Broomfield and Kingswood Parish Council

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Draft minutes - to be approved at the next meeting

Minutes of a meeting of the Parish Council held at the
Kingswood & Broomfield Village Hall, Gravelly Bottom Road, Kingswood on Monday 7th December 2009

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Present:

Cllr Bob Bowker                                             Cllr Peter Coleman                                             Cllr Mike Evans     

Cllr Beth Hendy (Chairman)                Cllr Derek Hobson (Vice Chairman)       Cllr Tom Hoy                  

Cllr Fay Rouse                                                                                                                               (7)   

Sue Wotton - Clerk                                                         

Gail Gosden - Assistant Clerk / RFO

PCSO Richard Kirby

The Clerk introduced Peter Forster who has agreed to be considered for Co-option to the Parish Council to fill the current vacancy.  

There were 4 members of the public present, one question was asked.

Cllr Hendy opened the meeting at 19.35

Apologies for Absence

Cllr Whittle, KCC*          Addressing meeting in another Parish

180.      Personal & Prejudicial Interests        

Cllr Bowker declared a personal and prejudicial interest in Min 183(iii).

181.      Minutes of the Meeting held 2nd November 2009 and Matters Arising

Proposed as a true record by Cllr Coleman, seconded by Cllr Hoy and signed by Cllr Hendy.

182.      Minutes of the Planning Committee Meeting held 25th November 2009 and Matters Arising

Matters arising:-

(i)         Item PL 176- Application MA/09/1938 – Kingswood House, Pitt Road.   The A/Clerk had received additional advice from the Planning Officer at MBC regarding this Application. After discussion Cllr Hoy proposed that this Application be refused, seconded by Cllr Coleman and agreed by Members of the Planning Committee present at the meeting 25th November.                                     ACTION – A/Clerk

Cllr Hendy closed the meeting at 19.44 and re-opened at 19. 47

(ii)         Item PL 177 – Removal of Scrub/Hedging at car park - Cllr Coleman had received subsequent recommendations re: damage and graffiti being caused at the Sports Field and now recommended that the area should be coppiced for security reasons.   Cllr Evans proposed that this area be coppiced every two years, seconded by Cllr Coleman and agreed by all.   Cllr Coleman advised that the Felling License is still valid, until 2012.

183.      Policing

(i)             Police Report and Crime Figures 1st November to 4th December 2009 - PCSO Kirby reported five crimes: (i) Theft of a mail bag from a ‘safe house’ in Gravelly Bottom Road on 11th November, (ii) Theft of car transporter between 23rd-24th November from Broomfield Road, (iii) Taking without consent – tractor property of Leeds Castle on 26th November from Broomfield Road area, (iv) Taking without consent, between 2nd-3rd December, a motor vehicle from Gravelly Bottom Road, (v) Burglary other than a dwelling Tall Trees Close between 3rd-4th December, garden shed, nothing taken.

The Clerk reported that she had e-mailed PC Older and PCSO Kirby on 29th November regarding further problems/graffiti at the Sports Field and pointing out the general dissatisfaction of the Parish Council with regard to the current level of Policing in the Parish.   A reply had been received on 1st December requesting a meeting with representatives of the Parish Council ASAP to discuss these issues – PCSO Kirby agreed to inform Clerk of suitable dates.

Councillors also expressed concern about the continuing theft of drain covers in and around the Parish, primarily within the village area (see Min 196(v)).   Cllr Coleman asked for an update on PACT, PCSO Kirby reported that where PACT is considered to be ineffective it should be disbanded.   Cllr Bowker pointed out that having a well run and supported Parish Neighbourhood Watch Scheme effectively does the work of PACT.

PCSO Kirby advised that previously published mobile telephone numbers for himself and PC Older should now no longer be used due to the inability generally, to meet Government targets in regard to response times.   Therefore details need to be removed from the public notice boards and Web Site.   Future contact should be made through the Neighbourhood Policing Office at Maidstone Police Station, leaving messages.   Councillors and a member of the public expressed concern as in the past it has often been several days before Police have returned calls or responded to information given.                                    

Councillors queried why there had been no Police representation at Surgeries held at the monthly Coffee Mornings, as promised, since early September and pointed out that previously either PC Thomas or PCSO White had almost always attended.   PCSO Kirby stated that current shift patterns sometimes precluded their attendance.   Cllr Coleman asked PCSO Kirby if his duties were available under the Freedom of Information Act.   PCSO Kirby stated that this was not permitted.   

Concern was also expressed at the apparent lack of rural overnight Policing / patrolling in the local area.  

Cllr Hoy requested the Clerk write to Cllr Parvin, Ward Member, making him aware of the current Policing concerns and seeking his assistance.                                                                         ACTION – Clerk

(ii)         Neighbourhood Watch - Cllr Bowker reported that another full size articulated lorry had been seen travelling via Broomfield Road, details taken by a resident and reported.   There had been instances of door knocking in the village area by an apparently deaf or foreign male, selling photocopied pictures.  

184.      Kent County Council

Cllr Whittle was not able to attend (see ‘Apologies’ above) but had repeated her offer to assist in any Parish matters that Councillors consider she may be able to help with and also advised that funding is still available from her Member Community Grant.

185.      Maidstone Borough Council

Cllr Hoy expressed his concern at the continued absence of our Ward Member at Parish Council meetings.   It was noted that Cllr Parvin had not attended since the Annual Meeting in May, however it was recognised that his Mayoral duties are keeping him very busy.   Cllr Hoy proposed that the Clerk write to Cllr Parvin on behalf of the Parish Council to request a written monthly report, as previously promised, should he not be able to attend future meetings – agreed by all.                       ACTION - Clerk

186.      Planning

Applications:

(i)         MA/09/1697 – Orchard Farm Nursery, Chartway Street, Sutton Valence – retrospective application for the change of use of land to residential for the stationing of 1 no. mobile home.

Cllr Evans proposed that this application be refused, not required to be put before the MBC Planning Committee, seconded by Cllr Bowker and agreed by all.                                                       ACTION – A/Clerk

Decisions (MBC):

(i)         MA/09/1220 – The Finches, Chartway Street – application to increase the number of permitted tents from 10 to 20 including associated works – approved with conditions    

(ii)         MA/09/1771 – Roses Oast, Broomfield Road, Broomfield – An application for listed building consent for proposed repairs and renovation of the existing Oast including adjustments to internal layout and replacement of windows, doors, weatherboarding and kiln cowls – approved with conditions

 (iii)       MA/09/1772 – Roses Oast, Broomfield Road, Broomfield – proposed repairs and renovation of the existing Oast including adjustments to internal layout and replacement of windows, doors, weatherboarding and kiln cowls – approved with conditions

Other:

(i)         MA/09/0412 – The Oaks, Lenham Road, Kingswood – Appeal lodged 10th November against MBC’s decision to refuse the application for a lawful development certificate for an existing use being residential garden space, a use which began more than 10 years before the date of this application

187.      Responsible Finance Officer’s Report

The balance of accounts as at the end of November 2009:

Current Account   -   £200.00

Reserve Account -   £28,973.64

There were no receipts this month, payments for November totalled £1,975.22

RFO has completed, ready for signature, an application for a £2,000.00 grant offered by County Cllr Jenny Whittle’s Member’s Fund, towards the cost of re-surfacing the car park at the Sports Field (see Min 184).   Members expressed their gratitude to Cllr Whittle.                       ACTION – A/Clerk

188.      Finances – RFO                                                                                             £      Chq No        

(i)         Invoices for payment:

            Ass Clerk/RFO – Expenses – postage, stamps, Star FC                            7.81      606

            Kingswood & Broomfield News – printing costs, Sep & Dec 2009 issue       150.00      607

            D Hadlow – Maintenance/mowing Broomfield Village Green                         96.41       608

                Clive Stanley Associates – Webmaster services Aug – Nov ’09                   247.50       609

            Thurnham PC – KIG/JPG, 4 months membership, Sep – Dec ’09 inc.          1040.40       610

Cllr Coleman proposed that these payments be made, seconded by Cllr Evans and agreed by all.

(ii)         Payments for ratification:                                                                                     

                T Skinner – stationery & admin costs, Twinning Group                                     100.00      601

                J&J River Services, deposit Pensioners’ Outing 2010                                        50.00      602

            Clerk – Pay, mileage & room expenses, 20 Oct to 20 Nov 2009                       538.34      603

            Ass Clerk/RFO                         ----- “ -----                                                        469.57      604

            HMRC – Clerks’ PAYE & Employer’s NI contribution   -----“-----                         143.31      605

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

(iii)        Other:

Bank Reconciliations –October & November 2009 – Cllr Hoy inspected the reconciliations and recommended they be approved, agreed by all and signed by Cllr Hendy

Precept – 2010/11 – A/Clerk reported that a provisional precept was drawn up at the recent F & GP meeting but could not be concluded at this time as figures for JPG contributions were awaited in January 2010.

Cllr Bowker left the room for the duration of the next item.

CROP (Citizens Rights for Older People) – request for donation.  Cllr Coleman proposed a £50.00 donation, seconded by Cllr Hobson and agreed by all.   Members requested that this Charity be included in the Precept for 2010/11 and that whilst no request had as yet been received, a donation of £50.00 be made to the Heart of Kent Hospice.                                                                       ACTION – A/Clerk

189.      VAM - Equity Release Training

(i)         Report training 26th November – Cllr Evans spoke on the Scheme proposed in conjunction with MBC.   Cllr Coleman requested a report be prepared by Cllr Evans for Members’ consideration at the next meeting.                                                                                                        ACTION – Cllr Evans

190.      Affordable Housing

Clerk reported that she had received a letter dated 12th November from Hugh Robertson MP acknowledging and thanking the Parish Council for supplying additional information regarding the issue of the Ashford Drive site being ‘Ancient Woodland’, etc. and the KM article dated 30th October. 

Clerk had also received a reply dated 24th November from Southern Water’s CEO relating to the sewage blockage 31 Oct/1 Nov reported at last PC meeting 2 Nov, stating that a CCTV conducted on 12th November on the Ashford Drive site had revealed that ‘no problems or defects were identified that could have contributed to the problems experienced’.    The flushing frequency at this location has been increased to 3 monthly intervals to ensure ‘that the sewer operates at maximum capacity’.  

Clerk had e-mailed Ian Trueman at MBC Legal Services on 29th November regarding the timing for completion of the S106 Agreement.   If unable to deal with this himself, Mr Trueman will ensure that it is re-allocated and completed as quickly is possible, hopefully before Christmas.

191.      Sheltered Accommodation

Cllr Hoy is still awaiting a response from Sally Richards at Orbit and requested the Clerk also make further enquiries with Orbit and other Housing Groups.                                                      ACTION - Clerk                                                

Cllr Hendy closed the meeting 21.22 and re-opened 21.24.

192.      Kent International Gateway (KIG)

(i)         Report JPG meeting 19th November – Ass Clerk’s report previously circulated, retained on file.

(ii)         Planning Inquiry – Clerk reported that Cllr Hendy’s input of 10th November is displayed on Parish Web Site, and is also included in full in the December issue of the Kingswood & Broomfield News.

(iii)        JPG Membership / Financial review – RFO updated Members on the current financial commitments to JPG, to be reviewed at meeting 4th January                                     ACTION - Clerk

193.      KALC

(i)         Report 62nd Annual General Meeting, 14th November 2009 – Cllr Biggenden not present, to be carried over to next month’s Agenda 
                      ACTION - Clerk

194.      Recreation & Sports Field          

(i)         Re-surfacing of car park – as requested by Members, A/Clerk had approached named referees and suitable references had been received in respect of Wilson Tarmac.   Cllr Hoy proposed that Wilson Tarmac be asked to carry out the work of re-surfacing the car park, including the agreed drainage and width restricting bollard, seconded by Cllr Bowker and agreed by all.                                ACTION - A/Clerk

Clerk read e-mail from resident regarding the poor condition of the car park and suggesting it be widened for easier turning.   It was agreed that there was currently not sufficient funding available in this respect.  

(ii)         Graffiti removal/repair & additional damage – A/Clerk was requested to contact the Street Scene Officer at MBC regarding the graffiti on the Scout Hut and play equipment.   Cllrs agreed to delay the repairs to the climbing wall until near the end of the financial year.                              ACTION - A/Clerk

(iii)        Signs – entrance and on field.   It was agreed at the F & GP meeting 25th November that replacement signs would be considered in the new financial year.

(v)        Safe pedestrian access – Cllrs Hendy & Rouse anticipate personal delivery of letters and to speak to residents of Lenham Road in the near future.                                     ACTION - Cllrs Hendy / Rouse

(vi)        Revised Scout Group Lease  - Ian Trueman, Solicitor at MBC  e-mailed on 30th Nov that he has been unable ‘yet to look at the Scout Hut lease’

(vii)       Downswood FC - Clerk had received e-mailed request dated 6th December from Downswood FC enquiring whether the football pitch was available to rent for Saturday afternoon League matches, Cllrs  agreed that the pitch was not suitable for use by an additional team at this time.            ACTION - A/Clerk

(viii)      Portacabin  – Cllr Coleman had spoken to Allens Contractors in regard to the peeling paint on the Portacabin and had been advised that the area concerned would be repainted when the weather improves.

Cllr Hendy closed the meeting 21.50 reopened at 21.53

195.      Parish Handyman

A/Clerk reported that so far only one other Parish had confirmed their interest in participating in this scheme, but that replies from other Parishes are still awaited.

196.      Roads & Pavements

(i)         Report meeting with KHS, 11th November – Clerk reported that the meeting had been useful, although few issues had been resolved.    County Cllr Jenny Whittle had been in attendance.   It was noted that new and replacement road signs are now in place around the Parish and following submission of the Clerks’ Footpath Survey there had very recently been extensive repairs to the public footways around Kingswood village core and also to areas of highway previously identified as being in need of repair.   Lack of funding was the principle reason for issues such as traffic calming, 20mph speed limit in village core,  extension of speed limit in Lenham Road, etc. from being considered at the present time and the Parish did not meet the new County criteria for a salt bin, despite funding for its provision from Ward Member, Cllr Parvin.  Clerk to seek permission from KHS to site a salt bin at the previously agreed location, with the intention of the Parish Council purchasing a bin with Cllr Parvin’s funding, and thereafter supplying the salt.   Clerk was also requested to liaise with MBC regarding the ongoing flooding issues in Gravelly Bottom Road and the need to repeat the emptying of the underground water storage tanks off Duck Pond Lane – enquiries ongoing.                ACTION - Clerk 

(ii)         Report Parish Seminar, 24th November - Cllr Evans had previously circulated report to all Members, copy retained on file.      

(iii)        Report meeting with KHS Landscape Officer, 27th November – Clerk reported that this meeting had been of value.   It was confirmed that KHS had now taken responsibility for the maintenance of the three alleyways/footways subject of previous dispute (Lenham Road/Holly Tree Close, Gravelly Bottom Road/Whitehall Drive and Gravelly Bottom Road/Laurel Grove).   The A/Clerk had informed Mr Tweddell to remove these areas from his grass cutting schedule.   As a priority enquiries would be made regarding the laurel hedging that protrudes on to the public highway in Gravelly Bottom Road, 20m east of the crossroads.  KHS also advised as to further action they will take in respect of residents who, having been requested so to do by letter from the Parish Council, have not complied with the request to trim back foliage overhanging the public footways and highways.   Clerk to supply details of household non- compliance                                   ACTION - Clerk

(iv)        Repairs – highway and pavements – see Min 196(i)

Cllr Bowker requested that the Clerk contact KHS regarding complaints of flooding in Gravelly Bottom Road and lack of action in clearing the drains of associated mud and debris.               ACTION -Clerk

(v)        Theft of drain covers – Clerk reported that KHS continue not to report the theft of drain covers to Police, despite there being a serious spate of such thefts recently in this and neighbouring Parishes.   This tends to portray an inaccurate picture of Parish crime remaining low.   Ulcombe Parish had also suffered recent thefts and have agreed to report their own, and B&K’s thefts, to Police, on behalf of KHS, in order for Police to build up a picture / locations, etc., of offences. (see Min 183(i))

197.      Twinning Project

Cllr Coleman had been asked by the Twinning Group to convey their thanks to the Parish Council for the donation of £100 to the Group in respect of ‘running’ costs, postage, etc.    The Group organiser, Tony Skinner, had prepared a summary of the Group’s activities and objectives which is now posted on the Parish Web Site.

KHS had assured Members at the 11th November meeting, that the provision of Twinning Signs is included in their current schedule but a likely date could not be given.       

198.      Annual Parish Report and Newsletter

Clerk reported that the Editor of the Kingswood & Broomfield News, Jan Enever, and Co-Editor, Caroline Jenkins, had agreed to assist the Parish Council in the production of an Annual Report and Newsletter.   A meeting will be held early in the New Year, date TBA, and letters sent out to all Parish Club and Society Leaders / Organisers.  The expected date for publication is March 2010.  Cllrs requested the Clerk contact MP, Anne Widdecombe, and invite her to speak at the APM 2010.             ACTION - Clerk

199.      Kingswood & Broomfield Village Hall

(i)         Report AGM 23rd November – Cllr Hoy reported that he had been nominated as a Trustee for the next year.    

(ii)         2010 bookings re: Parish Council meetings – Clerk had returned completed booking form to the Village Hall Bookings Officer together with a list of dates for 2010 meetings.  Due to Bank Holiday dates clashing with other Village Hall bookings, the April and May meeting will most likely be held at Kingswood Primary School – to be confirmed.                                                                                ACTION - Clerk

200.      Parish Pensioners’ Outing 2010

The A/Clerk confirmed that the booking form and deposit had been sent in respect of the MV Princess Pocahontas, but no confirmation received as yet, A/Clerk to follow up.                             ACTION – A/Clerk

201.      Correspondence File

(i)         Victim Support – letter of thanks received for donation.

(ii)         Kingswood School - Chairman has been invited to attend Christmas play.

202.      Items for next Meeting’s Agenda

(i)         NHW finance – Cllr Bowker

(ii)         Community Micro Electricity Generation Scheme – Cllr Hoy

(iii)        Parish Handyman – A/Clerk

203.      Any Other Information

(i)         Freightliner attendance, Village Hall car park:   Saturday, 6th February – 1315 to 1415 hours.   Clerk to prepare poster.                                                                                                           ACTION - Clerk

(ii)         Clerk reported that she had received a recent complaint of persistent dog fouling in the area of Lenham Road / Holly Tree Close, believed offending dog / owner reside in Lenham Road – complainant had had to discard a pair of shoes as a result.  Posters have been displayed on the notice boards and Web Site warning of Fixed Penalty Ticket issue to offender(s).            

(iii)        Tall Trees Lease update – A/Clerk reported that Ian Truman’s e-mail of 30th Nov also advised that he has not yet looked at revised Tall Trees Lease                                                     ACTION – A/Clerk

(iv)        Sustainable Communities Act Amendment Bill – Clerk will write urging MPs in support of this Bill (including Hugh Robertson), to persuade them to put Bill before Parliament before the General Election                                                               ACTION - Clerk

(v)        KALC Maidstone Area Committee meetings – Tuesday 2nd February and Tuesday 6th April 2010

(vi)        Eastern Parishes Policing Forum – next meeting 7pm, Tuesday 23rd March 2010 at Headcorn Village Hall - Cllr Coleman agreed to attend

204.      Planning Enforcement (Closed Session)

Clerk reported that no further information had been received from MBC regarding outstanding Enforcement cases.  

205.      Parish Council Meetings  

The next Meeting of the Parish Council will be held on Monday 4th January 2010 at Kingswood and Broomfield Village Hall commencing 7.30pm.

There being no further business Cllr Hendy closed the meeting at 22.37.

                                                                                                Signed                          Chairman

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