Hothfield Parish Council

...in the rustic heart of Kent


SEPTEMBER 2012 PARISH COUNCIL
MEETING MINUTES

MINUTES 111                                                    Page 507

Minutes of the Ordinary Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Monday 10 September 2012 at 7.00 pm

[ DRAFT - to be formally accepted at next meeting ]

PRESENT:  

Mr L Krause (chair), Mrs P Sutcliffe, Mrs E Turner, Mr J Collins, Mr P Howard and Mr D Parker (joined meeting late due to prior appointment)
Mrs D Hogben (following co-option)

PARISH CLERK: Mrs J Batt
BOROUGH COUNCILLOR:  
MEMBERS OF THE PUBLIC:

There was 1 Members of the Public present for part of the meeting.

Prior to the meeting a letter of resignation was received from Mr Paul Eckersley, to take place with immediate effect.

 

1.      APOLOGIES FOR ABSENCE

An Apology for Absence was received from Mr D Beckley and Borough Councillor Robey.

No Apology for Absence was received from Mr J Patel.

 

2.    CO-OPTION OF PARISH COUNCILLOR

An application for the vacant position of Parish Councillor was received during the Summer recess, from Mrs Diane Hogben.

 

Mrs Hogben confirmed that she had read the information sent to her by the Clerk and was eligible to hold the position of Parish Councillor.

 

Mr Howard proposed Mrs Hogben for the vacant position of Parish Councillor seconded by Mr Collins.    Unanimous

 

Mrs Hogben filled in her Declaration of Acceptance of Office and took a Notification of Pecuniary Interests form to fill in and return to the Monitoring Officer at ABC, within 28 days.

 

3.       DECLARATIONS OF INTEREST

Declarations of Pecuniary Interest

There were no Declarations of Pecuniary Interest.

 

Declarations of Significant Interest

There were no Declarations of Significant 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.

 

4.     PUBLIC INTERVAL

The Member of the Public present had no questions or comments to make.

 

5.     ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

Minutes 110 were accepted and it was unanimously agreed that Mr Krause should sign them as a true record of the meeting.

 

Proposed  Mrs Sutcliffe                Seconded  Mr Collins

 

6.     MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES

There were no Matters for Report that were not covered on the agenda.

 

7.      UPDATE ON HOTHFIELD REGENERATION PROJECT

 Mr Krause updated Councillors on the last meeting at ABC during Planning.  The next meeting is due to be held on 8 October.

 

8.       CORRESPONDENCE AND OTHER GENERAL COUNCIL BUSINESS

            Urban Sites Infrastructure Development Plan Document – Main Modification

            ABC Ashford Local Plan

            ABC Plan-It Ashford: Planning our Future together

            South East Water

            KALC Minutes of Meeting held 18.07.12

            Nat West

            EDF

            KCC The Definitive Map and Statement of Public Rights of Way County of Kent

            APEK

            Audit Commission

            ABC re Mayors Charity Dinner

 

Email Correspondence

Mr Krause did not bring any emails to the attention of councillors present.

 

Adoption of Externally Audited Accounts

The Clerk reported that the accounts had been returned from the Audit Commission with no matters arising.

 

 A copy of the annual return was posted on the notice board in line with the regulations.

 

 Resolution:  Councillors unanimously agreed to adopt the Externally Audited Accounts

 

 Proposed:  Mr Collins                                         Seconded:  Mr Howard

 

Mr Parker arrived at this point

 

Hothfield Youth Project

Mrs Sutcliffe reported on the project to date.

 

Due to a fall in numbers during the last academic year and the cancellation of a couple of activities, we currently have more money in the account than we should have at this stage of the project.  The number of young people attending has now increased by 5, due to the fact that the 5 are now at secondary school and therefore eligible to take part in the project .  Mrs Sutcliffe is in the process of submitting a report to the Big Lottery.

 

Diamond Jubilee Celebrations – Final Report

We have not received the final account from Mr Eckersley.  The Clerk will contact him and ask him to send it as soon as possible.                    

 

Health and Safety Policy

Deferred to next meeting.

 

Update Financial Regulations                             

Resolution:  Councillors unanimously agreed not to update the Financial Regulations.

 

Risk Assessment

Mrs Sutcliffe reported that the Youth Shelter has been damaged.  Mr Collins will contact DATA Tooling and ask them to weld it as a matter of urgency, as councillors consider it to be a health and safety issue.

 

The Digley Report has been received and was circulated to councillors.

 

Mr Parker will complete the Risk Assessment and forward it to the Clerk by 30 September, in time for the Auditors visit in October.

 

Annual Review of Paperwork

Mr Krause reviewed the paperwork on behalf of the Finance and Policy Committee and made no comment on any documents other than the Health and Safety Policy, see above and the Planning Committee Terms and Conditions, see below.

          

 8.    FINANCE

 Accounts Paid during August Recess

Following the unanimous agreement of councillors at the July meeting of the Parish Council the following accounts were paid during the August recess:-

 

            Mrs J Batt salary £155.07

 

            Mr K Marden salary £72.80

 

            Accounts to be Paid

 

PAYEE

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J Batt

Salary

155.07

 

   155.07

Mr K Marden

Salary

  72.80

 

      72.80

The Post Office

Income Tax

171.00

 

    171.00

Audit Commission

Audit Fee 2011

135.00

  27.00

    162.00

Hothfield Village Hall Committee

1/3 cost of memorial plaque for Mr Rivers

 

  20.00

 

 

      20.00

TOTAL

 

533.87

  27.00

    580.87

           

            Resolution:  Councillors unanimously agreed to pay the above accounts.   

                 

            Proposed Mr Collins                              Seconded  Mr Parker

 

            Bank Balance per Cash Book                                       Balance at Bank   

 

Parish Council Opening Balance

  21039.68

PC Reserve A/C

   22426.11

Youth Account Opening Balance

    2982.30

 

Less u/c Cheques

       155.07

 

  24021.98

 

 

   22271.04

Add Parish Council Receipts

    8013.68

 

PC Current A/C

       100.00

Add Youth Project Receipts

    1224.77

 

Y Current A/C

     1375.59

 

  33260.43

 

Y Reserve A/C

     1019.32

Less Parish Council Expenses

    6632.24

 

Bank Charges tbr

         50.08

Less Youth Project Expenses

    1812.16

 

 

 

  24816.03

 

 

   24816.03

           

            Earmarked Funds 

 

 

C Balance

July

+/-

Aug/Sept

C Balance

September

MUGA

EDF

 

     4009.06

 

 

        4009.06

Youth Activities  KCC Grant (Primary) –  R King

  

     1100.00

 

 

        1100.00

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

Hothfield Youth Project

 

 

     

               

     1515.00

 

 

 

 

  

        1515.00

Wealden Wheels

Contribution

   

          NIL

 

 

Road Sweeping

Salary

Income Tax

     1945.32

 

       145.60

         54.60

 

  

        1745.12       

Churchyard Grass

          NIL

 

              NIL

Donation to Hospice

           NIL

 

              NIL

Bus Shelter

       400.00

 

          400.00

Garden Competition

       157.40

 

          157.40

Hothfield History Society

           NIL

 

              NIL

Reserved for Village Hall Costs

    

       800.00

 

 

          800.00

Halloween Party

       100.00

 

          100.00

 

  10026.78

       200.20

        9826.58

 

10.      STANDING ORDERS/PROCEDURES

           During a lively exchange, the chairman rejected the current Terms of Reference for The Planning Committee.

 

It was unanimously agreed to include the Terms of Reference for the Planning Committee as a substantive item on the next agenda.

 

11.      PLANNING

                  Please see attached list.

 

12.    FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS     

           Repairs to the MUGA lights will be included on the next agenda.

 

             The Clerk was asked to report Bears Lane to KHS again.

 

             Mrs Sutcliffe and Mr Parker gave their apologies for the October meeting.    

              

  

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

 


 

HOTHFIELD PARISH COUNCIL

 

PLANNING APPLICATION RECORD 2012

 

DECISIONS TO BE TAKEN AT MEETING TO BE HELD SEPTEMBER 2012

 

NO PLANNING APPLICATIONS RECEIVED

 

Decision Notices received from ABC

12/00750/AS     Stable Cottage, Polla House, Church Lane, Hothfield, Ashford, Kent TN26 1EL

                          Erection of a detached garage to the front of Stable Cottage           

                                  Borough Council:  Permit

 

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01.10.2012 Updated
 2012 Hothfield Parish Council