Hothfield Parish Council

...in the rustic heart of Kent


SEPTEMBER 2010 PARISH COUNCIL
MEETING MINUTES


Minutes of the Ordinary Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Monday 13 September 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,

                                                                  Mr D Parker and Mr A Rawlins

                                                                                                                                                                                                                                 

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).

 

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 7.07 to 7.16.

4.     ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

Minutes 90 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 reported that he had completed the Risk Assessments and returned them to the Clerk.

The Clerk will contact Mr Rogers regarding the assessment for the Village Hall and Mr Krause

asked Mr Parker to undertake an assessment of the Hall on behalf of the Parish Council.

 

Action:  Clerk

 

7.     CORRESPONDENCE AND GENERAL COUNCIL BUSINESS

Fireworks International

SMP

ABC – 2011 National Census

KALC Finance Conference

ABC Financial Services re Concurrent Functions Grant

KCC EIS Customer Survey

NatWest

KALC re Concurrent Functions Working Group

KALC Parish News etc

No Need for Nuclear

Balfour Beatty Mott MacDonald

Clerk and Council’s Direct

KPA

Minutes of Parish Forum held 14 July 2010

KHS Speed Limit Review

Ashford Gateway

KALC Agenda for 06.10.10 and Minutes of July Meeting

KHS re Bagged Salt Trial

 

The Clerk was asked to contact Ben Lockwood and inform him that the members of the

Parish Council were concerned that the Concurrent Functions Grant should not be cut as parish expenditure has risen considerably over the past few years and they consider many of the items that they now pay for should be the responsibility of ABC or KCC. 

 

The Clerk was asked to contact Jennie Wickenden and ask her to put Hothfield forward for the Bagged Salt Trial.

 

             Action:  Clerk

 

i.           Tidying the Village 

Mrs Whittington reported that she was concerned that the tidying of the village was causing lot of extra work for Mr Marden and Mr Beckley, our Community Warden.  There is a strong possibility that, due to the current financial climate, Community Payback will not be able to work in the village as much as they have been recently.  Following discussion it was agreed that this item will have to be given serious consideration when we set next year’s budget.

 

ii.            Village Hall

Councillors are concerned that the village hall may not be sufficiently insured.  The Clerk will ask ABC for a copy of the policy and Mr Parker will liaise with Mr Rogers regarding the contents policy.  

 

                   Action:  Mr Parker

iii.           Funding from Charitable Bodies

 Mrs Whittington raised the issue of applying for funding from Charitable Bodies, as she was concerned that we will not be able to pay for certain items in the future.  Mr Rivers has done an inordinate amount of work over the past few years applying for grants, but he would like to hand this over and has suggested that it would be sensible for us to find 2 people to work together on applications.  Following discussion 2 names were put forward and the people concerned will be approached.  Mrs Whittington agreed to oversee future applications.

 

               Action:  Mrs Whittington

          

iv   Litter Picking

      Discussed under item i.

v.   Bus Shelter

The Clerk reported that she had received a verbal quote from Autocross and the ballpark figure they gave her to replace the roof was £500.

 

Following discussion it was agreed that Mr Howard should approach a local company and ask them to quote for replacing the roof with sheet metal.

 

           Action:  Mr Howard

      

vi.  MUGA

Mr Parker reported that he met with a representative of Trevor May and was given a quote for repairs and renovations to the MUGA which totalled £825 + VAT.

 

         Resolution  As the quote is for less than £1000 councillors unanimously agreed that

      Mr Parker should ask Trevor May to complete the work as soon as possible

 

Mr Parker reported that he had reset the time switch on the lights but that somebody else has altered it since.  He was given the name of the other keyholder and will contact him.

 

           Action:  Mr Parker

       

vii  Pavement Access for Mobility Scooters

According to Kent Highways, it is a legal requirement for new developments to include pavement access for mobility scooters, but not for existing areas.  Mr Krause disagreed with this and will provide a copy of the relevant section of the Disability Act if necessary. Jenny Wickenden has passed our list onto the appropriate officer and Mrs Whittington will remind Jenny again if we do not hear from shortly.

 

         Action:  Mrs Whittington

 

viii Recreation Area

Parking on the Recreation Field continues to be a problem and it was suggested that the field should be enclosed with a post and chain fence.  It is not our land and this will need to be discussed with KCC.
 

Landscape Services have damaged part of the field with their mower.  Mr Beckley has contacted them and we are waiting for them to report back.

 

ix   Parish Visit -KHS

The Clerk will ask Jennie Wickenden to contact Mrs Whittington and fix a date for a visit.

 

x.   Proposed Housing Survey

Following discussion councillors agreed 7:1 to ask AwCRK to proceed with a survey.

 

8.    FINANCE

During the summer recess the following cheques were drawn:-

 

Training Highway

Membership for Mr & Mrs Oliver

107.40

 

107.40

Country Style

Hire of Skip – invoice not received

211.50

 

211.50

Mr K Marden

Salary and Expenses

  89.60

 

  89.60

Mr H Grenfell Banks

Reimbursement of cost of Printer

109.98

 

109.98

TOTAL

 

518.48

 

518.48

 

             Mrs Whittington will ask Dave Beckley for the invoice from Country Style

 

         Accounts to be paid 

 

PAYEE

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J Batt

Salary and Expenses

654.54

4.54

659.08

Mr K Marden

Litter Picking

  89.60

 

  89.60

The Post Office

Income Tax – K Marden

    4.20

 

    4.20

Mr H Grenfell Banks

Newsletter Expenses

  32.45

  54.21

 

  32.45

  54.21

Hothfield Village Hall

Hire of Hall – from Big Lottery a/c

210.00

 

210.00

Mr K Marden

5 hours overtime – Litter Picking

  35.00

 

  35.00

TOTAL

 

1080.00

4.54

1084.54

          

           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   16194.67

        Receipts                 8209.60                                       Current Account       100.00

                                     35382.45                                       Business DRA        1001.52 

         Expenditure            7428.35                                       Corporate Bond    10657.91

                                     27954.10                                                                    27954.10 

            Earmarked Funds

           

 

O Bal

£

Paid – Aug/Sept

£

Balance

£

MUGA Grant

  5347.44

         14.34

     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

 

 

     1000.00

Village Appraisal

      72.62

 

         72.62

Road Sweeping Sal + Tax

    592.35

         89.60

         89.60

           4.20

 

 

       408.95

Newsletter S137 Grant

  1393.72

       109.98

         86.66

 

     1197.08

Bus Shelter

    722.15

 

       722.15

Hospice in lieu of vols wages

    120.00

 

       120.00

Churchyard Grass

        NIL

 

        NIL

 

13963.28

       394.38

  13568.90

 

           Available Funds

           Balance at Bank                      27954.10

           Less Earmarked Funds           13963.28

                                                            13990.82

         NatWest Bond (3 mths notice) 10657.91

         Immediately Available                3332.91

            

Arrangements for Paying Invoice between meetings

All cheques should be signed at a council meeting.  During the summer and winter recess, it was agreed that a short finance meeting should be held in future to enable cheques and planning applications to be dealt with.

 

Insurance of Village Assets

It was unanimously agreed that we need to upgrade the insurance on certain assets and to increase the cover in future according to inflationary pressures.

 

         Proposed  Mr Parker          Seconded  Mrs Whittington    

 

Mr Parker will compose a letter for the Clerk to send to Came & Co.   

 

Big Lottery Fund Grant Update

The Clerk will contact Pat Harvey at NatWest and ask her to set up a current account alongside the Business Direct Reserve Account to enable Mrs Whittington and Mrs Sutcliffe to have a cheque book.  The donation from the HEF will be transferred into the BDRA.

 

A cheque for the hire of the Village Hall for £210 was written earlier this evening,

 

10.    PLANNING

No applications received.          

 

We have received notification that Order Ref:  FPS/W2275/4/33 to divert Public Footpath AW170 (Part) Hothfield Public Path Diversion Order 2009 has not been confirmed.

 

11.    FORUM FOR EXCHANGE OF INFORMATION BETWEEEN COUNCILLORS

Councillors were reminded that they agreed that one of them would write an article for the Newsletter each month.

 

Mrs Whittington reported that the Youth Activities started on Wednesday.  The Youth Workers are running 2 sessions a week through until November.

 

Mrs Pender and all the members of the community who are helping to clean the hall were thanked and congratulated on its appearance.    

 

There being no other business the meeting closed at 9.02 pm

 

^^^ Up to top of page


Last update:   29.09.2010    
 2010 Hothfield Parish Council