Hothfield Parish Council

...in the rustic heart of Kent



 
 JULY 2018 PARISH COUNCIL
MEETING MINUTES

 

MINUTES 178                                                   Page 828
 

Minutes of the Ordinary Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Wednesday 4 July 2018 at 7.00 pm
  

PRESENT:  

Mr I Lloyd, (Chair), Mrs S Parker, Mrs P Sutcliffe, Mr M Cook, Mr P Fothergill, Mr P Howard.


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

Parish Councillor/Borough Councillor Krause emailed councillors and Mr Clive Stanley to inform them that he was unable to attend the meeting due to illness.  

2.   DECLARATIONS OF PECUNIARY INTEREST AND SIGNIFICANT INTEREST

Declarations of Pecuniary Interest

There were no Declarations of Pecuniary Interest.

 

Declarations of Significant Interest

Mr Fothergill declared a Significant Interest in matters associated with the Village Hall as he is Chairman of the Village Hall Committee and Mrs Parker and Mr Howard declared an interest in the Village Hall Committee as they are members of the Committee. 
 

Mrs Parker declared an interest in items associated with Squad 26.

 
Mr Cook declared an interest in Planning Application no 18/00891/AS, as he is a neighbour of the applicant

 
Mrs Parker declared an interest in Planning Application no 18/00881/AS, as she is a neighbour of the applicant.

 
Mrs Sutcliffe and Mr Howard declared an interest in Planning Application no 18/0881/AS citing personal connections with the owners of the land.

 

i)  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

There were no Members of the Public in attendance. 

 

4.   ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

Following discussion councillors unanimously agreed to reword the content of the minute headed Insurance to read as follows:

 

Councillors unanimously agreed to insure with Inspire.  This decision was taken following the May meeting in order to ensure that the premium was paid in time.  Councillors also agreed to sign up to the 3-year Long Term Agreement to 2021.

 

Subject to the above amendment, Minutes 177 of the meeting held on 6 June 2018 were accepted and it was unanimously agreed that Mr Lloyd should sign them.

 

Proposed  Mr Fothergill                           Seconded  Mrs Parker     

 

5.   MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES

Following concerns raised by Mr Krause at recent meetings, the Clerk reported that the Advisor from KALC confirmed that the council retains the Power of General Competence for the term of the council and, in order that members of the council could confirm this for themselves, the advisor sent 2 information sheets which were forwarded to councillors.  The relevant information is as follows:

 

Criteria for eligibility

The freedom of the GPC is available to local councils that meet two criteria for eligibility (LA

2011 s8) set out in a statutory instrument known as the Parish Councils (General Power of

Competence) (Prescribed Conditions) Order 2012 that came into force in April 2012.

A local council must decide, at a full meeting of the council, that it meets the criteria for

eligibility at that particular point in time. A resolution to this effect must be written clearly

in the minutes of that meeting. The council is then required to revisit that decision and

make a new resolution at every ‘relevant’2 annual meeting of the council to confirm that it

still meets the criteria (if it does). This means that eligibility remains in place until the first

annual meeting of the council after the ordinary election even if the condition of the

eligibility criteria has changed. The two criteria are:

Elected councillors   At the precise moment that the council resolves that it meets the

criteria, the number of councillors elected at the last ordinary election, or at a subsequent

by‐election, must equal or exceed two thirds of its total number of councillors.

Elected councillors include all councillors who stood for election.

The qualified clerk   The clerk must hold at least one of the sector‐specific qualifications

and should have completed the relevant training designed as part of the National Training

Strategy for local councils.

2 A ‘relevant’ annual meeting is the annual meeting of the council after the ordinary

    election that normally takes place every four years. The confirmation does not have to

  take place every year.

 

It was noted that Mr Krause does not agree with this advice.

 

Mr Krause also questioned the way amendments to the minutes are recorded.  The KALC was again consulted on this issue and has confirmed that the current procedure is correct.  However following discussion, Councillors agreed that in future the Clerk should send the draft minutes to all councillors, at the time she would normally only have sent them to the Chairman for proof reading.  All councillors will read them and send details of any errors/omissions or amendments needed to the Clerk within one week.  Provided agreement is reached regarding any amendments put forward, the minutes will be revised.

 

Councillors should not need to bring any errors/omissions or amendments to the attention of the Clerk and Councillors at a Parish Council meeting, but if they do they will be considered at that meeting and if the amendment is agreed it will be noted in the minutes of that meeting.

 

The following will be added to the website and a copy put on the notice board:

 

Please Note: Minutes on this website/noticeboard are posted prior to being ratified by the members of the Parish Council and as such are in draft form.  Any errors/omissions or amendments required will appear in the following month's minutes.

 

Mr Krause did not submit a report at the Annual Parish Meeting, but the minutes of the Annual Parish Council meeting should have noted that Mr Krause gave his Borough Councillors Report at the start of the meeting, prior to leaving at 7.15pm.  The report was included under the appropriate heading, in order to be consistent with the agenda.

 

The Parish Council is not expecting a reply to the Gypsy and Traveller site consultation.

 

The Cup Cake Day at Britton Farm Stud raised over £719.00.

 

The MUGA lights have been fixed, however, the timer is broken and the electrician is going to replace it.

 

6.   A20 OVERNIGHT LORRY PARKING RESTRICTIONS SCHEME   

Nothing to report.

                                                                                                                                          

7.   BOROUGH COUNCILLORS REPORT

Councillor Krause was unable to attend the meeting due to illness and sent his apologies.

8.   FINANCE

            Earmarked Funds                

 

Balance

06.06.18

+/-

July

Balance

04.07.18

MUGA

EDF July

Installation of Lights

      

  2373.54

 

   -11.00

 -380.00

 

   

   1982.54   

Litter Picker Salary and Other Costs

Litter Picker’s Salary

 

 

  3707.26

 

 

 -100.79

 

 

   3606.47

Bus Shelter

    551.60

 

    551.60

Garden Competition

    451.65

 

    451.65

Village Projects

  2400.00

 

  2400.00

Village Fete

  1793.31

 

  1793.31

Hall Rent for Squad 26

T/fer to Youth a/c

 

    233.29

 

 -233.29

 

         NIL

TOTAL

11510.65

-725.08

10785.57

 

 

Bank Reconciliation as at last Bank Statement

            Balance per Cash Book                          Balance at Bank

Opening Balance

33100.41

 

PC Reserve A/C

31048.98

Add Receipts in Year

  5507.78

 

Plus u/c Receipts

        0.00

 

33608.19

 

 

31048.98

Less Payments in Year

  6273.26

 

Less u/c Cheques

  2845.64

 

32334.93

 

 

28203.34

Less Earmarked Funds

10785.57

 

PC Current A/C

    100.00

 

21549.36

 

Y Current A/C

  1030.87

 

 

 

Y Reserve A/C

  3000.72

 

 

 

 

32334.93

 

 

 

Less Earmarked Funds

10785.57

 

 

 

 

21549.36

 

 

            Hothfield Youth Account - Accounts to be Paid

PAYEE

CHQ

NO

DESCRIPTION

NET

£

VAT

£

GROSS

£

Hothfield Parish Council

  0032

Transfer to cover expenses

 

  1270.86

 

 

1270.86

Hothfield Village Hall

  0033

Hall Rent –

Squad 26

 

      45.00

 

 

     45.00

Step Out

  0034

Activity –

Squad 26

 

    150.00

 

 

   150.00

  

            Accounts to be Paid

PAYEE

CHQ

NO

DESCRIPTION

NET

£

VAT

£

GROSS

£

Mrs J Batt

  1493

Salary

Expenses

General Admin

    217.25

        6.03

      39.87

 

 

   1.33

 

 

    264.48

Mr K Marden

  1494

Salary

    100.79

 

    100.79

Markel – replacement for

Cheque no 1474

  1495

Squad 26

Insurance

 

    115.36

 

 

    115.36

KCC – replacement for

Cheque no 1460

  1496

Grant for Road

Sign

 

  1000.00

 

 

  1000.00

Clive Stanley

  1497

Webmaster Services

    253.95  

 10.19

    264.14

Cancelled Cheque

  1498

 

 

 

 

E Hardes

  1499

Installation of

MUGA Lights

 

380.00     

 

  

    380.00

           

 

            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 1st of each

            month for £11.00.

 

            Proposed  Mr Lloyd            Seconded  Mr Fothergill


Insurance

We are in a Long-Term Agreement with Inspire until 2021.

 

Squad 26 Administration

Councillors unanimously agreed to transfer £1270.86 back to the Parish Council account, leaving a balance of £3533.98 to be used for all future payments towards youth activities within the parish.

 

Adoption of 2018-2019 Precept

Mr Robbins, our Internal Auditor, informed councillors in his Final Report, that the precept must be set at a formal meeting in future rather than agreed during the Christmas recess as it was last year.

 

The duties to set a budget and precept must both be made by the full Council and cannot lawfully be discharged in any other way.  He said that the Council will needed to formally adopt the precept for 2018-2019 as the existing decision appeared to be invalid. 

 

Resolution:  Councillors unanimously agreed to accept the precept, set at £9500.00 during the Christmas recess, for the Financial Year 2018/2019.

 

Proposed  Mr Lloyd                          Seconded  Mr Cook

 

9.       CORRESPONDENCE AND GENERAL COUNCIL BUSINESS      

Correspondence

Clerk and Councils Direct

Q S Support

Carers Support

EDF re meter reading - Mrs Sutcliffe will meet with the meter reader to arrange to meet him at the meter to take a reading and sort out a key.  Current reading 16144.

 

Email Correspondence – all forwarded to Councillors

Councillors did not bring any emails to the attention of the meeting.

 

Now that the Clerk has a dedicated computer for Hothfield Parish Council, emails are not monitored on a daily basis as in the past.  The Clerk will forward emails every 2 – 3 days. 

 

Garden Competition

Once again this was a very enjoyable day.  There were 14 entries with 2 or 3 new entrants and the judges are still deliberating their decision.  The prizes will be given out at the Harvest Supper.

 

Councillors have consulted a local engraver to see whether it is possible to reuse some of the prize cups that were used by a village garden show in the past.

 

Village Hall Fire Alarm

Following receipt of the lease for the Village Hall, which was forwarded to our Internal Auditor for comment, Councillors unanimously agreed that the Parish Council, as tenant, is responsible for fire safety in the hall and agreed on the following course of action. 

 

Mr Fothergill will ask for the name on the invoice to be changed to Hothfield Parish Council.

The Parish Council will reimburse the Village Hall for the cost of the system, partly from the money earmarked for Village Projects.

 

The Village Hall Committee has offered to give a contribution of £1500 towards the cost, which will be allocated to Village Projects once it is received.

The Parish Council will apply to Councillor Krause for a grant towards the cost from his Ward Member Community Grant Scheme.

The Parish Council will reclaim the VAT from HMRC.

 

Data Protection

Councillors instructed the Clerk to register with the Information Commissioners Office.

Mr Stanley has returned his Data Processor Questionnaire

Those Councillors present signed Consent to Publish Forms

Mr Marden and Mrs Batt have copies of the Staff Privacy Policy

All other policies will be published on the website

 

Community Payback Scheme

Mr Cook and Mr Fothergill met with staff from the Community Payback Scheme who agreed that their group would able to tidy and weed the MUGA.  The supervisor will liaise with Mr Cook regarding the work to be done.  Mr Fothergill signed the contract on behalf of the Parish Council and the Members of the Council endorsed this.  The village hall will be made available, provided it is not booked to enable the group to use the hall toilets and water.  The group will not be able to work in Hothfield if the hall is booked.

 

10.       PLANNING

Please see attached list.

             

11.       FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS 

The Clerk will inform Mr Cole that the Parish does not intend to proceed with a Neighbourhood Plan.

 

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

 


PLANNING APPLICATION RECORD

 

2018

JULY 2018

 

18/0881/AS      Land north of 2 Home Farm Cottages, Coach Drive, Hothfield, Kent
Outline application for development of the land for 60 dwellings to consider vehicle and pedestrian access onto Station Road.

                         

Mrs Parker, Mrs Sutcliffe and Mr Howard did not take part in the vote, due to having a significant interest in this application

Parish Council:  Support 3:3 abstentions providing the promise of community land is fulfilled and that consideration is given to footpaths being lit during the hours of darkness.   

 

18/00891/AS     12 Common Way, Hothfield, Ashford, Kent, TN26 1EF
Removal of existing flat roof side extension and erection of replacement two storey side extension with a single storey front aspect porch.

                         

Mr Cook did not take part in the vote, due to having a significant interest in this application

Parish Council:  Support but note that no planning application has been submitted for the dropped kerb.

 

Decision Notices received from ABC

 

18/00130/AS    Hurst Mill Cottage, Ram Lane, Little Chart, Ashford, Kent TN26 4LT  

Erection of stables and associated hardstanding for the keeping of horses

Parish Council:  Councillors are happy to leave the decision to Little Chart

Borough Council:  Permit

 

18/0443/AS       18 Plantation Close, Hothfield, Ashford, Kent, TN26 1ED
Proposed replacement side extension and front porch.

Borough Council:  Permit

 

18/00490/AS  The Pheasantry, Godinton Lane, Hothfield, Ashford, Kent TN26 1DP

The erection of a timber clad double garage

Borough Council:  Permit

 

18/00517/AS    8 Thanet Terrace, The Street, Hothfield, Ashford, Kent TN26 1EH

Loft conversion with side dormer extension and front Juliette balcony

Borough Council:  Permit

 

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Published: 06.09.2018
 2018 Hothfield Parish Council

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