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 September 2009

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Present:

Cllr Bob Bowker                               Cllr Beth Hendy (Chairman)                    Cllr Derek Hobson                    

Cllr Tom Hoy                                   Cllr Fay Rouse                                                 (5)                                                         

County Cllr – Jenny Whittle

Sue Wotton – Clerk

Gail Gosden – Assistant Clerk / RFO

There were two members of the public present. There were no questions.

Cllr Hendy opened the meeting at 19.30

Apologies for Absence

Cllr M Biggenden           Work commitments

Cllr P Coleman              Illness

Cllr M Evans                 Family commitment

Cllr M Fitzpatrick           Family commitment

PC Older

Cllr Parvin                     Mayoral duties

96.        Personal & Prejudicial Interests        

There were no interests declared.

97.        Minutes of the Meeting held 3rd August 2009 and Matters Arising

(i)         Min 82(iii), Sports Field – As requested, A/Clerk has reported the criminal damage to play surface at Sports Field.

(ii)         Min 91(iii), AOI – As requested by Cllr Hoy, Clerk has written to Leeds Castle regarding non-repair of cart shed in Park Barn Road

Cllr Rouse proposed the minutes be accepted as a true record, seconded by Cllr Bowker, signed by Cllr Hendy.

98.        Minutes of the Planning Committee Meeting held 20th August 2009 and Matters Arising *

This item is carried over to the next Council Meeting.

99.        Minutes of the Parish Council Meeting held 24th August 2009 and Matters Arising +

This item is carried over to the next Council Meeting.

100.      Policing

(i)             Police Report and Crime Figures 1st – 31st August 2009 – PCSO Kirby supplied the following details:-  Three crimes reported: (i) Theft committed between 7-11th August – a shed at Kingswood Primary School was broken into, 3 bikes stolen, (ii) Criminal damage - 17th Aug - van windscreen smashed in Pitt Road, (iii) Theft - 22nd Aug - theft of flat bed transit from Kingswood Cars.

The drain covers stolen from Gravelly Bottom Road during the Bank Holiday weekend were not included in these figures as had not been reported - Clerk to request KHS to report theft.                  ACTION - Clerk

(ii)            Neighbourhood Watch - Cllr Bowker advised that there had recently been a burglary from a caravan in Lenham Road during which a television, laptop, money & jewelry had been stolen.

101.        Kent County Council

County Cllr, Jenny Whittle, Maidstone Rural East, updated Members on various local issues including Kingswood Primary School heating – new pipes have been fitted and others cleaned.  The heating should now be working but confirmation awaited from Headteacher.    Cllr Whittle urged Members and residents to attend the KIG Public Inquiry commencing 13th October. 

102.      Maidstone Borough Council

Mayor of Maidstone & Ward Cllr, Peter Parvin, had sent his apologies.   He had advised the Clerk that there was nothing of interest or concern to report at present and that he hopes to be free to attend the next meeting.

103.      Planning

Applications for ratification:

(i)         MA/08/2423 – Land adjacent to 28 Ashford Drive, Kingswood – erection of 18 affordable houses (comprising 1 four-bed house, 2 three-bed houses, 8 two-bed houses and 6 one-bed flats) and associated external work including a new access road  - approve +

(ii)         MA/09/1220 – The Finches, Chartway Street, Sutton Valence – increase in the number of permitted tents from 10 to 20 including associated works – refuse *

(iii)        MA/09/1266 – Coppice, 4 Chestnut Drive, Kingswood – erection of a single storey front extension – approve *

Ratification of the above Applications to be carried over to next meeting - see Mins 98 & 99.

Decisions (MBC):

(i)         MA/09/0888 – Rose Cottage, Chartway Street, Sutton Valence – erection of a two-storey side extension and installation of 1 no. rear dormer window – approved with conditions

(ii)         MA/09/0971 – Land adjacent to Highlands, Chartway Street, Sutton Valence – demolition of existing single-storey garage/workshop and erection of a single-storey building for Class B1 use – approved with conditions

(iii)        MA/09/1266 – Coppice, 4 Chestnut Drive, Kingswood – erection of a single storey front extension – approved with conditions

(Conditions re: above retained on file for future reference)

104.      Responsible Finance Officer’s Report

The balance of accounts as at the end of August 2009

Current Account  -         £200.00

Reserve Account -    £29,013.99

There were no receipts this month, payments for August totalled £2119.31.   The Bank reconciliations for July and August were checked for accuracy and signed by Cllr Hobson, to be ratified at the next meeting.

105.      Finances                                                                                                         £        Chq No

(i)         Invoices for payment:

            Viking Direct - Stationery                                                                              136.27        577     

Clive Stanley Associates – Webmaster services, May – Aug ‘09                     187.00        578

Payments of these invoices proposed by Cllr Rouse, seconded by Cllr Bowker and agreed by all.

(ii)         Payments for ratification:                                                                                     

            Phil Tweddell – village verge maintenance                                                      309.00       569         

            Decorating Warehouse – paint for Portacabin                                                211.14         570

Playdale Playgrounds Ltd – grommets for Youth Shelter                                      5.75         571

            Allens Contractors – prepare / paint Portacabin                                              500.00       572

                Thurnham PC – JPG /KIG June 2009                                                              260.10       573

Clerk – Pay, mileage & room expenses, 20 July to 20 Aug ’09                        447.52         574

Ass Clerk/RFO – Pay, mileage & room expenses        --“--                              531.60         575

            HMRC – Clerks’ PAYE & Employer’s NI contribution   --“--                              120.05         576

The ratification of these payments was proposed by Cllr Hoy, seconded by Cllr Rouse and agreed by all.

(iii)        Payment of invoices received since publication of agenda

             P Coleman – BT landline - Clerk’s office, May to July 2009                             40.37         579

            P Coleman – Tiscali Broadband - Clerk’s office, May to July 2009                    51.73         580

            G Gosden – Expenses – graffiti remover and postage                                      19.44         581

(To be ratified at the next meeting)

106.      Complaints Procedure

Clerk had circulated the Complaints Procedure provided within the Governance Tool Kit for Parish Councils to all members at the last meeting, for consideration.  

Cllr Bowker proposed that the Complaints Procedure from the Governance Toolkit be adopted by this Parish Council and added as an Appendix to Standing Orders, and that it be displayed in full on the Parish Website.   This was seconded by Cllr Rouse and agreed by all.                                               ACTION - Clerk

107.      Affordable Housing

Clerk reported that arrangements had been made for the relocation of the slow worms found on the site during the 2nd Ecological Survey.   Orbit had confirmed that the proposed date of 3rd September for the application hearing by MBC’s Planning Committee had again been put back, now to 24th September, due to Planning Officer, Steve Clarke, having been on holiday and not completing his report in time for 3rd.  

Orbit also reported that a further delay had occurred at the Affordable Housing site in Ashford Drive, when contractors attended to erect the agreed reptile fencing.   Cllr Fitzpatrick had contacted MBC regarding concerns/breaches of the TPO on the site and the fencing work had thus had to be halted until MBC could attend.   This caused fears that the work would not be completed by the deadline of 4th September and could thus delay the application until Spring 2010.   MBC attended on 28th August and their Officer confirmed that the contractors were undertaking the work in complete accordance with the agreement with Orbit.  Work was thus allowed to continue and was completed before the deadline.     

Cllr Hoy confirmed that he would attend the Planning Meeting on 24th September to speak on behalf of the Parish Council, Clerk to review 3 minute input and confirm date when known.   ACTION – Cllr Hoy / Clerk

Cllr Hendy then closed the meeting at 19.56 and re-opened proceedings at 20.04    

108.      Kent International Gateway (KIG)

(i)         Report JPG Meetings 22nd & 26th August – Cllr Hoy attended the meeting on 22nd and had previously circulated his report.   He was unable to attend the meeting on 26th when financial issues had been discussed.    

(ii)         JPG Membership / Financial review - members agreed to continue to review on a monthly basis.

(iii)        Revised Application - will be heard by MBC Planning Committee, Thursday 10th September - Cllr Hoy agreed to attend this Hearing but after discussion it was resolved that he would not speak individually for the Parish Council, but that the agreed JPG representatives would do so on our behalf.    

(iv)        Cllrs Hendy & Hoy agreed to attend the first day of the Hearing on 13th October to Register the Parish Interest, Cllr Hendy would speak, Clerk to prepare input.             ACTION - Cllrs Hendy & Hoy / Clerk

109.      Recreation & Sports Field          

(i)             Revised Scout Group Lease - Assistant Clerk has once again e-ailed Ian Truman at MBC for a progress report but no response had been received since early July.   Cllrs requested that the Clerk write to the Mayor about the unacceptably long delays that have been experienced.                    ACTION - Clerk

(ii)         Safe pedestrian access – Clerk had contacted KHS regarding this issue and was advised that  some initial research for the project would need to be undertaken.

 (iii)       Progress - Annual Safety Inspection Report identified issues – A/Clerk had quotes available for replacement fittings to Teenage Shelter and removal of overhanging trees to Junior Play Area.   Members  agreed for this work to be carried out.  Playdale had advised that they will not attend re: raised pegs in the safety matting as it only requires someone with a mallet to knock pegs into ground, the matting is designed to flex according to ground wear and tear.  It was agreed to approach KCC regarding the removal of offensive graffiti in the first instance.                                                            ACTION – A/Clerk

(iv)        Grounds maintenance – A/Clerk advised that the maintenance contractor, Mr Waring, had recommended the grass be fed during the Autumn, particularly given the dry summer conditions and that the Star FC would soon commence playing its home matches on the pitch.   Cllr Hoy proposed the grass be fed, seconded by Cllr Bowker and agreed by all.                                                ACTION –A/Clerk

(v)        Signing of Lease Agreement re Star FC – A/Clerk had arranged for the Leases to be completed and signed by the Chairman and Treasurer of the Star FC and had received the agreed £200.00 advance payment.   Cllrs Hendy and Hobson signed the Leases on behalf of the Parish Council.  

110.      Roads, Pavements and Transport

(i)         Maintenance of pavements / footways – As requested by Cllr Fitzpatrick, Clerk had written to KHS regarding lack of repairs to the footpaths in Ashford Drive and other areas of the village.   She had since been informed that Alan Purvis, KHS, had inspected all the pavements around the village on foot, on 6th & 7th July and had reported that there were no dangerous defects or outstanding repairs.   The next inspection is due in 6 months time, any problems before then should be reported via the Contact Centre in the normal way – 0845 247 800.  

Cllr Hendy reported that the pavements in some areas were in an unsatisfactory state of repair and requested the Clerk again contact KHS with a view to arranging a further inspection with a member of the Parish Council present.   Cllr Whittle requested she be kept informed re: progress.           ACTION - Clerk

(ii)         59 Bus Service - Cllr Hobson had received information from Arriva advising that they are proposing to operate an additional journey which will depart Maidstone at 09.48 / arrive Kingswood at 10.24 / return to Maidstone at 11.05.   It was also proposed to extend the No. 59 service that departs Maidstone at 17.00 and currently terminates at Warmlake Corner, to serve Kingswood.  The next meeting of the Bus Group is 14th September 10am at Chart Sutton, Cllr Hobson is unable to attend.

(iii)        Speed limits / interactive signs – Clerk had, as requested, written to KHS regarding extension of the Lenham Road speed limit / interactive signs and a ‘blanket’ 20mph limit in Kingswood village.   Ben Hilden replied 4th Sept, “I will add the scheme to our 10/11 submission list, and prior to this I will undertake some research to see if the scheme is justified”. 

(iv)        Litter – Clerk reported that she had continued to receive complaints regarding the amount of litter that appears to be being thrown out of moving vehicles - Broomfield Road is particularly bad at present and includes broken glass on the highway.   An article has been included in the September edition of the Parish magazine and posters placed on the noticeboards and Website, asking residents to be vigilant and report details of anyone seen depositing rubbish.

(v)        KHS Parish Portal Communication training – Due to family commitments, neither Clerk was available to attend 2nd September.   

(vi)        KCC Funding of Parish Bus Shelters – details received from KHS for consideration - Cllrs discussed and agreed that there was no requirement at this time.                

111.      Kalc / Maidstone Area Committee & AGM - Cllr Biggenden not present to report.

The Minutes of the latest meeting had previously been circulated by the Clerk.

Cllr Whittle left the meeting at 20.56

112.      Kingswood & Broomfield Village Hall

(i)         Clerk had reported that on 2nd September, the bottle banks were full / overflowing.   She had reported same to the telephone number provided and had obtained details of the Contractors responsible for emptying the banks – Lucy & Martin Recycling, Dagenham, Essex.   These details were passed to Val Clarke, Village Hall Committee, for further action re: complaints of broken glass being left on the ground after emptying, etc.

(ii)         Clerk had, as requested, written to the Chairman affirming the support of the Parish Council should the Hall Committee pursue a proposal for a storage extension to the Hall, with a view to a permanent office being included for the Parish Council.

 (iii)       The Village Hall Committee had reported issues regarding people parking vehicles overnight in the Village Hall car park, which is prohibited.    Letters will, in future, be left on car windscreens advising owners/drivers accordingly and the Committee is investigating parking enforcement measures.  

113.      Correspondence File

(i)         Citizens Advice Bureau Annual Meeting – invitation to attend, Mon 14th September (no-one available) and request for financial donation for current year.  RFO advised that a donation to this Charity is included within the Council’s budget                                                                              ACTION - RFO

(ii)         (Copy) Dr Felicity Simpson, CPRE Maidstone re: MA/09/1220 – The Finches Caravan Site

(iii)        (Copy) Dr Felicity Simpson, CPRE Maidstone re: MA/09/2423 – Affordable Housing Site.   Cllr Hendy requested that the Clerk write to Dr Simpson and advise her of relevant updates and information.                                                                                                                                  ACTION - Clerk

(iv)        ACRK – Community Halls Conference – Sat 17th October – details passed to Val Clark, Village Hall Committee.

114.      Items for next Meeting’s Agenda

(i)             Sports Field, closing of gate overnight – Cllr Coleman

(ii)         Dog waste bag dispenser – Cllr Hoy

115.      Planning Enforcement (Closed Session)        

Cllr Hendy closed the meeting at 21.30 whilst this item was discussed and re-opened proceedings at  21.33.   (Minuted and filed separately)

116.      Any Other Information

(i)         More Powers for Parish and Town Councils – Clerk had previously circulated information to all members re: the Sustainable Communities Act Amendment Bill.   Cllr Hoy proposed that this Council  support the Motion and requested that the Clerk respond accordingly, seconded by Cllr Hobson and agreed by all.                                                                                                                    ACTION - Clerk

(ii))        MBC – Rural Liaison Day, Monday 28th September – No Councillor available to attend  

(iii)        Freightliner attendance 3rd October  - venue has needed to be changed from the Village Hall car park to the Sports Field due to an all-day event in the Village Hall, poster already displayed on Parish notice boards and Website for information of residents

(iv)        F & GP Committee Meeting – 10.00am on Thursday 15th October re: Parish Precept – details to be confirmed at next meeting.

117.      Parish Council Meetings  

The next Meeting of the Parish Council will be held on Monday 5th October 2009 at Kingswood and Broomfield Village Hall commencing 7.30pm. 

There being no further business Cllr Hendy closed the meeting at 21.35

                                                                                                Signature                            Chairman

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