MARCH 2009 PARISH COUNCIL
MEETING MINUTES

Minutes of the Ordinary Parish Council Meeting

held at The Village Hall, Hothfield,

on Monday 9 March 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 L Krause, Mr P Patten and Mr A Rawlins

PARISH CLERK:                        Mrs J Batt

BOROUGH COUNCILLOR:                                                    

MEMBERS OF THE PUBLIC:    There were three Members of the Public present for part of

the meeting

1.        APOLOGIES FOR ABSENCE

An Apology for Absence was received from Mr P Howard (prior engagement) and Mr L Hughes (work commitment).

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 opened to Members of the Public from 7.05 – 7.18 pm for questions and comments from Members of the Public.

  4.         VILLAGE APPRAISAL

Councillors felt that the public meeting went fairly well, but they were disappointed that not many residents from the centre of the village attended.  We do need to try and engage with these residents more.  Mrs Highwood took the comments from the meeting and is going to prepare a final presentation.  The Clerk was asked to write and thank her for all her work and invite her to give her final presentation at the next Parish Council meeting.

Mrs Whittington thanked Mrs Warren for organising the refreshments.

Action: The Clerk to contact Mrs Highwood

5.          ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

Minutes 75 were accepted and it was unanimously agreed that Mrs Whittington should sign them. 

Proposed  Mr Krause     Seconded  Mr Collins

6.           MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES  

Mr Howard and Mr Hughes did not remove the stumps from the play area as they were advised not to by Ann Davis.

The new name for the Children’s Centre is The Bluebell Centre.

The Clerk reported that she had spoken to an officer from ABC who told her that they do not undertake Risk Assessments on play areas that they do not own.                                        

7.         FINANCE

            Bank Balance

            The balance stands at £7531.59 in the Reserve Account, £100 in the Current Account and

            £10394.77 in the Corporate Bond.  Of this 4963.80 (totals included in 2008/20029 budget

             noted) is reserved as follows:-

            Village Appraisal   -    294.02

            Road Sweeping    -  1301.55

            ESA                     -  1515.00             

            Newsletter            -    103.23 – Please note this cannot be carried over into 2009-2010

            Bus Shelter           -  1750.00

              Accounts to be paid

            Resolution:  Councillors unanimously agreed to pay the above accounts.          

Adoption of Updated Standing Orders and Financial Regulations

                              One or two slight amendments were needed after which:-

                              Resolution:

                              Councillors unanimously agreed to adopt the recently amended and updated

                              Standing Orders and Financial Regulations.

                              Risk Assessment

                              Deferred until next month.

                              Insurance Arrangements for Parish Council Assets

                              Following discussion, Councillors unanimously agreed the following:-

                              Resolution:-

                              The Clerk will contact Allianz Cornhill and ask for a quote for insuring the MUGA

                              and the Youth Shelter.

                              Councillors unanimously agreed to self insure the following:-

8.       HOTHFIELD NEWSLETTER

The Clerk read out a letter received from Mr Twydell regarding funding the newsletter and the reply that she proposed to send, after consultation with out Internal Auditor, Mr Funnell.

            Resolution:

          Councillors unanimously agreed to allocate £1200 from Section 137, to fund

         the production of the Newsletter for the financial year 2009-2010 and 2010-2011.

         It was felt that it would not be correct for them to agree to allocate funds beyond

         2010-2011 as we are due for an election in May 2011.

9.          VILLAGE HALL

Problems are still being experienced with the sound limiter.  Mr Rawlins will contact the Engineer again.

Action:  Mr Rawlins to contact Engineer

10.       VILLAGE HALL TREES

Three tenders have been received from:-

Mr W Hollands

Mr R Jiles

H Godden

It was agreed to defer decision until next month to allow the members of the Village Hall Committee to decide which option they prefer.

11.       PLANNING

Please see attached list.  

12.       CORRESPONDENCE

              Kentish Stour – Stour View

              KCC Changes to the Definitive Map

              ABC re New Play Area

              English Rural

              Mr C Twydell re Newsletter

              Kent Primary Care Agency

              KCC Love Food Hate Waste

              Town Talk

              Playworld

              Town and Parish Standard

              Clerk and Councils Direct

13.       ANY OTHER BUSINESS

Annual Parish Meeting

The Annual Parish Meeting will be held on Friday 8 May.  Refreshments will be organised.

The Clerk will write and request written reports which will be bound in a booklet.

Housing Survey

It was agreed to ask Mr Hall to a future meeting. 

              Action:  Mrs Whittington to contact Mr Hall

There being no further business the meeting closed at 9.07 pm.

HOTHFIELD PARISH COUNCIL 

PLANNING APPLICATION RECORD

9 FEBRUARY 2009 - 9 MARCH 2009

Planning Applications Received