2010 PARISH COUNCIL
Minutes of the Ordinary Parish Council Meeting
held at The Bluebell Centre, Hothfield,
on Monday 8 February 2010 at 7.00pm
[ DRAFT - to be formally accepted at next meeting ]
PRESENT: Mrs S Whittington, Mr J Collins, Mr L Krause, Mr A Rawlins
Following co-option Mrs P Sutcliffe and Mr D Parker
Mr D Beckley (Community Warden)
PARISH CLERK: Mrs J Batt
MEMBERS OF THE PUBLIC: There were no Members of the Public present.
Mrs Whittington reported that she had received a letter of resignation from Mr L Hughes.
Councillors recorded their thanks to Mr Hughes for all his work and support during his time on
the Parish Council. The Clerk will contact ABC and inform them of the vacancy.
Councillors also recorded their thanks to Mrs Warren who resigned after the last meeting, for all
her work whilst a member of the Parish Council.
1. APOLOGIES FOR ABSENCE
An Apology for Absence was received from Mrs K Pender (illness), and
and Mr P Howard (previous engagement).
2. DECLARATIONS OF INTEREST
There were no Declarations of Interest.
i Updating of Declarations of Interest for the Code of Conduct
Councillors are reminded that they should update their Declarations of Interest with the Monitoring Officer if necessary.
3. CO-OPTION OF PARISH COUNCILLOR
Applications for the vacant position of Parish Councillor have been received from 2
residents of Hothfield. Mrs Penny Sutcliffe and Mr David Parker
We have, today, received notification from Ashford Borough Council that we can co-opt
to replace Mrs Warren who resigned after the last meeting. Councillors therefore agreed to
co-opt to fill both vacancies at this meeting.
Mrs Krause proposed Mrs Sutcliffe for the position of Parish Councillor, seconded by
Mr Rawlins. Unanimous. Mrs Sutcliffe completed her Written Undertaking.
Mr Collins proposed Mr Parker for the position of Parish Councillor, seconded by
Mrs Whittington. Unanimous. Mr Parker completed a Written Undertaking and both
Councillors took a Register of Members Interest Form to complete and return to ABC.
4. PUBLIC INTERVAL
There were no Members of the Public present.
5. ACCEPTANCE OF MINUTES OF PREVIOUS MEETING
The payment to CASE should read £137.60 not £129.00.
Minutes 84 were accepted and it was unanimously agreed that Mrs Whittington should sign
them as a true record of the meeting.
Proposed Mr Krause Seconded Mr Collins
6. MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES
The KCC are not obliged to provide any form of bus service.
They run 4 journeys in and out of Hothfield, 2 at peak times and 2 off peak.
They concentrate on providing a service at peak times to allow people to get to school, work,
hospital appointments etc. They run the other 2 journeys as they do not cost any more.
They get constant requests for evening services but they do not have any money in the budget
for additional services.
7. VILLAGE MATTERS
The Clerk reported that she had added the MUGA to the insurance policy as requested.
The sum insured is £90000 and the premium until May is £144.73.
Mrs Whittington asked for a Councillor to volunteer to take responsibility for the MUGA.
Mr Parker offered to do this and took all the paperwork from Mrs Whittington and the
EDF paperwork from the Clerk.
Resolution: It was unanimously agreed that the money received from the
Hothfield Parent Support Group which was raised for the MUGA should be earmarked
for use on the upkeep of the MUGA. After various expenses have been taken out the
balance is £5814.71.
Child Protection Policy – Kent Youth Services Project
As part of the grant application to allow us to continue with the Kent Youth Service Project, a Child Protection Policy has been drawn up. Our bid is for £15,000 over 3 Years. Mr Krause reported that he had looked at the Policy and was satisfied that everything necessary has been included. Everyone agreed that the Youth Project for 11 – 19 year olds has been successful and agreed to be responsible for monitoring the project and administering the funds if we are granted funding. A periodic review of the project will be undertaken to ensure that it is achieving its aims.
Following a lengthy discussion Councillors agreed the following:-
The Members of the Parish Council agreed that Hothfield should continue with the Kent Youth Services Project. They fully endorse the efforts that have been made so far and look to continue with the project subject to receipt of the necessary funding.
Proposed Mr Krause Seconded Mr Parker Unanimous
Councillors recorded a vote of thanks to Mr R Rivers for all his help with the grant application.
Update on situation with Dogs
Mr Beckley was asked to update Councillors on the situation. We hope that we are making progress with this problem.
Children’s Play Area
The new Play Area is currently being installed at a cost of £64,000. Concerns have been expressed that it will be vandalised but the area is for children of all ages and the Kent Youth Service are going to work with the local youngsters to get them involved which we hope will prevent any vandalism.
The official opening is due to take place on 26 March 2010. Mr Patten has been asked to cut the ribbon.
Mrs Whittington confirmed that Ashford Borough Council is to insure the area.
Arrangements for AGM
It was agreed to hold the Annual Parish Meeting on 7 May and the Annual Parish Meeting
on 10 May. Mr Collins was asked to book the Village Hall for 7 May.
The Clerk will ask local organisations to send in reports of between 200 and 300 words.
These will be printed and sent out at the beginning of May.
Position of Chairperson
Mrs Whittington informed Councillors that she intends to stand down as Chairman at the
forthcoming APCM. She asked Councillors to give some thought to her replacement.
The next 2 items were not included on the agenda, but Mrs Whittington asked for them to
be discussed at this meeting and Councillors agreed.
The notes of the Working Group meeting held on 4 February were circulated. Apart from
agreeing to change ‘delegate’ to ‘assign all responsibility for the maintenance…..’they were
agreed and members of the Parish Council unanimously agreed the following:-
It was unanimously agreed that the Parish Council should assign all responsibility for
the maintenance and upkeep of the Village Hall to the Village Hall Committee.
This responsibility covers maintenance of:-
The Village Hall, both inside and out
The Grounds of the Village Hall, to include hedges, trees, car park, fences, gates and lighting.
It was agreed that any proposed expenditure on Capital Projects should be presented
to the Parish Council for discussion, prior to a decision to proceed with the work
being taken by the Village Hall Committee.
A need for IT Training was identified in the Village Appraisal. The Taster Day is due to
be held on 22 March 2010 by Training Highway. It is open to all adults.
Mrs Whittington asked for commitment from the Parish Council to support this project
as we will have to apply for funding. She asked as many councillors as possible to attend the
Taster Day in order to talk to people and find out exactly what courses we should offer.
It is possible that the courses will be open to people from outside of Hothfield, but
Mrs Whittington is keen that residents of the village should not have to pay to enrol on a course.
Reallocation of Funds from Contingency to s137
Councillors unanimously agreed to reallocate £200 from the Contingency Fund to
s137 to fund the publication of the Newsletter for the remainder of the financial year.
Accounts to be paid
Resolution: Councillors unanimously agreed to pay the above accounts.
At the meeting held in October 2009, it was agreed to allocate £1000 from the budget
for 2010/2011 for Secondary Age Youth Activities. This was omitted from the budget
in error so Councillors unanimously agreed the following:-
Resolution: It was unanimously agreed to allocate £1000 from the budget for 2009/2010
towards Youth Activities (Secondary).
The balance stands at 17998.11 in the Reserve Account, £100 in the Current Account and
£10630.56 in the Corporate Bond. Of this 12930.60 (totals included in 2009/2010 budget
noted) is reserved as follows:-
Resolution: Councillors unanimously agreed to pay the above accounts
Councillors were given a copy of the latest Bank Reconciliation and Working Figures
9. CORESPONDENCE AND GENERAL COUNCIL BUSINESS
KCC Annual Performance Report
ABC Statement of Community Involvement First Review
Clerk and Councils Direct
ABC Minutes of Standards Committee held 18.12.09
ABC re Concurrent Functions Grant
KALC Minutes and Agenda for 03.02.10
KCC Local Board
ABC Agenda for Parish Forum due to be held 07.02.10
Kent Wildlife Trust
ABC Environmental Services re Road Sweeping Grant
Contract for Litter Picker
This has been signed by Mr Marden and Mrs Whittington and returned to the Clerk
Concurrent Functions Questionnaire
This has been completed and will be returned to Ashford Borough Council.
Sustaining Communities Email
The Clerk was asked to write to Damian Green MP asking him to sign EDM 143,
Supporting the Sustainable Communities Act Amendment Bill. More information is
available on www.localworks.org.
Deferred until next meeting.
Mr Rawlins asked what size tree the Council require. Mrs Whittington will liaise with the
Bluebell Centre and Mr Rawlins will investigate the price before the next meeting.
The Clerk reported that the Pay Award had been received from NALC
Resolution: It was unanimously agreed to increase the Clerks Salary to
SPC 23 £10.498 per month £2183.59 per year Backdated to 1 April 2009.
Archiving of Parish Council Records
The Clerk reported that she had contacted the Centre for Kentish Studies who told her
that they are unable to take any minutes in for at least 2 years. Councillors are satisfied
that the minutes will be safe in the filing cabinet for the foreseeable future.
Mrs Whittington asked for the original proposals outlined by Mr Twydell in his letter
of September 2007 to be placed on the March agenda for the benefit of both current and
Please see attached list.
11. FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS
Signed …………………………………………………………. Dated …….............................
Mrs S Whittington, Chairman
HOTHFIELD PARISH COUNCIL
PLANNING APPLICATION RECORD 2010
DECISIONS TAKEN AT MEETING HELD 8 FEBRUARY 2010
Full Planning Permission requested – Delegated to Officers unless otherwise stated:-
09/01558/AS Mrs H McCloskey, Benacre Pluckley Road, Ashford, Kent TN26 1ER
Proposed replacement dwelling
Parish Council: Support
The following application has been granted:-
09/01121/AS Hothfield PCC, St Margarets Church, Church Lane, Hothfield
09/01250/AS Mr L Green, 26 The Street, Hothfield, Ashford, Kent TN26 1ES
Internal plastering to walls and ceilings. New floor to study. Installation of external boiler. Installation of new joinery at ground floor level. Repointing to external elevations
|Last update: 17.02.2010||
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