A launch event.
	A consultation with the local community, volunteers etc. 3 guided walks of the site hosted by relevant experts.
	Establishment of a ‘Friends of’ group.
	Establish and keep updated a Boxley Warren section on our website.
	Posters and regular press releases.
	Creation of circular walk route and leaflet.  Leaflets and displays will remain with the PC.
	Management of the grant with reports sent on the progress of the events.

	To broaden and strengthen local democracy through a well informed public
	To raise awareness of the Council’s policies, services and functions
	To publicise meetings and decisions of the Council, and other decision making committees
	To promote the Council’s role as a community leader
	To publicise the Council’s role in partnership initiative with other bodies
	To enable local people to have an effective, well informed dialogue with the Council about services and policies and the needs of individuals and communities
	In an emergency, to highlight public safety messages and keep people informed.

Minutes of the Financial Scrutiny Committee Meeting held at Beechen Hall, Wildfell Close, Walderslade on 14^th July 2010 commencing at 7.38 p.m.

 Draft

Councillors present – Mr. I Davies (Chairman), Mr. K Perry, Mr. A Springate and Mr. P Sullivan together with the Clerk. 

1.        Elect a Chairman.

Cllr Springate opened the meeting and asked for nominations for Chairman. Cllr Ivor Davies was proposed by Cllr Perry and seconded by Cllr Sullivan, this was agreed.  

It was agreed that the Clerk/RFO would sit in on the meeting and take minutes and be available to answer questions.  

2.    Apologies and non attendance.

All members present.

3.    Declaration of Interest or Lobbying.

None declared.

4.    Minutes of the meeting of Audit Sub Committee 23^rd February 2010 .

The minutes were signed as a true and accurate record     

5.        Matters Arising.

There were none.  

Not adjourned as no members of the public were present.                       

6.        Terms of Reference.

The revamped draft Terms of Reference were received, and after some minor adjustments, agreed as follows:-.

Terms of Reference – Financial Scrutiny Committee.

Role

The purpose of the Financial Scrutiny Committee is to provide independent scrutiny of the Council’s financial controls and recommend improvements where identified.

The Financial Scrutiny Committee will report to the Parish Council; but may make recommendations to the relevant Committee where appropriate.

The Council and its committees will retain responsibility for setting policies and procedures to ensure effective management of their budgets but these will be open to scrutiny by the Financial Scrutiny Committee.

The Financial Scrutiny Committee shall:  

1.      Monitor the internal checks undertaken by Councillors (Parish Councillor Audit) for issues that require further scrutiny. RFO note - all members receive a copy of this form which is submitted to the Finance Committee.  

2.      Monitor the Audit undertaken by the Internal Auditor for issues that require further scrutiny. RFO note - all members receive a copy of this report which is submitted to the Finance Committee.  

3.      Undertake and produce an annual review of the effectiveness of the system of internal control.  

4.      Monitor the submission of the End of Year Accounts to District Audit (External Audit).  

5.      Monitor the Council’s financial systems to ensure good and effective management of programmes and programme delivery.  

6.      Monitor any changes to Audit and other financial regulations to ensure that the Council identifies and sets up relevant principles and procedures to comply.  

7.      Make recommendations to the Council and Committees for consideration on any amendments that it feels should be made to policies and procedures.  

8.      Develop and, where necessary, recommend to the Parish Council policies and procedures for the financial management of the Council. Advise the Parish Council and committees as necessary.  

Membership

Four members shall be appointed at the annual meeting of the Parish Council. Membership may, but shall not automatically, include the Chair or Vice-Chair of the Council. To ensure continuity and draw in fresh blood, one member of the Committee, normally the longest-serving, shall stand down in May each year for a successor to be appointed.  

The Parish Clerk is not a member of the Committee but shall be present, or nearby, to advise and assist the Committee when asked to do so.  The Committee shall recognise the particular status and knowledge of the Clerk as Responsible Financial Officer (RFO) to the Council.  If the Clerk cannot attend, the Assistant Clerk shall be present.  

Meetings and agenda items.

Meetings of the Committee shall be convened as and when necessary as deemed by the Chairman.  At least one week’s notice shall be given except in an emergency and an agenda circulated.  Meetings shall be open to members of the public except where matters of a confidential nature need to be discussed.  

Issues for consideration may be received via various avenues. For example: identified by the RFO or committee members; referrals from the Council and committees; reports and guidance from the Internal or External audits.  

The Parish Council has the right to reserve for itself issues that will be dealt with at a full meeting of the Parish Council.  

7.        Annual Review of the system of internal audit and control.  

Members noted that the Council is required to undertake an annual review and to submit a statement to accompany the end of year accounts. In preparation for that due in 2011, members considered the 31^st March 2010 statement and discussed the audits and controls currently in place.  

7.1 Scope of Internal Audit.  

7.1.1 Parish Councillor Audit checklist. Members’ received and discussed the draft revised checklist, reflecting minor changes in procedures, and identified other improvements. It was agreed:-  

·         Not to proceed with the suggestion to require only 1 check per year on certain items.  Members’ felt that all checks were useful for training and was an administrative test.

·         To add a check of the hall hire numbered-ticket security system to the random checks undertaken by Councillors.

·         To add possible areas for additional tests to guide and encourage Councillors to undertake more spot checks.

·         To recommend that the changing of computer passwords at least every three months be required as a Financial Regulation and that this be added to the list of random checks.   The Clerk confirmed that the computer passwords would be changed when the current Assistant Clerk left employment and that an audit of cheque books, etc would be undertaken.

·         That the Parish Councillor Audit checklist should be reviewed, at a minimum, annually.

·         To receive a copy of the Financial Risk Assessment and noted that this had been considered at the Finance Committee meeting on 13^th July 2010 . Members confirmed that they felt the relevant areas and issues had been covered by the risk assessment.

·         That the Clerk be asked to produce and circulate a timeline for preparation and submission of the End of Year Accounts for members to monitor progress.  

7.1.2        Minimum standards check. Noted that this was not a specific requirement of the new insurer but was a useful checklist. After discussion the Chairman proposed that “the 3 month minimum standards check continue” and this was agreed.  

7.2 Independence . It was agreed that the requirements were still satisfied.  

7.3 Competence. It was agreed that the requirements were still satisfied but that a statement identifying that the Council had Quality status should be added.  

7.4 Relationships. It was felt that the requirements were still satisfied.  

The Clerk was asked to produce a preliminary draft review and statement for the year ending 31^st March 2011 .  This would be amended if any issue was identified before the year end.  

8.        Independent Internal Auditor.

Noted Kevin Funnell’s appointment as IIA was due for review in 2011.  As members considered that his work had been excellent, the Chairman proposed that “a recommendation be made to the Finance Committee that he be approached to tender for a further 3 years”. This was agreed.  

9.        Matters for Information.

None were submitted.  

10.  Date of Next Meeting.

To be arranged as required.  

Meeting closed at 9.12 p.m.

Minutes of the Finance Committee Meeting held at Beechen Hall, Wildfell Close, Walderslade on 13^th July 2010 commencing at 7.38 p.m.

 Draft

Councillors present – Mr. M Pepper (Chairman), Mr. I Davies, Mr. V Davies and Mr. G Smith together with the Assistant Clerk. 

1.    Apologies and non attendance.

2.    Declaration of Interest or Lobbying.

       Mr. I Davies and Mr. M Pepper both on item 11.2.

3.    Minutes of the meeting of 18^th May 2009 .

The minutes were signed as a true and accurate record 

4.      Matters Arising.

4.1  Minute 2073/8.2 in house training on budgets/finances. Action Cllr Pepper and the Clerk to put together an agenda.

4.2  Minute 2073/8.2 Code of Conduct Training Clusters. Noted that the uptake from parishes was poor and it is likely that it will not progress. The Parish Office is to compile a list of Councillors who have been trained on the Code of Conduct. 

Not adjourned as no members of the public were present.                         

5.       Financial report.

5.1  Income/Expenditure report of 30^th June 2010 was received and noted  

5.2  Reconciliation of accounts report of 30^th June 2010 was agreed and signed off 

6.      Outstanding Time off in Lieu.

It was explained to members that 5 hours had been gained due to a public consultation and short listing for new staff member. 

7.      Policy and procedures reviews.

7.1   Disciplinary Procedure and Grievance Procedure. Noted a major review was undertaken in July 2009 due to changes in the ACAS guidance so review not required.

7.2   Risk Assessment. Noted that the document has been updated to incorporate changes to the Financial Regulations. As the Financial Scrutiny Committee is due to undertake its annual review of the system of internal audit and statement of internal control on 14^th July and any recommendations may require an update to the document.

Members have requested the wording on 3.2 to be amended and that the second          and third columns are switched around so that the headings read ‘Ref, Risk, Risk level, Control, safeguards and recommendations’ Estates Committee is to consider how we manage Assets that may be covered by warranties/guarantees. Action Estates Committee

7.3   Health and Safety Policy. Noted there has been no change to the legislation surrounding H&S and the current document is still considered fit for purpose and so a review is not required.  However the appointment of an Assistant Clerk will require H&S training and this opportunity will be used to closely review the document to see if there are any weaknesses. 

8.      Resignation of Assistant Clerk.

Cllr Pepper updated members on the replacement Assistant Clerk Mrs. Melanie Fooks. 

The Finance Committee expressed their appreciation and thanks to the outgoing Assistant Clerk at this her last Finance meeting. 

9.      Investment Bonds.

9.1. Twelve month bonds. It was agreed that after investigation (starting with what is going to be offered from Barclay and A&L current holders of the maturing funds) and working to the Annual Investment Strategy suitable bonds will be suggested to the Council. 

In view of the current market it was agreed there is a need for some flexibility and the decision on the investment of the August money might be made at a convenient committee meeting, an additional meeting arranged or made out of meeting and then ratified.  All councillors will receive the relevant information and it is suggested that the existing 4 account signatories Cllrs. Brooks, Vic Davies, Pepper and Wendy Hinder) remain. However if any signatory is not available when required for form completion due to holidays they will be replaced.

9.2   Three month bond.  Members were informed of rates being offered by numerous banks. After consideration it was proposed from the Chair that we reinvest with the Co-op for the next three months. 

10.   Budget 2011/12.

Members are reminded that they should notify the office of any projects that they have in mind for the next financial year. 

11.   Grant Request.

To consider grant requests Section 137 budget is £1,000 and once the budget is exhausted the Council will only consider emergency requests for assistance and generally only from organisations with which it has close links. .

11.1  Heart of Kent Hospice, after consideration it was proposed from the Chair that a grant of £200 be given under section 137. Agreed.

11.2   Girl Guides. After consideration it was proposed from the Chair that a grant of £200 be given under section 137. Members have requested that the Girl Guides advise the Parish Council on which part of the project the grant has helped to deliver. Agreed.

11.3   Boxley Village Society After consideration it was proposed from the Chair that a £100 grant towards the cost of cutting the grass verge be given. Members have however requested that the person who cuts the grass is to look at biodiversity and manage the area sensitively. Agreed.

11.4   Boxley Warren Heritage Application. Members agreed a grant of £1000 be paid subject to the lottery grant application being successful. (Monies to be allocated from the concurrent functions grant budget). The Parish Council looked forward to regular reports on the process of this project. 

          Item to go the Parish Council. To approve an increase in the section 137 budget of £500. 

12.  Date of Next Meeting.

Tuesday 14^th September 2010 at Beechen Hall, Wildfell Close, Walderslade commencing at 7.30 p.m. 

Meeting closed at 8.50 pm

  Top of page

Minutes of the meeting of Boxley Parish Council held at Weavering Village Hall, Weavering Street on Monday 5^th July 2010 commencing at 7.30 pm .

 Draft

Councillors present – Mr M Pepper (Chairman), Mrs P Brooks, Mr I Davies, Mr T Harwood, Mr R Hinder, Mrs W Hinder, Mr K Perry Mr G Smith, Mr A Springate, Mr W Stead, Mr P Sullivan and Mrs M Waller together with the Clerk, Mr D Butler Borough Councillor, PCSO A Hawthorn, 2 members of the press and 3 members of the public.  

The Chairman opened the meeting by notifying members that 2 residents had been invited to the Queens ’ Garden Party and that he would be arranging an annual agenda item (September or October) to enable members to nominate residents whose contribution to the community might make them suitable for nomination for an invitation to a garden party. 

1.      Apologies.  

2.      Declaration of Interests or Lobbying.                                                                              

Cllr Harwood and Cllr Bob Hinder gave notice that as members of the MBC Planning Committee they were unable to enter into any discussion on item 17 Round Wood.   

3.      Minutes of the Parish Council Meeting on 7^th June 2010 .                                      

The minutes of the meeting were agreed and signed as a true record.  

4.      Report from the PCSO and Police Issues.                                                                

The Crime statistics and PCSO Hawthornes’ report were received. Cllr Harwood asked for an update on the speeding cars initiative.  It was noted that there would be a delay in supplying the update as PC Loader was currently on paternity leave.  Members asked that their best wishes be passed to PC Loader and his wife.  The PCSO was asked to keep an eye on youths gathering at a path near Orbit Close.  Whilst they were currently causing no problems there was concern that if more youths joined the group that a nuisance would start.  

5.      Leader of the Maidstone Borough Council                                                              

Cllr Garland was welcomed to the meeting and invited to address members.  Issues covered were;

·        Budget cuts were probably going to be in the region of 10%. 2010 - £2.7 million, 2011 - £1.8 million and 2010 £2.7 million.

·        Concurrent Functions grant will be affected and consultation will take place with parishes.

·        The Growth Point Status requirement to build 11,080 housing targets had been suspended. The Core Strategy would be going ahead with the consultation.

·        Despite the financial situation the High Street refurbishment was still going ahead.

Cllr Brooks asked about the Empty Dwellings Order.  Cllr Garland will forward a full response but to take on a house and return it to use was a very costly process and MBC was attempting to negotiate with owners rather than incur the costs.

Cllr Pepper KIG statement.  Cllr Garland notified the meeting that his report in the Downs Mail was taken out of context and had been made in reference to the Core Strategy.  MBC would not support development of the size of KIG.

Cllr Stead was concerned that the AONB was being ignored and that development such as the Eclipse Park did not deliver the ‘high tech’ employment that was expected.  Cllr Garland commented that Towergate had remained in the Borough instead of moving to Kings Hill and other companies had expanded bringing more employment.

MBC had no aspirations to become a Unity Authority. It was in a partnership with Tunbridge Wells, Ashford and Swale to share some functions to increase efficiency etc.

Cllr Pepper notified Cllr Garland that the ME5 postcodes in Boxley Parish only received the Downs Mail and the MBC quarterly report because the Parish Council purchased additional copies and arranged delivery.  Other parishes on the boundary probably had the same problem. Cllr Garland would look into this.

Closing the debate Cllr Pepper thanked the MBC leader for giving the time to come and meet the Parish Council.  

6.      Matters Arising From Minutes.                                                                              

6.1  Minute 2074/4.3 Noted Clerk had failed in her attempt to find out the date of the Boxley fete.

6.2  Minute 2074/6.1 Noted Kent Police Force Communications Centre visit Wed 21^st July 10.30 – 11.30.

6.3  Minute 2075/10 vacancy. Noted interviews were arranged for 7^th July 2010 . Sixty seven applications had been received and nine people invited to interview.  

The meeting was adjourned at 8.22 p.m. to allow 2 residents to discuss the loss of the 101 bus service to Sandling. Residents were advised to take the issue to the Maidstone Joint Transportation Board on the 28^th July 2010 and the Clerk was liaising with the residents.  Meeting reconvened at 8.29 p.m.  

7.      Draft Minutes of Meetings since Previous Parish Council Meetings.                  

The Parish Council received the minutes for

7.1  Environment meeting 7^th June 2010 .

7.2 Environment Committee 14^th June 2010 .

7.3  Estates Committee 15^th June 2010 .

Item 2082/8a Cllr Ivor Davies felt that the principle was agreed but that the exact wording had not been agreed.  

8.      Finance.                                                                                                               `          

8.1 Noted receipts for the period 01.06.10 – 20.06.10.

8.2 Noted payments made out of meeting 08.06.10 – 20.06.10.

8.3  Noted account balances as at 28.06.10.

8.4  No payments of accounts were submitted.  

9.      End of Year Accounts.                                                                                                        

Noted the End of Year Accounts had been returned by the Audit Commission and passed with no qualifications. The relevant legal notice was being displayed.  Cllr Pepper thanked the Clerk, Assistant Clerk and the Finance Committee for the work in achieving this.  

10.  Matters for Decision.                                                                                                          

10.1 No additional motions for the KALC Annual Meeting on 13^th November were suggested.

10.2  MBC Planning training offered for Tuesday 20^th July and Tues 7^th September 2010 . Interested councillors were asked to contact the office.

10.3  Pedestrian refuges Grovewood Drive North . Agreed  if Cllr Macklin was unable to attend the Maidstone Joint Transportation Board meeting 28^th July 2010 then Cllr Pepper would attend to raise the issue. Action Cllr Macklin or Cllr Pepper.

10.4 Bus stop (up hill) Sandling/Cobtree Golf Course.  Noted for health and safety reasons Arriva had stopped serving this bus stop and residents now have to walk from the Ringlestone bus stop or from ASDA Chatham.  Agreed Cllr Pepper or Cllr Macklin would attend the Maidstone Joint Transportation Board meeting 28^th July 2010 to raise this issue. A report, to lobby/brief, to be prepared by the parish office. Action Cllr Pepper or Cllr Macklin.  

11.  Boxley Warren Heritage Application.                                                                               

Received an update on the project and the request for the Parish Council to support the application with a £1,000 match funding grant.  It was recognised that as this was an internationally significant site and the application would complete the project that has been supported by the Parish Council.  Cllr Springate proposed with Cllr Stead seconding that “the Finance committee identify £1,000 funding for the Boxley Warren match funding grant”.  This was unanimously agreed.  

12.  Sheltered seating and gym public consultation.                                                            

Members agreed that the public consultation would go ahead and Cllr Perry and Cllr Sullivan offered to deliver the consultation document. Action Cllr Perry and Cllr Sullivan.  

13.  Reports from Borough and County Councillors .                                                            

Cllr Wendy Hinder’s report covering a recent KALC Area Committee meeting, Beechmore Drive improvement and clearance at the Boxley Road triangle was received.

Cllr Butlers’ report on Neighbourhood Forums, recent Cobtree Awards and the Scouts open day at Sandling was received.  

14.  Policies and Procedures Review                                                                               

To consider the following policies and procedures scheduled for review.

14.1 Allowances. Cllr Stead notified members that as part of the Maidstone Standards Committee he had been involved in the 4 to 5 hours change mentioned in the report. Cllr Springate proposed that the allowance be scrapped but this did not receive a seconder.  During lengthy discussion it was noted/suggested;

·         Members who received allowances should consider whether they should continue to claim or whether they only needed part of the allowance.

·         The allowance was paid in recognition of the time and effort that a councillor was expected to put into the role and covered the expenses of doing this.

·         One of the initial reasons for awarding allowances was to attract more people to stand for the position of Parish Councillors.  It would allow/encourage people who might  not be able to afford to stand without their expenses being met.

·         Boxley Parish is a large parish and meetings are held at 5 different venues and the allowance covered the costs of travel to the meetings.

·         A suggestion to pay per meeting attended was not considered as it might encourage a person to stand for committees that they really had no interest in.

·         Not all current members choose to claim the allowance.

 It was agreed, Cllr Ivor Davies proposing, that “reasonable subsistence payments for refreshments will only be paid when the councillor is away from home for more than 5 hours”.  

14.2  Press Policy was approved.

The council strives to be open and accessible to the media at all times.

It uses external communication with the media for a number of purposes:

·      To broaden and strengthen local democracy through a well informed public

·      To raise awareness of the Council’s policies, services and functions 

·      To publicise meetings and decisions of the Council, and other decision making committees

·      To promote the Council’s role as a community leader

·      To publicise the Council’s role in partnership initiative with other bodies

·      To enable local people to have an effective, well informed dialogue with the Council about services and policies and the needs of individuals and communities

·      In an emergency, to highlight public safety messages and keep people informed.

The Clerk will normally be the contact for press enquiries on appropriate issues, but will refer to the Chairman of the Council or appropriate committee for specific quotes as and when required. The Clerk/Chairman will be responsible for issuing all press releases and for dealing with enquiries from the press in an efficient and timely manner. Press releases will normally be approved by the Chairman of the Council or Committee chairman when there are direct quotes used.

The Council’s publicity is intended to be objective and balanced, and will be designed not to affect public support for any particular political party. 

When dealing with the press, councillors should be confident about the issue raised and the Council’s policy or response to particular activity, service or issue. It is  important  that quotes that are made on behalf of the Council are factual and standards and ethics are maintained.  

The Clerk will update notice boards and maintain the Council’s website liaising with the Chairman as appropriate to provide a useful means of informing residents of the Council’s services and its activities. The Clerk/Chairman will edit the page in the Downs Mail.  

Controversy on some issues is inevitable – indeed it is a healthy part of the democratic process. In these circumstances the Council’s policies may need defending in a manner which may be robust but which must still be reasonable.  

15.  Reports from councillors.                                                                                            

15.1     Kent Scout Centre Open Day Cllr Ivor Davies’ report was received.

15.2     KALC Maidstone Committee AGM 29.06.10 Cllr Wendy Hinder’s report was received. attending.

15.3  Tunbury School Summer Fete. Attendance was noted.  

16.  Queen Elizabeth Diamond Jubilee Anniversary Project.                                        

A site visit had taken place before the meeting and members agreed that this project should go ahead but that the first phase should be a straight forward orchard with other additional features discussed after the opening.  Discussion on leasing the land or purchasing the land took place.  Agreed Cllr Stead proposed seconded by Cllr Bob Hinder that “in view of the time constraints that discussion on leasing or purchasing should be twin tracked”.

A working group of Cllr Harwood, Cllr Sullivan and Cllr Stead was agreed. The group was to report back to the Parish Council.  

Cllr Harwood and Cllr Bob Hinder left the meeting for the duration of item 17.

17.  Round Wood Public Consultation.                                                                             

Members received the draft report/summary of the consultation.  Cllr Pepper asked if any member wished to challenge the data in the report, there was no challenge. He stressed his appreciation to the public for responding to the consultation, the Councillors who had delivered the questionnaire and the Clerk for her hard work.

Cllr Ivor Davies asked that prior to publication the number of responses received be included and an executive summary be added.  It was agreed that the Environment Committee would consider any additions.

The Clerk was asked to remind KCC that the financial numbers and the planning time line had still not been supplied.  

In agreement with policy the. Chairman used his discretionary powers to extend the meeting by half an hour to 10.00 p.m.  

18.  Budget 2010/11                                                                                                              

Members were reminded that they should notify the office of any projects that they had in mind for the next financial year.  

19.  Matters for Information.                                                                                                           

19.1 Thank you from organiser Kent Scout Centre to the councillors who attended the open day.

19.2  Thank you letter from Friends of Boxley Church for the donation towards their insurance costs. The Flower Festival raised approx £900 and the plant sale £236.

19.3  Southern Water - Water Resources Update Spring 2010. 

19.4 Thank you letter from Centre for independent living in Kent for the donation.

19.5  Kent Downs Bulletin (e-mail 15.6.10)

19.6 Mid Kent Steering Group meeting Tues. 13^th July 2010, 10.30 at Wormshill Village Hall.  

19.7 ACRK.  Council meeting Tues 27^th July 2010 in evening (time details awaited) at Lenham Community Centre. Action Cllr Pepper attending.

19.8 Kent Downs AONB bulletin July 2010 (e-mail 01.07.10).  

20.  Next Meeting.                                                                                                                

      Monday 6^th September 2010 at European School of Osteopathy, Styles Lane at 7:30 p.m.  

Meeting closed at 9.32 pm .

Minutes of the Estates Committee Meeting held at Beechen Hall, Wildfell Close,

Walderslade on Tuesday 15^th June 2010 at 7.30 pm .

 Draft

Councillors present – Mr V Davies (Chairman), Mr I Davies, Mr M Pepper, Mr G Smith, Mr W Stead, & Mr P Sullivan together with the Assistant Clerk.  

1.             Declaration of Interest or Lobbying.

None declared  

2.             Apologies and absence.

Mrs P Brooks (holiday) & Mrs M Waller ( Holiday )  

3.             Minutes of Previous Meeting 20^th April 2010 .

The minutes of the meeting were signed as a true and correct record.  

4.             Matters Arising From Previous Minutes.

4.1  Minute 2062/4.1 Boxley Green Interpretation Board.  Noted that the parish office was arranging installation. Members were shown the Interpretation Board and were pleased with the finished article.

4.2 Minute 2062/4.2 Car parking Boxley village green. Noted a tentative meeting for early July had been arranged between (action) Cllr Vic Davies, Cllr Pepper and Cllr Stead.

4.3  Minute 2062/7.2 Replacement swing doors. Noted Possible replacements have been located (Magnet) but a visit to a store was required to check measurements and specifications.

4.4  Minute 2063/8 Grove Green Community Hall. Noted County Councillor Paul Carter was giving a £1,000 grant and GGCH would make up the difference.  Awaiting commencement of work.

4.5  Minute 2063/9 Box Trees.  The Clerks suggestion that new Box trees are planted in the containers was agreed by members. Cllr V Davies & Cllr P Sullivan will find out the best time for lifting and replanting the existing Box trees and they will carry out the work. Action Cllr V Davies & Cllr P Sullivan.                                                      

4.6  Minute 2063/11 Lych Gate and War Memorial. The Finance Committee had released further funds and job specifications needed to be sent out to more firms in respect of the War Memorial. The work on the Lych Gate had already been scheduled. Noted

4.7  Minute 2063/12 Boiler replacement Noted work was scheduled for 18^th, 20^th and 21^st June 2010.  

There were no members of the public present the meeting was therefore not adjourned. 

5.       Policies and Procedures

The situation with regard to the weekend working of caretakers was explained to all members. Cllr Pepper proposed the Council employ Mr Ainsworth to cover in emergency at weekends. Seconded by Cllr. Smith agreed.  

6.             Asst. Clerk’s Report.

6.1  The following hire fees were received for April/May Noted. (Brackets indicate income over same period previous year).

     Casual                                   £1,839.25                    (£2,622.33)

     Regular                                 £2,840.42                    (£1,457.59)

     Total                                      £4,679.67                    (£4,079.92)

     Cumulative figures for               2010                            2009

     Casual                                   £1,839.25                    (£2,622.33)

     Regular                                £2,840.42                     (£1,457.59)

     Total                                     £4,679.67                    (£4,079.92)  

6.2  Insurance. Members were notified that the insurance cover for the hall had been changed from Allianz/AON to Suffolk ACRE/Zurich as there was significant savings. Noted.  

7.             Matters for Information.

7.1         Grounds maintenance. Noted that cuts are regularly undertaken at Beechen Hall to an excellent standard.  Cllr Vic Davies reported that the grass at Grove Green Community Hall has now been cut and Cllr Smith reported that the maintenance at Impton Lane open space is being carried out satisfactory.

7.2         Seat relocation.  Funds had been released by Finance Committee to allow the seat, adjacent to Tesco, to be moved to Weavering Heath. Noted parish office was arranging.  

8.             2011/12 Budget.

Village Signs -     (a) On all village signs a plaque to be placed stating ‘In the parish of

                                  Boxley’.

(b)     Village sign at Grove Green to be lowered.

(c)     The Walderslade sign to be considered for refurbishment/replacement.  

9.             Date of Next Meeting.

Tuesday 10^th August 2010 at Beechen Hall, Wildfell Close, Walderslade, Chatham commencing at 7.30 p.m.  

Meeting closed at 8.00 p.m.

Top of page

Minutes of the Environment Committee Meeting held at 14th June 2010 at Beechen Hall, Wildfell Close, Walderslade commencing at 7.34 p.m.

 Draft

Councillors present – Mrs W Hinder (Chairman), Mr Ivor Davies, Mr M Pepper, Mrs A Spain, Mr K Perry, Mr A Springate and Mr W Stead together with the Clerk.  

1.      Declaration of Interest or Lobbying.                                                                        

None declared.  

2.      Apologies and absences

3.      Minutes of the Meeting of 10^th and 17^th May 2010.                                                              

The minutes were signed as a true and correct record.  

4.        Matters Arising From Minutes.                                                                                             

4.1     Minute 2069/4.1 additional maintenance on roundabout and at Boxley Road . Noted MBC will commence work week beginning 14^th June 2010 .

4.2     Minute 2069/4.2 Sandy Lane , condition of. Noted the entire length of the road was adopted and there had been a ‘job raised’ for the pothole patching but no date for the work had currently been identified.

4.3     Minute 2070/8.3 Speedwatch event at Boxley Road .  Cllr Pepper notified members that it was scheduled for 6^th July 2010 .

4.4     Minute 2070/8.3 Speeding information.  Cllr Pepper informed members that Inspector Sandwell was leaving that post but he would take up issue with the new inspector when they meet. Action Cllr Pepper.

4.5     Minute 2070/8.4 Lidsing Road speed and increased use.  Noted crash details received for Cllr Hinder and Cllr Pepper to take to the 15^th June meeting with KHS.  

As no members of the public were present the meeting was not adjourned.  

5        Planning Applications and Appeals for Consideration.

(a)   MA/10/0825 Erection of a single storey rear extension at 30 Restharrow Road , Weavering.

Do not wish to object.  

(b)   MA/10/0830 Erection of a first floor side extension at 7 Wytherling Close, Weavering

Do not wish to object.  

(c)   MA/10/0932 Demolition of redundant cattle shed and other structures and conversion of disused traditional courtyard buildings to provide 5 dwellings with access, parking and landscaping at Street Farm, The Street.         

Wish to see refused for the following reasons.

The change of use to residential properties will permanently remove the availability of agricultural buildings in an area of prime agricultural land.

The application will result in an extension of residential properties into the AONB and the Strategic Gap which contravenes ENV 31.  As the proposed development would not meet the social and economic needs of the rural community it was felt to contravene ENV 33, ENV 28(1) and PPS 7. The introduction of additional light pollution where there are currently few lights is unacceptable.

It is unsustainable development due to the reliance on motor cars to access any facilities such as shops, doctors, libraries etc.

Access to the site is at a pinch point in the traffic calming of the village and additional traffic will cause problems. The secondary access to the site via Forge Lane (mentioned in the supporting statement) is completely unsuitable.  This is a very narrow road serving a few residential properties and access would be via a field track from the properties to Forge Lane .2079  

(d)   MA/10/0951 Partial demolition of no. 21 Franklin Drive and erection of 9 dwellings with associated access, parking and landscaping at 21 Franklin Drive, Weavering.

       Wished to see refused. The Parish Council is against development in gardens and it was felt that this development would be contrary to the reissued PPS 3: Housing which now excludes private residential gardens from the definition of previously developed land. PPS 3 identifies that “The priority for development should be previously developed land in particular vacant and derelict sites and buildings” and it is felt that there are sufficient sites within Maidstone to meet housing needs without using residential gardens.

       It is felt that such development in a large established garden, in a large urban area with small gardens, would adversely impact on habitat and bio diversity.

       There would be an adverse effect on the already congested Grovewood Drive South and the junction of Grovewood Drive South /New Cut junction.

       The access to the site is of concern in that it will use an existing turning point potentially creating a problem for drivers in the cul de sac.

       (1 abstention).  

(e)   TA/0061/10 Consent to crown lift one Oak tree to level of first fork of main trunk and crown thin by 30% at 10 Roundwood Close, Walderslade.                                               

       Do not wish to object subject to views of Borough Landscape Officer.  

(f)    TA/0062/10 Consent to crown reduce three Ash trees by 15 ft at 2 Goldstone Walk, Walderslade.               Do not wish to object subject to views of Borough Landscape Officer.  

(g)   TA/0064/10 Consent to reduce one Ash tree by 30% at 30 Spenlow Drive , Walderslade.      Do not wish to object subject to views of Borough Landscape Officer.  

6        Planning applications taken to Planning Committee.    

6.1  Planning rota – 1^st July 2010 Cllr Stead.  22^nd July Cllr Pepper.  

7.        Planning Applications and appeals decisions.                                                        

       MA /09/0927                    GRANTED                  MA/09/2232                GRANTED

       MA/10/0062                     GRANTED                  MA/10/0086                GRANTED

       MA/10/0138                     GRANTED                  MA/10/0142                REFUSED

       MA/10/0163                     GRANTED                  MA/10/0250                GRANTED

       MA/10/0302                     GRANTED                  MA/10/0338                GRANTED

       MA/10/0389                     GRANTED                  MA/10/0439                GRANTED

       MA/10/0464                     GRANTED                  MA/10/0475                GRANTED

MA/10/0557                     WITHDRAWN                        MA/10/0566                GRANTED     

MA/10/0575                     REFUSED                  MA/10/0590                GRANTED     

TA/0009/10                      REFUSED*                 TA/0018/10                 NO OBJECTION

       TA/0185/09                      GRANTED

Bredhurst Nursery - appeal against a refusal to grant planning permission to extend the hours that the pitches could be used and that only Bredhurst Juniors football club could use them. The Planning Inspector changed one of the conditions to read “The use hereby permitted shall only be carried on by Bredhurst Juniors Football Club or other football club based in the parish of Bredhurst whose members are under 18 years of age”.  The appeal against the hours of use was dismissed due to the impact on and loss of residential amenity to the neighbours. Noted Clerk was requesting clarification from the Planning Inspector on part of the ruling.  

8.        Highways and Byways.

8.1     Impton Lane . Noted the owner of the land required for the footway had been located and his request for more information was answered but the owner had still not replied.

Agreed Cllr Pepper to write a letter to the owner pointing out the community benefit. Action Cllr Pepper.

8.2     Pilgrims Way Gate.  Verbal update received.

8.3 Boxley Road Cllr Spain considered that another 30 mph reminder roundel was needed in the 30mph zone.                     

9.        Policy and procedures review.                                                                                               

Planning laminates agreed still fit for purpose.  

10.    Budget 2010/11 Environment Projects.                                                                   

10.1   Plant a tree project, Deferred to next meeting Cllr Pepper to escalate with Cllr Smith and Cllr Vic Davies to progress the project.  Action Cllr Pepper.

10.2   Sheltered seating and outdoor gym at Grove Green. Members agreed the consultation proposals put forward by the Clerk but asked that the map on the consultation highlighted the existing play area.             

12.    Budget 2011/12                                                                                                 

Members were reminded that they should notify the office of any projects that they had in mind for the next financial year.  

13.    Walderslade Woods and Volunteer Group.                                       

Received an update on the last task day.                                                                                                                                                  

14.    Matters for information.                                                                      

14.1     Hospital at Grove Green. Noted the KM recently carried an article that stated that the work would start at the end of summer.  It was to be named Kent Institute of Medicine and Surgery.

13.2 Planning Training, Noted this was organised for Tues 20^th July at Town Hall 9.30 – 11.30am or Tues 7^th September at Town Hall 6 – 8 pm .  Agreed Clerk would ask what the content of the training would be and whether it would be different from the last planning training sessions.

13.3  Removal of garden land from definition of previously developed land and removal of indicative minimum density. Noted.

13.4  Report from Cllr Brooks on the Protect Kent meeting. Noted  

15.    Next Meeting.                                                                                                    

Monday 12^th July 2010 at Beechen Hall, Wildfell Close, Walderslade, Chatham commencing at 7.30 p.m.  

As no members of the public or press were present there was no resolution to exclude the public but in view of the confidential nature (personal details and data) on the Enforcement item the information was reported under confidential cover.  

15.    Enforcement and Section 106 updates from MBC.                                                 

Members received an update on outstanding enforcement issues.  

Meeting closed at 8.56 pm

Minutes of the meeting of Boxley Parish Council held at European School of Osteopathy, Styles Lane , Boxley

on Monday 7^th June 2010 commencing at 7.30 pm .

 Approved

Councillors present – Mr M Pepper (Chairman), Mrs P Brooks, Mr I Davies (arrived during item 3.1), Mr V Davies, Mr T Harwood, Mr R Hinder, Mrs W Hinder, Mrs K Macklin, Mr G Smith, Mr A Springate, Mr W Stead, Mr P Sullivan and Mrs M Waller together with the Clerk, PCSO A Hawthorn and the PCSO Supervisor N Morris and a member of the press.  

1.      Apologies.

Mr P Carter County Councillor (KCC business) and Mr D Butler (MBC meeting).  

2.      Declaration of Interests or Lobbying.                                                                               

Cllr Harwood and Cllr Bob Hinder notified members that as members of the MBC Planning Committee they were unable to enter into any discussion on item 3.1 Round Wood.  

3.      Minutes of the Parish Council Meeting on 10^th May 2010.                                       

The minutes of the meeting were agreed and signed as a true record.  

4.      Matters Arising From Minutes.                                                                                               

4.1      Minute 2065/10.1 Round Wood. Noted deadline for response to the consultation was 6^th June 2010 and a summary would be produced. Cllr Pepper asked that it be noted that he thanked Cllr Ivor Davies and Mrs Lake for the delivery of the extra forms.  2,332 questionnaires had been delivered with 257 received by the deadline date, this equated to a 11% response.

4.2      Minute 2066/17 Noted Chris Garland Leader MBC would be attending the 5^th July meeting. Members were asked to notify the office of any issues they wished covered.

4.3      Minute 2066/16.2 Noted Clerk was attempting to find out the date of the Boxley fete.

4.4      Cobtree Country Park budget.  Noted the Ranger, Eva Girling was not quite yet ready to submit details of a suitable project/s.  Members agreed that the item would be returned to the agenda in September and this deadline would be notified to Ms Girling.  

There were no questions and so the meeting was not adjourned.  

5.      Draft Minutes of Meetings since Previous Parish Council Meetings.                    

The Parish Council received the minutes for

5.1  Environment meeting 10^th May 2010 .

5.2 Environment Committee 17^th May 2010.

5.3  Finance Committee 18^th May 2010 , an amendment to the attendance list to show Cllr Vic Davies attended was made.  

6.      Report from the PCSO and Police Issues.                                                                 

6.1 Crime statistics and PC Loaders’ report were received. Members noted that the Police was currently running an initiative to stop valuables being left in cars.  PC Loader had undertaken car speed checks in the Walderslade and Lordswood areas and the off road bike team had been booked for summer visits to the area. In Grove Green105 vehicles had been checked at Grovewood Drive North with verbal warnings given. There had also been discussions with Tesco about security.  4 tickets had been issued in the Boxley area after a waste transportation check had been undertaken. It was agreed that details would be placed in the Downs Mail. PCSO Hawthorn agreed to supply licence plate anti tamper screws to the parish office for distribution in the Walderslade area.

6.2 Kent Police Force Communications Centre visit Wed 21^st July 10.30 – 11.30. Noted 10 members had asked to visit.  

7.      Finance.                                                                                                              

7.1 Noted receipts for the period 01.05.10 – 31.05.10.

7.2  Noted payments made out of meeting 11.05.10 – 31.05.10.

7.3  Noted account balances as at 01.06.10.

7.4  Authorised payments of accounts.  

8.       End of Year Accounts.                                                                                     

Members received the recommendation from the Finance Committee. Cllr Stead proposed Cllr Macklin seconding that “the End of Year Accounts be adopted and signed off by the Council”.  This was unanimously agreed.  

9.      Matters for Decision.                                                                                                    

9.1 To identify any motions for the KALC Annual Meeting on 13^th November. Noted members were to notify any motions to the office for inclusion on the July agenda.  Agreed the following motion would be submitted “KALC should be required to give feedback to parishes on the motions accepted by KALC and discussed by the national council”.

9.2   The Annual General Meeting of the Maidstone Area Committee of the Kent Association of Local Councils will be held at 7:00 pm on Tuesday 29 June 2010 at Maidstone Town Hall . Action Cllr Wendy Hinder attending.  

10.  Assistant Clerk Vacancy.                                                                                             

Members received an update on the situation and it was noted that short listing would take place on 22^nd June with interviews in early July. Members unanimously agreed the increase in hours and expenditure, Cllr Ivor Davies proposing Cllr Macklin seconding.  

11.  Reports from Borough and County Councillors .                                                     

Cllr Butler had sent apologies and would be giving the Council a report on the Scrutiny Committees at its July meeting.

Cllr Wendy Hinder notified members that a recent follow up visit to Tesco, Grove Green had resulted in a good report about Tesco getting control over the litter.  It was likely that the issue would now be closed off.

Cllr Springate reported that Malcolm Greer had been made Deputy Leader and the Chairman wished him every success.  A point of order was raised by Cllr Stead and Cllr Macklin about whether this was a political statement from a non political council.  The Chairman clarified that it was not meant as political but was a matter of courtesy.  

12.  Policies and Procedures Review                                                                                

Considered the following policies and procedures scheduled for review.

12.1    Councillor contact details were not submitted for review as it was felt they were still fit for purpose.

12.2    Financial Regulations. Received the recommendation from the Finance Committee. Unanimously agreed Cllr Wendy Hinder proposing seconded by Cllr Stead that “the Financial Regulations be adopted by the Council”.

12.3 Investment policy. Received the recommendation from the Finance Committee. Unanimously agreed Cllr Vic Davies proposing seconded by Cllr Wendy Hinder that “the Annual Investment Strategy be adopted by the Council”.  

13.  Reports from councillors.                                                                                            

The representatives who attended any meeting as representatives of the parish council are invited to give a brief summary.

13.1    Lordswood Junior School 19^th May 2010 , Clerk’s report was received.

13.2    St John’s School Fete.  Cllr Macklin gave a report on the attendance at the fete.  It was noted that many residents expressed that they were happy with the Parish Council.  There was however an issue concerning the inadequate and dangerous pedestrian refuges on Grovewood Drive North which offered no protection for parents with buggies.  It was agreed to refer this to the Maidstone Joint Transport Board with a copy to Cllr Paul Carter.  Cllr Macklin to discuss with the resident whether she was happy to cooperate with having a picture taken for the referral and perhaps for its inclusion in the Downs Mail.

13.3    PR Project Cllr Wendy Hinders’ project completion report was received and she was thanked for her work.  

14.  Queen Elizabeth Diamond Jubilee Anniversary Project.                                         

As a response had not been received from MBC concerning the conditions it would require for the project to go ahead this was deferred to the next meeting.  It was agreed that there would be a 7.00 p.m. site meeting at the area prior to the Parish Council meeting on the 5^th July.  Cllr Harwood felt that the ideas submitted by Ms Evans should be simplified with no play equipment. Action all Councillors.  

15.  Matters for Information.                                                                                                     

15.1    KALC Parish News issue 347.

15.2    CPRE Protect Kent AGM Thurs 10^th June, 7.30 p.m. at Boughton Monschelsea.

15.3    Open Space Society AGM agenda, Annual Report and Open Space vol. 29/8.

15.4    Walderslade Woods Group.  Members were informed of the resignation of the Chairman Nigel Osborne who was moving to the South West.  

16.  Next Meeting.                                                                                                                 

      Monday 5^th July 2010 at Weavering Village Hall, Weavering Street at 7:30 p.m.  

Meeting closed at 8.32 pm .

Minutes of the Finance Committee Meeting held at Beechen Hall, Wildfell Close, Walderslade on 18^th May 2010 commencing at 7.30 p.m.

 Draft

Councillors present – Mr. M Pepper (Chairman), Mrs. P Brooks, Mr. V Davies (arrived with apologies at item 5.1), Mrs. W Hinder and Mr. G Smith together with the Clerk. 

1.    Apologies and non attendance.

All members present.

2.    Declaration of Interest or Lobbying.

None declared.

3.    Minutes of the meeting of 9^th March 2010 .

The minutes were signed as a true and accurate record  

4.      Matters Arising.

There were none. 

Not adjourned as no members of the public were present.                        

5.       Financial report.

5.1         The Income/Expenditure report of 31^st March 2010 was received and noted.

5.2         Reconciliation of accounts and statements for 31^st March 2010 and 18^th May 2010 were approved.

5.3         Received and noted the report on the expenditure for the delivery of the extra Downs Mail. It was suggested that the Downs Mail be contacted to discuss whether it would be cheaper for them to post the magazine to the 47 residents. Alternatively package 50 copies in poly wrap which could be posted to save the weight of the envelope It was also suggested that the Council might try to renegotiate the cost of purchase for the additional copies.

5.4     Seat relocation. It was agreed to vire £350 from the contingency fund to the Estates Committee for the relocation of the Parish Council seat at land adjacent to Tesco to Weavering Heath. Any unspent vired money to be returned to the Finance Committee.

5.5      War Memorial. Noted quotation was in excess of the agreed budget by approximately £2,200.  A tender document was to be produced and sent out. Cllr Ivor Davies proposed, Cllr Vic Davies seconded that £2,200 should be vired across.  Any unspent money to be returned to the Finance Committee agreed.

5.6      Lych Gate. Cllr Vic Davies proposed Cllr Ivor Davies seconded that a £316 should be vired across.  Any unspent money to be returned to the Finance Committee agreed.  

6.        End of Year Accounts.

Following confirmation that every reasonable effort had been made to ensure that a sound approach had been made over managing the financial affairs of the Parish Council inn the year 2009/2010. The Chairman proposed “The Finance Committee recommends that the End of Year Accounts be adopted and signed off by the Council. This was agreed.  

7.        Outstanding Time off in Lieu.

Up to date details were received and noted.  

8.        Policy and procedures reviews.

8.1     Investment policy, Cllr Brooks proposed seconded Cllr Hinder “The Finance Committee recommends that the Annual Investment Strategy be adopted by the Council” this was agreed.  

Annual Investment Strategy

The Council shall review its investments annually and as required within the year. Currently it does not breach the £500,000 threshold but will comply with the spirit of the guidance contained within the Governance and Accountability for Local Councils Practitioners’ Guide.   

The Council will produce an Annual Investment Strategy before the start of the financial year.  

The Council’s strategy is that it will

·         include short term investments to ensure liquidity;

·         only invest in low risk bonds etc;

·         generally not tie up its reserves in long term investments (more than 3 years) unless there are exceptional circumstances;

·         spread its investments through a number of financial institutions to ensure maximum recovery should any institution collapse.  

Reviews of the investments will take place annually and also as required for short term bonds.

All investments of money under the control of the Council shall be in the name of the Council.  

The Council will manage its investments prudently and where possible obtain information concerning credit ratings prior to making a decision.  

All decisions will be taken in an open and accountable way by either; Council; Finance Committee or Councillors that have been delegated the power to undertake the work.  All decisions have to be minuted or ratified. Members will consider suggestions and recommendations from the Responsible Financial Officer however the final decisions and policy making will be the responsibility of the Council.  

8.2  Training and statement of intent.  Noted this was reviewed by the Clerk and it was considered that it was still fit for purpose. An item to be included on the Parish Council agenda when KALC has presented its new training format. Members to be encouraged to attend training especially Code of Conduct training. Cllr Stead to be asked for an up date on the MBC Standards Committee proposal to roll out training to local parish councils.

Agreed Council will look at during in house training on budgets/finances in September.  

9.        Resignation of Assistant Clerk.

After consideration it was agreed that a working group be put together to progress the advert and recruitment.  Cllr Hinder, Cllr Brook and Cllr Pepper to form the working group with other member’s invited to feed in information/views as they wished. Action Cllr Hinder, Cllr Brook and Cllr Pepper.  

10.    Earmarked Reserves.

10.1     Members’ received the report on the 31^st March 2010 earmarked reserves.

10.2     Members’ received the report on the draft 2010/11 earmarked reserves. It was agreed that the Land or Property Purchase sum would remain but be reviewed annually.  

11.    Financial Regulations.

The Chairman proposed, that with the amendments agreed at the meeting “The Finance Committee recommends that the Financial Regulations be adopted by the Council” this was agreed.  

12.    Internal Audit Councillor Sullivan.

Received and noted the report from Cllr. Sullivan. Cllr Sullivan was thanked for his audit.  

13.    Grant Request.

13.1 Wreath for War Memorial. It was agreed, proposed by the Chairman, that a donation of £120 be made. The donation was made under section 137 of the LGA 1972 as it would be of benefit of all or some of the parish and the expenditure was commensurate with the benefit gained.

13.2   Heart of Kent Hospice.  Agreed a letter to be sent that the Council follows a strict procedure and the Charity was asked to resubmit the request with the application form completed.

13.3  Boxley Parochial Church Council. After discussion it was agreed that no grant would be given.

13.4   Centre for Independent Living Kent . It was agreed, proposed by the Chairman that a donation of £100 be made. The donation was made under section 137 of the LGA 1972 as it would be of benefit of all or some of the parish and the expenditure was commensurate with the benefit gained.

13.5   Friends of Boxley Church . It was agreed, proposed by the Chairman that a donation of £125 be made towards their Public Liability Insurance. The donation was made under section 137 of the LGA 1972 as it would be of benefit of all or some of the parish and the expenditure was commensurate with the benefit gained.  

14.  Insurance.          

       Members’ received an update on the insurance and the outstanding work on comparing the 2 policies being considered.  Agreed the Clerk to liaise with members after receiving the response to the outstanding queries.  

15.  Date of Next Meeting.

Tuesday 13^th July 2010 at Beechen Hall, Wildfell Close, Walderslade commencing at 7.30 p.m.  

Meeting closed at 9.35 p.m

Minutes of the Environment Committee Meeting held at 17^th May 2010 at Beechen Hall, Wildfell Close, Walderslade commencing at 7.30 p.m.

 Approved

Councillors present – Mrs W Hinder (Chairman), Mrs P Brooks, Mr Ivor Davies (left at 19.38), Mr M Pepper, Mrs A Spain (left at 20.20), Mr K Perry, Mr A Springate and Mrs M Waller together with the Clerk and Mr G Smith (left after item 10.1).  

1.      Declaration of Interest or Lobbying.                                                                        

None declared  

2.      Apologies and absences                                                                                                               

       Mr W Stead (holiday). Cllr Ivor Davies left, with apologies, to attend a School Governor meeting but would attempt to return to the meeting as soon as possible. Cllr Spain left (reason approved) at item 10.2.  

3.      Minutes of the Meeting of 12^th and 19^th April 2010 .                                                             

The minutes were signed as a true and correct record.  

4.        Matters Arising From Minutes.                                                                                             

4.1     Minute 2057/4.1 additional maintenance. Noted waiting for work to be done at Round Wood roundabout and triangle of land at Boxley Road . Clerk was asked to obtain a timetable for the work.

4.2     Minute 2057/4.2 Sandy Lane , condition of. Noted waiting response from KHS that road repairs would take place. Resident had been given contact details for KHS.  

Item 10.1 was taken at this point to allow Cllr Smith to contribute.  

As no members of the public were present the meeting was not adjourned.  

5.        Planning Applications and Appeals for Consideration.

 (a) MA/10/TEMP/0011  New layout to existing highways depot including a new entrance to site, demolition of some existing buildings, erection of new buildings and re-cladding of an existing office building at KCC Highway services, Doubleday House, St Michaels Close, Aylesford.                                                                   Do not wish to object  

(b)      MA/10/052 Retrospective application for the erection of rear decking and 1.9m high close boarded fencing at 35 Abigail Crescent , Walderslade.       Do not wish to object.                                                                                   

(c)   MA/10/0585 reduction of ground levels in both front and rear gardens and the construction of retaining walls at Glencroft, Grove Green Lane.

          Agreed after discussion final decision to be devolved to Clerk/Cllr Perry in order that the effect on the street scene could be ascertained.  

(d)   TA/0047/10 Consent to reduce two unidentified trees by approx. 12-15 feet, and reduce one Fir tree by 1 foot at 12 Galena Close, Walderslade.        

       Do not wish to object subject to views of Borough Landscape Officer. Disappointed that the application and plan were not included.  

(e) TA/0049/10 application to remove the lowest ring of branches and crown reduce the remaining canopy of 1 Hornbeam and reduce the canopies of 2 further Hornbeam trees by 30% at 5 Round Wood Close, Walderslade.

       Do not wish to object subject to views of Borough Landscape Officer.  

6.        Planning applications taken to Planning Committee.    

6.1  Planning rota – 20^th May 2010 Cllr Brooks. Clerk to liaise with Cllr Brooks and Cllr Spain to sort out changes in the rota.  

6.2     No changes to committee membership took place and so the rota was still fit for purpose.  

7.        Planning Applications and appeals decisions.                                                        

       MA/10/0334         GRANTED                  MA/10/0500    GRANTED.

       MA/10/0526         GRANTED  

8.        Highways and Byways.

8.1     Impton Lane . Noted the owner of the land required for the footway had been located and at his request more information was supplied.  Clerk was asked to contact the owner to try to get his response as soon as possible.

8.2     KHS Meeting had been rearranged for 15^th June 2010 at Beechen Hall.

8.3     Speeding and crash records Boxley Road . Members received Nick Chard’s letter and were disappointed that a Speed Indicator Device could not be installed but welcomed the fact that a speed roundel would be painted on the road. Members requested that roundels be placed on each side of the carriageway.

Cllr Pepper offered to arrange a speed watch event at the location. Action Cllr Pepper.

The Kent Police refusal to supply speeding information was considered. After discussion it was agreed not to appeal to the ICO but that Cllr Pepper would take the issue up with Inspector Sandwell. Action Cllr Pepper.

8.4  Lidsing Road speed and increased use.  Cllr Hinder, as Borough Councillor, had been contacted by residents concerning the amount of traffic and speed on Lidsing Road .  Crash record to be requested and details supplied to Cllr Hinder and Cllr Pepper for the meeting with KHS. Action Cllr Wendy Hinder and Cllr Pepper.                     

9.        Policy and procedures review.                                                                                               

None to review.  

10.    Budget 2010/11 Environment Projects.                                                                   

10.1     Plant a tree project. Noted the school had agreed to have the tree planted at the school. Cllr Harwood had supplied information regarding the hay fever/the pollen concerns.  Councillors felt that they should err on the side of caution and discussed other species. Agreed the Head Teacher to be approached for the school and children’s views on the species. Cllr Smith and Cllr Vic Davies to be asked to liaise with the school. Cllr Smith suggested that 4^th November 2010 be the date for the unveiling ceremony, this to be investigated. Action Cllr Smith and Cllr Vic Davies.

          After the species had been discussed and the meeting with the school had taken place advice would be sought on the planting of the tree.

10.2     Sheltered seating and outdoor gym at Grove Green. Clerk’s report was received and it was agreed that the consultation would take place for the sheltered seating and also the vision for an outdoor gym. The wording to be agreed with the Environment Committee who also asked that it be stressed that the money would be taken from reserves.

          Cllr Perry notified members that people that approached the councillors at the St John’s School fete and spoke about the area seemed receptive             

11.    Walderslade Woods and Volunteer Group.                                                              

At the last task day 13 volunteers turned up to install footway marker posts and to move a fallen tree. The group was planning to undertake a mammal survey. Cllr Springate notified members that it was felt that there were special grasses on the flat open areas.

Cllr Springate notified the committee that the money left after the demise of the Leafy Lordswood Group (£1,972.50) had been donated to the WWG and would be earmarked if necessary.

12.    Matters for information.                                                                       

There were none.  

13.    Next Meeting.                                                                                                    

Monday 14^th June 2010 at Beechen Hall, Wildfell Close, Walderslade, Chatham commencing at 7.30 p.m.  

14.  Street Trading Consent. 

Application for renewal by Mrs L Kehily for St Michaels’ Close. No comment.  

As no members of the public or press were present there was no resolution to exclude the public but in view of the confidential nature (personal details and data) on the Enforcement item the information was reported under confidential cover.  

15.    Enforcement and Section 106 updates from MBC.                                                 

An update on 2 of the outstanding issues was received.  MBC had not yet supplied information on the remaining issues.

Agreed Cllr Pepper to write a letter to Alison Broom Chief Executive about the delay in dealing with enforcement issues. Action Cllr Pepper.  

Meeting closed at 8.52 pm

Top of page 

Top of page 

Minutes of the meeting of Boxley Parish Council held at Beechen Hall, Wildfell Close, Walderslade on Monday 10^th May 2010 commencing at 7.30 pm . 

Draft

Councillors present – Mr M Pepper (Chairman), Mrs P Brooks, Mr I Davies (arrived during item 12), Mr V Davies, Mr T Harwood, Mrs W Hinder, Mr K Perry, Mr G Smith, Mrs A Spain, Mr A Springate, Mr W Stead, Mr P Sullivan and Mrs M Waller together with the Clerk, Assistant Clerk, Borough Councillor Derek Butler, PC Ian Loader and 2 members of the press.  

1.      Apologies and absences.                                                                                                               Cllr R Hinder (hospitalised), Cllr K Macklin (non attendance). Mr P Carter County Councillor. Cllr Ivor Davies, having contacted the Chairman gave advance apologies for being late due to travel delays from London . 

2.       Election of Chairman.  

Cllr Waller seconded by Cllr Brooks nominated Cllr Pepper. There being no other nominations this was, with Cllr Pepper declining to vote, agreed (unanimous). Cllr Pepper signed his Declaration of Acceptance of Office for Chairman.  

3.       To Elect a Vice Chairman.                                                      

Cllr Stead seconded by Cllr Hinder nominated Cllr P Brooks. There being no other nominations this was agreed (unanimous).  

4.       To Appoint Committees.         

The committees were agreed.

(4.1) Environment Committee

        Cllr P Brooks                   Cllr A Spain

        Cllr I Davies                    Cllr A Springate

        Cllr W Hinder                  Cllr W Stead

        Cllr M Pepper                  Cllr M Waller

        Cllr K Perry  

(4.2) Estates Committee

        Cllr P Brooks                   Cllr G Smith

        Cllr I Davies                    Cllr W Stead

        Cllr V Davies                   Cllr P Sullivan

        Cllr M Pepper                  Cllr M Waller  

(4.3) Finance Committee (appointed after item 5)

        Cllr P Brooks                   Cllr W Hinder

        Cllr I Davies                    Cllr M Pepper

        Cllr V Davies                   Cllr G Smith  

(4.4) Financial Scrutiny Committee

       Cllr I Davies

       Cllr K Perry

       Cllr P Sullivan

       Cllr A Springate  

Whilst Cllr Ivor Davies was not present at the election of members to committees the Chairman invited Cllr Davies to accept the roles once he was seated. There were no objections to this process from members. This process was used to appoint Cllr Davies to Vice Chair Environment and membership and Vice Chair of Estates

5.          To appoint Committee Chairman and Vice Chairman

5.1 Environment Committee. Cllr Perry proposed seconded by Cllr Stead Cllr Hinder for Chairman. There being no other nominations this was agreed (unanimous)

       Cllr Stead proposed seconded by Cllr Smith Cllr Ivor Davies for Vice Chairman. There being no other nominations this was agreed (unanimous)

5.2 Estates Committee. Cllr Brooks proposed seconded by Cllr Smith Cllr Vic Davies for Chairman. There being no other nominations this was agreed (unanimous). On his arrival Cllr Ivor Davies indicated he wished to serve on the Estates Committee.  He was appointed to the committee and was asked whether he wished to be Vice Chair and his appointment was agreed Cllr Davies Vice Chair.

5.3 Finance Committee appointment to Vice Chair to be made at next meeting.

6.     Appoint Representatives to External Bodies.

        It was agreed

        Green Community Association – Vic Davies

KALC –Wendy Hinder, William Stead with Martin Pepper as 1^st reserve

        ACRK – Martin Pepper

        SVHSC (2 Trustees) – Bill Stead and Maureen Waller

        VVPT (Trustee) – Vic Davies

        Boxley Warren LNR – Tony Harwood

Mid Kent Steering Group – Geoff Smith  

7.     Inspection of Deeds and Trust Documents.                                     

Noted originals are stored at the Solicitors, copies are available at the parish office   

Item 12 Report from the PCSO and Police Issues was taken at this point.  

8.          Declaration of Interests or Lobbying.                                                                                   

None declared.  

9.          Minutes of the Parish Council Meeting on 12^th April 2010 .