Present:

Cllr Mick Biggenden      Cllr Peter Coleman     Cllr Beth Hendy (Chair)       Cllr Derek Hobson (Vice Chair)       Cllr Tom Hoy      Cllr Fay Rouse                    (6)

Sue Wotton – Clerk

Gail Gosden – Assistant Clerk / RFO

No members of the public were present

Jenny Whittle – Prospective KCC Conservative Candidate - Jenny Whittle introduced herself to Councillors as the prospective Conservative County Council Candidate at the next election.  She asked if Councillors wished to raise any issues for her consideration if she is elected.    Jenny is a member of the KIG Steering Committee and reported that the Government’s Planning Inspectorate has now validated KIG’s Appeal to have the Secretary of State determine the Application for the rail/road freight interchange.  A planning enquiry is likely to be conducted in September.  Jenny urged Councillors to keep local residents informed and to canvass more local support.

Cllr Hendy thanked Jenny for attending and opened the meeting at 19.36

Apologies for Absence

Cllr Bowker – Family commitments

Cllr Evans – Family commitment

Cllr Fitzpatrick – Family commitment

252.      Personal & Prejudicial Interests

There were none declared         

253.      Minutes of the Meeting held 9^th February 2009 and Matters Arising

Cllr Coleman proposed the minutes be accepted as a true record, seconded by Cllr Hobson, agreed by all and signed by Cllr Hendy.  There were no matters arising.

254.      Minutes of the Meeting of the Sports Field Committee held 26 February 2009 and Matters Arising

Cllr Hendy reported that it had not been possible to hold the Sports Field Committee meeting on 26th February.   Instead an informal discussion had taken place between a number of members with regard to the future of the old play area, but no decisions were taken.   The subject will be included as an Agenda item at the next full Council meeting on 6th April for further debate and resolution   

255.      Policing

(i)             Police Report and Crime Figures 2^nd February to 2^nd March 2009 – PCSO White reported the following crimes had occurred: (i) theft on 23/02/2009 – Gravelly Bottom Road, theft of a motor vehicle, (ii) theft on 26/02/2009 – Park Barn Road, theft of fertilizer and diesel.

Reported crime in surrounding Parishes for the same period was as follows:  East Sutton - 1, Harrietsham - 6, Hollingbourne - 11, Langley - 1, Leeds - 5, Sutton Valence - 8, Ulcombe -1 – total 35 including B & K.   PCSO White was requested to report that members considered this to be high.

PCSO White advised Councillors that a new Rural Police Officer has been appointed but was not yet in post.   PCSO White leaves his job on May 13^th to join the Regular Force; his replacement was currently in training and should be available for a handover period.   It was agreed that the next PACT meeting would be held before the AGM on 11th May.

 (ii)        Neighbourhood Watch – no report, Cllr Bowker not present

256.         Maidstone Borough Council

Ward Cllr Peter Parvin told Councillors that the MBC 2009/10 budget was approved last Wednesday and was set at just below 5%.   Cllr Parvin has become the Mayor elect.   Cllr Hendy queried whether the PC could apply for a grant from Cllr Parvin’s devolved budget for a salt bin in the village to which he agreed (see Min 263(ii)).   He also advised that there is to be some training available for Councillors by the Standards Committee and recommended attendance.

257.      Planning

(i)   Report Planning Enforcement meeting 12 February - report previously circulated by Cllr Evans. Cllr Coleman recommended that it would be beneficial to the PC for the Clerks to attend Enforcement training which was agreed by all

(ii)   MBC Planning Committee, 19 February – Clerk reported that no member was available to attend

(iii)  Current Enforcement Cases  - closed Session, agreed to carry over to the end of the meeting)

(iv)  Appeal – MA/08/2231 - The Old Hall, Gravelly Bottom Road.   Clerk had been notified by MBC that the applicant, Mr Schroeder, had lodged an Appeal in regard to this application, on 16^th February

Decision - MBC:

(i)         MA/08/2257 – 2 Bank Cottages, Lower Street, Broomfield – replacement of obsolete front door with sash window - approved

258.      Finances and Finance Officer’s Report - February 2009

(i)         The balance of accounts as at the end of February 2009:

Current Account   -   £200.00

Reserve Account  -   £6,613.33

The RFO will now submit a claim for a refund of Vat for £3956.67 for the year 2008/09.

The Internal Auditors report was previously circulated to all Councillors and now requires their approval, subject to the items which had been drawn to their attention:

Councillors agreed unanimously to approve the Internal Auditor’s report.

(ii)         Invoices for payment:                                                                       £      Chq. No

Clerk – Pay, mileage & room expenses, 20 Jan – 20 Feb ‘09                       586.36      512

Ass Clerk/RFO – Pay, mileage & room expenses  --- “ ---                            425.22      513

Ass Clerk/RFO – Expenses – 1^st & 2^nd class stamps                                  7.56      514

HMRC – Clerks’ PAYE & Employer’s NI                                                     166.28      515

Kevin Funnell – Interim Audit                                                                       60.00      516

Paul Waring – Sports Field maintenance                                                   1146.90      517

KALC – Planning Information Day x 3                                                         207.00      518

Clive Stanley Associates – Webmaster services 19/11/08 to 19/02/09            220.00     519

Came & Co – additional premium for new notice board                                   25.00      520

These payments were proposed by Cllr Hoy, seconded by Cllr Biggenden and agreed by all.

The following Invoices had been received after the publication of the agenda, payment agreed - to be ratified at the next meeting:

Kingswood & Broomfield News, Dec ’08 & Mar ’09 issues                       150.00     521

            P Tweddell – Installation of notice board                                                226.00     522

(iii)        Payments for ratification:                                                                                       Chq. No

Came & Company – additional premium for new play equip                          29.01         508

S. Wotton, Clerk – payment postmen* x 3 re: delivery Echo / KIG cards         50.00         509

P.D. Coleman – Tiscali Broadband, Clerk’s office (3 months)                       52.89         510

 Kingswood & Leeds Scouts – donation for use of hall / heating, 9 Feb         10.00         511

These payments were proposed by Cllr Hoy, seconded by Cllr Biggenden and agreed by all.

(iv)        Other:                                                                                                                                

Review and Amendment to Financial Regulations

The RFO read the current wording in Section 10 Orders of Goods and Services - recommended that the wording should be revised to reflect best working practice

Cllr Hoy proposed to accept the RFO’s recommendation, seconded by Cllr Coleman and agreed by all.

Cllr Hendy requested that the Regulations are circulated after the amendments are made    ACTION – A/Clerk

259.      Clerks’ Contracts of Employment

The Clerks’ Contracts, having been reviewed, amended and approved, were signed and dated by the Clerk, Assistant Clerk/RFO and countersigned by Cllr Hendy.

260.      Freedom of Information Act

(i)         Adoption Clause – Standing Orders - Clerk reported that it would be necessary for an additional Clause in Standing Orders in respect of the Freedom of Information Act - agreed

(ii)         Charges to the public - Clerk had enquired of MBC as to their policy and charges in this respect.  MBC make only a very minimal charge as it could prove more expensive to produce and provide invoices + include in financial system, than it’s worth.   Should requests be for larger quantities of photocopying and time, charges need to be kept to a ‘reasonable’ limit or the applicant could challenge the costs – it would be necessary to conduct an exercise in costing in respect of paper, ink, Clerk’s time, etc.   Clerk suggested a standing charge of 5p per sheet for less than 10 copies, and 10p per sheet for 10+ and postage costs if applicable, black copies only.  This would be a reasonable charge and sufficient to cover costs, including the Clerk’s time.  Cllr Coleman proposed this is an acceptable cost, seconded by Cllr Hobson and agreed by all.   Clerk to amend Standing Orders accordingly.                                          ACTION - Clerk

261.      Review / Update Standing Orders

Councillors agreed for this item to be carried over to the end of the meeting

262.      Recreation & Sports Field          

(i)         Revised Scout Group Lease - Assistant Clerk had met and discussed with the PC’s Solicitor, Ian Truman, the items on the Lease that have been considered and need to be reviewed.   Mr Truman will contact the A/Clerk when he has appraised the Lease.

(ii)         Consideration of additional funding application - Cllr Rouse reported that no progress had been made - she will enquire whether there is time to apply for MBC’s Play Equipment grant.

(iii)        Cllr Rouse is obtaining quotes for the maintenance of the Sports Field for 2009/10

263.      Kent Highways Services - Roads / Salt Bins / Passing Places 

(i)         Clerk reported that KHS had responded quickly to recent flooding and reported pot holes in and around the Parish but nothing had yet been done regarding the clearing of the thick mud in Gravelly Bottom Road or the drainage issues at ‘Saddlers’.   The KHS February Parish report had been circulated to all members for their information – the report indicates progress and status of reported issues.   Cllr Coleman requested Cllr Parvin to chase up MBC with regard to the cleaning away the mud as this causes the drains to block and results in flooding  

(ii)         Following the recent snow and requests from residents for salt bin(s) in the Kingswood village area, Clerk had obtained prices from KHS.   Standard yellow bins cost £240 + VAT per 7 cu ft and £290 + VAT per 14 cu ft.   Siting locations would need to be improved by the KHS Highway Inspector. (See Min 256 – Cllr Parvin’s agreement to fund a salt bin from his devolved budget.)

(iii)        Clerk confirmed that the owner of the Gravelly Bottom Road passing areas is the Leeds Castle Trust (Lady Bailey’s Trust) managed by Strutt & Parker, Canterbury.   Clerk had been informed by Mr Matts of S & P that the Trust would not be willing to donate or agree to granting formal consent for the small areas of land in question to be maintained as official passing places.   They might, however, consider selling or leasing to either the Parish Council or KHS, but would be looking for “a reasonable return” and not be liable for any legal costs.   Mr Matts also pointed out that vehicles using these unofficial passing places were technically trespassing on private property and causing criminal damage.

Cllr Coleman proposed that these details be passed to KHS and that a meeting with a representative from Lady Bailey’s Trust be arranged to discuss the issue further. This was seconded by Cllr Hoy and agreed by all.                                                                     ACTION - Clerk

264.      Twinning Project and Signs

(i)      Report meeting with KHS 25 February – signs.   Cllr Coleman had produced a report in regard to this meeting, circulated to all members, and retained on file.   Cllr Hoy expressed concern at the location of the twinning sign on the A20 and proposed that the sign be sited in Broomfield at the village entrance, near to Len pond; this was seconded by Cllr Biggenden, and was agreed by the majority.  Cllr Coleman advised that he will have to refer to KHS as to whether this change can be made at this juncture.  

(ii)         Report Twinning Group meeting 25 February – Cllr Coleman will give his report at next meeting

265.      Kent International Gateway

Clerk stated that reports had been circulated to members for comment re: JPG inputs to Planning Hearing, date yet to be notified, and had sent apologies for B&K non-attendance at this evening’s meeting due to clash with monthly PC meeting.   (Refer Jenny Whittle’s input before meeting)

266.         Affordable Housing  

Clerk reported that Orbit are very pleased to confirm that the funding for the Parish Affordable Housing Scheme has been granted and they are now in final negotiations with the owner of the site at Ashford Drive, regarding the sale of the land.   Nothing further has yet been received from MBC in relation to the Planning Application.   Clerk had in the last week, received one further application which had been referred to the Rural Housing Enabler.

267.      Tall Trees

Assistant Clerk had met with the PC’s Solicitor, Ian Truman, and discussed with him the HMRC documentation supplied by the new resident at Tall Trees.   Mr Truman advised that this Certificate did not complete the transfer of the Lease to the new tenant and recommended that the resident concerned contact his Solicitor, who in turn should liaise with Mr Truman at MBC.   The A/Clerk has sent a letter to the new tenant with this recommendation.

268.      KALC Maidstone Area Committee 03 February Report

Clerk reported that Cllr Evans’ report had been circulated and would be retained on file.  

269.      Kingswood & Broomfield Village Hall

(i)         Payment for cancelled meeting 2^nd February due to snow - the A/Clerk advised that she had asked for the payment, which had been made in advance, to be carried forward to the next Invoice.

(ii)         Mr Martin Kunz had been appointed as the new Chairman of the Village Hall Committee.

(iii)        Cllr Hoy would be attending the next meeting of the Village Hall Committee on 23^rd March. 

270.      Liaison Leeds Castle Foundation

Clerk had confirmed with the CEO, the names of members attending the meeting at the Castle on 03 March and provided details of subjects to be discussed.   Cllr Hoy requested that the CEO be thanked for the work that has been carried out in Broomfield village.

271.      Tree Nuisance – Leeds Castle Estate, Broomfield

Cllr Hoy advised members that the local residents who had expressed concern regarding the poplar trees at Broomfield were satisfied with the action taken by the PC and happy with the proposals put forward in this respect by James McConkie that should rectify the problems experienced previously    

272.      Correspondence File

(i)         MBC Parish Council Liaison Day 23 March – Cllr Evans attending 2-4pm session, place booked by Clerk, 25 Feb                                    

(ii)         MBC – New Recycling Collection Service – Phase 2.   Information packs will be sent to households in preparation for the launch of the new service and new grey wheelie bins delivered during early March

(iii)        Next Freightliner attendance – Saturday 21^st March, 10.15am – 11.30am, Village Hall car park, Clerk to prepare poster                                 ACTION - Clerk

273.      Items for next Meeting’s Agenda

(i)         Standing Orders – Confidential Business / Planning Enforcement proceedings – Cllr Evans

(ii)         Ratification of Clerks’ Pay awards due to commence from 1^st April 2009 - RFO

(iii)        Village Hall Meeting – Cllr Hoy

(iv)        Village of the Year – Cllr Hoy

(iv)        Twinning Group report – Cllr Coleman

274.      Any Other Information

(i)             Clerk has taken photos at Avenue Stores / Post Office in Charlesford Avenue and will complete the application for Rural Community Retailer of 2009 together with covering letter                                                     ACTION - Clerk

(ii)            A/Clerk has supplied more dog bags to the village shop for residents’

(iii)        The Clerk will in future put ‘reply’ in the subject box on e-mails when requiring a response from Councillors

(iv)        Cllr Coleman asked that if the Order for the Twinning Signs had already been processed would Councillors be happy to order an additional sign - agreed.

The following items were Deferred from earlier in the Meeting (see above):

257.      Planning Enforcement

Due to the need for confidentiality of this Item Cllr Hendy closed the meeting (no public present) at 21.32 for the discussion of the Planning Enforcement issues - Minutes recorded and filed separately and not available to the public

Meeting reopened at 21.39

261.     Review / Update Standing Orders

Councillors reviewed the Standing Orders and discussed proposed amendments, including:-

(i)         Inclusion of a document history on the bottom of the document

(ii)         Agreement that Standing Orders be reviewed every four years immediately prior to the election of the new Council                                     ACTION - Clerk

275.      Parish Council Meetings  

The next Meeting of the Parish Council will be held on Monday 6^th April 2009 at the Kingswood and Broomfield Village Hall, commencing 7.30pm.

There was no further business; Cllr Hendy closed the meeting closed at 10.20pm

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