Hothfield Parish Council

...in the rustic heart of Kent


SEPTEMBER 2009 PARISH COUNCIL
MEETING MINUTES


Minutes of the Ordinary Parish Council Meeting

held at The Village Hall, Hothfield,

on Monday 14 September 2009 at 7.00pm

[ DRAFT - to be formally accepted at next meeting ]

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

Mr D Beckley (Community Warden)

                                                                                                                                                                         

PARISH CLERK:               Mrs J Batt

 

BOROUGH COUNCILLOR:                                                    

 

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

 

APOLOGIES FOR ABSENCE

An Apology for Absence was received from Mrs K Pender (prior engagement),

Mrs P Warren, (prior engagement), Mr L Hughes, (work commitment)

Mr A Rawlins (work commitment) and 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

There were no Members of the Public present

 

  4.         ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

Minutes 80 were accepted and it was unanimously agreed that Mrs Whittington should sign them. 

Proposed  Mr Collins    Seconded  Mr Patten

 

5.   MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES     

Mr Patten reported that the Council wrote to Ashford Borough Council regarding the development at Hothfield Manor and had received a reply.  It was agreed not to pursue the matter any further.

 

Mrs Whittington thanked Mr Beckley for organising and supervising the skip.

 

The Clerk was asked to ring Victoria Lawson and ask for confirmation that she is happy with the expenditure on the Parish Plan.

 

Mr Twydell asked for a breakdown of the Parish Plan costings and asked for clarification as to how the remaining balance is to be spent.

 

Mrs Whittington reported that she had received notification that Mr Beckley did not win The Community Safety Award prize.

 

6.    CHILDREN’S PLAY AREA

Ann Davis contacted the council to inform them that the lowest tender was £14,000 more than the funds available.  She asked to meet with councillors in the next few days to discuss this. Mrs Whittington, Mr Collins and Mr Howard agreed to offer to meet with her on 18 September. The Clerk will contact Mrs Davis to arrange a time.

 

The following suggestions for savings were made:- 

 

Councillors do not want the Youth Shelter of the pathways moved.

Concern was expressed that the willow arch walkway will pose a significant fire risk, so it was felt it should be omitted from the plan.

 

It is hoped that the work will start on 9 October.

 

The old play area has been vandalised and the slide had to be removed for health and safety reasons.  Mr Grant Marden removed the slide for us.  The members of the Parish Council extend their thanks to him for his help over 2 days.  The culprits and known and the police have visited them.

 

We tried to store the slide in the old school, but the staff at the Children’s Centre insisted that it should be moved and so it was unanimously agreed to give it to Mr and Mrs Marden for the use of their family.  A signed receipt to this effect has been obtained.  Mrs Whittington is going to talk to Ann Parker about the use of the old school building.

 

The Borough Council will take responsibility for the playing field maintenance and repair and will ensure that it is kept clean and tidy.  We need clarification as to whether they will take on responsibility for safety inspections on the MUGA and Youth Shelter. 

7.   VILLAGE PLAN AND STRATEGY TO IMPLEMENT

i   Arrangements for publishing the Parish Plan

         Deferred to a future meeting.

 

ii. Wealden Wheels                                                

         A donation will be considered when we prepare next year’s budget.   

 

PLEASE SEE ATTACHED FOR FURTHER INFORMATION AND DECISIONS

[PDF file, opens in new window with Adobe Acrobat Reader]

  

8.   TENDERS FOR WORK TO VILLAGE HALL TREES

Two tenders have been received:-

Mr R Jiles

Mr W Hollands

 

Resolution:  It was agreed 3:2 to accept the tender from Mr J Jiles.

9.   FINANCE

            Bank Balance

            The balance stands at 7498.45 in the Reserve Account, £100 in the Current Account and

            £10611.30  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    -  1741.55 - £168.00 August and September - skip £224.00 = £1349.55

ESA                     -  1515.00

Newsletter            -    767.00 - £201.90 August and September - £565.10

Bus Shelter           -    622.15

Churchyard Grass         Paid                                  

 

              Accounts to be paid

PAYEE

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J Batt

Salary and Expenses

 

 

710.85

Mr K Marden

Salary

  67.20

 

  67.20

HMRC

Tax Payment for Mr Marden

  54.60

 

  54.60

Playsafety Ltd

Play Area Inspection

  84.00

12.60

  96.60

CASE

Printing Newsletter

201.90

 

201.90

           

            Resolution:  Councillors unanimously agreed to pay the above accounts.  

 

            The Clerk reported that she had received a telephone call from the Tax Office in July

            to inform us that we do not need to fill in an Annual Return for Mr Marden for 08/09.

 

            Mr Patten suggested that we should consider moving the savings account to Sainsbury’s

            Internet Banking.

 

            The Clerk expressed concern that the earmarked balance for the newsletter will not

            be enough to cover the cost of printing until the end of the year.  She will write to

            Mr Twydell and ask him for a letter requesting an increase in the S137 Grant.

 

            Review of Parish Council Documents

          i.     Annual Review of Financial Regulations – August – Mr Patten – All in order

          ii.    Annual Review of Standing Orders – August – Mr Patten – One change was made to

                 Standing Order 52 (ii) which now reads as follows:-

(ii) Where it is necessary to make a payment before it has been authorised by the Council, such a payment shall be certified as to its correctness and urgency by the appropriate

          officer. Such payment shall be authorised by the committee, if any, having charge of

          the business to which it relates, or by the proper officer for payments with the

          approval of the 3 Councillors.

    

       With regard to Standing Order 63 (i)

       No member of the Council or of any sub committee or sub committee shall in the name

       of or on behalf of the Council inspect any lands or premises which the council has a right

       or duty to inspect

Resolution:

It was unanimously agreed to delete Standing Order 63 (i) as all Councillors are asked

to inspect lands or premises which the council has a right or duty to inspect whenever

they have the opportunity.

 

            iii.    Annual Review of arrangements in Place regarding Freedom of Information Act

                   – August – Mr Rawlins – To be completed

          iv.     Six Monthly Review of Fixed Assets – September 09 – Mr Hughes and Mr Beckley

                                              To be completed

          v.      Six Monthly Risk Assessment – September 09 – Mr Hughes and Mr Beckley

                  To be completed                               

          vi.     Finance – Mr Patten

          vii.    Annual Review of Insurance Arrangements – June – Mr Patten

          viii.   Weekly Play Area Safety Check – Mr Hughes and Mr Beckley,

          ix.     Review of Terms of Reference for the Planning Committee – August – Mr Patten 

                       Mr Patten is satisfied that all is in order         

          x.      Councillors responsible for Website and Publicity – Mr Krause and Mr Rawlins

          xi      Correspondence and Emails – Mr Krause

                                  

10.         CORRESPONDENCE, FINANCE AND GENERAL COUNCIL BUSINESS

Correspondence

ABC Agenda for the Parish Forum

ABC Submission of Ashford Town Centre Area Action Plan – ABC LDF

            Monster Play Systems

            S & C Slatter Ltd

            English Rural – The Bulletin

            English Rural w

            Kent and Fire Rescue Service – Service Performance Plan 2009/2010

            Eibe

            KCC re Ashford Local Board

            ABC re complaint regarding Hothfield Manor

            Minutes of North Weald Police Forum

            KALC Parish News etc

            AwCRK

            Martin Vink re Hothfield Manor

            ROSPA Report

            Moat

            Marie Cure Cancer Care

            Clerk and Councils Direct

            KCC – Kent Minerals and Waste Development Framework

            KALC Minutes of meeting held 15.07.09

            Ms M Palmer

            Weald Watch

            Timberline

            KALC Parish News etc

            ABC re SCI

            Kent Downs and Marshes Leader

 

Councillors unanimously agreed to write to Mr Twydell as they were unhappy with some of his comments in the recent newsletter.

 

Mrs Whittington read out a letter of resignation from Mr Peter Patten.

 

Mr Patten asked to meet with a couple of Councillors to discuss the handover of the MUGA.

 

10.   PLANNING

Please see attached list.

KCC Copy of Public Path Diversion Order Notice 2009 re Footpath AW170 has been received.

       

8.   FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS

The old village sign needs to be erected somewhere.

 

The MUGA will be included on the next agenda.

                                                                                                                                          

 

There being no further business the meeting closed at 8.55 pm.


HOTHFIELD PARISH COUNCIL                                                                                             1

PLANNING APPLICATION RECORD

15 JULY – 14 SEPTEMBER 2009

09/890/AS       Mr J Yonge, Old Swinford Manor, Godinton Lane, Hothfield,

                            Ashford, Kent TN23 3BS

                              Support to badly split timber beam and levelling of internal floor height. 

                              Removal of timber stud partition wall                                         

                              Parish Council:  Support

 

09/00915/AS     Mr A J Neaves, The Danes, The Street, Hothfield, Ashford, Kent TN26 1ES

                              Erection of a detached garage to the front elevation                              

                              Parish Council:  Support

 

09/00942/AS     Hollie Homes Ltd, re Land adjoining 24 The Street, Hothfield

                              Proposed detached 4 bedroom house with detached garage and new driveway

                              Parish Council:  Strongly Support

We would like this application to go before the Planning Committee if the Officer is minded to refuse it                                        

 

09/00972/AS     Mr L Green, 26 The Street, Hothfield, Ashford, Kent TN26 1ES

                          Re-arrangement of first floor plan to improve access to rear bedroom. 

                              Construction of plinth walls beneath porch to enable structure to be retained

                              and repaired                                 

                              Parish Council:  Support

                                                    

 

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Last update: 02.10.2009
 2009 Hothfield Parish Council