Hothfield Parish Council

...in the rustic heart of Kent


JULY 2010 PARISH COUNCIL
MEETING MINUTES


Minutes of the Ordinary Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Monday 12 July 2010 at 7.00pm

[ DRAFT - to be formally accepted at next meeting ]


PRESENT:                       Mr L Krause (chair), Mrs K Pender, Mrs P Sutcliffe, Mrs S Whittington,
                                           Mr J Collins, Mr P Howard, and Mr D Parker
.

 Mr C Stanley, Webmaster

                                                                                                                                                       

PARISH CLERK:            Mrs J Batt

 

BOROUGH COUNCILLOR:                            

 

MEMBERS OF THE PUBLIC:    There were two Members of the Public present.

 

1.   APOLOGIES FOR ABSENCE

An apology for absence has been received from Mrs A Bramfitt (prior engagement) and Mr A Rawlins (work commitment).

 

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.   DISCUSSION WITH REPRESETATIVE FROM AwCRK REGARDING A PROPOSED HOUSING SURVEY

Following a discussion with Miss O’Sullivan from AwCRK, Councillors agreed to include the proposed housing survey on the September agenda for discussion.

 

4.    PUBLIC INTERVAL

The meeting was opened to the Members of the Public present for questions and comment from 7.24 to 7.28.

 

4.   ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

 Mrs Whittington asked for the following facts to be clarified following a telephone call from a parishioner.

The grant for £13644 for Secondary Youth Activities has been awarded to Hothfield Parish Council by the Big Lottery Fund.

 Hothfield Education Foundation has contributed a one off payment of £1000 towards the Secondary Age Youth Project.

Hothfield Parish Council is contributing £1000 a year for 3 years.

The total amount of Grant Funding for Secondary Youth Activities is £17644 over 3 years. This money will be used to pay for 2 (not 3) x youth workers for 3 hours per week for 3 years, for fees for specialist activities during the 3 years and for the hire of the Village Hall over the 3 years.

Minutes 89 were accepted and it was unanimously agreed that Mr Krause should sign them as a true record of the meeting.

Proposed  Mr Collins             Seconded  Mrs Sutcliffe

 

6.   MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES

There were no matters for report.

 

7.   HOTHFIELD NEWSLETTER

Mr Hedley Grenfell-Banks wrote to the Council requesting the balance of the funding from s137 for the remainder of this financial year, to enable him to continue to produce the Hothfield Newsletter.  Councillors unanimously agreed to his request and the Clerk handed him a reply to his letter from the Council.

 

The Parish Council agreed that Mrs Whittington should continue send a report of Parish Council meetings and activities to Mr Grenfell-Banks for inclusion in the Newsletter.  One Councillor will also write a personal article each month.  Mr David Parker offered to write the first one.

 

Not every household in the Village has their Newsletter delivered in time for the start of the month and Mr Grenfell Banks will try to address this.

 

Mr Grenfell Banks informed Councillors that the cost of producing the Newsletter could be cut significantly if they purchased a printer, to enable him to print it himself..

 

Resolution:   Councillors unanimously agreed that Mr Grenfell-Banks should purchase a suitable printer on behalf of the Parish Council to enable him to print the Hothfield Newsletter.

 

Councillors proposed a unanimous vote of thanks to Mr Grenfell-Banks for agreeing to produce the Hothfield Newsletter.

8.   CORRESPONDENCE AND GENERAL COUNCIL BUSINESS

North Weald Parish Forum

Clerk and Councils Direct

J Parker Wholesale Catalogue

ABC Agenda for Standards Committee

S & C Slatter Ltd

ABC Year Book

Housing News

ABC LDF Residential Parking SPD

ABC Agenda for the Parish Forum

Kent BTCV re Kent Tree Warden Scheme – Hothfield

ABC Minutes of Standards Committee

KALC Parish News etc  

KCC Minerals and Waste Development Framework – Call for Sites

i.   Litter/Fly Tipping 

Mrs Whittington reported that she had spoken with the Community Warden and he was keen that the Parish Council should hire a skip as previously discussed.  A date will be fixed.

ii.   Village Plan/Village Award

Deferred until September meeting.

 

iii   Children’s Play Area

The grass has been cut. 

 

The problems being experienced with drivers driving on and parking their cars on the grass need to be addressed.  Mrs Whittington offered to contact David Lloyd at the CSU.

 

Action:  Mrs Whittington

We received an email from a resident asking whether she could hold her daughter’s birthday on the Recreation Field and Play Area.  Councillors agreed that the Clerk should reply that she does not need permission but asking that her visitors do not park on the grass and that they clear up and take all their litter home with them.

Action:  Clerk

iv   Traffic Management

Councillor King has committed to pay for traffic calming measures in School Road along with tidying up the Bluebell Centre Car Park.

Mrs Whittington will ask Jennie Whittington to visit with the Engineer to assess the situation.

 

Action:  Mrs Whittington

 

v.   Bus Stop

The Clerk reported that she had not heard from Autocross.  She will follow up.

 

Action:  Clerk

  

vi.  Christmas Tree

Mr Rawlins will arrange to purchase the tree in October.

 

vii  Pavement Access for Mobility Scooters

Mr Collins reported on the proposed sites.  He gave a map to Mrs Whittington who will take Jennie Wickenden to look at them when she comes out to Hothfield.

 

Action:  Mrs Whittington

viii Hothfield Village Fete

The Parish Council were happy to hear that plans for the Village Fete are progressing well.

 

Mr Twydell has donated a sum of money from the proceeds of the previous fetes towards the cost of the insurance along with some of the equipment needed.

 

ix   Arrangements for August

The Clerk will pass any plans onto Mr Howard who will arrange a Planning Meeting if necessary.

 

Any urgent cheques will be drawn and sent to Councillors for signing.

       

9.    FINANCE

Accounts to be paid 

 

PAYEE

DETAILS

NET

£

VAT

£

GROSS

£

Mr C Stanley

Webmaster Services and Renewal

of Domain Name

247.50

  57.00

 

9.97

    314.47 

Mr K Marden

Litter Picking

  89.60

 

  89.60

Audit Commission

Audit Fee 2009-2010

135.00

23.63

158.63

CASE

Printing Hothfield Newsletter

  94.00

 

  94.00

          

           Resolution:  Councillors unanimously agreed to pay the above accounts. 

       

Bank Reconciliation as at 12 July 2010 – Statements C/A 392, R/A 157 and BDRA 2

          Balance per Cash Book                                          Balance at Bank

            Opening Balance 27172.85                                       Reserve Account   15475.63

           Receipts                 6198.71                                       Less u/c cheques       762.48

                                      33371.56                                                                     14713.15

         Expenditure            6909.87                                       Current Account       100.00

                                      26461.69                                        Business DRA        1000.02

                                                                                             Corporate Bond   10648.52

                                                                                                                          26461.69

 

NatWest Bond

           The Clerk asked Councillors whether they wished to re-invest the NatWest Corporate Bond and after discussion it was unanimously agreed to re-invest it for the next 3 months.     

 

Parish Council Website

We have received a letter from Mr Stanley informing us that his period of engagement ended on 30 June 2010 and asking suggesting that provided councillors are satisfied with his services that we renew his period of engagement for 24 months until 30 June 2012.

 

Resolution:  Councillors unanimously agreed to renew Mr Stanley’s period of engagement until 30 June 2012.

Earmarked Funds

           

 

O Bal

£

Recd – July

£

Paid - July

£

Balance

£

MUGA Grant

  5347.44

 

 

  5347.44

Youth Activities  KCC Grant (Primary) – Richard King

 

  3200.00

 

 

 

  3200.00

Youth Activities KCC MUGA Grant for Extended School Activities (Secondary)

 

 

  1515.00

 

 

 

 

  1515.00

Youth Activities (Secondary)

Parish Council Grant 1.09.10

 

  1000.00

 

 

 

  1000.00

Village Appraisal

      72.62

 

 

      72.62

Road Sweeping Sal + Tax

    681.95

 

            89.60

    592.35

Newsletter S137 Grant

  1491.61

 

            97.89

  1393.72

Bus Shelter

    722.15

 

 

    722.15

Hospice in lieu of vols wages

    120.00

 

 

    120.00

Churchyard Grass

        NIL

 

 

        NIL

 

14150.77

 

          187.49

13963.28

 

           Available Funds

           Balance at Bank                        26461.69

           Less Earmarked Funds            13963.28

                                                              12498.41

          NatWest Bond (3 mths notice) 10648.52

           Immediately Available               1849.89

            

 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.

Resolution:  Councillors unanimously agreed to adopt the Externally Audited accounts.

Insurance

Mr Parker expressed concerns regarding the wording on the Insurance Policy.  He will compose a letter for the Clerk to send to Came & Co.

 

Action:  Mr Parker

 

Action Required following Risk Assessment

A comprehensive report, following the Annual Inspection on the MUGA and Youth Shelter has been received from Digley Associates.

The Clerk was asked to obtain the necessary prices to enable us to consider whether or not to proceed with the repairs to the Youth Shelter.

 

It was suggested to involve the young people of the village in the decision as to whether to repair the shelter or whether it should be removed.

 

Big Lottery Fund Grant Update

The money from the Big Lottery fund will be paid on a quarterly basis.

 

Resolution:  It was unanimously agreed that Mrs Whittington and Mrs Sutcliffe should act as Trustees and signatories for the Big Lottery Account.

 

Proposed:  Mrs Pender       Seconded:  Mr Howard

        

10.    PLANNING

No applications received. 

 

We have received copies of Definitive Map Modification Order, No 1 2009 (Map Sheet 102)

Definitive Map Modification Order No 1, 2009 (Map Sheet 105 TQ94NE)

and Definitive Map Modification Order No 2, 2009 (Map Sheet 105)k

 

11.   FORUM FOR EXCHANGE OF INFORMATION BETWEEEN COUNCILLORS

The Clerk was asked to contact KHS regarding the tree on the verge outside 1 Tufton Road.

The branches are very low and need cutting back.

 

The Clerk was asked to contact Barry Moss and ask him to arrange for the triangle at the top of Park Drive to be cut back.

 

Action:  Clerk

                 

There being no other business the meeting closed at 9.02 pm

 

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Last update:   08.09.2010    
 2010 Hothfield Parish Council