Hothfield Parish Council

...in the rustic heart of Kent


JULY 2008 PARISH COUNCIL MEETING MINUTES

Minutes of the Ordinary Parish Council Meeting

held at The Village Hall, Hothfield,

on Monday 14 July 2008

 

[ Draft Minutes - to be approved at next meeting ]

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

Mr C Twydell, Hothfield Newsletter

PARISH CLERK: Mrs J Batt

BOROUGH COUNCILLOR: Mr N Wallace

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

1. APOLOGIES FOR ABSENCE
An Apology for Absence was received from Mrs Warren (illness).

2. 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.

  

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

4. THE HOTHFIELD NEWSLETTER, DISCUSSION WITH MR TWYDELL
All Councillors and Mr Twydell had been circulated with all copies of correspondence
regarding the newsletter and copyright issues prior to this meeting. Mr Twydell circulated
a table showing the items included in the Newsletter during the past 9 months and a summary
of issues. All correspondence is attached to the file copy of these minutes.

It was agreed that the Newsletter is a very positive asset to the community of Hothfield.

Following an in depth discussion, during which the councillors present and Mr Twydell had
the opportunity to voice their comments and concerns the following was agreed upon:-

1. Mr Twydell agreed to continue to produce the Hothfield Newsletter for the next 3 months,
after which time the situation will be reviewed again.

2. The Clerk will contact Ashford Borough Council and ask for their advice regarding
the publishing of anonymous letters.

3. Councillors unanimously agreed to continue to fund the newsletter from an S137 grant,
once the current grant funding runs out. They did not feel it necessary to set
up a separate committee as advised by KALC. Mr Twydell will continue to send
the copy to CASE for printing and they will invoice the Parish Council.

The issue of copyright affects the Parish Council Website. It was unanimously
agreed that no articles must appear on the website unless we are sure that they only
include copyright free material. Mr Krause will liaise with Mr Twydell regarding this
as he has access to copyright free material and copyright lawyers.

Mrs Whittington thanked Mr Twydell for all his work producing the Hothfield Newsletter and for attending this meeting.

Mr Twydell left the meeting at this point.

5. ACCEPTANCE OF MINUTES OF LAST MEETING
Page 292 – Mr Marden cut the grass on the triangle at the junction of The Street and Park Drive, not Beech Road
Minutes 68 were accepted and it was unanimously agreed that Mrs Whittington should sign them.
Proposed Mr Collins Seconded Mr Howard

6. MATTERS ARISING
Mrs Pender, Mrs Warren, Mrs Whittington and Mr Patten went to lunch at Lakeside during the month. They had a very enjoyable meal and very much hope that some of the residents will join in future village activities.

7. GENERAL COUNCIL BUSINESS
Bus Shelter
Mr Hughes suggested that we replace the Perspex panes in the bus shelter. It was agreed to find out how much this will cost.

The Clerk was asked to order some bus shelter brochures.

Representation on KALC
None of the Councillors present are able to attend the KALC meetings.

Future Annual Parish Meetings
Deferred until a future meeting.

Christmas Tree Lights
Mr Hughes suggested that we should run a permanent cable underground from the kiosk on the MUGA so that we can put up a Christmas tree with lights in December.

We need to find out whether we have to ask EDF to undertake this or whether we can employ a local electrician.

The Clerk was asked to contact the Insurance Company about this proposal.

Village Hall Trees
Mrs Pender was asked to talk to the residents of Park Drive before the next meeting and get a consensus of opinion as to what they would like done about the trees.

Local Development Framework
Mr Patten reported that the Inspector has ruled that Hothfield is not large enough to sustain  any extra houses and we have been removed from the list. The Inspector’s decision is final.

Mr Patten and Mrs Whittington have written to Ashford Borough Council to express the Parish Council’s dismay and the hope that there may be a loophole so that some areas can be considered for development under normal planning procedure.

8. CORRESPONDENCE AND FINANCE
Correspondence
HAGS Play Equipment
North Weald Parish Forum – Minutes of meeting held 04.06.08
KALC – Minutes of meeting held 04.06.08
Stour View
ABC Extension to the Tenterden and Rural Sites Issues and Options Report Consultation Deadline
Explore Kent
Littlethorpe of Leicester – Bus Shelters
Glasdon
Clerk and Council’s Direct
Groundwork News
ABC Housing News and Tenant Compact
KALC Agenda for 30 July 2008
ABC Agenda for the Parish Forum
Victim Support

Letter from Damian Green regarding Hothfield Post Office
Mrs Whittington read out the reply to her letter to Damian Green. Councillors were disappointed that although supportive he did not offer any practical solution.

Bank Balance
The balance stands at £8569.36 in the Reserve Account, £100 in the Current Account and  £10117.62 in the Corporate Bond.

Of this £6678.84 (total included in 2008/20029 budget noted) is reserved as follows:-

   
Village Appraisal - 1360.51
Road Sweeping - 1913.95 - £98.00 = 1815.95
ESA - 1515.00
Newsletter - 854.04 - £66.66 = 787.38
Bus Shelter - 1200.00
Churchyard - NIL

We have received £138.48 interest on the NatWest Corporate Bond

Mr Patten proposed that we re-invest the £10,000 in the 3 month Corporate Bond.
Councillors unanimously agreed with this proposal.

Accounts to be paid 

PAYEE DETAILS
£  NET
£  VAT
£  GROSS
Mr C Stanley Webmaster Services
268.50
6.56
275.06
Mrs S Whittington Wages for Litter Picker
98.00
  
98.00
CASE Printing Hothfield Newsletter
66.66
  
66.66


Resolution: Councillors unanimously agreed to pay the above accounts.

Annual Accounts
These have not been received back from the District Auditor as yet.

Banking Arrangements
Mr Patten reported that NatWest have agreed to drop the charges on our accounts so he proposed that we should continue to bank with them. An application to open an account with the Co-op Bank is being kept on the 2007-2008 file.

Councillors unanimously agreed with this decision.

9. PLANNING
No applications received this month.

10. VILLAGE APPRAISAL
All Councillors had been circulated with a copy of the proposed questionnaire prior to this meeting. One or two alterations had been made which Mr Patten brought to the attention of Councillors.

The Appraisal is being undertaken in tandem with Ashford Borough Council, Housing Department, who is very keen to progress the questionnaire.

The questionnaire will be printed either by ABC or by The Children’s Centre.

It is hoped that staff from Ashford Borough Council will deliver the questionnaire to the 200 homes on the estate. That leaves approximately 140 houses in the rest of the village and we need volunteers to deliver and collect from these properties. Those delivering the questionnaire will help the residents fill it in if required. For residents who wish to return it in confidence, there will be a box in the Post Office.

Timescale:
Delivery of questionnaires during August
Analysis of questionnaires during September and October in time for
Open meetings and development of the Plan of Action

The names of those who complete the questionnaire will be put into a hat and £100 will be given to the person whose name is drawn out first.

Mr Collins proposed that the Parish Council adopt the questionnaire. Seconded by Mr Rawlins. Unanimous.

Mrs Whittington proposed a vote of thanks to Mr Patten and Mrs Highwood for all their work preparing the questionnaire.

11. FREEDOM OF INFORMATION/UPDATING OF WEBSITE
Copyright
Discussed under item 4.

12. RISK ASSESSMENT/RISK INSPECTION
Mrs Whittington and Mr Hughes reported that they completed a Risk Assessment in June.
They were very concerned at the condition of The Playing Field and handed out a document for Councillors consideration over the recess. They would like to discuss it in detail at the September meeting. This document is attached to the file copy of the minutes.

Mr Patten will find the documentation that shows exactly who is responsible for the different areas of the field.

Mr Patten asked the Clerk whether the Youth Shelter and MUGA had been added to the list of items for ROSPA to inspect and she confirmed that she had contacted ROSPA and they are on now on the list.

13. VILLAGE RESPONSIBILITIES
Repairs and Maintenance
Nothing to report.

Items to be reported to the County Lengthsmen
The street lights along Station Road and the grass verges.

14. ANY OTHER BUSINESS

There being no further business the meeting closed at 9.10 pm.




Last Update  09.09.2008
 2008 Hothfield Parish Council