Parish Council Business &
1)PCSO’s Report/ Parish Council General Correspondence.
2) Data Protection
3) Review of Parish Council Website
4) A20 Speed Restriction Scheme
5) Risk Assessment
6) Southern Water
7) Report for KALC Meeting
8)Protection of MUGA
* Cars on the Green
* Rollover contract
10) Minutes from Parish Council meeting with the Village Hall Committee
11) Changes to HPC Procedures.
12) Transport/Bus services
13 ) Parish Tree Planting
14) Traveller Accommodation Plan
15) Hothfield Newsletter
Our PCSO attended the meeting. We already receive monthly reports from him which keep the PC up to date. Mr Cox agreed to post these on Next Door. However, PC Newell reminded us all that fortunately incidents of crime in Hothfield are very low. He also explained that any incidents should be reported and currently there are various ways of doing this including a live chat which can be accessed via the Kent Police website. The concerns of trail bikes/motorbikes being ridden on the road and on private land without consent was again raised with PC Newell who explained that measures had been taken to combat this.
PC Newell will be looking to host an informal meeting with residents in the near future and will contact the clerk to arrange.
General Parish Council email correspondence had been dealt with directly when submitted via the clerk or had been raised in agenda item Public Interval. Therefore no correspondence was passed to the Chairman.
Nothing to Report.
Following Cantiums advertised offer to migrate and host PC websites, the clerk had spoken with them to find out whether Hothfield could be included and to seek clarification as to whether the offer of funding in year 1 as advertised would also be available. At present Cantium have said that we could use them to support our migration and this would ensure that our new platform meets the AA web content accessibility guidelines. They have agreed to look into the funding question with KALC as they believe that the offer is only available to existing accounts hosted by Cantium. The clerk will report back to the PC when we have an answer.
Nothing to report.
A completed Risk Assessment had been distributed to the PC prior to the meeting. Further discussions would be needed to look at how the pc mitigate against the risks that the report highlighted. It was also agreed that the report should be shared with the Village Hall Committee as the assessment included the village hall and low level risks were identified. Cllr Merrion also suggested that the dates of the assessment now be changed to bring them into line with the calendar year allow the assessments to be completed bi-annually (April and October) The PC agreed to this change.
A financial risk assessment is still due to take place and Cllr Merrion and the clerk are working together to ensure that this can be completed within the coming weeks.
Although not confirmed as yet by Southern Water, reports of a further sink hole developing on West Street were brought to the attention of the PC. Further developments and Southern Waters’ actions will be reported on as soon as we know more.
Cllr Cox raised the issue of damage to the triangle possibly caused by the Southern Water machinery and also to the pathway. He will provide the clerk with further details.
Minutes of the KALC Ashford Area Committee -January 15th meeting had been distributed before the meeting.
A site visit to look at the issue of cars parking on the green had taken place in January however, due to time constraints, discussion on this matter were deferred until the next meeting.
The PC agreed to a rolling contract with the Play inspection company who provide a H&S inspection of the MUGA.
Nothing to Report.
Due to time constraints, the minutes of the meeting were not discussed. However, Peter Howard was in attendance at the PC meeting and reiterated that the Village Hall are still having problems securing long term bookings. This combined with the fixed costs of running the village hall would impact on its future viability. The PC were in agreement that to lose such a resource would be of detriment to the village and it was suggested that the upcoming solar funding meeting taking place in the village hall would be a great opportunity to highlight the predicament to local residents. It was also agreed to encourage local residents to consider joining the village hall committee.
Due to time constraints, this item was deferred until the next meeting.
Although a letter had been sent from the PC to Stagecoach and subsequent emails of support from Pluckley and Westwell Parish Councils had also been sent, a satisfactory reply had yet to be received from the bus company. The clerk agreed to chase.
Following a letter from ABC where all Parish Councils were invited to take part in a new tree planting programme. Hothfield PC agreed to undertake a survey to provide Aspire with details on tree stocks we already have here in Hothfield and we will now be taking delivery of 10 tree saplings in the coming weeks. This is part of the commitment undertaken by Ashford Borough to be carbon neutral by 2030.
The Gypsy and Traveller Accommodation Local plan and options report currently open for consultation was provided to the PC.
Discussions on the best way to distribute the Hothfield Newsletter took place as some residents prefer a hard copy and other choose to view by email. To ensure that all residents are still able to view the newsletter via a method that suits them, it was agreed that if you wish to receive your copy via email you should send an email in the first instance to firstname.lastname@example.org this will ensure that your choice is recorded.