Hothfield Parish Council

...in the rustic heart of Kent


OCTOBER 2010 PARISH COUNCIL
MEETING MINUTES


Minutes of the Ordinary Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Monday 11 October 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, Mr J Collins, Mr P Howard and Mr D Parker

                                                                         

PARISH CLERK:               Mrs J Batt

 

BOROUGH COUNCILLOR:                                                    

 

MEMBERS OF THE PUBLIC:    There was one Members of the Public present.

 

1.    APOLOGIES FOR ABSENCE

An apology for absence has been received from Mrs S Whittington (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.    PUBLIC INTERVAL

The meeting was opened to the Members of the Public present for questions and comment from 7.10 to 7.15.

 

4.    ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

Minutes 91 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 Pender

 

5.    MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES

There were no matters for report.

 

6.    RISK ASSESSMENTS

Mr Parker and Mr Rogers have agreed the Village Hall Risk Assessment.  It is an expanded version of the Parish Councils assessment.

7.    CORRESPONDENCE AND GENERAL COUNCIL BUSINESS

S & C Slatter

Maxplay

KCC Kent Minerals and Waste Development Framework

English Rural – The Bulletin

ABC Summary of Insurance Cover for Village Hall

 

Email Correspondence

Mr Krause brought the email regarding the transfer of private sewers and drains to Water Companies to the attention of Councillors.  All councillors on email had received a copy of this. 

i.   Tidying the Village 

Nothing to report.

ii.   Village Hall

The risk assessment has been undertaken.  The Management Committee have asked Mr Rivers to apply for grant funding for items on their Wish List.  The Parish Council will discuss including a figure for match funding in next year’s budget.

 

Mrs Whittington has approached some residents to see if they would be prepared to help with applying for grant funding in the future.   

 

The Parish Council were concerned to hear that the Village Hall Management Committee feel that they are under pressure to pay the insurance premium for the hall.  It was never the intention to exert pressure and the Parish Council were expecting to pay the premium until the hall finances are secure.

                             

iii   Funding from Charitable Bodies

      Nothing to report.

 

iv   Litter Picking

      Nothing to report.

 

v.   Bus Shelter

 An estimate of £150 + VAT to remove and dispose of the existing roof of the bus shelter and £550 + VAT to supply and install a new roof has been received from Data Tooling.

 

 Resolution:  Councillors unanimously agreed to accept the estimate.        

 

Action: Clerk

 

vi.  MUGA

      We expect the work to the MUGA to being completed in the next few days.

 

One of the light covers has been broken.  The Clerk will contact LTL and ask whether they supply vandal proof covers.

          

The electricity bill for the last quarter is for £126 against £14 for the previous one. As the lights have not been used very much the Clerk will contact EDF and inform them that we think the meter must be faulty.

 

The question of hiring the MUGA out to outside clubs was raised again.  Following discussion councillors agreed that anyone who wants to hire it should be asked to give some time to the local youngsters, in the form of training, or playing a game etc in return for the use of the facility.   Mr Krause will contact Dave Beckley and explain this to him.

 

Mr Parker has agreed to take over the weekly inspection of the MUGA from Mrs Bramfitt.

 

         Action:  Mr Krause and Parish Clerk

      

vii  Pavement Access for Mobility Scooters

Mr Krause gave the Clerk a copy of the relevant part of the Disability Act 1995 and asked her to pass it on to Jenny Wickenden as the public authority has a duty to provide access.

 

           Action:  Clerk

 

viii Recreation Area

       Nothing to report.

     

ix   Parish Visit -KHS

      Nothing to report.

 

x.   Proposed Housing Survey

                               This should take place after Christmas.

 

8.    FINANCE

         Accounts to be paid   

PAYEE

DETAILS

NET

£

VAT

£

GROSS

£

Digley Associates

Annual Play Area Inspection

  45.00

 7.88

      52.88

Mr K Marden

Litter Picking

  82.60

 

      82.60

Clive Stanley

Webmaster Services

275.00

 

    275.00

Mr H Grenfell Banks

S137 Grant for Newsletter

1197.08

 

  1197.08

Hothfield Village Hall

Contribution to Halloween Party

  100.00

 

    100.00

 

 

 

  7.88

  1707.56

          

           Resolution:  Councillors unanimously agreed to pay the above accounts.  

            Bank Reconciliation as at 13 September 2010 – Statements C/A 394, R/A 159 and BDRA 4

         Balance per Cash Book                                          Balance at Bank

          Opening Balance 27172.85                                       Reserve Account    21191.50

          Receipts               14301.70                                       Current Account        100.00

                                      41473.82                                       Business DRA         1002.25                             

         Expenditure            8512.89                                       Corporate Bond     10657.91

                                     32961.66                                                                      32951.66      

                                                                                                                                                                 Amendments to previous minutes:

 

            April – £10 paid to Mr Marden for bags

            July – Payment to CASE should read £97.89 not £94.00

            September – Countrystyle should read £180.00 + £31.50 VAT .  Total £211.50

 

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.             

 

                Earmarked Funds      

 

O Bal

£

Recd – Oct

£

Paid - Oct

£

Balance

£

MUGA Grant

     5333.10

 

 

  5333.10

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

 

Paid Sept

          210.00

 

    790.00

Village Appraisal

         72.62

 

 

      72.62

Road Sweeping Sal + Tax

Letter requesting Grant for

2010/2011 sent 10.03.10

       408.95

 

10.00 Paid April for bags

35.00 to Mr Marden overtime paid September

82.60

 

 

 

 

  

 

 

 

   281.35

Newsletter S137 Grant

     1197.08

 

        1197.08

    NIL

Bus Shelter

       722.15

 

 

   722.15

Hospice in lieu of vols wages

       120.00

 

 

   120.00

Churchyard Grass

        NIL

 

 

 

 

   13568.90

 

        1534.68

12034.22

 

           Available Funds

           Balance at Bank                       32951.66

           Less Earmarked Funds            12034.22

                                                          20917.44

         NatWest Bond (3 mths notice) 10657.91

                                                         10259.53

         Less paid 11.10.10                    1707.56

                                                           8551.97

       

S1237 Grant

The clerk reported that she had spoken to Mr Grenfell Banks and he is willing to hold the S137 grant allocation. 

It was agreed to give Mr Grenfell Banks a cheque for £1197.08. 

He will provide invoices to cover all payments at the end of the financial year.

Extended School Activities

Mrs Pender asked on behalf of Mrs Whittington for permission to arrange for 10 after school sessions at £146, to be funded from the money earmarked for Extended School Activities. 

Mr Parker proposed using the money for 10 session, seconded by Mrs Pender.  Unanimous

 

Insurance of Village Assets

Following receipt of an email from Came & Co in which they state that Aviva are willing to include all items connected to the MUGA under a collective description of Sports Surfaces,

Mr Parker confirmed that he is content to continue with the catch-all item. 

 

We will show the items separately on the Fixed Asset Register.

 

The Clerk gave Mr Parker the copy of the insurance received from ABC.  As it does not give any indication as to what the premium covers he gave it back.

 

           Action:  Clerk

     

Big Lottery Fund Grant Update

We are still waiting for the cheque book for the current account.

 

Councillors confirmed that the Clerk has no responsibility for any of this funding. 

 

Mrs Whittington and Mrs Sutcliffe are the Council’s delegated Responsible Financial Officers for this project.  

 

The accounts will not be audited by the Parish Council’s Internal Auditor.

 

Mrs Sutcliffe will liaise with NatWest with regard to the BDRA.

 

Funding for Children’s Halloween Party

Resolution:  Councillors unanimously agreed to pay the Village Hall Committee £100 to cover the expenses for the Children’s Halloween Party under item 8.

 

10.    PLANNING

         Please see attached list.

 

11.   FORUM FOR EXCHANGE OF INFORMATION BETWEEEN COUNCILLORS

The Clerk was asked to contact ABC regarding the rubbish on the triangle in Beech Drive.

 

The Clerk was asked to contact KHS regarding the potholes in Bethersden Road.

 

Action:  Clerk

                 

            There being no other business the meeting closed at 9.02 pm.

 

 


 

HOTHFIELD PARISH COUNCIL

 

PLANNING APPLICATION RECORD 2010

 

DECISIONS TO BE TAKEN AT MEETING HELD 11 OCTOBER 2010

 

10/01061/AS     Mr M Stallwood, The Kings Head, The Street, Hothfield, Ashford, Kent TN26 1ES

Change of use of existing building to a single residential dwelling, alterations to fenestration and roof of old kitchen extension and alteration to parking and access arrangements (alternative scheme to 08/01326/AS)

                                                          Parish Council:  Support

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Last update:   25.11.2010    
 2010 Hothfield Parish Council