Broomfield and Kingswood Parish Council

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Draft minutes - to be approved at the next meeting

Minutes of a meeting of the Broomfield and Kingswood Parish Council
held at Kingswood Village Hall on Monday 3rd November 2008.
_____________________________________________________________________________________________________

Present:

Cllr Mick Biggenden                  Cllr Bob Bowker                             Cllr Peter Coleman           

Cllr Mike Evans                         Cllr Beth Hendy (Chair)                    Cllr Derek Hobson (Vice Chair)

Cllr Fay Rouse                                                                                                              (7)

Sue Wotton – Clerk

Gail Gosden – Assistant Clerk / RFO

1 member of the public

Cllr Hendy opened the meeting at 19.36

Apologies for Absence

Cllr Fitzpatrick   Illness

Cllr Hoy            Family Commitment

PCSO White      Annual Leave

154.      Personal & Prejudicial Interests        

Cllr Biggenden              Prejudicial - Planning application item 158

Cllr Coleman                 Personal – replacement notice board, telephone charges

Clerk                             Personal – replacement notice board

155.      Minutes of the Meeting held 6th October 2008 and Matters Arising

Cllr Hendy advised that she had declared a prejudicial interest for Item 136 (ii) - Planning Application for 23A Cayser Drive, Kingswood.   Cllr Coleman then proposed that these minutes be accepted as a true record, seconded by Cllr Bowker and signed by the Cllr Hendy.

Matters arising:

Min 148 - Cllr Evans has reviewed the information regarding the Phillips Fund and recommended that the details are kept on file as they could be useful in the future - agreed

156.      Policing

(i)             Police Report and Crime Figures 6 – 31 Oct.   PCSO White had provided the following figures:

Total of 3 crimes – (1) Theft from motor vehicle 15/10 – 16/10, number plate stolen from vehicle in Broomfield Road,  (2) Theft 12/10 – Camera contained in green bag stolen from childrens’ play area at Leeds Castle, (3) Burglary 22/10 – Leeds castle golf shop, metal security door forced, wooden door damaged, safe stolen.   The Clerk suggested obtaining figures from neighbouring Parishes to given a clearer picture of local crime – agreed                  ACTION - Clerk

(ii)         Neighbourhood Watch - Cllr Bowker reported that the latest internet scam involves a ‘shopper discount’ company

157.      Maidstone Borough Council - Ward Cllr Peter Parvin not present - no report.

158.      Planning

Applications:

MA/08/1866 – Land adjacent to Foxwood, Lenham Road, Kingswood – erection of one bungalow with elderly persons annex with associated works including access and parking area – how is it proposed to have access to coppice into the woodland at the rear of the proposal area.   Councillors unanimously wished to see this Application refused on the grounds that it would cause harm to the character and appearance of the area, with the loss of open space – refuse          ACTION – Ass Clerk

Decisions:

(i)         MA/08/1648 - 36 Laurel Grove, Kingswood – erection of a single storey rear extension, first floor side extension and continuation of tile hung front open porch to full width of property – refused

(ii)         MA/08/1719 - 8 The Waldens, Kingswood – erection of a single storey rear extension - approved

159.      Finances and Finance Officer’s Report – Assistant Clerk / RFO report on file.

(i)         Invoices for payment:                                                                   £             Chq. No

Clerk – Pay, mileage & room expenses, 20 Sept - 20 Oct ’08
(Including back dated holiday pay 07/08)                                               741.54             473
Ass Clerk/RFO – Pay, mileage & room expenses, 20 Sept – 20 Oct ‘08
(Including back dated holiday pay 07/08)                                                442.30             474
HMRC – Clerks’ PAYE & Employer’s NI (inc. Hol Pay adjustments)          234.12             475
Tiscali Broadband, Clerk’s office – 3 months Aug to Oct 2008                   53.28             477
BT – Clerk’s telephone and calls – 3 months Aug to Oct 2008                  38.19             478

Payments proposed by Cllr Evans, seconded by Cllr Bowker and agreed by all.

Payments for ratification:                                                                                         Chq. no

K & B Village News, September edition                                                     75.00              460
Village Hall rental, Oct to Dec 2008                                                          72.00              469

Ratification of these payments proposed by Cllr Evans, seconded by Cllr Bowker and agreed by all.

(ii)         Other                                                                                                                                 

Bank reconciliations, October 2008 – RFO reported she was unable to supply reconcilliation at this time as latest bank statement had not arrived – would e-mail to members when done      ACTION – A/Clerk

160.      Affordable Housing Update

The Clerk had e-mailed Orbit & the Architects requesting updates for this meeting, including whether the planning application has yet been submitted to MBC,  but had not received any reply – Clerk to follow this up                                                                                                    ACTION - Clerk

161.      Recreation & Sports Field

(i)             Additional funding update - Cllr Rouse reported that MBC have confirmed a contribution of £13,740.00 towards the play equipment, but will only provide the funding upon completion of the work and a RoSPA safety report post installation.  Cllr Rouse has also applied to ‘Awards for All’ for £5883.00 who will confirm before the end of the year whether it will support the bid.  Financing this item will be included on the agenda for the next F & GP meeting on 19th November.       ACTION –A/Clerk

(ii)         Play equipment - Assistant Clerk reported on the results of the meeting with MBC inspectors who had raised concerns regarding the wood splitting on the Playdale equipment.   It would not be considered hazardous at the present time but will become so.  It was agreed that Cllr Rouse will contact Playdale about this concern before placing any future orders with them.                        ACTION- Cllr Rouse

The Inspectors outlined other concerns with the Junior play area.  It was agreed that the A/Clerk would liaise with Phil Tweddell to discuss a quote for the recommended improvements for the consideration of members                                                                                                             ACTION- A/Clerk

It was noted that the gate posts to both play areas had worked loose - A/Clerk to contact Colin Simms for a quote to repair.                                                                                                  ACTION – A/Clerk

The previously damaged dog sign will need replacing.

(iii)        Footpath - Cllr Coleman reported that at least two properties appear to own the section of footpath in question.   Clarification of the access is required, Cllr Coleman suggested this be forwarded to the MBC Solicitor for advice prior to taking this matter any further.   This was agreed, Ass/Clerk agreed to contact Ian Truman at MBC accordingly.                                            ACTION- A/Clerk

(iv)        Use of Facilities – Following receipt of David Lyne’s letter, Cllr Hendy requested that a meeting be set up between the Leeds & Kingswood Scout Group and the PC to discuss / review the terms and conditions of the lease for the Scout Hut at the Sports Field                                      ACTION – A/Clerk

162.      Roads / Kent Highways Services

(i)         Report meeting with KHS 15 October – Notes and report circulated 17 October by Clerk – copy retained on file

(ii)         Roads report produce and circulated 30 October* by Clerk – copy retained on file

(iii)        Clerk had reported flooding in Gravelly Bottom Road on Friday 31st October as ‘P1’, KHS had attended and placed signs at either end of flooded section, Southern Water also attended re: manholes lifting due to volume of water, and sewage leaking into road.   All further incidents of flooding should be reported to KHS at the time and P1 reference numbers noted.

(iv)        Cllr Hendy requested that a blocked drain outside 78 Cayser Drive be reported to KHS.

 ACTION -Clerk

Clerk has received an acknowledgement from Pam Kaur, KHS Liaison Officer, regarding the report of 30 October*, that KHS will be looking to resolve the issues highlighted in the report.

163.      Tall Trees

Cllr Hendy reported that she was telephoned on 10th October by a local resident stating that trees were being cut down in the leased area of Tall Trees.  Cllr Hendy & the A/Clerk attended and ascertained  that two trees had already been removed and a third was in the process of being felled.  Cllr Hendy required the arborists to cease any further work and has subsequently written to both tenants reminding them that their lease did not permit the removal of any trees without prior authorisation.  Cllr Hendy had since received and read to Councillors, a letter of apology from the new resident concerned.   However, he requested that he be allowed to remove the remaining partly felled sycamore tree.  Cllr Coleman proposed that the sycamore be felled as per this request, but also that a blanket Tree Preservation Order be applied to all the remaining trees in the leased Tall Trees area, this was seconded by Cllr Hobson and agreed by all.            ACTION – A/Clerk

164.      Replacement Notice Board

The Ass. Clerk had obtained details of the notice board used by Boxley Parish Council and the supplier, Sign Trade Supplies (STS), had provided a demonstration model for Councillors to view.   The price for a double-sided unit to contain 15 x A4 sheets on both sides and posts, is £829.48 + VAT.  Phil Tweddell has supplied an estimate of £120.00 to remove the old board and erect the new.  Councillors were concerned about the vulnerability of the doors in inclement weather and asked whether a safety strap / latch could be included.   It was unanimously agreed to request STS honour this price with a view to purchase in the new financial year.                                                                     ACTION - A/Clerk

165.      Reports of Meetings:

(i)         South East Maidstone Rural Transport / Bus Group 13 October – Cllr Hobson reported that despite some financial concerns about the 59 service, it is currently running within budget so there are no immediate concerns.   Problems have been experienced with the non-arrival of the buses, time keeping and reliability, also bus drivers have not known the route and have on occasions, missed the village altogether.   It was resolved to display a poster on the Parish notice boards and include in the December Village News asking for residents to comment.                                ACTION - Clerk

(ii)         KHS – Parish & Town Council Seminar 14 October - Cllr Biggenden reported that the meeting was very well attended and whilst of some use, was basically a PR exercise.

(iii)        KCC – Gypsy & Traveller Accommodation, SEERA meeting 27 October – Cllr Coleman had previously circulated his report – copy retained on file.   The Meeting was well attended.   Cllr Coleman stated that there is now a legal requirement to provide stopping places for travellers and there are currently approximately 700 caravans parked on unauthorised sites in the County.   Cllr Coleman supplied members with response forms – ‘Somewhere to Live: Planning for Gypsies, Travellers and Travelling Show People in the South East’ - and requested the forms be completed and returned to him by 10 November for collation and submission.                                                    ACTION - Cllr Coleman

(iv)        KIG – Joint Parishes Group meeting 29 October - Cllr Hoy had prepared and circulated his report on the meeting – copy retained on file.   Next JPG meeting is on 13th November.

166.      Twinning Group & Sign Update

The Clerk has liaised with KHS regarding the re-designed twinning signs and is awaiting results. Following discussion regarding funding the recent twinning visits by two American couples, Cllr Evans proposed that the Twinning Group organiser, Tony Skinner, be donated £100 towards his out of pocket expenses.   This was seconded by Cllr Coleman and agreed by all.                         ACTION-A/Clerk

167.      Captain Clean – Litter Sweeps - The Clerk had received details from MBC regarding ‘Autumn Clean Sweep 2008’ and the provision of gloves, litterpicks, hi-vis jackets, etc. for those wishing to organise Clean Sweeps in their locality – MBC would also collect the rubbish from a notified location.   Councillors agreed that the Parish is generally clean and litter free, so holding a Clean Sweep is not appropriate at this time.    

168.      Kingswood Pre-School – Cllr Hoy not present, to be carried forward to the next meeting.

169.      Kingswood & Broomfield Village Hall Update – Cllr Hoy not present, to be carried forward to the next meeting.

170.      Parish Council Office – Cllr Bowker had no further details to offer and will request this to be put on the agenda when he has obtained any more information.

171.      Correspondence File

(i)         KALC – resignation of Local Councils Adviser, Clive Powell

(ii)         Consultation paper – Codes of Conduct for Local Authorities – response by 24 December 2008   – www.communities.gov.uk – members provided with details to comment if wished to do so, Cllr Bowker to review on behalf of the Parish Council                                         ACTION – Cllr Bowker

(iii)        Kent Health Watch service - details to be included in the December K&B News        ACTION - Clerk

(iv)        NALC – Standing Orders and Chairmanship – review not yet completed, to be included on Agenda when available        ACTION - Clerk

(v)        KCC – Registers of Common Land and Town or Village Greens – n/a in this Parish

(vi)        Lord Lieutenant’s Civic Service – Rochester Cathedral, 26 March 2009 – Chairman attending

(vii)       KALC AGM – 8 November – Cllr Evans attending                                    ACTION – Cllr Evans

(viii)      MBC Regeneration & Sustainable Communities Overview and Scrutiny Committee meeting – Tuesday 11 Nov, 6.30pm (no venue given) - Cllr Evans will attend if available

(ix)        Maidstone Rural Conference – Saturday 22 November, Lenham Community Centre –Cllr Biggenden attending             ACTION – Cllr Biggenden

(x)        Citizens Advice Bureau - letter of thanks received in respect of donation

172.      Items for next Meeting’s Agenda

(i)         Twinning funding – Cllr Evans

(ii)         Kingswood Pre-School – Cllr Hoy

(iii)        Village Hall – Cllr Hoy

(iv)        Sports Field car park – Cllr Coleman

173.      Any Other Information

(i)         The Leeds Castle balloon had landed at the Sports Field on 19th October, Pilot agreed to donate voucher for free flight to Scout Group and also undertook to fly as high as possible over the village area.   As a consequence it was realized that there is no information displayed at the Sports Field for contact in case of emergencies - extra key to be cut for Cllr Hobson                                                                                                            ACTION –Clerk & A/Clerk

(ii)         Cllr Hendy requested that an item be included in the K&B News thanking people who clear up after their dogs, also for some additional publicity for free dog bags available at Village Store.                                                                                                              ACTION -Clerk

(i)             Clerk had received e-mail from residents in Laurel Grove regarding potential risk of falling branches into their property from trees in Gravelly Bottom Road / Broomfield Road junction.  Clerk will establish ownership and write accordingly                                             ACTION -Clerk

(iv)        Clerk informed Councillors that any inclusions for December issue of K&B News should be forwarded ASAP - closing date for copy – 8 November

174.      Parish Council Meetings  

The next Meeting of the Parish Council will be held on Monday 1st December 2008 at the Kingswood and Broomfield Village Hall, commencing 7.30pm. 

There was no further business Cllr Hendy closed the meeting at 22.20. 

   Signed _______________Chairman