MAY 2010 ANNUAL PARISH COUNCIL
Minutes of the Annual Parish Council Meeting
held at The Bluebell Centre, Hothfield,
on Monday 10 May 2010 at 7.00pm
[ DRAFT - to be formally accepted at next meeting ]
PRESENT: Mr L Krause (Chair), Mrs A Bramfitt, Mrs K Pender,
Mrs P Sutcliffe, Mrs S Whittington, Mr J Collins,
Mr P Howard, Mr D Parker and Mr A Rawlins
PARISH CLERK: Mrs J Batt
MEMBERS OF THE PUBLIC: There were no Members of the Public present
1. ELECTION OF CHAIRMAN
Mr Rawlins proposed Mr Krause for the position of Chairman, seconded by
Mrs Pender. There were no other nominations.
Mr Krause agreed to accept the position of Chairman for the coming year
Mr Krause signed his Declaration of Acceptance of Office.
2. CO-OPTION OF PARISH COUNCILLOR
Mrs Sutcliffe proposed Mrs Anita Bramfitt for the vacancy on the Council. Seconded by Mr Parker.
Mrs Bramfitt was unanimously elected to the Council.
Mrs Bramfitt signed her Declaration of Acceptance of Office and took a Register of
Members Interest Form to return to ABC with a copy to the Clerk.
3. APOLOGIES FOR ABSENCE
There were no Apologies for Absence.
4. DECLARATIONS OF INTEREST
Mr Krause declared an interest in application no 10/00549 as he is the owner of the property. Mr Krause left the room when the application was discussed.
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.
5. ELECTION OF VICE CHAIRMAN
Mr Howard proposed Mrs Whittington for the position of Vice Chairman, seconded by Mrs Pender.
There were no other nominations.
Mrs Whittington agreed to accept the position for the coming year.
Mrs Sutcliffe will work alongside Mrs Whittington and assist with the workload as Mrs Whittington is taking over the administration involved in applying for grants, from Mr Rivers.
6. ELECTION OF OFFICERS TO COMMITTEES
Village Hall Committee – Mr Howard and Mrs Bramfitt
KALC – Vacant
Parish Forum – Mr Krause
Police Committees – Mr Parker
Nature Conservation Forum – Mr Howard
Planning Committee - Mr Howard (Chair), Mrs Pender, Mrs Sutcliffe, Mr Collins and Mr Parker
7. DELEGATION OF RESPONSIBILITIES
i. Annual Review of Financial Regulations – August – Mr Krause
ii. Annual Review of Standing Orders – August – Mr Krause
iii. Annual Review of arrangements in Place regarding Freedom of Information Act
– August – Mr Rawlins
iv. Six Monthly Review of Fixed Assets – September 10 – Mr Parker and Mrs Pender
March 11 – Mr Parker and Mrs Pender
v. Six Monthly Risk Assessment – September 10 – Mr Parker and Mrs Pender
March 11 – Mr Parker and Mrs Pender
vi. Finance – Mr Krause
vii. Annual Review of Insurance Arrangements – June – Mr Parker
viii. Weekly Play Area Safety Check – Mrs Bramfitt
ix. Review of Terms of Reference for the Planning Committee – August – Mr Howard
x. Councillors responsible for Website and Publicity – Mr Krause and Mr Rawlins
xi Correspondence and Emails – Mr Krause
8. ACCEPTANCE OF MINUTES
Minutes 87 were accepted and it was unanimously agreed that Mr Krause should sign them.
Proposed Mr Parker Seconded Mrs Whittington
9. MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES
There were no items for report that are not on the agenda.
10. MATTERS ARISING FROM THE ANNUAL PARISH MEETING
Councillors unanimously agreed that Mrs Whittington should liaise with Community Payback and ask them to come to Hothfield in July to help with a Village Clean Up. If they are able to she will arrange for a skip to be brought in at the same time. It was also agreed that Mrs Whittington should contact the KCC Youth Worker and ask her whether she could arrange for some of the young people she works with to help with the clean up. Once a date is set it will be advertised in the Newsletter.
Action: Mrs Whittington
11. PUBLIC INTERVAL
There were no Members of the Public present.
12. CORRESPONDENCE, FINANCE AND OTHER COUNCIL BUSINESS
KCC Changes to our Consultation Procedures for Consultations on Planning Applications
SMP/ Record rss/ Kompan/ ABC The Play Pack
Clerk and Councils Direct
Accounts to be paid
Resolution: Councillors unanimously agreed to pay the above accounts.
An official from NatWest attended the meeting to oversee the completion of the new bank mandate.
It was unanimously agreed that the following councillors should be signatories to the account and the relevant paperwork was completed to this effect.
Mrs A Bramfitt, Mr J Collins, Mr P Howard, Mr L Krause, Mr D Parker, Mrs K Pender
Mr A Rawlins, Mrs P Sutcliffe, Mrs S Whittington
Balance per Cash Book Balance at Bank
Opening Balance 27172.85 Reserve Account 21828.84
Receipts 5810.31 Less u/c cheques 4927.54
Expenditure 5330.64 Current Account 100.00
27652.16 Corporate Bond 10640.74
Bank Charge 10.48 27642.04
To be refunded 27642.04
The balance stands at £16901.30 in the Reserve Account, £100 in the Current Account and £10640.74 in the Bond. Of this £14370.16 (totals included in 2010/2011 budget included) is reserved as follows:-
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 2010.
The Clerk reported that the internal audit took place on 30 April and read through the report.
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, the Supporting Notes and Supporting Statement
Councillors unanimously agreed to accept the internally audited accounts.
Review of the Statement of Internal Control
Mr Krause read through the Statement of Internal Control and signed to confirm that it was in order.
Review of the effectiveness of the Internal Auditor
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.
Storage of Parish Council Documents
Councillors confirmed that they are satisfied that all documents over one year old are securely stored in the filing cabinet in the Village Hall. It was suggested that it would be easier if the cabinet was kept in the Bluebell Centre as this is where we now meet.
Mrs Whittington will discuss this with the Staff at the Centre.
Action: Mrs Whittington
Update on progress of items needing attention following the Risk Assessment in February
Nothing to report.
13. PARISH COUNCIL INSURANCE
Mr Parker confirmed that he had looked at the Insurance Documentation and that all seemed to be in order.
Resolution: Councillors unanimously agreed to retain Aviva as our insurers, using Came & Co as our Brokers
Please see attached list.
15. VILLAGE RESPONSIBILITIES
Mr Parker reported that he did not think it would be possible to hire out the MUGA, as initially proposed. We will wait and see whether we get any feedback or suggestions as to fundraising from members of the community following the Annual Parish Meeting. The maintenance will be quite substantial in years to come and we should
look into raising funds to cover costs sooner rather than later.
Mr Parker took the correspondence from EDF and will read the electricity meter and send the reading through. The bills will continue to be sent to the Clerk.
There is a lot of litter in the area of the MUGA. Various suggestions were made for keeping the area tidy and it was agreed that Mrs Whittington should ask the KCC Youth Worker to talk to the youths regarding this. It was suggested that if the problem continues we could turn the lights off around the MUGA earlier in the evening.
Action: Mrs Whittington and Mr Parker
Children’s Play Area
Mrs Whittington continues to liaise with Ashford Borough regarding the safety issues that have been brought to our attention. The ditch is going to be filled in and they are trying to arrange to remove the lumps of concrete. The steps up to the slide will also be mentioned as they are difficult for small children to climb.
Action: Mrs Whittington
The repeater signs should be installed in the near future. Mrs Whittington has asked Councillor King to visit the Bluebell Centre on the busiest day of the week so that he can see the problems caused by traffic in the area for himself.
The Clerk reported that she had contacted ABC and asked them whether they would clean the bus shelter. They are unable to do so.
It was suggested that we put an advertisement in the Hothfield Newsletter to see if anyone would be interested in a few hours work.
Action: Mr Krause
The course is due to start during on 26 and 28 May. It is to be held in the recently refurbished old school hall at The Bluebell Centre.
Mr Hedley Grenfell-Banks has taken on the editorship of the Newsletter.
The clerk was asked to invite him to the next meeting.
Mr Rawlins reported that he was advised that the best solution would be to buy a tree in a pot.
He will visit Oakover Nurseries during the next month to purchase one.
Action: Mr Rawlins
16. ANY OTHER BUSINESS
The Village Hall AGM is on 19 May 2010.
Mrs Sutcliffe asked about Councillor Training. The Clerk will follow up.
There being no further business the meeting closed at 9.10 pm.
HOTHFIELD PARISH COUNCIL
PLANNING APPLICATION RECORD 2010
DECISIONS TAKEN AT MEETING HELD 10 MAY 2010
10/00254/AS Mr M Keeys, 1 & 2 Yonsea Villas, Maidstone Road, Ashford, Kent TN26 1AF
The demolition of two farm cottages, change of use of land to residential,
erection of two new detached dwellings (relocated and reconstructed from
another site), together with associated landscaping
Parish Council: Support 5:3 1 abstention
10/00549/AS Ms S Starkings, Stable Cottage, Church Lane, Hothfield, Ashford, Kent TN26 1EL
Erection of a consevatory
Parish Council: No Comment (Unanimous)
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