NOVEMBER 2009 PARISH COUNCIL
MEETING MINUTES

Minutes of the Ordinary Parish Council Meeting

held at The Village Hall, Hothfield,

on Monday 9 November 2009 at 7.00pm

[ DRAFT - to be formally accepted at next meeting ]

PRESENT:                                                Mr L Krause (Chair), Mrs K Pender, Mrs P Warren, Mr J Collins, Mr A Rawlins

Mr D Beckley (Community Warden)

Mr C Stanley (Webmaster)

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 Mrs S Whittington, (Prior Engagement),

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

                  Councillors are reminded that they should update their Declarations of Interest

                  with the Monitoring Officer if necessary.

  3.       PUBLIC INTERVAL

There were no Members of the Public present.

  4.       ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

Minutes 82 were accepted and it was unanimously agreed that Mr Krause

should sign them. 

Proposed  Mr Collins      Seconded  Mrs Pender

  5.    MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES

             There were no Matters for Report not included on the Agenda.

  6.    VILLAGE PLAN AND STRATEGY TO IMPLEMENT

i.  Funding and Recruitment for Computer Course – Taster Day set for 22.03.10

    We need 2 –3 groups of 10 people to enable the course to be run in Hothfield.

 Councillors felt that these should be split into age groups, with a group specifically for

    younger and one for older students as all students will be able to work at their own

    pace, as everyone has their own computer.

    It was agreed that the Computer Course must be well advertised, after Christmas, on

    the notice board, in the Hothfield Newsletter and on the Website. The Clerk was asked

    to contact Mr Birch and ask if he has a one page flyer that can be used in advertising the

           course as well as being printed off and posted through all doors in Hothfield.

    Action:  Parish Clerk

           PC Miller organised Operation Reflect around the Village during the last month.

    Officers visited numerous houses and discussed issues of concern with parishioners.

    Following this, householders received a copy of the Community Safety Newsletter for

      Downs West and councillors were concerned to find that it states that the Parish Council

    decided that the problem with loose dogs was no longer a priority.  The Clerk was asked

    to write to David Lloyd and give him the correct facts.

    The Mobile Police Station will be in Hothfield on 12 December.

 7.       FINANCE

         Budget and Setting of Parish Precept for 2010/2011

             Please see attached budget.

             Resolution:  Councillors unanimously resolved that, providing the Parish Council

         receives a request from the Editor of, or the person responsible for, the

         Hothfield Newsletter, prior to submission of the precept request, asking for an

         allocation of funds from S137, we will allocate £1500 for the publication of the

         Hothfield Newsletter for the financial year 2010/2011.

         Proposed Mr Rawlins                 Seconded Mr Collins

             Resolution:  It was unanimously agreed to set the Precept for 2010/2011 at £9500.00.

         Received this month:  H M Revenue & Customs £96.60 Tax refund for Mr Marden

         Accounts to be paid 

            Resolution:  Councillors unanimously agreed to pay the above accounts.     

         The Clerk was asked to contact Came & Co and ask how much the premium will increase

         if we insure the MUGA for up to £5000 for material damage.  Cover to include the surface,

         fence and lighting.

         Action:  Parish Clerk

8.    CORRESPONDENCE AND GENERAL COUNCIL BUSINESS

 Ash Tree in Village Hall car park

 Mr Rogers has asked for a written report from a Tree Expert into the health of the

 Ash Tree.  Councillors proposed that the Village Hall Committee should obtain this report.

   Action:  Mr Collins

 With regard to the trees that have recently been removed from the Village Hall, Councillors

were concerned that the logs are being given away.  They felt that they should be sold

to help offset the cost of removing the trees.  Mr Collins will discuss this with Mr Rogers.

  Action:  Mr Collins

 Service Level Agreement with Ashford Borough Council

Resolution: Councillors unanimously agreed to adopt the Service Level Agreement with

Ashford Borough Council and look forward ABC implementing it in full.

 Contract for Litter Picker

Following discussion it was agreed that the Litter Picker will only be employed on an ad hoc

basis and the terms and conditions of employment should be as follows:-

 Hours – 3 per week

 Salary –  £7 per hour

 Holiday  - Not paid

 Sickness – Not paid

 Grievance Procedure Any grievance should be reported to the Parish Clerk in writing. 

 KHS Parish Portal

 The Clerk informed councillors that she attended Parish Portal Training, to allow her to enter

 highway issues directly onto the Portal.  If Councillors wish to use the Portal they must

 sign a Disclaimer.  Councillors unanimously agreed that all issues should be reported

 by the Parish Clerk.

9.    VILLAGE AFFAIRS

         Dog Fouling

         As discussed under item 6, The Clerk will write to David Lloyd and inform him that the

         problems with dogs running loose is still an issue within Hothfield.   

         Speed Watch – Volunteer needed

         PC Miller has asked the members of the Parish Council for some indication as to when the

         worst time for speeding is during the day.  It was agreed to put a poster in the Post Office

         asking for volunteers to run the Speed Watch Scheme.

         Action:  Mrs Pender

10.    PLANNING

No Planning Applications received this month.          

11.       FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS

          Mrs Warren reported that she is in contact with a lady who is having problems

          regarding a proposed move to am Ashford Borough Council owned bungalow in Hothfield.

            She is trying to help her sort the problems out with ABC.  The Housing Manager is holding

         a surgery on Friday 13 November and it was suggested that they attend .

          Mr Rawlins asked whether the Parish Council are intending to take part in the

          Christmas Tree Festival.  Mr Hughes is organising the tree.  

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

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