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Draft minutes - to be approved at the next meeting
Minutes of a meeting of the
held
at Kingswood Village Hall on Monday 1st December 2008.
Present:
Cllr
Mick Biggenden Cllr
Cllr
Sue Wotton – Clerk
Gail Gosden – Assistant Clerk / RFO
No members of the public
Cllr Hendy opened the meeting at 19.33pm
Apologies for Absence
Cllr M Fitzpatrick – illness*
Cllr F Rouse – family illness
Cllr P Parvin – deputising for Mayor
182. Personal & Prejudicial Interests
None declared
183. Minutes of the Meeting held 3rd November 2008 and Matters Arising
(i) Min 161(ii) – A/Clerk has spoken to Colin Simms about the loose gate posts to both play areas and he has quoted £140 to dig out and reset the posts .Cllr Hendy proposed that Mr. Simms be asked to carry out the work; this was seconded by Cllr Coleman. A/Clerk advised that the work should be carried out after the installation of the new play equipment. This was agreed by all.ACTION- A/Clerk
(ii) Min 161(iv) – A/Clerk has circulated the notes taken at the meeting between the PC and representatives of the Leeds & Kingswood Scout Group, the A/Clerk will now contact Legal Services at MBC with a view to updating the Lease Agreement between the two parties. As a result of this discussion it was resolved that the Star Football Club would be advised regarding the condition that they leave the toilet facilities in after matches and their use of heating in the portacabin ACTION - A/Clerk
(iii) Min 162 (iv) – Clerk had reported blocked drain at Cayser Drive to KHS, still appears to be blocked but should be dealt with by 4th December – will chase if not ACTION - Clerk
(iv) Min 165(i) – No 59 bus issues – poster displayed on notice boards and item in December K&B News had already resulted in 2 x reported issues from local senior school pupils. Clerk will collate and contact Arriva accordingly. ACTION - Clerk
(v) Min 171(ii) - Consultation paper – Codes of Conduct for Local Authorities – Cllr Bowker had reviewed paper on behalf of the PC and circulated his views on the subject - response required by 24 December 2008. Cllr Bowker proposed that the review be approved and adopted, agreed by all. ACTION – Cllr Bowker
(vi) Min 173(i) – Extra key has been cut and supplied to Cllr Hobson
(vii) Min 173(iii) – overhanging trees Gravelly Bottom Road – Clerk had written to owners, Edmeds, who have offered to meet with complainants from Laurel Grove, Clerk has provided relevant contact details for parties concerned to make own arrangements for meeting
Cllr Coleman advised that there was a minor typing error in the numbering at Min 173.
Cllr Evans then proposed the minutes be accepted as a true record, seconded by Cllr Bowker and signed by Cllr Hendy.
184. Minutes of the Meeting of the Finance & General Purpose Committee held 19th November and Matters Arising
The Assistant Clerk advised that the minutes should have included that Cllr Hobson left the meeting at 12.20pm.
Cllr Coleman proposed the minutes be accepted as a true record, seconded by Cllr Hobson and signed by Cllr Hendy.
Cllr Evans queried the ratification of these minutes by the full Council, Clerk to check and confirm the procedural accuracy of committee meetings. ACTION - Clerk
185. Policing
(i) Police Report and Crime Figures 3rd to 30th Nov 2008 – PCSO White reported 3 crimes committed: (1) Theft of motor vehicle – vehicle stolen 13/11 from Charlesford Avenue, witness saw vehicle travelling > Ulcombe; (2) Theft – between 20-21/11, chain cut to wood yard at Leeds Castle, wood chipper stolen: (3) Criminal damage – 9/11, vehicle parked in car park at Leeds Castle had wing mirror pulled off and left hanging, and driver’s door kicked.
As requested at the previous meeting, PCSO
White also provided the following crime figures for the same period, in
neighbouring Parishes: East Sutton – 0
crimes, Langley – 3 crimes,
Cllr Coleman suggested that in future the inclusion of crime figures for Hollingbourne, Harrietsham & Chart Sutton would be appropriate, whilst Lenham be excluded, agreed by all.
PCSO White gave details of PC Stuart Russell-Thomas’ replacement as the Parish Neighbourhood Police Officer - PC Dave Reynolds takes up this post as of today (01-12-08) and can be contacted as follows: Tel: 07870 252350 or E-mail: david.reynolds@kent.pnn.police.uk PCSO White will be joining the Regular Force in May 2009.
Cllr Coleman asked PCSO White what had become of the PACT initiative, PCSO White confirmed that this will continue when PC Reynolds takes up post
(ii) Neighbourhood Watch - Cllr Bowker reported that a man with a Central European accent has been around the village in the late evening selling art work at random addresses.
186.
187. Planning
Applications:
(i) MA/08/2113 – 1 Barrack Cottages, Broomfield Road, Kingswood – an application for listed building consent for the installation of a multi-fuel wood burning stove with hearth and erection of a flue system (see also MA/08/2116) Approve
(ii) MA/08/2204 – land adjacent to
(iii) MA/08/2201 – 36 Laurel Grove, Kingswood - erection of a single-storey rear extension and front porch with tile hung front canopy (Re-submission of MA/08/1648) Approve
(iv) MA/08/2136
– Hunters Moon,
A new application has been received since the publication of the Agenda:
(i) MA/08/0868 –
Planning meeting date: Monday 8th December 10am at the Sports Field Car Park.
Decisions (MBC):
(i) MA/08/1712 – 23A
(ii) MA/08/1813 – 14 Bushy Grove,
Other:
(i) Residential Extensions Supplementary Planning Document – Public Consultation – Clerk had forwarded documentation to all Councillors, hard copy in circulation.
(ii) MBC – Information on Planning Enforcement Activity – Clerk reported that Parish Councils will now be able to receive much fuller information in respect of Enforcement activities provided that this information is dealt with on a confidential basis. Parish Councils must, therefore, ensure that such information is dealt with as a Part II – confidential item – with no public or press present, i.e. closed session. These confidential items must be minuted on a separate piece of paper, of a different colour than normal minutes, and filed separately. Standing Orders must include a clause to this effect re: Confidential Enforcement proceedings. Once adopted by the Parish Council, the Clerk must inform MBC and the Secretary to KALC, in writing, that they have done so. Cllr Bowker proposed that the Enforcement procedure be adopted and Standing Orders amended accordingly, seconded by Cllr Coleman and agreed by all. ACTION - Clerk
188. Finances and Finance Officer’s Report – Assistant Clerk / RFO attached report.
(i) Invoices for payment: £ Chq. No
Clerk – Pay, mileage & room expenses, 20 Oct – 20 Nov ’08
(Including back dated holiday pay 06/07) 698.00 482
Ass Clerk/RFO – Pay, mileage & room expenses, 20 Oct – 20 Nov ‘08
(Including back dated holiday pay 06/07) 662.52 483
Ass Clerk – expenses 24.52 484
HMRC – Clerks’ PAYE & Employer’s NI 267.50 485
Clive Stanley Associates – Webmaster services 21 Aug – 19 Nov ’08 159.50 486
Invoices that have been received since the publication of the agenda to be ratified at the next meeting:
Phil Tweddell – Hard standing for picnic bench and seat and installation 456.00 487
Phil Tweddell – Village maintenance, verge & grass cutting, signs, etc. 322.00 488
Audit Commission – Audit Fee 2008 334.88 489
Playdale Playgrounds Ltd 11,053.80 490
These payments were proposed by Cllr Evans, seconded by Cllr Coleman and agreed by all
Cllr Hoy proposed that decisions made by Committees should be bought to full Council meetings for ratification, as in the example of the Precept draft. Cllr Coleman advised that F & GP meetings are normally carried out in closed session so discussion was not necessarily appropriate for general Council meetings. Cllr Bowker commented that time constraints also dictated the need for separate Committee meetings. Cllr Hoy then withdrew his proposal whilst requesting that Standing Orders be examined for procedural accuracy of this matter. Members were reminded that all Councillors were able to attend any Committee meetings or request the inclusion of Agenda items for discussion. ACTION - Clerk
(ii) Payments for ratification: £ Chq. No
T Skinner – Twinning Project expenses 100.00 479
Viking – stationery, etc. 190.96 480
Leeds & Kingswood Scout Group – hire of Scout Hut 15/10 25.00 481
Ratification of these payments proposed by Cllr Bowker, seconded by Cllr Coleman and agreed by all.
(iii) Other:
Bank reconciliations – RFO has not yet received this month’s statement so has been unable to complete the reconciliation at this time. It will be forwarded at the first opportunity.
Parish Precept 2009/10 – RFO reported that although the Precept had been discussed and a draft
compiled, the final figures would be confirmed at the next F & GP Meeting on January 14th 2009 as there were still some outstanding costs to be considered. Thereafter the Precept would need to be approved by full Council at its meeting on 02 February 2009 – RFO to ascertain with MBC whether it is in order to thus submit the Precept a few days after the 31 January deadline, if not an Extraordinary Meeting would be called. ACTION –A/Clerk
MBC – 2nd instalment Concurrent Functions payment has been received on the 7th November 2008 in the sum of £5035.00
189. Recreation & Sports Field
(i) Additional funding update - Cllr Rouse has advised that ‘Awards for All’ will notify whether or not the PC has been successful in its application for funding in mid December.
(ii) Play equipment - Assistant Clerk reported that the order for the Playdale equipment had now been placed after negotiating that the final payment could be made after receipt of the MBC grant, therefore not requiring either overdraft or bank loan facilities. Playdale have advised that the potential date for installation is the 8th December 2008.
(iii) Footpath – Assistant Clerk had visited Ian Truman at Legal Services, MBC to discuss the potential of creating a footpath from the cul-de-sac at Wildwood Close to the Sports Field. Mr Truman advised that all six garage owners would need to be approached and that a suggestion of a 6 or 12 month trial period could be offered before the owners need to permanently commit to the access.
(iv) Car park – Assistant Clerk now has three quotes for the tarmacing of the car park for Councillors’ consideration; the recent F & GP recommendation is to apply to MBC via the Additional Funding Concurrent Functions Grant, towards the cost of this. Councillors requested that an application for £13,464.00 is submitted, whilst outlining the various uses of the field/car park. ACTION - A/Clerk
Cllr Bowker asked if consideration has been given to extending the car park. Cllr Coleman suggested that this would be very expensive and was not necessary and that for special occasions parking can be opened up onto the field.
190. Roads /
(i) Emergency road closure, Gravelly Bottom Road, 11 November – Clerk reported the emergency closure re: water leak at Slow Hill had evoked a number of telephone calls and an e-mail from GB Road residents complaining of lack of notification, poor signing and a lack of thought for residents. Clerk had replied accordingly and considered on this occasion that both South East Water and KHS had acted promptly in affecting the repairs and erecting signing, some of which had blown down due to severe weather conditions on that day. Clerk has since liaised with NHW Main Co-ordinator, Rose-Marie Bowker, who has agreed that information on road closures such as this could be circulated to residents who are members of NHW, thus providing quick and immediate information.
(ii) Correspondence & updates - Letter dated 11 Nov from Michael Heath, KHS, outlining what action would be taken, Clerk had replied 21 November and awaiting to hear further. ACTION - Clerk
(iii) Clerk has been forwarded information from KHS via Langley PC, regarding overweight vehicles using unsuitable, rural roads and breaching weight restrictions - ‘the DfT (Department for Transport) are currently liaising with leading SatNav manufacturers ‘with a view to keep HGVs on suitable routes only’.
Cllr Hendy has received complaints that residents in Lenham Road were leaving cars parked in the road and across pavements obstructing the footpath, whilst the driveways remained empty, PCSO White to be informed and requested to pay attention to the area. ACTION - Clerk
191. Twinning Project
(i) Twinning signs – Clerk reported that Michael Heath, KHS, had forwarded 3 x sign examples that met the relevant design patterns. These had been circulated to members and Twinning Group and Mr Heath informed of the most popular of these designs, Clerk awaiting further information with regard to placing an order for the agreed 4 No. signs. Estimated cost per sign, including installation, is £350.
(ii) Twinning funding - Cllr Evans asked Councillors to consider re-imbursing the Twinning Committee their costs for visits and funding. Cllr Coleman proposed that a Twinning Project allowance be included in the Precept, Cllr Bowker expressed concern and felt that some Parishioners might disagree. After discussion it was agreed that a more inclusive approach with the School, Scouts, WI,
etc. should be encouraged. Following discussion, Cllr Hendy proposed £400.00 be allocated via the Precept, seconded by Cllr Bowker and agreed by all.
The Clerk reported that she had received an e-mail from Tony Skinner, Twinning Group Co-Ordinator, wishing to express his thanks to the Parish Council for the £100 contribution in respect of the Twinning visits to the Parish this summer.
192. Overhanging Trees - Gravelly
193.
A/Clerk advised that the anticipated costs of Parish membership to the JPG for 2009/10 has been received - £2177.68. It was agreed that JPG membership should be discussed at the next F&GP meeting in respect of the Parish Precept, and also requested JPG membership be included on the next Agenda. ACTION - Clerk
194. Affordable Housing
(i) Progress update – Councillors agreed to be advised by Orbit regarding the suggested variation to rent / part rent on some of the 6 x one-bedroom units, Clerk to confirm with Orbit ACTION - Clerk
(ii) Correspondence – Mr Steve Clark, Director of Operations, MBC, had forwarded copy letters from (15 October) and his reply to (03 November) Mr Donald Riley on behalf of the Ashford Drive Action Group, Clerk had circulated copies to all members for their information.
195. Tall Trees – A/Clerk had spoken with the new owner occupier of 19 Tall Trees Close who confirmed that he has now received the Transfer of Title to his name from Land Registry, he has agreed to supply the A/Clerk with a photocopy for the files and she will also forward a copy to Ian Truman, MBC, to confirm that all necessary action has been taken. ACTION – A/Clerk
Cllr Coleman queried the blanket TPO at Tall Trees - A/Clerk advised that it has been applied for and that she is awaiting the paperwork in confirmation. ACTION – A/Clerk
196. Freedom of Information Act – Publications Scheme – Clerk had received details regarding the ICO (Information Commissioners’ Office) new model publication scheme, that all public sector organisations must adopt from 01 January 2009 - this model scheme may be adopted without modification via completed on-line template and will be valid until further notice. The Parish Council is obligated to make the new scheme and completed template available to the public from 01 January 2009 to ensure information is easily accessible. Failure to comply will breach the Freedom of Information Act. Cllr Bowker proposed that the scheme be adopted; this was seconded by Cllr Hoy and agreed by all.
Clerk will arrange for publication of the details on website and notice boards. ACTION - Clerk
197. Replacement Notice Board – A/Clerk had spoken to the Manager at the Costcutter shop about the replacement board. Due to it not being possible to re-site the gas cages, the notice board previously agreed would not fit at the existing location, therefore STS have quoted for an alternative, suitable board at the slightly increased cost of £880.70 + VAT. Cllr Hobson proposed accepting this quote, seconded by Cllr Evans and agreed by all. ACTION- A/Clerk
198. MBC Maidstone Rural Conference Report – Cllr Biggenden had attended on behalf of the Council and reported that the conference was in five parts, including Police, MBC, QPA and satellite sessions. The Police had reported that crime is very low in rural areas; MBC advised that they have not been affected by the credit crunch. The satellite meeting incorporated the leader of MBC who confirmed that Parishes will not be treated differently whether they are QPA qualified or not.
199.
200.
201. Correspondence File – Clerk
(i) MBC – Enhanced Kerbside Recycling Service, every household will receive a letter from MBC
(ii) KCC – Permit Scheme, Further Consultation on Key Changes – Seminar 5th December. Does not apply to this Parish.
(iii) MBC – Development Plan / Local Development Framework. No action required at this time.
(iv) MBC – Asset Management Plan review. No action required
(v) South East Water – Water Resource Management Plan & Environmental Report – for information only.
(vi)
(vii) Village Hall Bookings Officer – Parish Council meetings 2009 confirmed, all members have been informed of dates by Clerk
(viii) KCC – Verge Cutting Satisfaction Survey - Clerk to complete / return ACTION – Clerk
(ix) KCC – Weds., 10 December, 6-8pm, County Hall – invitation to meeting with Charles Hibberd, Lead Member for Environment, Highways & Waste – discussion sessions, various issues – no-one available to attend
(x) MBC – Enforcement of Planning Conditions & Compliance with Sect. 106 Agreements – Tues., 9th December, 6.30pm, Town Hall – no-one available to attend.
202. Items for next Meeting’s Agenda
(i) Parish Pensioners’ Annual Outing 2009 – Cllr Coleman
(ii) KIG / JPG costs – Cllr Evans
(iii) Ratification of Committee meetings / decisions – Cllr Hoy
(v) NHW expenses – Cllr Bowker
203. Any Other Information
(i) Clerk has received details of Nu-Venture’s Xmas & New Year timetables - poster prepared and displayed on notice boards and Parish Web Site for information of residents
(ii) The Clerks had attended Area Clerks’
lunch at
(iii) The Clerk is still trying to obtain copy of MBC Byelaws ACTION - Clerk
(iv) Cllr Hoy suggested that a ‘Get Well’ card be sent to Cllr Fitzpatrick, this was agreed by all* ACTION-A/Clerk
(v) Request for Scout sign to be erected on the posts in the Sports Field Car Park, agreed by all.
204. Parish Council Meetings
The next Meeting of the Parish Council will be held on Monday 5th January 2009 at the
There being no further business Cllr Hendy closed the meeting 10.30pm.
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