Hothfield Parish Council

...in the rustic heart of Kent


MARCH 2010 PARISH COUNCIL
MEETING MINUTES


Minutes of the Ordinary Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Monday 8 March 2010 at 7.00pm

[ DRAFT - to be formally accepted at next meeting ]


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

                                      

PARISH CLERK:         Mrs J Batt

 

BOROUGH COUNCILLOR:                                                    

 

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

 

1.   APOLOGIES FOR ABSENCE

An Apology for Absence has been received from Mr A Rawlins (Business Commitment).

 

2.         DECLARATIONS OF INTEREST

Mrs Whittington declared an interest in Planning Application No 10/00123/AS as

she is a near neighbour.

3.     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.     PUBLIC INTERVAL

There were no Members of the Public present.

 

4.   ACCEPTANCE OF MINUTES OF PREVIOUS MEETING                                                 

 Bottom of page 371 should read Mr Krause not Mrs Krause.

 The official opening of the Children’s Play Area is 27 March.

 Page 376, Clerks Salary should read £10.498 per hour.                           

Minutes 85 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

 

5. MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES

Concern was expressed that Mr Marden is not keeping the village as tidy as we would like.

Mrs Whittington will discuss his contract with him.

 

Action:  Mrs Whittington

 

6.    VILLAGE MATTERS            

      MUGA

 The Clerk has received confirmation that the MUGA is now covered under insurance.

 

Mr Parker reported that he had investigated the possibility of hiring out the MUGA to groups from outside of Hothfield.  In light of the events of the previous month, when a group who had hired the MUGA experienced problems with some of the local youths, he said he felt that at the present moment there is a conflict of aspirations regarding this facility and it would be inappropriate to hire it out again until this is settled.  It was unanimously agreed to include the financing of the MUGA on the agenda for the Annual Parish Meeting, so that we can explain

the situation to the residents of Hothfield.  Mrs Whittington asked Mr Parker whether he would be prepared to visit the youth of the Village with her, during one of their activities, to explain the situation to them and ask them how they think we should finance the MUGA. He said he would if he was available. 

 

Action:  Mrs Whittington and Mr Parker

 

We need to find the key to the light control box.

 

Update on situation with Dogs

Deferred to next meeting.  Residents should continue to report any problems to the Dog Warden.

 

Children’s Play Area

The area is nearing completion and is looking magnificent.                      .

Concerns have been expressed by both villagers and councillors that the moat is too deep. Mr Beckley, our Community Warden, has written a report and ABC are investigating to see if it can be drained.  If this is not possible the design will have to be altered as it is supposed to be a gully rather than a moat.

 

There are also concerns that the access from the play area onto School Road is too wide and represents a safety hazard to small children. It was suggested that a length of fencing needs to be replaced or a baffle installed.

 

Mrs Whittington will contact Ashford Borough Council and discuss the councils concerns.  She will also discuss the possibility of applying for a pedestrian crossing with the staff at T he Bluebell Centre.

 

Action:  Mrs Whittington

 

Computer Course

Mrs Whittington reported that she has been promised £1000 from the Hothfield Educational Foundation and £500 from Councillor King, towards the cost of this project.  We need to double this amount as the cost of the course is £3200.  It has been agreed that anyone wishing to take part in the course from outside Hothfield will have to pay. We need to advertise the Taster Day and the course around the village and Mrs Whittington asked Mrs Pender

 to visit the Merry and Bright Club to invite them to the Taster Day.  Mrs Whittington will askMr Rogers to produce a board to stand on the grass on the corner of School Road and The Street.  Notices will be put up at the Breakfast Club and we will ask if we can leave some on the counter in the Post Office.

 

Action:  Mrs Whittington and Mrs Pender

 

Village Hall

Mr Krause said he agreed with Mr Rogers that, under the terms of the Deed, the Village Hall Committee should be able to arrange their own independent insurance on the Village Hall.

It was suggested that Mr Rogers should contact Ashford Borough Council regarding this.

 

Action:  Village Hall Committee

 

Any other matters raised with the permission of the Chairman

Request for a Bus Shelter on A20

Since the publication of the agenda we have received a request for a bus stop on the A20, from a resident of Westwell whose children wait for the bus at the stop by Godinton Lane.

 

Following discussion it was agreed that the Clerk should approach KHS regarding this matter.  If they are unable to help she will contact Stagecoach and ask for some bus stop signs to be erected at the site.

 

Action:  Clerk                                

  

8.    FINANCE

Reallocation of Funds from Contingency to s137

Resolution:

Councillors unanimously agreed to reallocate the £400 budgeted for the Contingency Fund in the 2010-2011 budget to s137 to fund the publication of the Newsletter for the next financial year.

 

Proposed  Mr Krause                    Seconded  Mrs Pender

 

Accounts to be paid 

 

PAYEE

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J M Batt

Salary and Expenses

528.46

4.67

533.13

Mrs J M Batt (EDF)

Electricity Charge MUGA

  33.06

 

  33.06

Mr K Marden

Mr K Marden

172.60

 

172.60

The Post Office

Tax Payment  - K Marden

  16.40

 

  16.40

Hothfield Village Hall

Rent

  33.00

 

  33.00

CASE

Printing Newsletter

162.70

 

162.70

           

Resolution:  Councillors unanimously agreed to pay the above accounts.

 

Bank Reconciliation

Opening Balance
18169.51
  Reserve Account
16759.39
Receipts
20673.48 
  Less u/c cheques
        5.85
 
38842.99
   
16753.54
Expenditure
11348.71
  Current Account
100.00
 
27494.28
  Corporate Bond
10640.74
       
27494.28

     

Bank Balance

            The balance stands at 16753.54 in the Reserve Account, £100 in the Current Account and

            £10640.74 in the Corporate Bond.  Of this 12596.37 (totals included in 2009/2010 budget

            noted) is reserved as follows:-    

           

 

Receipts/Ex this month

Balance

MUGA

-£33.06

 £5781.65

Youth Activities (Primary)

 

 £4715.00

Youth Activities (Secondary)

 

 £1000.00

Village Appraisal

 

     £72.62

Road Sweeping

- £172.60 – £16.40

   £404.95

Bus Shelter

 

   £622.15

Churchyard Grass

 

      Paid

 

 

£12596.37

Newsletter

 

-£162.70 + invoiced £22.22 + 56p

error from July

     £27.75

 

  

Valuation and Insurance of Fixed Assets

It was agreed to value our Fixed Assets as follows:-

 

           Bus Shelter       £1.00 nominal

           MUGA         £90,000

           Youth Shelter £5,000

           Village Sign   £2,000

 

The Clerk was asked to contact Came & Co and ask how much the premium will increase if we add the Youth Shelter and the Village Sign to the policy.

 

Resolution:  Councillors agreed to self insure the Bus Shelter, insure the MUGA and to investigate the cost of insuring the Youth Shelter and the Village Sign.

           Action:  Clerk

      

Financial Risk Assessment

 Mr Krause reported that he had looked at the Financial Risk Assessment and that all is in order.

Risk Assessment

Mrs Sutcliffe handed the Clerk the completed Risk Assessment.

 

Action required following Risk Assessment

It was agreed that the Clerk should contact the Dog Warden and ask her to contact Mrs Sutcliffe regarding the installation of extra dog bins and fouling signs.

 

The Clerk will obtain a catalogue from a safety sign company.

 

Action:  Mrs Sutcliffe and The Clerk

 

Review of Arrangements in place regarding the Freedom of Information Act  

It was unanimously agreed that the arrangements we have in place are satisfactory.   

 

CORRESPONDENCE AND GENERAL COUNCIL BUSINESS

Damian Green MP

KAPC Parish News etc           

NatWest Business

ABC Re: Submission of Tenterden and Rural Sites DPD – ABC LDF

KCC – Speed Limit Review – Area 1

Minutes of North Weald Parish Forum held on 9 December 2010

HMR&C Employers Pack

Came & Co

Parkleisure.com

KCC re Changes to the Definitive Map

AwCRK

Ashford & Shepway Try Angle Awards

KALC Agenda for 13.04.10

 

Email Correspondence

Mr Krause brought the attention of Councillors to emails of interest.

 

Hothfield Newsletter

Following an exchange of emails on this subject with the Editor of the Hothfield Newsletter, the Clerk will contact the Returning Officer to discuss the publication of his initial Notice of Vacancy, because there are a couple of points that we would like clarified. 

 

Further discussion on the Newsletter was deferred until the next meeting.

 

Action: Clerk

                             

 Snow Clearance

 Defer to next meeting.

            

 Christmas Tree

Defer to next meeting.  

    

10.    PLANNING

Please see attached list.                

 

We have received notification that a hearing regarding Public Footpath Aw170 (part) Hothfield) Public Path Diversion Order 2009, will be held on 13 July 2010.

 

Following the recent resignations of Councillors who were also members of the Planning Committee, Mrs Pender and Mr Parker were co-opted as members with immediate effect.

 

11.       FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS

Mr Collins informed Councillors that the Village Hall Committee are holding a Quiz Night on 26 March.

 

The Clerk was asked to forward the email regarding the Birds of Prey to Mr Rogers.

 

Mr Howard reported that the Village Hall Committee have been successful in their funding bid for money to refurbish the toilets and the flat roof.

          

There being no other business the meeting closed at 9.00 pm.


HOTHFIELD PARISH COUNCIL

 

PLANNING APPLICATION RECORD 2010

 

DECISIONS TAKEN AT MEETING HELD 8 MARCH 2010

 

 

Planning Applications received:-

10/00123/AS
LBC

Mr H Everitt, Turners, West Street, Hothfield, Ashford, Kent TN26 1EU

Replacement of seven white timber framed windows

Parish Council:  Support 6: 1 abstention

 

 
The following application has been granted
;-

09/01558/AS

Mrs H McCloskey, Benacre Pluckley Road, Ashford, Kent TN26 1ER

Proposed replacement dwelling

 

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Last update: 02.05.2010  
 2010 Hothfield Parish Council