DRAFT MINUTES OF THE MOUNTFIELD PARISH COUNCIL ANNUAL MEETING HELD ON 12th MAY 2026
Present: Councillors N. Whines (Chair), J. Giles, M. Hardy, S. O’Sullivan
Mrs. I. Marchant (Parish Clerk/RFO)
County Councillor K. Field
District Councillor E. Kirby-Green
1. Election of Chair for 2026-27
RESOLVED: to elect Councillor Farhall as Chair for 2026-27. Councillor Giles proposed and Councillor O’Sullivan seconded, the voting was unanimous.
2. Election of Vice-Chair for 2026-27
RESOLVED: to elect Councillor Whines as Vice-Chair for 2026-27. Councillor O’Sullivan proposed and Councillor Giles seconded, the voting was unanimous.
3. Disclosures of interests
None declared.
4. Dispensations
None requested.
5. Apologies for absence
Councillor Farhall sent apologies
6. Accuracy of the minutes of the previous meeting
RESOLVED: that the draft minutes of the meeting held on 10.30.26 be confirmed as an accurate record of the proceedings. The Chair proposed and Councillor Hardy seconded, the voting was unanimous. The minutes were signed by the Chair.
7. Open Forum
7.1 County Council report (ESCC) – Councillor K. Field
- There is no overall control of the council after the recent elections.
7.2 District Council report (RDC) – Councillor E. Kirby-Green
- The food waste collection is still causing some problems.
7.3 Public Question Time – no members of the public present.
8. Annual Governance and Accountability Return (AGAR) 2025-26
RESOLVED: to approve the following, Councillor Hardy proposed and Councillor Giles 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 31.03.26
8.4 Compliance with item O (compliance with laws, regulations and proper practices relating to digital and data compliance) on the Internal Audit Report will be discussed and actioned at the MPC July meeting.
8.5 MPC would like to thank Mr. Harding for his constructive and positive manner in which he conducted the MPC Internal Audit 2025-26 and appoint as MPC’s Internal Auditor for 2026-27. They would also thank him for his generosity in asking that his fee (£100) be donated to the charity Blood Bikers.
9. MPC appointments to outside bodies
- Rother Association of Local Councils (RALC) – the Chair and any other Members who wish to attend (2 Members may attend)
- Mountfield Village Hall Committee – Councillors Whines and Hardy.
10. King George’s Field
- The new cesspit has been installed and ESCC planning/building control have informed MPC that this does not need validation.
- The annual Jubilee Cricket Match will be held on Sunday 05.07.26.
11. Mountfield Parish Assembly 2026/Dark Skies
- The Assembly was well attended and an enjoyable evening was had by all.
- There was a presentation by two Dark Skies representatives and much interest was shown in Mountfield becoming a Dark Skies area. This is a major project and will be discussed more fully at the MPC July meeting.
- There was also a talk by a British Gypsum representative, particularly regarding their Leachate Treatment Plant installation.
- The reports from organisations are available on the MPC website.
12. Parish Profile project
This will be discussed more fully at the MPC July meeting.
13. Full transition to .gov.uk
The Clerk informed the meeting that this is now underway. It is being managed by Uniserve (MPC’s IT support company) and the domain name, hosting, security and emails will be handled by Easyspace. (CLERK)
14. Southern Water Solar Array
Councillor O’Sullivan informed the Members that no work appears to have started.
15. Village waste collection
It was noted that residents are picking up litter in their own areas. This item will be discussed more fully at the MPC July meeting.
16. Refurbishment of telephone box
The Clerk is expecting a quotation for this work shortly. (CLERK)
17. Grit bin replacement and refill
This item was deferred until the July meeting.
18. Insulated defibrillator boxes
RESOLVED: to install an insulated defibrillator box for the defibrillator at the Solomon’s Lane junction. Councillor Hardy proposed and Councillor O’Sullivan seconded, the voting was unanimous. (CLERK)
19. Planning
19.1 No planning applications for consideration.
19.2 Planning applications made under delegated authority:
- RR/2026/0261/FULL – Old Stable Yard, Vines Cross Road – Support
- RR/2026/0321/HOU – Park Pale House – Support
19.3 MPC were unable to submit a comment for application RR/2026/0275/FULL, Baldwins Farm, as they were unable to reach a quorate decision.
19.4 No other planning matters for discussion.
20. Enforcement
20.1 No Mountfield items on RDC’s most recent enforcement list
20.2 The are serious concerns regarding the lighting at Morrisons on the A21. The Clerk has spoken to Councillor Kirby-Green who is going to contact RDC Enforcement again.
21. Highways/Rights of Way
21.1 The bridge just before the level crossing (Eatenden Lane) is very overgrown. The Clerk will report this to ESCC Highways. (CLERK)
21.2 Some potholes in Solomon’s Lane have been repaired.
21.3 No other urgent issues reported.
22. Finance
22.1 Bank balances at 30.04.26
- MPC deposit account – £15,928.34
- MPC current account – £3,617.24
- KGF current account – £4,469.68
22.2 RESOLVED: to approve the following payments. Councillor Hardy proposed and the Chair seconded, the voting was unanimous.
- Clerk salary/HO Apr/May 2026 – £1,151.00
- * Mountfield Village Hall room hire – £190.00
- * ESALC subscription 2026-27 – £205.21
- * UserWay subscription 2026-27 – £333.71
* already paid
22.3 RESOLVED: to approve the quarterly accounts at 31.03.26 as presented by the Clerk. The Chair proposed and Councillor O’Sullivan seconded, the voting was unanimous.
23. Dates of next meetings
- 09.06.26 – Full Council Meeting (provisional only)
- 14.07.26 – Full Council Meeting