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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 18th may 2010 Members are reminded that they can view, prior to the meeting, the planning applications (by appointment) at the parish officer and they will also be available to view on the MBC website. To Parish Councillors, members of the
public and press.
Members
are hereby summonsed and notice is given that the Meeting of the Parish Council is to be held at Weavering Village Hall, 1.
Apologies
(7.30) 2.
Declaration
of Interests or Lobbying.
(7.31) Members are required to declare any interests or lobbying
on items in this agenda. 3.
Minutes
of the Parish Council Meeting on To consider the minutes of the meeting and if in order to
sign as a true record (page 3 - 5). Cllr 4.
Report
from the PCSO and Police Issues.
(7.35) Crime statistics and report
attached (page 15). 5.
Leader
of the To hear from and discuss matters with Cllr Chris Garland. 6.
Matters
Arising From Minutes.
(8.15) 6.1
Minute 2074/4.3 Clerk is attempting to find out the date
of the Boxley fete. 6.2
Minute 2074/6.1 Kent
Police Force Communications Centre visit Wed 21st July 10.30 –
11.30. 6.3
Minute 2075/10 vacancy.
Interviews are arranged for To
adjourn to enable members of the public to address the meeting.
(8.17) 7.
Draft
Minutes of Meetings since Previous Parish Council Meetings.
(8.27) For
the parish council to receive the minutes members are allowed to ask questions
of the Committee Chairmen. 7.1 Environment meeting 7.2 Environment Committee 7.3 Estates Committee 8.
Finance.
`
(8.33) 8.1 To note receipts for the period 01.06.10
– 20.06.10 (page 12). 8.2 To note
payments made out of meeting 08.06.10
– 20.06.10 (page 13). 8.3
Account balances as at 28.06.10
(page 12). 8.4
To authorise payments of accounts (list supplied at meeting). Cllr Pat Sullivan and 9.
End
of Year Accounts.
(8.38) The End of Year Accounts have been returned by the Audit
Commission and passed with no qualifications (page 14). The relevant legal
notice will be displayed. 10.
Matters
for Decision.
(8.40) 10.1 To identify any motions for the
KALC Annual Meeting on 13th November. Deadline for motions is 16th
July. 10.2
MBC Planning training offered for Tuesday 20th July and 11.
Boxley
Warren Heritage Application.
(8.44)
To receive an update on the project see
attached report (pages 15 - 16) 12.
Sheltered
seating and gym public consultation.
(8.50) To obtain agreement for the public consultation see
report (page 16) 13.
Reports
from Borough and
To allow the councillors to report and discuss matters affecting the
parish. 14.
Policies
and Procedures Review
(9.01) To
consider the following policies and procedures scheduled for review. 14.1 Allowances see attached report (page 16) 14.2 Press Policy see
attached report (page 17) 15.
Reports
from councillors.
(9.10) The
representatives who attended any meeting as representatives of the parish
council are invited to give a brief summary. 15.1
Kent
Scout Centre Open Day see report (pages 17 - 18). 15.2
KALC
Maidstone Committee 15.3
16.
Queen
Elizabeth Diamond Jubilee Anniversary Project.
(9.16) To discuss/consider the orchard ideas see report
(page 18). Site visit 7.00 on 17.
Round
Wood Public Consultation.
(9.26) To receive the report/summary from the public
consultation see attached report (page 18). In
agreement with policy the committee meeting is due to stop at 18.
Budget
2010/11
(9.36) Members
are reminded that they should notify the office of any projects that they had
in mind for the next financial year. 19.
Matters
for Information.
(9.37) 19.1 Thank you from organiser Kent
Scout Centre to the councillors who attended the open day. 19.2
Thank you letter from Friends of Boxley Church for the donation towards
their insurance costs. The Flower Festival raised approx £900 and the plant
sale £236. 19.3
Southern Water - Water Resources Update Spring 2010.
19.4 Thank you letter from Centre for
independent living in 19.5
Kent Downs Bulletin (e-mail 15.6.10) 19.6 Mid Kent Steering Group meeting
Tues. 13th July 2010, 10.30 at Wormshill Village Hall. 20.
Next
Meeting.
(9.40)
Clerk
to the Council. For
information – items to be returned/placed to agenda on further developments.
Sept. Cobtree Park Grant minute 2074/4.4 (June). Item 4 Crime Statistics for Boxley Criminal
damage
No witnesses, or offender found. Theft of a motor vehicle Theft
from a motor vehicle.
charged.
Exposure. Theft PCSO report. Hopefully
as from Tuesday 29th June I will be independent. 20th
June I was present with the mobile Police station at Harbourland Farm for the
International Sheep Shearing Competition. Day was a great success and I got to
meet quite a few local people. I
am currently liaising with the Tactical I
am really looking forward to getting to grips with my patch.
Item
11 Boxley Warren. The
Council provisionally agreed to work in partnership with Mid Kent Downs
Country Partnership to submit an application for lottery funding.
MKDCP has now supplied a draft application for a grant of £55,370 and
this will go in the Parish Councils’ name.
If the grant is awarded the Council would be specifically committed,
with support from MKDCP, to the following.
Match
funding will need to be identified and found.
Item
12. Sheltered seating and gym public consultation. At
the budget setting stage it was agreed that decisions on sheltered seating
would actually be taken by the Parish Council having received a recommendation
from the Environment Committee. All
members received the Environment Committee agenda with the draft document and
the explanation of how the consultation would be managed.
Minute 2080/10.2 indicates the change the committee wished to see and
that the consultation should go ahead. No
comments were received from non committee members. The
consultation documents are to be delivered to approximately 38 properties and
councillors are asked to volunteer to undertake the delivery in July.
Item
14.1 Allowances. The
Parish Council agreed to pay annual, travel and subsistence allowances for any
eligible councillor who wished to claim them.
These are reviewed annually and are guided by the MBC’s system. MBC
has proposed amendments to the way it pays subsistence allowances by
lengthening the 4 hour rule to 5 hours. There
has been no change in the actual subsistence allowance. This review would allow members to
‘recommend’ a change to the allowance but as no resolution has been placed
on this agenda a resolution will have to be included on the next agenda. In
view of the current austerity measures and the public scrutiny of allowances and
expenses to MPs etc. Does the
Parish Council wish to alter the current arrangements in any way? For example
a payment for every meeting (Parish Council and committee) that a councillor
is agenda summonsed for. The current Parish Council policy
reads. “Boxley Parish Council,
at its meeting on ·
Parish Council Allowance - £476
per annum. To be paid in equal
monthly sums, via the PAYE system. ·
Chairman Allowance in addition
to the Parish Council Allowance - £575 per annum. To be paid in equal
monthly sums, via the PAYE system. ·
Travel
and Subsistence Allowance
Travel Cars and vans 40p per mile
Motorcycles 24p per mile
Bicycles 20p per mile
Breakfast £5.37
Lunch £7.70
Tea £3.04
Dinner £9.53 Travel
and subsistence allowances “Payment
of any costs (fuel/taxi – inc. a reasonable gratuity paid) will only be paid
to previously authorised Councillors i.e. the appointed members of external
bodies or who have accepted an invitation to attend a meeting at the express
permission of the full Parish Council. Taxi
costs will only be paid to those that wish to claim it and are on an
authorised journey conducting Parish Council business (but not Boxley Parish
Council meetings or any of its committees) if the journey in any part is
between the hours of 1800 – 0800 hours.
A receipt which can include a reasonable tip must be submitted. Reasonable
subsistence payments for refreshments will only be paid when the Councillor is
away from home for more than 4 hours.”
Item
14.2 Press Policy. Press policy The
council strives to be open and accessible to the media at all times. It
uses external communication with the media for a number of purposes:
The Clerk will normally be the contact for press enquiries
on appropriate issues, but will refer to the Chairman of the Council or
appropriate committee for specific quotes as and when required. The
Clerk/Chairman will be responsible for issuing all press releases and for
dealing with enquiries from the press in an efficient and timely manner. Press
releases will normally be approved by the Chairman of the Council or Committee
chairman when there are direct quotes used. The Council’s publicity is intended to be objective and
balanced, and will be designed not to affect public support for any particular
political party. When dealing with the press, councillors should be
confident about the issue raised and the Council’s policy or response to
particular activity, service or issue. It is important that quotes that
are made on behalf of the Council are factual and standards and ethics are
maintained. The Clerk will update notice boards and maintain the
Council’s website liaising with the Chairman as appropriate to provide a
useful means of informing residents of the Council’s services and its
activities. The Clerk/Chairman will edit the page in the Downs Mail. Controversy on some issues is inevitable – indeed it is
a healthy part of the democratic process. In these circumstances the
Council’s policies may need defending in a manner which may be robust but
which must still be reasonable. Item 15.1.
Report on Visit to Wendy, Maureen and I attended the invitation-only Open
Day at the new Scouts' centre at Lower Grange Farm, Sandling. We were
most impressed. Work is very much still in progress but it is easy to
see that excellent use will be made of the existing buildings and
that the grass-roofed additions will blend in well. The Scouts take great
pride in the development being eco-friendly, multi-functional and fully DDA
accessible. It is envisaged that the facilities (dormitories,
recreational facilities, etc) will be open, and attractive, to schools
and other youth organisations, both within the county and further afield.
Located so close to M20 J6 it is ideally situated as a stop-over point for
groups of young people travelling to, and more particularly from, the
Continent. The close proximity of the North Downs AONB gives potential
for Duke of Edinburgh's Award training in additional to traditional Scouting
activities (of which we saw numerous demonstrations on the 4(?) acres of land
abutting the farm buildings). Kent Scout HQ, currently in It will take some years for development to be completed
- if ever. Great importance is attached to the fact that this is a
dynamic process driven by the Scouts themselves. they decide what is
wanted and the Leaders just put their requirements into practice as time and
money allows. But it is generally agreed that an improvement to the
car-parking facilities should be high on the agenda (there is no nearby public
transport). But not everything is youth-driven. The great
barn is now licensed as a wedding venue after one of the Leaders decided at
first sight that that is where she wanted to get married (can't think why - to
me it looks just like an old barn). She then went ahead and
obtained the licence. If done up, it could be a profitable, albeit
unusual, scouting activity in the future - although one does wonder what
Baden-Powell would have had to say. "It's a long way from Gillwell,
happy land" as we used to sing in the Scouts. Councillor Ivor Davies. Item
16 QE anniversary. Orchard.
MBC would be prepared to lease the land to the Parish Council for the
Orchard. In the past this has been
for a nominal fee (generally about £1) and the Council would take over all
management and costs for the period. Leases
can range from 25 to hundreds of years and this would be negotiated. As it is
currently an open space the lease would require that it is kept as such and
access was not restricted. MBC could sell the land to the Council and this would have to be subject to negotiation. The initial stance of MBC is that they would have to assess how valuable the land was. Legislation exists that would allow MBC to sell it to the Council for £1 as long as it was in the interest of the public. If members wish to pursue this avenue then they should identify a Councillor who could work with the Clerk to start the negotiations. The Clerk would advise that the Council only purchases the land if it got it for a nominal sum and she considers (despite the current climate) that the Council has a strong argument to support this. Item
17 Round Wood Consultation. The report/summary is enclosed with the
agenda. Once received by members
it is planned, as per the Councils’ policy of openness and accountability,
to place it on the Council’s website and make it available via the parish
office. The report will be
submitted to Kent County Council for inclusion with its planning application. Clerks
note – if members have any query on the report it would be helpful if the
Clerk could be notified prior to the meeting.
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 Financial Scrutiny Meeting - 14th July 2010 - Draft Finance meeting - 13th July 2010 - Draft Parish Council meeting - 5th July 2010 - Draft Estates meeting - 15th June 2010 - Draft Environment meeting - 14th June 2010 - Draft Environment meeting - 7th June 2010 - Draft Parish Council meeting - 7th June 2010 - Approved Finance meeting 18th May 2010 - Approved Environment meeting - 17th May 2010 - Approved Environment meeting - 10th may 2010 - Approved Estates meeting - 20th April 2010 - Approved Environment meeting 19th April 2010 - Approved Parish Council meeting - 12th April 2010 - Approved Environment meeting - 8th March 2010 - Approved Parish Council meeting - 1st march 2010 - Approved Estates meeting - 2nd February 2010 - Approved Minutes of the Financial Scrutiny Committee Meeting
held at Beechen Hall, Wildfell Close, Walderslade on Draft Councillors
present – Mr. I Davies (Chairman), Mr. K Perry, Mr. A Springate and Mr. P
Sullivan together with the Clerk. 1.
Elect a
Chairman. Cllr
Springate opened the meeting and asked for nominations for Chairman. Cllr Ivor Davies was proposed
by Cllr Perry and seconded by Cllr
Sullivan, this was agreed. It
was agreed
that the
Clerk/RFO would sit in on the meeting and take minutes and be available to
answer questions. 2. Apologies and non attendance. All
members present. 3. Declaration of Interest or Lobbying. None
declared. 4.
Minutes of the meeting of Audit
Sub Committee The
minutes were signed as a true and
accurate record 5.
Matters
Arising. There were none. Not
adjourned as no members of the public were present.
6.
Terms of Reference. The revamped draft Terms of
Reference were received, and after
some minor adjustments, agreed as
follows:-. Terms
of Reference – Financial Scrutiny Committee. Role The
purpose of the Financial Scrutiny Committee is to provide independent scrutiny of
the Council’s financial controls and recommend improvements where identified. The
Financial Scrutiny Committee will report to
the Parish Council; but may make recommendations to the relevant Committee where
appropriate. The
Council and its committees will retain responsibility for setting policies and
procedures to ensure effective management of their budgets but these will be
open to scrutiny by the Financial Scrutiny Committee. The
Financial Scrutiny Committee shall: 1.
Monitor
the internal checks undertaken by Councillors (Parish Councillor Audit) for
issues that require further scrutiny. RFO
note - all members receive a copy of this form which is submitted to the Finance
Committee. 2.
Monitor
the Audit undertaken by the Internal Auditor for issues that require further
scrutiny. RFO note - all members receive a
copy of this report which is submitted to the Finance Committee. 3.
Undertake
and produce an annual review of the effectiveness of the system of internal
control. 4.
Monitor
the submission of the End of Year Accounts to District Audit (External Audit). 5.
Monitor
the Council’s financial systems to ensure good and effective management of
programmes and programme delivery. 6.
Monitor
any changes to Audit and other financial regulations to ensure that the Council
identifies and sets up relevant principles and procedures to comply. 7.
Make
recommendations to the Council and Committees for consideration on any
amendments that it feels should be made to policies and procedures. 8.
Develop
and, where necessary, recommend to the Parish Council policies and procedures
for the financial management of the Council. Advise the Parish Council and
committees as necessary. Membership Four
members shall be appointed at the annual meeting of the Parish Council.
Membership may, but shall not automatically,
include the Chair or Vice-Chair of the Council. To ensure continuity and draw in
fresh blood, one member of the Committee, normally the longest-serving, shall
stand down in May each year for a successor to be appointed. The
Parish Clerk is not a member of the Committee but shall be present, or nearby,
to advise and assist the Committee when asked to do so.
The Committee shall recognise the particular status and knowledge of the
Clerk as Responsible Financial Officer (RFO) to the Council.
If the Clerk cannot attend, the Assistant Clerk shall be present. Meetings
and agenda items. Meetings
of the Committee shall be convened as and when necessary as deemed by the
Chairman. At least one week’s
notice shall be given except in an emergency and an agenda circulated.
Meetings shall be open to members of the public except where matters of a
confidential nature need to be discussed. Issues
for consideration may be received via various avenues. For example: identified
by the RFO or committee members; referrals from the Council and committees;
reports and guidance from the Internal or External audits. The
Parish Council has the right to reserve for itself issues that will be dealt
with at a full meeting of the Parish Council. 7.
Annual Review of the system of
internal audit and control. Members noted
that the Council is required to
undertake an annual review and to submit a statement to accompany the end of
year accounts. In preparation for that due in 2011, members considered 7.1 Scope of Internal Audit. 7.1.1
Parish Councillor Audit checklist. Members’
received and discussed the draft revised checklist, reflecting minor changes
in procedures, and identified other improvements. It was agreed:- ·
Not
to proceed with the suggestion to
require only 1 check per year on certain items.
Members’ felt that all checks were useful for training and was an
administrative test. ·
To
add a check of the hall hire numbered-ticket security system to the random
checks undertaken by Councillors. ·
To
add possible areas for additional tests to guide and encourage Councillors to
undertake more spot checks. ·
To
recommend that the changing of computer passwords at least every three months be
required as a Financial Regulation and that this be added to the list of random
checks. The Clerk confirmed
that the computer passwords would be changed when the current Assistant Clerk
left employment and that an audit of cheque books, etc would be undertaken. ·
That
the Parish Councillor Audit checklist should be reviewed, at a minimum,
annually. ·
To
receive a copy of the Financial Risk
Assessment and noted that this had
been considered at the Finance Committee meeting on ·
That
the Clerk be asked to produce and circulate a timeline for preparation and
submission of the End of Year Accounts for members to monitor progress. 7.1.2
Minimum
standards check. Noted that this was
not a specific requirement of the new insurer but was a useful checklist. After
discussion the Chairman proposed that “the
3 month minimum standards check continue” and this was agreed. 7.2 7.3 Competence. It was agreed
that the requirements were still satisfied but that a statement identifying that
the Council had Quality status should be added. 7.4 Relationships. It was
felt that the requirements were still satisfied. The Clerk was asked to
produce a preliminary draft review and statement for the year ending 8.
Independent Internal Auditor. Noted
Kevin
Funnell’s appointment as IIA was due for review in 2011.
As members considered that his work had been excellent, the Chairman
proposed that “a recommendation be made to the Finance Committee that he be
approached to tender for a further 3 years”. This was agreed. 9.
Matters for Information. None
were submitted. 10.
Date of Next Meeting. To be
arranged as required. Meeting
closed at Minutes of the Finance
Committee Meeting held at Beechen Hall, Wildfell Councillors present – Mr. M Pepper (Chairman), Mr. I Davies, Mr. V Davies and Mr. G Smith together with the Assistant Clerk. 1. Apologies and non attendance.
2. Declaration of Interest or Lobbying. Mr. I Davies and Mr. M Pepper both on item 11.2.
3.
Minutes of the meeting of The minutes were signed as a true and accurate record 4. Matters Arising. 4.1 Minute 2073/8.2 in house training on budgets/finances. Action Cllr Pepper and the Clerk to put together an agenda. 4.2 Minute 2073/8.2 Code of Conduct Training Clusters. Noted that the uptake from parishes was poor and it is likely that it will not progress. The Parish Office is to compile a list of Councillors who have been trained on the Code of Conduct. Not adjourned as no members of the public were present. 5. Financial report. 5.1 Income/Expenditure report
of 5.2 Reconciliation
of accounts report of 6. Outstanding Time off in Lieu. It was explained to members that 5 hours had been gained due to a public consultation and short listing for new staff member. 7. Policy and procedures reviews. 7.1 Disciplinary Procedure and Grievance Procedure. Noted
a major review was undertaken in July 2009 due to changes in the 7.2 Risk Assessment. Noted that the document has been updated to incorporate changes to the Financial Regulations. As the Financial Scrutiny Committee is due to undertake its annual review of the system of internal audit and statement of internal control on 14th July and any recommendations may require an update to the document. Members have requested the wording on 3.2 to be amended and that the second and third columns are switched around so that the headings read ‘Ref, Risk, Risk level, Control, safeguards and recommendations’ Estates Committee is to consider how we manage Assets that may be covered by warranties/guarantees. Action Estates Committee 7.3 Health and Safety Policy. Noted there has been no change to the legislation surrounding H&S and the current document is still considered fit for purpose and so a review is not required. However the appointment of an Assistant Clerk will require H&S training and this opportunity will be used to closely review the document to see if there are any weaknesses. 8. Resignation of Assistant Clerk. Cllr Pepper updated members on the replacement Assistant Clerk Mrs. Melanie Fooks. The Finance Committee expressed their appreciation and thanks to the outgoing Assistant Clerk at this her last Finance meeting. 9. Investment Bonds. 9.1. Twelve month bonds. It was agreed that after investigation (starting with what is going to be offered from Barclay and A&L current holders of the maturing funds) and working to the Annual Investment Strategy suitable bonds will be suggested to the Council. In view of the current market it was agreed there is a need for some flexibility and the decision on the investment of the August money might be made at a convenient committee meeting, an additional meeting arranged or made out of meeting and then ratified. All councillors will receive the relevant information and it is suggested that the existing 4 account signatories Cllrs. Brooks, Vic Davies, Pepper and Wendy Hinder) remain. However if any signatory is not available when required for form completion due to holidays they will be replaced. 9.2 Three month bond. Members were informed of rates being offered by numerous banks. After consideration it was proposed from the Chair that we reinvest with the Co-op for the next three months. 10. Budget 2011/12. Members are reminded that they should notify the office of any projects that they have in mind for the next financial year. 11. Grant Request. To consider grant requests Section 137 budget is £1,000 and once the budget is exhausted the Council will only consider emergency requests for assistance and generally only from organisations with which it has close links. . 11.1 Heart of Kent Hospice, after consideration it was proposed from the Chair that a grant of £200 be given under section 137. Agreed. 11.2 Girl Guides. After consideration it was proposed from the Chair that a grant of £200 be given under section 137. Members have requested that the Girl Guides advise the Parish Council on which part of the project the grant has helped to deliver. Agreed. 11.3 Boxley Village Society After consideration it was proposed from the Chair that a £100 grant towards the cost of cutting the grass verge be given. Members have however requested that the person who cuts the grass is to look at biodiversity and manage the area sensitively. Agreed. 11.4
Boxley Item to go the Parish Council. To approve an increase in the section 137 budget of £500. 12. Date of Next Meeting. Meeting
closed at Minutes
of the meeting of Boxley Parish Council held at Weavering Village Hall,
Weavering Street
on Draft Councillors
present – Mr M Pepper (Chairman), Mrs P Brooks, Mr
I Davies, Mr
T Harwood, Mr R Hinder, Mrs W Hinder, Mr K Perry Mr G Smith, Mr A Springate, Mr
W Stead, Mr P Sullivan and Mrs M Waller together with the Clerk, Mr D Butler
Borough Councillor, PCSO A Hawthorn, 2 members of the press and 3 members of the
public. The
Chairman opened the meeting by notifying members that 2 residents had been
invited to the 1.
Apologies. 2.
Declaration
of Interests or Lobbying.
Cllr
Harwood and Cllr Bob Hinder gave notice that as members of the MBC Planning
Committee they were unable to enter into any discussion on item 17 Round Wood.
3.
Minutes
of the Parish Council Meeting on The
minutes of the meeting were agreed and signed as a true record. 4.
Report
from the PCSO and Police Issues.
The Crime statistics and PCSO Hawthornes’ report
were received. Cllr Harwood asked for an update on the speeding cars initiative.
It was noted that there would be a delay in supplying the update as PC
Loader was currently on paternity leave. Members
asked that their best wishes be passed to PC Loader and his wife.
The PCSO was asked to keep an eye on youths gathering at a path near
Orbit Close. Whilst they were
currently causing no problems there was concern that if more youths joined the
group that a nuisance would start. 5.
Leader
of the Cllr
Garland was welcomed to the meeting and invited to address members.
Issues covered were; ·
Budget cuts were probably going to be in the region of
10%. 2010 - £2.7 million, 2011 - £1.8 million and 2010 £2.7 million. ·
Concurrent Functions grant will be affected and
consultation will take place with parishes. ·
The Growth Point Status requirement to build 11,080
housing targets had been suspended. The Core Strategy would be going ahead with
the consultation. ·
Despite the financial situation the High Street
refurbishment was still going ahead. Cllr Brooks asked about the Empty
Dwellings Order. Cllr Garland will
forward a full response but to take on a house and return it to use was a very
costly process and MBC was attempting to negotiate with owners rather than incur
the costs. Cllr Pepper KIG statement.
Cllr Garland notified the meeting that his report in the Downs Mail was
taken out of context and had been made in reference to the Core Strategy.
MBC would not support development of the size of KIG. Cllr Stead was concerned that the
AONB was being ignored and that development such as the MBC had no aspirations to become a
Unity Authority. It was in a partnership with Tunbridge Wells, Ashford and Swale
to share some functions to increase efficiency etc. Cllr Pepper notified Cllr Garland
that the ME5 postcodes in Boxley Parish only received the Downs Mail and the MBC
quarterly report because the Parish Council purchased additional copies and
arranged delivery. Other parishes on
the boundary probably had the same problem. Cllr Garland would look into this. Closing the debate Cllr
Pepper thanked the MBC leader for giving the time to come and meet the Parish
Council. 6.
Matters
Arising From Minutes.
6.1
Minute 2074/4.3 Noted
Clerk had failed in her attempt to find out the date of the Boxley fete. 6.2
Minute 2074/6.1 Noted
Kent Police Force Communications
Centre visit Wed 21st July 10.30 – 11.30. 6.3
Minute 2075/10 vacancy. Noted interviews were arranged for The
meeting was adjourned at 7.
Draft
Minutes of Meetings since Previous Parish Council Meetings.
The
Parish Council received the minutes
for 7.1 Environment meeting 7.2 Environment
Committee 7.3 Estates Committee Item
2082/8a Cllr Ivor Davies felt that the principle was agreed but that the exact
wording had not been agreed. 8.
Finance.
` 8.1 Noted
receipts for the period 01.06.10 –
20.06.10. 8.2 Noted
payments made out of meeting 08.06.10
– 20.06.10. 8.3
Noted account balances as at 28.06.10. 8.4
No payments of accounts were submitted. 9.
End
of Year Accounts.
Noted
the End of Year Accounts had been returned by the Audit Commission and
passed with no qualifications. The relevant legal notice was being displayed.
Cllr Pepper thanked the Clerk, Assistant Clerk and the Finance Committee
for the work in achieving this. 10.
Matters
for Decision.
10.1 No
additional motions for the KALC Annual Meeting on 13th November were
suggested. 10.2
MBC Planning training offered for Tuesday 20th July and 10.3
Pedestrian refuges 10.4
Bus stop (up hill) Sandling/Cobtree Golf Course.
Noted for health and safety
reasons Arriva had stopped serving this bus stop and residents now have to walk
from the Ringlestone bus stop or from ASDA Chatham.
Agreed Cllr Pepper or Cllr Macklin would attend the Maidstone Joint
Transportation Board meeting 11.
Boxley
Warren Heritage Application.
Received
an update on the project and the request for the Parish Council to support
the application with a £1,000 match funding grant.
It was recognised that as this was an internationally significant site
and the application would complete the project that has been supported by the
Parish Council. Cllr Springate
proposed with Cllr Stead seconding that “the
Finance committee identify £1,000 funding for the Boxley Warren match funding
grant”. This was unanimously
agreed. 12.
Sheltered
seating and gym public consultation.
Members agreed that the public consultation would go ahead and Cllr Perry
and Cllr Sullivan offered to deliver the consultation document. Action Cllr Perry and Cllr Sullivan. 13.
Reports
from Borough and Cllr
Wendy Hinder’s report covering a recent KALC Area Committee meeting, Cllr
Butlers’ report on Neighbourhood Forums, recent Cobtree Awards and the Scouts
open day at Sandling was received. 14.
Policies
and Procedures Review
To
consider the following policies and procedures scheduled for review. 14.1
Allowances. Cllr Stead notified members that as part of the Maidstone Standards
Committee he had been involved in the 4 to 5 hours change mentioned in the
report. Cllr Springate proposed that the allowance be scrapped but this did not
receive a seconder. During lengthy
discussion it was noted/suggested; ·
Members
who received allowances should consider whether they should continue to claim or
whether they only needed part of the allowance. ·
The
allowance was paid in recognition of the time and effort that a councillor was
expected to put into the role and covered the expenses of doing this. ·
One
of the initial reasons for awarding allowances was to attract more people to
stand for the position of Parish Councillors.
It would allow/encourage people who might
not be able to afford to stand without their expenses being met. ·
Boxley
Parish is a large parish and meetings are held at 5 different venues and the
allowance covered the costs of travel to the meetings. ·
A
suggestion to pay per meeting attended was not considered as it might encourage
a person to stand for committees that they really had no interest in. ·
Not
all current members choose to claim the allowance. It
was agreed, Cllr Ivor Davies
proposing, that “reasonable subsistence
payments for refreshments will only be paid when the councillor is away from
home for more than 5 hours”. 14.2
Press Policy was approved. The
council strives to be open and accessible to the media at all times. It
uses external communication with the media for a number of purposes: ·
To
broaden and strengthen local democracy through a well informed public ·
To
raise awareness of the Council’s policies, services and functions ·
To publicise
meetings and decisions of the Council, and other decision making committees ·
To
promote the Council’s role as a community leader ·
To
publicise the Council’s role in partnership initiative with other bodies ·
To
enable local people to have an effective, well informed dialogue with the
Council about services and policies and the needs of individuals and communities
·
In
an emergency, to highlight public safety messages and keep people informed. The Clerk will normally be the contact for press enquiries on appropriate issues, but will refer to the Chairman of the Council or appropriate committee for specific quotes as and when required. The Clerk/Chairman will be responsible for issuing all press releases and for dealing with enquiries from the press in an efficient and timely manner. Press releases will normally be approved by the Chairman of the Council or Committee chairman when there are direct quotes used. The
Council’s publicity is intended to be objective and balanced, and will be
designed not to affect public support for any particular political party. When
dealing with the press, councillors should be confident about the issue raised
and the Council’s policy or response to particular activity, service or issue.
It is important that quotes
that are made on behalf of the Council are factual and standards and ethics are
maintained. The
Clerk will update notice boards and maintain the Council’s website liaising
with the Chairman as appropriate to provide a useful means of informing
residents of the Council’s services and its activities. The Clerk/Chairman
will edit the page in the Downs Mail. Controversy
on some issues is inevitable – indeed it is a healthy part of the democratic
process. In these circumstances the Council’s policies may need defending in a
manner which may be robust but which must still be reasonable. 15.
Reports
from councillors.
15.1
Kent
Scout Centre Open Day Cllr Ivor Davies’ report was received. 15.2
KALC
Maidstone Committee 15.3
16.
Queen
Elizabeth Diamond Jubilee Anniversary Project.
A site visit had taken place before
the meeting and members agreed that
this project should go ahead but that the first phase should be a straight
forward orchard with other additional features discussed after the opening.
Discussion on leasing the land or purchasing the land took place.
Agreed Cllr Stead proposed
seconded by Cllr Bob Hinder that “in
view of the time constraints that discussion on leasing or purchasing should be
twin tracked”. A working group of Cllr Harwood, Cllr Sullivan and Cllr
Stead was agreed. The group was to
report back to the Parish Council. Cllr
Harwood and Cllr Bob Hinder left the meeting for the duration of item 17. 17.
Round
Wood Public Consultation.
Members received
the draft report/summary of the consultation.
Cllr Pepper asked if any member wished to challenge the data in the
report, there was no challenge. He stressed his appreciation to the public for
responding to the consultation, the Councillors who had delivered the
questionnaire and the Clerk for her hard work. Cllr Ivor Davies asked that prior
to publication the number of responses received be included and an executive
summary be added. It was agreed that the Environment Committee would consider any additions. The Clerk was asked to remind KCC
that the financial numbers and the planning time line had still not been
supplied. In
agreement with policy the. Chairman used his discretionary powers to extend the
meeting by half an hour to 18.
Budget
2010/11
Members
were reminded that they should notify the office of any projects that they had
in mind for the next financial year. 19.
Matters
for Information.
19.1 Thank you
from organiser Kent Scout Centre to the councillors who attended the open day. 19.2
Thank you letter from Friends of Boxley Church for the donation towards
their insurance costs. The Flower Festival raised approx £900 and the plant
sale £236. 19.3
Southern Water - Water Resources Update Spring 2010.
19.4 Thank you
letter from Centre for independent living in 19.5
Kent Downs Bulletin (e-mail 15.6.10) 19.6 Mid Kent
Steering Group meeting Tues. 13th July 2010, 10.30 at Wormshill
Village Hall. 19.7 ACRK. Council
meeting Tues 27th July 2010 in evening (time details awaited) at
Lenham Community Centre. Action Cllr
Pepper attending. 19.8 Kent Downs AONB bulletin July 2010 (e-mail 01.07.10). 20.
Next
Meeting.
Meeting
closed at Minutes
of the Estates Committee Meeting held at Beechen Hall, Wildfell Close, Walderslade
on Councillors
present – Mr V Davies (Chairman), Mr I Davies, Mr M Pepper, Mr G Smith, Mr W
Stead, & Mr P Sullivan together with the Assistant Clerk. 1.
Declaration
of Interest or Lobbying. None declared 2.
Apologies
and absence. Mrs
P Brooks (holiday) & Mrs M Waller ( 3.
Minutes
of Previous Meeting The
minutes of the meeting were signed as
a true and correct record. 4.
Matters
Arising From Previous Minutes. 4.1
Minute 2062/4.1 Boxley Green Interpretation Board. Noted
that the parish office was arranging installation. Members were shown the
Interpretation Board and were pleased with the finished article. 4.2 Minute 2062/4.2 Car parking Boxley village
green. Noted a tentative meeting for early July had been arranged between
(action) Cllr Vic Davies, Cllr Pepper and Cllr Stead. 4.3 Minute
2062/7.2 Replacement swing doors. Noted Possible replacements have been
located (Magnet) but a visit to a store was required to check measurements and
specifications. 4.4 Minute
2063/8 Grove Green Community Hall. Noted County Councillor Paul Carter
was giving a £1,000 grant and GGCH would make up the difference.
Awaiting commencement of work. 4.5 Minute
2063/9 Box Trees. The Clerks
suggestion that new Box trees are planted in the containers was agreed by
members. Cllr V Davies & Cllr P Sullivan will find out the best time for
lifting and replanting the existing Box trees and they will carry out the work. Action
Cllr V Davies & Cllr P Sullivan.
4.6 Minute
2063/11 Lych Gate and War Memorial. The Finance Committee had released further
funds and job specifications needed to be sent out to more firms in respect of
the War Memorial. The work on the Lych Gate had already been scheduled. Noted 4.7 Minute 2063/12 Boiler
replacement Noted work was scheduled for 18th, 20th
and 21st June 2010. There
were no members of the public present the meeting was therefore not adjourned. 5.
Policies and Procedures The
situation with regard to the weekend working of caretakers was explained to all
members. Cllr Pepper proposed the Council employ Mr Ainsworth to cover in
emergency at weekends. Seconded by Cllr. Smith agreed. 6.
Asst.
Clerk’s Report. 6.1
The following hire fees
were received for April/May Noted. (Brackets indicate income over same
period previous year).
Casual
£1,839.25
(£2,622.33)
Regular
£2,840.42
(£1,457.59)
Total
£4,679.67
(£4,079.92) Cumulative figures for
2010
2009 Casual
£1,839.25
(£2,622.33) Regular
£2,840.42
(£1,457.59) Total
£4,679.67
(£4,079.92) 6.2
Insurance. Members were notified that the insurance cover
for the hall had been changed from Allianz/AON to Suffolk ACRE/Zurich as there
was significant savings. Noted. 7.
Matters
for Information. 7.1
Grounds maintenance. Noted that cuts are regularly undertaken at Beechen Hall to an
excellent standard. Cllr Vic Davies
reported that the grass at Grove Green Community Hall has now been cut and Cllr
Smith reported that the maintenance at 7.2
Seat relocation. Funds
had been released by Finance Committee to allow the seat, adjacent to Tesco, to
be moved to Weavering Heath. Noted parish
office was arranging. 8.
2011/12
Budget. Village
Signs - (a) On all
village signs a plaque to be placed stating ‘In the parish of
Boxley’. (b)
Village sign at
Grove Green to be lowered. (c)
The Walderslade
sign to be considered for refurbishment/replacement. 9.
Date
of Next Meeting. Meeting
closed at Minutes of the Environment Committee Meeting
held at Councillors
present – Mrs W Hinder (Chairman), Mr Ivor Davies, Mr M Pepper, Mrs A Spain,
Mr K Perry, Mr A Springate and Mr W Stead together with the Clerk. 1.
Declaration
of Interest or Lobbying.
None
declared. 2. Apologies and absences 3.
Minutes
of the Meeting of 10th and 17th May 2010.
The minutes were signed as a true and correct record. 4.
Matters
Arising From Minutes.
4.1
Minute 2069/4.1
additional maintenance on roundabout and at 4.2
Minute 4.3
Minute 2070/8.3
Speedwatch event at 4.4
Minute 2070/8.3
Speeding information. Cllr Pepper
informed members that Inspector Sandwell was leaving that post but he would take
up issue with the new inspector when they meet. Action Cllr Pepper. 4.5
Minute As no members of
the public were present the meeting was not adjourned. 5
Planning
Applications and Appeals for Consideration. (a)
MA/10/0825 Erection of a single storey rear extension at Do
not wish to object. (b) MA/10/0830 Erection of a first floor side extension at 7 Wytherling Close, Weavering Do
not wish to object. (c)
MA/10/0932 Demolition of redundant cattle shed and other structures and
conversion of disused traditional courtyard buildings to provide 5 dwellings
with access, parking and landscaping at Street Farm, The Street. Wish
to see refused for the following reasons. The
change
of use to residential properties will permanently remove the availability of
agricultural buildings in an area of prime agricultural land. The
application will result in an extension of residential properties into the AONB
and the Strategic Gap which contravenes It
is unsustainable
development due to the reliance on motor cars to access any facilities such as
shops, doctors, libraries etc. Access
to the site is at a pinch point in the traffic calming of the village and
additional traffic will cause problems. The secondary access to the site via (d)
MA/10/0951 Partial demolition of no. 21 Franklin Drive and erection of 9
dwellings with associated access, parking and landscaping at 21 Franklin Drive,
Weavering.
Wished to see refused. The Parish Council is
against development in gardens and it was felt that this development would be
contrary to the reissued
It is felt that such development in a large
established garden, in a large urban area with small gardens, would adversely
impact on habitat and bio diversity.
There would be an adverse effect on the
already congested
The access to the site is of concern in that
it will use an existing turning point potentially creating a problem for drivers
in the cul de sac.
(1 abstention). (e)
TA/0061/10 Consent to crown lift one Oak tree to level of first fork of
main trunk and crown thin by 30% at 10 Roundwood Close, Walderslade.
Do not wish to object subject to views of Borough Landscape Officer. (f)
TA/0062/10 Consent to crown reduce three Ash trees by 15 ft at 2
Goldstone Walk, Walderslade.
Do not wish to object subject to views of Borough Landscape Officer. (g)
TA/0064/10 Consent to reduce one Ash tree by 30% at 6
Planning
applications taken to Planning Committee.
6.1
Planning rota 7.
Planning
Applications and appeals decisions.
MA /09/0927
GRANTED
MA/09/2232
GRANTED
MA/10/0062
GRANTED
MA/10/0086
GRANTED
MA/10/0138
GRANTED
MA/10/0142
REFUSED
MA/10/0163
GRANTED
MA/10/0250
GRANTED
MA/10/0302
GRANTED
MA/10/0338
GRANTED
MA/10/0389
GRANTED
MA/10/0439
GRANTED
MA/10/0464
GRANTED
MA/10/0475
GRANTED MA/10/0557
WITHDRAWN
MA/10/0566
GRANTED MA/10/0575
REFUSED
MA/10/0590
GRANTED TA/0009/10
REFUSED*
TA/0018/10
NO OBJECTION TA/0185/09 GRANTED Bredhurst
Nursery - appeal against a refusal to grant planning permission to extend the
hours that the pitches could be used and that only Bredhurst Juniors football
club could use them. The Planning Inspector changed one of the conditions to
read “The use hereby permitted shall only be carried on by Bredhurst Juniors
Football Club or other football club based in the parish of Bredhurst whose
members are under 18 years of age”. The
appeal against the hours of use was dismissed due to the impact on and loss of
residential amenity to the neighbours. Noted
Clerk was requesting clarification from the Planning Inspector on part of
the ruling. 8.
Highways
and Byways.
8.1
Agreed
Cllr Pepper to write a letter to the owner
pointing out the community benefit. Action Cllr Pepper. 8.2
8.3
Boxley Road Cllr Spain considered that another 30 mph reminder roundel was
needed in the 30mph zone.
9.
Policy
and procedures review.
Planning
laminates agreed still fit for purpose. 10.
Budget
2010/11 Environment Projects.
10.1
Plant a tree
project, Deferred to next meeting Cllr Pepper to escalate with
Cllr Smith and Cllr Vic Davies
to progress the project.
Action Cllr Pepper. 10.2
Sheltered
seating and outdoor gym at Grove Green. Members agreed the consultation
proposals put forward by the Clerk but asked that the map on the consultation
highlighted the existing play area.
12.
Budget
2011/12
Members
were reminded that they should notify the office of any projects that they had
in mind for the next financial year. 13.
Walderslade
Woods and Volunteer Group.
Received an update on the last task day.
14.
Matters
for information.
14.1
Hospital at Grove
Green. Noted the KM recently carried
an article that stated that the work would start at the end of summer.
It was to be named Kent Institute of Medicine and Surgery. 13.2
Planning Training, Noted
this was organised for Tues 20th July at Town Hall 13.3
Removal of garden land from definition of previously developed land and
removal of indicative minimum density. Noted. 13.4
Report from Cllr Brooks on the Protect Kent meeting. Noted 15.
Next
Meeting.
As
no members of the public or press were present there was no resolution to
exclude the public but in view of the confidential nature (personal details and
data) on the Enforcement item the information was reported under confidential
cover. 15.
Enforcement
and Section 106 updates from MBC.
Members
received an update on outstanding enforcement issues. Meeting closed at Minutes of the
Environment Committee Meeting held at Beechen Hall, Wildfell Close, Walderslade
on Councillors
present – Mrs W Hinder (Chairman), Mr. Ivor Davies,
Mrs P Brooks,
Mr
M Pepper, Mr A Springate, Mr. W Stead and
Mrs M Waller together with the Clerk. 1.
Declaration of Interest or Lobbying
None declared 2.
Apologies and
absences. As no members of
the public were present the meeting was not adjourned. 3.
Planning Applications for Consideration
MA/10/0780 and 0781 Planning and listed building consent for replacement
of rotten Victorian softwood studs and sole plate with oak to ground floor
partition and partially glazed ground floor partition at Tyland Farmhouse,
Do not wish to object members were
happy to leave the decision to the Conservation Office.
4.
Planning Applications and appeals decisions
None
received. 5.
Next full meeting is
on Meeting
closed at
Minutes
of the meeting of Boxley Parish Council held at on
Approved Councillors
present – Mr M Pepper (Chairman), Mrs P Brooks, Mr
I Davies (arrived during item 3.1), Mr V Davies, Mr T Harwood, Mr R Hinder, Mrs W
Hinder, Mrs K Macklin, Mr G Smith, Mr A Springate, Mr
W Stead, Mr
P Sullivan and Mrs M Waller together with the Clerk, PCSO A Hawthorn and the PCSO Supervisor N Morris and a member of the
press. 1.
Apologies. Mr P Carter County Councillor (KCC
business) and Mr D Butler (MBC meeting). 2.
Declaration
of Interests or Lobbying.
Cllr
Harwood and Cllr Bob Hinder notified members that as members of the MBC Planning
Committee they were unable to enter into any discussion on item 3.1 Round Wood. 3.
Minutes
of the Parish Council Meeting on 10th May 2010.
The
minutes of the meeting were agreed and signed as a true record. 4.
Matters
Arising From Minutes.
4.1
Minute 2065/10.1
Round Wood. Noted deadline for response to the consultation was 6th
June 2010 and a summary would be produced. Cllr Pepper asked that it be noted
that he thanked Cllr Ivor Davies and Mrs Lake for the delivery of the extra
forms. 2,332 questionnaires had been
delivered with 257 received by the deadline date, this equated to a 11%
response. 4.2
Minute 2066/17 Noted
Chris Garland Leader MBC would be attending the 5th July meeting.
Members were asked to notify the office of any issues they wished covered. 4.3
Minute 2066/16.2 Noted
Clerk was attempting to find out the date of the Boxley fete. 4.4
There
were no questions and so the meeting was not adjourned. 5.
Draft
Minutes of Meetings since Previous Parish Council Meetings.
The
Parish Council received the minutes
for 5.1 Environment meeting 5.2 Environment
Committee 17th May 2010. 5.3 Finance Committee 6.
Report
from the PCSO and Police Issues.
6.1 Crime statistics and PC
Loaders’ report were received. Members noted
that the Police was currently running an initiative to stop valuables
being left in cars. PC Loader had
undertaken car speed checks in the Walderslade and Lordswood areas and the off
road bike team had been booked for summer visits to the area. In Grove Green105
vehicles had been checked at 6.2 Kent Police Force
Communications Centre visit Wed 21st July 10.30 – 11.30. Noted 10 members had asked to visit. 7.
Finance.
7.1 Noted
receipts for the period 01.05.10 –
31.05.10. 7.2
Noted payments made out of
meeting 11.05.10 – 31.05.10. 7.3 Noted
account
balances as at 01.06.10. 7.4
Authorised payments of
accounts. 8.
End of Year Accounts.
Members received the
recommendation from the Finance Committee. Cllr Stead proposed Cllr Macklin
seconding that “the End of Year Accounts be adopted and signed off by the
Council”. This was unanimously agreed. 9.
Matters
for Decision.
9.1 To identify
any motions for the KALC Annual Meeting on 13th November. Noted members were to notify any motions to the office for inclusion
on the July agenda. Agreed
the following motion would be submitted “KALC should be required to give
feedback to parishes on the motions accepted by KALC and discussed by the
national council”. 9.2 The
Annual General Meeting of the Maidstone Area Committee of the Kent Association
of Local Councils will be held at 10.
Assistant
Clerk Vacancy.
Members received an update on the
situation and it was noted that short
listing would take place on 22nd June with interviews in early July.
Members unanimously agreed the
increase in hours and expenditure, Cllr Ivor Davies proposing Cllr Macklin
seconding. 11.
Reports
from Borough and Cllr
Butler had sent apologies and would be giving the Council a report on the
Scrutiny Committees at its July meeting. Cllr
Wendy Hinder notified members that a recent follow up visit to Tesco, Grove
Green had resulted in a good report about Tesco getting control over the litter.
It was likely that the issue would now be closed off. Cllr
Springate reported that Malcolm Greer had been made Deputy Leader and the
Chairman wished him every success. A
point of order was raised by Cllr Stead and Cllr Macklin about whether this was
a political statement from a non political council.
The Chairman clarified that it was not meant as political but was a
matter of courtesy. 12.
Policies
and Procedures Review
Considered
the following policies and procedures scheduled for review. 12.1
Councillor contact details were not submitted for review as it was felt
they were still fit for purpose. 12.2
Financial Regulations. Received the recommendation from the Finance Committee. Unanimously agreed Cllr Wendy
Hinder proposing seconded by Cllr Stead that “the
Financial Regulations be adopted by the Council”. 12.3 Investment policy. Received
the recommendation from the Finance Committee. Unanimously agreed
Cllr Vic Davies proposing seconded by Cllr Wendy Hinder that “the
Annual Investment Strategy be adopted by the Council”. 13.
Reports
from councillors.
The
representatives who attended any meeting as representatives of the parish
council are invited to give a brief summary. 13.1
Lordswood Junior School 13.2
13.3 PR Project Cllr Wendy Hinders’ project completion report was
received and
she was thanked for her work. 14.
Queen
Elizabeth Diamond Jubilee Anniversary Project.
As a response had not been received from MBC concerning
the conditions it would require for the project to go ahead this was deferred to
the next meeting. It was agreed
that there would be a 15.
Matters
for Information.
15.1
KALC Parish News issue 347. 15.2
CPRE Protect Kent 15.3
Open Space Society 15.4
Walderslade Woods Group. Members
were informed of the resignation of the Chairman Nigel Osborne who was moving to
the South West. 16.
Next
Meeting.
Meeting
closed at Minutes of the Finance Committee Meeting held at
Beechen Hall, Wildfell Close, Walderslade
on Draft Councillors present – Mr. M Pepper (Chairman), Mrs. P Brooks, Mr. V Davies (arrived with apologies at item 5.1), Mrs. W Hinder and Mr. G Smith together with the Clerk. 1. Apologies and non attendance. All
members present. 2. Declaration of Interest or Lobbying. None
declared. 3.
Minutes of the meeting of The minutes were signed as a true and accurate record 4. Matters Arising. There were none. Not adjourned as no members of the public were present. 5. Financial report. 5.1
The
Income/Expenditure
report of 5.2
Reconciliation
of accounts and statements for 5.3
Received
and
noted
the
report on the expenditure for the delivery of the extra Downs Mail. It was
suggested that the Downs Mail be contacted to discuss whether it would be
cheaper for them to post the magazine to the 47 residents. Alternatively package
50 copies in poly wrap which could be posted to save the weight of the envelope
It was also suggested that the Council might try to renegotiate the cost of
purchase for the additional copies. 5.4
Seat
relocation. It was agreed to vire £350 from the contingency fund to the Estates
Committee for the relocation of the Parish Council seat at land adjacent to
Tesco to Weavering Heath.
Any unspent vired money to be returned to the Finance
Committee. 5.5
War Memorial. Noted quotation was in excess of the agreed budget by
approximately £2,200. A tender
document was to be produced and sent out. Cllr Ivor Davies proposed, Cllr Vic
Davies seconded that £2,200 should be vired across.
Any unspent money to be returned to the Finance Committee agreed. 5.6
Lych Gate. Cllr Vic Davies proposed Cllr Ivor Davies seconded
that a £316 should be vired across. Any
unspent money to be returned to the Finance Committee agreed. 6.
End of Year Accounts. Following
confirmation that every reasonable effort had been made to ensure that a sound
approach had been made over managing the financial affairs of the Parish Council
inn the year 2009/2010. The Chairman proposed “The Finance Committee recommends
that the End of Year Accounts be adopted and signed off by the Council.
This was agreed. 7.
Outstanding Time off in Lieu. Up to date details were received and
noted. 8.
Policy and procedures reviews. 8.1
Investment policy, Cllr
Brooks proposed seconded Cllr
Hinder “The Finance Committee recommends that the Annual Investment Strategy be
adopted by the Council” this was
agreed. Annual
Investment Strategy The
Council shall review its investments annually and as required within the year.
Currently it does not breach the £500,000 threshold but will comply with the
spirit of the guidance contained within the Governance
and Accountability for Local Councils Practitioners’ Guide.
The
Council will produce an Annual Investment Strategy before the start of the
financial year. The
Council’s strategy is that it will ·
include
short term investments to ensure liquidity; ·
only
invest in low risk bonds etc; ·
generally
not tie up its reserves in long term investments (more than 3 years) unless
there are exceptional circumstances; ·
spread
its investments through a number of financial institutions to ensure maximum
recovery should any institution collapse. Reviews
of the investments will take place annually and also as required for short term
bonds. All
investments of money under the control of the Council shall be in the name of
the Council. The
Council will manage its investments prudently and where possible obtain
information concerning credit ratings prior to making a decision. All
decisions will be taken in an open and accountable way by either; Council;
Finance Committee or Councillors that have been delegated the power to undertake
the work. All decisions have to be
minuted or ratified. Members will consider suggestions and recommendations from
the Responsible Financial Officer however the final decisions and policy making
will be the responsibility of the Council. 8.2
Training and statement of
intent. Noted
this was reviewed by the Clerk and it was considered that it was still fit
for purpose. An item to be included on the Parish Council agenda when KALC has
presented its new training format. Members to be encouraged to attend training
especially Code of Conduct training. Cllr Stead to be asked for an up date on
the MBC Standards Committee proposal to roll out training to local parish
councils. Agreed Council will look at during in house training on
budgets/finances in September. 9.
Resignation of Assistant
Clerk. After consideration it
was agreed
that a working group be put together to progress the advert and
recruitment. Cllr Hinder, Cllr Brook
and Cllr Pepper to form the working group with other member’s invited to feed
in information/views as they wished. Action Cllr Hinder, Cllr Brook and Cllr
Pepper. 10.
Earmarked
Reserves. 10.1
Members’
received
the report on the 31st March 2010 earmarked reserves.
10.2
Members’
received
the report on the draft 2010/11 earmarked reserves. It was agreed
that the Land or Property Purchase sum would remain but be reviewed
annually. 11.
Financial
Regulations. The Chairman
proposed, that with the amendments agreed at the
meeting
“The Finance Committee recommends that
the Financial Regulations be adopted by the Council” this was agreed. 12.
Internal
Audit Councillor Sullivan. Received and
noted
the report from Cllr. Sullivan. Cllr Sullivan was
thanked for his audit. 13.
Grant
Request. 13.1
Wreath for War Memorial. It was agreed, proposed by the Chairman, that a
donation of £120 be made. The donation was made under section 137 of the LGA
1972 as it would be of benefit of all or some of the parish and the expenditure
was commensurate with the benefit gained. 13.2
Heart of Kent Hospice. Agreed
a letter to be sent that the Council follows a strict procedure and the
Charity was asked to resubmit the request with the application form completed. 13.3
Boxley Parochial Church Council. After discussion it was agreed that no
grant would be given. 13.4
Centre for Independent Living 13.5
Friends of 14.
Insurance.
Members’ received an update on the insurance and the outstanding work
on comparing the 2 policies being considered.
Agreed the Clerk to liaise with members after receiving the response to
the outstanding queries. 15.
Date of Next Meeting. Meeting
closed at Minutes of the Environment Committee Meeting
held at Councillors
present – Mrs W Hinder (Chairman), Mrs P Brooks, Mr Ivor Davies (left at
19.38), Mr M Pepper, Mrs A Spain (left at 20.20), Mr K Perry, Mr A Springate and
Mrs M Waller together with the Clerk and Mr G Smith (left after item 10.1). 1.
Declaration
of Interest or Lobbying.
None
declared 2.
Apologies
and absences
Mr W Stead (holiday). Cllr Ivor Davies left, with apologies, to attend a
School Governor meeting but would attempt to return to the meeting as soon as
possible. Cllr 3.
Minutes
of the Meeting of 12th and The minutes were signed as a true and correct record. 4.
Matters
Arising From Minutes.
4.1
Minute 2057/4.1
additional maintenance. Noted waiting
for work to be done at Round Wood roundabout and triangle of land at 4.2
Minute Item
10.1 was taken at this point to allow Cllr Smith to contribute. As no members of
the public were present the meeting was not adjourned. 5.
Planning
Applications and Appeals for Consideration. (a)
MA/10/TEMP/0011 New layout to
existing highways depot including a new entrance to site, demolition of some
existing buildings, erection of new buildings and re-cladding of an existing
office building at KCC Highway services, Doubleday House, St Michaels Close,
Aylesford.
Do not wish to object (b)
MA/10/052
Retrospective application for the erection of rear decking and 1.9m high close
boarded fencing at (c)
MA/10/0585 reduction of ground levels in both front and rear gardens and
the construction of retaining walls at Glencroft, Grove Green Lane.
Agreed after
discussion final decision to be devolved to Clerk/Cllr Perry in order that the
effect on the street scene could be ascertained. (d)
TA/0047/10 Consent to reduce two unidentified trees by approx. 12-15
feet, and reduce one Fir tree by 1 foot at 12 Galena Close, Walderslade.
Do not wish to object subject to views of Borough Landscape Officer.
Disappointed that the application and plan were not included. (e)
TA/0049/10 application to remove the lowest ring of branches and crown reduce
the remaining canopy of 1 Hornbeam and reduce the canopies of 2 further Hornbeam
trees by 30% at 5 Round Wood Close, Walderslade.
Do not wish to object subject to views of Borough Landscape Officer. 6.
Planning
applications taken to Planning Committee.
6.1
Planning rota 6.2
No changes to
committee membership took place and so the rota was still fit for purpose. 7.
Planning
Applications and appeals decisions.
MA/10/0334
GRANTED
MA/10/0500 GRANTED.
MA/10/0526
GRANTED 8.
Highways
and Byways.
8.1
8.2
KHS Meeting had
been rearranged for 8.3
Speeding and
crash records Cllr
Pepper offered to arrange a speed watch event at the location. Action Cllr Pepper. The
Kent Police refusal to supply speeding information was considered. After
discussion it was agreed not to appeal to the ICO but that Cllr Pepper would
take the issue up with Inspector Sandwell. Action
Cllr Pepper. 8.4
Lidsing Road speed and increased use.
Cllr Hinder, as Borough Councillor, had been contacted by residents
concerning the amount of traffic and speed on 9.
Policy
and procedures review.
None
to review. 10.
Budget
2010/11 Environment Projects.
10.1
Plant a tree
project. Noted the school had agreed to have the tree planted at the school.
Cllr Harwood had supplied information regarding the hay fever/the pollen
concerns. Councillors felt that they
should err on the side of caution and discussed other species. Agreed the Head
Teacher to be approached for the school and children’s views on the species.
Cllr Smith and Cllr Vic Davies to be asked to liaise with the school. Cllr Smith
suggested that
After the species had been discussed and the
meeting with the school had taken place advice would be sought on the planting
of the tree. 10.2
Sheltered
seating and outdoor gym at Grove Green. Clerk’s report was received and it was
agreed that the consultation would take place for the sheltered seating and also
the vision for an outdoor gym. The wording to be agreed with the
Environment Committee who also asked that it be stressed that the money would be
taken from reserves.
Cllr Perry notified members that people that
approached the councillors at the 11.
Walderslade
Woods and Volunteer Group.
At
the last task day 13 volunteers turned up to install footway marker posts and to
move a fallen tree. The group was planning to undertake a mammal survey. Cllr
Springate notified members that it was felt that there were special grasses on
the flat open areas. Cllr Springate notified the committee that the money left after the demise of the Leafy Lordswood Group (£1,972.50) had been donated to the WWG and would be earmarked if necessary. 12.
Matters
for information.
There
were none. 13.
Next
Meeting.
14. Street Trading Consent.
Application
for renewal by Mrs L Kehily for St Michaels’ Close. No comment. As
no members of the public or press were present there was no resolution to
exclude the public but in view of the confidential nature (personal details and
data) on the Enforcement item the information was reported under confidential
cover. 15.
Enforcement
and Section 106 updates from MBC.
An
update on 2 of the outstanding issues was received.
MBC had not yet supplied information on the remaining issues. Agreed
Cllr Pepper to write a letter to Alison Broom Chief Executive about the delay in
dealing with enforcement issues. Action Cllr Pepper. Meeting closed at Minutes
of the Environment Committee Meeting held at Beechen Hall, Wildfell Close,
Walderslade on Councillors
present – Mrs W Hinder (Chairman), Mr. Ivor Davies,
Mrs P Brooks,
Mr
M Pepper, Mr K Perry, Mrs A Spain, Mr A Springate,
Mr. W Stead and Mrs M Waller together with the Clerk. 1.
Declaration of Interest or Lobbying
None declared. 2.
Apologies and
absences. None as all members present. As no members of
the public were present the meeting was not adjourned. 3.
Planning Applications for Consideration (a)
MA/10/0566 Erection of extensions and alterations to existing retail
units, erection of an entrance canopy, construction of a raised walkway and
alterations to car parking at The Courtyard, Newnham Court shopping village,
Bearsted Road.
Do not wish to object however
there was disappointment at the loss of 3 car parking spaces. This would have
an impact on the night time parking available for the Chinese restaurant as
the main car park is inaccessible due to the locked barrier.
(b)
MA/10/0603 Planning application for part conversion of garage to
habitable room and erection of single storey rear extension at 8 Malus Close,
Walderslade.
Do not wish to object. It was noted that there appears to already be
infilling between the existing house and garage that facilitates this
application. (c)
MA/10/0633 Erection of 2.4 high palisade fencing at Unit A, Forstal
trading estate, St Michaels Close, Aylesford.
Do not wish to object but
member’s would prefer a coated fence to blend in with the environment.
4.
Planning Applications and appeals decisions
MA/10/0285
GRANTED
MA/10/0338
GRANTED MA/10/0439
GRANTED 5.
Next full meeting is on Meeting
closed at Minutes
of the meeting of Boxley Parish Council held at Beechen Hall, Wildfell Close,
Walderslade on Draft Councillors
present – Mr M Pepper (Chairman), Mrs P Brooks, Mr
I Davies (arrived during item 12), Mr V Davies, Mr T Harwood, Mrs W Hinder, Mr K
Perry, Mr G Smith, Mrs A Spain, Mr A Springate, Mr
W Stead, Mr
P Sullivan and Mrs M Waller together with the Clerk, Assistant Clerk, Borough
Councillor Derek Butler, PC Ian Loader
and 2 members of the press. 1.
Apologies
and absences.
Cllr R Hinder (hospitalised), Cllr K Macklin (non attendance). Mr P
Carter County Councillor. Cllr Ivor Davies, having contacted the Chairman gave
advance apologies for being late due to travel delays from 2.
Election of Chairman. Cllr
Waller seconded by Cllr Brooks nominated Cllr
Pepper. There being no other nominations this was, with Cllr Pepper
declining to vote, agreed (unanimous).
Cllr Pepper signed his Declaration of Acceptance of Office for Chairman. 3.
To Elect a Vice Chairman.
Cllr
Stead seconded by Cllr Hinder nominated Cllr
P Brooks. There being no other nominations this was agreed (unanimous). 4.
To Appoint Committees.
The committees were agreed. (4.1) Environment Committee
Cllr P Brooks
Cllr A
Cllr I Davies
Cllr A Springate
Cllr W Hinder
Cllr W Stead
Cllr M Pepper
Cllr M Waller
Cllr K Perry (4.2) Estates Committee
Cllr P Brooks
Cllr G Smith
Cllr I Davies
Cllr W Stead
Cllr V Davies
Cllr P Sullivan
Cllr M Pepper
Cllr M Waller (4.3) Finance Committee (appointed after item 5)
Cllr P Brooks
Cllr W Hinder
Cllr I Davies
Cllr M Pepper
Cllr V Davies
Cllr G Smith (4.4) Financial Scrutiny Committee
Cllr I Davies
Cllr K Perry
Cllr P Sullivan
Cllr A Springate Whilst Cllr Ivor Davies was not present at the election of members to committees the Chairman invited Cllr Davies to accept the roles once he was seated. There were no objections to this process from members. This process was used to appoint Cllr Davies to Vice Chair Environment and membership and Vice Chair of Estates 5.
To appoint Committee Chairman
and Vice Chairman 5.1 Environment Committee. Cllr
Perry proposed seconded by Cllr Stead Cllr
Hinder for Chairman. There being no other nominations this was agreed
(unanimous)
Cllr Stead proposed seconded by Cllr Smith Cllr
Ivor Davies for Vice Chairman. There being no other nominations this was agreed
(unanimous) 5.2 Estates Committee. Cllr Brooks
proposed seconded by Cllr Smith Cllr Vic
Davies for Chairman. There being no other nominations this was agreed
(unanimous). On his arrival Cllr Ivor Davies indicated he wished to serve on
the Estates Committee. He was
appointed to the committee and was asked whether he wished to be Vice Chair and
his appointment was agreed Cllr Davies
Vice Chair. 5.3 Finance Committee appointment to Vice Chair to be made at next meeting. 6.
Appoint Representatives to
External Bodies.
It was agreed Green Community
Association – Vic Davies
KALC
–Wendy Hinder, William Stead with Martin Pepper as 1st reserve
ACRK – Martin Pepper
SVHSC (2 Trustees) – Bill Stead and
Maureen Waller
VVPT (Trustee) – Vic Davies
Boxley Warren LNR – Tony Harwood Mid 7. Inspection of Deeds and Trust Documents.
Noted
originals are stored at the Solicitors, copies are
available at the parish office Item
12 Report from the PCSO and Police Issues was taken at this point. 8.
Declaration
of Interests or Lobbying.
None declared. 9.
Minutes
of the Parish Council Meeting on |