Hothfield Parish Council

...in the rustic heart of Kent


2008 ANNUAL PARISH COUNCIL MEETING MINUTES

Minutes of the Annual Parish Council Meeting, held in the Village Hall on
Monday 12 May 2008 following the Annual Parish Meeting

[ Draft Minutes - yet to be approved ]

PRESENT: Mrs S Whittington (Chair), Mrs P Warren, Mr J Collins, Mr P Howard, Mr L Hughes, Mr L Krause, Mr P Patten and Mr A Rawlins

PARISH CLERK: Mrs J Batt

BOROUGH COUNCILLOR:

MEMBERS OF THE PUBLIC: There were no Members of the Public present

1. ELECTION OF CHAIRMAN
Mr Patten proposed Mrs Whittington for the position of Chairman, seconded by
Mrs Warren. There were no other nominations.

Mrs Whittington agreed to accept the position of Chairman for the coming year.

Mrs Whittington signed her Declaration of Acceptance of Office.

2. APOLOGIES FOR ABSENCE
There were no Apologies for Absence.

3. DECLARATIONS OF INTEREST
There were no Declarations of Interest.

i) Updating of Declarations of Interest for the Code of Conduct
The Clerk reminded Councillors that they should update their Declarations of Interest with the Monitoring Officer if necessary.

4. ELECTION OF VICE CHAIRMAN
Mr Collins proposed Mr Patten for the position of Vice Chairman, seconded by Mr Krause.
There were no other nominations.

Mr Patten agreed to accept the position for the coming year. 

5. ELECTION OF OFFICERS TO COMMITTEES
The following Councillors agreed to represent the Council on the following:-
KAPC – Vacant until we have full council
PARISH FORUM – Vacant until we have full council
POLICE – Mrs Warren
PLAY AREA RISK INSPECTION – Mr Hughes
PLANNING COMMITTEE
– Mr Howard (Chair), Mr Hughes and Mr Patten

Non Voting Member of the Public – Mr Boorman
Ex Officio – Mrs Whittington and Mr Krause

The following Councillors agreed to take responsibility for the following:-
ROUND ROBIN – Mr Krause
WEBSITE – Mr Rawlins and Mr Krause
PUBLICITY – Mr Rawlins and Mr Krause
FINANCE – Mr Patten

7. ACCEPTANCE OF MINUTES
Minutes 66 were accepted and it was unanimously agreed that Mrs Whittington should sign them.
Proposed Mr Rawlins Seconded Mr Collins

8. MATTERS ARISING

Mr Rawlins asked it to be minuted that the email from Mr Twydell regarding the issue
of copyright and the role of the Parish Council and Parish Councillors in providing
information to the newsletter was discussed at the March meeting.

Mr Patten thanked Mr Howard and for organising the chippings at the play area.

9. PUBLIC INTERVAL
There were no Members of the Public present.

10. CORRESPONDENCE, ACCOUNTS AND OTHER COUNCIL BUSINESS
Correspondence

Kent Wildlife Trust – Updated Kent Local Wildlife Site schedules
KALC Minutes of meeting held 02.04.08
North Weald Parish Forum – Minutes of meeting held 26.03.08
Southern Water – Draft Water Resources Management Plan
Mr K Funnell – Internal Audit Report
Clerk and Councils Direct
Clive Stanley Associates re Website


Accounts to be paid

 

PAYEE

DETAILS

NET

£

VAT

£

GROSS

£

Mr W Hollands

Reducing height of trees at Hall

820.00

 

820.00

Allianz Cornhill

Insurance Renewal Premium

354.21

 

354.21

St Margaret’s PCC

Donation towards grass cutting

500.00

 

500.00

Mrs S Whittington

Payment to Litter Picker

  84.00

 

  84.00

CASE

Printing Newsletter

  91.76

 

  91.76

Mr K Funnell

Internal Audit 2007

  60.00

 

  60.00

   

Resolution: Councillors unanimously agreed to pay the above accounts.

Bank Balance
The year end balance stood at £9000.47 in the Reserve Account, £100 in the Current Account and £10,117.62.00 in the Bond. Of this £8289.14 (total included in 2008/20029 budget noted) is reserved as follows:-

Village Appraisal - 1360.51
Road Sweeping - 1057.09 + 1000.00 = 2057.09
ESA - 1515.00
Newsletter - 645.94 + 500.00 = 1145.94 – 89.40 = 1056.54
Bus Shelter - 1150.00 + 600.00 = 1200.00
Churchyard - 500.00

Adoption of Internally Audited accounts and completion of associated paperwork
Councillors were circulated with copies of the summary receipts and payments for the
Year ended 31 March 8

The Clerk reported that the internal audit took place on 6 May and the report was discussed.

Councillors unanimously agreed that they were satisfied with the effectiveness of the
Internal Auditor, Mr Kevin Funnell and agreed to employ him again next year.

The Chairman read through section 2 of the Annual Report and answered all the questions.

The Clerk and Chairman then signed the relevant sections of the Annual Report.

Councillors unanimously agreed to accept the internally audited accounts.

Review of System of Internal Control
Mr Patten reviewed this on behalf of the Council and is satisfied that all is in order.
No alterations were needed.

Review of Standing Orders
Mr Patten reviewed these on behalf of the Council and is satisfied that all is in order.
No alterations were needed.

Review of Financial Regulations
Mr Patten reviewed these on behalf of the Council and is satisfied that all is in order.
No alterations were needed.

Risk Assessment
Mrs Whittington, Mr Patten and the Clerk will meet to undertake a risk assessment during
the month.

11. PLANNING
Please see attached list.

Planning Committee – Terms of Reference
Mr Patten reviewed these on behalf of the Council and is satisfied that all is in order.
The Committee remains the same as last year.

12. VILLAGE RESPONSIBILITIES
Litter Picking
Deferred until next month.

Items to be reported the County Lengthsmen
All the roads in Hothfield have potholes.

13. ANY OTHER BUSINESS
The following items are to be included on the agenda for the June Meeting:-
The installation of a plug to allow us to light a Christmas tree
The Editing of the Newsletter
Release of Information or Reports, prior to presentation to the Council

There being no further business the meeting closed at 9.45 pm.

 

Signed …………………………………………………………. Dated …….............................
Mrs S Whittington, Chairman


HOTHFIELD PARISH COUNCIL

PLANNING APPLICATION RECORD

14 APRIL 2008 – 12 MAY 2008

  

Planning Applications Received

Full Planning Permission requested – Delegated to Officers unless otherwise stated

     

08/00410/AS

Advertisement Consent

Whitbread Group, re Woolpack, Beefeater, Maidstone Road, Hothfield, Ashford, Kent TN26 1AP
An advertisement application for one externally illuminated flag sign, one externally illuminated letter sign to east side elevation, two externally illuminated letter signs to front elevation, one externally illuminated letter sign to west side elevation, on externally illuminated entrance sign, one internally illuminated menu sign and two non illuminated directional panel signs
Parish Council: Supported
     

08/00410/AS

Listed Building Consent

Whitbread Group, re Woolpack, Beefeater, Maidstone Road, Hothfield, Ashford, Kent TN26 1AP
An advertisement application for one externally illuminated flag sign, one externally illuminated letter sign to east side elevation, two externally illuminated letter signs to front elevation, one externally illuminated letter sign to west side elevation, on externally illuminated entrance sign, one internally illuminated menu sign and two non illuminated directional panel signs
Parish Council: Supported
     



Last Update  21.05.2008
 2008 Hothfield Parish Council