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Draft minutes - to be approved at the next meeting
Minutes of a meeting of the
held at
Present:
Cllr Bob Bowker (BB) Cllr Mike Evans (ME) Cllr Beth Hendy (BH – Chair)
Cllr Derek Hobson (DH – Vice Chair) Cllr Tom Hoy (TH) Cllr Fay Rouse (FR) (6)
Sue Wotton (SW) – Parish Clerk
3 members of the public, two questions raised relating to local issues.
Councillor Hendy declared the meeting open at 7.40pm
Apologies for Absence
Cllr Peter Coleman - Residential training course Cllr Maurice Fitzpatrick - Family commitment
Cllr Jamie Gosden - Wisdom tooth extraction Cllr Peter Parvin - Leeds Ward
Gail Gosden, A/Clerk & RFO - Family illness PC Stuart Thomas - Rest Day
01. Personal & Prejudicial Interests
None declared
02. Minutes of the Meeting held 7th April 2008 and Matters Arising
The minutes of the meeting held 7th April were proposed as being a true record by Cllr Bowker, seconded by Cllr Hoy and they being unanimously agreed were signed by Cllr Hendy. Cllr Hoy raised issue regarding the length of the minutes of meetings and following discussion it was resolved that only decisions and actions would be recorded from now on unless any issue was considered contentious, in which case details would be recorded in full – proposed by Cllr Hoy, seconded Cllr Hobson.
03. Minutes of the Planning Meeting held on 24th April 2008 and Matters Arising
Only Cllr Evans had attended this meeting out of members present, therefore unable to agree minutes as true record, agreed to be carried forward to next Parish Council meeting 2nd June
04. Policing
(i) Police report – PCSO White stated
that during the period 7th April – 8th May 2008 there had
been 2 reported crimes: burglary at Wildwood Close 1st - 2nd May and criminal damage to a windscreen wiper of a parked car in Broomfield
Road, 29th - 30th April. Clerk reported that she had very recently been made aware of further
damage to the dog fouling signs at the Sports Field and the theft of a number
of hedge plants along the
(ii) Crime figures 1st – 30th April 2008 - see above
(iii) Neighbourhood Watch - Cllr Bowker reported the finding of a dog, Jack Russell type which had since been taken to Viking Oak Kennels.
05.
06. Planning
Applications:
(i) MA/08/0611 – Homefield, Chartway Street, Sutton Valence – erection of replacement stables, tack room, hay barn and grounds maintenance building (re-submission of MA/07/2213) – no comment
(ii) MA/07/2532 – Orchard Farm Nursery,
(iii) MA/08/0678 – Rose Cottage, Chartway Street – erection of a two-storey side extension and installation of one front and rear dormer window - approve
(iv) MA/08/0333
– The Finches,
See Min. 3 – unable to ratify above decisions – to be carried forward to next full Parish Council meeting on 2nd June.
(v) MA/08/0712 – Leeds Castle – erection of five-bay carriage barn to provide under cover seating and picnic area for visitors – Approve, proposed by Cllr Evans, seconded Cllr Rouse and agreed by all. ACTION - Clerk
Decisions (MBC):
(i) MA/07/2178 – 3 Wild Wood Close,
(ii) MA/08/0082 – 8 Laurel Grove,
(iii) MA/07/0777 – High Trees,
(iv) MA/08/0508 – Goodwood,
(v) MA/08/0512 – Gysum,
(vi) MA/08/0507 – 5 Charlesford Avenue,
(vii) MA/08/0532 – 44 Laurel Grove,
Other:
(i) MA/07/1602 – Cherry Farm,
(ii) MA/08/0466 – Cherry Farm,
(iii) MBC Planning Applications and Appeals – Clerk had registered Parish for MBC E-listing
(iv) MA/08/0113 – ‘Nine Oaks’,
07. Finances and Finance Officer’s Report
The RFO’s monthly report for April 2008 was read by Cllr Hendy – copy retained on file
(i) Invoices for payment £
Clerk - work & expenses 20 Mar to 20 Apr 2008 591.48
Clerk’s expenses – postage & gifts
Ass Clerk / RFO – work & expenses 20 Mar to 20 Apr 2008 297.27
Ass Clerk’s expenses – Office 2003 x 2 263.20
HMRC – Employers & Employees PAYE & NI contributions 122.20
ACRK revised payment 20.41
Additional IT payment – M. Cuerden (refer Clerk’s report #) 330.50^
Phil Tweddell – repair / re-erect goal post at Sports Field 264.88^
Phil Tweddell – hedge maintenance, replace stolen hedge plants 209.76^
Phil Tweddell – grass cutting village area & Sports Field play areas 140.00^
(^ payments to be ratified at next full meeting of the Parish Council)
# Clerk read report (copy on file) in respect of IT issues and the installation of the Parish Council computer which had required unexpected, additional work and items of equipment which were supplied and fitted by Mr Cuerden, and also the supply of a dedicated telephone line for internet connection and Clerk’s incoming/outgoing telephone calls. Cllr Evans proposed installing a telephone line for use by the Clerk, seconded by Cllr Hoy and agreed by all. Cllr Hobson requested the Clerk obtain quotes re: telephone service and internet providers, Cllr Bowker agreed to do likewise
ACTION – Cllr Bowker / Clerk
The above cheque payments were then proposed by Cllr Evans, seconded by Cllr Hobson and unanimously agreed.
(ii) Payments for ratification
£
M. Cuerden – supply & install PC computer, Norton, etc. 600.00
Payment ratified
(iii) Other
£
Precept payment 08/09 has been received 20904.00
Concurrent Functions 08/09 – F&GP meeting provisionally arranged for 6.30pm Tuesday 20th May if RFO available – Clerk to establish and confirm, if RFO unavailable further date TBA
Parish Council Insurance – 08/09 – RFO had previously circulated details of Came & Co (Norwich Union), annual premium of £800.00 compared with Allianz renewal cost of £941.23. It was resolved to renew with Came & Co proposed by Cllr Bowker, seconded Cllr Hoy.
ACTION - RFO
Clerk / Assistant Clerk – expenses – it was agreed to consider this matter at a future meeting
Clerk’s holiday pay, 07/08 - Cllr Evans agreed to establish payment due ACTION – Cllr Evans
IT issues – refer Clerk’s report #
Annual Return for Year Ended 31 March 2008 - following examination, the Annual Return to
31 March 2008 was unanimously agreed and signed by the Chairman and Clerk
ACTION - RFO
Bank reconciliation April 2008 – approved and signed by the Chairman (copy on file)
Funding Work Shop – Cllr Rouse had attended the Work Shop last week and would prepare a report for the next meeting
Scouts Group Annual Ground Rent – Cllr Hendy reported that the Scouts annual rent of £52 has been received
08. Affordable Housing – Clerk
Clerk reported that the Working Group meeting due
to be held 8th May had had to be postponed due to Orbit and the
Architect being unable to attend, new date TBA in early June. There were no other updates available, tests
are still being undertaken on the site at
09. Sewage Issues
(i) To receive report* from Cllr Fitzpatrick dated 20 April 2008 - agreed to retain on file.
(ii) To receive report* from Clerk / Assistant Clerk dated 27 April 2008 - agreed to retain on file
(iii) Letter* resident dated 21 April 2008 re: inaccurate Sewer Plan, Chestnut Drive - Clerk had written to Southern Water in this respect and provided resident concerned with copy letter requesting Southern Water’s Sewer Plan be updated to show correct location of manhole concerned. Southern Water have since confirmed by letter dated 29 April, that the public sewer records will be amended accordingly although may take some time to download details to their Mobile Digital Mapping System
(iv) Letter* to Southern Water dated 30 April 2008 - see (iii)
(v) Letter~ from Southern Water dated 29 April 2008 – read by Clerk, retained on file. The letter from Mr L Dawson, Chief Executive Officer of Southern Water states, “the survey results have confirmed the sewer is in good condition with no evidence of structural damage, fault or root intrusion” and concludes, “I am satisfied that the results of the sewer investigations have confirmed that the sewer is in good condition, and the number of incidents reported to us shows there is little or no evidence to warrant further investigation once the final CCTV survey is completed”.
(vi) Letter~ from Southern Water dated 2 May 2008 – read by Clerk, retained on file. This letter
from Mrs J Edwards, Senior Customer Relations Advisor confirms the CCTV surveys are complete (see (v) above) and states, “I am pleased to confirm the CCTV survey confirmed that the sewer is free
flowing with no structural defects that could cause blockages”. Mrs Edwards’ letter also confirms that a piece of bed spring was found and removed from the sewer in Charlesford Avenue on 1st May that was believed to be the cause of a blockage that occurred on 28th April.
(* Previously circulated to members & ~ copy letters offered to ADAG member present but declined)
10.
(i) Report meeting 7th May 2008 – Cllr Hoy updated members accordingly, regarding progress and planned future meetings, action, etc. with regard to the JPG’s objections to KIG
(ii) Notes by Clerk re: above meeting – approved and retained on file
11. Recreation & Sports Field
(i) Quote for additional seating, Glasdons – resolved to carry this item forward to next meeting when Cllr Coleman will be present ACTION - Clerk
(ii) Litter signs – the litter signs have been made to match the dog fouling signs and were to be erected today, but were not installed due to damage to existing signs. Agreed signs should be put up anyway. Cllr Evans reported that he had recently collected litter from in and around the Sports Field which on the whole “wasn’t too bad”, worst areas being around the car park and Youth Meeting Place.
(iii) Disrepair of car park – Clerk had received a complaint regarding the state of repair of the sports field car park, which has large pot holes and loose surface stones, etc. that could lead to damage to vehicles and/or injury to pedestrians. It is reported as being particularly bad in wet weather when puddles form and hide the extent and depth of the holes and it has thus been suggested that consideration be given to re-surfacing the car park area - agreed to discuss this matter further at a meeting of the Sports Field sub-committee, but as not urgent, date TBA at next full meeting ACTION - Clerk
(iv) Damage to signs / theft of hedging plants – Clerk has only very recently been made aware – to obtain full details and report accordingly to Police ACTION - Clerk
(i) Meeting with
ACTION - Clerk
(ii) Letter 30 April – Mrs
Victoria Wallace, Chief Executive,
(9.08pm - members of public left meeting)
13. Twinning –
Clerk reported that two couples from
14. Correspondence File
(i) Letter – Samaritans, invitation to Maidstone & Weald AGM, 22 May – no member free to attend
(ii) MBC – Concurrent Functions and Quality Parish Council options for Clerks – Clerk and Assistant Clerk will attend relevant training sessions organised by MBC if able to do so
(iii) Representative – Standards Committee of MBC – no member interested
(iv) Letter – Dr Felicity Simpson re: ‘The Finches’ Caravan Site application (see 06(iv)) – to file
(v) Letter – 8 May from Mrs Victoria Wallace, Chief Executive, Leeds Castle Foundation – confirming attendance at the Annual Parish Meeting on 2nd June to give 10-15 minute input re: activities at the Castle
15. Items for next Meeting’s Agenda
(i) Webmaster’s contract (Website ‘hits’ currently number approximately 1,250 for 6 months period Nov ‘07 to current time)
(ii) Request for donation – Kenward Trust
16. Any Other Business
(i) Complaints
re: increased use of off-road motorcycle track evenings and weekends at rear of
premises ‘Forge Cottage’, A20 /
(ii) Complaint from Village Hall Committee re: large amount of broken glass left in the car park following the emptying of the bottle banks on Thursday 8th May – Clerk has reported incident to MBC and has since received confirmation that the contractor responsible will be suitably reprimanded - advised to contact MBC Hit Squad who will attend/deal with future incidents
(iii) Reports
of several potholes in
(iv) Following
Archiving article in March edition of Village News, Clerk has made contact with
Mrs Jane Turner, daughter of the first recorded female member, Jane Thomas, of
the Broomfield Parish Council in 1946. An item will appear in the June edition, recording Mrs Turner’s memories
of early
(v) MBC – Public Consultation re: Hackney Carriage Licences – not considered relevant to rural areas, NFA required
17. Parish Council Meetings
The next Meeting of the Parish Council will be held at Kingswood Village Hall on Monday 2 June 2008 following the Annual Parish Meeting commencing 7.0pm.
Cllr Hendy closed the Meeting at 9.32pm
Signed _________________Chairman