Hothfield Parish Council
...in the rustic heart of Kent
2009 PARISH COUNCIL
Minutes of the Ordinary Parish Council Meeting
held at The Children's Centre, Hothfield,
on Monday 12 January 2009
PRESENT: Mrs S Whittington (Chair), Mrs K Pender, Mrs P Warren, Mr J Collins, Mr L Krause,
MEMBERS OF THE PUBLIC: There were no Members of the Public present.
1. APOLOGIES FOR ABSENCE
2. DECLARATIONS OF INTEREST
i) Updating of Declarations of Interest for the Code of Conduct
3. PUBLIC INTERVAL
4. VILLAGE APPRAISAL
Mr Rawlins will inform Mr Twydell of the date so that it can be included in the February
Action: Mr Patten and Mr Rawlins to organise date for the public meeting.
As a result of the comments made in the Appraisal and also verbally to Councillors, it was agreed that the Clerk should write to Mr Watkin and ask the Borough Council to erect a
Action: Clerk to write to Mr Watkin.
5. UPDATING OF STANDING ORDERS/FINANCIAL REGULATIONS
6. ACCEPTANCE OF MINUTES OF PREVIOUS MEETING
Action: Clerk to contact Mr Watkin.
The confusion over the refurbishment of certain areas of the village needs to be discussed
Members of the Housing Department at ABC visited tenants after the December meeting to
Village Appraisal - 365.39
We have received notification from NatWest that the 3 month term for the Corporate
Action: Mr Patten to contact NatWest as necessary.
Accounts to be paid
Resolution: Councillors unanimously agreed to pay the above accounts.
S137 Grant towards production of Hothfield Newsletter
i. Budget 2009-2010 and Setting of Precept.
Resolution: Councillors unanimously agreed to set the Precept for the financial year
Councillors asked the Clerk to request an Inspection of the Play Area, to include the
Action: Clerk to contact ROSPA.
It was unanimously agreed not to reply to the KPA Questionnaire.
Mrs Whittington reported that she had received 2 letters of complaint regarding parties held
Action: Mrs Whittington and Mr Rawlins will obtain a quote for the repair of the sound limiter.
The balance beams have broken off on the play area and the wooden stumps have been left
Action: Mr Howard to look at stumps and remove if suitable to do so.
Mr Beckley, our Community Warden is inspecting the Play Area when he is in the vicinity.
Action: Mrs Whittington to provide Mr Beckley with a book.
10. ANY OTHER BUSINESS
Concern was expressed that no action seems to have been taken regarding the replacement
Mr Collins reported that he had been asked about the future of the School Hall, by a
HOTHFIELD PARISH COUNCIL
PLANNING APPLICATION RECORD
9 DECEMBER – 12 JANUARY 2009
Planning Applications Received
Full Planning Permission requested – Delegated to Officers unless otherwise stated:-
ADDENDUM TO FINANCIAL REGULATIONS 2007
THE FOLLOWING CHANGES TO HOTHFIELD PARISH COUNCIL
FINANCIAL REGULATIONS ADOPTED 2007, WERE AGREED AT THE
ORDINARY PARISH COUNCIL MEETING HELD 12 JANUARY 2009
MINUTES 74 ITEM 5
11 PURCHASE FOR GOODS/SERVICES OVER £2000/ MINOR CONTRACTS
11.1 Procedures for purchases for goods/services over £2000 follows are laid down as follows:
11.2 (a) Normally every purchase shall comply with these financial regulations and
no exceptions shall be made otherwise than in an emergency. However,
these regulations shall not apply to purchases which relate to items (i)
to (vi) below:
(i) for the supply of gas, electricity, water, sewerage and telephone services;
(b) Where it is intended to purchase or have a minor contract for good/services
exceeding £2000 in value for the supply of goods or materials, or for the
execution of works or specialist services other than such goods, material,
works or specialist services as are excepted as set out in paragraph (a) the
Clerk shall invite tenders/quotes/estimates from at least 3 suppliers.
(c) When applications are made to waive financial regulations relating to purchases/minor contracts to enable a price to be negotiated without competition the reason shall be embodied in a recommendation to the Council.
(d) Such invitation to tender/quote/estimate shall state the general nature of the intended purchase/contract and the Clerk shall obtain the necessary technical assistance to prepare a specification in appropriate cases. The invitation shall in addition state that tender/quote/estimates must be addressed to the Clerk in the ordinary course of post. Each tendering firm shall be supplied with a specifically marked envelope in which the tender is to be sealed and remain sealed until the prescribed date for opening tenders for that contract.
(f) All sealed tenders shall be opened at the same time on the prescribed date by the Clerk in the presence of the Chair or Vice Chair.
(g) If less than three tenders/quotes/estimates are received for contracts above £2000 or if all the tender/quote/estimate are identical the Council may make such arrangements as it thinks fit for procuring the goods or materials or executing the works.
(h) Any invitation to tender issued under this regulation shall contain a statement concerning ‘candidates for appointment’ and ‘canvassing of, and recommendations by members’ as set out in Standing Orders.
(i) When it is to enter into a contract less than £2,000 in value for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in paragraph (a), the Clerk or RFO shall obtain 2 tender/quote/estimates (priced descriptions of the proposed supply); where the value is below £1000 the Clerk or RFO shall strive to obtain 1 tender/quote/estimate. Otherwise, Regulation 10 (3) above shall apply.
|Last Update 15.02.2009||
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