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Draft minutes - to be approved at the next meeting
Minutes of a meeting of the
held at Kingswood and Broomfield Village Hall,
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Present:
Cllr Mick Biggenden Cllr Bob Bowker Cllr Peter Coleman
Cllr
Mike Evans Cllr Maurice Fitzpatrick Cllr
Gail Gosden – Assistant Clerk / RFO
There were no members of the public present.
Apologies for Absence
Cllr B Hendy (Chair) – illness
Cllr D Hobson (Deputy Chair) – work commitments
Cllr F Rouse – family commitments
Cllr Parvin – other commitments
PCSO White - engaged Police Operation
In the absence of the Chairman and Deputy Chairman, Cllr Evans proposed that Cllr Bowker take the Chair for this meeting, seconded by Cllr Coleman and agreed by all. Cllr Bowker then opened the meeting at 19.38.
279. Personal & Prejudicial Interests
There were none declared.
280. Minutes of the Meeting held 2nd March 2009 and Matters Arising
Cllr Coleman pointed out a typing error on page 3, Item 263 (ii) - Item should read ‘siting locations would need to be approved’ - amended.
Cllr Biggenden then proposed the minutes be accepted as a true record, seconded by Cllr Coleman, agreed by all and signed by Cllr Bowker. There were no matters arising.
281. Minutes of Planning Committee Meeting held 31st March 2009* and Matters Arising
These minutes were noted without comment – see Item 284.
282. Policing
(i) Police Report and Crime Figures 2nd March to 6th April 2009 – PCSO White had supplied the following information: Two crimes had occurred: (i) theft committed between 17-18/03/2009- Chestnut Drive - 4 hubcaps stolen from vehicle parked in the road, (ii) criminal damage on 13/03/2009 in Gravelly Bottom Road – regulator, property of EDF, was pulled off post and left in road.
Reported crime in surrounding Parishes for the same period: East Sutton -1, Harrietsham – 8, Hollingbourne – 1, Langley – 3, Leeds - 2, Sutton Valence – 8, Ulcombe – 2, total = 27 including B & K.
(ii) Report East Parishes Policing Forum meeting 17th March – Report attached and noted.
(iii) Appointment Neighbourhood Police Officer – Clerk reported that a letter dated 1st April from Inspector Ian Sandwell, Rural Neighbourhood Inspector, stated that PC Lee Tallon would not after all be assigned to this Parish. In his place PC Steve Older has now been appointed and commences duty on 4th April. It was noted that effectively this Parish has not had a Police Officer other than on paper, since PC Russell-Thomas left the post in November 2008.
(iv) Neighbourhood Watch - Cllr Bowker reported that
a car number plate and new VEL was found in
connected with these
incidents. Police were called and
persons apprehended. NatWest are providing
via their website, a check system called ‘Rapport’ that is able to verify the
incoming address headline and checks the authenticity of the sender e-mail. There are scam jobs being advertised through
the ‘Jobs for
283.
The Clerk informed members that she had e-mailed Cllr Parvin on the 6th March regarding his non-receipt of the grant application made by the Scout Group Leader he had reported at the last meeting and on the same date had requested an application form for the agreed funding for a salt bin – not yet received.
284. Planning
Applications considered at Planning Committee Meeting 31st March*:
(i) MA/09/0348 – Great Ivy Cottage,
(ii) MA/09/0354 – Land between Elder
Close and
(iii) MA/09/0394 – Rose Cottage,
New Application:
(i) MA/09/0429 – The Old Hall,
After discussion, Cllr Hoy proposed that the PC should object to this application on the same grounds as application MA/08/2231, and that the PC write to the Secretary of State re-iterating its objections to MA/08/2231. This was seconded by Cllr Fitzpatrick and agreed by all. ACTION – A/Clerk
Decisions (MBC):
(i) MA/08/2204 – Land adjacent to
(ii) MA/09/0067 – Dandenong,
(iii) MA/09/0068 –
Other:
(i) MA/08/2231** – The Old Hall, Gravelly Bottom Road, Kingswood – erection of a replacement dwelling house – appeal to the Secretary of State for the Environment **
(ii) MA/08/1712 – 23A Cayser Drive, Kingswood – erection of a two-storey side extension – Appeal to the Secretary of State (This application was received since the publication of the agenda therefore a Planning Committee meeting will be required, date to be confirmed). ACTION- A/Clerk
285. Responsible Finance Officer’s Report
The balance of accounts as at the end of March 2009 stands at:
Current Account - £200.00
Reserve Account - £7,550.08
The claim for a refund of VAT for £3956.67 for the year 2008/09 was received into the Reserve account on the 17th March 2009.
Also received on the 31st March was the bank interest for the final quarter of £3.40. This meant that the interest received in the Reserve Account for the year 2008/09 totalled £398.21 and equates to a £200 reduction on last year’s earned interest for that Account. It can be anticipated that the interest paid for the next year will be even less.
The P35 figures for PAYE for the end of the financial year 2008/09 have been submitted on-line. The PC will receive a £100 rebate as an on-line filing incentive.
The RFO requested that she be granted permission to purchase a gift from the Parish Council, for a neighbouring Parish Clerk who had helped with frequent personal visits and telephone advice, whilst establishing the RFO’s first year of PAYE. This assistance had saved the Parish Council a significant additional expense had it been required to pay an accountant for this service. Cllr Coleman proposed that the RFO be permitted to purchase a gift to the value of £50.00; this was seconded by Cllr Evans and agreed by all. ACTION – RFO
286. Finances
(i) Invoices for payment: £ Chq. No
Clerk – Pay, mileage & room expenses, 20 Feb to 20 Mar ‘09 416.26 525
Ass Clerk/RFO – Pay, mileage & room expenses --- “ --- 337.55 526
Clive Stanley,
Webmaster – renewal of name & hosting space (2 years) 71.30 527
KALC – Annual Subscription 499.80 528
(ii) Payments for ratification: Chq. No
Kingswood & Broomfield News, Dec ’08 & Mar ’09 issues 150.00 521
P Tweddell – Installation of notice board 226.00 522
P Tweddell – Maintenance of Sports Field Hedge 150.00 523
HMRC – Clerks’ PAYE & Employer’s NI 97.06 524
These payments were proposed by Cllr Hoy, seconded by Cllr Evans and agreed by all.
(iii) Payment of invoices received since publication of agenda:
Viking – stationary 152.75 529
(To be ratified at the next meeting)
(iv) Other:
Bank reconciliations for February and March 2009 - were checked by members and signed as correct by Cllr Bowker.
National Final Salary Award for Clerks, 1st April 2008 – RFO reported that the NALC recommended pay rise for Clerks was finally approved on the 10th March 2009. This has been agreed at 2.75% to be dated from April 2008. Councillors had previously awarded 2.45% in anticipation; the additional 0.3% would amount to a one off payment to the Clerk of £20.07 and the Assistant Clerk of £11.92 for the entire year. Cllr Biggenden proposed that the Clerks receive the additional 0.3% award as recommended by NALC, seconded by Cllr Fitzpatrick and agreed by all.
Ratification of Clerks’ Pay – The RFO advised that in setting the Precept for 2009/10, Councillors had discussed and agreed that any annual pay award for the Clerks should commence from 1st April 2009. Cllr Evans proposed that this item be taken back to an F & GP meeting for a decision, seconded by Cllr Coleman and agreed by all. An early meeting date is to be decided. ACTION - RFO
Mayor’s Charity Fund – Cllr Hoy suggested the
Concurrent Functions – the MBC Concurrent Function form for 2009/10 has been received and must be completed and returned by 15th May 2009. The RFO had already circulated a prepared draft – to be discussed and agreed at the next meeting ACTION - RFO
287. Annual General and Annual Parish Council Meetings
Clerk pointed out that most Parish Councils hold one Annual Meeting during May, whereas this Council holds separate meetings on two consecutive months. Cllr Fitzpatrick proposed that this year we trial holding both meetings on the same evening, seconded by Cllr Coleman and agreed by all.
Councillors discussed and agreed that the Clerk should invite to attend:
Victoria Wallace, CEO Leeds Castle, MBC Ward Cllr & Mayor Elect, Peter
Parvin,
288. Standing Orders
(i) Confidential Business / Planning Enforcement proceedings – Cllr Evans advised that he had acquired additional information at a recent planning training meeting, in that there is no requirement for confidentiality when considering planning enforcement unless it is of a personal nature. The process is not confidential. Clerk reported that this is contrary to information she had received in this respect, i.e. confidential information from another Local Authority cannot be discussed in the presence of the Press or members of the public. Cllr Hoy proposed that the Clerk make relevant enquiries to clarify this point. ACTION - Clerk
(ii) Review Updated Standing Orders – Clerk advised that the next review will be due in two years, prior to next election as previously agreed. Cllr Hoy proposed that the amended Standing Orders be accepted, seconded by Cllr Coleman and agreed by all. Clerk to circulate the amended Standing Orders to all members. ACTION - Clerk
289. Recreation & Sports Field
(i) Revised Scout Group lease - Assistant Clerk has had no further communication from the solicitor at MBC regarding a new lease to date, she will follow this up. ACTION - A/Clerk
(ii) MBC Play Equipment Grant - Cllr Rouse had advised the Clerk that the PC were too late for funding this year.
(iii) Old play equipment – Cllr Coleman has requested quotes from various contractors but they did not wish to quote for the job, he has however, been advised that a specialist in spray painting would be required.
(iv) Repair surface to old play equipment area – Assistant Clerk reported that various companies had been approached to quote for this work. Of these one would supply products for the repair but would not carry out the work, thus only one quote was received for £1242.00 +VAT to renew the play surface. Cllr Fitzpatrick proposed that the PC accept this estimate, subject to a work guarantee and that access can be made available for water and electricity from Scout Hut - A/Clerk to contact the company and Scout Group Leader accordingly ACTION –A/Clerk
(v) Sports Field Maintenance – The A/Clerk asked if a meeting of the Sports Field Committee is needed to discuss the maintenance contract for the Sports Field and renovation of play equipment.
ACTION - Cllr Coleman
290.
Clerk reported that the white lines throughout
the village had been re-painted during late March. Cllr Fitzpatrick
queried why the previously discussed changes to traffic priority were not
implemented at Ashford Drive / Charlesford Avenue junction. The Clerk advised that this course of action
had not been agreed and that MBC had been requested by KHS to supply a new ‘
Following a meeting on 1st April
with Highways Inspector, Alan Purvis, a site for the
new salt bin had been identified and approved on KHS property at the far (east)
end of
Clerk had also received and circulated to members, the March Parish Report from KHS.
291. Twinning Project and Signs
(i) Progress Twinning signs & change of location - Cllr Coleman reported that as requested, the change of location for one of the proposed signs has been agreed with KHS and will now be in Broomfield Road at the north entrance to the village.
(ii) Report Twinning Group meeting 25 February - Cllr Coleman reported that 8 members had attended. Arrangements are in place for children from
292.
(i) Report JPG meeting, 24 March – Cllr Hoy reported that the meeting was well attended. There is some concern that the decision by the Secretary of State is considered to be a foregone conclusion. However MBC Planning Committee are still hearing the Application and there will be three main objections from the JPG (i) Environmental impact (ii) that there is no business case for this application (iii) adverse traffic impact. It is extremely important that all objectors continue to canvass the Secretary of State to refuse the Application.
(ii) Clerk
had received notification from MBC that the Planning Committee will meet to
hear the KIG proposals on Thursday 7th May at the Maidstone TV
Studios,
293. Affordable Housing
Clerk had been notified by Orbit that the Affordable Housing Planning Application is to be heard by the MBC Planning Committee on Thursday 30th April. A/Clerk agreed to attend if no Councillor was available. Clerk will prepare the three minute input for presentation to the Planning Committee ACTION Clerk & A/Clerk
Clerk also reported that a further two separate enquiries had been received since the last meeting from eligible people seeking Affordable Housing and referred to ACRK. The Rural Housing Enabler, Richard Hall, left his post on 3rd April and will be replaced by Ms Tessa O’Sullivan at the end of the month. Clerk had e-mailed Mr Hall thanking him for his assistance in respect of the Parish Affordable Housing Scheme.
294. Tall Trees
Assistant Clerk advised Councillors that the rent has been received from both tenants at Tall Trees for the coming year. She is also advised that the new resident now has the required documents from Land Registry to transfer the Lease but is still trying to contact the former tenant for his signature of consent to the transfer.
The A/Clerk also advised that the Tree Preservation Order No 3 of 2009 at Tall Trees has been confirmed without moderation and unopposed and is dated from 1st April 2009. The A/Clerk will send a copy for information to all concerned individuals. ACTION – A/Clerk
295. External Meetings Reports
(i) Rural Liaison Meeting 23 March and Parish Charter – Cllr Evans attended this session report attached and noted.
(ii) Sustainable Communities Strategy 24 March – Cllr Evans advised that this report, written in 2003, is available on the website. Cllr Evans will complete the questionnaire seeking rural Parishes’ comments on the effect of the economic downturn ACTION – Cllr Evans
296.
(i) Report Committee Meeting 23 March. Cllr Hoy reported that there remains some concern regarding the Pre-School’s use of the Hall as the Pre-School is still experiencing financial problems and Village Hall charges cannot be further reduced. Bookings of the Hall for special events are down. Committee members are concerned about the re-cycling bins by the entrance as they look untidy and do not give a good first impression, and should the freightliner service be withdrawn this could exacerbate the situation.
Cllr Coleman suggested the Village Hall Committee might like to consider having its minutes published on the Parish Website for public information and to raise the profile of the Hall. Councillors asked to be informed of the date of the next AGM and also to have an up-to-date list of the Village Hall Trustees. ACTION – Cllr Hoy / Clerk
297. Monthly Coffee Morning Attendance
Clerk had attended the March Coffee Morning and had been approached by a number of residents wishing to raise a variety of topics. Clerk had thus circulated an e-mail suggesting that a member of the Parish Council attend the Coffee Morning every month on an agreed Rota system, to discuss and take forward any issues residents may wish to raise. This would also serve to raise the profile of the Council in a positive way. After discussion Councillors agreed that they could offer a listening service and would take questions back to the next council meeting and/or refer to the Clerk. Cllr Evans proposed that a rota be drawn up for a Councillor or Clerk to attend each monthly coffee mornings, seconded by Cllr Coleman and agreed by all. Cllr Evans will attend on 2nd May. ACTION – Cllr Evans / Clerk
298. Parish Footpaths
Cllr Coleman advised that the public footpath KH259 that runs parallel between Burberry Lane and Gravelly Bottom Road had recently been blocked off by newly erected rabbit wire fencing; this has been reported to KCC Footpaths Officer, John Pelham, for appropriate action and the Parish Footpaths Officer, Norman King, had also been appraised of the situation
299. Parish Landowners
Cllr Hoy suggested that the PC ask large landowners to agree a policy regarding their property which abuts the public highways. Cllr Fitzpatrick proposed that any problems are dealt with as and when they arise rather than creating additional work loads that may never be required - agreed by all.
300. Correspondence File
(i) Mr. Sharp - Church Farmhouse,
(ii) KCC – Common Land and Village Green seminar, 14th May at County Hall – no takers
(iii) Kent County Playing Fields Association – offers financial support for play area improvement to members, Clerk to establish membership fee ACTION –Clerk
301. Items for Next Meetings’s Agenda
(i) Recycling facilities at the Village Hall – Cllr Hoy
(ii) Re-visiting the parish plan – Cllr Hoy
(iii) Village of the Year competition – Cllr Hoy
(iv) Concurrent Functions Grant - RFO
302. Any Other Information
(i) Clerk had received a letter and DVD from the Information Commissioner’s Office in respect of the Freedom of Information Act 2000. The DVD “provides clear and practical advice on the way in which all public authorities are legally required to handle requests for information under the FOA and also gives practical guidance on the ICO’s model publication scheme”. Clerk to view ACTION - Clerk
(ii) Clerk reported that the annual Internet anti-virus / security subscription is due to expire on the Parish Council computer in two weeks time and would thus renew same accordingly ACTION - Clerk
(iii) Clerk and Ass/Clerk had met with Jenny Whittle, prospective KCC Conservative Candidate, on 10th March and updated her with regard to current and ongoing issues in and around the Parish
(iv) Cllr Fitzpatrick gave advance information and his apologies that he would not be able to attend the Annual Meeting on 11th May
303. Parish Council Meetings
The next Meeting of the Parish Council will be held on Monday 11th May 2009 following the Annual General Parish Meeting (see 287) at
There was no other business; Cllr Bowker closed the meeting at 22.33pm
Signed Chairman
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