FEBRUARY 2010 PARISH COUNCIL
MEETING MINUTES

Minutes of the Ordinary Parish Council Meeting

held at The Bluebell Centre, Hothfield,

on Monday 8 February 2010 at 7.00pm

[ DRAFT - to be formally accepted at next meeting ]

PRESENT:           Mrs S Whittington, Mr J Collins, Mr L Krause, Mr A Rawlins

                              Following co-option Mrs P Sutcliffe and Mr D Parker

                              Mr D Beckley (Community Warden)

PARISH CLERK:              Mrs J Batt

BOROUGH COUNCILLOR:                                                    

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

Mrs Whittington reported that she had received a letter of resignation from Mr L Hughes.

Councillors recorded their thanks to Mr Hughes for all his work and support during his time on

the Parish Council.  The Clerk will contact ABC and inform them of the vacancy.

Councillors also recorded their thanks to Mrs Warren who resigned after the last meeting, for all

her work whilst a member of the Parish Council.

1.    APOLOGIES FOR ABSENCE

An Apology for Absence was received from Mrs K Pender (illness), and

and Mr P Howard (previous engagement).

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.   CO-OPTION OF PARISH COUNCILLOR

 Applications for the vacant position of Parish Councillor have been received from 2

residents of Hothfield.  Mrs Penny Sutcliffe and Mr David Parker

We have, today, received notification from Ashford Borough Council that we can co-opt

to replace Mrs Warren who resigned after the last meeting.  Councillors therefore agreed to

co-opt to fill both vacancies at this meeting.

Mrs Krause proposed Mrs Sutcliffe for the position of Parish Councillor, seconded by

Mr Rawlins.  Unanimous.  Mrs Sutcliffe completed her Written Undertaking.

Mr Collins proposed Mr Parker for the position of Parish Councillor, seconded by

Mrs Whittington.  Unanimous.  Mr Parker completed a Written Undertaking and both

Councillors took a Register of Members Interest Form to complete and return to ABC.

4.   PUBLIC INTERVAL

There were no Members of the Public present.

5.    ACCEPTANCE OF MINUTES OF PREVIOUS MEETING

The payment to CASE should read £137.60 not £129.00.

Minutes 84 were accepted and it was unanimously agreed that Mrs Whittington should sign

them as a true record of the meeting.

Proposed  Mr Krause       Seconded  Mr Collins

6.    MATTERS FOR REPORT ARISING FROM THE PREVIOUS MINUTES

 Bus Service

 The KCC are not obliged to provide any form of bus service. 

 They run 4 journeys in and out of Hothfield, 2 at peak times and 2 off peak. 

 They concentrate on providing a service at peak times to allow people to get to school, work,   

 hospital appointments etc.  They run the other 2 journeys as they do not cost any more.

 They get constant requests for evening services but they do not have any money in the budget

  for additional services.

  7.    VILLAGE MATTERS            

   MUGA

 The Clerk reported that she had added the MUGA to the insurance policy as requested.

The sum insured is £90000 and the premium until May is £144.73.

 Mrs Whittington asked for a Councillor to volunteer to take responsibility for the MUGA.

 Mr Parker offered to do this and took all the paperwork from Mrs Whittington and the

 EDF paperwork from the Clerk.

 Resolution:  It was unanimously agreed that the money received from the

 Hothfield Parent Support Group which was raised for the MUGA should be earmarked

 for use on the upkeep of the MUGA.  After various expenses have been taken out the

 balance is £5814.71.   

     Child Protection Policy – Kent Youth Services Project

As part of the grant application to allow us to continue with the Kent Youth Service Project, a Child Protection Policy has been drawn up.  Our bid is for £15,000 over 3 Years.  Mr Krause reported that he had looked at the Policy and was satisfied that everything necessary has been included.  Everyone agreed that the Youth Project for 11 – 19 year olds has been successful  and agreed to be responsible for monitoring the project and administering the funds if we are granted funding.  A periodic review of the project will be undertaken to ensure that it is achieving its aims. 

Following a lengthy discussion Councillors agreed the following:-

   Resolution:

   The Members of the Parish Council agreed that Hothfield should continue with the Kent Youth Services Project.  They fully endorse the efforts that have been made so far and  look to continue with the project subject to receipt of the necessary funding.

 Proposed  Mr Krause                 Seconded Mr Parker                    Unanimous

 Councillors recorded a vote of thanks to Mr R Rivers for all his help with the grant application.

Update on situation with Dogs

Mr Beckley was asked to update Councillors on the situation.  We hope that we are making progress with this problem.

Children’s Play Area

The new Play Area is currently being installed at a cost of £64,000.  Concerns have been expressed that it will be vandalised but the area is for children of all ages and the Kent Youth Service are going to work with the local youngsters to get them involved which we hope will prevent any vandalism.

The official opening is due to take place on 26 March 2010.  Mr Patten has been asked to cut the ribbon.

Mrs Whittington confirmed that Ashford Borough Council is to insure the area.

Arrangements for AGM

It was agreed to hold the Annual Parish Meeting on 7 May and the Annual Parish Meeting

on 10 May.  Mr Collins was asked to book the Village Hall for 7 May.

The Clerk will ask local organisations to send in reports of between 200 and 300 words.

These will be printed and sent out at the beginning of May.

Position of Chairperson

Mrs Whittington informed Councillors that she intends to stand down as Chairman at the

forthcoming APCM.  She asked Councillors to give some thought to her replacement.

The next 2 items were not included on the agenda, but Mrs Whittington asked for them to

be discussed at this meeting and Councillors agreed.

Village Hall

The notes of the Working Group meeting held on 4 February were circulated.  Apart from

agreeing to change ‘delegate’ to ‘assign all responsibility for the maintenance…..’they were

agreed and members of the Parish Council unanimously agreed the following:-

Resolution:                                  

It was unanimously agreed that the Parish Council should assign all responsibility for

the maintenance and upkeep of the Village Hall to the Village Hall Committee.

This responsibility covers maintenance of:-

The Village Hall, both inside and out

The Grounds of the Village Hall, to include hedges, trees, car park, fences, gates and lighting.

It was agreed that any proposed expenditure on Capital Projects should be presented

to the Parish Council for discussion, prior to a decision to proceed with the work

being taken by the Village Hall Committee. 

Computer Course

A need for IT Training was identified in the Village Appraisal.  The Taster Day is due to

be held on 22 March 2010 by Training Highway.  It is open to all adults.

Mrs Whittington asked for commitment from the Parish Council to support this project

as we will have to apply for funding.  She asked as many councillors as possible to attend the

Taster Day in order to talk to people and find out exactly what courses we should offer.

It is possible that the courses will be open to people from outside of Hothfield, but

Mrs Whittington is keen that residents of the village should not have to pay to enrol on a course.

8.    FINANCE

Reallocation of Funds from Contingency to s137

Resolution:

Councillors unanimously agreed to reallocate £200 from the Contingency Fund to

s137 to fund the publication of the Newsletter for the remainder of the financial year.

              Accounts to be paid 

           Resolution:  Councillors unanimously agreed to pay the above accounts. 

            At the meeting held in October 2009, it was agreed to allocate £1000 from the budget

            for 2010/2011 for Secondary Age Youth Activities.  This was omitted from the budget

            in error so Councillors unanimously agreed the following:-

            Resolution:  It was unanimously agreed to allocate £1000 from the budget for 2009/2010

            towards Youth Activities (Secondary).

            Bank Balance

            The balance stands at 17998.11 in the Reserve Account, £100 in the Current Account and

            £10630.56 in the Corporate Bond.  Of this 12930.60 (totals included in 2009/2010 budget

            noted) is reserved as follows:-    

                            Resolution:  Councillors unanimously agreed to pay the above accounts

                            Councillors were given a copy of the latest Bank Reconciliation and Working Figures

9.    CORESPONDENCE AND GENERAL COUNCIL BUSINESS

KCC Annual Performance Report

ABC Statement of Community Involvement First Review

Clerk and Councils Direct

Playsafety

ABC Minutes of Standards Committee held 18.12.09

ABC re Concurrent Functions Grant

KALC Minutes and Agenda for 03.02.10

KCC Local Board

ABC Agenda for Parish Forum due to be held 07.02.10

Kent Wildlife Trust

Marshalls

ABC Environmental Services re Road Sweeping Grant

NSPCC

 Contract for Litter Picker

 This has been signed by Mr Marden and Mrs Whittington and returned to the Clerk

 Concurrent Functions Questionnaire

This has been completed and will be returned to Ashford Borough Council.

 Sustaining Communities Email

The Clerk was asked to write to Damian Green MP asking him to sign EDM 143,

Supporting the Sustainable Communities Act Amendment Bill.  More information is

available on www.localworks.org.

 Snow Clearance

Deferred until next meeting.

 Christmas Tree

 Mr Rawlins asked what size tree the Council require.  Mrs Whittington will liaise with the

 Bluebell Centre and Mr Rawlins will investigate the price before the next meeting.

Clerks Salary

The Clerk reported that the Pay Award had been received from NALC

Resolution:  It was unanimously agreed to increase the Clerks Salary to

SPC 23 £10.498 per month £2183.59 per year Backdated to 1 April 2009.

Archiving of Parish Council Records

The Clerk reported that she had contacted the Centre for Kentish Studies who told her

that they are unable to take any minutes in for at least 2 years.  Councillors are satisfied

that the minutes will be safe in the filing cabinet for the foreseeable future.

 Hothfield Newsletter

Mrs Whittington asked for the original proposals outlined by Mr Twydell in his letter

of September 2007 to be placed on the March agenda for the benefit of both current and

new Councillors.

10.    PLANNING

Please see attached list.                

11.       FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS

Signed …………………………………………………………. Dated …….............................

                                                         Mrs S Whittington, Chairman    

HOTHFIELD PARISH COUNCIL

PLANNING APPLICATION RECORD 2010

DECISIONS TAKEN AT MEETING HELD 8 FEBRUARY 2010

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

09/01558/AS     Mrs H McCloskey, Benacre Pluckley Road, Ashford, Kent TN26 1ER

                        Proposed replacement dwelling

                                                                      Parish Council:  Support       

The following application has been granted:-

09/01121/AS     Hothfield PCC, St Margarets Church, Church Lane, Hothfield
Reglazing of porch window and provision of new glazed oak porch doors

09/01250/AS     Mr L Green, 26 The Street, Hothfield, Ashford, Kent TN26 1ES

Internal plastering to walls and ceilings.  New floor to study.  Installation of external boiler.  Installation of new joinery at ground floor level.  Repointing to external elevations

^^^ Up to top of page