2006 MEETING MINUTES
the Ordinary Parish Council Meeting
The Village Hall, Hothfield,
9 October 2006 at 7.00 pm
S Whittington, Mr J Collins, Mr R Fletcher, Mr P Howard, Mr L Hughes,
Mr R Pitt and Mr A Rawlins, Mrs L Marshall (Rural Warden) and PC
PARISH CLERK Mrs J Batt
MEMBERS OF THE PUBLIC: There were 12 Members of the Public present
1. APOLOGIES FOR ABSENCE
Apologies for Absence were received from Mr P Patten who is on holiday.
2. DECLARATIONS OF INTEREST
Mr Rawlins declared an interest in Planning Application 06/01201/AS
– Hothfield Manor.
i) Updating of Declarations of Interest for the Code of Conduct
The Clerk reminded Councillors that they should update their Declarations
with the Monitoring Officer if necessary.
3. ACCEPTANCE OF MINUTES
Minutes 47 of the September meeting and 48 of the Extraordinary
Meeting were accepted and it was unanimously agreed that Mrs Whittington
should sign them.
Proposed Mr Collins Seconded Mr Howard
The Chairman opened the Meeting to Members of the Public from 7.07
pm to 7.27 pm for
questions and comments.
4. CRIME AND DISORDER
Councillors discussed the problems being experienced with Anti Social
Hothfield with Mrs Marshall and PC Smith. The fact that victims
are not prepared to report
incidents of crime or name the perpetrators, because they are concerned
means that the Police are unable to take action. Most of the evidence
gathered by PC Smith is anecdotal and this is filed by the Police
for intelligence purposes.
The Crime Figures for Hothfield are higher than in some other areas.
This is in part due to
the fact that a number of crimes can be attributed each month to
theft from the petrol station
and to some motorists filling up with petrol and driving away without
A lack of street lighting was put forward as a reason for some of
Mr Rawlins asked whether security cameras would help and PC Smith
said they would
but they are very expensive.
Mr Collins suggested putting up a goal post in the Village Hall
Car Park. The Clerk
expressed concern to the Chairman regarding this from a Health and
Safety point of view.
The goal posts need to meet ROSPA Guidelines and it may be necessary
to install a safety
surface. The Chairman said she thought it was a Village Hall matter
but as leaseholder the
Parish Council may still have a liability and we need to check this
Mrs Whittington said she hoped they may be able to use the Youth
Forum to address some
of the problems.
PC SMITH’S MOBILE TELEPHONE NUMBER IS 07980 770 577.
5. SPEEDWATCH/TRAFFIC CALMING.
After discussion, Mr Howard proposed that we discontinue the Speedwatch
Hothfield and inform Pluckley Parish Council that we do not wish
to join with them in
buying a machine. Councillors unanimously seconded this proposal.
With regard to Traffic Calming, Mrs Whittington reported that she
had spoken to
Andy Corcoran and he had told her that the traffic calming measures
for the village had
not been approved in the 2006/2007 budget. It was agreed to urgently
pursue this matter
6. MATTERS ARISING
Mr Patten has dealt with the correspondence from ABC on Tourism.
His reply was
added to the Round Robin.
Mr Fletcher reported that he had attended the recent Parish Forum
and that the
Parish Profiles and Local Needs Housing were discussed. The Parish
Profiles are very
important and Mr Fletcher passed a copy of Hothfield’s Profile
to the Clerk and asked
her to return it to ABC.
7. CORRESPONDENCE, ACCOUNTS AND OTHER COUNCIL BUSINESS
ABC re State of the Borough Debate
ABC Parish Forum 27.09.06
Southern Water Dealing with the Drought
KAPC Finance Information Day
KAPC Parish News
KAPC Agenda for 04.10.06
KCC Website Agreement
KCC re KCC Guide to Development Contributions and the Provision
of a Community
Infrastructure – Consultation Document
North Weald Police Forum Minutes of Meeting held 20.09.06 plus Crime
KAPC Notice of Annual General Meeting to be held 04.11.06
Accounts to be paid
|Hothfield Village Hall
||Village Hall Rent
Accounts proposed by Mr Pitt Seconded by Mr Collins
Resolution: Councillors unanimously agreed to pay the above accounts.
The account balance stands at £8116.44.
The Village Appraisal Account stands at £1500 and this amount
shows in the
Reserve Account balance.
Since the publication of the agenda, the Clerk had been contacted
by NatWest and
discovered that we only have 2 current councillors who are signatories
on the account
Mr Patten and Mr Collins.
She visited the Bank and was given ID forms for all Councillors
who wish to be signatories
on the account. She handed these out and asked all Councillors to
visit the Bank at their
earliest convenience, taking their passport and driving licence
with them as ID.
NatWest in Ashford have asked for a letter authorising them to deal
with the Clerk
in respect of Account Information only.
Freedom of Information Act/Web Site
We now have a Link to the Explore Kent Website. Mr Rawlins took
the agreement and if he is happy with the content he will sign it
and return it to KCC together with 2 x 1st Class stamps.
Mr Pitt reported that he had spoken to Mr Stanley regarding the
Launch of the Website and
they had decided that, rather than holding a social event the best
method of publishing the
Website would be to put posters up around the village. Mr Pitt said
he would organise this.
A new list of Councillors and their details was circulated and Councillors
were asked to
check that the details are correct. These details will be put on
the web site unless anyone
Village Hall Accounts
These were distributed to Councillors last month and Mrs Whittington
asked for any
questions or comments.
Mr Fletcher said he did not think they were detailed enough.
As we have been receiving reports that the Village Hall is having
financial problems, it was
agreed to ask the Village Hall Committee for a copy of their accounts
at the end of
September, 6 months into the Financial Year. Mr Collins said that
the flat roof on the
Hall will need replacing in the next few months and suggested that
a sum be put into the
Parish Council’s budget to help towards the cost. If we have
the Village Hall figures at the
next meeting, we can take them into account when we discuss the
Parish Council budget.
The Clerk handed out copies of the Working Financial Forecast to
9 October. Mr Pitt
offered to prepare the budget for discussion at the next meeting.
8. RISK ASSESSMENT
Tenders for repairs to Play Equipment
Only one quote has been received. One of the other firms invited
to tender telephoned
the Clerk to say that they did not receive the letter until 5 October
and would not be able to
quote in time. They asked whether it was possible to have an extension.
They also asked her to inform Councillors that they were very busy
and if they did quote and were given the work they would not be
able to undertake it for a few weeks.
After discussion it was agreed not to open the quote we have received,
but to hold it on file
and invite the other two firms to tender in time for the next meeting
in case the third firm did not received their letter in time.
See attached list.
Formation of Planning Committee
All Councillors were circulated with a draft copy of the Terms of
The Clerk contacted KAPC regarding the formation of a Planning Committee
advised that the committee should consist of 5 members. Three Parish
Councillors who will have voting rights and 2 members of the Public
who will be on the Committee in an advisory capacity. There will
also be 2 ex officio members.
Mr Howard, Mr Hughes and Mr Patten agreed to represent the Council
on the Committee. Mrs Sheila Flynn has agreed to join as a Non Council
Member and Mr Howard is to ask Mr Boorman if he would agree to join
as a Non Council Member.
The Parish Council resolves to establish a Planning Committee under
Discharge of Functions of the Local Government Act 1972.
10. VILLAGE APPRAISAL
Nothing to report.
11. VILLAGE RESPONSIBILITIES
Tidying Village/Litter Control
A group of Community Service Volunteers visited the village and
strimmed the verge outside the School. We hope they will return
to do some more work and possibly paint the Village Hall. Mrs Whittington
agreed to negotiate further help.
This idea will be referred to the Village Appraisal Committee.
12. ANY OTHER BUSINESS
There being no further business the meeting closed at 9.50 pm.
Mrs S Whittington, Chairman
HOTHFIELD PARISH COUNCIL
PLANNING APPLICATION RECORD
12 SEPTEMBER 2006 – 9 OCTOBER 2006
Planning Applications Received
Full Planning Permission requested – Delegated to Officers
unless otherwise stated:-
||Mr and Mrs Jeffreys, High Ridge, Pluckley Road,
Ashford, Kent TN26 1ER
Rear Extension – To renew Planning Consent 02/00042/AS
Parish Council: Support
||Mr J Van Loggerenberg, 37 Park Drive, Hothfield, Ashford,
Kent TN26 1EG
Construction of a double garage, new roof to conservatory, dog
(retrospective), wooden patio to front elevation and the creation
of a new
Parish Council: Support
Councillors expressed concern about the roof lights on the garage.
They are out of keeping with the rest of the house and
we feel that the roof should be tiled
An Application to
Determine whether Prior Approval is required for the Details
of Agricultural Development has been received re:-
||Oakover Nurseries, Britton Farm, Maidstone Road, Hothfield,
Ashford, Kent TN26 1AR
Provision of storage shed for nursery materials
The following application has been granted:-
||Montash Properties Ltd, re Home Farm, Park Drive, Hothfield,
Ashford, Kent TN26 1DR
Proposed conversion of existing barns to 2 No. dwellings and
of associated carport/store