MAY 2013 PARISH COUNCIL
MINUTES 117 Page 535
Minutes of the Ordinary Parish Council Meeting
held at The Bluebell Centre, Hothfield,
on Wednesday 5 March 2013 at 7.00 pm
[ DRAFT - to be formally accepted at next meeting ]
Mr L Krause (chair), Mrs D Hogben, Mrs P Sutcliffe, Mr J Collins, Mr M Cook, Mr P Howard, Mr D Parker and Mr B Saxon.
Mr D Beckley, Community Warden
|PARISH CLERK:||Mrs J Batt|
|BOROUGH COUNCILLOR:||Mr D Robey|
|MEMBERS OF THE PUBLIC:
There was one Member of the Public present for part of the meeting.
Prior to the meeting, Mr Brian Saxon handed the Chairman his letter of resignation from the Parish Council to take immediate effect at the end of the meeting.
1. ELECTION OF CHAIRMAN
Mr Saxon proposed Mr Krause for the position of Chairman, seconded by Mr Parker.
There were no other nominations.
Mr Krause agreed to accept the position of Chairman for the coming year.
Mr Krause signed his Declaration of Acceptance of Office.
2. APOLOGIES FOR ABSENCE
An Apology for Absence was received from PCSO Peel.
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. ELECTION OF VICE CHAIRMAN
Mr Collins proposed Mr Howard for the position of Vice Chairman, seconded by Mrs Sutcliffe. There were no other nominations
Mr Howard agreed to accept a position of Vice Chairman for the coming year.
5. ELECTION OF OFFICERS TO COMMITTEES
Finance and Policy Committee – Mr Krause (chair), Mrs Sutcliffe and Mr Parker
Village Hall Committee – Mr Howard
KALC – Mr Krause
Parish Forum – Mr Krause
Police Committees – Mr Parker
Nature Conservation Forum – Mr Howard
Planning Committee - Mr Howard (Chair), Mrs Sutcliffe and Mrs Hogben
Ex Officio –Mr Krause
Any other Committees requested by Councillors – None
6. DELEGATION OF RESPONSIBILITIES
Annual Review all Parish Council paperwork – August – Finance & Policy Committee
Six Monthly Review of Fixed Assets – September and March – Mr Parker
Six Monthly Risk Assessment/Financial Risk Assessment – September and March - Mr Parker
Internal Parish Council Audit – Mr K Funnell
Finance – Finance & Policy Committee
Annual Review of Insurance Arrangements – On receipt of renewal – Mr Parker
Weekly MUGA and Youth Shelter Safety Check – Mr Collins
Annual Inspection of MUGA and Youth Shelter – The Play Inspection Company
Councillors responsible for Website and Publicity – Mr Krause
We received an email from Came & Co informing us that they are no longer recommending Digley Associates Ltd to carry out the Annual Inspection, but that having met with the owners of The Play Inspection Company they would recommend them. In order to ensure that our play equipment is inspected this year Mr Krause authorised the Clerk to request an inspection by this company as they come recommended by our insurance broker.
Councillors were in agreement with this arrangement
7. PUBLIC INTERVAL
The meeting was opened to the Members of the Public present from 7.05 to 7.25 for questions and comment.
Councillor Robey explained that the Hothfield Regeneration Group which until now has been an unofficial group, is to be renamed the Hothfield Regeneration Task Group, given official status at ABC and allocated funding to allow it to oversee a number of projects within the parish. The profile of the group will be raised and Councillor Robey said he hopes parish councillors will get more involved with the projects. Once everything is in place a public meeting will be held to explain the proposals to parishioners.
9. ACCEPTANCE OF MINUTES OF PREVIOUS MEETING
The Youth Worker is Ian Brookes not Ian Barnes.
Minutes 116 were accepted and it was unanimously agreed that Mr Krause should sign them as a true record of the meeting.
Proposed Mr Saxon Seconded Mr Cook
10. MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES
ABC to attend APM and give presentation on recycling in the Borough.
11. CORRESPONDENCE AND OTHER GENERAL COUNCIL BUSINESS
ABC Public consultation on ‘Main’ and ‘Additional’ Modifications to the Chilmington Green Area Action Plan (AAP), as well as the revocation1 of the SE Plan
Mr R Fletcher
ABC Chairman’s Report for the Parish Forum held on 06.02.13
KALC Minutes of Meeting held 20.03.13
Clerk and Councils Direct
KALC Agenda for 22.05.13
Mr R Fletcher
ABC re New Recycling and Refuse collection services
Mrs I Deeley
Arrangements for dealing with Parish Council Post and Emails
The Clerk will deliver the post to Mr Krause one week before the meeting and forward relevant emails to all councillors with email. Mr Krause will take the decision as to which emails he thinks need to be tabled at the next meeting. Post will not be kept unless it is considered to be important. Old post will be recycled through the Blue Box System.
Mr Krause will continue to monitor all emails between meetings and bring any of particular importance to Hothfield to the attention of councillors at the next meeting.
Storage of Post and Emails
Post will not be kept unless it is considered to be important. Old post will be recycled through the Blue Box System.
Sensitive emails should be printed off by the Clerk. Councillors should inform the Clerk if they wish a particular email to be printed. Councillors agreed that emails should be deleted after 6 months.
IT SECURITY AND GOOD HOUSEKEEPING
Councillors should all bear the following in mind when using their home/work computer for Parish Council business.
All councillors should provide the Parish Council with a secure email address and ensure that virus software is current.
Councillors should be aware that all correspondence and emails are confidential until they are tabled at a Parish Council meeting. If anyone else is privy to the information contained in emails received by you on a home/work computer, please ensure that they are aware of this fact.
The Freedom of Information Act now extends to emails that would previously have been considered to be private, if they relate to council business.
12. FINANCE AND GENERAL COUNCIL BUSINESS
The following accounts were paid in April, following verbal agreement from Councillors, Sutcliffe, Collins and Krause
Resolution: Following the letter from Mr Fletcher, Councillors unanimously agreed to increase the donation to the Pilgrims Hospice, in lieu of the Voluntary Litter Picker’s salaries, to £250.
Proposed Mrs Sutcliffe Seconded Mrs Hogben
Accounts to be Paid
Proposed Mr Collins Seconded Mrs Sutcliffe
Bank Balance per Cash Book Balance at Bank
Adoption of Internally Audited accounts and completion of associated paperwork
Councillors were circulated with copies of the summary receipts and payments for the Year ended 31 March 2013.
The Clerk reported that the internal audit took place on 19 April. All was in order.
The Chairman read through section 2 of the Annual Report and answered all the questions.
The Clerk and Chairman then signed the relevant sections of the Annual Report.
Resolution: Councillors unanimously agreed to accept the internally audited accounts.
Review of Statement of Internal Control
Mr Krause read through the Statement of Internal Control and signed to confirm that it was correct.
Review of the Effectiveness of the Internal Auditor
Councillors unanimously agreed that they were satisfied with the effectiveness of the Internal Auditor, Mr Kevin Funnell and agreed to employ him again next year.
Storage of Parish Council Documents
Councillors confirmed that they are satisfied that all documents over one year old are securely stored in the filing cabinet in the Bluebell Centre.
Data Tooling is no longer trading so Mr Collins has requested quotes from another company.
Public Footpath AW166
Following a site visit and discussions with owner of the land over which this footpath runs, it was agreed not to move the entrance to the field, but to inset the existing gate 1.5 metres back into the field to provide a refuge for pedestrians to use whilst entering or leaving the field. The Clerk will write to the owner and confirm the details.
Proposed Mr Parker Seconded Mr Saxon
Ashford Borough Council is prepared to install and empty one bin in Coach Drive.
If the Parish Council wants to fund a second one it will cost between £135 for a plastic one and £300 for a metal one, plus £65 to install. ABC will empty it.
Resolution: Councillors unanimously agreed to ask ABC to install and empty one litter bin in Coach Drive.
Resolution: Councillors unanimously agreed not to purchase a second litter bin for Coach Drive at this moment in time.
Renewal of Insurance for Year 2013-2014
Mr Parker advised councillors that he was happy that all is in order with the insurance
renewal and councillors unanimously agreed to renew the Parish Councils insurance
with AVIVA for 2013-2014 at a cost of £754.90.
Self Insurance of Parish Council Assets
Resolution: Councillors unanimously agreed to continue to self-insure the Litter Cart.
14. FUTURE OF YOUTH PROJECT
Mrs Sutcliffe updated councillors on the current situation regarding the Youth Project.
There have been a lot of staffing problems recently and the club has not been open for
some weeks. If it does re-open it will be on Thursday nights, rather than Friday.
Mrs Sutcliffe said that she did not feel that any more could be done with the
Youth Service and she did not intend to keep chasing the KCC for information.
Mr Krause said he would look at the Service Level Agreement.
We will also investigate other agencies that might be in a position to run the club in
15. VILLAGE FETE AND GARDEN COMPETITION
There is some concern that the gardens will not be ready for the competition, due to the
poor weather conditions, but it was agreed not to move the date.
16. RISK ASSESSMENT/RISK INSPECTION
We received an email from Came & Co informing us that they are no longer recommending
Digley Associates Ltd to carry out the Annual Inspection, but that having met with the owners
of The Play Inspection Company they would recommend them. In order to ensure that
our play equipment is inspected this year Mr Krause authorised the Clerk to request an
inspection by this company as they come recommended by our insurance broker.
Councillors were in agreement with this arrangement
No applications received this month.
Storage of Planning Applications
Councillors confirmed that the Clerk can dispose of all Planning applications, once they
have been discussed at a meeting unless they are contentious. Councillors will advise
of any applications they wish to be kept.
18. FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS
The Clerk was asked to report the potholes along Bethersden Road and Pluckley Road.
Mr Collins informed councillors that he was resigning from the council. The Clerk
informed him that his resignation would not take effect until the chairman received a
signed letter from him.
Councillors thanked Mr Collins and Mr Saxon for their help and support during their time
on the council.
There being no further business the meeting closed at 9.00 pm.
HOTHFIELD PARISH COUNCIL
PLANNING APPLICATION RECORD
Decision Notices received from ABC
12/00212/AS Hall Farm, Little Chart Road, Hothfield, Ashford, TN26 1E
The conversion of a stable block to extend the existing dwelling, alterations to outbuilding including the provision of a new pitched roof for use as a domestic garage, workshop and store. The erection of new stable block/hay barn, the removal of redundant agricultural buildings and change of use of land to residential curtilage
Borough Council: Permit
13/0004/OLE/AS Various overhead lines in the parishes of Little Chart, Pluckley, Hothfield and Westwell
To rebuild the existing 11kv overhead line as shown in green
Borough Council: Raise no objections
© 2013 Hothfield Parish Council
Web site by