BROOMFIELD AND KINGSWOOD PARISH COUNCIL

Draft minutes - to be approved at the next meeting.

Minutes of a Meeting of the Broomfield and Kingswood Parish Council
held at Kingswood Village Hall on Monday 1^st October 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 Tom Hoy (TH) Cllr Fay Rouse (FR) (8)

Sue Wotton – Clerk (SW)

Gail Gosden – Assistant Clerk / RFO (GG)

Eight members of the public.

Cllr Bowker opened the Meeting at 7.33pm and asked if there were any questions from the public. There were two questions.

Apologies for Absence:

Ward Councillor, Peter Parvin - holiday

95. Personal & Prejudicial Interests ( i.e. Pecuniary / Non-Pecuniary)

No Interests were declared

96. Minutes of the Meeting held 3^rd September 2007 and Matters Arising

Cllr Hendy proposed the Minutes as a true record, seconded by Cllr Hobson and they were signed by the Chairman as a true record.

Matters Arising

(i) Min. 86 – Illegal dumping and bonfires – The land owner concerned has informed the Clerk that a copy letter has been sent by the Environment Agency stating ‘please be aware do not bring waste onto the site and burn’ and has confirmed that he has agreed to this requirement.

97. Minutes of the Planning Meeting held 13^th September 2007

Cllr Hendy proposed the Minutes of the Planning Meeting as a true record, seconded by Cllr Fitzpatrick. There were no matters arising.

98. Co-option of Remaining Member to Parish Council

Cllr Bowker informed the Parish Council that an application had been received from Mr Jamie Gosden applying to fill the remaining vacancy as a member of the Parish Council. Cllr Bowker expressed concern regarding Mr Gosden’s application due to his having a Monday evening commitment until January 2008. Cllr Coleman suggested that whilst Mr Gosden could not attend Monday Parish Council meetings until January, he would be able to participate at other meetings and that given Mr Gosdens relevant qualifications, it would be better to co-opt him now as a member. Cllr Bowker therefore proposed that Mr Jamie Gosden be co-opted, which was unanimously agreed.

99. Policing

(i) Police report and crime figures

PCSO White produced the crime figures for the period 1/09/09 to 28/09/07 (copy on file) with two crimes reported:

Attempted Burglary between 18-19/09/07 at Kingswood Primary School. Lock in front door forced, no entry gained.

Theft between 09-10/09/07 at Bushey Grove. Fence panels including posts taken from front garden.

The Clerk reported seeing damage to signs at Sports Field. PCSO White said he had noticed this and would be keeping a close eye on the situation. (Item 105 (i) refers) PCSO White asked that any sightings of a Yellow Peugeot 106 be reported to him, as he needs the registration number due to it being reported as seen acting in suspicious circumstances near Cost Cutters.

(ii) Neighbourhood Watch

Cllr Bowker had nothing to report apart from rubbish being dumped in a lay by in Gravelly Bottom Road, in the Abbey Wood vicinity, allegedly by someone sleeping rough in the area.

100. Planning

Applications:

(i) MA/07/1716 – Land off Cross Drive, Cross Drive, Broomfield - erection of stables and retention of existing shingle hard standing, cess pit and electricity box. (Resubmission of MA/06/2292) – refuse. For ratification, Planning Committee Meeting held 13^th September 2007. (See Agenda Item 16(ii)). The decision was ratified, proposed by Cllr Hobson, seconded by Cllr Hendy unanimously agreed.

(ii) MA/07/1717 – Play Area at Tall Trees Close, Kingswood - change of use from decommissioned play area to residential garden - approve. For ratification, Planning Committee Meeting held 13^th September 2007. The decision was ratified, proposed by Cllr Hendy, seconded by Cllr Hobson, and unanimously agreed.

(iii) MA/07/1813 – 2 Greensand Ridge, Kingswood – erection of a conservatory to rear

Approve

Decisions (MBC):

(i) MA/07/1222 – Proposed Adventure Course, Leeds Castle, Broomfield – erection of a high wire adventure course with associated equipment, cabin and forest shelter - approved

(ii) MA/07/1491 – Orchard Farm Nursery, Chartway Street, Kingswood – temporary planning (Resubmission of Planning Application MA/06/1922 for erection of a detached house and garage) – refused

(iii) MA/07/1602 – Cherry Farm, Cross Drive, Kingswood – erection of a double garage and link building – refused.

101. Finances and Finance Officer’s Report – See attached report

(i) Invoices for payment:

£ Chq No

Clerk – work & expenses 20 Aug to 20 Sep 2007 496.21 342

Ass Clerk / RFO – work & expenses 20 Aug to 20 Sept 2007 206.89 343

*Inland Revenue – PAYE & NI 138.40 344

*D & P Warden – Coppicing Contract 1100.00 345

*A/Clerks Holiday Pay 119.75 346

*KAPC – Finance Training Day 64.62 347

(*payments to be ratified at next meeting)

(ii) Payments for ratification:

Chq No

Playsafe Ltd (ROSPA) – Annual Play Equipment Inspection & Report 70.50 333

S. Wotton – purchase UPSs x 2 and router for Parish Council use 115.06 334

ACRK 35.00 335

Audit Commission (2005 Fee) 293.75 336

Inland Revenue PAYE 56.18 337

Mr T Skinner (Twinning Expenses) 50.00 338

Kingswood & Broomfield News 75.00 339

Mr K Funnel (Internal Auditor) 350.00 340

Viking (Stationery) 131.67 341

Cllr Coleman proposed these payments be ratified, seconded by Cllr Fitzgerald and agreed by all.

(iii) Other:

Annual pay review for Assistant Clerk / RFO

Cllr Evans asked that this be moved to later in agenda when the meeting could be closed to members of the public – agreed.

Concurrent Functions review by MBC – See attached RFO’s report

Finance Information Day, 29^th October – RFO requested that she be allowed to attend. Agreed unanimously for her to do so.

102. Sewage Issues Update

The Clerk reported that she had received a copy letter forward by Hugh Robertson, from Mr Dawson, CEO at Southern Water dated 31^st August, in which he states that following additional investigation, he would write again by 21^st September with an update, but nothing further has been received. The Clerk has, therefore, today telephoned Southern Water and spoken to Ms Dominique Ratcliffe. Ms Ratcliffe confirmed that no letter has been written since 31^st August. However, she has today spoken to Mr Paul Savage who attended the meeting at Ashford Drive in April, and Mr Savage stated that as a result of the CCTV survey carried out in May, “the sewer is considered to be in reasonable condition”. She further spoke to Mr Sam White of Network Modelling, who has reported that “the 1:50 years storm modelling is not predicting any hydraulic problems”. It is thus believed that the problems could be associated with routing or fatting and Southern Water will examine the possibility of reverse gradient or a sewer back fall, but tests in this respect have not yet commenced. It was agreed the Clerk should continue to try and get a response / answer from Southern Water. ACTION - Clerk

Cllr Fitzpatrick stated that this issue needs to be sorted out at the earliest possible time, as this has been an ongoing problem for many years.

Cllr Bowker then closed the meeting at 20.10 for questions from the public regarding the sewage concerns. Meeting re-opened at 20.32 and PCSO White left the meeting at this point.

103. Affordable Housing

Cllr Evans stated that at the last discussion regarding Affordable Housing in July it had been requested that any decision on Affordable Housing should wait until the sewage issue in Ashford Drive had been resolved. However he now believed the issue would be better served by moving the project forward as Ashford Drive was the only identified venue for Affordable Housing.

At this point Cllr Bowker advised Cllr Fitzpatrick that it could be considered that he had a Prejudicial Interest in the matter, as his home was located next to the proposed site, but that the onus was on Cllr Fitzpatrick to decide if this was the case. The Clerk read a passage from ‘The Good Councillor’s Guide’ pertaining to Personal and Prejudicial Interests and Cllr Fitzpatrick then declared a Prejudicial Interest in this Agenda Item but asked to make a statement prior to leaving the room.

Cllr Fitzpatrick stated that he considered it unwise to proceed with the Affordable Housing project in Ashford Drive before Southern Water had resolved the sewage issue. This, he thought, would not encourage Southern Water to address the problem promptly. Cllr Fitzpatrick then left the meeting.

Cllr Hobson voiced concerns that sewage problems should be resolved before embarking on the Affordable Housing project. Cllr Hendy stated it could mean waiting several more years.

Cllr Evans stated that there is always the potential for problems, but the decision should be made on whether this is the best site. Councillors were in unanimous agreement that the identified land at Ashford Drive is the best site in Kingswood in that it could be contained within the village environment, close to amenities, and thereby reducing risks involved in movement along the more rural lanes around the village. Cllr Evans emphasized that the decision should be delayed no longer when it has been established that there is such a need for Affordable Housing, with a lengthy list of local people in need of homes. He also stated that MBC are very willing to support Affordable Housing projects at this time, as they have not as yet fulfilled their Affordable Housing criteria and he requested Cllr English from MBC be contacted and asked for his support. Cllr Hobson asked that the local Member of Parliament also be asked to support this project – the Clerk advised that Hugh Robertson is already supportive. ACTION – Clerk

Cllr Bowker again closed the meeting at 8.43pm to answer questions from the public and declared it re-opened at 8.47pm.

Cllr Hobson requested that a discussion be carried out with Orbit, the Housing Association who will manage the Affordable Housing project, about the sewage problems, should the Parish Council resolve to go ahead with the Scheme at the Ashford Drive site.

Cllr Evans then proposed that the Parish Council now pursue the Affordable Housing Scheme with Orbit at the site in Ashford Drive. This was seconded by Cllr Coleman and agreed unanimously by all Councillors. At the conclusion of the discussion Cllr Fitzpatrick rejoined the meeting.

104. Review / Update Parish Plan

Cllr Evans said that a decision needed to be made as to whether there is any value in updating the Parish Plan. Cllr Bowker advised that this is potentially a big and expensive job and questioned the benefits of such a Plan. The Clerk had received an invitation for Councillors to attend the ACRK’s AGM on 22^nd October, when there will be an input on Parish Plans. Cllr Evans agreed to attend and report back at the next Meeting. (Refer to Min.110(ix)) ACTION – Cllr Evans

105. Recreation & Sports Field

Cllr Rouse advised that she is going to take over the funding applications for the continued upgrades and improvements to the play equipment from Cllr Hendy, and that the first objective would be to complete the projects already started.

(i) Replacement Dog Fouling Signs

Cllr Coleman reported that the stolen dog fouling signs are soon to be replaced. The Clerk reported further damage has now occurred, this time to the right-hand sign on the fencing at the main gate – hole approx 2cms in diameter, looks as though it could have been shot at, possibly from a passing vehicle. She has not currently reported this to the police.

(ii) Quotes

Cllr Coleman has not yet been able to obtain further quotes for the required work to the Sports Field oak tree that overhangs the garden of a property in Wildwood Close, enquiries are continuing.

iii) Installation of benches and picnic tables

Mr Tweddell has put in the concrete bases, and anticipates the benches and picnic tables should be in place by next week.

106. Tall Trees Play Area

The Assistant Clerk reported that the Application for change of use has been submitted. An acknowledgement of receipt has been received and a decision is to be made by the 11^th October 2007.

107. Report KAPC Meeting 17^th September

Cllr Evans stated that he finds the KAPC Meetings both useful and instructive, and recommends that other Councillors should attend. See Cllr Evans’ Report attached.

108. CiLCA Course

The Clerk has received details of a Cilca course, which the Clerks would need to complete if the Parish Council wanted to become a Quality Council. Both Clerk and A/Clerk advised that they could not consider doing the course at this time. Cllr Hendy advised that the Parish Council could not be adopted as a Quality Council before the next election in 3.5 years time and it was therefore agreed that neither Clerks would attend.

109. Twinning – Broomfield, Colorado

(i) Twinning signs

The Clerk has received information from Peter Rosevear at KCC, that twinning signs can be designed with or without badges / crests at Parish / Village boundaries. He asked for, and has been sent, a copy of the proposed sign for his consideration. A reply is awaited. ACTION - Clerk

Cllr Coleman reported that the designs for the twinning signs had been advertised via the Parish Council website and on the notice boards for the information of Parishioners and for any suggested amendments/improvements. A closing date of 21 November has been agreed by the Twinning Group.

(ii) Gifts for Broomfield, Colorado

Cllr Rouse had researched prices for photo books, for consideration as gift for Broomfield City Council.

These cost of up to £25.00. Cllrs Coleman & Rouse will organize the purchase of the gift, Cllr Evans requested that they be asked if the gift would be put on public display. Cllr Hoy will raise the question of hanging the framed photographs of the Broomfield USA at the Village Hall at the next Committee Meeting. Cllr Bowker will write and thank USA for their gifts. ACTION – Cllrs Coleman & Rouse
Hoy / Bowker

110. Correspondence File

(i) Annual Rural Conference – Saturday 17^th November Headcorn Village Hall. Cllr Evans will attend ACTION – Cllr Evans

(ii) Dr Felicity Simpson – Re: Planning Application MA/07/1716 (see Agenda Item 6(i)).

(iii) Letter with questions - Mr Froud

Cllr Bowker acknowledged that a letter in response has been written by the Clerk and will be forwarded to Mr. Froud. ACTION - Clerk

(iv) Letter with questions - Mr Schroeder

A response has been written by the Clerk, and will be forwarded to Mr Schroeder. Cllr Bowker stated that in answer to most of the queries contained in Mr. Schroeder’s letter that most facilities are available within 3 miles. ACTION - Clerk

(v) MBC Annual Report – copy received for Councilors attention.

(vi) Independent Remuneration Panel – Members Allowances questionnaire – to be completed by all Councillors by 3^rd October. Copy of questionnaire to be circulated. ACTION -Clerk

(vii) KAPC – Planning Training event – 19^th November, 6.30pm – A/Clerk will attend and report back at the next Meeting ACTION – Ass Clerk

(viii) MBC Development Control – Planning Committee Meetings – Cllr Evans informed the Meeting that at a recent KAPC Meeting there had been a lot of discussion about attendance at Planning Committee Meetings and the general consensus is that it is not necessary to attend when little or no notice is taken of opinions at Parish Council level. Cllr Bowker requested that a letter be written to MBC saying that representatives will attend Meetings when it is considered to be necessary and when the Parish Council’s opinions are likely to be given due consideration. ACTION –Clerk

(ix) ACRK AGM & Parish Plans – Monday 22^nd October - Cllr Evans will attend and report back at next Meeting. ACTION – Cllr Evans

111. Items for next Meeting’s Agenda

(i) Review / Update Parish Plan & report ACRK meeting - Cllr Evans

(ii) Standing Orders - Cllr Bowker

(iii) Financial Regulations - Cllr Bowker

(iv) Additional road signs - Cllr Coleman

(v) Broomfield Road flooding - Cllr Fitzpatrick

112. Any Other Business

(i) Freightliner Attendance Dates

The Freightliner will be in attendance at the Village Hall car park as follows:

ü Saturday 20^th October, 1015 to 1130 hours

ü Sunday 2^nd December, 1500 to 1600 hours

(ii) Wreath for Remembrance Day – Mary Poulton has confirmed that she will order a wreath on behalf of the Parish Council

(iii) Additional road signs – Despite the serious injury accident on the 22/09/07 the Clerk has been advised that no additional money is available for warning signs in Gravelly Bottom Road. However the Parish Council is permitted to purchase the required signs at the cost of between £250 and £500, which includes ‘SLOW’ being painted on the road surface. Additional signs are also needed in Broomfield Road and Pitt Road. Cllr Fitzpatrick asked about the signs in Ashford Road. Cllr Coleman believed residents had decided against the signs and the change of priority, but Cllr Fitzpatrick advised that this was not the case and it was agreed for the Clerk to progress. ACTION - Clerk

(iv) Archiving – The Clerk reported that one and a half days of archiving took place earlier in the year, however there is still a lot to do in sorting, recording, etc. which the Clerk and Assistant Clerk are hoping to complete next week. The Clerk anticipates this will take two people approximately two days and pointed out that if this work is done by the Clerks alone, it will significantly increase their hours for the month. It was agreed for the Clerks to carry out the work on Tuesday 9^th and Thursday 11^th October commencing 10am both days, and that the Council should pay the additional cost. Any offers of help from Councillors would be appreciated in order to keep the Clerks’ hours to a minimum - Cllr Hobson may be able to assist on Tuesday. ACTION - Clerks

Cllr Evans asked that hours dedicated to this task be included in the Clerks’ work account for budgetary purposes.

Cllr Bowker then closed the meeting to the public in order to discuss the Assistant Clerk’s remuneration and all members of the public left – see below.

113. Other – Annual Pay Review, Assistant Clerk (See Min. 101(iii))

The Clerk advised Councillors that Mrs. Gosden was appointed as A/Clerk last October but she has not received a payment review since additionally taking on the role of RFO in March this year. The Clerk also advised Councillors that there is a national pay award pending, in addition to any local reviews, which when agreed, will be back dated to 1^st April 2007.

Cllr Bowker stated that there should be annual reviews in respect of the Clerks’ salaries in accordance with the national scale pertaining to Local Government Employees. Cllr Hoy requested Cllr Evans prepare and bring a review proposal to the next Meeting for consideration. ACTION –Cllr Evans

Cllr Coleman suggested that the Clerks’ work schedules be circulated for the information of all Councillors as new members are not aware of the Clerks’ schedule or method of recording hours, mileage, etc. – agreed.

114. Parish Council Meetings

The next Meeting of the Parish Council will be held at Kingswood Village Hall on Monday 5^th November at 7.30pm.

The Chairman closed the Meeting at 10.0pm

Signed ________________Chairman

__________________________________________________________________________________