Hothfield Parish Council

...in the rustic heart of Kent


5th NOVEMBER 2014 PARISH COUNCIL
MEETING MINUTES

MINUTES 134                                                    Page 608

Minutes of the Ordinary Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Wednesday 5 November 2014 at 7.00 pm

PRESENT:  

Mr L Krause (Chair), Mrs D Hogben, Mrs P Sutcliffe, Mr J Collins, Mr P Howard, Mr R Libbeter and Mr D Parker

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

There were no Members of the Public present.

1.    APOLOGIES FOR ABSENCE

An Apology for Absence was received from Mr M Cook and Borough Councillor, Mr D Robey.

 

2.       DECLARATIONS OF INTEREST

Declarations of Pecuniary Interest

Mr P Howard declared an interest in matters associated with the Solar Panel Array at Oaklands Farm.

 

Declarations of Significant Interest

There were no Declarations of Significant Interest from councillors present.

 

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.       PLAN-IT-ASHFORD    

           Site DW6 has been advanced to the next round.

          

4.    PUBLIC INTERVAL

There were no Members of the Public present.

 

5.      ACCEPTANCE OF MINUTES OF PREVIOUS MEETING                                  

Minutes 133 were accepted and it was unanimously agreed that Mr Krause should sign them as a true record of the meeting.

 

           Proposed  Mrs Hogben             Seconded  Mrs Sutcliffe

           

6.      MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES

           Mr Sutcliffe repaired the time switch and put a new bolt in the vacant hole.  The light

           automatically comes on for the first 30 minutes, but switches itself off 30 minutes after

           anyone physically switches it on.

          

7.      CORRESPONDENCE

           ABC Hothfield Regeneration Task Group

           Wicksteed

           KALC Minutes of meeting held 24.09.14

           ABC Agenda for Parish Forum 22.10.14

           Internal Audit Report

           Southern Water

           Clerk and Councils Direct

           KALC Agenda for 67th AGM

           ABC Local Plan to 2030 – Shortlisted Rural Sites

           ABC Notes of the Parish Forum held on 22 October 2014

           Ashford Counselling Service

 

           Email Correspondence – all emails received are forwarded to all councillors

           ABC and KALC – Various emails regarding installation of Fibre Optic Broadband

           CXK re Youth Project

 

           Review of procedure regarding distribution of emails

        Resolution:  Councillors agreed that the clerk should continue to send emails to all members of the Parish Council, but should look into using a group list if her software allows.  If it doesn’t then she will send them using blind carbon copies.  It was also agreed that all emails received should be printed off and sent to Mr Collins, as he does not have access to email.

 

           Chairman’s Update

           The Chairman had nothing to report that was not covered on the agenda.

                                                                                                                                                      

           MUGA and Youth Shelter

           Mrs Sutcliffe will read the meter and forward the reading to the clerk.

 

           Mr Howard reported that he has repaired 2 bulbs and has one in reserve.

          

           Email from CXK regarding Youth Project

           It was agreed that the Village Hall Committee would discuss the use of the hall at a

           future meeting and that Mrs Sutcliffe should invite Mr Starley to a meeting in the

           new year.

 

           Litter Bins

The Tidy Bear should be here within the next 5 – 10 working days.  As we may not meet in December, councillors unanimously agreed that the clerk should draw a cheque to be sent in payment of the invoice, once the bin has arrived and Mr Howard has checked that all is in order.

          

           Update on Provision of Broadband in Hothfield and decision as to whether to

           progress the project

The Clerk, who had previously sent information to councillors on this subject, following the internal audit, reminded councillors that she had been advised by both the Internal Auditor and the Parish Council Advisor from the Kent Association of Local Councils, that, in the opinion of both, the parish council does not have a specific power to pay to install broadband in Hothfield, or to pay back a temporary loan from Ashford Borough Council.  A suggested course of action had been explained by officers from Ashford Borough Council, and the Clerk’s advice to members of the parish council was that this suggestion should be forwarded to the National Association of Local Councils, via the Kent Association of Local Councils, with a request for a formal legal opinion on this matter, prior to councillors making a decision as to whether to progress the project.

 

ResolutionFollowing a lengthy discussion a vote was taken 4:3 in support of the Parish Council requesting a legal opinion from NALC, but after an offer from a councillor to underwrite the loan was received, the necessity for this action was removed and councillors unanimously agreed, due to the time constraint involved, not to ask NALC for a formal legal opinion but to proceed as follows:-

 

1.  Hothfield Parish Council to write a cheque to BT to the value of £3200.00, being the remainder of Hothfield’s S137 allowance for 2014/2015.  As parish councils do not have a power to enable them to pay for the provision of fibre optic broadband, they can use s137, as long as they do not spend over the current allowance of £7.20 per elector.  Hothfield has 652 electors (figure as at September 2014 confirmed with Electoral Services), which equates to an S137 allowance of £4694.40.  The Parish Council has already spent £1410.00 from S137, leaving a balance of £3284.40.

 

2.  Ashford Borough Council will pay the remaining £5600 to BT.  A temporary loan agreement will be drawn up with ABC.  Hothfield Parish Council will request that it states that the loan will be refunded from private funds by 31 March 2015.  A member of the council offered to underwrite the loan and his offer was accepted by Hothfield Parish Council.

 

3.  There will be a shortfall of £600, due to the donation from the broadband provider only amounting to £5000.

 

4.  Other members of the community have indicated that they would be prepared to pay towards this project.

 

5. Councillors confirmed that the only monies to be paid out from Hothfield Parish Council’s bank account, regarding the installation of fibre optic broadband in Hothfield, during the financial year 2014/2015 will be £3200.00 paid out under S137, to BT, on receipt of a VAT invoice for £8800.00. The remaining £5600 will be paid back to Ashford Borough Council from private funds.

 

6. After gaining the unanimous agreement of the Parish Council, the Chairman and Vice Chairman signed the formal agreement with BT on behalf of Hothfield Parish Council and the cheque for £3200, payable to BT was also signed, to be sent on receipt of a VAT invoice and in conjunction with the BACS payment from ABC.

 

              Proposed  Mr Parker                                     Seconded  Mrs Hogben

 

           Formation of Staffing Committee

The Clerk has been advised that a committee should be formed to deal with staffing issues.  The Committee should consist of a grievance panel and an appeals panel.

           This will be discussed at a future meeting.

 

8.    FINANCE

            Bank Balance per Cash Book verified at Mid Year Audit                     Balance at Bank    

Parish Council Opening Balance

   28627.21

 

PC Reserve A/C

   29970.11

Plus Receipts

     9050.56

 

Less u/c cheques

       859.49

 

   37677.77

 

 

   29110.62

Less Payments

     6885.82

 

PC Current A/C

       100.00

 

   30791.95

 

Y Current A/C

     3266.76

 

 

 

Y Reserve A/C

     1029.57

 

 

 

 

   33506.95

 

 

 

Contra Entry

     2715.00

 

 

 

 

   30791.95

Less Earmarked Funds

   12833.30

 

Less Earmarked

   12833.30

AVAILABLE FUNDS

   17958.65

 

 

   17958.65

 

            Accounts to be Paid

PAYEE

CHQ

   NO

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J Batt

1286

 

Salary

Expenses

    206.72

      45.60

 

   

    252.32

Mr K Marden

1287

Salary

      79.40

 

      79.40

Glasdon UK

1288

Teddy Bear Bin

    203.87

40.77

    244.64

J R Sutcliffe

1289

Switch for MUGA

      24.48

 

     24.48

Mr P Howard

1290

Light Bulbs for MUGA

      22.00

  4.40

     26.40  

BT Plc

1291 

S137 payment towards

Fibre optic broadband

 

  3200.00

 

 

3200.00

Cancelled Chq

1292

 

 

 

 

           

            Resolution:  Councillors unanimously agreed to pay the above accounts and noted the Direct Debit Payment to EDF for the electricity for the MUGA, taken on the 1st of each month for £20.00.    

           

            Proposed Mr Parker           Seconded  Mrs Sutcliffe

 

            Earmarked Funds   

 

O

Balance

+/-

Nov

C

Balance

MUGA

EDF (1/11)

Switch

Light Bulbs

 

  5363.00

 

 20.00

 24.48

 22.00

 

 

 

  5296.52

Road Sweeping

Salary  November

 

  2359.64

 

 79.40

 

  2280.24

Shelter

    251.60

 

    251.60

Garden Competition

Prizes paid September

   

    177.40

 

 

   

    177.40

Village Projects

  2400.00

 

  2400.00

Village Fete

  1727.54

 

  1727.54

Salt Bin

    700.00

 

    700.00

TOTAL

12979.18

145.88

12833.30

 

              Preparation of Budget and setting of Precept

              Resolution:  Councillors agreed to leave the precept at £9500.00.  The

              Finance Committee will prepare the budget.

 

              Internal Auditor’s Half Yearly Report

              The auditor undertook his half yearly assessment in October and raised no

              issues with the minutes, accounting records, vouchers or bank reconciliation.

 

9.    RISK ASSESSMENT       

            The Clerk reported that she had managed to obtain a price from a second company and

            that it was more expensive than the one received from the Play Inspection Company.

 

Resolution:  Councillors unanimously agreed to instruct The Play Inspection Co to undertake next year’s Annual Play Inspection.

 

10.       PLANNING

           Please see attached list.

 

11.      FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS

           Mr Howard reported on the meeting that he attended for the Parishes of Ashford Rural West.

           The Craft Fair and Race Night went well.

           The Village Fete will be held on Sunday 12 July 2015.

          

There being no further business the meeting closed at 9.35 pm.

 


HOTHFIELD PARISH COUNCIL

 

PLANNING APPLICATION RECORD

 

2014

NOVEMBER 2014

 

14/01285/AS     Tamarisk, Church Lane, Hothfield, Ashford, Kent TN26 1EL

14/01286/AS     Proposed extensions to front, side and rear and internal alterations

Parish Council:  Support but would like the Planning Department at ABC to check the height of the extension on the plans to ensure that it is not higher than the wall, as councillors understand one resident has objected.

             

Decision Notices received from ABC

14/00935/AS     2 Common Way, Hothfield, Ashford, Kent

              Erection of a three bed dwelling and associated access           

              Borough Council: Refuse

 

14/01109/AS     Public Conveniences, Maidstone Road, Hothfield

              Partial demolition of existing public toilet block and extension and change of use to create visitor cafe with new toilet facilities          

              Borough Council:  Permit

 

^^^ Up to top of page


Last updated ~ 02.12.2014dDate -->
 2014 Hothfield Parish Council