Parish Clerk’s report for 2020-21

Below is a copy of the Parish Clerk’s report, presented at the Annual Parish Meeting on 4th May 2021.

The previous year was a challenging one for the Parish Council, but a rewarding one. Having been without a Parish Clerk for seven months there was no handover process for when I took up the post on 1st April 2020. My start was further hampered by the COVID-19 pandemic and the lockdowns we have endured since April 2020. The support from the Councillors, especially Cllrs. North and Saunders has been great and enabled me to carry out my new role. This was further aided by completing the Level 2 “ILCA” qualification, providing me with the necessary information and understanding to carry out my role as Parish Clerk effectively. The COVID-19 pandemic caused problems for the Parish Council, having to learn how to meet remotely using new technologies, and has reduced our revenue from advertisers in the Village News. However, careful financial management has meant that the Parish Council has enjoyed an increase in its account balances, even considering the increased expenditure for salary, pension, and the attempted purchase of Eagle Field. The Parish Council started the 2021-22 financial year with approximately £14,000 more than the previous one.

Despite the challenges faced, we have achieved a lot in the past year. Three new Parish Councillors were co-opted, meaning that we now only have one vacancy remaining. Public interest in Parish Council affairs has increased, evident by the frequent number of residents who attended our remote meetings online. We have expanded our communications to include a strong social media presence, and a new website that is easier to manage, more user-friendly and WCAG 2.1AA compliant. The Parish Council’s campaign to purchase Eagle Field and Doddinghurst Common proved to be a successful public relations exercise for the Parish Council (even though we were unsuccessful). 122 residents (including 8 from outside the Parish) contributed a total of £88,100 to our war chest. All were reimbursed by the end of January 2021. Finally, The Parish Council now has a more formalised approach, with appropriate policies, risk assessments, standing orders, financial regulations, and clear action plans in place. A standardised system for agendas and minutes has also recently been introduced, ensuring that the Parish Council continues to act lawfully and assist in clear communication.

Moving forward, the Parish Council has started a positive relationship with the new owners of Eagle Field and Doddinghurst Common, and it is hoped that the current issues are resolved so that the public may enjoy their use again. Now having a year’s experience, the Internal Audit and External Audit should be completed successfully; the preparation work was completed having learnt from the previous experience. I am looking to achieve Level 3 “CILCA” qualification that will provide the Parish Council with a fully qualified Parish Clerk and help me to carry out my role even more effectively. I am also looking to ensure that the Parish Council communicates with our community effectively and to develop the skillset of our Parish Councillors so that we can continue to provide an excellent service to the residents of Kelvedon Hatch.

Terry Portch
Parish Clerk & Responsible Financial Officer.