MINUTES 179 Page 835
Minutes of the Ordinary Parish Council Meeting
held at The Bluebell Centre, Hothfield,
on Wednesday 5September 2018 at 7.00 pm
Mr I Lloyd, (Chair), Mrs S Parker, Mrs P Sutcliffe, Mr P Fothergill and Mr P Howard.
Ms D O’Neill (Sk8side) for part of the meeting
|PARISH CLERK:||Mrs J Batt|
|MEMBERS OF THE PUBLIC:
There were 4 members of the Public present for part of the meeting.
1. APOLOGIES FOR ABSENCE
There were no Apologies for Absence.
[A belated apology was received via email at 19.26 from Mr Cook as something had happened that he needed to attend to].
2. APPROVAL OF APOLOGIES
There were no Apologies for Absence.
3. DECLARATIONS OF PECUNIARY INTEREST AND SIGNIFICANT INTEREST
Declarations of Pecuniary Interest
There were no Declarations of Pecuniary Interest.
Declarations of Significant Interest
Mr Fothergill declared a Significant Interest in matters associated with the Village Hall as he is Chairman of the Village Hall Committee and Mrs Parker and Mr Howard declared an interest in the Village Hall Committee as they are members of the Committee.
Mrs Parker submitted a letter to the Clerk asking for her ongoing interest in the Village Hall and Squad 26 to be automatically included in future minutes.
Mrs Sutcliffe declared an interest in Planning Application no 18/0973/AS and 18/01219/AS, as she knows the applicant.
i) To note the granting of any requests for Dispensations and the decision
There were no requests for Dispensations.
ii) 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.
4. PUBLIC INTERVAL
The meeting was opened to the members of the public present from 7.07 to 7.25 during which time a discussion took place with Ms O’Neill from Sk8side regarding a cancelled meeting. It was pointed out that this is a matter for The Village Hall Committee who will arrange another meeting. Ms O’Neill left the meeting at this point.
A resident discussed the issues currently being experienced with anti-social behaviour in the village. It was agreed to ask the police to provide a more visible presence in the village.
A complaint was made about the amount of litter in the village. The Community Payback Group will be asked to undertake a litter pick. Mr Fothergill will liaise with Community Payback and the Village Litter Pickers.
A new resident introduced himself to the members of the council and asked whether anything can be done regarding the speed of vehicles on the A20. See item 10.
Two members of the public left at this point.
5. ACCEPTANCE OF MINUTES OF PREVIOUS MEETING
Minutes 178 of the meeting held on 4 July 2018 were accepted and it was unanimously agreed that Mr Lloyd should sign them.
Proposed Mrs Parker Seconded Mr Howard
6. MATTERS FOR REPORT ARISING FROM PREVIOUS MINUTES
Mrs Parker reported that on the day of the July Parish Council Meeting, 2 ex-parish council members had been informed by our Borough Councillor that the Planning Inspectorate had asked for the proposed building site in Hothfield to be deleted from Ashford Borough Council's Local Plan. Members of the Parish Council had been not informed at this point and spent some time discussing and voting on the application.
The timer on the MUGA lights has now been fixed and the lights have been programmed to stay on for 45 minutes between 4 pm and 9 pm when the timer is activated.
The Meter Reader called to read the meter and confirmed that EDF has a key.
7. A20 OVERNIGHT LORRY PARKING RESTRICTIONS SCHEME
Nothing to report.
8. BOROUGH COUNCILLORS REPORT
Councillor Krause was not at the meeting.
Hothfield Parish Council - Bank Reconciliation as at last Bank Statement
Balance per Cash Book Balance at Bank
Hothfield Youth Account - Bank Reconciliation – as at last Bank Statement
Hothfield Youth Account -Accounts to be Paid
Cheque number 1500 for £100.59 was drawn in favour of Mr K Marden on 3 August
Following the verbal agreement of Mr I Lloyd, and signed by Mr M Cook and
Mr P Howard.
Accounts to be Paid
Resolution: Councillors unanimously agreed to pay the above accounts, and noted the Direct Debit Payment to EDF for the electricity for the MUGA, taken on 1st of each month for £11.00.
Proposed Mr Lloyd Seconded Mr Fothergill
We are in a Long-Term Agreement with Inspire until 2021.
Nothing to report. To be removed from future agendas.
10. CORRESPONDENCE AND GENERAL COUNCIL BUSINESS
ABC re DPI Forms
NatWest re Privacy Rules
Email Correspondence – all forwarded to Councillors
Residents re Chapel Row
Residents re Chapel Row/A28 Junction
Friends of St Margaret’s re Christmas Tree Festival
Satswana – Invoice
Information Commissioner re Registration
Councillors DPI Forms
The Clerk distributed forms to Councillors Mrs Parker, Mr Lloyd and Mr Fothergill, to complete and return to ABC as soon as possible. Mr Fothergill took a copy to give to Mr Cook. Mr Krause also needs to complete a form and the Clerk will post a copy to him to complete and return to ABC.
The winners have been announced and the prizes and certificates will be given out at the Harvest Supper. The Clerk will write to the Judges and thank them for giving up their time to judge the competition.
Village Hall Fire Alarm
Councillors unanimously agreed the payment to the Village Hall, included in the payments list under item 9. There is no ongoing cost.
The council is now registered with the Information Commissioners Office.
Mr Robbins replied to a request for him to complete a Data Processor Questionnaire saying that he views this as premature. He has no idea what regulations will apply or indeed how the GDPR Directive will be applied to either himself or to Local Councils.
We have updated all our terms of engagement with clients, but obviously our contract in respect of the work that we do on the Council’s AGAR is actually with SAAA, who appointed us on behalf of the government.
The firm’s general terms of business can be found here: https://www.pkf-littlejohn.com/about-us-client-engagement-terms-of-business but please let us know if you have any more detailed queries.
Also, all the team involved in the limited assurance review work have to sign Schedule 11 agreements regarding disclosure of information as well.
Community Payback Scheme
The group has cleared the MUGA area.
Christmas Tree Festival
Two members of the council are already involved in decorating trees for the festival with other village organisations, therefore it was agreed that Hothfield Parish Council will not be sponsoring a tree.
Donations to Charity
It was agreed that each application will be judged on its own merits.
Dangerous Junction at Chapel Row
Following a request by a resident during the Public Interval and correspondence received from another resident, it was decided to arrange a meeting with the Highway Steward, County Councillor Simkins, Ian Lloyd and interested residents to discuss arranging a speed survey, other options and the associated costs.
Chapel Row Hedgerow Maintenance
The Clerk will forward the email to Kent Wildlife Trust.
Report from KALC Meeting
The minutes have been circulated to all councillors.
Mr Lloyd re-iterated that some sites, including the Coach Drive site have been deleted from the local plan and also informed councillors that Ashford Borough Council currently has sufficient land stock, so should not need to call for more for a couple of years.
Please see attached list.
12. FORUM FOR EXCHANGE OF INFORMATION BETWEEN COUNCILLORS
The Chairman is meeting with the Chair of Westwell Parish Council to discuss issues of concern to both parishes.
The Chairman gave his apologies for the next meeting.
The recent Fun Day was a great success and made a profit of £35. Councillors congratulated Mr Fothergill on the excellent day.
The Highway Steward emailed Mrs Sutcliffe and reminded her that the drainage, road marking and parking should be submitted through the parish portal.
The following will be submitted via the KHS Portal:
Broken drain outside of 3, 5 and 7 Beech Drive.
Blocked drain on the first right hand bend after the Esso garage on the A20.
Blocked drain outside of Alder Cottages – the Clerk will give KHS Mr Howard’s number.
Bus stop and give way markings at the junction of School Road and Cade Road need
Large pothole where Cades Road joins the A20.
Large pothole on slip road outside of Oakover Nurseries.
The budget will be prepared at the November meeting.
Councillors offered their support to Mr Fothergill, if required, when he meets with the
members of staff from Sk8side.
Some councillors are finding the new email difficult to use. It was suggested they contact
Mr Stanley for help.
There being no other business the meeting closed at 8.57 pm.
HOTHFIELD PARISH COUNCIL
PLANNING APPLICATION RECORD
18/0973/AS The Granary, Church Lane, Hothfield, Ashford, TN26 1EL
LBC Erection of a conservatory
Parish Council: Support
18/01219/AS The Granary, Church Lane, Hothfield, Ashford, TN26 1EL
Parish Council: Support
Decision Notice received from ABC
18/00891/AS 12 Common Way, Hothfield, Ashford, Kent, TN26 1EF
Borough Council: Permit
© 2018 Hothfield Parish Council
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