Agendas/Minutes

Agendas/Minutes

Agendas

Minutes of last meetings

The agenda for the next parish council and committee meetings are as follows. These are abridged versions full copies will be available at the meeting.

Parish Council meeting - 1st March 2010

To Parish Councillors, members of the public and press. 22^nd February 2010

Members are hereby summonsed and notice is given that the Meeting of the Parish Council is to be held at Monday 1^st March 2010 at Weavering Village Hall, Weavering Street commencing at 7.30 p.m. when it is proposed to transact the following business:

1. Apologies and absences. (7.30)

To receive and accept apologies for absence.

2. Declaration of Interests or Lobbying. (7.32)

Members are required to declare any interests or lobbying on items in this agenda.

3. Minutes of the Parish Council Meeting on 25^th January 2009 . (7.34)

To consider the minutes of the meeting and if in order to sign as a true record (p 3 - 4).

4. Matters Arising From Minutes. (7.35)

4.1 Minute 2027/4.1 Round Wood. An additional document has been supplied to KCC/DHA to liaise with MBC. After this the public consultation will take place.

To adjourn to enable members of the public to address the meeting. (7.40)

5. Draft Minutes of Meetings since Previous Parish Council Meetings. (7.50)

For the parish council to receive the minutes members are allowed to ask questions of the Committee Chairmen.

5.1. Environment meeting 25^th January 2010 (already circulated)

5.2 Environment Committee 1^st February 2010 (already circulated)

5.3 Estates Committee 2^nd February 2010 (page 5-7)

6. Report from the PCSO and Police Issues. (7.56)

Statistic attached (page 12) the report will be supplied to the meeting.

Minute 2008/4.2 Police issue. Response from Police enclosed within member’s folders also see report (page 12).

7. Finance. ` (8.06)

7.1 To note receipts for the period 15.01.10 – 06.02.10 (page 8)

7.2 To note payments made out of meeting 15.01.10 - 06.02.10 (page 9-11).

7.3 Account balances as at 06.02.10 (page 11).

7.4 To authorise payments of accounts (list supplied at meeting).

7.5 Cheque signing rota submitted see report (page 12)

7.6 Councillor audit. To identify a councillor to undertake the audit.

8. Matters for Decision. (8.14)

8.1 KALC Training Planning Information Day 13^th March 2010 at Lenham Community Centre.

8.2 Police. Parish East Forum meeting Tues 23^rd March 7.00 pm at Headcorn Village Hall.

9. Reports from Borough and County Councillors . (8.19)

To allow the councillors to report and discuss matters affecting the parish see report (page 12).

10. Policies and Procedures Review (8.25)

10.1 Review of standing orders deferred to April Parish Council meeting.

10.2 Terms of Reference of Committees, see report (page 12-16).

10.3 Equal Opportunities Statement see report (page 16-17).

10.4 Replacement Procedure policy (for projects not managed by the parish office) see report (page 17-18).

11. Reports from councillors. (8.40)

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

11.1 Annual Meeting of the Parish update see report (page 18).

11.2 KPG report from Cllr Vic Davies see report (page 18).

11.3 Parish publicity and gifts see report (page 19).

12. Budget 2010/11 (8.49)

12.1 To agree the priority rating, as requested by the Finance Committee see report (page 19)

12.2 To receive a briefing on the projects timetable and to agree timeline see report (page 19 -20)

13. Matters for Information. (8.53)

13.1 Thank you letter from St John’s School for donation towards play equipment.

13.2 Amended meeting dates for Parish Council meetings see report (page 20).

13.3 Bash the Trash day will be on Saturday 27^th March starting at Tunbury Hall. Further details will be supplied as they are received.

13.4 KALC Parish News issue 345.

13.5 Mid Kent Downs Countryside Partnership February 2010 newsletter.

13.6 ACRE Rural News issue 94.

14. Next Meeting. (8.56)

Monday 12^th April 2010 at Tyland Barn, Tyland Lane , Sandling at 7:30 p.m.

Clerk to the Council.

For information – items to be returned/placed to agenda on further developments – Power to promote well being review April 2010 (Quality PC folder); Minute 1912/14 GG Action Plan review document and success April 2010; Minute 1935/18.1 Minute 1997/16 Complaints to MBC Standards Committee review May 2010. Minute 2008/4.3 Cobtree Country Park budget return to agenda June 2010.

Item 6 Police letter.

Lessons learnt from this exercise are that the Parish Council should only pursue such cases if there is a direct request from the resident, with supporting evidence, which can then be passed on to the Police for investigation. Member’s support for this policy would be required.

Police Report.

Boxley Crime figures. 15 Jan 2010 to 20 Feb 2010

Theft	19/01/2010	Field nr The village Hotel	Container broken into tent and strimmer stolen
	20/01/2010	Boxley Abbey, Sandling	Kent Peg Tiles
	01/02/2010	Weavering village Hall	2 x Pedal Cycles
			Detected
	26/01/2010	The Minor Centre, Grove Green	Charity box stolen
	19-12/02/10	Harp Farm Road , Boxley	Bird Scarer stolen

Burglary	16/01/2010	Larchwood Close, Chatham	Handbag Taken
Dwelling

Theft from	20/01/2010	Birch Drive, Chatham	Number plate stolen
Motor	11/02/2010	Gleamingwood Drive , Chatham	Wheel trim stolen
vehicle	17/02/2010	Badger Road, Chatham	Number plate stolen

Theft from	04/02/2010	Tyland Lane , Sandling	Zinc Plating stolen
Shop

Burglary	05/02/2010	Impton Lane , Chatham	Laptop Stolen
other	09/02/2010	Grey Wethers, Sandling	Fishing Equipment stolen

Item 7.5 Cheque signing rota.

Purpose of item. To agree a system

The Parish Council has two cheque signing sessions each month, one at Parish Council and one at either the Estates or Finance Committee meetings. The Finance Committee recognised that the way of undertaking the sessions often resulted in a ‘rush job’ which was felt to be unfair on the councillors signing and also could be improved by not having cheques signed after a meeting (often at 10.00 at night) when councillors were tired and wanting to go home. The parish office was requested to design a cheque signing rota for distribution to councillors who would be asked to attend by 7.15 p.m. to ensure time could be given to getting the cheques signed before the meeting commenced. The rota is enclosed in member’s folders.

Item 9 Report from Borough Councillor.

Cllr Hinder reports that the 2^nd tree has been felled in Beechmore Drive . I had thought that it would be possible to replace one tree but it has been impossible for the contractor to remove the roots. To plant another tree or shrub there needs to be a metre gap from the location of the felled trees and as this is only a very small area this is not possible and so it appears that the area will just be grassed.

Item 10.2 Terms of Reference.

Purpose of item. To decide whether to agree to the suggested amendments or refer to committees for comments prior to a decision.

The Terms of Reference for committees are annually reviewed and have remained unchanged since the Clerk was employed. The current Terms of Reference are very short and although they covered the duties much has to be guessed or inferred which is not an open and accountable way

of working. This year the Clerk has undertaken an indepth review to refresh/revitalise the terms of

reference to more accurately reflect the way the Council and Committees work.

Three substantial changes are being recommended;

· The Estates Committee should take on the recruitment of the Caretaker and Relief Caretaker as this would be more effective and efficient.

· The Estates Committee should completely manage the grounds maintenance contract for council property. It is currently split between the Finance Committee and the Estates Committee.

· In view of the increased role and responsibility of the Finance Committee it is suggested that at the Annual Meeting of the Parish Council that it is renamed The Finance and Audit Committee.

Changes to the current Terms of Reference are shown by ~~strikethrough~~ for deletions and underlining for new or replacement items/words.

Estates Committee.

Role

The role of the Estates Committee is the effective management of council owned property* and on the instruction of the Council the acquisition and development of additional facilities.

*Property is defined as all structures, land and equipment that is owned by the Parish Council or which it has legal responsibility for.

Responsibilities

1. Parks, Playgrounds, Open Spaces, Sports Facilities and Burial Grounds.

1.1 The assessment, provision, maintenance, improvements and management of Parish Council owned parks, playgrounds, open spaces, outdoor and indoor sports facilities. ~~and burial grounds.~~

1.2 To manage the grounds maintenance for parish areas that the Council is responsible for.

1.3 To provide and manage the Council’s Burial Ground.

2. Entertainment and Cultural Facilities

2.1 To undertake or arrange for the provision of facilities for entertainment and

2.2 To provide parish notice boards and interpretation boards.

3. ~~Public~~ Buildings and structures

3.1 To oversee all aspects of the management, marketing, security and the day to day running of ~~manage, maintain and contro~~l Beechen Hall and any other future public buildings under the direct control of the Council including the determination of hire fees and terms and conditions of use.

3.2 To undertake the recruitment and appointment to the Caretaker and Relief Caretaker positions.

3.3 To be the point of contact for the Parish Council and take on responsible for advising village/community halls on CCTV and all other hall related issues.

3.4 To maintain and preserve the War Memorial, Boxley Village and the Lych Gate and wall of St Mary and All Saints Closed Churchyard.

3.5 Manage existing bus shelters, seats, village signs etc. that are provided by the Council and where necessary add to these.

3.6 Take over and manage any additional seats etc. provided by the Council.

4. Allotments

4.1 To make recommendations for the purchase, sale of or appropriation of land required or held for allotment purposes, and

4.2 To discharge all statutory functions in relation thereto under the Allotments Acts and to make recommendations as to the rent chargeable for allotment holdings.

5. Amenity Areas. To determine and undertake the maintenance of amenity areas dedicated to the Council.

6. Sporting Organisations. To liaise with sporting organisations with regard to the provision of sporting and recreation facilities within the parish.

7. Submission of Planning Applications. To deal with matters relating to the submission of Parish Council planning applications in respect of schemes previously approved by the Parish Council.

8. Deal with requests for grants from Village Halls.

9. Undertake an annual risk analysis for all property.

10. Development of policies and procedures for any council owned property.

Budget

1. To draft the budget and decide priority ratings for the committee and to submit budget requirements and recommendations to the Finance Committee.

2. To manage the budget and vire, where necessary, between budgets held and managed by the committee.

3. To manage, according to Financial Regulations, the contracts and tenders for any projects within the budget of the committee.

Membership

1. The Committee shall consist of up to eight councillors, including as per standing orders the Parish Council’s Chair and Vice Chair.

2. The committee may appoint working parties to undertake any specific project work as necessary

Other.

The Parish Council has the right to identify issues that will be dealt with at the full meeting of the Parish Council.

Environment Committee

Role

The role of the Environment Committee is to represent the Parish Council on planning and highway issues and to make recommendations or take relevant action on other community issues.

Responsibilities

The Planning Committee shall:

1. Consider and make representations as to land use.

2. Consider and make representations on planning and other related applications.

3. To make representations on appeals notified and to attend public inquiries if considered necessary.

4. Represent the Council upon all matters relating to development plans as well as district, structure and local plans and planning policy proposals.

5. Determine all matters relating to street naming.

6. Represent the Council on matters relating to highways, street furniture, roadside waste bins and bus passenger shelters.

7. Deal with all car and cycle parking matters.

8. Deal with all matters relating to public transport, postal and public utility facilities.

9. Deal with all matters relating to street and footway lighting.

10. Deal with all matters relating to the public rights of way

11. Deal with all matters relating to the preservation of trees, historic buildings and conservation areas.

12. Consider and make representations on land drainage and water transport.

13. Consider and make representations to the Borough and County Council on the ground maintenance services and schedules for the parish.

14. Consider youth issues within the parish and to make recommendations/suggestions to the relevant bodies or agencies.

15. Make requests for Section 106 payments that would benefit the Council and community.

16. Development of policies and procedures in order to undertake this work.

17. Undertake, where relevant, public consultations.

18. Deal with requests for grants from Walderslade Woods Group and other relevant organisations.

Budget

1 To draft the budget and decide priority ratings for the committee and to submit budget requirements and recommendations to the Finance Committee.

2 To manage the budget and vire, where necessary, between budgets held and managed by the committee.

3. To manage, according to Financial Regulations, the contracts and tenders for any projects within the budget of the committee.

Membership

1. The Committee shall consist of up to ten councillors, including as per standing orders the Parish Council’s Chair and Vice Chair.

2. The committee may appoint working parties to undertake any specific project work as necessary

Other.

The Parish Council has the right to identify issues that will be dealt with at the full meeting of the Parish Council.

Finance Committee

Role

The role of the Finance Committee is to oversee/manage all aspects of the financial administration of the Parish Council including arrangements for the preparation and audit of the Council’s systems and accounts. Deal with the employment of office staff and personnel issues relating to all staff.

Responsibilities

The Finance Committee shall:

1. ~~Advise the council generally as to its financial and economic policies~~ ~~to deal with the allocation and control of financial resources~~. ~~(Annual estimates of programme committees).~~ 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.

2. Oversee the investment strategies of the Parish Council and advise accordingly.

2.~~Consider the recommendations of other committees as far as they would materially affect resources not already approved in the annual budget~~.

3. Receive and consider annual draft budgets prepared by each Committee or budget holders.

4. Recommend an annual budget and precept for the Council

5. Maintain an overall view of manpower requirements and the allocation of manpower resources and to deal with matters pertaining to staff, subject to all new posts on the council establishment being approved by the council.

6. ~~To be concerned in~~ Deal with the appointment of office staff.

7. Deal with personnel matters generally and in particular

6.1 Establishment of new positions

6.2 Recruitment and appointment procedures for office staff and, where necessary, to guide/advise the Estates Committee on such procedures for the recruitment and appointment of the Caretaker and Relief Caretaker.

6.3 All Training.

6.4 All Staff Welfare.

6.5 Terms and Conditions of Service for office staff and where necessary, to

6.6 All staff disciplinary and grievance issues.

6.7 Matters arising under legislation relating to contracts of employment and industrial relations.

6.8 Matters relating to staff under Health and Safety Legislation.

8. Monitor reserves to ensure that surpluses are not built up other than for working capital or for earmarked projects and known liabilities, ensuring that sufficient reserves are retained for future maintenance, replacement or upgrading of items for which the Council is responsible.

9. Monitor income and expenditure against budget and take/recommend appropriate action to the Council or committees.

10. Consider requests to vire, where necessary, the Contingency Budget to other budget headings.

11. Undertake a financial risk analysis annually and review the Council’s insurance arrangements to ensure that the Council is adequately insured.

12. Advise and support the Audit Sub Committee. Receive and review Audit Reports and ensure the implementation of any recommendations.

13. Deal with requests for grants and Section 137 donations.

14. Make recommendation to the Council on the implications of undertaking loans. If approved to manage the council’s loan debt.

Committee Budget

1. To draft the budget and decide priority ratings for the Finance Committee (for consideration with the recommendations from other committees).

2. To manage the budget and vire, where necessary, between budgets held and managed by the committee.

3. To manage, according to Financial Regulations, the contracts and tenders for any projects within the budget of the committee.

Membership

1. The Committee shall consist of up to eight councillors, including as per standing orders, the Chairs and Vice Chairs of the Parish Council and committees.

2. The committee may appoint working parties to undertake any specific project work as necessary

Other.

The Parish Council has the right to identify issues that will be dealt with at the full meeting of the Parish Council.

Item 10.3 Equal Opportunities Statement.

Purpose of item. To make a decision on whether any changes are required to the policy.

Boxley Parish Council

Equal Opportunities Statement

The parish council values diversity and believes that it strengthens our community. The aim in producing this statement is to ensure that the parish council eliminates discrimination in its own areas of responsibility and promotes anti-discriminatory practices in the wider community. The parish council wishes to create an environment where all forms of discriminatory or oppressive behaviour are unacceptable and every member of the council’s workforce and the community are able to develop their full potential. It is recognised that the way in which we treat one another is a

critical element in ensuring that we create the right environment in which people can grow, develop and maximise their contribution.

The council therefore undertakes that:

“No service user, employee or job applicant will be discriminated against or receive less favourable treatment on grounds of gender, race, colour, ethnic or national origin, disability, marital status, family commitments, sexual orientation, age, chronic medical condition, religious or political beliefs, social class or trade union activity.”

Item 10.4 Project Replacement Procedure.

Purpose of item. To make a decision on whether any changes are required to the policy.

When a project is not managed by the parish office then an agreement is drawn up with the Councillor undertaking the project.

Where necessary this agreement will be placed before the Council/committee for approval. If however the project leader is identified at the budget stage and the project is approved then the agreement will not be submitted unless there are problems.

The agreement follows the template previously agreed by the Parish Council and the following is an example of a recent agreement (renamed Project Management)

Project Management – Annual Meeting of the Parish.

Details of what the aims and objectives are or an identified outcome.

To organise and run the Annual Meeting of the Parish set for 22^nd April 2010 .

A named person who will manage/lead the project (project manager).

The AM of the P will be organised by a working group made up of

Cllr Martin Pepper, Cllr Kaz Macklin, Cllr Ann Spain, Cllr Pat Brookes and Cllr Maureen Waller.

The exact responsibilities of that person and whether they report back to the parish council or a committee.

To oversee the project, make suggestions and advise on the event.

To liaise with the parish office concerning the legal side.

To liaise with press.

Possibly to make the decision on the winners.

Reports to Parish Council.

If the parish office is to be partly involved then the exact duties that are required of it.

It is likely to be administrative support e.g. letter writing, arranging posters and advertising.

Deadlines/requirements for reports back to the parish council/committee, for the project to end and/or a review date to decide whether to continue with the project. **

To be agreed.

22^nd April 2010 – event booked at Grove Green Community Hall.

What records will be kept and submitted to the parish council/office.

As parish office will be generating the ‘paper’ this is probably not an issue for the project leader.

What, if any constraints, there are.

Budget.

Budget allowances or implications.

Budget is £1,000.

Budget ref – Finance Budget ref 4.12.

Any administrative, standing orders or legal requirements that the ‘project manager’ is required to know and which will be supplied by the parish office.

Various legislation.

The agenda and notices for the meeting must be displayed on the notice boards for 10 full 24 hour days (less public holidays etc) before the event.

Where possible reports should be included on the PC agenda and not given verbally.

Item 11.1 Update on Annual Meeting of the Parish Project.

Dr Jazz was not available for the 22^nd April but another similar band has been recommended and it is hoped (after there has been an opportunity to view their performance) to book this group. Invitation letters and letters asking for donations have been sent.

Item 11.2 KPG report

Report from Vic Davies on JPG meeting – 27^th January 2010

The main item for discussion was the letter from Bearsted Parish Council which no doubt everybody is now aware of. There was just a short discussion and question session before the Chairman outlined a response from Kent Association of Local Councils from whom he had sort advice. It was decided that the following letter should be sent to Bearsted :

“ 29th January 2010

Dear Mrs Rimmer

In providing the following response we have obtained advice from the Kent Association of Local Councils.

The Joint Parish Group is a consortium of 14 local parish councils that came together to oppose the planning application for the Kent International Gateway.

It has authority to act only as directed by its member representatives and with the agreement of their respective parish councils.

Thurnham Parish Council acts as the Treasurer for the group; it holds and deals with the finances within its own accounts. Financial statements are issued to each parish council at regular intervals.

Each JPG meeting is minuted and these are circulated to each member of the JPG and their Parish Clerks.

It is the responsibility of each member representative of the group to ensure that they report back to their parish council in order to obtain the authority to act and agree decisions taken by the JPG.

The questions raised by Mr Vidler deal with appointment and financial decisions of the JPG. These are questions that each representative of the JPG can answer, the decisions taken at the meetings were supported and agreed by the member parish councils and Bearsted has been fully represented at each meeting. Therefore Bearsted Parish Council are in a position to respond to the queries raised by its electorate by means of its own records and the knowledge of its

member representatives.

The questions raised by Mr Spooner refer to the way in which the Joint Parish Group conducted itself at the Public Inquiry.

These queries relate to interpretation and opinion rather than facts and therefore we are unable to respond.

The Joint Parish Group gave its full support the volunteers who gave their time and commitment to represent the JPG at the Public Inquiry.

As a group we were satisfied with the way in which our case was presented. We relied on our representatives and we fully appreciate and support each and every member in their efforts.

We are unable to make any further comment as we await the decision by the Secretary of State for Local Government and the Communities.

Yours sincerely Mrs Sherrie Babington Clerk to the Joint Parish Group”

It was also decided that the minutes of the meetings of the JPG no longer need to be confidential and should now be made available for publication.

Item 11.3 Parish publicity and gifts.

I have now had responses from members which were positive. The majority view is that the project be progressed as I suggested (purchase of 2 x gazebo, banner, A board, posters to go on A board, small gifts, activity packs). The object of this to promote the parish council and the work it does in and for the community. I will therefore progress the project and anticipate that it will be kept within the budget already agreed by members. One additional item is being suggested (a collapsible table) which I am hoping to purchase within the set budget however if this is not possible it will not be much over the budget.

Cllr Wendy Hinder.

Item 12. Budget 2010/11

12.1 At the request of the Finance Committee each project has to have a priority rating. The following were the ratings suggested by the Clerk when the budget was submitted and the committee should decide whether they are accurate. It is suggested that the priority system be changed to a 1- 5 point system with 1 being the lowest priority.

Chairman’s Civic Allowance. Low/medium 2 points

PC PR equipment. Low 1 point

QE Anniversary. High 5 points

PCSO. Medium/high 4 points

Fixed crossing point. Medium/high 4 points

Cobtree Country Park . Low 1 point

The following explanation from the Clerk was also submitted with the budget documents.

Chairman’s Civic Allowance. Not a necessary expenditure.

PC PR equipment. This is cosmetic and purchase could be delayed.

QE Anniversary. This is time sensitive.

PCSO. This could be a cut and would save 7 months expenditure; notice would have to be given.

Fixed crossing point. Due to the involvement of school children and that there might be a grant this has given med/high.

Cobtree Country Park . This is budget bought over to pay towards changes there.

12.2. Project timetable.

Project Diary 2010/2011.

February 2010	Action
Agree all project management programmes	Cllrs/committee
Project – publicity & gifts – locate and cost ‘equipment’ prepare report for 09.03.10 Finance Meeting.	WH/office
Project Community Champion. Design posters, draft press release.	MP/Office
Project GGCH replacement doors. Other funders being applied for?	Office/GGCH
Project AMof the P. To start considering project.	MP/KM/MW/PB /ASpain
Project Fixed Xing Point. Try to locate/fix funding.	PB
Project new equipment and technology. Prepare report for Finance Committee.	JB
Project Sheltered seating. Draft briefing note on consultation for March Environment meeting.	PB
March 2010	Action
Project – publicity & gifts – order ‘equipment’?	Office
Project Community Champion. Set timeline for publicity, agree competition rules.	MP/office
Project QEII. Agenda item to generate ideas. Parish Council.	Office
Project new equipment and technology – agree purchase?	JB/Finance
Project sheltered seating – agree timeline, method etc.	PB/Env recomm to PC
April 2010	Action
Website Project. Purchase software	VD
Project Community Champion. Start competition.	Office
Project QEII. Identify ideas prepare briefing papers etc. Prepare timeline for a decision to be made.	Office/Cllrs/ PC
Project AMof P- completed on 22.04.10
May 2010	Action
Project QEII. Identify ideas prepare briefing papers etc.	Office/Cllrs/PC
Project sheltered seating – start public consultation.	Office/Env.
June 2010	Action
Website project. Complete project (domain name etc)?	VD
Agenda items for 2011/12 budget projects.	PB/JB
June/July arrange meeting with church re conforming graves.	PB/VD ?
July 2010	Action
Agenda items for 2011/12 budget projects.	PB/JB
August 2010	Action
Agenda items for 2011/12 budget projects.	PB/JB
September 2010	Action
Start 2010/11 budget work	PB
October 2010	Action
2010/11 budget draft to committees.	PB
November 2010	Action
2010/11 budget draft to committees.	PB
Budget projects to Finance Committee.	PB/Fin

Item 13.3 Amended meeting dates. Members are asked to amend their diaries and meeting dates list.

Due to a ‘missed’ bank holiday the dates have been amended as follows.

January 2011

Monday 10th Environment Beechen Hall

Tuesday 11th Finance Beechen Hall

Estates Committee has been amended to 15^th February 2011 due none availability of committee members.

Top of page

Minutes of last meetings

Minutes are approved at the next following Parish meeting and will be shown as approved

The minutes in red and marked draft have not yet been approved and are subject to alteration

Environment meeting - 8th March 2010 - Draft

Parish Council meeting - 1st march 2010 - Draft

Estates meeting - 2nd February 2010 - Draft

Parish Council meeting - 25th January 2010 - Approved

Environment meeting - 25th January 2010 - Approved

Environment meeting - 4th January 2010 - Approved

Finance meeting 5th - January 2010 - Approved

Estates meeting 15th - December 2009 - Approved

Environment meeting - 14th December 2009 - Approved

Environment meeting - 7th December 2009 - Approved

Parish Council meeting 7th December 2009 - Approved

Parish Council meeting - 2nd November 2009 - Approved

Estates meeting - 20th October 2009 - Approved

Environment meeting - 12th October 2009 - Approved

Parish Council meeting - 5th October 2009 - Approved

Finance meeting - 15th September 2009 - Approved

Parish Council Meeting - 14th September 2009 - Approved

Minutes of the Environment Committee Meeting held at Beechen Hall, Wildfell Close, Walderslade on the 8^th March 2010 commencing at 7.40 p.m.

Draft

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

1. Declaration of Interest or Lobbying.

None declared

2. Apologies and absences

3. Minutes of the Meeting of 1^st February 2010 .

The minutes were signed as a true and correct record.

4. Matters Arising From Minutes.

4.1 Minute 2031/4.1 Speed Review Walderslade Wood Road . Awaited KHS Area 2 review. See report for item 8.3. Noted the official report for the Area 2 review will be compared to the Maidstone Joint Transportation Board report if it is the same then this item will be removed from matters arising.

4.2 Minute 2032/8.2 additional maintenance. Noted work has been ordered for the roundabout and triangle of land at Boxley Road .

4.3 Minute 2033/11 Play area. Noted a grant application was being prepared for 2-3 small bouncing items or a single bouncing item and a ‘play house’ for Timber Tops.

4.5 Minute 2033/9.2 KHS Meeting. Noted the date for the meeting has been set for 19^th March 2010 .

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

5. Planning Applications and Appeals for Consideration

To consider the following applications. Members’ are reminded to consider possible any section 106 requests or to suggest any conditions.

(a) MA/10/0142 Temporary change of use of garden centre storage area to use for temporary overnight parking for one 24 tonne tipper grab lorry, one 18 tonne tipper lorry, four 7.5 tonne tipper lorries and two 3.5 tonne tipper lorries until 1/02/2011 or until relocation whichever comes first at Bredhurst Nurseries, Dunn Street, Bredhurst.

Members wished to see the application refused as there were strong objections on the grounds that it is an unsuitable form of development and would be harmful to the character and visual amenities of the countryside and Area of Outstanding Natural Beauty. It was felt that the application, even though it is of a temporary nature, contravenes EN1, EN4, EN5 and QL1 of the Kent and Medway Structure Plan 2006 Policies QL1, EN1, EN4 and EN5 and ENV28, ENV33 and ENV34 of the Maidstone Borough-Wide Local Plan 2000.

The location, on a country lane was also considered unsustainable and contrary to SP1, SS8, EP3, EP6, EP7, TP1, TP3 AND TP17 of the Kent and Medway Structure Plan 2006

The Council does not consider that the applicant’s supporting statement that they would not allow the lorries to drive through Bredhurst village is feasible. Bredhurst village has had to install traffic calming to stop ‘rat running’ and lorries driving through the village and over the speed bumps will have an unacceptable noise impact on local residents.

(b) MA/10/0163 Application for erection of two storey side extension at 12 Franklin Drive ,

Weavering. Do not wish to object

Do not wish to object subject to Conservation Officers views

(d) MA/10/0283 Proposed office development, installation of new river crossing, associate car parking and landscaping/river corridor enhancement at Paul Sandby Court, Turkey Mill Business Park, Ashford Road . Application noted. Members do not wish to comment

(e) MA/10/0284 Erection of a day nursery with associated external play areas, car parking and landscaping on Land adjacent to Tolhurst Court, Turkey Mill, Ashford Road .

Application noted. Members do not wish to comment

(f) MA/10/0302 Erection of a single storey detached garage to serve the proposed dwelling on plot 1 on Land rear of Ty Saith, Weavering Street , Weavering

Do not wish to object

(g) Former KCC Engineers site Boxley Road .

The pre-application notification was received by members. However, the Environment Committee felt unable to give a view as they consider every planning application on its own merits when received.

6. Planning applications taken to Planning Committee.

6.1 Planning rota – 18^th March Cllr M Pepper.

6.2 2010/11 Planning rota enclosed for members consideration, Noted if there are any changes to the membership of the Environment Committee after May then this will be resubmitted to the committee.

7. Planning Applications and appeals decisions.

To note the Maidstone Borough Council’s planning application decisions and Secretary of State’s appeal decisions. Asterisk * indicates decision contrary to parish council views.

MA/09/2220 GRANTED MA/09/2255 GRANTED

8. Highways and Byways.

8.1 Impton Lane . A letter is to be sent to the County Councillors explaining the situation as notified to the Parish Council by KHS. Members want it stressed that the non existence of a foot path is a safety issue and that the Parish Council would not be in a position to pay the new inflated price. However they will put money in the budget to assist in payment if KHS/County Councillors can get the footpaths through the system.

8.2 Parking Abigail Close. Members discussed the report and decided that no further action was to be taken.

8.3 Walderslade Woods Road Speed Reduction Petition. The report on the recommendation to reduce the speed limit to 50mph with associated works was received by members. It was noted that KHS intended to submit a bid for funding through the Local Transport Plans Integrated Transport Programme for 2011/12.

8.4 Minute 2032/8.6 Speeding and crash records Boxley Road , Boxley. As all statistics were not available this item is deferred to the April meeting.

8.5 MBC partnership. Noted MBC will be adapting the lamp post adjacent to the open space at Wildfell Close to allow a camera to be installed.

9. Policy and procedures review.

None.

10. Budget 2010/11 Environment Projects.

10.1 Additional benches Walderslade Woods. After discussion members decided to bring this item back to agenda in a year’s time and also to add it to the list of Jubilee projects.

10.2 Plant a tree project, Members had in depth discussion on this subject. Agreed as it is the children of today who are taking the world forward the Committee would like to see the tree with the plaque attached planted in St Johns School . The two other trees to be planted in Sandling and the old play area at The Spinney. The unveiling ceremony to take place at St John’s School . Noted permission will obviously have to be sought from the owners of the relevant areas before this can go ahead.

10.3 Sheltered seating, Grove Green. The Parish Office is to proceed as outlined in the report.

11. Walderslade Woods and Volunteer Group.

Cllr Springate updated members.

12. Youth Activities.

Nothing to report. Agreed this item heading to be removed from the agenda and returned as required.

13. Boxley Village Kiosk.

Members had not undertaken a site visit on the kiosk. However, Cllr Perry stated that he had seen it from the outside and it appeared that it had not deteriorated. The Parish Council has no responsibility for this kiosk as it is a listed building but would like to ensure that it stays in a suitable condition. Boxley Society who are based in the village will be asked to look after the kiosk and advise us if there is any deterioration so that the Parish Council we may notify the relevant authority.

14. Matters for information.

14.1 Community Infrastructure Levy. The information about this, including hypothetical situations, has been published and can be found on www.communities.gov.uk under planning, building & the environment.

14.2 MBC Draft Street Trading Consent Policy. A revised policy (revisions relate to Fremlin Walk) has been received.

14.3 Trees land north of Bearsted Road . The felling work being undertaken there is part of the preparation for the build/new roundabout. MBC are involved.

14.4 Kent Local Wildlife Sites. Blue Bell Hill Banks and verges. An updated schedule has been received and members might have noticed the new signs on the verges advertising that they are a local wildlife site.

15. Enforcement and Section 106 updates from MBC.

16.1 Members received the non confidential report

16.2 Confidentiality rules. A letter will be sent to MBC regarding an outstanding issue once a matter is resolved.

16.3 Members received the recent updates

16. Next Meeting.

Monday 19^th April 2010 at Beechen Hall, Wildfell Close, Walderslade, Chatham commencing at 7.30 p.m.

Top of page

Minutes of the meeting of Boxley Parish Council held at Beechen Hall, Wildlife Close, Walderslade

on Monday 1^st March 2010 commencing at 7.32 pm .

Draft

Councillors present – Mr M Pepper (Chairman), Mrs P Brooks, Mr Ivor Davies, Mr V Davies, Mr T Harwood, Mr R Hinder, Mr W Hinder, Mr K Perry, Mr G Smith, Mr A Springate, Mr P Sullivan and Mrs M Waller together with the Clerk, PCSO Baulf, 2 members of the press and a member of the public.

1 Apologies and absences.

2 Declaration of Interests or Lobbying.

None.

3. Minutes of the Parish Council Meeting on 25^th January 2010 .

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

4. Matters Arising From Minutes.

4.1 Minute 2027/4.1 Round Wood. Noted an additional document had been supplied to KCC/DHA to liaise with MBC. After this the public consultation will take place.

The meeting was adjourned at 7.35 pm for the member of public to comment on the wind turbine application. Meeting was reconvened at 7.37 p.m.

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

The parish council received the minutes for

5.1. Environment meeting 25^th January 2010 .

5.2 Environment Committee 1^st February 2010 .

5.3 Estates Committee 2^nd February 2010 . Agreed Cllr Pepper’s request for an addition to Minute 2037/11 “Cllr Pepper reminded the Chair of Estates that there was a need to create a surveillance system to support the KCC Grounds Maintenance contract. Action Cllr Vic Davies.”

6. Report from the PCSO and Police Issues.

Member’s received the crime statistics and PCSO Baulf gave a verbal report on a successful deployment of the mobile Police station in Grove Green and a community engagement initiative she has been following where she is visiting every household to introduce herself.

The Police explanation on 999 calls was received. Cllr Vic Davies was unhappy with the response and asked for the grading policy for emergency calls. Cllr Pepper notified members that he was attending the Police Forum meeting and would see if a visit to the call centre could be arranged.

Cllr Pepper’s suggestion that the Parish Council would only pursue Police issues if directly approached by a resident was considered. Members felt that whilst this would be a good framework each case should be considered individually.

7. Finance. `

7.1 Noted receipts for the period 15.01.10 – 06.02.10.

7.2 Noted payments made out of meeting 15.01.10 - 06.02.10.

7.3 Noted Account balances as at 06.02.10.

7.4 Authorised payments of accounts.

7.5 Received Cheque signing rota.

7.6 Councillor audit. Cllr Pat Sullivan volunteered to attend.

8. Matters for Decision.

8.1 KALC Training Planning Information Day 13^th March 2010 at Lenham Community Centre. Noted.

8.2 Police. Parish East Forum meeting Tues 23^rd March 7.00 pm at Headcorn Village Hall. Noted Cllr Pepper will attend.

9. Reports from Borough and County Councillors .

Cllr Wendy Hinder informed members that a replacement tree might be possible next autumn for Beechmore Drive . Members were notified that the flooding at the cottages at Forstal Road had been particularly bad and she was still attempting to get it resolved.

10. Policies and Procedures Review

10.1 Noted due to the release of a new draft model the review of standing orders was deferred to the April Parish Council meeting.

10.2 Terms of Reference of Committees. Following in depth discussion, with some adjustments to wording and additions/deletions, on the individual Terms of Reference the documents were agreed.

10.3 Equal Opportunities Statement. Approved.

10.4 Replacement Procedure policy (for projects not managed by the parish office) Agreed.

11 Reports from councillors.

11.1 Annual Meeting of the Parish report from Cllr Pepper received.

11.2 KIG report from Cllr Vic Davies received.

11.3 Parish publicity and gifts report from Cllr Wendy Hinder received.

11.4 Maidstone Joint Transportation Board report from Cllr Bob Hinder received. Noted further details of the meeting are included on the Environment agenda.

11.5 Mid Kent Downs meeting. Noted Cllr Smith had submitted various documents to the office which members could access. Cllr Harwood suggested that the MBC land adjacent to Penhurst Close might be suitable for an Orchard Grant as it was an orchard in the past.

12 Budget 2010/11

12.1 Agreed the priority rating as included in the report. Cllr Springate asked that it be recorded that he felt that the PCSO was a high priority.

12.2 Received and agreed briefing and timeline on the 2010/11 projects. Members were asked to submit ideas for the QE Diamond Jubilee project. Noted that ideas already suggested were; flags and flag poles; stained glass window for St Mary and All Saints Church. Cllr Harwood suggested that the Orchard project for Penhurst Close might be suitable. An article to be placed in the Downs Mail seeking residents suggestions.

13 Matters for Information.

13.1 Thank you letter from St John’s School for donation towards play equipment.

13.2 Amended meeting dates for Parish Council meetings for 2010/11.

13.3 Bash the Trash day will be on Saturday 27^th March starting at Tunbury Hall. Further details will be supplied as they are received.

13.4 KALC Parish News issue 345.

13.5 Mid Kent Downs Countryside Partnership February 2010 newsletter.

13.6 ACRE Rural News issue 94.

13.7 Update on the MBC Heatseekers initiative. The pilot areas were Parkwood and Boxley and the following has just been issued in an MBC press release “A thermal imaging vehicle has hit the road and is proving its worth already by identifying 1,639 homes that could have the potential savings, for loft and cavity insulation, of nearly £500,000 a year.”

13.8 Open Space issue 29

14 Next Meeting.

Monday 12^th April 2010 at Tyland Barn, Tyland Lane , Sandling at 7:30 p.m.

Meeting closed at 9.01 pm .

Top of page

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

on Tuesday 2^nd February 2010 commencing at 7.30 p.m.

Draft

Councillors present – Mr V Davies (Chairman), Mrs P Brooks, Mr R Hinder, Mr M Pepper, Mr G Smith and Mr P Sullivan together with the Assistant Clerk.

1. Declaration of Interest or Lobbying.

None declared.

2. Apologies and absence.

Cllr Stead (KALC meeting) and Cllr Waller (Sandling Residents Association meeting)

3. Minutes of Previous Meeting 15^th December 2009 .

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

4. Matters Arising From Previous Minutes.

4.1 Minute 2017/4.3 Graveyard wall capping stones. Noted work completed and has been passed by Cllr Vic Davies.

4.2 Minute 1994/8.2 Boxley Green Interpretation Board. Members have agreed the content and prices for boards, art work are being received. It is thought that it is just possible to do this within the £750 budget. It was recognised that the budget may have to be increased if necessary.

4.3 Minute 2021/9.4 Car parking Boxley village green. Action - tactics awaited from Cllr Vic Davies, Cllr Pepper and Cllr Stead.

4.4 Minute 2020/5.2 Business Continuity Planning. Noted The document has been amended to remove appendix E Vulnerable people known to the Parish Council. The Parish Council not having the experience or ability to offer such a specialised service/function.

Noted the Insurance Policy Section 2 Part B – Loss of Revenue also covers additional costs (for the 12 month indemnity period) “in order to continue administrative and maintain services” and Allianz confirmed that this would cover relocating the office.

The remaining appendix were supplied to members however it was apparent that some members had not realised that the original paperwork given to them in December was to be retained in their folders. In future any paperwork for retention will be clearly marked ‘Retain’

As no member of the public was present the meeting was not adjourned.

5. Review of Policies and Procedures

The review document was agreed in its present form with the addition of the new Snow policy with an annual review date of April

6. Budget 2010/11 Estates Projects.

6.1 The new priority ratings agreed as follows:

Estates General

Bus shelter low 1points.

GG fire doors high 5 points.

Bus shelter. Action - Cllr Pepper will complete another usage observation the results to be brought to the April meeting for discussion by the Committee for a final decision to be made. Action Cllr Pepper.

GG fire door replacement. This is a Health & Safety issue therefore moved to priority high.

Estates Hall Budget.

Boiler replacement. Med/high 4/5 points

Hall external decoration. low/med 1/2 points

Replacement ceiling lights. low/med 1/2 points

Boiler replacement. Members have agreed to go out for tender now. With the costings for fuel increasing a new condensing boiler would save money. Investigation also as to whether we could get a new boiler under the Government Scrappage scheme to be made.

Hall external decoration. Delay for a year.

Replacement ceiling lights. Delay for a year

Budget projects

6.2 The projects timetable agreed

6.3 Agreed the job specification for the boiler replacement work.

6.4 Noted it has not yet been possible to locate the land owner for the bus shelter project.

As this is coming back on the agenda for April no further investigation to be done by the Parish Office until a final decision as to whether to proceed is made.

7. Clerk’s Report.

7.1 The following hire fees were received for Dec/Jan. (Brackets indicate income over same period previous year).

Casual £2,249.85 (£1,615.11)

Regular £1,703.46 (£1,814.51)

Total £3,953.31 (£3,429.62)

Cumulative figures for 2009/10 2008/09

Casual £ 10,780.90 £ 9,011.42

Regular £ 10,382.56 £ 12,103.01

Total £ 21,163.46 £ 21,119.43

7.2 Noted we have a new regular hirer who started in December on a Friday afternoon – Weight Watchers.

7.3 Noted due to weather conditions we had 16 regular hirer sessions, 2 Saturday parties and 2 Sunday parties cancelled. Of the casual hirers we have had 1 Saturday and 1 Sunday rebooked.

7.4 After discussion it was agreed that when undertaking the annual review for Gas and Electricity suppliers that we look at long term contracts (up to three years).

7.5 Members viewed the work undertaken on the gents toilet floor and asked that the Assistant Caretaker be thanked for all his work.

8. Cold weather policy renamed Snow policy.

Agreed

· The following items are to be purchased:

One Rollastar (wheeled salt storage unit)

One Snowscoop

One sack trolley

Two Shovels.

At the start of winter 3/4 bags of rock salt to be ordered.

· At the first sign of snow the 2 footpaths to the main entrance and the fire exits are cleared, kept clear and gritted.

· A bag of grit is to be spread down the slope and into the side spur to ensure that some car parking is available. When possible the entrance to the car park is to be gritted and stripes cleared up to the disabled car parking area and gritted

· If heavy snow falls and the staff deem the car park to be dangerous a staked notice is to be placed at the car park gate advising all that they ‘Enter/Park at their own risk’. A letter is to be placed on the hall and office doors, also given to every hirer that under no circumstances are the Office/Hall staff allowed to ‘dig out’ or assist anyone who becomes stuck in the car park for health & safety reasons

· If the car park is thought to be dangerous due to ice and snow any weekend hirers are to be contacted on the Wednesday/Thursday and advised of the situation. This will then give hirers the opportunity to either proceed or cancel their booking. The hall staff ideally would need to know on the Friday.

· Staff attendance during snow conditions. Common sense to be used, if it is likely that road travel will be to dangerous then the Assistant Clerk due to her location might work from home and the Clerk will walk to work. Caretaking staff can generally get to the Hall.

· It is essential that the Estates Committee be pro-active in its support of the hall in bad weather. Only two members of the committee live within walking distance of the Hall and can be contacted in case of need. However as stated by the Assistant Clerk a phone call to the hall on a daily basis (from the Chair) would keep the Committee informed of any problems and would assist the staff in sorting out any problems that may have arisen.

9. Matters for Information.

9.1 War Memorial. The national data base and website (run by the Imperial War Museum ) has been notified of the names of the soldiers recorded on the memorial. Other information on the site has also been updated. The Department of Constitutional Affairs guidance for War Memorial Custodians has been checked and the Parish Council has already undertaken or undertakes all the recommendations.

10. Date of Next Meeting.

Tuesday 20^th April 2010 at Beechen Hall, Wildfell Close, Walderslade, Chatham commencing at 7.30 p.m.

11. Tree and ground work tenders for Boxley Green and Impton Lane Open Space.

The tenders were put to members. After discussion Cllr Vic Davies proposed from the chair that the lowest tender from KCC be accepted. All Agreed

Meeting closed at 9.05 p.m.

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Minutes of the meeting of Boxley Parish Council held at Beechen Hall, Wildlife Close, Walderslade

on Monday 25^th January 2010 commencing at 7.30 pm .

Approved

Councillors present – Mr M Pepper (Chairman), Mrs P Brooks, Mr V Davies, Mr T Harwood, Mrs K Macklin, Mr K Perry, Mr G Smith, Mrs A Spain, Mr A Springate, Mr P Sullivan and Mrs M Waller together with the Clerk, PCSO Baulf, 2 members of the press and a member of the public.

1 Apologies and absences.

Cllr R Hinder (MBC Licensing meeting), Cllr W Hinder (MBC Licensing meeting), Cllr W Stead (Burham PC meeting).

2 Declaration of Interests or Lobbying.

None.

3. Minutes of the Parish Council Meeting on 7^th December 2009 .

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

4. Matters Arising From Minutes.

4.1 Minute 2008/4.1 Round Wood. Noted an additional document had been supplied to KCC/DHA to enable them to liaise with MBC. After this the public consultation will take place.

4.2 Minute 2008/4.2 Police issue. Noted a generic letter concerning 999 performances had been sent as no permission was received for a more detailed request.

4.3 Minute 2008/4.3 Cobtree Country Park budget. Noted waiting for information from MBC on what plans there are to improve the area. Agreed return item to agenda in June 2010.

4.4 Minute 2009/10 Heatseekers. Noted MBC response concerning the system of contact received. It was suggested that it would have been better if interested residents opted in to a visit rather than have to opt out as was the current arrangement.

Item 6 was taken at this point.

The meeting was adjourned at 7.44 pm for brief comments. Meeting was reconvened at 7.45 p.m.

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

The parish council received the minutes for

5.1. Environment meeting 7^th December 2009 .

5.2 Environment Committee 14^th December 2009 .

5.3 Estates Committee 15^th December 2009 .

5.4 Environment Committee 4^th January 2010 .

5.5 Finance Committee 5^th January 2010 .

6. Report from the PCSO and Police Issues.

The PCSO’s crime figures were received and the PCSO gave a verbal report.

7. Draft budget 2010/11.

7.1 Received the Finance Committee’s recommendations concerning the Precept and budget. The Chairman proposed “Boxley Parish Council precept for 2010/11 be set at £78,015 (a zero percent rise) and the budget be approved”. Unanimously agreed.

7.2 Agreed and signed the paperwork to levy the precept of £78,015.

7.3 Received the report on project management.

8. Finance. `

8.1 Noted receipts for the period 29.11.09 – 14.01.10.

8.2 Noted payments made out of meeting 08.12.09 – 14.01.10.

8.3 Noted account balances as at 15.01.10.

8.4 Noted no payments of submitted.

8.5 3 month bond. Noted after e-mail notification and agreement from Finance and Audit Sub Committee members the amount was reinvested with the Cooperative Bank and there will be a review in 3 months.

9. Matters for Decision.

9.1 Received 2010/11 meeting dates.

9.2 HM Lord Lieutenant of Kent Annual Civic Service at All Saints Maidstone Thurs 22.04.10. Apologies to be sent as no Parish Councillor was able to attend.

10. Reports from Borough and County Councillors .

None received.

11. Policies and Procedures Review

11.1 Agreed the review date document.

11.2 Committee membership numbers were considered. Agreed keep to an annual review.

8.05 p.m. meeting adjourned for 4 minutes for a comfort break, reconvened at 8.09 p.m.

12 Reports from councillors.

12.1 Received Parish Conference 5^th December Cllr Stead’s report.

12.2 Received Licensing Committee Cllr Pepper’s report.

12.3 Received Planning Committee 21.01.10. Cllr Spain ’s report. Agreed defer to Environment Committee and in future all such reports to go to that committee.

13 Matters for Information.

13.1 KALC Parish News issue 344.

13.2 English Rural Housing Association issue Winter 2009 plus annual report.

13.3 KCC new publication Community Safety Unit Newsletter Oct 2009.

13.4 Sustainable Communities Act. Alistair Burt MP will be introducing the bill as a Private Members Ballot.

13.5 Maidstone & District NHW AGM Report.

13.6 MBC Strategic Plan 2009/12 summary.

13.7 MBC Annual report 2008/9.

13.8 Kent Downs AONB newsletter (e-mail 22/12/09 )

13.9 KCC Annual Performance Report (CD).

13.10 Boxley Village leaflet now available.

13.11 Kent Downs AONB Management Plan 2009 – 2014 (CD).

13.12 Medway NHW issue 20.

13.13 Kenward Trust issue Nov 2009.

14 Next Meeting.

Monday 1^st March 2010 at Weavering Village Hall, Grove Green at 7:30 p.m.

Meeting closed at 8.15 pm .

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

on the Monday 25^th January 2010 commencing at 8.25 p.m.

Approved

Present – Mrs P Brooks (Chairman), Mr M Pepper, Mr K Perry, Mrs A Spain, Mr A Springate, and Mrs Waller together with the Clerk, a member of the public and (at 8.38) the agent for MA/09/2319.

Agreed unanimously that due to the absence of the Chairman and Vice Chairman that Cllr Brooks would be the Chairman for the meeting.

1. Declaration of Interest or Lobbying

     Cllr Spain declared a prejudicial interest in MA/09/2319.

     All members declared that they knew the applicant of MA/09/2319 and Cllr Perry notified members that he knew the agent for the application.

     All members declared that they knew the applicant of TA/0199/09

2.    Apologies and absences.

Cllr Ivor Davies (holiday), Cllr W Hinder (MBC Licensing meeting) and Cllr W Stead (Burham PC meeting).

3. Planning Applications for Consideration

(a) MA/09/2308 erection of canopy to cover plant sales area at Nottcutts Garden Centre, Weavering.

Do not wish to object but would like to see the canopy blended in as much as possible with current structures.

Cllr Spain having declared a prejudicial interest left the meeting, without speaking, for the duration of the item.

Meeting adjourned at 8.48 p.m to enable the agent to address the meeting and for members to ask questions. Meeting reconvened at 8.53 p.m.

(b) MA/09/2319 Retrospective planning application for erection of garden store at Old Harbourlands, Boxley Road , Boxley.             Do not wish to object

(c) MA/09/2328 Construction of front and rear dormers to form attic rooms, alterations to garage to form habitable rooms and erection of a single storey rear conservatory at Walelsden, Chatham Road, Sandling.                                               Do not wish to object

(d) MA/09/2342 Erection of a single storey side extension and internal alterations including conversion of the existing integral garage to habitable rooms at 33 Lombardy Drive , Vinters Park .                                                                                                      Do not wish to object

(e) MA/09/2337 Demolition and erection of a replacement building for existing building number 9 at land and building south of Hillview, Old Lidsing Road, Lidsing.

Do not wish to object subject to a condition that it is used as an industrial unit.

     (f) TA/0199/09 application to cut back branches by 3 metres to clear adjacent property at 49 Orbit Close. Tree located at 50 Orbit Close, Walderslade.

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

4. Planning Applications and appeals decisions

       MA/09/1822            GRANTED      MA/09/1845                REFUSED*

MA/09/1887            GRANTED      MA/09/1904                GRANTED

MA/09/1970            GRANTED      MA/09/1979                GRANTED

MA/09/1984            GRANTED      MA/09/1986                GRANTED

MA/09/2028            GRANTED      MA/09/2058                GRANTED

MA/09/2061            GRANTED      TA/0157/09                 GRANTED

TA/0162/09             GRANTED      TA/0163/09                 GRANTED

TA/0175/09             GRANTED      TA/0176/09                 GRANTED

       Members requested clarification on the MA/09/1845 refusal as it was felt that a previously similar one was granted. Clerk to obtain information.

5. Next full meeting is on Monday 1^st February 2010 at Beechen Hall, Wildfell Close, Walderslade, Chatham commencing at 7.30 p.m.

Meeting closed at 8.59 p.m.

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

Walderslade on 5^th January 2010 commencing at 7.30 p.m.

Approved

Councillors present – Mr. M Pepper (Chairman), Mrs. P Brooks, Mr. I Davies, Mr. V Davies, Mrs. W Hinder, Mr. G Smith and Mr. W Stead, together with the Clerk.

1. Apologies and non attendance.

None as all members were present.

2. Declaration of Interest or Lobbying.

Cllr Vic Davies and Cllr Hinder notified members that they were Governors at St John’s School (item 10).

3. Minutes of the meeting of 10^th November 2009 .

Noted the minutes were signed as a true record

4. Matters Arising.

4.1 Minute 2006/4.2 Cheque signing rota. Noted this will be produced when office time allows.

Not adjourned as no members of the public were present.

5. Financial report.

5.1 Income/Expenditure report was received and noted the various queries raised were answered.

5.2 Noted the reconciliation of accounts report was, due to lack of office time, not produced for the meeting.

6. Precept and Budget 2010/11.

Discussion took place on the draft budget, Cllr Pepper’s report and the forecast on future reserves etc. Agreed;

6.1 The Finance Committee to review the adopted budget (including its own projects) in March 2010.

6.2 Agenda items to be placed before the Estates and Environment committees in February 2010 their input with regards to the priority of their projects are to be requested.

6.3 The Finance Committee will have built into its schedule for future budgets an early review of projects being considered by committees. Where necessary changes to the agenda to be made to accommodate this and also to the project forms so that each committee decides on the priority of projects it is recommending for the budget.

6.4 Proposed from Chair and agreed (6 for and chairman’s abstention) “The recommendation to the full council is that the Boxley Parish Council precept for 2010/11 be set at £78,015 (the same as the 2009/10 year) and the budget be approved”.

7. Audit Sub Committee.

Received from Cllr Pepper an update on the 22^nd October 2009 Independent Audit Report. The Clerk and Assistant Clerk were thanked for the work they had undertaken.

8. Outstanding Time off in Lieu.

Received and noted.

9. Annual Review of Policies and Procedures.

9.1 Agreed with some minor adjustments the review dates of the committee’s documents. Noted it might be necessary to make some other minor adjustments to ensure changes to the agenda and budget process are accommodated.

9.2 Review of Banking Arrangements. Agreed as no problems were being experienced to continue with the current arrangements.

9.3 Review of Financial Regulations. This to be delegated to the Audit Sub Committee with any recommendations to go back to the Finance Committee. It was noted that there would be a need, to accommodate this, to change the schedules for the review of the Standing Orders.

10. Grant Request.

St John’s School grant request for a donation to the new play equipment. Cllr Vic Davies proposed that “£500 be donated under Section 137 of the LGA” seconded by Cllr Ivor Davies. Agreed.

11. Impton Lane Footway.

The Environment Committee recommendation to increase earmarked reserves, so that the project can be safeguarded, was considered. “Boxley Parish Council agrees to fund, subject to suitable tenders being received, the installation of missing lengths of footway at western and possibly the eastern ends of Impton Lane . KHS to be commissioned to design the project”. Members agreed that another £8,500 be released from the earmarked reserves.

12. Date of Next Meeting.

Tuesday 9^th March 2010 at Beechen Hall, Wildfell Close, Walderslade commencing at 7.30 p.m.

As no members of the public or present were present the Chairman notified members that the following was taken in confidence.

13. Grounds Maintenance

Members agreed, due to the tender price, to discount tender 4. Members discussed tenders 1 to 3 and the schedule.

Agreed (6 for with the chairman’s abstention) Cllr Smith’s proposal, Cllr Stead seconding, that “tender 1 be accepted”. Tender 1 was identified as being Kent County Council. Cllr Vic Davies to be responsible for agreeing the contract and the system of ensuring that the performance is appropriately monitored by Estates etc. and for negotiating the ‘uplift’ in year 2. Report to go back to the Estates and Finance Committees. Action Cllr Vic Davies.

Meeting closed at 8.47 p.m

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Minutes of the Environment Committee Meeting held at Beechen Hall, Wildfell Close, Walderslade on the 4^th January 2010 commencing at 7.30 p.m.

Approved

Councillors present – Mrs W Hinder (Chairman), Mr I Davies (arrived at item 3 with apologies), Mr M Pepper, 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

Cllr P Brooks (bad weather), Cllr A Spain (bad weather) and Mrs M Waller (bad weather).

3. Minutes of the Meeting of 7^th and 14^th December 2009 .

The minutes were signed as a true and correct record.

4. Matters Arising From Minutes.

4.3 Minute 2013/4.1 Speed Review Walderslade Wood Road . Noted awaiting results from the KHS Area 2 review.

4.2 Minute 2013/4.2 Verge Encroachment Chatham Road . Noted KHS will be sending out the letters to the property owners in January 2010.

4.3 Minute 2013/10.7 Walderslade Woods Road Speed Reduction Petition. A traffic/speed survey had been undertaken and a report will go to the Maidstone Joint Transportation Committee at its January 2010 meeting. Clerk to notify Cllr Pepper of the date so that he can attend. Action Cllr Pepper.

4.4 Minute 2015/10 Budget. Noted the project timeline and other details will be supplied to the February meeting.

4.5 Minute 2015/12.1 Noted Timber Tops the letter to residents will be actioned in the early New Year.

4.6 Minute 2015/13 MBC play area scoring system. Noted it is hoped to have the information available for the next meeting as MBC was producing a briefing note

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

5. Planning Applications and Appeals for Consideration

5.1 MA/09/0927 Additional details on erection of a new bungalow at Brightsides, Westfield Sole Road . MBC has requested and received a noise report and had asked for a plan showing all the trees and the canopy spread.

It is understood that numerous trees would be felled and members felt that this would have an unacceptable impact on the street scene. To preserve this adequate screening must be maintained and members object to the felling.

5.2 MA/09/1171 Additional details on erection of scout hall building and associated access and parking area at land at Impton Lane . An arboricultural report has been received by MBC as well as a badger search report (no evidence of such).

Reports noted.

5.3 MA/09/2231 and 2232 Planning permission and listed building permission for conversion of garage and store into living accommodation and increase the size of the rear elevation windows at Boxley Abbey Boarley Lane, Sandling.

As this is an important historical building members did not wish to comment - defer to the views of Conservation Officer.

5.4 MA/09/2298 Erection of single storey rear extension. Demolition of existing garage and erection of a single storey detached garden room at 97 Chatham Road , Sandling.

Do not wish to object

5.5 TA/0187/09 Application for consent to reduce and reshape crown by no more than 25% and remove trunk suckers of one Oak tree at 32 Spenlow Drive , Walderslade. Ratified Clerk’s decision after consultation with Cllr Pepper Do not wish to object subject to the views of the Borough Landscape Officer.

5.6 TA/0191/09 Application for consent to fell near to ground level to allow regrowth of coppice shoots of 1 Hawthorne , 3 Field Maple and 2 Ash trees at Walderslade Woods. Clerk’s note – although this is the description on the letter the application the form indicates that some of the tree (Field Maple) are to be felled. This application is by the WWG which is working to the management plan.

Ratified Clerk’s decision after consultation with Cllr Pepper Wish to see approved but subject to the views of the Borough Landscape Officer.

5.7 Old Mill Boarley Lane . Noted MBC information that the MA/07/2078 and 2079 planning applications had been withdrawn as there had been ‘no movement’. As the building had been burnt down to the ground there was nothing MBC could realistically do. The Conservation Officer, given the level of destruction, cannot see any justification to issue a listed building repair notice. MBC are therefore taking no further action. No further action.

6. Planning applications taken to Planning Committee.

Noted planning rota – 14^th January 2010 Cllr Spain . 4^th February 2010 Cllr Brooks

7. Planning Applications and appeals decisions.

None to report.

8. Highways and Byways.

8.1 No report from Highway Inspector was available.

8.2 Street maintenance. Agreed parish councillors to be notified of budget and asked for any suggestions which will be taken to the February meeting.

8.3 Abigail Close. Noted a resident had reported parking issues. The parish office would undertake an investigation and supply an audit and if possible will submit a report to the February meeting.

8.4 KHS lorry strategy. Information received from John Wilson Chairman Maidstone JTB noted. After discussion it was agreed

· An e-mail of support to go to John Wilson Chair of Maidstone JTB.

· Westfield Sole Road . A request to KHS that this road be restricted (allowing access only) to vehicles over 7.5 tons. It was agreed that the country lane was unsuitable for large HGVs due to its narrow and winding nature. Whilst it was possible for the many private vehicles and small vans to use the addition of large vehicles caused safety issue with cars being damaged and the road being blocked on a fairly regular basis.

9. Policy and procedures review.

Review of policies and procedure document. Agreed add to April an annual review of the BPC planning information leaflet. Change to March review of Sale of Public Land.

10. Walderslade Woods and Volunteer Group.

A task day was planned for 10^th January 2010 .

11. Youth Activities.

Nothing to report.

12. Matters for information.

Nothing to report.

As no members of the public or present were present the Chairman notified members that the following was taken in confidence.

13. Enforcement and Section 106 updates from MBC.

Received an update on outstanding issues. It was agreed to inform MBC that the updates received were of no use as they were completely out of date.

14. Planning Committee attendance.

Member’s received the Clerk’s report and discussed the comments. Agreed members to consider the issues when reviewing the BPC planning information leaflet.

15. Next Meeting.

Monday 1^st February 2010 at Beechen Hall, Wildfell Close, Walderslade, Chatham commencing at 7.30 p.m.

Meeting closed at 8.40 p.m.

Top of page

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

Walderslade on Tuesday 15^th December 2009 commencing at 7.30 p.m.

Approved

Councillors present – Mr V Davies (Chairman), Mrs P Brooks, Mr M Pepper, Mr G Smith, Mr P Sullivan and Mr W Stead and together with the Clerk.

1. Declaration of Interest or Lobbying.

None.

2. Apologies and absence.

Cllr Hinder (MBC meeting) and Cllr Waller (absent).

3. Minutes of Previous Meeting 20^th October 2009 .

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

4. Matters Arising From Previous Minutes.

4.1 Minute 1993/4.1 Urinal flushing system. Noted Cllr Vic Davies had investigated the system and it does switch off overnight. Now the system for timing is understood some tweaking to the times will be made to ensure that the timings more accurately reflect the week day usage of the hall.

4.2 Minute 1993/4.3 Litter bin A229. Noted installed on 5^th November 2009 .

4.3 Minute 1993/4.4 Graveyard wall capping stones. Noted waiting work to be completed at a cost of £863.

4.4 Minute 1994/8.1 Boxley Green tree/vegetation work. Noted responses from the residents who will be directly affected by the work had now been received. Agreed the ivy on the south wall would be reduced by 50%. Planning permission had been received for the work to the tree covered by a TPO and the tenders will be sent out.

4.5 Minute 1994/8.2 Boxley Green Interpretation Board. Noted the production of the artwork for the board will be produced and designs for boards submitted to members.

4.6 Minute 1995/10.1 Tree work Impton Lane OS. Noted the work will be included in the tender for Boxley Green work.

4.7 Minute 1995/11 North Wall Boxley Green. Noted waiting response from MBC.

As no member of the public was present the meeting was not adjourned.

5. Review of Policies and Procedures

5.1 Policy for giving grants to village halls was discussed and the policy was agreed unanimously. It was also agreed that this should be annually reviewed.

Estates Committee

Village/Community Hall Grants Procedure/Policy

In order to work prudently, obtain ‘best value’ and to be a responsible grant provider Boxley Parish Council’s Estates Committee is setting a standard for considering and awarding grants to Village/Community Halls. Whilst the Parish Council wishes to continue to actively support the Village/Community Halls within the Parish it feels that it is essential to require applicants to meet a minimum standard covering project planning and supply of information. By undertaking this work the Parish Council can plan with Village/Community Halls adequate funding in advance of the project being committed too.

Policy

A grant is any payment or gift made by the Council to an organisation for a specific purpose. The law requires that Section 137 grants must be “in the interests of or will directly benefit the area or its inhabitants, or of part of it, or of some of it” and “the direct benefit should be commensurate with expenditure.” Similar considerations will apply when considering applications for other grants.

Boxley Parish Council policy is that

· Grants for maintenance will only be considered in exceptional circumstances as it considers that the day to day maintenance of the hall should be covered by the hire fees or fund raising.

· Village/Community Hall Management Committees will be required to show, for large scale projects costing over £3,000 that it is applying for funding from other sources; has undertaken fund raising events or has been ‘saving towards the project. The Parish Council will be happy to assist the Committee to identify other funding sources.

· The Parish Council will only award up to 80% of the cost for essential repairs or renewals (e.g. windows, fire doors etc).

· For projects costing over £3,000 the Parish Council would require the Management Committee to obtain 3 tenders, for projects over £6,000 5 tenders. The Parish Council reserves the right to request proof of the tender process.

· VH Management Committees will be required to liaise closely with the Parish Office so where possible the Parish Council can order the work and gift it to the Village Hall which will enable VAT to be reclaimed. This will increase the value of the grant given to the hall by the rate of VAT.

· Unless a schedule of payments has been agreed in advance by the Parish Council funds will only be released on completion of the work

· Capital projects to expand the business by major capital work will not normally be considered by the Parish Council.

The Parish Council recognises that most halls are run by volunteers and will be happy to assist/advise VHMCs on how to meet these standards.

At The Estates Committee meeting in October or December the Committee will consider individual grant requests from Village/Community Hall Management Committees for specific projects in the following financial year so that provision can be made in the budget recommendation to the Parish Council.

An additional budget will also be identified from which other grant requests will be allocated in the current financial year. A maximum award of £500 for such unplanned applications will only be considered. Once the additional budget is exhausted only emergency requests for assistance, and generally only from organisations that the Parish Council has Custodial Trustee status, will be considered.

All organisations requesting assistance will be required to complete an application form which will include notification of the Parish Council’s Equal Opportunities Policy. Village/Community Hall Management Committees will have to sign that it agrees with the policy or submit details of their own policy. Management Committees should also agree to representatives of the Council being given the right to inspect the work on completion.

Application Procedure

Organisations requesting financial assistance will be requested to submit:

· A completed application form.

· Copies of their last year end accounts.

· Copy of current hire fees with an explanation of any unusual agreements where a group pays less than normal.

· Details of any restrictions placed on who can hire the hall.

A grant request, once received in writing, will be considered at the next meeting of the Estates Committee and the Estates Committee reserve the right to inspect the required work before a grant is agreed.

Each application will be assessed on its own merits. However, to ensure as fair a distribution as possible of available funds, the Council will take into account the amount and frequency of any previous awards. Due account may also be taken of the extent to which funding has been sought or secured from other sources or fund raising activities.

Successful Applications

Organisations receiving grants are required to advise their users/members that the grant or equipment had been received from Boxley Parish Council.

Where equipment is gifted to an organisation, the parish council requires that it be insured and maintained at the expense of the user.

Boxley Parish Council Village Hall Grant Application Form

Please complete or attach the relevant information and send Boxley Parish Council, Beechen Hall, Wildfell Close, Chatham , Kent ME5 9RU . Tel 01634 861237 e-mail Bowdery@boxleyparishcouncil.co.uk

Application from

Title/organisation
Contact details
Telephone/email

Please state or attach an explanation on the amount of grant requested, why you are applying for a grant and the potential benefits for the residents of the parish. If possible include the number or percentage of members that belong to the organisation and live within Boxley Parish.

Have you attached details of the grant requests to other external sources or fund raising activities undertaken? YES/NO

Are you aware whether you have been successful? YES/NO

Have you included a copy of the last year end accounts? YES/NO

Have you supplied a copy of your hire fees? YES/NO

Are there any restrictions placed on who can use/access the services. YES/NO