Hothfield Parish Council

...in the rustic heart of Kent


MAY 2010 ANNUAL PARISH COUNCIL
MEETING MINUTES


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

 

BOROUGH COUNCILLOR:                

 

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
     Ex Officio – Mrs Whittington and Mr Krause

              

  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

              Fly Tipping

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

              Correspondence

              English Rural

             KCC Changes to our Consultation Procedures for Consultations on Planning Applications

             AwCRK

             EDF

              SMP/ Record rss/ Kompan/ ABC The Play Pack

              Explore Kent

              Clerk and Councils Direct  

               

              Accounts to be paid

PAYEE

DETAILS

NET

£

VAT

£

GROSS

£

Mr K Marden

Litter Picking

    95.40

 

     95.40

Hothfield Village Hall

Hire of Hall for Annual Parish

Meeting

 

    11.00

 

 

     11.00

Hothfield Village

Hall

Donation towards refurbishment of toilets

  500.00

 

 

   500.00

Hothfield Village

Hall

Cost of installing 3 pin plug to be used for Computer Course

 

    89.04

 

 

     89.04

ABC

Insurance Premium – Village Hall

  849.24

 

   849.24

ABC

Supply and Install one Dog Bin and 2 Dog Fouling Signs

 

  293.00

 

44.28

 

   297.28

Hothfield History

Society

Donation towards reprint of

Hothfield in 20th Century

 

  100.00

 

 

   100.00

St Margaret’s PCC

Donation towards Grass Cutting

  500.00

 

   500.00

Broker Network

Insurance Premium 2010-2011

  709.10

 

   709.10

Mr K Funnell

Internal Audit Fee

    60.00

 

     60.00

Mr C Twydell

Hothfield Newsletter Expenses

    27.70

 

     27.70

CASE

Printing Hothfield Newsletter

  233.10

 

   233.10

Training Highway

Fee for Computer Course

1200.00

 

 1200.00

           

            Resolution:  Councillors unanimously agreed to pay the above accounts.

  

              Bank Signatories

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
 

            Bank Balance

 

            Balance per Cash Book                                          Balance at Bank

         Opening Balance 27172.85                                        Reserve Account  21828.84

         Receipts                 5810.31                                       Less u/c cheques    4927.54

                                      32983.16                                                                  16901.30

         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:-

 

            Earmarked Funds   

 

O Bal

£

Recd this month

£

Pd this month

£

Balance

£

MUGA

5781.65

 

              406.35

5375.30

Youth Activities (Primary)

3200.00

 

 

3200.00

Youth Activities (Secondary)

2515.00

 

 

2515.00

Village Appraisal

    72.62

 

 

    72.62

Road Sweeping

Letter requesting Grant for

2010/2011 sent 10.03.10

 

 

 870.95

 

              

 

                95.40

 

 

  775.55

Newsletter – includes APM

 

(Typing error on Mins 87 – 0.4p)

1794.40

 

                27.70

              233.10

     APM   55.90

              204.90

 

 

 

 1589.50

Donation to Hospice in lieu

of vol street cleaners wages

 

120.00 from

2010/2011 budget

 

 

   120.00

Bus Shelter

  722.15

 

 

   722.15

Churchyard Grass

  500.00

 

             500.00

        NIL

 

15456.81

                  120.00

            1206.65

14370.12

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

 

14.       PLANNING

Please see attached list.        

15.    VILLAGE RESPONSIBILITIES

              MUGA

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

 

Traffic Management

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.

Bus Stop

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

 

Computer Course

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.

Hothfield Newsletter

Mr Hedley Grenfell-Banks has taken on the editorship of the Newsletter.

 

The clerk was asked to invite him to the next meeting.     

 

              Action:  Clerk

Christmas Tree

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.

 

              Action:  Clerk

             

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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 2010 Hothfield Parish Council