Hothfield Parish Council

...in the rustic heart of Kent

JANUARY 2009 PARISH COUNCIL
MEETING MINUTES

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,
Mr P Howard, Mr P Patten and Mr A Rawlins

PARISH CLERK: Mrs J Batt

BOROUGH COUNCILLOR:

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

1. APOLOGIES FOR ABSENCE
An Apology for Absence was received from Mr L Hughes (work commitment),
Borough Councillor Wallace and County Councillor King.

2. 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.

3. PUBLIC INTERVAL
The meeting was open for questions and comments from 7.03 – 7.09 pm.

4. VILLAGE APPRAISAL
It was agreed that Mr Patten and Mr Rawlins would liaise with Mrs Highwood regarding a
suitable evening in March on which to hold a public meeting, at which the results of the
Village Appraisal will be presented. The meeting will start at 7 pm and refreshments will
be available.

Mr Rawlins will inform Mr Twydell of the date so that it can be included in the February
and March edition of the Hothfield Newsletter.

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
simple play area for children under 10 on the triangle at Beech Drive.

Action: Clerk to write to Mr Watkin.

5. UPDATING OF STANDING ORDERS/FINANCIAL REGULATIONS
Resolution:
Following discussion, the attached amendments were agreed upon.
Proposed Mr Krause Seconded Mr Patten

6. ACCEPTANCE OF MINUTES OF PREVIOUS MEETING
The total amount of available capital – Page 318, should read £4206.24 not £4106.24.
Minutes 73 were accepted and it was unanimously agreed that Mrs Whittington should sign them.
Proposed Mr Rawlins Seconded Mr Collins

7. MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES
Mrs Whittington reported that she had not received the contact list from Mrs Dale as
promised.

Action: Clerk to contact Mr Watkin.

The confusion over the refurbishment of certain areas of the village needs to be discussed
with Councillor Wallace.

Members of the Housing Department at ABC visited tenants after the December meeting to
consult with them regarding their wishes for the area.

8. FINANCE
Bank Balance
The balance stands at 8880.01 in the Reserve Account, £100 in the Current Account and
£10394.77 in the Corporate Bond. Of this 5410.97 (totals included in 2008/20029 budget
noted) is reserved as follows:-

Village Appraisal - 365.39
Road Sweeping - 1462.55
ESA - 1515.00
Newsletter - 318.03
Bus Shelter - 1750.00
Churchyard - NIL

Available capital £3569.04.

We have received notification from NatWest that the 3 month term for the Corporate
Bond has expired and Mr Patten proposed that we should re-invest it with NatWest.
Councillors unanimously agreed with this proposal.

Action: Mr Patten to contact NatWest as necessary.

Accounts to be paid

PAYEE	DETAILS	£ NET	£ VAT	£ GROSS
Mrs J Batt	Salary and Expenses	438.85	3.33	442.18
Mr C Stanley	Webmaster Services	209.00		209.00
Mrs J Batt	1/5 SLCC Subscription	26.20		26.60
Mrs S Whittington	Payment to Litter Picker	56.00		56.00
CASE	Printing Hothfield Newsletter	65.16		65.16

Resolution: Councillors unanimously agreed to pay the above accounts.

S137 Grant towards production of Hothfield Newsletter
Resolution: Councillors unanimously agreed to allocate £1200 for the forthcoming
year from the S137 grant to pay for the publication of the newsletter
and associated costs.

i. Budget 2009-2010 and Setting of Precept.
Please see attached. Following discussion, Mr Krause proposed, seconded by Mr Collins
that the Precept for the forthcoming financial year should be kept at £9000.

Resolution: Councillors unanimously agreed to set the Precept for the financial year
2009-2010 at £9000 and to claim the Concurrent Functions Grant of £889.41.

9. PLANNING
Please see attached list.

10. CORRESPONDENCE
KALC Agenda for 03.12.08
KCC Permit Scheme – Further Consultation on Key Changes
ABC Agenda for Standards Committee meeting to be held 28.11.08
ABC re Winter Festival
Kent Fire and Rescue Service
ICO re Publication Scheme
ABC Agenda for Standards Committee to be held 12 December 2008
ABC Agenda for Standards Committee to be held 22 December 2008
ABC Housing News
Groundwork News
Southern Electric Contracting
Lyons Electrical
AwCRK
Minutes of North Weald Parish Forum
English Rural – The Bulletin
ABC Minutes of Standards Committee 12th and 22nd December 2008
ROSPA re Play Area Inspection
ABC re Precept
NatWest re Corporate Bond
KPA
Clerk and Councils Direct
Arien Signs
Minutes of Parish Forum held 22.10.08

Councillors asked the Clerk to request an Inspection of the Play Area, to include the
MUGA and Youth Shelter.

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
in the village hall recently. A discussion took place as to how the issues raised can be dealt
with and various suggestions made.

Action: Mrs Whittington and Mr Rawlins will obtain a quote for the repair of the sound limiter.

RISK ASSESSMENT
A problem has arisen with the play area since the publication of the agenda and it was agreed
to include this item.

The balance beams have broken off on the play area and the wooden stumps have been left
standing proud. After discussion it was agreed that Mr Howard would look into the matter
with a view to removing them.

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.
Mrs Whittington will provide him with a book so that he can keep a record of his inspections.

Action: Mrs Whittington to provide Mr Beckley with a book.

10. ANY OTHER BUSINESS
Mr Rawlins reported that Little Chart Cricket Club is holding a Curry and Quiz night on
23 January in the Village Hall.

Concern was expressed that no action seems to have been taken regarding the replacement
play area, which we were promised. Councillors are uncertain as to who is responsible
for the money and who is heading the project. Mr Patten said he would speak with
Mrs Logan.

Mr Collins reported that he had been asked about the future of the School Hall, by a
parishioner. Mrs Whittington told him that although various organisations had looked at it, nothing has been decided to date.

There being no further business the meeting closed at 8.58 pm.

HOTHFIELD PARISH COUNCIL

PLANNING APPLICATION RECORD

9 DECEMBER – 12 JANUARY 2009

Planning Applications Received

Full Planning Permission requested – Delegated to Officers unless otherwise stated:-

08/01842/AS Listed Building Consent	West Cottage, West Street, Hothfield, Ashford, Kent, TN26 1ET Two single storey rear extensions forming utility and sun lounge, front lobby and extend dormer for additional bedroom Parish Council: Support (Unanimous)

The following applications have been refused:-

08/01539/AS Application for Advertisment Consent	QN Hotels Group re Holiday Inn, Maidstone Road, Hothfield, Ashford, Kent TN26 1AR Installation of new totem

The following applications have been granted:-

08/01539/AS Application for Advertisment Consent	QN Hotels Group re Holiday Inn, Maidstone Road, Hothfield, Ashford, Kent TN26 1AR Installation of Fascia sign

08/01645/AS	Mr R Dean, 4 Heath Cottages, Maidstone Road, Hothfield, Ashford, Kent TN26 1AN Erection of a double garage

08/00167/TP	Mr Radzik, Tutt Hill House, Maidstone Road, Hothfield, Ashford, Kent TN26 1AW T49 Oak – Crown lift to 5m above ground

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;

(ii)         for specialist services such as are provided by solicitors, accountants, surveyors and planning consultants;

(iii)        for work to be executed or goods or materials to be supplied which consist of repairs to or parts for existing machinery or equipment or plant;

(iv)         for work to be executed or goods or materials to be supplied which constitute an extension of an existing contract by the Council;

(v)          for additional audit work of the external Auditor up to an estimated value of £200 (in excess of this sum the Clerk and RFO shall act after consultation with the Chairman and Vice Chairman of Council);

(vi)        for goods or materials proposed to be purchased which are proprietary articles and/or are only sold at a fixed price.

(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.

(j) The Council shall not be obliged to accept the lowest or any tender, quote or estimate.

Last Update 15.02.2009

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