BROOMFIELD AND KINGSWOOD PARISH COUNCIL

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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 2^nd July 2007.

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Present:

Cllr Bob Bowker (BB – Chairman)            Cllr Peter Coleman (PC)                      Cllr Mike Evans (ME)

Cllr Maurice Fitzpatrick (MF)                   Cllr Beth Hendy (BH – Vice Chair)       Cllr Derek Hobson (DH)

Cllr Tom Hoy (TH)                                  Cllr Fay Rouse (FR)                             (8)                                      

Cllr Peter Parvin (PP – Leeds Ward Councillor)

Sue Wotton (SW – Clerk)

Gail Gosden (GG – Assistant Clerk & RFO)

Two members of the public were present.

Cllr Bowker opened the Meeting at 7.35 pm, there was one public question.

Apologies for Absence:

PC Stuart Thomas

43.        Personal & Prejudicial Interests

Cllr Bowker                        -  Oaklands Application - MA/07/1024

Cllrs Bowker & Coleman    -  Overhead Lines Application, Gravelly Bottom Road - MA/07/1187

Cllr Hobson                       -   Leeds Castle Application - MA/07/1222

44.        Minutes of the Meeting held 4^th June 2007 

Cllr Hendy proposed the Minutes of the Meeting held 4^th June as being a true copy, seconded by Cllr Rouse, agreed by all and signed by the Chairman.

45.        Actions / Matters Arising from Meeting held 4^th June 2007

(i)         Cllr Bowker had received letter of resignation from Marilyn Grant who, following a recent hospital visit, feels she is not likely to be able to carry out her duties as a Councillor as she would like.   Her resignation was accepted and Cllr Bowker wished her well on behalf of the Parish Council.

(ii)         Annual Insurance Renewal – Clerk confirmed she had received the new Policy from Aon for period 1^st June 2007 – 1^st June 2008 and would provide Kingswood School with a copy as required in relation to hire of the School Hall for Parish Council meetings.  

(iii)        Meeting with Kent Highways Service – Clerk reported that KHS Liaison Officer, Kate Harlock is unable to attend any meeting with the Parish Council other than during normal working hours, 9-5, Monday-Friday, therefore no meeting had been arranged.  

46.        New Code of Conduct - Clerk         

The Clerk had circulated the new Register of Interest Forms and accompanying letter dated 7^th June and booklet to all Councillors.   She requested those Councillors who had not yet completed and returned the forms do so as soon as possible for return to Monitoring Officer, MBC.  

47.        Policing

(i)         Police report and crime figures – PC Thomas had provided figures for period 4^th June to 1^st July

2007.   Two reported crimes: on 6/6 criminal damage to driver’s window of vehicle parked at Village Hall smashed by unknown means, and on 18/6 theft of  two Peugeot 106 vehicles stolen from premises at Rowan House, Gravelly Bottom Road.   Both vehicles were undriveable having been purchased for repair.    PC Thomas also reported that all PCSOs should be in place by the end of August.

The Clerk had been made aware that two out of the three newly erected dog fouling signs at the Sports Field had been pulled off their mountings.   Assistant Clerk had attended and was unable to find either of the signs.   Agreed that the Clerk to report theft to Police.                          ACTION - Clerk

(ii)         Neighbourhood Watch - Cllr Bowker reported that three different white vans had been seen cruising the village on various occasions recently, occupants driving slowly and having a good look at properties.   The registration numbers of all three vehicles had been taken and passed on to PC Thomas.   One was a Transit van containing 2 x sun-tanned males seen in Cayser Drive.   Cllr Coleman stated that this vehicle and occupants fitted the description of vehicle and offenders connected with a recent dog theft at Lenham Heath.  

Various money scams are also circulating and telephone calls have been received purporting to be from banks stating that account details have been lost.   Both Clerks and some Councillors reported having received such e-mails on Parish Council addresses which could be as a result of details being published of the new Parish Council and shown on website.   Cllr Fitzpatrick had received a report of two foreign looking males having been seen approaching premises in Gravelly Bottom Road, but had run off when seen, Cllr Bowker confirmed that this had not been passed to Neighbourhood Watch.  

(iii)        Eastern Rural Parishes Policing Forum - Clerk had booked Kingswood Primary School for the meeting on 12^th July and would attend together with Cllrs Coleman and Fitzpatrick.  (See Minute 45(ii))   

48.        Maidstone Borough Council

Ward Councillor, Peter Parvin, reported that the new Lib / Lab Coalition at MBC have not yet changed any policy.   Steve Goulette is Assistant Director at MBC and acts as a link to Kent Highways Services.   Cllr Parvin reported two commercial wheels / tyres dumped in Burberry Lane.   There was also one in Abbey Wood in Gravelly Bottom Road, plus building materials - Cllr Parvin will report these tomorrow.   Interactive traffic sign now in place on B2163 at Leeds and at Ashbank Cottages, site of a number of recent accidents, white lines are going to be repositioned and additional chevrons put in place.   Kent International Gateway (KIG) - KCC, MBC and all Parish Councils are opposed, plus many pressure groups.   M20 re-surfacing for traffic noise reduction will not be carried out until the current surface wears out naturally.   Cllr Parvin, as Chairman of the Standards Committee, had attended a conference in London re: Code of Conduct and reported that in a few months time there may be another new Code.          

49.        Planning

Applications:

            (i)         MA/07/1018 – 17 Cayser Drive, Kingswood – erection of a conservatory to the rear

                      approved at Planning Committee Meeting held 11^th June 2007 – for ratification     

            Cllr Hoy proposed this decision be ratified, seconded by Cllr Coleman, all in favour.

(ii)         MA/07/1024 – Oaklands, Gravelly Bottom Road – demolition of four agricultural sheds.   Formation of driveway to form access to the rear, construction of barn style chalet dwelling with associated triple garage.   Dwelling to have four bedrooms, three bathrooms, living room, dining room, kitchen and study with approximately 150 sq. meters floor area – refused at Planning Committee Meeting held 11^th June 2007 – for ratification (see Minute 58(ii)).   Cllr Hoy proposed this decision be ratified, seconded by Cllr Coleman, all in favour.

(iii)        MA/07/1076 – ‘Goodwood’, Broomfield Road, Kingswood – erection of a single storey rear extension - approved at Planning Committee Meeting held 11^th June 2007 – for ratification.   Cllr Hoy proposed this decision be ratified, seconded by Cllr Coleman, all in favour.

(iv)        MA/03/0179/01 – The Old Village Hall Site, Gravelly Bottom Road, Kingswood – approval of reserved matters being design, external appearance and landscaping pursuant to outline consent MA/03/0179 for the erection of a bungalow with all matters other than means of access and siting reserved for future consideration.        Approve

(v)         MA/07/1187 – Overhead Lines, Gravelly Bottom Road, Kingswood - A consultation with Maidstone Borough Council by Savills (L & B) Ltd for replacing existing low-voltage overhead electricity lines with a single ABC line to alleviate low voltage problem.     

                                                                                                                                         Approve

(vi)        MA/07/1192 – Kingsbroom, Broomfield Road, Kingswood – erection of a single storey front and rear extension.                                                              Approve

(vii)       MA/07/1193 – Pevilyn, Broomfield Road, Kingswood – erection of single storey rear extensions and single storey front extension.                                                         Approve

(viii)       MA/07/1222 – Proposed Adventure Course, Leeds Castle – erection of a high wire adventure course with associated equipment, cabin and forest shelter.   Cllr Coleman expressed concern re: the noise this would generate in a rural area, and the times of operation from 0800 to dusk – would be fairly close to houses in George Lane and on B2163.   Cllr Fitzpatrick agreed that the hours of operation could be contentious and suggested hours could be shortened, especially as the Castle does not open to the public until 10.0am.   Cllr Parvin pointed out that the location of this proposal is not in this Parish.   The Application was then approved in principal but with suggested alteration of hours of operation of 10.0am to 6.0pm to be considered                 Approve

(iix)       MA/07/1243 – Homefield, Chartway Street, Sutton Valence – erection of one dwelling and double garage.                                                                                   Approve  

(ix)        MA/07/1244 – Pine Tree House, Chartway Street – construction of pitched roofs over all existing flat roof dormers.                                                                Approve

Assistant Clerk to report above decisions to MBC Planning                                   ACTION – Ass/Clerk

Decisions (MBC):

(i)         MA/07/0323 – Rowan House, Gravelly Bottom Road, Kingswood – erection of a detached affordable three bedroom dwelling – approved subject to conditions

(ii)         MA/07/0777 – High Trees, Gravelly Bottom Road, Kingswood – construction of a single storey side extension – approved subject to conditions

(iii)        MA/07/0959 – Silvan Crest, Broomfield Road, Kingswood – amendment to elevation detail of detached residential dwelling – approved subject to conditions

(iv)        TA/0053/07 – 2 Vine Cottages, Lower Road, Broomfield – notification of intension to fell one Ash tree located within Broomfield Conservation Area – approved as more than 6 weeks has elapsed from the date on which notification was received and no decision was issued within that period.

(v)         TA/0064/07 – 1 Hunters, Broomfield Road, Kingswood – carry out works to One Sweet Chestnut tree subject to TPO No. 40 of 2003 – approved

Other:

            (i)         MA/07/0927 – Residential Unit at Chartwood, Gravelly Bottom Road, Kingswood -

                        notification received of withdrawal of application

(ii)         Forestlan and Chestnut Cottage sites, Lenham Road, Kingswood – breaches of working hours and enforcement issues.   The Clerk had received a complaint from a nearby resident, of breaches to permitted working hours and work at the site being carried out on Sundays and until as late as 9.0pm some evenings.   Clerk had contacted Richard Thompson, MBC Enforcement Officer and had since received letter confirming the matter was being investigated.   Clerk had since spoken to complainant who had reported that things have now improved at the site and work hours appear to be being complied with.

50.        KAPC Training Days

Details of various Training Days provided to Councillors for consideration, to notify Assistant Clerk if they wish to attend in order for places to be booked.

51.        Affordable Housing

(i)         Appointment of new Rural Housing Enabler – Clerk had received an e-mail from Jennifer Shaw’s replacement, Richard Hall, and had circulated his details to all Councillors.

 (ii)        Future action – Cllr Bowker suggested that Affordable Housing sites cannot be considered until

the ongoing sewage issues are resolved, which was agreed by all.   Cllr Evans expressed some concern as Councillors seem to have eliminated alternative sites.   He agreed regarding the sewage issues, but suggested that an application to build at Ashford Drive might push Southern Water into positive action regarding the sewage problems.   Cllr Fitzpatrick strongly disagreed and the Chairman then moved Item 13 of the Agenda regarding Cllr Fitzpatrick’s report for consideration at this point in the meeting (see Minute 55).    

Following discussion, it was agreed that in consultation with Richard Hall (see 51(i)), the Clerk should write to Southern Water to request a full report in relation to the MTS investigation conducted on 15^th May 2007, sending copies to Paul Savage and the Managing Director of Southern Water.   The letter also to include that the Parish Affordable Housing Scheme is currently stalled due to these sewage and drainage issues and a request for details of what action Southern Water intends taking as a permanent solution to the problem.                                                                                               ACTION - Clerk   

Clerk stated that she had e-mailed Paul Savage on 6^th June asking for a report and for a direct telephone number and name of person to whom faults could be reported – no reply has been received from Mr Savage to date, Clerk to send further reminder.                                                           ACTION - Clerk

Cllr Fitzpatrick’s report, parts 1 & 2, was approved by Councillors and will be retained on file and placed on the Parish website.   It will now also be available to the public on request.

Clerk to include subject of Affordable Housing on October’s Agenda.                               ACTION - Clerk

9.25pm – meeting adjourned for refreshment break, resumed at 9.43pm.

52.        Finance Officer’s Report (report on file)

The RFO reported that the bank balances as at 28^th June 2007 stood as follows:

Reserve Account  - £20,077.61                      Current Account  -  £200.00

Following a training day with Kevin Funnell, the RFO recommended that he be appointed as the Parish Council internal auditor.   This was proposed by Cllr Hoy, seconded by Cllr Hendy and unanimously agreed.   Applied Accountancy will continue dealing with PAYE for the time being.   Cllr Fitzpatrick proposed a vote of thanks to the RFO for all her hard work in sorting out the Parish Council accounts and finances.   

(i)         Invoices for payment:

                                                                                                               £           Chq No.

            Clerks work & expenses                                                            556.08         1306          

            Ass Clerk/RFO’s work & expenses                                             454.12         1307

            Inland Revenue Tax & NI                                                             254.70        1308

            Viking Direct – stationery & ink                                                  102.66          1309

            Glasdon – Sports Field benches                                               1392.91          1310

            Kingswood Village Hall (July & September)                                   48.00          1311

            Pensioners’ Trip - cream teas x 53 & coach driver’s tip (Clerk)       173.10          1313

            Phil Tweddell – work at sports field & Tall Trees                           143.00         1312

            KAPC – Councillors Information Day, Cllr Hoy                               64.62         1314

(ii)         Payments for ratification:

Playdale Playgrounds Ltd                                                        1526.33               

Clive Stanley Associates                                                           545.86  

Aon Insurance (01/06/07 to 01/06/08 inc)                                     720.32

            Kingswood CP School, hall hire 14/5                                           40.00

(iii)        Other:

            Concurrent Functions 2007/2008 1^st Installment                        4809.83

Youth Club Bank Account – Cllr Coleman reported that the account contains £66.   He  proposed closing this account and transferring the money to CANS Youth Club, which was unanimously agreed.                                                                                   ACTION – Cllr Coleman

Risk Assessment / External hard drives / Uninterrupted Power Supplies – The RFO reported that Kevin Funnell has advised that a Risk Assessment must be prepared and the RFO will prepare a draft copy for circulation to Councillors.                                              ACTION - RFO

The RFO has circulated inventory and asset lists for Councillors to add to as required.   Mr Funnell also advised that the Clerk and RFO should have external hard drives on which to regularly back up all Parish Council records.   Both the Clerk and RFO reported having recently experienced problems due to power cuts whilst engaged on Parish Council work and requested UPSs be provided to prevent loss of work and/or damage to personal IT equipment or the Parish Council laptop.   It was resolved that external hard drives and UPSs be purchased for the Clerk and RFO and approval was given for up to £200 to be allocated in this respect.   Cllrs Bowker and Hendy agreed to make enquiries re: suitability and prices of each.

                              ACTION – Cllrs Bowker / Hendy

53.        Recreation & Sports Field   

(i)         Coppicing – Cllr Coleman reported that Don Warden should complete the coppicing within the next week.   Mr Warden suggests that anyone can help themselves to excess wood (chestnut) left lying on the ground where the work has taken place.

(ii)         Benches and picnic tables – Cllr Coleman reported that Phil Tweddell has treated the benches and picnic tables, which are ready to be sited.   The Clerk suggested that following recent minor crimes at the Sports Field, the items be sprayed with an anti-graffiti solution before installation – agreed.   Cllrs Hendy and Coleman, and the Ass/Clerk will meet with Phil Tweddell at the Sports Field tomorrow (Tuesday 3^rd July) to discuss and agree the siting of the benches and tables.

(iii)        ROSPA Annual inspection – The Clerk confirmed that she has received notification that the Annual Inspection would take place during the month of July and that the ROSPA report and invoice would be received during the following month.

54.        Report Pensioners’ Trip – 26^th June

The Clerk reported that the outing had once again been very successful and was enjoyed by 53 Parish senior citizens.   A report on the day had been circulated to Councillors, is already on the Parish Website with photos and has also been forwarded to the Downs Mail, KM and Broomfield, Colorado.   The Downs Mail has agreed to feature the outing and has asked for photographs to be forwarded for inclusion.     The Clerk has received a number of cards and letters of appreciation and read one from Ann Ward who had written on behalf of the Parish Pensioners who attended, thanking the Parish Council for organising and funding the outing.        

55.        Sewage & Drainage – Report – See Minute 51(ii)

56.        Illegal Dumping and Burning Update  

Cllr Fitzpatrick had prepared and circulated a report to all Councillors.    The report was agreed and will be retained on file.   Cllr Fitzpatrick requested a copy be sent to Jonathan Taylor, Environmental Health asking whether relevant letters have been sent to the two land owners in question, and will continue to monitor the situation for report at the next Meeting.                               ACTION – Cllr Fitzpatrick

57.        August Parish Council Meeting

The Clerk reported that despite work being undertaken during the summer holidays, the Village Hall

would still be usable for the Parish Council Meeting on 6^th August.   Most Councillors and the Clerk

reported that they would not be available on that date and it might prove difficult to form the required quorum.    It was therefore resolved to cancel the Meeting scheduled for 6^th August.   The RFO pointed out that a full Parish Council meeting would be required to approve the 2006/7 annual accounts in order for them to be submitted on time, and it was thus agreed to hold a Meeting for this purpose at 7.30pm on Thursday 26^th July at the Scout Hut - Clerk to check Scout Hut availability and book accordingly and to prepare / display necessary public notification.                                                                 ACTION - Clerk

58.        Correspondence File

(i)         KIG Public Meeting 6^th July 2007 – 7.0pm at Invicta Grammar – Cllr Hoy agreed to attend.

(ii)         Three letters had been received objecting to Planning Application MA/07/1024 (see Minute

            49 (ii)).

(iii)        Freightliner attendance dates had been received: Village Hall car park on Saturday 14^th July, from 1015 – 1130hrs and Sunday 26^th August between 1500 – 1600hrs.   The Clerk had contacted MBC regarding the attendance on 26^th August, this being Bank Holiday Sunday, but had been assured that the date is correct and that the Freightliner will attend as stated.

(iv)        Letter from Don Clarke, Branch Chairman of Kingswood & Ulcombe Royal British Legion  announcing closure of the Branch after 56 years due to lack of support to the membership and new policy drawn up by the National Council.    

59.        Items for next Meeting’s Agenda

(i)         Twinning Project and signs – Cllr Coleman

(ii)         Tall Trees Play Area – Assistant Clerk 

(iii)        Areas of Responsibility - Clerk

(iv)        Footpaths Officer – Cllr Coleman

(v)         Non-warning by EDF & other utilities of local road closures – Cllr Bowker

(vi)        Standing Orders and Financial Regulation – RFO

60.        Any Other Business

(i)         Following Marilyn Grant’s resignation, Councillors were requested to consider anyone who may agree to be co-opted.

(ii)         Clerk had received package from Bette Erickson, City Councillor, Broomfield, Colorado, which included tee-shirts, pens, City map and lapel pin and a variety of literature.   These will be passed on to Tony Skinner, Leader of Twinning Steering Group together with the suggestion that the tee-shirts be worn at the Community Summer Fair at the Village Hall on 7^th July to advertise the Twinning Project.    Clerk had written thanking Cllr Erickson.

(iii)        Ass/Clerk had received quotes from Phil Tweddell re: further work.   She suggests Mr Tweddell be requested to make the necessary kerbing work by the new gates at the Sports Field a priority – agreed by all, Ass/Clerk to liaise with Mr Tweddell accordingly.  ACTION – Ass/Clerk  

(iv)        Cllr Hendy had sent the July Echo to Grammar for printing and reported it should be out by the end of this week, Cllr Hendy will arrange delivery.                                 ACTION – Cllr Hendy

(v)         Cllr Hoy expressed concern regarding the length of Parish Council meetings and suggested a solution might be to place a time limit on individual Agenda items.   Cllr Bowker pointed out that Planning issues can take up a lot of time and it was thus agreed that Planning Applications would be made available for viewing 15 minutes before the start of each Meeting and that viewing would continue if needs be, during the refreshment break.   Clerk would put ‘Planning’ as a later item on the Agenda from now on to accommodate this.   Cllr Hobson felt it is the Chairman’s responsibility to control the timing and length of Meetings.  

61.        Parish Council Meetings

The next Meeting of the Parish Council is due to be held at Kingswood Village Hall on Monday 3^rd September at 7.30pm.

There being no other business, Cllr Bowker closed the Meeting at 10.50pm   

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