Hothfield Parish Council

...in the rustic heart of Kent



 
 JANUARY 2016 PARISH COUNCIL
MEETING MINUTES
    

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

PRESENT:  

Mr L Krause (Chair), Mr M Cook, Mrs P Sutcliffe, Mr P Howard, Mr R Libbeter
and Mr D Parker
.
Mrs S Parker and Mr P Fothergill following co-option

PARISH CLERK: Mrs J Batt
BOROUGH COUNCILLOR: Mr L Krause
COUNTY COUNCILLOR: --
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.

  • the councillor must not seek improperly to influence a decision on that matter (whether before or after the meeting) e.g. through contact with officers or other councillors

 

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

  • The councillor must leave the meeting room when the relevant item of business is called but before doing so may make representations on the item of business in the same way as a member of the public may.
  • The councillor must not seek improperly to influence a decision on that matter (whether before, at or after the meeting) through contact with officers or other councillors and should follow the guidance at para 6 above.
  • If a councillor with an OSI chooses to express a view on the matter to the Head of Planning & Development eg. as a consultee, s/he should do so in writing and should disclose the interest in any communications on the matter.

 

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

  Mr Libbeter.

 

 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:

  • There is a national housing shortage.
  • There is additional pressure on housing supply in the South East.
  • ABC has a duty to identify a supply of land that can meet housing need.
  • There are other existing forums covering specific interests e.g. CPRE.
  • Individual parishes will be responding to the local plan.

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:

  • Assistance in responding to issues relating to infrastructure.
  • Local knowledge on health provision and response times.
  • Sustainable drainage
  • Buffer zones between communities to retain a rural aspect and safe routes for people, flora and fauna.
  • Rural economy/ employment, how to support it.
  • Roads; connectivity, safety and rural hierarchy and character.
  • Housing:
  • A holistic map of housing provision across ABC.
  • An understanding of the interrelationship between existing housing stock and proposed new provision which is primarily family housing.
  • Meeting local and borough wide housing need in partnership.
  • Better use of existing stock. (flexibility )
  • Housing for an ageing population.
  • Affordability.

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.

8.   FINANCE

Balance per Cash Book       

Parish Council Opening Balance    

28367.87

PC Reserve Account

16525.07

Plus Receipts

14011.50

Less u/c cheques

    540.37

 

42379.37

 

15984.70

Less Payments

21997.86

PC Current a/c

    100.00

 

20381.51

Y Current a/c

  1030.05

 

 

Y Reserve a/c

  3266.76

 

 

 

20381.51

Less Earmarked Funds

  9971.47

 

  9971.47

AVAILABLE FUNDS

10410.04

 

10410.04

 

            Accounts to be Paid                   

PAYEE

CHQ

NO

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J Batt

 

 

   349

Salary

Expenses

General Admin

213.43

  12.06

  16.88

 

 

 

  242.37

Mr K Marden

   350

Salary

    2.60

 

      2.60

Mr Howard

   351

Light Bulbs for MUGA

  24.14

4.83

   28.97

Clive Stanley

   352

Webmaster Services

126.00

 

 126.00

 

            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

 

              Earmarked Funds                      

 

O Balance

+/- Dec

C Balance

MUGA

EDF Jan

Light Bulbs

 

    1959.52

 

   20.00

 

    1939.52

Road Sweeping

Salary Jan

    2860.14

 

   77.60

 

    2782.54

Bus Shelter

      251.60

 

      251.60

Garden Competition

      177.40

 

      177.40

Village Projects

    2400.00

 

    2400.00

Village Fete

    1720.41

 

    1720.41

Salt Bin

      700.00

 

      700.00

TOTAL

     10069.07

  97.60

    9971.47

 

              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       

Bank Mandate

We have now received confirmation from NatWest that they are using the current mandate.

9.    PLANNING

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

 

2016 

JANUARY 2016

 

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

                            conservation area

                            Borough Council:  Permit

 

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Last published ~ 24-02-2016  
 2016 Hothfield Parish Council