Hothfield Parish Council

...in the rustic heart of Kent


JUNE 2008 PARISH COUNCIL MEETING MINUTES

Minutes of the Ordinary Parish Council Meeting

held at The Village Hall, Hothfield,

on Monday 9 June 2008

 

[ Draft Minutes - to be approved at next meeting ]

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

Mr J McAllister and Mr I Rickards

PARISH CLERK: Mrs J Batt

BOROUGH COUNCILLOR:

MEMBERS OF THE PUBLIC: There was one Member of the Public present until the end of the Public Interval

1. APOLOGIES FOR ABSENCE
An Apology for Absence was received from Mr Hughes (work commitment) and
Mr Patten (holiday).

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. CO-OPTION OF PARISH COUNCILLOR
One application has been received from Mrs Kay Pender.
Mr Collins proposed Mrs Pender for the position of Parish Councillor, seconded by Mrs Warren. Unanimous

Mrs Pender signed her Declaration of Acceptance of Office.

The Clerk gave Mrs Pender the Councillors Pack.

4. PUBLIC INTERVAL
The meeting was adjourned from 7.05 to 7.20. As it had not been included as an agenda item, Mr McAllister and Mr Rickards discussed issues relating to the Bank Holiday walk with councillors and the member of the public who was present.

5. ACCEPTANCE OF MINUTES OF LAST MEETING
Minutes 67 were accepted and it was unanimously agreed that Mrs Whittington should sign them.
Proposed Mr Collins Seconded Mr Krause.

6. MATTERS ARISING
Mr Krause felt that the item regarding copyright should be discussed again at a future meeting. It was agreed to add it to the next agenda. The email will be forwarded to all councillors.

7. GENERAL COUNCIL BUSINESS
Crime and Disorder

Our Rural Warden, Clare Titchner, has resigned. We will be covered by the Response Team
until her replacement starts in September. Mrs Whittington advised councillors to contact
PC Miller in the event of an incident in the village.

A general discussion took place on Police Community Support Officers.

Village Appraisal
Mr Patten is due to meet with a member of staff from the Children’s Centre to discuss the
questionnaire for the Village Appraisal.

Bus Shelter
Nothing to report.

Representation on KALC
Deferred until the next meeting.

Report on Police Forum
Nothing to report.

Parish Council Responsibilities
Mrs Whittington reported that she had had a meeting and a walk round the village recently
with PC Miller, Borough Councillor Neil Wallace and representatives from ABC.
Although many of the gardens are absolutely beautiful the roads are in a terrible state.

PC Miller gave everyone present a task to achieve over the next 6 weeks and the
Parish Council were given the task of clearing the triangle at the junction of The Street and
Beech Road and getting the verge cut behind the bus shelter along School Road.
Community Payback have been and cut the grass in School Road and a discussion took place
as to how we should go about getting the triangle cleared.

Resolution
It was unanimously agreed that Mrs Whittington should ask Mr Marden if he would
clear the rubbish from and cut the grass on the triangle at the junction of The Street
and Beech Road.

The Clerk reminded councillors present that if Mr Marden agrees to take on the job of clearing the triangle, working for Council, as an employee, he will only be insured providing he is working under the control of the Parish Council and is supplied with the tools and materials to do the job. He should then be covered under our Employers Liability Insurance and under Personal Accident.

In the event of an accident the Insurance Company would ask whether he did a visual check of the area before starting work.

Risks from traffic, concealed dangerous/sharp items, slips and trip due to uneven/slippery ground, manual handling risk attached to heavy machinery, lone worker risk and badly maintained machinery should be taken into account by the Parish Council before allowing him to undertake the work.

Another suggestion was that we employ a Sub Contractor to undertake the work. Councillors should ensure that the Sub Contractor has the necessary Public Liability cover, before giving him the contract.

Invitation from Lakeside
Mrs Whittington reported that she had received an invitation from the Manager of Lakeside
for 6 councillors to have lunch with the residents. It was agreed that Mrs Whittington,
Mrs Warren and Mrs Pender would fix a date and inform other councillors who will
see if they are free to go.

8. CORRESPONDENCE AND FINANCE
Correspondence
AwCRK New Funding Scheme - SW
AwCRK – Local housing-needs survey - SW
KCC Highways Act 1980 – Section 118,119 and 26 – Proposed Extinguishment of Public
Footpath AW170 (part) and AW174
Proposed Diversion of Public Footpath Aw171 (part)
Proposed Creation of Public Footpaths – to Peter Howard
KALC Agenda for Meeting to be held 04.06.08
Youth Projects Co-ordinator re Neighbourhood Youth Forums – Phil Holloway
KCC re East Kent Public Rights of Way – Minor Re-organisation and Change of Address
OPM re New Primary School in Ashford
ABC Tenterden and Rural Sites Development Plan
KAPC Parish News etc
BTCV
ABC – Homechoice
Southern Water – Water Resources Update
ABC Agenda for Standards Board Meeting 16.06.08
SEERA – the South East Regional Sustainability Framework, Review of Sub-Regional
Allocation of Primary Land-Won Aggregates in the South East, Communiqué from the
South East Sustainable Futures Group
KCC re Resignation of Clare Titchner, Community Warden
Mrs Whittington is to write to Damian Green and inform him that the Parish Council object
to the closure of any more Post Offices.

Accounts to be paid 

PAYEE DETAILS
£  NET
£  VAT
£  GROSS
Mrs J Batt Salary and Expenses
590.01
2.59
592.60
Mr R Fletcher Black Plastic Sacks for Litter Pickers
3.14
0.55
3.69
Mrs S Whittington Wages for Litter Picker
56.00
 
56.00
CASE Printing Newsletter
110.74
 
110.74

Proposed Mr Collins Seconded Mr Rawlins

Resolution: Councillors unanimously agreed to pay the above accounts.

Annual Accounts
The accounts have not been returned by District Audit as yet.

Bank Balance
The balance stands at £8324.71 in the Reserve Account, £100 in the Current Account and
£ 10117.62 in the Corporate Bond. Of this 7033.38 (total included in 2008/20029 budget noted) is reserved as follows:-

   
Village Appraisal - 1360.51
Road Sweeping - 1973.09 – 56.00 = 1917.09
ESA - 1515.00
Newsletter - 1056.54 – 91.76 = 964.78
Bus Shelter - 1200.00
Churchyard - 500.00 – Paid in May = Nil Balance
   

Banking Arrangements
Mr Patten has been looking into the possibility of changing our account to another bank.
This will be included on the agenda for the next meeting.

9. PLANNING

Please see attached list.

10. VILLAGE NEWSLETTER – EDITORIAL DECISIONS AND CONTENT
It was agreed to ask Mr Twydell to attend the next meeting so that a full and frank
discussion on the future of the newsletter can be held.

11. RELEASE OF INFORMATION OR REPORTS PRIOR TO PRESENTATION TO
COUNCIL – PARISH COUNCIL POLICY

Mr Krause was concerned that the reports for the Annual Parish Meeting were summarised
and printed in the newsletter prior to the meeting. Various other options were put forward
and this will be discussed again once we have decided on the format for future meetings.

12. ANNUAL PARISH MEETING/PARISH COUNCIL MEETING
It was felt that holding the Annual Parish Meeting and the Annual Parish Council Meeting
on the same night resulted in the Annual Parish Council meeting being very rushed.

The Clerk was asked to check whether it would be in order for us to hold it on a Saturday
following a Fun Day for Families in the Village.

13. FREEDOM OF INFORMATION
It was unanimously agreed to engage Mr Stanley as Webmaster until 30 July 2010, on the
same terms, £22 per hour with quarterly invoicing.

14. RISK ASSESSMENT/RISK INSPECTION
Mrs Whittington, Mr Patten, Mr Hughes and the Clerk will arrange a date to meet and
undertake a Risk Assessment.

15. VILLAGE RESPONSIBILITIES
Repairs and Maintenance
Nothing to report.

Items to be reported to the County Lengthsmen
The verge along Bethersden Road, pot holes in Coach Drive, Bethersden Road,
between the entrance to Church Lane and the Paddocks. The dropped drain along
Bethersden Road, the subsidence on the corner of Bethersden Road and Bears Lane.
The large pot hole opposite the contractors’ entrance to Goldwyn School.
The Clerk will contact Jennie Wickenden regarding the recent pot hold blitz as Hothfield
appears to have been forgotten.

Christmas Tree Light
Deferred until next meeting.

16. ANY OTHER BUSINESS
The Village Hall trees are to be included as an item on the next agenda.

There being no further business the meeting closed at 9.20 pm.



HOTHFIELD PARISH COUNCIL

PLANNING APPLICATION RECORD

13 MAY 2008 – 9 JUNE 2008


Planning Applications Received

Full Planning Permission requested – Delegated to Officers unless otherwise stated:-

  

08/00583/AS

Mr and Mrs Morris, The Mount, Ram Lane, Little Chart, Ashford, Kent TN25 4LT
Erection of two storey side extension, erection of detached garage and
erection of a detached pool room including part change of use of land to
residential
Parish Council: Support


08/00584/AS

Listed

Building

Consent

Mr and Mrs Morris, The Mount, Ram Lane, Little Chart, Ashford,
Kent TN25 4LT
Erection of a two storey side extension and internal alterations. Replacement
of Crittal windows with timber windows. Removal of roof tiles to repair and insulate roof and re-tiling. Removal of wall tiles to repair and insulate walls and
re-tile including repairs
Parish Council: Support
   

The following application has been granted:-


08/00463/AS

Listed

Building

Consent

Mr J Coles, Home Farm, Waterfall Road, Hothfield, Ashford, Kent TN26 1DR
Replace roofing felt underlay with onduline roof undersheeting and replace
slates with new



Last Update  05.07.2008
 2008 Hothfield Parish Council