Hothfield Parish Council

...in the rustic heart of Kent



 
 MAY 2017 PARISH COUNCIL
MEETING MINUTES
    
 [DRAFT - To be accepted at the next Meeting]

MINUTES 164                                                    Page 749
 

Minutes of the Ordinary Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Wednesday 5 April 2017 at 7.00 pm

PRESENT:  

Mr D Parker (Chair following election), Mrs S Parker, Mrs P Sutcliffe, Mr M Cook, Mr P Fothergill, Mr P Howard, Mr I Lloyd and Mr R Libbeter
Mr D Beckley, Community Warden

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

There were 2 Members of the Public present, for part of the meeting.

 

  1.    ELECTION OF CHAIRMAN

Mr Libbeter proposed Mr David Parker for the position of Chairman, seconded by Mrs Sutcliffe.  There were no other nominations.   

 

Mr Parker agreed to accept the position of Chairman for the coming year.

 

            Mr Parker signed his Declaration of Acceptance of Office.

 

            Councillors thanked Mr Parker for his work over the last 12 months.

 

  2.    APOLOGIES FOR ABSENCE

An Apology for Absence was received from Mr L Krause who was unable to attend due to being a candidate for Kent County Council in the Election being held on 4 May.

 

  3.       DECLARATIONS OF INTEREST

Declarations of Pecuniary Interest

There were no Declarations of Pecuniary Interest.

 

Declarations of Significant Interest

Mr Lloyd declared a Significant Interest in Planning Application No 17/00521/AS as he owns the property.

 

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 Howard proposed Mr Libbeter for the position of Vice Chairman, seconded by Mr Fothergill.  There were no other nominations

 

Mr Libbeter agreed to accept a position of Vice Chairman for the coming year.

 

Mr Parker thanked Mr Libbeter for his support over the last year,

 

5.   ELECTION OF OFFICERS TO COMMITTEES FOR THE TERM OF THE COUNCIL

Finance and Policy Committee – Mr Parker (chair), Mrs Sutcliffe and Mr Libbeter

Village Hall Committee – Mrs Parker

KALC – Mr Parker and Mr Fothergill

Parish Forum – Mr Parker

Police Committees – Mr Libbeter

Planning Committee - Mr Howard (Chair), Mrs Sutcliffe, Mr Cook and Mr Libbeter

                                 Ex Officio –Mr Parker 

Councillor to serve on reciprocal Complaints Committee for Little Chart Parish Council if required – Available councillors

Any other Committees requested by Councillors – None

 

Resolution:  Councillors unanimously agreed to the above appointments

6.   DELEGATION OF RESPONSIBILITIES FOR THE TERM OF THE COUNCIL

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 L Robbins

Finance – Finance & Policy Committee     

Annual Review of Insurance Arrangements – On receipt of renewal – Mr Parker

Weekly MUGA and Youth Shelter Safety Check – Mr Cook

Annual Inspection of MUGA and Youth Shelter – The Play Inspection Company

Councillors responsible for Website and Publicity – Mr Fothergill

Councillor responsible for Post and Emails – All Councillors

Councillor responsible for Returning Questionnaires – Mrs Sutcliffe and Mr Cook

Councillor responsible for Submitting Report to Kentish Express – Mr Fothergill

Any other responsibilities put forward by Councillors

 

Resolution:  Councillors unanimously agreed to the above appointments

           

7.    PUBLIC INTERVAL

The members of the Public present did not have any questions or comments to make.

 

8.      ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

Minutes 163 were accepted and it was unanimously agreed that Mr Parker should sign them as a true record of the meeting.

  

         Proposed  Mr Libbeter                 Seconded  Mrs Sutcliffe

 

9.         MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES

There were no Matters for Report that were not covered on the agenda.

 

10.    CORRESPONDENCE AND OTHER GENERAL COUNCIL BUSINESS

           Correspondence

 Wicksteed Playgrounds

 The Kent Men of The Tree

 

Email Correspondence

The following was received from PCSO Angie Burden

3/4/2017: making off without payment, Esso Hothfield.

10/04/2017: Theft: rear of Beefeater restaurant. – Theft of waste oil.

12/04/2017: School road – Hothfield. – smashed car window. Possibly as a result

of a road traffic collision.  

24/04/2017: theft – Waterfall road. – Theft of generators.

27/04/2017:  Making off without payment. – Esso Hothfield.

 

Mr Rickards asking for a letter of support from the Parish Council regarding the creation of gaps in the tree canopy to make ecological and visual connections with the surrounding countryside as discussed in March.  Councillors agreed to this request. 

 

Arrangements for dealing with Parish Council Post and Emails

The Clerk will deliver any significant post to Mr Parker one week before the meeting.

 

Emails

All emails are forwarded to all councillors who will monitor them and bring any of particular importance to Hothfield to the attention of councillors at the next meeting.

           

Councillors should inform the Clerk if they wish a particular email to be included on an agenda for discussion.

 

Mr Parker will inform the Clerk of any emails he feels Hothfield should unsubscribe from.

 

Chairman’s Update

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

 

MUGA and Youth Shelter

Councillors thanked Mr Cook for painting the box and the fence.

 

Website

Nothing to report.

 

Risk Assessment

Mr Parker has completed 2 x Risk Assessments during the 2016/2017 financial year

and there are no outstanding issues.

 

Storage of Parish Council Documents

Councillors are satisfied that the minutes and all other documents are secure in the filing cabinet in the Bluebell Centre.

 

Mr Sutcliffe, Mr Parker and the Clerk will meet to sort through the documents.

 

Retention and Storage of Post and Emails

Post that is not specific to Hothfield will not be kept unless it is considered to be important, or the Clerk is particularly asked to keep it.  Old post will be recycled

 

Emails

Sensitive emails should be printed off by the Clerk.  Councillors should inform the Clerk if they wish a particular email to be printed and agreed that emails should be deleted after 6 months.

 

IT Security

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.

 

Compliance with Transparency Code – amendment to agenda

All information required under the code is published on the website.

 

Storage of Computer Records – amendment to agenda

The Clerk backups information on a memory stick and Drop box

 

Village Fete

Arrangements are progressing for the Fete which is to take place on 2 July.  The next meeting is due to be held on 23 May and all councillors have been invited to attend.  Twenty-three activities have been arranged for the day.

 

Mr Parker will oversee the insurance for the event.     

 

General Power of Competence

Confirmation that Hothfield Parish Council adopted the General Power of Competence at the meeting held on 14 May 2015.          

 

Installation of Memorial Post Box in The Street

Mr Howard has asked permission from ABC to install the box on the grass by the bench and is awaiting a reply.

 

Provision of Youth Service in Hothfield

Councillors were pleased to hear that 7 children aged between 7 and 11 attended the first Squad 26 meeting.

 

11.    FINANCE AND GENERAL COUNCIL BUSINESS

Internal Auditors Report

The Clerk reported that Mr Robbins carried out his final audit for the year 2017/2018 on 25 April and the only issue raised was the level of the Parish Council’s bank balance. 

He warned that the External Auditor might comment that the balances are too high and advised the members of the council to consider the council’s financial position and identify some projects to spend some of the money on.

 

Review of Statement of Internal Control

Councillors were satisfied that the Statement of Internal Control, was in order and Mr Parker and the Clerk signed the document.

 

Review of the Effectiveness of the Internal Auditor

Councillors unanimously agreed that they were satisfied with the effectiveness of the Internal Auditor, Mr Lionel Robbins and agreed to employ him again next year.

 

Consideration of the Findings of the Review by Members of the Meeting as a Whole – amendment to the agenda

Councillors considered the findings of the review and agreed they were satisfactory.

 

Approval of the Annual Governance Statement by Resolution – Sec 1

Councillors completed the Annual Governance Statement.

 

Resolution:  Councillors unanimously approved the Annual Governance Statement.

 

Proposed: Mr Fothergill          Seconded:  Mr Libbeter

 

Signature and Dating by the person presiding at the meeting and The Clerk – Sec 1

Mr Parker and the Clerk signed and dated the Annual Governance Statement.

 

Consideration of the Accounting Statements by Members of the Meeting as a Whole – amendment to the agenda

Councillors considered the Accounting Statements and agreed they were accurate.

 

Approval of the Accounting Statement by Resoution – Sec 2

Councillors considered the accounting statement.

 

Resolution:  Councillors unanimously approved the Accounting Statement.

 

Proposed: Mr Libbeter                  Seconded:  Mr Fothergill

Signature and Dating by the person presiding at the meeting – Sec 2

Mr Parker signed and dated the Accounting Statement, previously signed and dated by the Clerk

 

Review of Direct Debits

Resolution:  Councillors agreed to continue to pay the electricity bill for the MUGA by Direct Debit.

 

          Accounts to be Paid

PAYEE

CHQ

NO

DETAILS

NET

£

VAT

£

GROSS

£

Mrs J Batt

1416

Salary on Account

    200.00

 

    200.00

Mr K Marden

1417

Salary on Account

      90.00

 

      90.00

Mr H Grenfell Banks

1418

Newsletter Costs

  1500.00

 

  1500.00

KALC

1419

Subscription

    262.42

   52.48

    314.90

St Margarets PCC

1420

Churchyard Maint

    500.00

 

    500.00

Pilgrims Hospice

1421

Donation

    250.00

 

    250.00

Hothfield History Soc

1422

Donation

    100.00

 

    100.00

Mr L Robbins

1423

Internal Audit Fee

      75.00

 

      75.00

Mrs S Parker

1424

Squad 26 Expenses

    162.89

 

    162.89

Market Direct

1425

Squad 26 Insurance

    113.30

 

    113.30

Mr M Cook

1426

Paint and Brushes

      33.82

     0.33

      34.15

 

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 £9.00.      

             

              Proposed  Mr Howard    Seconded  Mr Libbeter

 

            Bank Balance per Cash Book                  Balance at Bank

Opening Balance

  19290.21

 

PC Reserve A/C

    23525.31

Add Receipts in Year

  19578.04

 

Less u/c cheques

        169.60

 

  38868.25

 

 

    23355.71

Less Payments in Year

  10913.13

 

PC Current A/C

        100.00

 

  27952.12

 

Y Current A/C

      3465.91

Less Earmarked Funds

  10465.90

 

Y Reserve A/C

      1030.50

 

  17486.22

 

 

    27952.12

 

 

 

Less Earmarked Funds

     10465.90

 

 

 

 

     17486.22

 

           

               Earmarked Funds                               

 

Balance

05.04.17

+/-

May

Balance

03.05.17

MUGA

EDF May

Budget

 2292.70

 

     - 9.00

  +550.00

 

 

   2833.70

Litter Picker’s Salary and Other Costs

Salary May

Donation to Hospice

Budget

  2540.79

 

     

   - 90.00

 - 250.00

+1217.00

 

 

 

 

    3417.79

Bus Shelter

Budget

    351.60

 

  +100.00

 

      451.60

Garden Competition

    351.65

 

      351.65

Village Projects

  2400.00

 

    2400.00

Village Fete

 

 1640.41

 

 

    1640.41

Hall Rent for Squad 26

    700.00

 

      700.00

TOTAL

10277.15

1536.00

  11795.15

             

Refund of VAT from Broadband Project   

We have asked HMRC how we should proceed regarding this refund and await a reply.   

 

12.    INSURANCE

Renewal of Insurance for Year 2017-2018

Documents not yet received.  Councillors agreed to authorise payment during the month, provided they are satisfied with the cover and premium to ensure uninterrupted cover.

 

Self Insurance of Parish Council Assets

Resolution:  Councillors unanimously agreed to continue to self-insure the Litter Cart.

 

13.      BOROUGH COUNCILLORS REPORT

Mr Krause was unable to attend the meeting.

 

14.      PLANNING

Please see attached.

 

Storage of Planning Applications

Councillors confirmed that the Clerk can dispose of all Planning applications, once they have been discussed at a meeting, as they are available on the website.    

 

15.      FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS

The Clerk was asked to contact ABC and ask them to repair the fence along the road side of the Recreation Field.
 

16.      DRAFT LOCAL PLAN

Resolution:  Pursuant to section1 (2) of the public bodies (admission to Meetings Act) 1960, it is resolved that, because of the confidential nature of the business to be transacted, the public and press should leave the meeting during consideration of this confidential matter(s).

 

Proposed   Mr Libbeter                        Seconded  Mr Lloyd


Mr Parker reported that he and Mr Howard were invited to a meeting with Mr Cole
to discuss the progress of the Draft Local Plan.

 

This was a confidential meeting and details of the revised plan will be placed into the public domain by ABC towards the end of June 2017.

                  

There being no further business the meeting closed at 9.10 pm.

 


 

HOTHFIELD PARISH COUNCIL

 

PLANNING APPLICATION RECORD

 

2017

MAY 2017

 

17/00469/AS     Ashford Golf Complex, Bears Lane, Bethersden, Ashford, Kent, TN23 3BZ
Hybrid Planning Application comprising: - A Full Application for the Erection
of 1No. Dwelling with Associated Landscaping and Access and An Outline Application for the Erection of 6 No. Dwellings including detail relating to Access, Layout and Landscaping (Scale and Appearance as Reserved Matters).

                          Parish Council:  No Comment

 

17/00521/AS    Britton House Stud, Ram Lane, Hothfield, Ashford, Kent, TN25 4LS
Brickwork and re-pointing repairs

                          Parish Council:  Support

 

 

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Published:  26.04.2017
 2017 Hothfield Parish Council