Hothfield Parish Council

...in the rustic heart of Kent



 
 FEBRUARY 2018 PARISH COUNCIL
MEETING MINUTES

 

MINUTES 173                                                   Page 795
 

Minutes of the Ordinary Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Wednesday 7 February 2018 at 7.00 pm
  

PRESENT:  

Mr D Parker (Chair), Mrs S Parker, Mrs P Sutcliffe, Mr M Cook,

Mr P Fothergill, Mr P Howard, Mr R Libbeter and Mr I Lloyd


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

There was one Member of the Public present for part of the meeting.

1.   APOLOGIES FOR ABSENCE

There were no Apologies for Absence.

 

2.   DECLARATIONS OF PECUNIARY INTEREST AND SIGNIFICANT INTEREST

Declarations of Pecuniary Interest

There were no Declarations of Pecuniary Interest.

 

Declarations of Significant Interest

There were no Declarations of Significant Interest.

 

To note the granting of any requests for Dispensations and the decision

There were no requests for Dispensations.

 

ii)  Updating of Declarations of Interest for the Code of Conduct

The Clerk reminded Councillors that they should update their Declarations of  Interest with the Monitoring Officer if necessary.        

 

3.   PUBLIC INTERVAL

The meeting was opened from 7.03 – 7.14, during which time the Member of the Public present, who works with Ashford Cavaliers Football Club, discussed his request for a bursary to help with pitch renovation.  The request will not be progressed by the Parish Council, but Councillors suggested other organisations the team could approach.

 

4.   ACCEPTANCE OF MINUTES OF PREVIOUS MINUTES

Minutes 172 of the meeting held on 11 January 2018 were accepted and it was unanimously agreed that Mr Parker should sign them.

 

Proposed  Mr   Fothergill      Seconded  Mr Libbeter


5.   MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES

There were no Matters Arising that were not covered on the agenda.

6.   COMMUNICATION TO RESIDENTS ABOUT NEIGHBOURHOOD PLAN

Resolution:  Councillors agreed 7:1 abstention (Mr Parker) to seek professional advice via the KALC prior to sending out a communication to each resident, asking for their views on whether the Parish Council should proceed with the preparation of a Neighbourhood Plan.

 

Proposed Mr Libbeter             Mr Lloyd

 

7.   HISTORICAL MINUTES OF ABC’s HOTHFIELD REGENERATION TASK GROUP

Following a request from a member of the public that the minutes of meetings of the Hothfield Regeneration Task Group, held between 2012 and 2015 be published on the

Hothfield Website councillors resolved the following 7:1 abstention (Mr Parker):-

 

Resolution

That as the minutes of ABC’s Hothfield Regeneration Task Group which folded in 2015 were now nearly 3 years out of date, were not a record of meetings of the Parish Council and that no action had been taken following the meetings, these minutes should not be archived on Hothfield Parish website.  Any member of the public wishing to see these minutes should contact ABC.

 

              Proposed  Mr Libbeter                   Seconded  Mrs Parker

 

8.   COACH DRIVE DROP-IN EXHIBITION FOLLOW-UP

The drop-in session was considered to be a successful event and Mr Crabtree and Mr Wood provided the Parish Council with a draft report of the afternoon which matched with the feedback received from residents.  The outline application is likely to be submitted in 4 – 6 weeks and by the end of the year a full application will be submitted.  The land owners’ agents have taken on board the comments made by residents and confirmed they will be complying with ABC’s affordable housing policy.  Out of 60 units 24 have to be under the affordable housing policy.

 

A final draft of their report will be made available to the parish council and published on the Hothfield Parish Website in due course.

 

9.   A20 OVERNIGHT LORRY PARKING RESTRICTION SCHEME

Westwell parish council Chair Mrs Drury and ABC Ward Member Mr Krause are keen to capture residents’ comments about improvements in the local environment from the Charing roundabout to the Drovers roundabout since the restrictions were brought in. There is a proposal to employ a journalist to capture this information, which will be sent to central government to underpin these improvements.

 

The cost of the report will be in the region of £2000, and Mr Krause has offered to grant £500 to both Hothfield and Westwell Parish Councils from his Members Grant, to part fund their share.

 

If Charing also contributes £500, the remaining £500 will be split between the 3 councils. 

 

Councillors agreed to ask Mr Krause for £500 from his Members Grant.

 

10.   BOROUGH COUNCILLORS REPORT

Mr Krause was not in attendance

11.  FINANCE

            Earmarked Funds                

 

Balance

11.01.18

+/-

Feb

Balance

11.01.18

MUGA

EDF February

Trevor May

  2682.95

 

  -11.00

-376.00

 

 

  2295.95 

Litter Picker Salary and Other Costs

  2637.89

  -96.90

    -1.46

 

  2539.53

Bus Shelter

    451.60

 

    451.60

Garden Competition

    351.65

 

    351.65

Village Projects

  2400.00

 

  2400.00

Village Fete

Receipt from Mr Lloyd

  1640.41

 

+152.90

 

  1793.31

Hall Rent for Squad 26

    700.00

 

    700.00

TOTAL

10864.50

-332.46

10532.04

 

            Bank Reconciliation as at last Bank Statement

            Balance per Cash Book                          Balance at Bank

Opening Balance

27952.12

 

PC Reserve A/C

32039.23

Add Receipts in Year

19691.08

 

Plus u/c Receipts

        0.00

 

47643.20

 

 

32039.23

Less Payments in Year

14053.07

 

Less u/c Cheques

  3045.66

 

33590.13

 

 

28993.57

Less Earmarked Funds

10532.04

 

PC Current A/C

    100.00

 

23058.09

 

Y Current A/C

  1030.65

 

 

 

Y Reserve A/C

  3465.91

 

 

 

 

33590.13

 

 

 

Less Earmarked Funds

10532.04

 

 

 

 

23058.09

 

            Accounts to be Paid

PAYEE

CHQ

NO

DESCRIPTION

NET

£

VAT

£

GROSS

£

Parish Clerk

  1461

Salary and Expenses

 272.26

 

    277.26

Litter Picker

  1462

Salary

   96.90

 

      96.90

Miss Flynn

  1463

Refuse Sacks

     1.46

   0.29

        1.75

Mr Parker

  1464

Drop-in admin costs

     6.85

   0.85

        7.70

            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 1st of each

            month for £11.00.

 

            Proposed  Mr Fothergill           Seconded  Mr Lloyd

 

Councillors agreed 7: 1 abstention (Mr Parker) to cheque no 000031 for £465.19 being drawn on the Youth Project Account, in favour of the Parish Council to repay the start up cost for Squad 26, as detailed in Minutes 166 of the meeting held in July 2017.

 

12.       CORRESPONDENCE AND GENERAL COUNCIL BUSINESS      

 Correspondence

Clerk and Councils Direct

ABC Notice of Submission of Local Plan

The Stone Shop

 

Email Correspondence

Ashford Cavaliers Football Club

Sk8side requesting a donation towards funding for the youth – the Clerk will ask for more details

Mr Stanley informing the council that the domain name and server hosting package renewal becomes due in April 2018 at a cost of £76.00.  Councillors noted this

Mr Cox – Councillors agreed 7: 1 abstention (Mr Parker) not to accede to Mr Cox’s request for their email addresses to be made public.  All emails should be sent via the Parish Clerk.

Other comments made by Mr Cox were noted.

 

Data Protection

Mr Parker explained that it is the council’s responsibility to ensure that the council is fully compliant when the DPA changes come into force on 25 May 2018.  The council can no longer share a computer with the other councils that the clerk works for and 2 IT companies have been approached to quote for supplying a computer and software and

installing the software and migrating data from the existing computer.  Councillors will review the quotes when received and if necessary a decision will be made prior to the next meeting.

 

Interactive Speed Signs

As it is feasible that there might be some S106 money available from the proposed Coach Drive development, it was agreed to defer this pending any potential S106 support.

 

MUGA

Mrs Sutcliffe and Mr Howard reported that all the lights have been broken.  Mrs Sutcliffe investigated the cost and found LED lights with polycarbonate covers for £39 each, from a company on the internet.  A local electrician has quoted £50 per light, plus any unexpected extras of required to install them.  The electrician will have the use of Mr Howard’s CherryPicker and Mr Howard will check with his insurance company to ensure that the gentleman  is covered in the event of an accident, prior to the work being carried out

     

Resolution:  Councillors agreed 7:1 abstention (Mr Parker) that Mrs Sutcliffe should purchase 8 lamps on behalf of the parish council, so that we have 2 spare in stock at a  cost of £39.00 and that she should instruct the electrician to install them on behalf of the council.

 

13.       PLANNING

No applications received.

             

14.       FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS  

Mr David Parker handed the council a letter of resignation from both his position as Parish Council Chairman and Parish Councillor, to take immediate effect.

 

Councillors expressed their regret that Mr Parker had decided to resign and wished him well for the future.  Mr Libbeter officially thanked Mr Parker for all his work over the past 8 years.

 

Mr Parker thanked everyone for their help and support over the past 8 years and for their good wishes.

 

Mr Parker was due to attend a Peer Review session at ABC on 15 February and asked whether anyone else would be prepared to go in his place.  Unfortunately, no one else is available.  Mr Parker will write to ABC and let them know he will not be in attendance.

 

Mr Parker asked councillors to give some thought as to who will send the article from Hothfield Parish Council into Hothfield Newsletter each month.

 

A Councillor needs to undertake the Risk Assessment in March and September. Mr Libbeter will do the March assessment.

 

The council will need to represent Hothfield at KALC meetings. 

 

The Clerk was asked to report the water leak outside of Alder House.

 

The date of the Gardening Competition has been set for 30 June.         

             

There being no other business the meeting closed at 9.25 pm.

 

 

Signed …………………………………………………………. Dated …….............................      

                                              Chairman

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Published: 11.03.2018
 2018 Hothfield Parish Council