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 3^rd December 2007.
_______________________________________________________________

Present:

Cllr Bob Bowker (Chair - BB)            Cllr Peter Coleman (PC)               Cllr Mike Evans (ME)
Cllr Maurice Fitzpatrick (MF)            Cllr Jamie Gosden (JG)                 Cllr Beth Hendy (Vice Chair – BH)
Cllr Derek Hobson (DH)                     Cllr Tom Hoy (TH)                        Cllr Fay Rouse (FR)                                                                                                                                          (9)
Sue Wotton – Clerk (SW)
Gail Gosden – Assistant Clerk/RFO (GG)

9 members of the public

The Chairman commenced the Meeting at 7.35pm and invited questions from the public. One question was forthcoming which was discussed at length, and a statement was made regarding the sewage concerns in Ashford Drive. A list of written questions was handed to the Chairman by Mr Froud, which would be addressed / answered at the next meeting.

Cllr Bowker then opened the meeting at 8.15pm

Apologies for Absence

Cllr Peter Parvin – Attending MBC Meeting

147. Personal & Prejudicial Interests

Cllr Fitzpatrick declared an interest regarding Min 152 - Affordable Housing. When asked to clarify whether this was a personal or prejudicial interest he stated that it was only a personal issue as he did not consider it as a financial interest.

Cllr J Gosden declared a personal interest regarding Min 155 - KIG

148. Minutes - Parish Council Meeting held 5^th November 2007 and Matters Arising

Cllr Hendy proposed the Minutes be accepted as a true record, seconded by Cllr Rouse and being unanimously agreed, were signed by the Chairman.

Matters arising:

The Assistant Clerk advised the Parish Council that as a result of enquiries re: payment for out of pocket expenses whilst carrying out the business of the Parish Council, KAPC had advised that Councillors could decide to implement the use of the Councillors Allowance or alternatively the Chairman’s Allowance for reimbursement of such expenses. Cllr Bowker requested that the A/Clerk speak to the Remuneration Committee at MBC re: Chairman’s Allowance. ACTION – A/Clerk

It was agreed that the Chairman’s Allowance would be included in the budget for Concurrent Functions Grant for next year - this item is to be included on the agenda for the next meeting.

The A/Clerk advised that she had contacted Hunton Engineering to ask for a quote for the repair of the damaged Main Gates at the Sports Field earlier in the month but has not had a response. Having spoken to Hunton Engineering today she was assured that they would supply a quote in the near future. The A/Clerk had been unable to contact Kingswood Fencing and Cllr Coleman offered to follow up enquiries regarding the repairs. ACTION – Cllr Coleman

149. Minutes - Planning Meeting held 14^th November 2007 and Matters Arising

Cllr Hendy proposed the Minutes be accepted as a true record, seconded by Cllr Evans and being unanimously agreed, were signed by the Chairman. There were no matters arising.

150. Minutes - Finance & General Purposes Meeting held 14^th November and Matters Arising

Cllr Evans proposed the Minutes be accepted as a true record, seconded by Cllr Hendy and being unanimously agreed, were signed by the Chairman. There were no matters arising.

151. Policing

(i) Police report and crime figures - PCSO White reported that one crime had occurred between 5/11/07 and 30/11/07 - Theft: Committed between 07-08/11/07, a road breaker was taken from a property in the Lenham Road. PCSO White told Councillors about the Partners and Community Together (PACT) meeting held on the 1^st December. About 6 people attended to discuss local issues.

(ii) PCSO duties – The Clerk had received a letter from Inspector Sandwell in response to concerns about the village PCSO being used for other duties. Insp Sandwell stated that there were certain operational demands that required PCSOs to be used outside their own Ward duties but that generally they would not be required to work elsewhere.

(iii) Neighbourhood Watch - Cllr Bowker reported that a load of tyres had been dumped in the Sports Field Wednesday 28^th November 2007. MBC had been informed to arrange removal.

152. Affordable Housing

(i) Mr Richard Daniels, Architect / member of the Design Group presented to the Parish Council copies of plans of the proposed lay out of housing for the site in Ashford Drive for their consideration, after which Mr Daniels answered questions from Councillors and members of the public present.

Cllr Bowker thanked Mr Daniels for attending and Mr Daniels then left the meeting.

(ii) To date, the Clerk has still received no updates or information from the Rural Housing Enabler or Clive English, Cabinet Member for Regeneration, despite e-mailed reminders. However, the Clerk has received copy of the MBC Housing Strategy Review 2007 in which four housing priorities were identified. Within Maidstone’s Key Housing Priorities, the provision of new Affordable Homes was placed as the number 1 top priority and states, “to enable the delivery of new affordable homes and implementation of the Affordable Housing Development Plan Document adopted in April 2006 to tackle the identified housing need”. (The Housing Strategy Review 2007 document is available on request from the Clerk).

(iii) Letter from Mr D Riley, Chairman of the Ashford Drive Action Group - Cllr Bowker read the letter from Mr Riley to the meeting. Letter retained on file, Clerk to reply. ACTION - Clerk

Cllr Bowker stated that most of the concerns outlined in the letter have been addressed during previous meetings. It has already been agreed that sewage issues would need to be resolved before commencing the Affordable Housing Development. Cllr Bowker reiterated some of the results of recent surveys, including information from earlier reports by Cllr Fitzpatrick; he advised that the Housing Association, Orbit, would be obligated to sort out the problems with Southern Water before building work commenced.

Cllr Fitzpatrick presented a second report regarding sewage issues and reiterated the potential affect on the Affordable Housing site, which he requested be included in the minutes. There followed a discussion in respect of reports being included verbatim in the minutes and it was resolved that this is not practical and that reports would, as is current practice, continue to be attached to the minutes and retained on file. The Clerk advised that all reports are available for viewing by the public on request.

Cllr Hendy suggested that there appears to be a lack of real evidence regarding sewage blockages and that it is unsound to rely on and/or minute what has been said by various operatives when attending incidents, etc.

The Clerk read from a letter dated 29 November from the CEO Les Dawson at Southern Water (SW) in which he stated that SW would be conducting further tests in Charlesford Avenue and Whitehall Drive. He also stated that it was impractical to set up an individual ‘hotline’ for Kingswood only residents as requested, and pointed out that regular jetting of the sewage pipes is often required in all sewers and does not necessarily imply a fault.

The Clerk reported that she had attended the ‘Drop In’ at the Village Hall recently and had spoken to a number (17-18 approx) of long-term residents about the sewage problems, who live in various roads throughout the village including Cayser Drive, Holly Tree Close, Charlesford Avenue, Gravelly Bottom Road, The Waldrons, The Walk, Thorneycroft Close and Ashford Drive. These residents confirmed that they had never experienced sewage problems with the exception of one person in Charlesford Avenue as outlined at the previous meeting. A resident living at the Broomfield Road end of Ashford Drive since 1971 had never had any sewage problems, therefore it would appear that the sewage issue may be localised to the area of Ashford Drive north and the west end of Charlesford Avenue and does not affect the village as a whole.

153. Sewage Issues Update

(i) General update

The Clerk has received three further letters from Southern Water since the last meeting, dated 15^th, 22^nd, and 29^th November respectively. The letter of 22^nd enclosed a map of the sewer network in the Ashford Drive area of the village. The December issue of the Kingswood & Broomfield News requests that residents who have experienced sewerage problems, contact the Clerk with details. The Clerk thus suggested the issue be carried over to the next meeting in January 2008, to give residents the time and opportunity to respond and also for the results of SW’s tests in Charlesford Avenue and Whitehall Drive~ to be received - agreed. Cllr Fitzpatrick notified the meeting that a blockage had occurred on 7^th November affecting numbers 22, 24, 26 and 28 Ashford Drive – CSMS 2643616. He also supplied the CSMS number for the previous reported blockage which occurred on 8^th July, as 2615876, that had affected the same properties. Cllr Fitzpatrick stated that the July blockage had occurred two weeks after jetting had taken place.

(ii) Report

The Clerk had previously e-mailed Cllr Fitzpatrick’s report to all Councillors and other interested parties (see Min. 152 (iii)). Cllr Fitzpatrick passed additional information to the Clerk regarding a water leak at Ashford Drive/Charlesford Avenue junction, previously believed to be water seepage but now thought by Mid Kent Water, to be a sewer problem - Clerk to write to SW with details ACTION - Clerk

154. Maidstone Borough Council

No report - Councillor Peter Parvin’s apologies had been received – see ‘Apologies for Absence’.

155. Kent International Gateway

(i) Meetings of Joint Parishes Group (JPC)

This PC has forwarded their objections to MBC, as has the JPC. It has now been reported that it is expected that there could be up to 8,000 vehicle movements a day to/from the site, 6,000 heavy goods and 2,000 staff cars. The Clerk has produced and circulated reports on all previous JPC meetings. The next meeting will be held at the Tudor Park Hotel on Wednesday 5^th December commencing 7.30pm, Cllrs Coleman, Gosden and Hobson will attend. The Clerk advised that there will probably be one meeting per week and requested all Councillors make themselves available to share the attendance of the meetings, as this is a heavy commitment.

Cllr Hoy reported that he had attended a public KIG meeting on 30^th November at the Ramada Jarvis Hotel. He informed Councillors that there is another similar Planning Application being considered at Erith in Kent . This proposal is being supported by KCC and if the Secretary of State gives his approval there would be no need for two such facilities within the County.

(ii) JPC Funding Agreement

There are now 15 member Parish Councils in the JPC and the cost to the PCs for the first phase has thus reduced to 48p per household - £312.98 in total for Broomfield and Kingswood. An assessment of the future costs has been requested from the JPC, as the precept requirements are due to be submitted by January.

Cllr Bowker closed the meeting for a short recess at 9.20 and reconvened the meeting at 9.35

156. Planning

Applications:

(i) MA/07/2092 – Kent International Gateway, Land West of Junction 8, M20, Maidstone –

outline planning permission for the construction of hard standing areas to form rail/road freight interchange with freight handling equipment, new railway sidings in part with acoustic enclosure, earthworks and retaining walls, buildings for Class B8 warehousing and Class B1 uses, access works, internal roads and bridges, loading and maneuvering areas, car and lorry parking, ancillary truck – stop and gatehouse security facilities, electricity sub station, realignment of public rights of way and watercourses, drainage works and landscaping with access to be considered at this stage and all other matters reserved for future consideration – Refuse

(ii) MA/07/2213 – Homefield, Chartway Street, Kingswood –erection of replacement stables, tack room, hay barn and grounds maintenance building – no comment

(iii) MA/07/2234 – 1 Lenham Road, Kingswood – erection of a rear conservatory - approve

Items (i), (ii) and (iii) for ratification, having been considered at meeting of the Planning Sub-Committee held 14^th November 2007 – ratification unanimously agreed. .

(iv) MA/07/2218 – The Whispers, Whitehall Drive, Kingswood – erection of a single storey side / rear conservatory - approve ACTION – Ass Clerk

(v) 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) – Appeal to the Secretary of State for the Environment against the decision to refuse the application - refuse ACTION – Ass Clerk

Two further applications have been received since the publication of the Agenda for this meeting therefore a meeting of the Planning Sub-Committee is to be held at 12.45 on Monday 17^th December 2007 at the Sports Field car park. ACTION – Ass Clerk

Decisions (MBC):

(i) MA/07/1909 – 26 Bushy Grove, Kingswood – erection of a two-storey side extension and rear conservatory - approved

(ii) MA/07/1953 – 3 Cayser Drive, Kingswood – roof conversion including the addition of front and rear dormers – approved

(iii) TA/0095/07 – Joethma, Broomfield Road, Kingswood – coppicing work to one Silver Birch and three Sweet Chestnuts designated as part of G1 of TPO 23 of 1996 situated at 8 Thorneycroft Close, Kingswood – approved

157. Finances and Finance Officer’s Report

RFO report attached. Cllr Bowker proposed the report be adopted. This was agreed by all.

Following discussion it was unanimously agreed that the RFO should take over the payments service of PAYE, currently undertaken by Applied Accountancy, from the 1^st April 2008.

Cllr Rouse will submit additional ‘One off Bids’ for play equipment for the Sports Field for 2007/2008

ACTION – Cllr Rouse

(i) Invoices for payment:

£ Chq No

Clerk – work & expenses 20 Oct to 20 Nov 2007 769.46 357

Ass Clerk / RFO – work & expenses 20 Oct to 20 Nov 2007 506.25 358

HMRC – Employers & Employees PAYE & NI contributions 366.81 359

Clive Stanley Associates – Web Master 16 Aug – 21 Nov 2007 264.00 360

Applied Accountancy – payroll services Apr – Oct 2007 364.25 361

Viking Office Supplies - stationery 165.24 362

(ii) Additional Payments to be ratified at the next meeting:

Kevin Funnell – Interim Audit 60.00 363

Derek Hobson – Printer ink 14.99 364

Derek Hadlow – Expenses re: maintenance of Broomfield Green 75.00 365

(iii) Payments for ratification:

Graphic DeSign – replace / additional dog signs, Sports Field 179.80

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

(iii) Other:

Computer – Clerk has not yet found a suitable computer

Ratification re: date of Ass Clerk / RFO’s pay rise - F & GP Meeting held 14^th November 2007. It was agreed by all that the Ass Clerk’s pay rise will be dated from 1^st October 2007.

Concurrent Functions : Best Value Review - As a result of the Review, a report is currently being compiled which will be put to the Finance Committee at MBC on 19^th December. This late date is likely to delay the announcement of the Concurrent Functions entitlement until early January, and will therefore likely cause a delay in setting the Precept. It was agreed that the RFO would produce two sets of figures taking into account the expected proposal to try and prevent undue delays in submitting the Precept for this Parish.

Cllr Hoy has now attended Nat West re: the Banking Mandate.

It was agreed that the F & GP Committee would convene a closed meeting at 10am on the 10^th January 2008 at 54 Cayser Drive – any Councillor may attend*.

158. Financial Regulations

The RFO apologised that although she had forwarded via email the recommended amendments to the Financial Regulations, Cllr Hendy had not received them. It was agreed that Cllr Hendy would meet with the RFO to discuss details and present to the next Council meeting. ACTION – BH & A/Clerk

159. Rural Conference Report

Cllr Evans had forwarded his report prior to this meeting - report retained on file. Cllr Evans had concluded as a result of the Rural Conference, that to embark on a revised Parish Plan appeared to be an unnecessary expense and he is doubtful of its usefulness. He had been surprised by how many Councillors from other Parishes had complained regarding the frequent changing of the rules and that MBC took no account of Parish Plan. Cllr Hoy suggested the PC should be about raising community spirit by other means if not establishing a Parish Plan. Cllr Evans agreed that there is relatively little to enhance community spirit. Cllr Hendy requested an article be put in the next Village News asking residents for their opinions – agreed. ACTION-Clerk

160. Recreation & Sports Field

(i) Cllr Coleman reported that the replacement Dog Fouling Signs are now in place

(ii) Installation of benches - the Benches have not yet been put in place, Councillors asked that there installation be chased up. ACTION- A/Clerk

161. Tall Trees Play Area

The Ass Clerk reported that there was no update and that as previously stated, 17^th December is the expected date for the result of the Planning Application.

162. Roads Issues

(i) Additional signs – Broomfield Road, Gravelly Bottom Road and Pitt Road – It was agreed that Councillors should e-mail to the Clerk, their opinions of where/what warning/additional road signs are required. This will then be discussed at the next F & GP meeting on 10^th January*.

163. Twinning – Broomfield, Colorado

(i) Twinning signs – Ben Hilden, KHS Officer will pursue arrangements / costing for the signs.

(ii) Gifts for Broomfield, Colorado – Cllr Rouse is compiling photo album of local views to send to Colorado

(iii) (iii) Report Twinning Steering Group meeting 21/11/07 - Karen Stewart was not re-elected as the new mayor in Colorado and no notification of the new Mayor has yet been received. Various items have been received from Broomfield, Colorado including pens and baseball caps – the caps will be given to the Scout Group.

(iv) (iv) The Twinning Group are arranging a social meeting on Sunday 27th January 2008 which will Include a carvery at The Ridge Golf Club – Councillors are invited to attend.

(v) (v) The next meeting of the Twinning Group will be on 19^th March - details to be confirmed.

164. Correspondence File

(i) CILK – Provide a Mobile Unit for giving information to the disabled and wish to use Village Hall to display this information. Letter to be passed to the Village Hall Committee ACTION - Clerk

(ii) Maidstone Probation Service – Unpaid work, letter to be passed to Village Hall Committee.

ACTION - Clerk

(iii) Kent Police Authority – Policing Kent 2008 / 09 Survey – Completed survey is to be returned by 23^rd January. Clerk reported that the PC never had the courtesy of reply to any previous PC communications.

(iv) Charlton Athletic Community Scheme Solutions – Currently run football sessions in 50 wards across the county and would like to meet with this PC to discuss the benefits to this ward. Councillors agreed that the Clerk should respond to gauge the possibilities of this venture. ACTION - Clerk

(v) KCC Landscape Services – Grounds Maintenance 2008 quotation – it was agreed that this should be discussed at the next F & G P meeting. A/Clerk to obtain quotes from Steven Waring. ACTION – Ass Clerk

(vi) Victim Support Kent – request for donation – to be put on the agenda for the next meeting ACTION-Clerk

(vii) South East Ambulance - want to set up a first responder system. It was agreed that the Clerk should invite them to address the February meeting. ACTION -Clerk

(viii) KHS are presenting the Prioritisation Investments Programmes for Kent 's Integrated Network (PIPKIN) at the Ramada Jarvis on the 10^th January 2008. Clerk to forward details to Nigel Cuming, the Rural Transport Warden for the Parish. ACTION-Clerk

165. Items for next Meeting’s Agenda

1. Victim Support - request for donation

2. Pensioners’ Trip

3. Chairman’s Allowance

166. Any Other Business

There was no other business

167. Parish Council Meetings

The next Meeting of the Parish Council will be held at Kingswood Village Hall on Monday 7^th January 2008 at 7.30pm.

There being no other business, Cllr Bowker closed the meeting at 10.40pm.

Signed Chairman