JUNE 2013 PARISH MEETING MINUTES

Minutes of the Ordinary Parish Meeting

held at the Bluebell Centre, Hothfield
on Wednesday, 5 June 2013 at 7.00 pm

[ DRAFT - to be formally accepted at next meeting ]

PRESENT:                                               Mr L Krause (chair), Mrs D Hogben, Mrs P Sutcliffe,

                                                                   Mr M Cook and Mr D Parker
                                                                   Mr C Stanley, Webmaster

PARISH CLERK:                                   Mrs J Batt

BOROUGH COUNCILLOR:               Mr D Robey

COUNTY COUNCILLOR:                    Mr C Simkins

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

1.       APOLOGIES FOR ABSENCE

An Apology for Absence was received from Mr P Howard (prior engagement),

PCSO Peel and Community Warden, Mr D Beckley

2.       DECLARATIONS OF INTEREST

Declarations of Pecuniary Interest

There were no Declarations of Pecuniary Interest.

Declarations of Significant Interest

Mrs Hogben informed councillors that she is now a member of the Village Hall Committee in a personal capacity.  The Clerk advised her to contact ABC and check whether she needed to amend her Register of Interests with them.

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

There were no Members of the Public Present.

4.      ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

Minutes 117 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 Parker

5.     MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES

 There were no Matters for Report.

 6.     CORRESPONDENCE AND OTHER GENERAL COUNCIL BUSINESS

 NatWest

 South East Water

 Southern Water

 Wealden Wheels

 KCC Public Rights of Way Vegetation Clearance

 Mr R Fletcher

         Email Correspondence

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

         Chairman’s Update

             The Chairman updated councillors, who were unable to be present, on proceedings at the Annual Parish Meeting, held on 10 May 2013.

During the APM a number of residents expressed concern that the Parish Council had included £2000 in the budget for 2013-2014 towards the cost of remodelling the toilet building on Hothfield Heathland.  Following an extremely lively discussion, the following motion was put forward by a resident of the parish and a vote taken:-

           The Parish Council should not authorise any precept money to be spent on the

           Public Conveniences.                            In favour: 10   Against: 2   Abstention: 1

Councillors who were present at the APM felt that there had been some misunderstanding, in that the residents did not realise that the money in question will be taken from the Council Tax Support Grant received from ABC and as such will not be taken from this year’s precept.  It has been set aside and will be used, if necessary, as ‘seed’ money to facilitate grant funding applications for the project.

Councillors discussed the motion put forward at the APM and agreed the following:-

   Resolution:  Councillors unanimously agreed to maintain the budget set for 2013-2014 and are satisfied that budgeting £2000 towards the cost of remodelling the toilet block is an appropriate use of parish funds.

       Proposed  Mr Parker           Seconded  Mrs Sutcliffe                  Unanimous

The Chairman went on to explain that ABC has now set up the Hothfield Regeneration Task Group and a meeting has been organised for 18 June, which he will be attending.

         Policy for dealing with Post and Emails

              Resolution:  Councillors unanimously agreed to adopt the Policy for Dealing with Post and Emails.

              Proposed  Mrs Hogben                     Seconded  Mr Cook

          FINANCE

            Accounts to be Paid

            Resolution:  Councillors unanimously agreed to pay the above accounts.                

            Proposed Mr                     Seconded  Mrs

            Bank Balance per Cash Book                                       Balance at Bank   

            Earmarked Funds     

8.      FUTURE OF YOUTH PROJECT

           Mrs Sutcliffe reported that the Youth Tutor from the North School had been to look at the

           Village Hall and the equipment and although he is unable to run the club at the moment

           one of his colleagues is due to open it again on 6 June and run it bi-weekly for the

           foreseeable future.

           In the long term it is hoped that KCC will buy into the Kent Children and Families Network,

           who will provide qualified Youth Workers to work with the young people of Hothfield. 

           If this goes ahead, the Parish Council may have to contribute something towards the cost.

           Mrs Sutcliffe is due to have a telephone interview with an official of The Big Lottery

           and she will explain the situation to him and report back at the next meeting.

  9.    VILLAGE FETE AND GARDEN COMPETITION

           The Garden Competition is due to be judged on Saturday 8 June.

           Arrangements for the Village Fete are progressing.  Mr Parker is dealing with the

           insurance.  The members of the Fete Committee were advised to obtain paper copies of

           Public Liability cover from outside companies bringing attractions to the Fete.

10.       RISK ASSESSMENT/RISK INSPECTION

            Mr Cook reported that the youth shelter has some sharp edges which could injure anyone

            using it and offered to grind them down.  Councillors thanked him for his offer which they

            unanimously accepted.

11.          PLANNING

                  No applications received.

12.      FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS      

           The Casual Vacancies have been advertised on the notice board.

             Mr Stanley discussed the website with councillors. 

There being no further business the meeting closed at 8.40 pm.

HOTHFIELD PARISH COUNCIL

POLICY FOR DEALING WITH POST AND EMAILS

POST

All post received by the Parish Clerk is given to the Chairman in the week prior to the Parish Council meeting.

The Chairman reviews all the post received and brings anything he feels to be of relevance or importance to Hothfield to the attention of councillors at the Parish Council Meeting.

It is not within the remit of the Chairman or Clerk to reply to general correspondence before it has been tabled at a Parish Council meeting.

The Clerk will take instructions from members and reply to correspondence requiring an answer during the month following the meeting.

If the Parish Council are not due to meet within one month an acknowledgement will be sent to the correspondent.

EMAILS

All emails are forwarded to all members of the Parish Council with access to email.

All councillors are asked to check their emails regularly and inform the Clerk or Chairman of anything that they wish to be tabled at the next Parish Council meeting.

The Chairman reviews all emails received and brings anything he feels to be of relevance or importance to Hothfield to the attention of councillors at the Parish Council Meeting.

It is not within the remit of the Chairman or Clerk to reply to general emails before they have been tabled at a Parish Council meeting.

The Clerk will take instructions from members and reply to emails requiring an answer during the month following the meeting.

If the Parish Council are not due to meet within one month an acknowledgement will be sent to the correspondent.

ANYTHING THAT IS CONSIDERED TO BE OF AN URGENT NATURE WILL BE DEALT WITH AS SOON AS IS PRACTICABLY POSSIBLE

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