BROOMFIELD AND KINGSWOOD PARISH COUNCIL

Broomfield and Kingswood Parish Council

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 6^th October 2008.

__________________________________________________________________________________________________________

Present:

Cllr Mick Biggenden Cllr Bob Bowker Cllr Peter Coleman Cllr Mike Evans Cllr Maurice Fitzpatrick Cllr Beth Hendy (Chair) Cllr Derek Hobson (Vice Chair) Cllr Tom Hoy Cllr Fay Rouse (9)

Sue Wotton – Clerk

Gail Gosden – Assistant Clerk / RFO

PCSO Jon White and three members of the public – there were no public questions

Cllr Hendy opened the meeting at 7.30pm.

Apologies for Absence

Peter Parvin - illness

130. Personal & Prejudicial Interests

Cllr Coleman Personal Replacement notice board

Cllr Fitzpatrick Prejudicial Affordable Housing

Cllr Hendy Personal 23A Cayser Drive & Kingswood Pre-school

Clerk Personal Replacement notice board

131. Minutes of the Meeting held 1^st September 2008 and Matters Arising

Cllr Fitzpatrick stated at Min. 112 (Affordable Housing), 2^nd paragraph, 2^nd line from bottom states ‘Southern Water’ – should read ‘Orbit’.

The Clerk also referred to Min. 112 in respect of Cllr Fitzpatrick's statement that the ‘Clerk’s most recent report’ (referring to the Affordable Housing Working Group meeting held 28 August) was inaccurate regarding the route of the main sewer run. The Clerk wished to point out that whilst Cllr Fitzpatrick might disagree with the information contained in the report, he could not state the report was inaccurate when he had not been present at the meeting.

The Minutes were then agreed as a true record, proposed by Cllr Fitzpatrick, seconded by Cllr Bowker and signed by the Chair.

132. Minutes of the Planning Committee Meeting held on 17^th September 2008 and Matters Arising

The Minutes were agreed as a true record, proposed by Cllr Hobson, seconded by Cllr Fitzpatrick and signed by the Chair (See Min. 136(i), (ii) & (iii))

133. Minutes of the Finance & General Purposes Committee Meeting held on 17^th September 2008 and Matters arising

The Minutes were agreed as a true record, proposed by Cllr Fitzpatrick, seconded by Cllr Evans and signed by the Chair

134. Policing

(i) Police Report and Crime Figures 1^st – 30^th September 2008 – PCSO White reported the following crimes to 3^rd October: (1) Theft set of three harrows from a field at Chartway Street between 29/8 – 9/9,

(2) Dog allowed out of control 12/9 on footpath off Lenham Road, female bitten by two dogs not on leads, suffered puncture wound to leg, (3) Burglary 1/10 at Leeds Castle of golf clubs, bags, clothing, trolleys and putters – offender(s) forced entry through grill gates and wooden doors.

The Clerk had received an e-mail from PC Russell-Thomas reporting the following recent crimes committed in Broomfield, that were inadvertently omitted previously: (1) 7 to 10/8, burglary Upper Street, Broomfield, ride on lawn mower stolen from a barn, (2) 12/8 Leeds Castle – attempt theft from person, offender believed from coach party of school children from London.

PCSO White stated that no replacement had yet been found for PC Russell-Thomas who thus remains the Parish Neighbourhood Officer, it is likely to be the new year before PCSO White joins the Regular Force.

(ii) Neighbourhood Watch - Cllr Bowker – dog walkers had reported fires, tents, etc. at the Sports Field, including photograph, a tent had also been seen at the Field earlier in the year. The Police had downgraded the fires as were ‘old’ by the time they were investigated. Residents at Lenham Road have reported two cars being parked permanently overnight at the Sports Field car park. Some are concerned about personal safety and have suggested the main gates be closed daily from dawn to dusk.

135. Maidstone Borough Council - Ward Cllr Peter Parvin No report – see ‘Apologies’ above

136. Planning

Applications:

(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. No Comment

(ii) MA/08/1712 - 23A Cayser Drive, Kingswood – erection of a two storey side extension Refuse

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

Applications (i) to (iii) for ratification of decisions made at Planning Committee meeting held 17^th September – see Agenda item 3 above. See Min. 132 above – Minutes approved, decisions therefore ratified

(iv) MA/08/1813 – 14 Bushy Grove, Kingswood – erection of a single storey rear extension – approve ACTION - Clerk

Decisions:

(i) MA/08/1338 – Cherry Tree Farm, Cross Drive, Kingswood – Erection of a two storey extension and erection of a detached replacement garage with domestic gym in the basement - approved

(ii) MA/06/0728/C02 – Averydene, Gravelly Bottom Road, Kingswood – erection of a replacement detached garage with games / gym area above - approved

(iii) MA/08/1227 – Land adj. to The Ness, Chartway Street – retrospective change of use of land for the grazing of alpacas, erection of a field shelter and store to replace temporary shelter for keeping alpacas and the construction of a concrete access way - approved

137. Finances and Finance Officer’s Report – Assistant Clerk / RFO

(i) Invoices for payment: £ Chq. No.

Clerk – Pay & mileage 20 August to 20 September ‘08                             562.12              461

Clerk – Holiday Pay adjustment                                                              213.24              462

Ass Clerk/RFO – work 20 August to 20 September ‘08                             571.10              463

Ass Clerk – Holiday Pay adjustment 223.68 464

HMRC – Clerks’ PAYE & Employer’s NI (inc Hol Pay adj) 285.12 465

Playsafe Ltd (RoSPA play equipment inspection) 90.65 466

Derek Hadlow – maintenance Broomfield Green 99.96 467

Viking – stationary 70.00 468

Village Hall (Oct – Dec 2008 inc – ratify at next meeting) 72.00 469

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

Payments for ratification:

Chq. No.

Land Registry – title documents Sports Field footpath 22.00 448

Clearey & Downey – repairs to Sports Field car park 634.50 457

Jacksons Fencing – picnic bench, Sports Field 204.69 458

Glasdons – seat, Sports Field 1047.84 459

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

(ii) Other

Bank reconciliations, August & September 2008 – examined and signed by Chair as correct

RFO read her monthly report – copy retained on file. Cllr Hoy noted that there is currently an underspend, RFO pointed out that £10k has been put by towards play equipment to match funding.

Request for donation – Citizens Advice Maidstone – Members voted 6 to 3 for a £50 donation to be made, proposed by Cllr Bowker and seconded Cllr Coleman, thus carried ACTION – Ass Clerk

Wreath – Remembrance Day. The Clerk confirmed the wreath has been ordered by Mrs Poulton – the usual annual £50 donation was approved by all

M Cuerden – computer repair charges – Cllr Hendy expressed concern at the amount Mr Cuerden had been paid in respect of the Parish Council computer, which was under guarantee. Clerk pointed out that much of Mr Cuerden’s recent work had been in connection with the laptop, now out of guarantee and not supplied by Mr Cuerden, and personal computer that needed attention following 3 years use in respect of Parish Council work. Mr Cuerden had also supplied other IT equipment, not just the computer. Following discussion it was agreed that should future problems occur with either, Cllr Bowker would attempt to resolve them prior to incurring further costs.

138. Affordable Housing Update - Cllr Hendy

(i) 3D plans – revised schedule of unit types & sewer pipe run

(ii) Drawings of unit plans and elevations & site layout plan

Cllr Fitzpatrick withdrew from the meeting at 8.07pm.

All members had had the opportunity of viewing both sets of drawings prior to start of meeting. Following discussion the Clerk was requested to raise the issue of and to seek clarification with the Architect, regarding concerns of there being no raised footway - request pedestrian area / service strip be demarked in some way. Councillors then unanimously approved the plans, proposed by Cllr Biggenden and seconded by Cllr Hoy. ACTION - Clerk

Cllr Fitzpatrick rejoined the meeting at 8.15pm. Cllr Fitzpatrick then stated he was concerned regarding the height of the proposed fencing shown on the plans, from Ashford Drive leading round the bend into the development. He considered that depending on the height of the fence, there could be restricted vision for drivers entering the development and a potential danger to pedestrians, particularly children. Agreed the Clerk also raise this issue with the Architect. ACTION - Clerk

139. KIG Meeting 25^TH September - Cllr Hoy reported that the application is still on hold by the Highways Agency (HA) in respect of AXA providing a traffic assessment. Once this is submitted, if approved by the HA , the planning meeting would likely go ahead quickly thereafter so the JPG needs to be ready. An agreed presentation had been approved by the Group on chosen subjects for objection, with a 30 minute allocation at the planning hearing. Some Parishes have already exceeded their allocated funding for JPG membership, B&K are still well within allocated funding. If AXA appeal the JPG will need to be further funded. Clerks will be sent a financial worst case scenario for consideration by Councillors.

140. Recreation & Sports Field

(i) Play equipment grant and funding – Cllr Rouse reported that a grant of £13,740 had been agreed by MBC for play equipment – this will be put towards Phase III, the central area, and will include a large climbing frame with slide. Cllr Rouse has also applied to the Lottery Awards For All and is waiting to hear if successful. £10k remains allocated in Parish Council funds to be used if needs be and the maximum funds required to complete the Project is £23,622. Cllr Coleman proposed a vote of thanks to Cllr Rouse, and wished it recorded, for her hard work and success in obtaining this funding.

(ii) RoSPA annual play inspection - The A/Clerk reported several issues that need to be redressed, the most pressing being concerns regarding the recently re-erected goal post recorded as a medium/high risk. Agreed the A/Clerk should liaise with Mr Phil Tweddell to discuss rectification and costs / action to be taken.
ACTION – Ass Clerk

MBC also carry out inspections of the play equipment and it was agreed the Ass Clerk will liaise and request the opportunity to attend their next inspection. ACTION – Ass Clerk

(ii) Footpath – Cllr Coleman reported that the Land Registry check has revealed the owner of the footpath leading from the garages in Wildwood Close to the Sports Field. Following discussion it was resolved that Cllr Coleman would write to the land owner, explain the situation and gauge their reaction. ACTION – Cllr Coleman

141. Roads / Kent Highways Services - The Clerk has now received a number of e-mails from KHS in regard to Twinning Signs and non-notification of recent road closures, etc. in response to her letters. KHS Parish Liaison Officer, Pam Kaur, had offered several dates for Councillors to meet with KHS Engineers to discuss roads issues around the Parish. It was agreed that the meeting should take place on Wednesday 15^th October. Cllrs Bowker, Coleman, Evans, Hendy and the Clerk would attend, Clerk to notify Ms Kaur accordingly and arrange time and venue. Cllr Evans suggested members meet ½ hour earlier to discuss matters to be raised – agreed. ACTION - Clerk

The A/Clerk reported that MBC have confirmed the footpath running between Whitehall Drive and Gravelly Bottom Road is owned and should be maintained by KCC. Clerk to add to list of matters to be raised at the meeting with KHS on 15/10.

142. Tall Trees – The A/Clerk had been informed by Mr Stubbles that the other tenant, Mr Keenor, has now moved and lost his copy of the lease in the move. Mr Stubbles is obtaining a transfer document from the Land Registry for signing by Mr Keenor and the new owner wishes to take over the lease – MBC Solicitor has confirmed this course of action is in order.

143. Replacement Notice Board – Cllr Coleman gave details of several quotes, the best recommendation being for the same company who supplied and installed the notice board at the Village Hall. Cllr Hendy requested the A/Clerk obtain details of the board at Grove Green installed by Boxley PC and Cllr Coleman clarify that the quotes provided included weather protection and period of guarantee. ACTION – Cllr Coleman & Ass Clerk

144. MBC Parish Liaison Meeting 29^th September – Cllr Evans reported that there is another update on the rules of Quality Parish Status and that these rules are sometimes misinterpreted. MBC have decided that non-QPS Parishes will not be financially penalised. Cllr Evans’ report, circulated prior to the meeting, also gave details of funding opportunities – copy retained on file

145. Kingswood Pre-School – Cllr Hoy reported that at the last meeting of the Village Hall Committee on 15/9, it had been revealed that the Pre-School is having financial difficulties due to the low number of children who currently attend. Cllr Hoy thus advocated the Parish Council may wish to consider financial assistance to the Pre-School but stressed this was his suggestion and no request for funding had been made by the Pre-School. Cllr Hendy reminded members that the Parish Council had previously funded the Pre-School, paying £1,200 over a six month period, towards the Village Hall rental. Questions were also raised regarding the reason for the low number of children attending. Following a long discussion it was resolved that (i) Cllr Hoy liaise with the new member of the Village Hall Committee with child at Pre-School, (ii) Cllr Rouse with the Chair of the Pre-School Committee, and (iii) the RFO to establish under what authority any further donation could be made and all report back at the next meeting for further consideration. ACTION – Cllrs Hoy / Rouse & Ass Clerk

Meeting closed 9.34pm for public input, re-opened 9.45pm.

146. Kingswood & Broomfield Village Hall Meeting 15^th September – Cllr Hoy confirmed that the

Football Club would not be permitted to park at the Village Hall during matches. Clerk reported that the issue had been resolved by the Club being provided with the key to the inner gate at the Sports Field which would allow more vehicles to be parked.

147. Kent Heritage Trees Project – It was agreed the Clerk should reply / complete / return the questionnaire. ACTION - Clerk

148. The Phillips Fund – Cllr Evans dealing ACTION – Cllr Evans

149. Parish Council Office – Cllr Bowker reported that there was no update as yet and requested the item be left on the Agenda for the next meeting
ACTION – Cllr Bowker

150. Correspondence File

(i) KALC Finance Information Day – 18 October 2008 – no-one wished to attend

(ii) Meeting South East Maidstone Rural Transport Group – Monday 13^th October, Chart Sutton V/Hall Cllrs Biggenden and Hobson attending, Clerk to notify accordingly ACTION – Cllrs Biggenden / Hobson & Clerk

(iii) Charlton Athletic – special offer trip to The Valley - Cllr Hendy dealing ACTION – Cllr Hendy

(iv) Litteraction.org.uk – details retained on file for future reference

(v) KHS – Parish & Town Council Seminar 14 October 2008 - Cllr Biggenden attending, Clerk to notify KHS accordingly ACTION – Cllr Biggenden / Clerk

(vi) KCC – Gypsy & Traveller Accommodation, SEERA meeting 27 October 2008 – Cllr Coleman attending ACTION – Cllr Coleman

(vii) Chair, KCC - invitation to Service of Thanksgiving - Lord Sandy Bruce-Lockhart, Thursday 27th November at Canterbury Cathedral, commencing 11.0am – no-one available to attend

(viii) MBC – Training on Conditions & Section 106 Agreements, Monday 17^th November – Cllr Evans attending ACTION – Cllr Evans

(ix) Community Transport in Kent – confirmed no schemes in Parish, therefore not applicable

(x) Letter from residents, Mr & Mrs Riley, regarding water leak Ashford Drive / Charlesford Avenue, dog fouling and rats – issues discussed, Cllr Hendy to reply accordingly and Clerk to include in December issue of the Village News together with relevant contact telephone numbers ACTION – Cllr Hendy / Clerk

(xi) Letter from Mr David Lyne, Beaver Leader – concerns re: Scouts / Football Team simultaneous use of toilets at Scout Hut and other issues from recent risk assessment – following discussion it was resolved the Chair to reply accordingly. Clerk stated that there are no copies of any written agreements on record, between the Scout Group and the Parish Council and thus suggested a meeting to discuss and agree terms and conditions. It was resolved that Cllr Hendy would liaise accordingly with Scout Group Chairman, Alan Poulton and A/Clerk to ascertain whether there are fire extinguishers in the Portacabin. ACTION – Cllr Hendy & A/Clerk

151. Items for next Meeting’s Agenda

As per minutes above

152. Any Other Information

(i) Freightliner attendance – Saturday 29^th November, 10.15am – 11.30am, Village Hall – Clerk has prepared a poster for display

153. Parish Council Meetings

The next Meeting of the Parish Council will be held on Monday 3^rd November 2008 at the Kingswood and Broomfield Village Hall, commencing 7.30pm.

There being no other business, Cllr Hendy closed the meeting at 10.30pm.

Signed ________________Chairman