Hothfield Parish Council

...in the rustic heart of Kent



 
 JUNE 2018 PARISH COUNCIL
MEETING MINUTES
-- DRAFT

 

MINUTES 177                                                   Page 822
 

Minutes of the Ordinary Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Wednesday 6 June 2018 at 7.00 pm
  

[To be accepted at the next PC Meeting]

PRESENT:  

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


PARISH CLERK: Mrs J Batt
BOROUGH COUNCILLOR: Mr L Krause
COUNTY COUNCILLOR: --
MEMBERS OF THE PUBLIC:
  

There were no Members of the Public present.

 

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

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 Lloyd declared an interest in matters associated with the Village Fun Day

 

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

Mr Krause was omitted from the minutes in his capacity as Borough Councillor in error.

Minutes 176 of the meeting held on 2 May 2018 were accepted and it was unanimously agreed that Mr Lloyd should sign them.

 

Proposed  Mr Fothergill                                                                Seconded  Mr Cook     

 

5.   MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES

The MUGA lights will be repaired next week.

We have not had a reply from ABC regarding the Gypsy and Traveller site consultation as yet.

 

6.   COMMUNICATION TO RESIDENTS ABOUT NEIGHBOURHOOD PLAN

We received responses from 7 households to the initial feedback questionnaire, which was published in the March edition of the Hothfield News.

 

Eight residents from 5 households were opposed to producing a Neighbourhood Plan, although 2 said they would be prepared to help if the majority of residents were in favour and a plan was to be progressed.

 

Three residents from 2 households were in favour of developing a Neighbourhood Plan, but did not offer to help in the production, although one offered to give their views and chat on a one to one basis.

 

As a result, Councillors agreed not to proceed with the production of a Neighbourhood Plan and Mr Lloyd will include this decision in his forthcoming article for the Hothfield News.

 

The responses will be scanned and sent to the cloud.

 

7.   A20 OVERNIGHT LORRY PARKING RESTRICTIONS SCHEME   

Nothing to report.

                                                                                                                                          

8.   BOROUGH COUNCILLORS REPORT

Mr Krause reported that the A20 overnight lorry parking restrictions scheme will be discussed at the Joint Transportation Board next week.  The scheme is being monitored by the rest of the country to see how successful it is.

9.   FINANCE

            Earmarked Funds                

 

Balance

02.05.18

+/-

June

Balance

06.06.18

MUGA

EDF June

 2384.54

 

    -11.00

      

  2373.54

Litter Picker Salary and Other Costs

Litter Picker’s Salary

 3808.05

 

         

 - 100.79

 

 

  3707.26

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

Rent

Rent

Error

   923.48

 

    -45.00

  -180.00

  -465.19

 

 

 

    233.29

TOTAL

12312.63

  -801.98

11510.65

 

          

Bank Reconciliation as at last Bank Statement

 

            Balance per Cash Book                          Balance at Bank

Opening Balance

33100.41

 

PC Reserve A/C

33309.77

Add Receipts in Year

  5506.35

 

Plus u/c Receipts

        0.00

 

38606.76

 

 

33309.77

Less Payments in Year

  6388.62

 

Less u/c Cheques

  5223.18

 

32218.14

 

 

28086.56

Less Earmarked Funds

11510.65

 

PC Current A/C

    100.00

 

20707.49

 

Y Current A/C

  1030.83

 

 

 

Y Reserve A/C

  3000.72

 

 

 

 

32218.14

 

 

 

Less Earmarked Funds

11510.65

 

 

 

 

20707.49

 

            Accounts to be Paid

PAYEE

CHQ

NO

DESCRIPTION

NET

£

VAT

£

GROSS

£

Mrs J Batt

1487

Salary

Expenses

General Admin

    230.91

      12.06

        7.08

 

    

 

    250.05

Mr K Marden

1488

Salary

    100.79

 

    100.79

HMRC

1489

Income Tax

    174.80

 

    174.80

Mr L Robbins

1490

Internal Audit Fee

      75.00

 

      75.00

Hothfield Village Hall

1491

Rent - May

      45.00

 

      45.00

Mark Sherwood

Replacement Cheque (1479)

 

1492

Provision of Computer

   

    700.00

 

  

    700.00

 

            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  Mrs Sutcliffe

 

Insurance

Following Mrs Parker’s advice, councillors unanimously agreed, during the month in order to ensure the premium was paid on time, to insure with Inspire and also signed up to a Long-Term Agreement until 2021.
 

Squad 26 Administration

Future payments for Squad 26 and any event organised for the children in the village will be paid from the Youth Account.  The Clerk will produce an account for the next meeting.

 

10.       CORRESPONDENCE AND GENERAL COUNCIL BUSINESS      

 Correspondence

 Kent Fire and Rescue

 Ashford Borough Citizens Advice

 Clerk and Councils Direct

 KSSA Air Ambulance

 Wealden Wheels

 HAGS

 Seafarers UK – Fly the Red Ensign

 EDF

 

Email Correspondence – all forwarded to Councillors

Miss Flynn – councillors unanimously agreed to her suggestion that the council should write a letter of thanks to Mr Fletcher for all his work organising the litter pickers.

 

Mrs Sutcliffe reported that she had had an email from the KHS Steward asking whether Councillors would like to go around the village with him looking at highway issues.  Councillors agreed that this would be a sensible idea and Mrs Sutcliffe will arrange to meet with him.  Items to be brought to his attention include drainage, road markings and parking in Tufton Road.

 

 Garden Competition

 Plans are progressing.  There are 5 entries so far but residents still have until June 15 to return their application forms.

 

 Adoption of Revised Standing Orders

 Resolution:  Councillors unanimously agreed the revised Standing Orders

 

 Mr Lloyd                         Seconded  Mrs Sutcliffe

 

 Internal Audit Report

All financial records were found to be accurate and up to date and there were no unexplained entries in the bank reconciliations.

Mr Robbins informed councillors 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.  The Council will need to formally adopt the precept for 2018-2019 as the existing decision appears to be invalid.  This will be included on the July agenda.

 

Village Hall Fire Alarm

The Village Hall failed the Health and Safety Inspection as there was no fire alarm in place. The Village Hall Committee has installed an alarm at a cost of £3000.00.

 

Mr Fothergill submitted a grant application to Borough Councillor Krause, who suggested that the Parish Council should apply for the grant as they are the leaseholders for the Village Hall.

 

The Clerk will investigate this further and a decision will be made at the next meeting.

 

Data Protection

Resolution:  Councillors unanimously agreed to adopt the following policies:

Staff Privacy Policy

General Privacy Policy

Document Retention Policy

Habitual Vexatious Complaints Procedure

Habitual Vexatious Complaints Procedure – Telephone

and to send the

Data Processor Questionnaire to Mr Clive Stanley and HMRC

and

the Privacy Notice Consent Form to residents whose details the council holds

 

 Proposed  Mr Lloyd                          Seconded  Mrs Parker     

 

Amendment to Agenda – Community Payback Scheme

Mr Fothergill reported that members of the Community Payback Scheme have been working at the hall and would like to do more in Hothfield.

 

Following discussion, it was agreed that Mr Cook and Mr Fothergill should liaise regarding work that the members of the scheme could undertake and report back at the next meeting.   

 

11.       PLANNING

No applications received.

               

12.       FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS 

Mr Lloyd reported that a Fun Day, rather than a Village Fete was planned for 30 June 2019. It was hoped to raise as much money as possible for the village, while ensuring a fun day for both children and adults.  Volunteers are needed for the committee and to help on the day and ideas for activities were also sought.  Councillors will look into the most cost-   effective way of providing a bar-b-que.

 

Mr Lloyd will write an article each month for the Hothfield News.

 
A Cup Cake day is being held at Britton Farm Stud on 23 June in aid of the Alzheimer’s Society from 11am – 6pm.

  

There being no other business the meeting closed at 8.40 pm.

 

  

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Published: 28.03.2018
 2018 Hothfield Parish Council

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