MINUTES 148 Page 671
Minutes of the Ordinary Parish Council Meeting
held at The Bluebell Centre Hothfield,
on Monday 11 January 2016 at 7.00 pm
Mr L Krause (Chair), Mr M Cook, Mrs P Sutcliffe, Mr P Howard, Mr R Libbeter
|PARISH CLERK:||Mrs J Batt|
|BOROUGH COUNCILLOR:||Mr L Krause|
|MEMBERS OF THE PUBLIC:
There were 2 Members of the Public present.
1. APOLOGIES FOR ABSENCE
There were no Apologies for Absence.
2. DECLARATIONS OF INTEREST
Declarations of Pecuniary Interest
There were no Declarations of Pecuniary Interest
Declarations of Significant Interest
Mr Krause declared a Significant Interest in Planning Application No 15/0219/AS, as he is a neighbour of the applicant.
Mr Parker declared and interest in the Co-option of Parish Councillors as one of the Applicants is his wife.
i. To note the granting of any Requests for Dispensations and the decision
No such applications received.
ii. Updating of Declarations of Interest
The Clerk reminded councillors to update their Declarations of Interest with the Monitoring Officer if necessary.
Clarification of the following – received from the Monitoring Officer at ABC: -
1) At which form of village meeting, official or unofficial, informal or formal are Parish Councillors obliged to declare an interest?
2) If a Parish Councillor declares an interest in a planning application should they then be expected to leave the room whilst the Application is discussed?
The code of conduct requires DPIs or OSIs in matters to be declared at a “Meeting” which is defined as meetings of the authority, its executive or any of its committees, sub committees etc. So it does not require declaration at informal meetings such as village meetings or drop ins.
However, advice to borough councillors in the recently updated Good Practice Protocol on planning matters does cover the matter of informal meetings in the context of the code requirement to not improperly seek to influence decisions on which s/he has an interest which applies at all times when acting as a councillor and not just at formal meetings. Paragraphs 6 and 9 set out the advice in relation to DPIs and OSIs respectively at both public and private meetings. The relevant extracts are as follows.
6. By way of illustration of the final bullet point above, if attending other public meetings, workshops or hearings organised by the Council or a third party such as a developer or parish council, the DPI should be declared to the meeting in the event the councillor wishes to participate.
If attending a private meeting organised by the Council such as a Task Group meeting or a developer briefing to members, the DPI should be declared at the start of the meeting in any event, but participation in discussion or questioning at such a private meeting will normally be inappropriate unless a dispensation has been granted (see paragraph 13 below)
9. Failure to declare an OSI is a breach of the Council’s adopted code of conduct and could in some could in some circumstances jeopardise the validity of a decision taken by the Council.
Where an OSI exists:-
The OSI and the nature of it must be declared no later than commencement of consideration of the relevant item of business
If a councillor declares an interest at a formal meeting it depends whether it is an OSI or DPI. If a DPI then the councillor should leave the room when the item is called and take no part. If an OSI then s/he should also leave but before doing so may make representations about the matter if the public have the right to do the same.
3. CO-OPTION OF PARISH COUNCILLORS
Mrs Sutcliffe proposed Mrs Susan Parker for the position of Parish Councillor, seconded
by Mr Howard. Unanimous.
Mr Parker proposed Mr Paul Fothergill for the position of Parish Councillor, seconded by
Mrs Parker and Mrs Fothergill signed their Declarations of Acceptance of Office and both
will complete a DPI Form and return it to ABC within 2 days, with a copy for the Clerk.
4. PUBLIC INTERVAL
The meeting was opened to the Members of the Public present from 7.30 – 7.31 pm for questions and comment.
5. ACCEPTANCE OF MINUTES OF PREVIOUS MEETING
Minutes 147 of the meeting held on 2 December 2015 were accepted and it was unanimously agreed that Mr Krause should sign them.
Proposed: Mrs Sutcliffe Seconded: Mr Parker
6. MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES
There were no Matters Arising that were not covered on the agenda.
7. CORRESPONDENCE AND OTHER GENERAL COUNCIL BUSINESS
Mrs M Southwick re signage at Meadow View
Mr C Stanley re website hosting – Councillors agreed to renew for 2 years
Mr C Stanley re request for financial contribution towards training on KCC website –
Councillors refused this request as we have our own website maintained by Mr Stanley
Clerk and Councils Direct
Lord Lieutenant of Kent re Civic Service
Plan it Ashford Consultation
A drop in session with Mr Cole from ABC has been arranged for 23 January between 2 pm and 4 pm. This has been advertised on the notice board, website and in the Hothfield News. Tea and coffee will be provided.
Installation of Bench in The Street
Mr Howard is liaising with ABC regarding installing a steel bench in The Street on area of grass next to the shop. The bench being considered is manufactured by Street Master.
Resolution: Councillors unanimously agreed to provide any extra funding required to pay for the installation of the bench.
Proposed: Mr Howard Seconded: Mrs Sutcliffe
2016 Play Area Inspection
Councillors confirmed that the details on the Repeat Inspection Form were correct.
Sector Led Body to procure Audit for small councils – Introduction Letter and Factsheet from NALC/SLCC/Association of Drainage Authorities
Resolution: Councillors unanimously agreed to opt into this arrangement as they felt
that the NALC/SLCC and Association of Drainage Authorities would be able to negotiate better with terms an auditor than we would independently.
KALC Local Plan Workshop
Mr Parker reported on the meeting held in December.
The Terms of Reference for the Ashford Area committee of KALC Local Plan group are as follows: -
These terms of reference take in to account the following:
The purpose of this group is to work with ABC to establish a strategic relationship between the parishes and ABC’s response to the local plan:
To avoid getting involved in the detail of housing provision which parishes will cover individually it may be more appropriate to focus on Parish identity and the spaces between communities and green corridors.
Each Parish should define what is special about their Parish on one side of A4 as this will focus their attention to what is needed to protect and sustain it.
Hothfield Neighbourhood Plan
It was agreed to form a small committee to work on the production of a Neighbourhood plan, led by Mr Parker with Mr Fothergill and Mr Libbeter from the Parish Council and Mr Heron representing the parish of Hothfield. The members of the committee will produce a letter of intent for the Clerk to forward to the relevant officer at ABC.
Balance per Cash Book
Accounts to be Paid
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 Mr Libbeter
Adoption of Budget and Setting of Precept 2016-2017
Resolution: Following the production of the budget, Councillors unanimously
ratified their earlier decision to set the Precept for 2016-2017 at £9500.00.
Councillors unanimously approved the budget produced by the Finance and
Policy Committee. Please see attached.
Proposed: Mr Libbeter Seconded: Mr Fothergill
We have now received confirmation from NatWest that they are using the current mandate.
Please see attached list.
10. FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS
Mrs Sutcliffe reported she received a call from CXK to say they will not be visiting Hothfield again until the weather improves, as attendance towards the end of last year was sporadic.
Repairs to the carriageway are urgently needed to Cade Road and Waterfall Road. Mr Howard is meeting with the Highway Steward from KHS on Thursday and he will show him all the areas of concern in the parish.
We will be holding the Garden Competition and Mrs Sutcliffe asked whether we should consider changing the format. Suggestions will be invited through the newsletter.
Mr Cook reported that a resident had expressed concerns regarding health and safety at one of the garage blocks. He told the gentleman to contact ABC.
A review of Parish Council documents will be included on the next agenda.
HOTHFIELD PARISH COUNCIL
PLANNING APPLICATION RECORD
15/00219/TC Sian Cottage Polla House, Church Lane, Hothfield, Ashford, TN26 1EL
Reduce canopy and re-shape Oak Tree (marked A)
Parish Council: Support
Decision Notices received from ABC
15/01453/AS Waterfall Barn, Water Fall Road, Hothfield, Ashford, Kent TN26 1HX
Demolition and levelling of breeze block agricultural building lying within a
Borough Council: Permit
|Last published ~ 24-02-2016||
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