Hothfield Parish Council

...in the rustic heart of Kent


JULY 2009 PARISH COUNCIL
MEETING MINUTES


Minutes of the Ordinary Parish Council Meeting

held at The Village Hall, Hothfield,

on Monday 13 July 2009 at 7.00pm

[ DRAFT - to be formally accepted at next meeting ]

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

Mr D Beckley (CommunityWarden),  Mr Price and Mr Lee (Wealden Wheels), Mrs A Davis (ABC), Mr C Rogers (VH Cttee)

                                                                                                                                                                                                                                                                                                           

PARISH CLERK:     Mrs J Batt

 

BOROUGH COUNCILLOR:                                                    

 

MEMBERS OF THE PUBLIC:    There were 3 Members of the Public present for part of the meeting.

 

1.   APOLOGIES FOR ABSENCE

An Apology for Absence was received from Borough Councillor Wallace.

 

  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

The meeting was opened to the Members of the Public present to allow them to take part in the discussions with Wealden Wheels and ABC, which were moved to this point in the meeting.

 

WEALDEN WHEELS

Mr Price and Mr Lee explained that Wealden Wheels is a joint community transport programme set up to provide transport for the mid weald villages, to help alleviate the problems of isolation experienced by the young, elderly and disabled, due to the lack of public transport.  The project now has 4 vehicles, one of which is a 16 seater suitable for use by disabled passengers. 

 

The project runs out of Pevington Farm, has a full time co-ordinator, 25 volunteers and 150 member organisations.                                                                                                                                                               

The funding comes from subsidies, from the member villages who precept an amount according to the size of their electoral register and from member organisations who pay £10 a year to join. 

 

Anyone wishing to hire a mini bus can either organise their own driver in which case it costs£1 per mile or can hire the vehicle with a driver for £1.50 per mile. 

 

In the event of several groups wanting to hire a bus on the same day, priority goes to the disabled.

 

Mrs Whittington thanked Mr Price and Mr Lee for attending the meeting.

 

CHILDREN’S PLAY AREA

Mrs Davis presented Councillors with the plans for the new play area.

 

She said she hopes to be handing everything over to the ABC Project Office next week and they will send out the invitations to tender for the work, and organise the installation.

 

The budget is very tight and if ABC does not have enough funding for the project as it decision can be made as to what to change or leave out.

 

The final part of the project, the installation of the natural features, the logs and the willow arch etc, will be a Community Self Build Project, involving families and children of all ages.

 

Although there is no money for a road crossing, extra fencing is being installed and wire mesh fixed to the bottom of the fence to stop toddlers from being able to run into the road.

It is hoped to start the installation in October.

 

The maintenance of the area, once everything is in place will be allocated as follows:-

 

Grass cutting – KCC and ABC will each take responsibility for the areas they own

Litter Picking, Dog Bin, Weekly Inspection, Maintenance of Equipment, Insurance – ABC

 

General tidying, maintenance, strimming etc of natural areas – Parish Council.

 

It was agreed that the existing play area should be left in place until the end of the Summer Holidays, after which it will be removed, to allow the ground time to settle.                          

 

4.         ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

Minutes 79 were accepted and it was unanimously agreed that Mrs Whittington should sign them. 

Proposed  Mr Krause     Seconded  Mr Hughes

5.       MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES

The skip will be in Beech Drive on Wednesday.  Mr Beckley is organising this.

 

Mr Twydell contacted Mrs Whittington to enquire as to whether the £225 for the Thank you gift for Mrs Highwood was a typing error. 

 

Action:  Mrs Whittington to reply.

 

The Clerk is still waiting for a specification from the Village Hall so that she can invite tenders for work to the trees.

 

Action:  Village Hall Committee to contact the Clerk

 

Mr Rogers has not sent the paperwork off to the Charity Commission regarding the changes to the Terms and Conditions.

 

Mrs Whittington reported that she had nominated Dave Beckley for the Safer Kent Award, but had not received a reply.

6.        PRESENTATION BY WEALDEN WHEELS

See item 3.

 

7.       CHILDREN’S PLAY AREA

See item 3.

 

8.      VILLAGE PLAN AND STRATEGY TO IMPLEMENT

From the results of the Village Plan it was agreed that the overall concern is quality of life in Hothfield.  Following a long discussion various suggestions were put forward regarding possible events to help bring the community together.

 

9.       FINANCE                       

Bank Balance

The balance stands at 9023.00 in the Reserve Account, £100 in the Current Account and £10581.96  in the Corporate Bond.  Of this 5410.97 (totals included in 2009/2010 budget noted) is reserved as follows:-

           

            Village Appraisal   -      72.62

           Road Sweeping    -  2028.55 - £287.00 paid July = £1741.55

           ESA                      -  1515.00

Newsletter            -    868.56 – £101.00 paid July = 767.00

Bus Shelter           -    622.15

Churchyard Grass      500.00 – £500.00 Paid July = £0.00

 

It was unanimously agreed to pay Mr Marden £84 per month on a regular basis and to make any adjustments in March 2010, as we do not always have his tickets in time for the meeting.           

                                                                                                                                           

Received this month

HMRC VAT Repayment £271.58.        

 

Accounts to be paid

PAYEE

DETAILS

NET

£

VAT

£

GROSS

£

Clive Stanley

Professional Services

Renewal of Hosting Services

143.00

  30.00

 

  4.50

 

177.50

Audit Commission

Audit Fee 2008/09

135.00

20.25

155.25

Mr K Marden

Payment for Litter Picking

  84.00

 

  84.00

Mr K Marden

Refuse Sacks

    2.00

 

    2.00

St Margaret’s PCC

Contribution towards Grass Cutting

500.00

 

500.00

Pilgrims Hospice

Donation – in lieu of Voluntary Litter Pickers wages

 

180.00

 

 

180.00

CASE

Printing Newsletter

101.00

 

101.00

Countrywide Skips

Hire of Skip

224.00

33.60

 275.60

           

Resolution:  Councillors unanimously agreed to pay the above accounts.                

 

We did not have enough cheques to pay the above so it was agreed that the Clerk should take the cheque book to Mrs Whittington on 14 July and she would arrange for the cheques to the Hospice, Case and for the skip to be signed.

 

     Adoption of Externally Audited Accounts  

The Annual Return has been received back from the District Auditor with no

Matters Arising.  The Completion of Audit Notice and a copy of the accounts

have been posted in the Post Office.

 

10.    CORRESPONDENCE, FINANCE AND GENERAL COUNCIL BUSINESS

Correspondence

KALC Parish News etc

ABC Dog Warden

Partial Review of the Regional Spatial Strategy for the South East – Provision for Gypsies, Travellers and Travelling Showpeople

KPA

KALC Minutes of meeting held 03.06.09

South East Water Resource Update

Explore Kent

ABC Agenda for Standards Committee 29.06.09

Clerk and Councils Direct

ABC Planning and Development Services

KCC Explore Kent

ABC – The Play Pack

Came & Co Insurance Policy etc

J Parker Wholesale Catalogue

ABC Tenterden and Rural Sites Development Plan

ABC Minutes of the Standards Committee held 29.06.09

Monster Play Systems

KALC Agenda for 15.07.09

Haskell & Co Solicitors re closure of Custody Suite

 

Councillors unanimously agreed not to write to the Chief Constable about the closure of the Custody Suite

 

Mr Patten took the Insurance documentation to check.

i.    Village Hall Accounts

     Please see attached.

 

       Mr Patten informed Councillors that at the present time the Committee have enough money in the account to run for about 3 years.        

      

 11.   PLANNING

       Please see attached list.

 

         Councillors unanimously agreed to write to Mr Vink regarding the extension at Hothfield Manor, which is much larger than anticipated.

 

           Action:  Mr Patten and Mr Rawlins to draft letter and send to the Clerk.

 

12.    ANY OTHER BUSINESS

         Mr Beckley gave Mrs Whittington a photograph of the boys in the newly formed football team, who were runners up in the Warden’s Football Tournament.    

 

              Mr Patten proposed, following the presentation from Wealden Wheels, that the Parish Council should join the scheme and contribute £600 towards the project.

 

            This proposal will be included on the September agenda.

                            

There being no further business the meeting closed at 9.25 pm.

                             

 

 

Last update: 20.07.2009
 2009 Hothfield Parish Council