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 Parish Council held at the
Kingswood & Broomfield Village Hall, Gravelly Bottom Road, Kingswood on Monday 1^st February 2010

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Present:

Cllr Mick Biggenden Cllr Bob Bowker Cllr Peter Coleman

Cllr Peter Forster Cllr Beth Hendy (Chairman) Cllr Derek Hobson (Vice Chair)

Cllr Tom Hoy Cllr Fay Rouse (8)

Sue Wotton - Clerk

Gail Gosden - Assistant Clerk / RFO

Cllr Jenny Whittle - KCC

Cllr Peter Parvin - MBC

There were 19 members of the public present, 2 questions were asked.

Cllr Hendy opened the meeting at 19.39 and advised members of the public that Agenda items 5 and 22 would be moved to the top of the Agenda due to the numbers of residents present who wished to discuss the closure of the Kingswood Doctors Surgery.

Apologies for Absence

Cllr Mike Evans - Family commitment

PC Steve Older - Illness

206. Co-option of Member of Parish Council

(i) Co-option - Cllr Coleman introduced Parish resident, Peter Forster and proposed he be co-opted on to the Parish Council to fill the existing vacancy, seconded by Cllr Bowker and unanimously agreed. The Chairman welcomed Cllr Forster and thanked him for putting himself forward.

(ii) Declaration of Acceptance of Office - Cllr Forster signed the Declaration of Acceptance of Office, witnessed and signed by Cllr Hendy.

207. Parish Doctor Facilities

Cllr Hendy thanked Practice Manager David Shaw from The Orchard Surgery, Langley and representatives from the Primary Care Trust (PCT), Steve Ingram and Paul Williams, for attending the meeting regarding concerns expressed by the Parish Council and residents on the sudden closure of the Kingswood satellite Surgery in Cayser Drive.

Steve Ingram advised the meeting that Dr Andrew Czaykowksi is retiring in April and is now on holiday leave and will not be returning to the practice. There has been water damage to the Surgery that has caused it to be closed for health and safety reasons. The property is wholly owned by Dr Czaykowksi therefore the new partners will need to discuss with him, whether they will take over the Cayser Drive premises. There are however several issues surrounding the lack of facilities at the Surgery.

Cllr Hendy closed the meeting at 19.55 for questions from the public, the meeting was reopened at 20.27

David Shaw and Steve Ingram confirmed that any decisions would be based on consultation with patients from the Practice, whilst taking into consideration the long term provision of a GP service to the village. They acknowledged transport difficulties, there being no bus service between Kingswood and the main Surgery at Langley and reiterated that they would always visit a patient at home when necessary. Health and Safety was of paramount importance, thus there was a need to close the Surgery for an interim period.

The following points were made:

1) Need to get a schedule of work to get the practice open in two weeks.

2) A telephone line and computer facilities with qualified personnel is a minimum requirement for the Surgery.

3) The PCT has an obligation to provide primary care for every person but is not necessarily required to provide this service in every village.

4) It will be the Practice Partners who will ultimately decide whether to continue consultations at the Surgery.

5) David Shaw will liaise with the remaining Partner, Dr Menit tomorrow (Tuesday 2^nd February) and undertook to report to the Clerk, he offered to return to the next Parish Council meeting with the Practice GPs.

208. Youth Football Tournament

Cllr Coleman introduced Parish resident, Steven, aged 14, and invited him to outline his proposals for an inter-Parish 5-a-sideYouth Football Tournament to be held at the Sports Field on Saturday 17^th July 2010.

This event is initially aimed at youth, boys and girls (permitted under FA rules), aged 13 -16. Steven had prepared a report (previously circulated to members) containing anticipated costs and had already applied for sponsorship from local companies in respect of equipment, sports wear, etc.

Cllr Jenny Whittle agreed to establish legal requirements in respect of child access and Cllr Parvin offered financial support to the event from his devolved budget.

Steven would also like to run a separate tournament at some time in the future for younger children and would like the tournament to become an annual event.

Cllr Coleman proposed that the Parish Council wholeheartedly supports Steven in this venture, seconded by Cllr Hoy and agreed by all. Cllrs Coleman & Hoy volunteered to join Steven’s committee.

209. Personal & Prejudicial Interests

Cllr Coleman – Personal Interest – Flooding Issues at Gravelly Bottom road – Min 218

Cllr Hoy – Personnel Interest – Trustee Village Hall – Min 230

210. Minutes of the Meeting held 7^th December 2009 and Matters Arising

Cllr Coleman advised of a typing error on Min 188 which read 183 - amended.

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

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

The minutes of the planning meeting held 25^th November were approved after having been duly amended re: Min PL 176 in respect of MA/09/1938 - Kingswood House. Cllr Coleman proposed these minutes be accepted as a true record, seconded Cllr Hoy and signed by Cllr Hendy

212. Policing

(i) Police Report and Crime Figures 1^st to 31^st December 2009, 1^st – 31^st January 2010 – PC Older unable to attend this meeting (see Apologies), figures supplied by PCSO Rural Supervisor, Nicola Morris –

1^st – 31^st December 2009 - 6 crimes: (i) 2/12 – 3/12, taking motor vehicle without consent, Gravelly Bottom Road, vehicle recovered Cranbrook, (ii) 3/12 – 4/12, burglary OTD, shed door damaged, nothing taken, Tall Trees Close, (iii) 4/12 – 7/12, attempt burglary OTD, damage to workshop door, Gravelly Bottom Road, nothing taken, (iv) 13/12 theft of fishing boat, Bell Way, (v) 23/12 – 24/12, theft, Broomfield Road, Royal Mail postbox taken, (vi) 23/12 – 24/12, theft from motor vehicle, Charlesford Ave.

1^st – 31^st January 2010 – 5 crimes: (i) 8/1 – 9/1, criminal damage Gravelly Bottom Road, fence damaged, (ii) 18/1, burglary OTD, Upper Street, Broomfield, garage broken into, quad bike and trailer stolen, later found in Charing, (iii) 6/1 – 7/1, theft, Cross Drive, fence post caps stolen, (iv) 23/1 – 26/1, attempt theft from caravan, Charlesford Ave, window smashed, nothing taken, (v) 31/1, theft, Gravelly Bottom Road, fork lift stolen and recovered in Otham, offenders seen on CCTV.

Police report that due to shift patterns it is proving difficult for PC Older or PCSO Kirby to attend the agreed monthly Saturday Coffee Morning Surgeries and have suggested changing the Surgeries to a Tuesday morning Drop In, once a month. Clerk had approached organiser, Mary Poulton, who has no objections but it was noted that far fewer people attend the Drop In than the Coffee Morning. It is also considered beneficial for a Parish Council representative to be present at the Surgeries. To be discussed at forthcoming Policing meeting.

(ii) Neighbourhood Watch - Cllr Bowker reported a ‘crime wave’ in Kingswood with several offences associated with 2/3 teenagers. Crime figures for Lenham Road not reported as outside this Parish.

213. Kent County Council

County Cllr Jenny Whittle, Maidstone Rural East – reported that she has lobbied extensively about flooding issues in Gravelly Bottom Road. Highways engineers have cleared the mud, and the flushing out of the drains and gullies is imminent. Clerk and Cllr Coleman will attend a site meeting with KHS Engineers and residents on 2^nd February. Cllr Whittle had personally surveyed potholes in Gravelly Bottom Road and Broomfield Road and would report to KHS accordingly, she advised that KCC would be spending an additional £1m on a pothole blitz from March once the worst of the winter weather is over.

Cllr Whittle informed members that a salt bin placement review will take place in the summer, also that a salt bin for the Charlesford Avenue / Cayser Drive junction had now been approved, funded from her Member’s Highway Fund, no date for installation. Cllrs to consider potential locations for additional bins. ACTION – Cllr Coleman

The Grant of £2,000.00 towards the resurfacing of the Sports Field car park had been approved.

214. Maidstone Borough Council

Mayor of Maidstone & Ward Cllr, Peter Parvin, proffered his apologies for not attending meetings in recent months due to his commitments as Mayor. There has been a greater call on the Mayor’s time this year than ever before. His term of office concludes on 19^th May 2010.

He reported that within the last few months there have been improvements to the High Street Area in Maidstone including the Carriage Museum and Brenchley Gardens. A grant has been approved for improvements in Mote Park including the Café, the plans are on display at the Leisure Centre and Maidstone Gateway.

The MBC Planning Department had received the accolade of being the best in Kent . Local elections will be on the 6^th May 2010. The Mayors Charity is aimed at smaller, local charities this year and any applications for funding should be received by April 2010.

Cllr Coleman asked Cllr Parvin to enquire as to why the Willington Street Park and Ride buses no longer stop at The Monument in the centre of town. ACTION – Cllr Parvin

Cllrs Whittle and Parvin left the meeting at 21.22

215. Planning

Applications:

(i) MA/09/2019 – Maidens Tower, Leeds Castle – Listed building consent for the change of use of building from dwelling to hotel/ guest house - approve

(ii) MA/09/2020 – Maidens Tower, Leeds Castle – application for change of use from dwelling to hotel / guest house with catering and entertainment facilities - approve

(iii) MA/09/2223 – The Finches, Chartway Street – planning permission for the stationing of 1 No. mobile home for a full-time site Warden – approve with conditions

Cllr Coleman proposed these decisions be ratified, seconded Cllr Biggenden and agreed by all.

A Planning application has been received since publication of Agenda: (iv) MA/10/0043 – Land East of Morry Lane, Morry Lane, East Sutton – Installation of a 20 meter high monopole incorporating 3 no antennas, 1 no 0.6m and 1 no 0.3m diameter dishes, radio equipment cabinet, electrical meter cabinet and ancillary development within compound Surrounded by 1.8m high chain link fencing. (Renewal of expired permission MA/06/0822) - Planning Committee meeting to be held on Tuesday 16^th February at 11am, at the Village Hall Car Park.

Decisions (MBC):

(i) MA/09/1867 – Roses Oast, Broomfield Road, Kingswood - Application for listed building consent for proposed repairs and renovation of the existing oast including adjustments to internal layout and erection of a single storey entrance lobby, erection of an entrance canopy to the rear entrance, insertion of window to southern gable and replacement of door and screens to southern elevation – refused

(ii) MA/09/1868 – Roses Oast, Broomfield Road, Kingswood – Proposed repairs and renovation of the existing oast including adjustments to internal layout and erection of a single storey entrance lobby, erection of an entrance canopy to the rear entrance, insertion of window to southern gable and replacement of door and screens to southern elevation – refused

(iii) MA/09/1938 – Kingswood House, Pitt Road, Kingswood – Extension and replacement of roof to allow first floor accommodation – refused (See Min 211)

216. Responsible Finance Officer’s Report for December 2009 & january 2010

The balance of accounts as at the end of December 2009

Current Account - £200.00. Reserve Account - £26,230.29

The receipts this month were £3.58 in bank interest. Payments for December totalled £2,793.34

The balance of accounts as at the end of January 2010

Current Account - £200.00. Reserve Account – balance unavailable

There are no anticipated receipts for January, payments for January totalled £1,165.28.

217. Finances £ Chq No

(i) Invoices for payment:

Clerk – Pay, mileage, room exp & Holiday Pay 20 Dec to 20 Jan 2010 615.86 616

Ass Clerk/RFO ------“----- 393.85 617

Clerk – Expenses – postage stamps 8.28 618

HMRC – Clerks’ PAYE & Employers NI contributions ----“---- 177.14 619

Paul Waring – Sports Field maintenance 2009/10 725.36 620

Village Hall – room Hire – Feb & Mar 2010 48.00 621

R-M Bowker, NHW Expenses 2009 128.00 622

Viking – Stationery 119.29 623

Cllr Hoy proposed that these payments be made, seconded by Cllr Rouse and agreed by all.

(ii) Payments for ratification:

CROP - donation 50.00 611

Heart of Kent Hospice – donation 50.00 612

Clerk – Pay, mileage & room expenses, 20 Nov to 20 Dec 2009 558.77 613

Ass Clerk/RFO ----- “ ----- 452.42 614

HMRC – Clerks’ PAYE & Employer’s NI contribution -----“----- 154.09 615

Cllr Rouse proposed these payments be ratified, seconded by Cllr Hobson and agreed by all.

(iii) Other:

Bank Reconciliations – The reconciliation for December 2009 was approved and signed by Cllr Hendy. The January 2010 reconciliation is not available due to bank statements not yet received.

Concurrent Functions - Notification of the award for 2010/11 has been received and there has been a reduction of £300.00 to £10,001.00 due to fewer residents registering on the Electoral Roll – Clerk to include article in March Kingswood & Broomfield News ACTION - Clerk

Approval of Parish Precept – 2010/11 – The RFO had forwarded a revised Precept draft to Councillors advising of the reduction in the Concurrent Functions Grant for 2010/11 and recommended that an application for a Precept of £32,000.00 is approved. Cllr Hoy proposed this amount be accepted, seconded by Cllr Coleman, agreed by all and signed by Cllr Hendy.

218. KHS, Roads & Pavements

Clerk reported that the service from KHS in respect of gritting and snow clearing had been very poor and slow in coming and it had taken numerous requests from the Clerk, KCC’s Cllr Whittle and PC Older before it was done and a number of complaints had been received from residents. The 59 bus route around Kingswood had not been gritted. The salt bins in Broomfield Road were found to be empty but had been filled following a request from Cllr Hoy, also the bin in Gravelly Bottom Road. The Clerk had continued efforts to resolve the longstanding issue of flooding and blocked drains in Gravelly Bottom Road and would be meeting with KHS’s Kevin Gore in the near future, further photos had been forwarded to KHS on 25^th January. The Slow Hill area was cleared of mud and debris on 29^th – the drains are still blocked. Various potholes have been reported around the Parish, Broomfield Road being particularly bad, some have now been filled. (See Min 213)

Cllr Hoy reported that drains are also blocked in Broomfield Road causing flooding on road surface.

A burst water pipe in Pitt Road had caused considerable flooding to one property during the second week in January and the road had been closed whilst repairs were affected.

The KHS Community Liaison Officer had on, 17^th December, reported that there had been changes / improvements made to the ‘My Kent Highways Online’ and from that date the new online fault reporting web page was available to the general public. Information would be included in the March Parish magazine and notice on board - Clerk to prepare poster for boards and Website with KCC contact centre details and requesting members of the public to report any potholes and other defects direct. ACTION - Clerk

219. Code of Conduct Training 20^th January

(i) Report MBC training session, Wednesday 20^th January – Cllr Hoy reported that this was an informal meeting interspersed with a DVD presentation. This was considered a very useful training session and Cllrs were recommended to participate if at all possible.

(ii) Purchase / viewing Code of Conduct training DVD Cllr Hoy recommended this would be a valuable training tool and this PC should have a copy if not too expensive. Clerk to enquire as to cost.

ACTION - Clerk

220. Electronic Notifications, Planning Applications & Concurrent Functions

Assistant Clerk had previously circulated report of meeting. She advised that the outcome of the meeting was awaited from MBC’s representatives once the issues raised had been considered.

221. VAM - Equity Release Training

Cllr Evans not present – to be carried forward to next meeting ACTION - Clerk

222. Affordable Housing

Clerk had received e-mail today from MBC Solicitor, Ian Trueman, stating he had received the Land Management Plan and it is now with Planners for approval.

Cllr Hoy and the Clerk would be attending KALC Maidstone Committee tomorrow (2^nd Feb) to give an Affordable Housing input regarding the process undertaken in respect of the B&K Scheme, for the benefit and information of other Parishes.

223. Sheltered Accommodation

Cllr Hoy proposed, due to the late hour, that this item be carried forward to next meeting - agreed by all.

ACTION - Clerk

224. Community Electricity Micro-Generation Scheme

Cllr Hoy proposed, due to the late hour, that this item be carried forward to next meeting, agreed by all. ACTION - Clerk

225. Kent International Gateway (KIG)

(i) JPG Membership / Financial review – RFO reported that at the time of the meeting no further decisions on additional expenditure had been decided. Members recommended keeping the allowance at the level of the previous financial year - agreed

(ii) JPG Meeting 27^th January – report previously circulated by Cllr Hoy

226. KALC - AGM 14^th November 2009

Cllr Biggendens’ e-mailed report had previously been circulated to members

227. Recreation & Sports Field

(i) Re-surfacing of car park – A/Clerk has spoken with the Contractor today who hopes that despite the delays due to the bad weather, the work should start before the end of February.

(ii) Graffiti removal/repair & additional damage – MBC had attended and removed all the graffiti reported. Damage to the climbing wall to be reviewed again later. ACTION – A/Clerk

(iii) Safe pedestrian access – Cllr Hendy & Rouse resolved to deliver letter to residents next week.

ACTION – Cllrs Hendy & Rouse

(v) Revised Scout Group Lease - still no further action or information received from Ian Trueman, MBC Solicitor

(vi) Clerk had been informed that the main gate closure was causing inconvenience to the Scout Group and a recent Beaver meeting had had to be cancelled due to lack of access – Clerk had provided details of the forthcoming re-surfacing and the reasons for the Council’s decision to keep the gates locked (potential vehicle damage) until re-surfacing work is completed.

228. Emergency Contact List / Vulnerable Residents

Councillors discussed the merits of an emergency contact list of vulnerable residents for periods of snow or other exceptional circumstances. Cllr Bowker advised that this is already co-ordinated via NHW.

Members were informed that the staff from the Village Shop had been very public spirited in knocking on residents’ doors to see if they needed anything during the recent long period of snow

229. Annual Parish Report and Newsletter

Clerk had sent out letters to all Leaders of Parish organisations and clubs within the past week and an initial planning meeting is to be held on 4^th February with village magazine editors, Jan Enever and Caroline Jenkins. Clerk had received no reply from Ann Widdecombe re: speaking at the APM, it was thus agreed to invite Leeds Castle Estate Manager, James McConkie, to speak on the dormice project at the Castle – agreed by all ACTION - Clerk

230. Kingswood & Broomfield Village Hall

Cllr Hoy was unable to attend the last meeting of the Village Hall Committee but reported that he is now a Trustee.

231. Property Naming & Numbering – Nine Oaks Site, Lenham Road, Kingswood

Clerk had received letter from MBC dated 21^st December stating that the suggested new street name be ‘ Nine Oak Court’ – e-mailed response from Councillors confirmed there were no objections

232. Correspondence File

(i) Jacobs, 2^nd December – form part of the KHS Alliance, offering variety of low hourly rate charges for services such as safety/assessments/advice, road/highway improvement schemes-design and advice, speed limit analysis using KCC adopted criteria, etc. and offering to attend Parish Council meeting to give further information.

(ii) KCC , 9^thDecember - Consultation Draft: Community Infrastructure Provision Service Strategies in Kent 2009 – invitation to submit comments

(iii) MBC, 10^thDecember – Road Safety Working Group’s report, “Fit for the Road – Maidstone Road Safety Review”. Recommendations include referring to incidents as ‘crashes’ rather than ‘accidents’ and to contact KHS with the road safety problem of a particular site rather than a potential solution “to prevent unnecessary delays”

(iv) Clerk had written 9^th December to Secretary of the Star United FC regarding inappropriate language and litter during/after home matches at the Parish Sports Field – no reply received to date

(v) Heart of Kent Hospice – letter of thanks for donation received.

233. Items for next Meeting’s Agenda

(i) Letter from Jacobs - footpath to sports field (see Min 232(i))

(ii) Cllr Forster – Committee membership

(iii) Kingswood Surgery closure

(iv) Emergency Contact List

234. Any Other Information

(i) Clerk confirmed that MP Hugh Robertson had, as requested, agreed to sign Early Day Motion 143 in support of the Sustainable Communities Act Amendment Bill

(ii) Clerk had written to thank Messrs Edmed at Street Farm for a further kind donation of daffodil bulbs to the Parish. Verger, Derek Hadlow had agreed to plant the bulbs at Broomfield Green and the entrance to St. Margaret’s Church, thus adding to those planted last year from same source.

(iii) Clerk confirmed that the Parish Council meeting on 12^th April would be held at the Scout HQ and the 10^th May meeting, including the Annual Meeting, would take place at Kingswood Primary School. The meeting dates and venues for the whole year are now displayed on the Parish Website.

(iv) Cllr JOhn Wilson, Chairman Maidstone Joint Transport Board had reported concerns re: current Lorry Strategy and KCC’s poor commitment in this respect

(v) Clerk had received reports from several local people, that a footpath used by Kingswood and Ulcombe residents, to the south of Lenham Road, had been blocked off by the erection of a new gate. Clerk had been contacted by the owner of the land concerned to offer a solution and a meeting TBA.
ACTION – A/Clerk

(vi) Cllr Hoy reported on a survey of speed limits in the Borough by Jacobs which showed a suggested increase in speed limits at Plough Wents Road, from 40mph to 50mph. He requested the Clerk write to Cllr Whittle for advice. ACTION - Clerk

(vii) Sports Field Committee meeting – 7.45pm, Wednesday 3^rd March

235. Planning Enforcement (Closed Session)

Cllr Hendy closed the meeting 11.12, meeting re-opened at 11.16 – minutes retained in separate file.

236. Parish Council Meetings

Councillors agreed that the next meeting would commence at 7.00pm to accommodate inclusion of the Kingswood Doctorr’s Surgery closure

Therefore the next Meeting of the Parish Council will be held on Monday 1^st March 2010 at Kingswood and Broomfield Village Hall commencing 7.00pm.

There being no further business Cllr Hendy closed the meeting at 11.18

Signed Chairman

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