Hothfield Parish Council

...in the rustic heart of Kent


MAY 2013 PARISH COUNCIL
MEETING MINUTES

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 ]

PRESENT:  

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.

 

8.      PLAN-IT-ASHFORD

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

 AON

 Pilgrims Matters

 Clerk and Councils Direct

 KALC Agenda for 22.05.13

 Mr R Fletcher

 Glasdon

 

Email Correspondence

ABC re New Recycling and Refuse collection services

Mr Graham-Matheson

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.

 

Emails

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.

 

Emails

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

 

PAYEE

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J Batt

Salary

Expenses

165.62

  25.35

 

 

   190.97    

Mr K Marden

Salary

  73.20

 

     73.20

Clive Stanley

Webmaster Services

132.00

 

   132.00

KALC

Subscription

230.82

  46.16

   276.98

Mr R Fletcher

Refuse Sacks

    2.08

    0.42

       2.50

TOTAL

 

629.07

  46.58

   675.65

           

            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

 

PAYEE

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J Batt

Salary on account

Expenses

    160.00

      41.32

 

    1.32

 

    202.64

Mr K Marden

Salary on account

      70.00

 

     70.00

Mr K Funnell

Internal Audit

      60.00

 

      60.00

Wealden Wheels

Subscription

    500.00

 

    500.00

St Margaret’s PCC

Grass cutting

    500.00

 

    500.00

Pilgrims Hospice

Donation

    250.00

 

    250.00

Hothfield History

Donation

    100.00

 

    100.00

Broker Network

Insurance Renewal

    754.90

 

    754.90

Mr P Howard

Repairs to notice board

      80.00

  16.00

      96.00

Mr H Grenfell Banks

S137 Payment for Newsletter

    800.00

 

    800.00

TOTAL

 

  3316.22

  17.32

  3333.54

 

            Proposed Mr Collins                            Seconded  Mrs Sutcliffe

 

            Bank Balance per Cash Book                                       Balance at Bank   

 

Parish Council Opening Balance

  21039.68

 

PC Reserve A/C

   23794.72

Youth Account Opening Balance

    2982.30

 

Less u/c cheques

       321.00

 

  24021.98

 

 

   23473.72

Add Parish Council Receipts

  13713.69

 

PC Current A/C

       100.00

Add Youth Project Receipts

    6128.52

 

Y Current A/C

     3306.11

 

  43864.19

 

Y Reserve A/C

     1024.17

Less Parish Council Expenses

  11179.65

 

 

   27904.00

Less Youth Project Expenses

    4780.54

 

 

 

 

  27904.00

 

 

 

 

            Earmarked Funds     

 

C Balance

March

+/- April May

+ budget

C Balance

May

MUGA EDF

     3941.81

 

     3941.81

Youth Activities  KCC Grant (Primary) –  R King

     1100.00

 

     1100.00

Youth Activities KCC MUGA Grant for ESA

     

     1515.00                                          

 

     

     1515.00                                          

Wealden Wheels

           NIL

   + 500.00

    - 500.00

      

           NIL

Road Sweeping – Salary

                             Salary

                             Sacks

Budget

     1202.32

       -73.20

      - 70.00

        - 2.08

 + 1430.00

 

   

 

     2487.04    

Churchyard Grass

           NIL

    +500.00

    -500.00

      

           NIL

Donation to Hospice

Donation increased  £250

           NIL

    +180.00

     -180.00

      

           NIL

Bus Shelter

      400.00

    +200.00

      600.00

Garden Competition

         97.40

    +100.00

       197.40

Hothfield History Society

           NIL

    +100.00

    - 100.00

      

           NIL

Village Projects

Budget

       800.00         

 

    +400.00

      

     1200.00

Halloween Party

       100.00

 

       100.00

Diamond Jubilee a/c

       947.00

 

       947.00

Contingency towards

toilet maintenance

 

 

  +2000.00

 

     2000.00

Salt Bin

 

    +350.00

       350.00

TOTAL

   10103.53

    4334.72

   14438.25

 

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.

 

Bus Shelter

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 

 

Litter Bins

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.

 

13.    INSURANCE

             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

             the parish.

 

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

 

17.      PLANNING

         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

 

2013

MAY 2013

 

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

                         

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29.05.2013 #EndDate --> Updated
 2013 Hothfield Parish Council