Small PC Grant 302.40
003434 Hatton United FC Small PC Grant 45.00
003435 The Writers Block Small PC Grant 321.00
003436 Hilton Lego Group Small PC Grant 200.00
003437 A Sharpe Locum Clerk Fees 115.35
003438 SDDC Dog/Litter Bins 3059.47
003439 B Wood Internal Audit Fees 170.00
003441 St Modwen Mease car park 42568.80
003442 R Massey & Son Goods 44.97
003443 Aucuba Landscapes Grounds Maintenance 381.32


  • Payments by BACS for Salaries, Tax, NIC’s, Expenses, Pension – including Cheque 003398 for the Inland Revenue


Salary run for March 2019                                                                      

Salaries, Tax NICs, Redundancy, Expenses etc.                        £7,444.67

NEST Staff Pension                                                                     £560.62

Salary run for April 2019                                                                        

Salaries, Tax NICs, Redundancy, Expenses etc. Including Misc. HR Payment Chq 003425                                                          £18,540.07


NEST Staff Pension                                                                     £321.06

  • Other income and expenditure, Reserve/Contingency Budget and Bank transfers


Council noted and approved a summary statement of other income (from 2/1/19 to 28/3/19), other expenditure (from 1/2/19 to 26/3/19), final re-allocation of Reserve/Contingency budget and Bank transfers as detailed on the agenda.


3100/19           Planning

Council considered the following Planning Applications and made no comments or objections –

9/2019/0378 34 Sutton Lane Ground Floor extension
9/2019/0339 31 West avenue Single Storey Rear Extension
9/2019/0332 12 Wyston Brook Extension
9/2019/0215 16 Main Street Extension
Not applicable Derby Road Management of Sustainable Urban Drainage System
9/2019/0405 57 Main Street Extension


3101/19           Facebook

RESOLVED that the Council’s Facebook Account, which is at present linked to the former Clerks personal account be deleted and closed. The new Council would consider new arrangements after the elections.




3102/19           Date and Time of Next Meeting

It was NOTED that the next meeting of the Parish Council would be the Annual Meeting, which would be held at Hilton Village Hall on Wednesday 15 May 2019. This would be preceded by the Annual Parish Meeting.

Note – the arrangements for the Annual Parish Meeting are subject to change – Check the Parish website for details.


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




  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




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.


  • 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