DRAFT MINUTES OF THE MOUNTFIELD PARISH COUNCIL ANNUAL MEETING HELD ON 13th MAY 2025
Present: R. Farhall (Chair), N. Whines (Vice-Chair), J. Giles, M. Hardy, S. O’Sullivan
I. Marchant (Parish Clerk/RFO)
County Councillor K. Field
Members of the public
1. Election of Chair for 2025-26
RESOLVED – to elect Councillor Farhall at Chair for 2025-26. Councillor Hardy proposed and Councillor O’Sullivan seconded; the voting was unanimous. The Chair signed the Declaration of Office.
2. Election of Vice-Chair for 2025-26
RESOLVED – to elect Councillor Whines as Vice-Chair for 2025-26. Councillor Giles proposed and Councillor O’Sullivan seconded; the voting was unanimous.
3. Disclosure of Interests
Councillor Hardy disclosed a pecuniary interest in item 16.1 as he is employed by British Gypsum and will not take part in the voting.
4. Dispensations
None requested.
5. Apologies for absence
Councillor Purdie sent apologies.
6. Accuracy of the minutes of the previous meeting
RESOLVED – that the draft minutes of the MPC meeting held 11.03.25 be confirmed as an accurate record of the proceedings. Councillor Hardy proposed and Councillor Whines seconded; the voting was unanimous.
7. Open Forum
7.1 County Council report (ESCC) – Councillor K. Field
- It is fairly quiet at ESCC at the moment, but there is a lot of training going on.
- The final business case for devolution will be available in September 2025.
- The Clerk is to check any ESCC assets in Mountfield (CLERK)
7.2 District Council report (RDC) – Councillor E. Kirby-Green sent apologies.
7.3 Public Question Time – a resident has concerns about the amount of litter in the Parish, MPC are to consider solutions (ALL)
8. Approval of the Annual Governance and Accountability Return 2024-25 (AGAR)
RESOLVED – to approve the following AGAR documents. Councillor Whines proposed and the Chair seconded; the voting was unanimous.
8.1 The Annual Governance Statement (Section 1)
8.2 The Accounting Statements (Section 2)
8.3 The Explanation of Variances and Bank Reconciliation at 31.03.25
8.4 The restated Asset Register
To thank Mr. Harding for the constructive and positive manner in which he conducted the internal audit for MPC and to appoint him as MPC’s internal auditor for 2025-26.
9. MPC appointments to outside bodies 2025-26
- Rother Association of Local Councils (RALC) – Chair and Councillor Whines, 2 Members can attend.
- Mountfield Village Hall Committee – Councillor Whines and Councillor Hardy.
10. New Playground equipment
RESOLVED – after considering the quotations/prices from Online Playgrounds, School Playground Specialists and Sovereign Play Equipment, the Members resolved to purchase from Sovereign Play Equipment:
- Luna Climber – £3,750.00.
- Catboat Slide and Climber with portholes – £7,225.00.
- Grass protector for slide.
To also to purchase from Marmax 2 heavy duty picnic tables (recycled materials) for the sum of £871.00.
All prices are net of VAT.
Councillor Whines proposed and Councillor Hardy seconded; the voting was unanimous.
(COUNCILLOR WHINES/CLERK)
11. Mountfield Village Hall Rest Centre/Resilience Plan
- British Gypsum are looking at the Resilience Plan presented by Councillor Whines.
- He is waiting for pricing for a switching gear for a generator.
(COUNCILLOR WHINES)
12. Highways England/John’s Cross speed limits
Councillor Purdie sent apologies; this item will be on the MPC July meeting agenda.
(COUNCILLOR PURDIE)
13. SW Solar Array
- No dates yet from SW for upgrade works on the entrance.
- There is a delay due to environmental issues.
- MPC are to ask for the country of origin for the solar panels.
(COUNCILLOR O’SULLIVAN)
14. Change of MPC suffixes to .gov.uk
RESOLVED – after the Clerk’s briefing on Zoho vs Uniserve and recent excellent support from Uniserve, the Members resolved to transfer the suggested email supplier (Zoho) to Uniserve for .gov.uk suffixes. Uniserve will also able to host our website when the Godaddy subscription is due for renewal.
The Chair proposed and Councillor Giles seconded; the voting was unanimous.
The Clerk will write to Geoxphere (Registrar) informing them of this decision. (CLERK)
15. Matters Outstanding
15.1 Defibrillator for Eatenden Lane – shortly to be installed, the contractor is sourcing materials and then the defibrillator will be ordered and fitted. (CLERK)
15.2 Telephone Box – still waiting for cleaning/painting contractor. The Members decided that a defibrillator will not be fitted in the box.
16. Planning
16.1 Planning applications for consideration:
- RR/898/CM (ESCC) – British Gypsum Mountfield.
Variation of Condition 2 (approved plans and drawings) of planning consent RR/853/CM to regularise discrepancies in drawings including changes to the height of the approved earth embankments. The application also seeks to vary the wording of condition 2 to include “unless these are superseded by later drawings and documents approved through the discharge of conditions attached to this planning permission” tailpiece.
AGREED: to support this application.
- RR/2025/497/A – Vinehall School, Vinehall Road
Erection of 1200mm x 2900mm x 70mm entrance sign, illuminated from the base upwards during low light.
AGREED: to support this application with the following comment, subject to illumination during low light conditions only.
16.2 No other planning matters for discussion.
17. Enforcement
17.1 No Mountfield items on RDC’s most recent enforcement list.
17.2 There have been complaints about the lighting and lighting pollution at the 1066 Café on the A21. This item will be on the agenda at the MPC July meeting.
18. Highways/Rights of Way
18.1 A meeting with the Highways Steward has been arranged on 13.05.25 to discuss the ongoing issues with the A2100.
18.2 No other urgent highways/RoW matters for discussion.
19. Finance
19.1 Bank balances at 30.04.25
- MPC deposit account – £23,466.94
- MPC current account – £3,455.91
- KGF current account – £4,322.18
19.2 RESOLVED – to approve the following payments. Councillor Hardy proposed and the Chair seconded; the voting was unanimous.
- Clerk, salary/HO (Apr/May 2025), expenses – £1,156.28
- ESALC/NALC subscription 2025-26 – £167.99
- Clear Councils, MPC insurance 2025-26 – £679.06
- MVHC, room hire 2025-26 – £220.00
- *Amazon, PA refreshments – £101.78
- *SLCC subscription 2025-26 – £202.00
- *Glasdon, litter bin for KGF – £307.66
- *Amazon, litter sign for KGF – £26.45
- *UserWay subscription 2025-26 – £341.65
19.3 RESOLVED – to approve the fourth quarter accounts as presented by the Clerk. Councillor Whines proposed and Councillor O’Sullivan seconded; the voting was unanimous.
20. Dates of next meetings
- 10.06.25 – full council/planning meeting (provisional)
- 08.07.25 – full council meeting