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Draft minutes - to be approved at the next meeting
Minutes of a Meeting of the
held at Kingswood Village Hall on Monday 5th November 2007.
_________________________________________________________________________________
Present:
Cllr Bob Bowker (Chair - BB) Cllr Peter Coleman (PC) Cllr Mike Evans (ME)
Cllr Maurice Fitzpatrick (MF) Cllr Beth Hendy (Vice Chair – BH) Cllr Derek Hobson (DH)
Cllr Fay Rouse (FR) (7)
Sue Wotton – Clerk (SW)
Gail Gosden – Assistant Clerk & RFO (GG)
Ward Councillor Peter Parvin (PP)
15 members of the public
The Chairman opened the Meeting at 7.32pm and introduced the Chairman of Leeds Parish Council, June Harrison.
Cllr Harrison wanted to draw the Parish Council’s
attention to the Kent International Gateway (KIG) proposals and extend an
invitation to the
The Chairman then invited questions from the members of the public; there were no questions forthcoming.
Apologies for Absence:
Cllr Jamie Gosden (JG) - Attending work related course
Cllr Tom Hoy (TH) - Family commitment
PCSO
John White - On operational duty in
115. Personal & Prejudicial Interests
Cllr
Fitzpatrick declared a Personal Interest relating to Min 123 on Affordable
Housing at
116. Minutes of the Meeting held 1st October 2007 and Matters Arising
Cllr Evans proposed the Minutes be accepted as a true record, seconded by Cllr Coleman and being unanimously agreed, were signed by the Chairman. There were no matters arising.
117. Policing
(i) Police
report and crime figures – The Chairman reported that
there were no recorded crimes in the Parish during the past five-week
period. The Clerk expressed concern
that PCSO White had stated by e-mail, that the reason for his non-attendance
tonight was due to being “on an operation in
(ii) Report ERPPF 11th October 2007 – Report retained on file.
(iii) Neighbourhood Watch - Cllr Bowker reported that there was nothing much to report apart from an elderly resident had found someone looking round her house with a torch at 3am.
118. Standing Orders
The Clerk advised Councillors that KAPC has given information that a revised version of Standing Orders will be coming out early in 2008, following the new 2007 Model Code of Conduct, and suggested the Parish Council may wish to wait until that time to review / update existing Standing Orders. It was agreed unanimously to leave the review until January.
119. Financial Regulations
Cllr Hendy requested a Meeting of the Finance &
General Purposes Committee be called to review the Finance Regulations. This was agreed and a Meeting was arranged
for 1.0pm, Wednesday 14th November at
Cllr Evans asked if the Regulations were available in an electronic format, the Clerk confirmed that they are. Cllr Coleman reminded the Meeting that any Councillors who had an interest would be welcome to attend the Meeting.
120. Planning
Applications:
(i) MA/07/1909 – 26 Bushy Grove,
(ii) MA/07/1953 – 3 Cayser Drive,
(iii) MA/07/2087 – Nine Oaks,
ACTION - Ass Clerk
The Clerk has received an additional Planning Application, and it was therefore agreed to hold a Planning Committee Meeting on Wednesday 14th November 2007 commencing 12.45pm, at the Village Hall Car Park, prior to the F & GP Meeting – see Min 119.
Decisions (MBC):
(i) MA/07/1813 – 2 Greensand Ridge,
(ii) MA/07/1716 – Land off
121. Finances and Finance Officer’s Report – RFO report attached. Cllr Bowker proposed the report be adopted, this was seconded by Cllr Evans and agreed by all.
(i) Invoices for payment:
£ Chq No
Viking Direct – Stationery 178.26 349
P Tweddell – Treating benches x 4 & concrete bases x 2, S/Field 405.00 350
Village Hall hire – Oct – Dec inc. 72.00 351
Clerk – work & expenses 20 Sep to 20 Oct 2007 649.92 352
Ass Clerk / RFO – work & expenses 20 Sept to 20 Oct 2007 377.01 353
Inland Revenue – PAYE & NI employees/employers contribution 204.68 354
Phil Tweddell – ROSPA work, childrens’ play area 840.83 355
(ii) Payments for ratification:
Inland Revenue – PAYE & NI 138.40 344
D & P Warden – Coppicing Contract 1100.00 345
Assistant
Clerk -
KAPC – Finance Training Day (RFO) 64.62 347
RBL Wreath 50.00 348
Cllr Coleman proposed these payments be ratified, seconded by Cllr Fitzgerald and agreed by all.
(iii) Other:
Concurrent Functions – 2007/2008 – the 2nd Installment has been received in sum of £4938.82
Applications for Bids for One-Off Additional Resources 2008/2009 have to be submitted by
2nd January 2008. This item will be discussed at the next F &GP meeting on the 14th November (See Min. 119).
The Parish council’s Internal Auditor, Kevin Funnell had offered a fixed price for his services as Internal Auditor for three years. The cost each year would be set at £120.00 payable in two installments of £60.00. Cllr Bowker proposed that this is accepted and was seconded by Cllr Coleman and agreed unanimously.
The Clerk requested that the Parish Council supply her with a basic computer for use in connection with Parish Council work. Cllr Fitzpatrick proposed that the Clerk be permitted to purchase a computer (PC) which was unanimously agreed and authority given to the Clerk to spent up to £600.00 in this respect. ACTION - Clerk
122. Sewage Issues Update
(i) The Clerk had finally received a letter from Mr. Dawson, CEO Southern Water, dated 24/10 with apologies for his delay in responding – letter retained on file. The Clerk had supplied Councillors with a copy prior to the Meeting, but read it in full for the benefit of the members of the public present. Cllr Fitzpatrick stated that the items in the letter are factually untrue.
Cllr Bowker closed the meeting at 8.57 for comments in this regard from the public during which time a member of the public handed a plan of the sewage system in Kingswood to the Chairman, for the information of the Parish Council – retained on file. The meeting re-opened at 9.14pm.
Following further discussion, Cllr Bowker stated he felt that the letter from Mr Dawson did not fully answer the questions asked of him, and there was general dissatisfaction with Southern Water’s response. The Clerk was therefore requested to write further to the CEO and to prepare an article for the Parish Web Site and December issue of the Village Magazine regarding Mr Dawson’s suggestion that residents request a ‘CSMS’ number when reporting blockages, etc. to ensure accurate recording to show the true extent of the problems. ACTION - Clerk
(ii) Letter to OFWAT – The Clerk confirmed that she had written to OFWAT on 24th October regarding Southern Water’s continue lack of response and communication and again on 26th October forwarding a copy of Mr Dawson’s letter, as above, but to date, there has been no response.
(iii) Letters
from Hugh Robertson, MP – 11th and 26th October – Mr
Robertson confirmed he has received a copy of Mr Dawson’s letter and continues
to offer his support in respect of the sewage issues in
(iv) E-mail from Paul Fisher re: Freedom of Information Act – Mr Fisher, Head of MBC Corporate Law, confirmed by e-mail on 30th October, that Southern Water is not governed by the FOI Act.
Cllr Peter Parvin reported that there was not a
lot to say. He had recently attended a
Meeting with the Standards Board for
123. Affordable Housing
Cllr Fitzpatrick stated that he had declared an interest and started to leave the Meeting at 9.40. However, Cllr Parvin announced that Cllr Fitzpatrick was not required to leave the meeting during this item, and Cllr Fitzpatrick then sat down again. The Chairman advised Cllr Fitzpatrick that the onus was on him to decide if this was the case and Cllr Fitzpatrick elected to remain in the Meeting.
(i) Number of Affordable Homes in Scheme – the January 2007 survey
carried out by the Housing Enabler, Jennifer Shaw, revealed that 24 houses
would be required to meet the need. A
discussion ensued regarding the number of homes Councillors considered
appropriate and the Clerk read a relevant section from an e-mail received on 10th October from Cllr Gosden regarding the Kent Structure Plan and Local
Development Framework, for consideration as follows: “Policy HP4 of the KSP requires housing developments to be built at
least 30 dwellings per hectare. This
site (
Cllr Hobson considered that there is no point building insufficient houses for the purpose, whilst Cllrs Bowker and Hendy felt a smaller Scheme might be appropriate. Cllr Coleman asked for a breakdown of the sizes of housing needed, which the Clerk read from Jennifer Shaw’s report of February 2007.
The Clerk reminded Councillors that following the ‘Walk the Village’ in December 2006, 13 plots had been identified and submitted to MBC Planning that might be appropriate for Affordable Housing, but Ashford Drive was considered the only suitable site. She additionally advised that Leeds Parish has a Scheme of 15 Affordable Homes but only half the number of residents compared to this Parish.
The Clerk also read a letter dated 1st November written by Mr Riley on behalf of the Ashford Drive Action Group – retained on file.
Cllr Coleman then proposed the building of 18 homes, seconded by Cllr Evans. This proposal was carried by five votes in favour and one abstention. Cllr Bowker asked that the Clerk write to Orbit Housing Association and confirm that 18 houses are the optimum number required for the development.
ACTION - Clerk
Cllr Fitzgerald then rejoined the meeting
(i) Working Party - Richard Hall, the Rural Housing Enabler has suggested a Working Party be set up to ensure smooth running and good communication between the various agencies involved. Cllrs Hendy, Hobson and Rouse agreed to become members.
124. Review / Update Parish Plan
Report by Cllr Evans retained on file. Cllr Evans suggested this item be revisited in February /March. ACTION - Clerk
125. Future of Website
The Clerk reported that the 6 months trial has now been completed and the Parish Council needs to decide whether to continue its funding. Cllr Fitzpatrick asked if the number of ‘hits’ had been recorded, and the Clerk advised that it had been agreed not to have a ‘counter’ included when the site was initially set up. This was disputed by Cllr Fitzpatrick, but Cllr Hendy agreed with the Clerk, confirming that it had been resolved not to put a ‘counter’ on the site. She requested the Web Master be asked to set one up in order to monitor ‘hits’ during the next six months, which was agreed by all.
The Clerk reported that she had received many comments and e-mails praising the value and content of the Website. Cllr Bowker proposed that the Website be carried on for 6 months with a ‘counter’ to record the amount of interest and site use, which was unanimously agreed. ACTION - Clerk
126. Recreation & Sports Field
(i) Replacement Dog Fouling Signs – Cllr Coleman reported that the replacement signs are ready and will be erected very soon.
(ii) Quotes – removal of oak tree - Cllr Coleman recommended that from the three quotes received the Parish Council asks John Hood to complete the work @ £200 - agreed ACTION – A/Clerk
(iii) Installation of benches and picnic tables – The two picnic tables have been put in place and the two benches are ready to be installed.
(iv) Play Inspection Course – The Clerk stated that MBC are running a course on how to inspect Play Areas at a cost of £125.00 + VAT. It was unanimously agreed to continue with the MBC monthly inspections and the ROSPA annual report.
(v) Petition re: dogs at the Sports Field – The Clerk has received a letter with a Petition signed by residents concerned that dogs may be banned from the Sports Field. This was as a result of an article
in the K&B News about dog fouling complaints. It has been noted by Councillors that reports and
instances of dog fouling at the Sports Field have reduced – Clerk to include item in the December Village Magazine confirming that dogs will not be banned at this time. It is generally considered that the Sports Field is being used a lot more following the recent improvements. ACTION – Clerk
(vi) Damage to the main gate – It was noted that one of the frames of the main gate has been damaged/bent which makes it difficult to close and open the gate on that side. Cllr Hendy suggested approaching Kingswood Fencing to see whether they are able to repair the damage, Cllr Coleman thought Hunton Engineering might also have facilities to straighten the frame. ACTION – A/Clerk
127. Tall Trees Play Area
The Assistant Clerk reported that although the Parish Council had been advised that a result would be forthcoming by the 11th October, it was on that date that MBC Planning stated they needed additional information. The A/Clerk had submitted the supplementary responses required, but nothing further has been heard since that time. ACTION – A/Clerk
128.
Councillors considered whether to join the Joint Parishes Group to oppose the KIG development, as outlined at the beginning of the Meeting by Cllr Harrison.
Cllr Hendy queried that this Parish had not been involved in the Planning process despite the fact that the development bordered the Parish boundary; the Clerk advised that the development only directly involves Bearsted and Thurnham. Cllr Fitzpatrick stated that B & K could object independently, Cllr Hendy replied that we did not have the expertise or authority to respond effectively. Cllr Evans advised that the Parishes of Hollingbourne, Langley and Otham have not joined the Action Group as yet, although most other east Maidstone Parishes have. Cllr Coleman stated that he believed the Parish Council should be a part of the campaign and should also encourage other Parishes to participate.
Cllr Fitzpatrick proposed that the Parish Council join the First Stage of the campaign with the option to withdraw at a later stage, which was seconded by Cllr Coleman. Four Councillors voted to join the Group, two voted against and one abstained. The motion was therefore carried. It was then decided that the residents of the Parish should be consulted via the Web Site and December issue of the Village News to have their say regarding the financial implications of being involved in any subsequent Stages of objecton to KIG. ACTION - Clerk
Cllr Coleman agreed to attend the Joint Parishes KIG meeting at the Tudor Park Hotel on Thursday 8th November. ACTION – Cllr Coleman
129. Road Signs
(i) Additional signs – Broomfield Road, Gravelly Bottom Road and Pitt Road – The Clerk has been advised that Kent Highway Services do not have the funding for additional signing, but the Parish Council could fund the required signs. Should the Parish Council decide to go ahead and fund the additional signage the work could be completed within this financial year. It was agreed that the issue would be discussed and agreed, including details of the signs required, at the F & GP Meeting on 14th November (see Min 119). ACTION – A/Clerk
(ii) Ashford Drive /
130. Twinning
–
(i) Twinning signs - Cllr Coleman advised that the proposed twinning sign design has been
displayed on the notice board and Parish Website and that no adverse comments
have been received thus far. 21st November is the cut off date for approving the design. The proposal is for four signs to be placed
at the main entrances to the Parish –
(ii) Gifts for
131. Parish Volunteers
(i) Footpaths Officer – The Clerk confirmed that the previous Footpaths Officer, Mr Schroeder, has stood down and that Mr Norman King has offered to take over. It was agreed unanimously to appoint Mr King as Footpaths Officer. ACTION – Clerk
(ii) Tree Warden Schemes and (iii) Pond Warden Schemes - the Clerk reported that both posts remain vacant will be advertised in the Parish Magazine asking for volunteers. ACTION- Clerk
132. Correspondence File - Clerk
(i) MBC – Review of Polling Stations – current arrangements are satisfactory
(ii) Weekly Refuse Collections – a new service is to be implemented during 2008. Smaller grey bins will be issued for non-recyclables and the existing green bins will then be used for mixed recyclables – paper, card, plastics, etc. and collected fortnightly. The full details will be advertised on the Web Site and in the December Village News. ACTION -Clerk
(iii) MBC - Post Office Closures – Three Post Offices were closed in the Maidstone
area,
(iv) MBC – Maidstone Borough-Wide Local Plan – available for inspection on request
(v) MBC – Planning Enforcement – change in Planning Enforcement Management – improvements are complete and there are now two teams available to pursue Planning Enforcement issues.
(vi) KAPC 60th Annual Meeting – Saturday 10th November, Ditton Community Centre – no Councillor available to attend
(vii) MBC Annual Rural Conference – Saturday 17th November, Headcorn Village Hall – no Councillor available to attend
(viii) ACRK Annual Newsletter – available for reading on request
133. Items for next Meeting’s Agenda
There were no items put forward for the next Meeting’s Agenda.
134. Any Other Business
(i) Road
closure –
November ACTION - Clerk
Cllr Bowker then informed the public that the meeting was closed to the public for the next Agenda item, and all left at 11.00pm
135. Pay Review Assistant Clerk / RFO
The Assistant Clerk left the room for the duration of this Item
(i) Assistant Clerk’s Salary Review – Having now been in post for one year, the Assistant Clerk, Gail Gosden, is due for a salary review. Cllr Evans had prepared a number of recommendations which had been circulated to Councillors in advance of the Meeting for their perusal. After discussion it was unanimously agreed that the Assistant Clerk / RFO, taking into consideration her additional role and excellent work as Responsible Finance Officer from February 2007 and to reflect her progress and general quality of work, be awarded a salary increase of 9.3% to, £9.09p per hour (Gross).
(ii) Clerks’ salary scale increase - Cllr Evans informed the Meeting that the NALC have now approved an increase for Clerks of 2.475% to be backdated to 1st April 2007, which applies to both the Clerk and Assistant Clerk, which was also unanimously agreed.
(ii) It was noted that there was an increase in mileage allowance from 55p to 55.08p per mile, also backdated to 1st April 2007.
136. Parish Council Meetings
The next Meeting of the Parish Council will be held at Kingswood Village Hall on Monday 3rd December at 7.30pm.
Signed_________________Chairman