Minutes of last meetings

(Minutes are approved at the next following Parish meeting and will not be published until after that meeting)

Parish meeting - 3rd March 2008

Environment meeting - 3rd March 2008

Environment meeting - 10th March 2008

Finance meeting - 11th March 2008

1. Apologies. Mrs A Spain (holiday). Late apologises from Mrs Macklin were received for the January parish council meeting.Declaration of Interest or Lobbying.

2. Minutes of the Parish Council Meeting on 28^th January 2008.

3. Matters Arising From Minutes.

None.

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

The following minutes were received or confirmed and signed as a true record.

(a) Environment Committee meeting 28^th January 2008.

(b) Estates Committee meeting 5^th February 2008. Noted meeting was unable to take place due to a lack of a quorum. Mr Pepper apologised for not attending and the Chairman notified members that he had been unable to attend due to unforeseen circumstances.

(c) Environment Committee meeting 11^th February 2008 (agreed with a spell check error being amended).

5. Report from the PCSO and Police Issues.

a) Noted payments made out of meeting 04.12.07 – 19.01.08 (previously circulated) and 20.01.08 – 20.02.08.

b) Noted receipts for the period 27.11.07 -19.01.08 (previously circulated) and 20.01.08 – 20.02.08.

c) Noted account balances as at 19.01.08 (previously circulated) and 25^th February 2008.

d) Authorised payments of accounts.

7. Matters For Decision.

(d) Agreed date for the Annual Meeting of the Parish would be Thursday 29^th May 2008 at Grove Green Community Hall, Grove Green.

(e) Noted thank you from Sandling Village Hall for donation towards their floor renovations.

(f) Noted that any suggestions for an Overview and Scrutiny review to be supplied to the parish office for submission to MBC.

8. Vacancies on Estates and Environment Committee.

Agreed Mr Jeffery would be appointed to the vacancies on the Estates and Environment Committees.

9. Policies and Procedures Review.

(a) Received the Review list of policies and procedures.

(b) Replacement Procedure for projects not managed by parish office. Members recognised the need for a formal document detailing the responsibilities and procedures for projects not managed by the parish office. The Chairman proposed the adoption of the new policy and this was agreed with one abstention.

Numbers on Committees. Discussion took place on the number of members for the Environment Committee. Mr Springate proposed that ’10 remain the membership number for the Environment Committee’ this was seconded by Mrs Macklin. This was agreed (6 for, 5 against and with 3 abstentions). Membership of the other committees was not disputed.

Standing Orders. The Chairman proposed seconded by Mr Ivor Davies.

"That Standing Order 17 be amended to read "Except as provided by these Standing Orders, no resolution may be moved unless the mover has given notice of its terms to the Clerk at least seven clear days or not later than midday Monday in the week before the next meeting of the Council. Resolutions can be notified in writing, via e-mail or verbally however a signature must be placed on any e-mail or note of a verbal instruction prior to the commencement of the meeting or the resolution will be considered null and void."

"That Standing Order 36(a) be amended to read "Apart from planning application decisions (see (c)) a decision (whether affirmative or negative) of the Council shall not be reversed within 6 months except either by a special resolution, the written notice whereof bears the names of at least 4 members of the council, or by a resolution moved in pursuance of the report or recommendation of a committee. The special resolution can be notified to the Clerk in writing, via e-mail or verbally however at least one of the named 4 members must sign the letter, e-mail or note of a verbal instruction prior to the commencement of the meeting or the resolution will be considered null and void."

In accordance with Standing Order 80 the item was adjourned without discussion to the April meeting.

No further notification of any resolution to permanently add, vary or revoke a Standing Order was received.

Mr Vic Davies having declared a prejudicial interest was allowed to address the members about the resolution and asked them to support the resolution that he was placing before members, he then left the room. Members expressed sympathy that Mr Vic Davies as he was a Trustee was in a position where he could not take part in a debate/decision. Members felt unable to properly discuss the resolution without referring to possible confidential issues (tender, contract and advice). In view of this the Chairman placed a resolution to "exclude the public and the press for the duration of the discussion" Mr Lott Chairman of VVPT was asked to remain to answer any questions from councillors. Having undertaken discussion on various issues the resolution was placed before members "That on receipt of confirmation of the legal advice (and how to proceed) the contingency of £17,000 is released to enable the rebuild of VVPT Lodge." Mr. Perry and Mr Ivor Davies suggested amendments to the resolution and the Clerk left the room to ask Mr Vic Davies whether he would have any objections to the change, which he did not. The amended resolution "Having considered the legal advice (and how to proceed) the contingency of £17,000 is released to enable the repair of VVPT Lodge" was placed before members, Mr Perry proposing in the absence of Mr Vic Davies, and seconded by Mrs Hinder, this was agreed with 1 abstention. Mr Vic Davies then rejoined the meeting to take part in further discussions and decisions (subject to a separate minute to be released when the confidential nature has expired).

The Chairman welcomed the public and press back into the meeting and the resolution and voting was explained.

11. Reports from Borough and County Councillors.

Written reports were received from Mr Greer and Mrs Hinder. Apologies were received from Mr Butler and Mr Carter.

12. Youth Development/Activity.

The cost of supplying and possible payment for a meeting point was discussed. It was agreed that this was a project that would probably attract external grants and it was felt that this possibility should be exhausted before the parish council was formally approached to provide funding. It was agreed that the Grove Green Youth Inc should be encouraged to submit grant applications. Members asked for clarification on exactly what was happening at Weavering Heath and also where the Section 106 funding from Maidstone Studio development was going to be spent and when it would be available. It was noted that the parish council did hold an earmarked amount of £1,000 for youth facilities at Grove Green.

13. Reports from councillors.

(a) Eastern Parishes Police Forum on 11^th February 2008. The Chairman gave a brief summary of the meeting.

14. Round Wood.

Members were notified of a meeting to review exactly what the current situation was in order to brief members.

It was agreed that the Chairman would send a letter to ask for clarification on the situation. Letter to include a deadline for response. Members asked whether there was any information on whether the trim trail had been completed and whether it was actually being used.

16. Reasons for absence.

Members received the report on the recent debate about attendance at parish council meetings. It was recognised that a balance needed to be struck as parish councillors were volunteers, concern was also raised about having reasons publicised and it was felt that attendance tables should not be progressed. The need to have apologies and reasons stated was recognised and the list of reasons for non attendance that might be acceptable to the parish council was noted. It was recognised that this was not a restrictive list and would be amended as required and that councillors could choose not to give a reason for their absence if they wished although it was required by law. The Chairman asked that it be noted that the suggestions were not being put forward because of problems that existed but as part of the parish council’s wish to be professional and accountable in the way it worked. The reasons identified that would normally be accepted as satisfactory were ‘holiday’, ‘family commitments’, ‘unwell’, ‘hospitalised’, ‘convalescing’, ‘ official PC business’, official MBC business’, ‘training’, ’work commitments’, and ‘official School Governor business’. When reasons were not given this could be recorded as ‘no reason supplied’ or no entry made at all after the name.

17. Matters For Information.

(g) Have your say on local issues. Details on how to become involved supplied to members.

(h) Natural World winter 2007.

(i) ACRK Rural News issue 86

(d) Mid Kent Steering Group meeting 06.03.08

(e) Newsletter of Medway Valley Countryside Partnership Feb/Mar 08

(f) Kenward Trust New Life Magazine issue 4/07

(g) Open Space newsletter issue 29/1

18. Next Meeting.

Monday 7^th April 2008 at Tyland Barn, Tyland Lane, Sandling commencing at 7:30 p.m.

1. Declaration of Interest or Lobbying

There were none.

2. Apologies.

Mrs Spain (holiday).

MA/08/0088 Erection of a single storey side extension at 22 Hayrick Close, Weavering. Deferred to 10.03.08 meeting. 12/03/2008

MA/08/0234 Erection of a first floor extension over existing garage and dining room at 79 Bargrove Road, Vinters Park. Deferred to 10.03.08 meeting. 16/03/2008

MA/08.0323 Construction of replacement dwelling with integral garage (demolition of existing dwelling and outbuildings) plus garage annexe (Resubmission of MA/07/1517) at Oaks Westfield Sole Road, Walderslade. Deferred to 10.03.08 meeting. 19/03/2008

MA/07/2297 Erection of one dwelling (resubmission of MA/07/0937) on Land off of Beechen Bank, Boxley Road.

Ratified the decision of the Clerk, after discussion with Mrs Hinder, reiterate previous objections.

MA/07/2414 GRANTED MA/07/2396 GRANTED

MA/07/1609 GRANTED MA/07/2525 GRANTED

MA/07/2185 GRANTED MA/07/2613 GRANTED

MA/07/2599 GRANTED

Next full meeting is on Monday 10th March 2008 at Beechen Hall, Wildfell Close, Walderslade, Chatham commencing at 7.30 p.m.

 

Meeting closed at 10.10 p.m.

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1. Declaration of Interest or Lobbying

There were none.

2. Apologies.

None as all members present.

Noted the minutes of the meetings were signed as the parish council meeting.

4. Matters Arising from the Minutes.

(a) Minute 1735/4a Hard standing rear Gidds Pond Cottages. Noted the decision of MBC Enforcement that the laying of hardstanding was not contrary to planning legislation.

(b) Minute 1754/4a PROW Walderslade Woods. Noted the information to make up the Deeds of Dedication will be passed to KCC Legal Section in the near future. It was agreed that this item is removed from the agenda and replaced when more news is received. The parish office to monitor the situation.

(c) Minute 1754/4c footway Impton Lane. Noted parish office to progress plan and costings.

(d) Minute 1754/4d oaks and chestnuts. Noted awaiting details from KCC on when work will commence.

(e) Minute 1754/4e PROW cluster parishes. Noted response and developments awaited from KCC.

(f) Minute 1754/4f Street Improvements. Noted barriers were being made and parish office will be notified of installation dates.

(g) Minute1754/4g Encroachment on land at Chatham Road, Sandling. Noted formal complaint submitted.

(h) Minute 1754/4j Plateau. Noted Kitewood has been reminded that the parish council is still interested in purchasing the land.

(i) Minute 1754/4k Boxley Village AONB signs. Noted due to vandalism on recently erected signs there has had to be a rethink on the posts being used. New metal posts are being made and as soon as this is completed the signs will be erected.

(j) Minute 1756/8b Traffic review at Grove Green/Averenches Road. Noted response awaited.

(k) Minute 1756 highway Liaison Officer meeting. Noted there is no permanent Parish Liaison Officer for this area at the moment. It is expected that the vacancy will be filled in April and it is suggested that issues are raised with the new officer

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

5. Planning Applications and Appeals for Consideration

(a) MA/07/2435 Amended details application for outline planning permission for the erection of 1 dwelling at 66 Boxley Road, Walderslade.

Details received previous objection reiterated.

(b) MA/08/0088 Erection of a single storey side extension at 22 Hayrick Close, Weavering. No objection but request that all materials used matches those in the original building.

(c) MA/08/0234 Erection of a first floor extension over existing garage and dining room at 79 Bargrove Road, Vinters Park.

No objection.  Concern was voiced that this was reported to the Planning Committee prior to the deadline on the assumption that the parish council would object. The parish council, at the request of the planning department, has a system that can be implemented to ensure that if required an earlier response can be given thus saving planning officer time and effort.

(d) MA/08.0323 Construction of replacement dwelling with integral garage (demolition of existing dwelling and outbuildings) plus garage annexe (Resubmission of MA/07/1517) at Oaks Westfield Sole Road, Walderslade.

Objection as it was felt to contravene

§    ENV28 as the proposed replacement residential dwelling far exceeds the current footprint of the existing residential dwelling. The design and appearance of the proposed dwelling is not compatible with the current street scene.

§    ENV 35. The area is identified as an Area of Local Landscape Importance and the scale and design of the proposed dwelling and garage and the more prominent position within the plot would be detrimental to this policy.

§    H32. It is felt that this policy would be contravened as the new dwelling would because if its size, design and location on the plot be more visually intrusive,

Concern is raised about the size and unsuitability of the current access and egress onto Westfield Sole Road and the fact that this is a country lane, single track in many places, that is used as a ‘rat run’.

If the planning officer is minded to grant permission then the following is bought to his attention. Westfield Sole Road is one of the few connections between Walderslade and Hempstead Valley and is extensively used by vehicles. There are no footways and only a limited number of passing places and due to this and a number of blind bends it is unsuitable for certain traffic. Large lorries can generally only gain access from the Boxley Road end and problems are caused when traffic meets at the blind bends and also in the long stretches of road with no passing places. In view of this it is requested that if the planning officer is minded to agree then conditions are included to alleviate problems that will occur.

In view of the unsuitability of the road serving the plot the parish council asks that all construction traffic is managed to ensure that access and egress onto the site is quick and causes no hold up or blocking of Westfield Sole Road. That a condition is included to ensure that construction traffic is barred from Westfield Sole Road between the hours of 7.00 -10.00 and after 4.00.

Attention is bought to the fact that this development is adjacent to and has areas of woodland.

(e) TA/0024/08 Application to cut back branches to 3 main branches emanating from the trunk by reducing the crown by 15 -20% on a beech tree at 8 Abigail Crescent, Walderslade.

No objection subject to views of the Borough Landscape Officer. It is suggested that the applicant be informed that a long term management plan for the trees could be submitted for agreement.

(f) TA/0030/08 Application for consent to remove deadwood and reduce the crown by 30% of 5 Hornbeam trees, thin crown by 15% and lift crown to 2.5 m of 1 Field Maple tree at 14 Woodlands, Walderslade.

No objection subject to views of the Borough Landscape Officer. It is suggested that the applicant be informed that a long term management plan for the trees could be submitted for agreement

Planning applications taken to MBC Planning Committee.

MA/07/0382 Kent Clinic, Grove Green. Mr Pepper was thanked for attending at short notice and for the excellent representation of the objections. It was noted, as was expected, that the application had been granted but that conditions sought by the parish council had been imposed.

6. Planning Applications and appeals decisions.

7. Highways and Byways.

(a) Crash Boxley Road. Noted details not yet received from Police/KCC and it was likely that KCC was waiting for this report before actioning any changes in the speed limit signs.

(b) Minute 1757/18a grounds maintenance. Brief details supplied to the meeting. Mr Greer was organising the additional work on verges and pathways that the parish council would fund. Mrs Waller asked if it was possible could the cycle track from Sandling to Boarley Lane/Grange Lane be added to the list for clearance.

(c) Parking Impton Lane. Members’ were updated on the continuing complaints but acknowledged that without supporting information (dates and times) there was nothing that the parish office could do It was noted that the building work at the hospital was due to be completed and that the parish office would monitor the situation to see how it improves.

(d) Variable Message Signs. Noted notification from Jacobs that the 2^nd installation phase would include a sign at Forstal Road. It is also planned (at some point) to have one erected near the Hilton Hotel, Bearsted Road.

8. Tree Preservation Orders.

The letter explaining the action that could be taken concerning tree preservation orders was received by members. Concern was expressed that as Government Guidelines expected local authorities to manage their land there could be no TPOs requested for highway verges. The meeting to await the outcome of the protocol being agreed and set up between MBC and KCC.

Parish office was asked to progress the two trees identified as possibilities for TPOs and members to supply any other areas that they wished to have investigated.

9. Walderslade Woods Volunteer Group.

(a) Walderslade Woods Circular Walk. Members agreed that they would welcome the completion of the circular walk.

(b) Noted Mr Paul Carter will give a grant of £2,000 to the new store in 2008/9. The Clerk will be sourcing other external grants.

10. Recycling.

The MBC video was played and members commented on how much they had enjoyed it. The video would be available to borrow from the parish office.

11. Youth.

Mrs Macklin’s report on the Sandling Young Residents Meeting was received. Members again commented on their appreciation of the hard work Mrs Macklin was undertaking.

12. Church Land at Grove Green.

The Chair and Mr Perry briefed members on the situation. Photographs were passed around showing the condition and flytipping on the land. After discussion it was agreed that the parish council would not become involved in any tidy up or clearance, it being the responsibility of the owner. Mr Perry indicated that he would be happy to volunteer and also help arrange a clearance and this information would be passed to the Church Warden. Members to review the situation after further information is received from the Church.

13. Planning issues at Boxley Road, Walderslade.

Members were notified of the outstanding situation regarding enforcement. It was agreed that a letter would be sent to MBC stating that members were appalled at the apparent lack of action/enforcement and that there was concern that the situation was not being bought under control.

14. Review of policies and procedures.

None to be reviewed.

15. Review of Parish Council’s Carbon Footprint.

Members’ received the briefing note and were notified that the Estates Committee would be taking the major lead on this. As issues are identified that effect the Environment Committee they will be placed on the agenda. Mr Jeffery had offered to lead the project and it was suggested that he may wish to use the parish council’s website and also supply information for the displays organised by the parish council.

Kent County Council Grounds Maintenance.

Unfortunately details of the KCC ground maintenance schedule had not been supplied in time for the meeting. Member’s agreed that it was unlikely that they could influence KCC to increase on the 1 or 2 verges cuts per year. It was also agreed that when reviewing the information the focus would be on identifying the best possible ways to use the system to ensure that where possible areas such as vision splays were reported for additional work more frequently.

Environment Committee Project timetable 2008/9.

Members’ noted that the projects identified were the ones that were in addition to the normal ‘housekeeping’ projects. It was not been possible to put these projects into a ‘timetable’ but some were season related and where possible these had been marked.

Ref 1.3. Coach Tour. Due to the May elections it was suggested that this would be organised for late in the year or very early 2009 so that any new members could attend. Members identified that September would be a good month and that they would prefer that it did not wait until 2009.

Ref. 1.4. Walderslade Woods. This grant will be released as required/requested.

Ref. 1.5 and 1.6. These grants will be paid in April 2008.

Ref 1.7 Youth worker – waiting for information on need

16. For Information.

(a) Noted notification from KCC of the withdrawal of submitted Development Plan – Minerals Core Strategy, Primary Minerals Development Control Policies and Construction Aggregates. Inspector considered the documents unsound.

(b) Noted Grovewood Drive North and Grovewood Drive South renaming will be legal WEF 03.03.08.

(c) Noted Enforcement Training was attended by Mr Ivor Davies, Mrs W Hinder, Mr Martin Pepper and Mr Bill Stead.

(d) Noted notification has been received that 4 automatic traffic count sites will be set up in the next 4/6 weeks in the parish. The locations are Forstal Road, Bearsted Road (close to Nottcutts entrance), New Cut Road (north of Grovewood Drive South) and Boxley Road (close to Grange Lane junction).

17. New Items.

(a) Bearsted Station Car Park Extension. Noted Bearsted Parish Council had contacted the parish council to ask if it would support a proposal to Network Rail and Southeastern Trains to have the disused coal yard adjacent to the station made into a car park for commuters. Members’ agreed to do so but asked that Bearsted Parish Council, if successful, arrange for an adequate supply of secure cycling provision as this was needed for the area.

(b) Consultation on Validation Advice and Checklists. Welcomed and supported MBC checklists and information to ensure that applicants provide all the relevant information at the initial submission.

Next full meeting is on Monday 14^th April 2008 at Beechen Hall, Wildfell Close, Walderslade, Chatham commencing at 7.30 p.m.

Meeting closed at 9:53 p.m.

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Minutes of the Finance Committee Meeting held at Beechen Hall, Wildfell Close, Walderslade on the 11the March 2008 commencing at 7.30 pm.

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

None declared.

Mrs. W Hinder (no valid reason given).

Noted that the minutes of the Finance Committee were signed at the parish council meeting.

4. Matters Arising.

(a) Minute 1745/4a Security number. This will be progressed.

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

Payments of accounts were authorized.

6. Outstanding Time off in Lieu.

Noted. Up to date details have been supplied to Committee members.

(a) COOP Investment Bond. Nothing to report.

(b) Income/Expenditure report. Having considered the information supplied on the Scribe report members Mr. Pepper proposed, Mr. Ivor Davies seconded that the Scribe report is now acceptable to be sent out in place of the manual report done previously. All members agreed. The report is to be sent to all members together with the agenda so that any queries they may have can be phoned into the office prior to the meeting.

8. Annual Review of Policies and Procedures.

Insurance. Once the quotation is received from Came & Company Members would like this to be referred to our present insurers Cornhill/AON to see if they can give us a better quote before any final decision is reached.

None.

10. Audits.

(a) Mr. Pepper is still awaiting further information from Mr. Gardiner before he is able to report back from the Internal Audit.

(b) To receive a report back on the Parish Councillor Audit. All members received a copy of the report of the Parish Councillor Audit which was completed by Mr. Ivor Davies. The Assistant Clerk confirmed that one of the items being the computer backup is now being removed from the office everyday as recommended. Mr. Pepper gave thanks to Mr. Davies for an excellent report.

(c) Review of Internal Auditor. Members have agreed that a review of the service provider can commence.

11. Review of the Parish Council’s Carbon Footprint.

Members have agreed that the Carbon Footprint remain with the Estates Committee in the interim and await a report from Mr. Jeffery’s who has volunteered to take this on.

The following were all noted

Finance Committee - Summary of new projects identified in the 2008/9 Budget.

The projects identified are the ones that are in addition to the normal ‘housekeeping’ projects. It has not been possible to put these projects into a ‘timetable’ but some are season related and where possible these have been marked.

Ref. 4.12 Books and publications includes a sum for PROW maps and leaflets. This to be placed on May agenda with a view to starting work June/July.

Ref 4.15 Vinters Valley Park Contingency sum. This will be dealt with at parish council.

Ref. 4.22 Increase in staff hours for as and when required clerical support. Commences April reviewed November as to its use/effectiveness.

Ref. 4.26 Section 137. Payment of £400 to Kent Air Ambulance. Payment will be made May/June.

Ref. 4.29/30 Subsistence allowances and Parish Councillor allowances. These require work and this will start March 2007.

Ref. 4.37. Sound system. It is suggested that this is on the agenda for May meeting.

Ref. 4.33 Weavering Sports Wall and any meeting point discussion will be dealt with at parish council meetings.

Having considered the implications of the report and after discussion the following recommendations, in line with those of the panel, are to be put to the Parish Council. It was noted that no increase had taken place since 2002.

Review the amount paid as a Parish Basic Allowance. Mr. Stead proposed from the Chair that the present amount of £414 per annum be increased by 15%. 4 members agreed 2 abstentions.

Review the amount paid to the Chairman. Mr. Vic Davies proposed and Mr. Ivor Davies seconded that the present amount of £500 be increased by 15% plus the Chairman is to have the option of also claiming the Parish Councillors Allowance. 5 Members agreed. 1 abstention.

Review the subsistence allowances. All members agreed that we should adopt the Remuneration Panels figures as written in the report.

Tuesday 20^th May 2008 at Beechen Hall, Wildfell Close, Walderslade commencing at 7.30 p.m.