MAY 2009 ANNUAL PARISH
COUNCIL MEETING MINUTES

Minutes of the Annual Parish Council Meeting

held at The Village Hall, Hothfield,

on Monday 11 May 2009 at 7.00pm

[ DRAFT - to be formally accepted at next meeting ]

PRESENT:                                                Mrs S Whittington (Chair), Mrs K Pender, Mrs P Warren,

Mr J Collins, Mr P Howard, Mr L Hughes, Mr L Krause, Mr P Patten and Mr A Rawlins

PARISH CLERK:                                     Mrs J Batt

BOROUGH COUNCILLOR:                Mr N Wallace             

MEMBERS OF THE PUBLIC:    There were no Members of the Public present  

1.   ELECTION OF CHAIRMAN

Mr Patten proposed Mrs Whittington for the position of Chairman, seconded by

Mrs Pender.  There were no other nominations. 

Mrs Whittington agreed to accept the position of Chairman for the coming year, on the

understanding that other councillors and residents take on the responsibility for ensuring that Hothfield’s name is put back into the LDF.

Mrs Whittington signed her Declaration of Acceptance of Office.

2.   APOLOGIES FOR ABSENCE

There were no Apologies for Absence.

3.   DECLARATIONS OF INTEREST

There were no Declarations of Interest.

i)   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.

4.   ELECTION OF VICE CHAIRMAN

Mr Krause proposed Mr Patten for the position of Vice Chairman, seconded by Mr Rawlins.

There were no other nominations.

Mr Patten agreed to accept the position for the coming year.

5.   ELECTION OF OFFICERS TO COMMITTEES

          Village Hall Committee – Mr Howard and Mr Patten

          KALC – Mr Hughes

          Parish Forum – Mr Howard

          Police Committees – Mrs Warren

          Nature Conservation Forum – Mr Howard

Planning Committee - Mr Howard (Chair), Mrs Warren, Mr Collins, Mr Hughes and

                                    Mr Patten

                                     Non Voting Member of the Public – Mr Boorman

                                    Ex Officio – Mrs Whittington and Mr Krause

  6.       DELEGATION OF RESPONSIBILITIES

          i.     Annual Review of Financial Regulations – August – Mr Patten

          ii.    Annual Review of Standing Orders – August – Mr Patten

          iii.   Annual Review of arrangements in Place regarding Freedom of Information Act

                  – August – Mr Rawlins

          iv.   Six Monthly Review of Fixed Assets – September 09 – Mr Hughes and Mr Beckley

                                                                                   March 10 – To be decided

          v.    Six Monthly Risk Assessment – September 09 – Mr Hughes and Mr Beckley

                                                                      March 10 – To be decided

          vi.   Finance – Mr Patten

          vii.  Annual Review of Insurance Arrangements – June – Mr Patten

          viii. Weekly Play Area Safety Check – Mr Hughes and Mr Beckley,

          ix.   Review of Terms of Reference for the Planning Committee – August – Mr Patten           

          x.    Councillors responsible for Website and Publicity – Mr Krause and Mr Rawlins

          xi    Correspondence and Emails – Mr Krause

7.     ACCEPTANCE OF MINUTES

The April meeting of the Parish Council was held at The Bluebell Centre, not the Village Hall.

Minutes 77 were accepted and it was unanimously agreed that Mrs Whittington should sign them. 

Proposed  Mr Krause   Seconded  Mr Hughes

8.   MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES

There were no Matters Arising.

9.   MATTERS ARISING FROM THE ANNUAL PARISH MEETING

Mr Wallace reported that he was trying to arrange for Kevin Gore from ABC and a representative from Kent Highways to visit Beech Drive again.  He said Mr Gore is aware that if something is not done a private action will be taken out against the Council.

The fact that residents put their rubbish out in black bags means that animals tear the bags open and food is left lying around which encourages the rats.  It was suggested that the residents need to have dustbins to put their rubbish in.

A resident from Beech Drive has contacted ITV to ask them to come and highlight the problem.

The dogs continue to be an issue and it is hoped that ABC will deal with this shortly as many local residents are having to take physical detours to avoid them.

Mr Hughes reported that the lorries from the tarmac quarry in Westwell are speeding through the village.  Councillors asked him to contact PC Miller and give him the times so that he can undertake a speed check.

Parking continues to be of concern, but this is a long term issue.

Mrs Whittington asked Mr Wallace to write an article for the newsletter encouraging residents to report incidents to the Police and ensure that they obtain a crime number, rather than simply talking to their neighbours.

10.     VILLAGE PLAN

              It was agreed that Mr Patten should ask Mrs Highwood to produce an article for the Newsletter.

11.     PUBLIC INTERVAL

There were no Members of the Public present.

12.       CORRESPONDENCE, FINANCE AND OTHER COUNCIL BUSINESS

              Correspondence

              Able Community Care

              RSS

              Hothfield Village Hall Committee – Constitution given to Mr Howard

              Pilgrims Hospice

              The Kent County Playing Fields Assn

              KOMPAN

              Southern Water

              KCC re Electronic Communication on Public Path Orders and Definitive Map Modification

              Equality and Human Rights           

              Clerk and Councils Direct

              Kent Highway Services Review – Speed Limit Review – Area 1

              KALC Parish News etc

              ICO

              DHA Planning

              Accounts to be paid

            Resolution:  Councillors unanimously agreed to pay the above accounts.

            Bank Balance

            The balance stands at £10649.84 in the Reserve Account, £100 in the Current Account and £10534.68 in the Bond.  Of this £6021.48 (totals included in 2009/20010 budget included) is reserved as follows:-

Opening Balances

Village Appraisal   -    297.62

Road Sweeping    -  2238.55 – Paid May 126.00 = 2112.55 

ESA                     -  1515.00

Newsletter            -  1121.16 – Paid May 147.00  = 974.16

Bus Shelter           -    622.15

Churchyard Grass      500.00

Mr Twydell emailed the Clerk to say that he did not think the cost of printing the reports for the Annual Parish Meeting should come from the Newsletter account.  After discussion, Councillors unanimously agreed that as the Parish Council fund the Newsletter the cost of the APM printing should be taken from the Newsletter account.

Adoption of Internally Audited accounts and completion of associated paperwork

Councillors were circulated with copies of the summary receipts and payments for the

Year ended 31 March 2009.

The Clerk reported that the internal audit took place on 23 April.

The Chairman read through section 2 of the Annual Report and answered all the questions.

The Clerk and Chairman then signed the relevant sections of the Annual Report, the

Supporting Notes, Supporting Statement and Statement of Internal Control

Councillors unanimously agreed to accept the internally audited accounts.

Review of the effectiveness of the Internal Auditor

Councillors unanimously agreed that they were satisfied with the effectiveness of the

Internal Auditor, Mr Kevin Funnell and agreed to employ him again next year.

Update on progress of items needing attention following the Risk Assessment in February

Some of the screws on the bus shelter have been removed.

Mr Hughes and Mr Beckley will deal with the above.

13.       PARISH COUNCIL INSURANCE

           Mr Patten reported that we have received quotes from Allianz Cornhill - £380.41

       and Came & Co (Norwich Union) - £286.02, providing we sign up with them for 3 years. 

           He said he had studied the quotes and his recommendation to the Council was that we

           change our insurance provider to Came & Co (Norwich Union).

           Following discussion the following was agreed upon:-

           Resolution:  Councillors unanimously agreed to change our insurance provider to

           Came & Co (Norwich Union), for the next 3 years.  A cheque for the premium was

           approved.

14.       PLANNING

              No applications received this month.

              Report on ABC Planning Committee

Mrs Whittington reported that she attended the Planning Committee and spoke in

support of the application by Hollie Homes regarding Old Kings Head.  She said the application was refused and that some Borough Councillors who had previously voted in favour of the development voted against it this time.  Members of the Parish Council are very unhappy with the decision to refuse the development and it was agreed that we must make sure that Hothfield is put back into the LDF and Core Strategy.

15.    VILLAGE RESPONSIBILITIES

              Items to be reported the County Lengthsmen

              Pot holes in Coach Drive.

              White lines need replacing, following surfacing of road at Rippers Cross

              Hedges along Hoads Wood from the railway bridge to Belmont Business Park need

              cutting back.

              The hedge along West Street is covering the 30mph sign.

              The hedge from Benacre Lodge to Saracens Dairy, Pluckley Road, needs cutting back.

16.     ANY OTHER BUSINESS

There being no further business the meeting closed at 9.00 pm.