To All Members of the Council, press and public.                                 30^th January 2012  

There will be a meeting of the Environment Committee on Monday 6^th February 2012 at Beechen Hall, Wildfell Close, Walderslade commencing at 7.30 pm when it is proposed to transact the following business:  

1.      Declaration of Interest or Lobbying.                                                (7.30)

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

2.      Apologies and absences                                                                              (7.31)       

To receive and accept apologies for absence.  

3.      Minutes of the Meetings of 9^th January 2011.                                                 (7:32)  

To consider the minutes of the meetings and if in order to sign as a true record (already circulated).  

To adjourn to allow members of the public to address the meeting.     (7.33)  

4.      Cowbeck Woods.                                                                                     (7.45)

To allow Peter Court agent of the landowners to address the meeting.  

5.      Matters Arising From Minutes.                                                                 (8.05)

5.1         Minute 2367/4.2 inconsiderate parking Walderslade Village/Boxley Road . A response from Medway Council is still awaited.

5.2       Minute 2367/4.4 Walderslade Woods road/A2045 see report (page 3).

5.3       Minute 2369/9 Double Yellow lines at Orbit Close. MBC has responded that the next batch of restrictions will be progressed in the summer. A diary entry will be made to follow this up and if necessary return it to the agenda.  

6.      Planning Applications and Appeals for Consideration.                                          (8.06)

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

MA/11/2023 Erection of B8 storage and distribution…… at Brooklyn Yard, Chatham Road , Sandling. To ratify Clerk’s decision, after discussion with members, Noted.  

MA/11/2023 Erection of B8 storage and distribution…… at Brooklyn Yard, Chatham Road , Sandling. Amended details – bat survey and crested newts report, which deals with the plan to move the newts to Allington Castle .  

MA/11/2034 – Erection of a conservatory to the south elevation of dwelling and erection of a detached tractor/implement store at Arran Bank Stables, Dunn Street , Bredhurst.      9/2/2012.  

MA/12/0021 –Application to remove condition 2* of planning permission MA/11/0242 at Plot 4, Eclipse Park , Sittingbourne Road , Maidstone .  13/2/2012.  

MA/12/0022 – Application to remove condition 2* of planning permission of MA/11/0227 at Eclipse Park , Sittingbourne Road , Maidstone .  12/2/2012.

*Condition 2 on both applications. No building hereby permitted shall be occupied unless and until the completion and opening to traffic of a scheme of improvements to M20 Junction 7 generally shown on drawing no. HTT91271A/1080.1/1A (or other such scheme of works substantially to the same effect which has first been approved in writing in writing by the Local Planning Authority). Reason: To ensure that the M20 motorway continues to be a safe and effective part of the national system of routes for through traffic in accordance with Section 10 of the Highways Act 1980.  

MA/11/2143 – Application for erection of a conservatory at Chandos, Harbourland Close, 21/2/2012.  

7.      Planning applications taken to Planning Committee.                                 (8.20)

7.1 Planning rota – Cllr Ivor Davies 8^th March and Cllr Pepper 19^th April 2012.

7.2 MA/11/1965 erection of 7no dwellings comprising 3no 3 bedded dwellings and 4no 2 bed houses at Penhurst Close, Grove Green. Cllr Brooks attending.  

8.      Planning Applications and appeals decisions.                                            (8.25)

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

MA/11/1349       GRANTED                          MA/11/1970             GRANTED

MA/11/1992       GRANTED                          MA/11/1976             GRANTED

MA/11/2000       GRANTED                          MA/11/2022             GRANTED

TA/0192/11        GRANTED                          KCC/MA/0517/11      GRANTED  

9.      Strategy for dealing with highway issues not receiving KHS funding.  (8.26)

To consider how to deal with issues notified by residents but for which there is no KHS funding see report (page 3 - 4).  

10.  Walderslade Woods and Volunteer Group                                        (8.36)

To receive a report and an update on the group.  

11.  Highways and Byways.                                                                            (8.42)

11.1 Highway verge Gleamingwood Drive see report (page 4).

11.2 Styles Lane hedge maintenance see report (page 4).  

12.  Policy and procedures review.                                                                       (8.50)

12.1 BPC wish list 2012 enclosed for members.

12.2 Street Maintenance and policy and pro forma see report (page 4 - 5).  

13.  Matters for information.                                                                     (8.55)

To receive any information  

14.  Next Meeting.                                                                                           (8.56)

Next environment meetings 5^th and 12^th March 2012 (full) at Beechen Hall commencing at 7.30 p.m.  

In view of the confidential nature (personal details and data) on the Enforcement item about to be transacted, it is advisable that the public and press will be excluded from the meeting for the duration of or part of the item.  

15.  Enforcement and Section 106 updates from MBC.                                               (8.57)

To consider any information received.  

Clerk to Boxley Parish Council  

Items to be returned to agenda: DYL Orbit Close Summer 2012.

……………………………………………………………………………………………………………………………………………………….

Clerks’ report.

Roads are generally only renamed (which is what this would be) if there are major problems to do with mis delivery of mail or emergency services have problems (2 similar named roads close together).  

The process for renaming this road, if the Parish Council requests it, is:

·    Negotiations with Tonbridge and Malling BC as to who will do the work (the road goes across the boundary).

·    Formal consultations with MBC,TMBC, Aylesford PC, Boxley PC, KCC, Ordnance Survey, Fire, Police, Ambulance, Royal Mail and the only business on the road Bridgewood Manor Hotel (luckily no residents actually live on the road or they would have to be consulted too).

·    If everyone agrees to the name change then the legal paperwork is produced and progressed.

·    If agreed the name plates can then be changed.

This was deferred from the August meeting for consideration. KHS has extremely restricted funding, as does MBC and members need to discuss whether they would want to adopt a strategy or procedure to deal with issues raised by residents which do not attract funding.  

Members are faced with a number of options;

a.            Do nothing if funding was not forth coming from KHS.

b.            Refer all issues to Paul Carter with or without a request that he consider allocating some of his member’s highway budget.

c.            Consider funding, all or part funded by the County Councillor .  This being subject to conditions (which members must decide on) to ensure that: the work was relevant; it benefited a number of residents rather than one resident; the gain was commensurate with the expenditure; it was a safety rather than a cosmetic issue; it was work that KHS felt was needed etc.

d.            Notify every issue to the Environment Committee for guidance/consideration for possible action.

e.            Wait for the Localism and Big Society legislation/guidance and then consider the issue then.

If members wish to be able to contribute financially towards issues (and any financial allocation will need to be cleared by the Finance Committee) that it feels need funding then there are the following options;

f.             Ask the Finance Committee to agree to release a sum from the contingency budget.

g.            Prepare the draft budget and include a sum (this would have to be passed by the Finance Committee/Parish Council).

Clerk’s comment: members have previously considered the issue of double taxation and if members choose to fund (part or fully) any work then this may lead to criticism from parishioners, especially if the Precept is raised to accommodate any expenditure. This is not to say that you cannot decide to do this but you must feel comfortable with the decision and willing, if challenged, to justify your decision. Creating a strategy and procedure for dealing with requests is an open and accountable way of proceeding. The Council has already decided, by its actions, to supplement KHS funding (crossing at Provender Way , legal work Beechen Bank Road/Boxley Road and bus shelter A229).

One of the verges at Gleamingwood Drive is being parked upon by residents and resident’s visitors.  This is causing damage to the verge which is unsightly. KCC will not send a letter to the adjacent properties (checked with Highway Steward) and it is unlikely that KCC would fund bollards to physically stop this (being rechecked by the Highway Steward).  

Would members object to a letter from the Parish Council being sent to all properties opposite the verge asking for residents to be more considerate and not damage the verge? Two residents have suggested bollards be erected and depending on the response from KCC this might be returned to members for discussion on whether they would a) support the erection of bollards and b) whether they would fund them (and their future repair) – this would depend on permission from KCC being obtained for their erection.

A hedge  on Styles Lane is very overgrown and needs maintenance.  Previous attempts by a resident and parish office to find out the owner of the land have so far been unsuccessful. The resident is asking for the hedge to be properly maintained to stop it overhanging the highway.  If Highways could be persuaded to do this work then any maintenance would be by the flailing machine and this probably would not be acceptable to the residents.

The Environment Committee has a small street maintenance budget that has previously been used for maintenance work on a footway.

The legal status of the hedge is currently being checked. Members’ views are sought.  

Street Maintenance ‘Policy’ for budget expenditure.  

When suggesting additional work individual members are asked to identify the following:

The Environment Committee will consider requests for the budget to be allocated and has identified the following criteria/requirements that need to be considered before a decision is made.

Is the issue on Highway property (verges/footways) and have reasonable attempts been made to get KHS to do the work? Reasonable is considered as a report/request made for the work and its progress is checked 7 days later.  If work not scheduled or no answer than parish office to contact the Highway Inspector/Community Liaison officer for advice/response/schedule for any planned work allowing another 7 days for response/work. Issue then taken to Environment Committee for consideration. If there is a safety issue then response times allowed will be cut to 3 working days.

Encroaching vegetation from private property.  KHS can send a letter requiring the work be done and this can be arranged via the Highway Inspector.

Footways, especially if on a school, cycle or access to public facilities route are considered a priority by the Environment Committee. Salt bins can be supplied for footway maintenance.

Vision splays are a H & S issue if they are overgrown and should be cut as and when required.  This is the same as vegetation around speed signs and highway directional signs.

When considering projects Environment Committee should consider the following

·         whether the request is commensurate with the possible cost. 

·         H & S issues if it is going to arrange for work to be done.

·         Who uses the footway, footpath etc.

·         Why is it used (does it connect to a bus stop etc)

·         Is it a ‘make it pretty’ request or a practical request.  

There is a limited budget for work and where possible problem areas will be identified as soon as possible.  The Environment Committee can consider work for aesthetic reasons but these should not take priority over work needed for practical reasons.  

Top of page

Minutes of the Meeting of the Parish Council held at Beechen Hall, Wildfell Close, Walderslade on Monday 23^rd January 2012

commencing at 7.30 pm.

Draft

Councillors present – Mr M Pepper (Chairman), Mrs P Brooks, Mr I Davies, Mr V Davies, Mr T Harwood, Mr B Hinder, Mrs W Hinder, Mrs K Macklin, Mr K Perry, Mr G Smith, Mr A Springate, Mr P Sullivan, Mr W Stead and Mrs M Waller together with the Clerk, Assistant Clerk, Borough Councillor D Butler, PCSO Hawthorn (left after item 5), Mr M Cheverton KCC (left after item 6), 6 members of the public and 2 member of the press.

1.     Apologies and absences.                                                                                      

Mrs A Spain (convalescing), County Cllr Paul Carter. 

2.     Declaration of Interests or Lobbying.                                                        

Councillors (excluding Cllr Harwood and Cllr Bob Hinder) declared they had been lobbied on Item 6.

Cllr Stead reminded members that he was Vice Chair on KALC Maidstone Area Committee - item 4.1.

Cllr Harwood and Cllr Bob Hinder notified members that due to their connection with the Maidstone Planning Committee that they would take no part in item 6 and would remove themselves from the meeting. 

3.        Minutes of the Parish Council Meeting on 5^th December 2011.            

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

4        Matters Arising From Minutes.                                                        

4.1         Minute 2357/4.1 concurrent functions. Noted the Chairman had written to Cllr Beerling and the Downs Mail about a front page article on Parish Council reserves which specifically mentioned Boxley Parish Council. The letter, received by members, clarified why the Council had reserves.

4.2         Parking, Grove Green. Members received the response from Geoff Miles of Maidstone and discussed the disruption to the residential area.  It was agreed the Chairman would have discussion with Geoff Miles. Action – Cllr Pepper.  

5        Report from the PCSO and Police Issues.                                                    

Noted and received the crime statistics. It was reported that the crime rate was, when compared to last year, down. Cllr Harwood raised the issue of trail bikes on Pilgrims Way . The Clerk was to clarify the situation with the PROW officer as Cllr Harwood was of the opinion that the work to close up the road had been completed. Action – agenda.

Cllr Smith reported that the white lines at Orbit Close need repainting. The Chairman notified the meeting that the Bredhurst PCSO position was vacant and that he had been contacted by the Police and that PCSO Hawthorne will have a watching brief over that parish until it was filled.  

Cllr Harwood and Cllr Hinder left the meeting.

The meeting was adjourned at 7.45 to allow the Chairman of Walderslade Woods Group and members of the public to comment. Comments were made on: the work of the volunteer group; the length of time taken to get Village Green Status and the need for a clear completion date for auctioning the application; need to protect the woodland for future generations; need for the whole of the woodland to receive village green status.

The Chairman notified the public that he was minded to try to take some form of proposal to the 2^nd April 2012 Parish Council meeting to allow members to make decision on future action.

The Parish Council was thanked for the letter supplied to the residents concerning the KCC consultation on household waste management. The meeting reconvened at 7.56 pm.  

In view of the confidential nature (financially sensitive) on the item 6 the Chairman passed a resolution for the public and press be excluded from the meeting for the duration of the item.  

6.        Round Wood.                                                                                          

Discussion took place on the strategy being suggested by Kent County Council with members making their views known. The Clerk was asked to provide some further information to KCC and Mr Cheverton was asked, having considered the information and taking legal advice, to come back to the Parish Council in time for the 2^nd April 2012 meeting.  The Chairman invited the press and public back to the meeting.  

The Chairman notified the public that KCC had been asked to come back to the 2^nd April meeting where the Parish Council would consider its position.

The meeting was adjourned at 8.37 pm to allow a question from the public about village green application area.  A comment was also made that a path in woodland still needed repair. The Chairman thanked everyone for attending and the meeting reconvened at 8.40pm.  

7        Draft Minutes of Meetings since Previous Parish Council Meetings.     

Received and noted the draft minutes of

7.1   Environment meeting 5^th December 2011. Amendment to Environment Committee minutes to add Cllr Stead’s name to the list of attendees.

7.2   Environment Committee 12^th December 2011.

7.3   Estates Committee 13^th December 2011.

7.4   Environment Committee 9^th January 2012.

7.5   Finance Committee 10^th January 2012.

7.6   Financial Scrutiny Committee 11^th January 2012.  

8        Finance.                                                                                  `                 

8.1   Noted payments made out of meeting 06.12.11 – 16.01.12. Appendix A.

8.2   Noted receipts for the period 26.11.11 – 16.01.12. Appendix B.

8.3  Noted account balances as at 16.01.12. Appendix C. It was agreed that the suggestion for another investment bond could be investigated with members briefed out of meeting and being allowed to make their views known. Action – Clerk.

To consider a short term investment.

8.4   Authorised payments of accounts. Appendix D.  

9        2012/13 Budget and Precept. Business plan?                                            

9.1   Members received the Chairman’s narrative report on the budget and also the Finance Committees recommendation. The Chairman proposed “The 2012/13 budget is agreed and a precept of £81,916 be set”. Unanimously agreed.

9.2   Vision and Business plan. Members considered the draft and it was agreed to place the document on the website and invite comments for the Council to consider. Action – office.

9.3   £10,000 Community Project. Members considered the draft and Cllr Macklin requested an addition to exclude any applications for grants for activities that were Statutory Obligations for Local Authorities e.g. education. She also requested a more exciting title than Community Project. It was agreed to place the document on the website and invite comments for the Council to consider. Action – office.

9.4   Precept referendum, members noted the update on the Governments response to the consultation.  

10    Matters for Decision.                                                                                                  

10.1 2012 Annual Parish Meeting.  After discussion it was agreed that the Council should consider arranging a social event with some wine and small snacks. It was suggested that the event would be held at the European School of Osteopathy. Action – Chair and office.

10.2 Crossing point Provender Way . After discussion it was agreed that a formal opening/dedication could take place in March, to allow County Councillor Paul Carter and the Chairman to attend. However Parish Councillors were to attend on the first day it was in use by the schoolchildren and the Chairman and office would put together a communications programme action – Chair and Clerk.

10.3 Energy.  Cllr Smith’s report was received and after discussion it was agreed that the Council would become more involved by

·       Writing to the MP to lobby the Government to keep the nee for action high on its agenda.

·       Open dialogue with MBC about the countryside outside of the AONB as a suitable place for alternative energy structures.

·       Encourage MBC to actively work with farmers/business producing alternative energy.

·       Include links on the PC website to the Carbon Trust and other relevant organisations to help conserve energy etc.

The Clerk was asked to bring back to discussion the Parish Council’s Carbon Footprint review. Action – Clerk and office.

10.4  Localism Act, Code of Conduct. Members considered the MBC letter and agreed in principle to the adoption of an MBC produced Code of Conduct. The issue of advertising Councillors contact details on the MBC website would be cleared with individual members.  It was noted that in certain circumstances information on the Register of Interest could be redacted and this would be discussed with councillors who had concerns about releasing their home address.

It was agreed that the Parish Council would have a statement on the MBC website and a draft would be submitted to members for consideration. Action – Clerk.  

10.5 KALC The Localism Conference on 28^th January at Lenham. Cllr Stead asked to attend.

10.6 Police Forum, Headcorn Village Hall ( Longmeadow ) on Wednesday 22^nd February 2012 at 7.30pm.  Apologies to be sent as no one could attend. Action –office.  

11   Reports from Borough and County Councillors .                                                    

       Received the written report from County Councillor Carter.

Cllr Butler gave a report on matters affecting the parish including Locality Boards. Members noted that 2 meetings had been held but no minutes released and members agreed that they would like to see minutes and terms of reference. Action – Clerk. Cllr Butler would be taking up with the Conservative Group the possibility of forming a Transport Board.  

12  Queen Elizabeth Diamond Jubilee Anniversary Project.                          

It was agreed (with 2 abstentions) that the area would be named Weavering Diamond Jubilee Orchard. Members noted that 2 interpretation boards would be included at the site giving a history of the area and these would include the Boxley Parish Council name.  

As it was 9.30 pm the Chairman used his discretionary powers to extend the meeting until 10.00 pm.  

13  Policies and Procedures Review.                                                                             

13.1 Agreed the review of the Policies and Procedure Review list.

13.2 Members numbers for committees. Agreed current numbers to be retained.  

14  Reports from councillors/office.                                                                               

Cllr Pepper notified members that he had been interviewed by Radio Kent about the KCC Waste Consultation.  

15      Matters for Information.                                                                                          

15.1              Report and thank you from Vinters Valley Park Trust.

15.2      Consultation Business Rates retention – update on the Government’s response to the consultation.

15.3      Maidstone KALC reply to Borough Councillor John Wilson concerning the Corporate Services & Community Overview and Scrutiny Committee Review of Concurrent Functions.

15.4              CPRE Planning e-learning course now available, details from parish office.

15.5              KWT report and Wild Kent Winter 2011/12.

15.6              Thank you letter from Samaritans for the PC grant.

15.7              Kent Downs Orchid – Autumn/Winter. E Bulletin Dec 2011.

15.8              Countryside Voice and  CPRE Field Work – Winter 2011

15.9              Kent Downs AONB E Bulletin Dec 2011.

15.10          Kent County Playing Fields Assoc. Dec 2011 newsletter.

15.11          Kent Forum Briefing Edit 4, next meeting Feb 2012.

15.12          Medway Neighbourhood Watch  Winter 2011

15.13          www.bigenergyweek.org.uk- new website with tips on how to cut energy bills.

15.14          Mid Kent Downs Countryside Partnership e- bulletin.

15.15          Boxley Warren Report January 2012.  

16      Next Meeting.                                                                                                             

Monday 5^th March 2012 at Weavering Village Hall at 7:30 p.m.   

Meeting closed at 9.40 p.m.

Minutes of the Finance Committee Meeting held at Beechen Hall, Wildfell Close, Walderslade on Tuesday 10^th January 2012

commencing at 7.30 p.m.

  Draft

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

1.   Apologies and non-attendance.

None as all members were present.

2.   Declaration of Interest or Lobbying.

None.

3.   Minutes of the meeting of 15^th November 2011.

Cllr Vic Davies was of the opinion that part of minute 12.1 was incorrect. Members received the information that the Clerk had checked her notes of the meeting which supported the minute.  After lengthy discussion a named vote on the accuracy of minute 12.1 was taken and it was agreed that, as far as could be recalled, it was an accurate reflection of the discussion. Voting was: Accurate -Cllrs Ivor Davies, Cllr Hinder, the Chairman; Abstaining Cllrs Brooks and Smith; Inaccurate Cllr Vic Davies.

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

In view of issues raised in the discussion it was agreed (Chairman and Cllr Vic Davies abstaining) that the Clerk would produce a report to clarify the way the grant was paid to allow a review of current procedure and policy. Draft report to be supplied to Cllr Vic Davies to allow a response for the agenda. Action – Clerk.  

4.        Matters Arising.

4.1              Minute 2355/5.1 Accounting software. Members to receive an introduction to the system.

4.2              Minute 2355/5.2 Bad Debt. Members received the information and it was agreed that there would be a ‘watching brief’.

4.3              Minute 2356/11.2 Independent Internal Auditor. Noted Mr. Funnell had agreed to continue for the financial year 2012/13.  

No members of the public were present so the meeting was not adjourned.                     

5.          Financial report.

5.1    Noted and accepted Income/Expenditure report of 3^rd January 2012.

5.2    Reconciliation of accounts report of 3^rd January 2012. It was noted that the report did not reconcile by £28.72 but it contained an audit trail to the explanation on the Co-operative statement. Members checked the audit trail to and explanation on the statement and were satisfied that action had been taken to resolve the discrepancy which would result in reconciliation in the next bank statement.

The reconciliation of accounts were received and signed off as being accurate.

Noted the explanation that the expenditure in Code 29 was high as a payment (not marked as such) from 2010/11 year had been included.

5.3    Noted Clydesdale Bank 3 month investment bond expires 21^st February 2012. After discussion it was agreed that the Clerk would advise members of interest rates nearer the expiry date but in principle, to mitigate risk, that the amount be reinvested. Should the investment rate have dropped dramatically then the issue of whether to stay with Clydesdale Bank would be considered at the next meeting.

5.4    Members noted that the next Independent Internal Audit was booked for 9th February 2012.  

6.        2012/2013 budget.

Members received the draft budget. Concern was raised over the amount of funds being withdrawn from reserves and an explanation was given. Members agreed the Chairman’s narrative. Members raised a number of issues relating to the budget resulting in the following:

6.1   Environment Committee grants (ref. 3.2 – 3.5) to be moved to the Finance Committee budget. This was an administrative move that did not change the amounts paid. The Walderslade Woods Group report would still be placed before the Environment Committee.

6.2         Estates Committee – whiteboard. Cllr Vic Davies queried why this had not been included in the Estates Committee budget.  The Clerk notified members that a report was being sent back to Estates as this project might not be feasible and rather than have an unachievable project included in the budget she was suggesting that if it can go ahead then the Finance Committee be approached for an allocation from the contingency budget.

6.3         Estates Committee padded chairs. The Clerk notified members that she had thought this had been included in the budget but could not locate it.  Cllr Vic Davies confirmed that he had thought it had been included.  Noted if this had been missed off then an application would be made to the Contingency Fund.

In view of the changes it was noted that the budget paperwork would need to be reissued and the narrative amended.

“The budget is recommended to the Parish Council and that a precept of £81,916 be set” was proposed by the Chairman and unanimously agreed.  

7          Setting up on line statement access with HSBC.

Received the report and request to set up on-line access, with no ability to make any transactions. The Clerk confirmed that 2 signatories would be required to authorise the bank to set up access and that the restrictions on any transactions would be clearly shown or stated on the document that they would sign. Agreed, proposed Cllr Ivor Davies seconded Cllr Hinder, that this be progressed.  

8          Outstanding Time off in Lieu.

Details were submitted and noted.  

9          Policy and procedures reviews and adoption.

9.2         Review of Policy and Procedures timetable for reviews. It was agreed that the Grounds Maintenance review in September was now no longer required by the Finance Committee as the Estates Committee was responsible for the contract.

9.3         Committee review of Financial Regulations. Members considered the document and made some minor adjustments that improved clarity and presentation. Additions were made to various items to include reference to Direct Debits and Standing Orders. Agreed amended document to be provided to Parish Council meeting

9.4         Review of current banking arrangements report was received. Agreed no change to the current arrangements.            

10      Pensions.

Received and noted a briefing report on the change to the law and the effect that this will have on the Parish Council. Action – budget reminder to be built into the budget so the required funds will be allocated when N.E.S.T starts.  

11      Website and Facebook.

Received the Clerks report. Members agreed the issues that could be used on Facebook but decided not to have alerts on individual planning announcements but rather a generic statement along the lines of the Environment Committee agenda, including planning applications received has now been posted on the website. Agreed that Facebook could be signed up to, this to happen as the new website is completed, but it would be used as an alert system to the website rather than a debating site. Anyone wishing to make a comment or suggest a posting would be asked to contact the parish office. It was suggested that the use of Facebook be gradually built up as there was concern about the work this might cause the office.  

12         Grant Request.

None received.  

13      2012/13 budget.

Members considered examples of the PR materials that were available.  After discussion it was agreed to purchase card holders and pens. Rather than have the Council's name printed on the items it was suggested that the website address be included.  

14      Matters for Information.

Members noted the Environment Committees’ decision to remove the approval condition on Walderslade Woods Group for the purchase of items over £30. The Finance Committee confirmed that it still required the Group to produce a budget to release the grant.  

As it was 9.30 p.m. the Chairman used his delegated power to extend the meeting time until 10.00 p.m.  

15      Date of Next Meeting.

Tuesday 13^th March 2012 at Beechen Hall, Wildfell Close, Walderslade commencing at 7.30 p.m. 

Meeting closed at 9.37 pm.

Top of page

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

on Tuesday 13^th December, 2011 at 7.30pm.

 Draft

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

1.             Declaration of Interest or Lobbying.

None.  

2.             Apologies and absence.

        Mrs M Waller(absent)

3.            Minutes of Previous Meeting 1th October, 2011.

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

4.      Matters Arising From Previous Minutes.

4.1   Minute 2346/8.2 Review of Hire Fees, Beechen Hall - this item was taken at 5.1.  After much consideration Members agreed to a 2% increase on hire fees across the board. Cllr Smith proposed, Cllr I Davies seconded, with 4 in favour and 3 abstentions.

4.2   Minute 2346/10 Boxley War Memorial – Members unanimously agreed to proceed with Stonewest despite this company going into administration, subject to previous assurances on public liability insurances and to draw up a water tight contract.  Action – parish office.  

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

5.             Asst Clerk’s Report.

5.1 Noted the following hire fees were received for October/November. (Brackets indicate income over same period previous year). 

    Casual                          £1,784.75                (£1,797.13)                     

    Regular                         £2,907.75                (£3,294.74)   

    Total                            £4,692.50                (£5,091.87)

  Cumulative figures for        2011/12                   2010/11

  Casual                          £7,846.64                ( £8,135.28)

  Regular                       £12,275.89                 (£10,795.54)           

  Total                          £20,122.53                (£18,472.01)  

5.2 Marketing Plan, update received and noted.  

             After discussion members requested that as the marketing plan is an on-going, organic document it is amended to include an additional column to show the completion date for the identified actions.  Members also requested that new actions are added as the plan evolves.  

6.     Review of Policies and Procedures.

6.1   Christmas closedown for 2012 – Members agreed the recommendation for the Christmas closedown as 24 Dec 2012 – 2 Jan 2013 to allow the caretaking staff to carry out major cleaning/general maintenance on Beechen Hall.

The meeting was adjourned at this point (7.55) for a comfort break.  Meeting resumed (7.58).  

6.2   Lost Property Procedure/Disposable of Lost Property – Members agreed that this policy was still fit for purpose.  

7.     Burial Ground.

7.1   Members unanimously agreed and adopted  the following policy on burial fees.

·         Children up to 5th birthday - No fee

·         Young people 5 years to 16th birthday - 50%* of the adult fee as prescribed in the current Parochial Fees Order.

·         16 years and above – Adult fee.

7.2   West corner of North Wall – Members agreed for Goodsells to give an estimate for the remedial repair to this wall.  It was also agreed that if the estimate is too expensive to look at other companies. The Assistant Clerk will arrange for a estimate to be agreed out of meeting between the Chair and Vice Chair.

7.3   Members noted that a recent site visit indicated some self-seeding saplings had started to establish themselves within the walls.   The church maintenance group have been notified and have taken action to stop any damage to the wall.

7.4   Non-conforming graves. Members noted that a survey had been undertaken of the non-conforming graves and agreed for the Clerk to arrange the appropriate work to be carried out on the graves that have not been tended to. Members also received  and noted the timeline for those graves that are checked but do not conform:  

8.     Matters for Information

None received.  

9.     2012/13 Budget.

Members looked at the budget for Beechen Hall and made the following decisions:

9.1  Extractor hood/fan in kitchen. Members agreed to allow Cllr Stead and the parish office to investigate the types of extraction needed for the kitchen and agreed to £1,500.00 placed in the budget which is to include an additional two way light switch for the kitchen.  

9.2 Tree maintenance around the Hall and Office. Members agreed to place £1,000.00 in the budget.  The clerk will compile a maintenance programme with Maidstone Borough Council’s landscape officer, and apply for the necessary permission to carry out the work.

9.3  Sanding and re-varnishing Beechen Hall Floor – Members agreed that sanding was not required as the floor is in good order.  Members have however, requested that a more robust maintenance schedule be carried out on the floor.  Action – the parish office.

9.4   Members received and agreed the adjustment to the draft budget ref 3.16 Insurance.

9.5   This item was taken with item 11. Members received the adjustment to the draft budget ref 2.6 Grounds Maintenance Contract.  Members agreed to an additional £400.00 to this budget to incorporate the maintenance of the QE Orchard area.

9.6   Members agreed the addition of the QE Orchard budget of £200 to the draft budget for Green Spaces ref 2.5. 

9.7  Members considered the proposal from the Chair Cllr V Davies  for a whiteboard in the committee room and agreed to place £1200.00 in the budget.   

10.   Grounds Maintenance 2012.

Of seven tenders sent out only one was returned for consideration.  Members unanimously agreed to proceed with Kent County Council’s tender of £5,627.00 for the main contract. They did not agree to the quotation for maintenance on Roundwood Roundabout of £864.00.  Members sought clarification from the Clerk if the latter maintenance has been included in the general maintenance budget ref 2.5.  Action – parish office.   

11.   Sandling Village Sign –

Members received the report of a large split in the post of the new Sandling Village Sign.  It was agreed that the item is returned to the February agenda and to await comments from the company who supplied the post.  Action – parish office.        

12.   Chess Club at Beechen Hall.

Members considered Cllr Smith’s request for a chess club at Beechen Hall and agreed that the parish office could not be responsible for organising this or any other club.   It was agreed that reference to this could be made in any advertising/marketing literature.  Action – parish office.  

13.   Date of Next Meeting.

Tuesday 14^th February 2012 at Beechen Hall, Wildfell Close, Walderslade, Chatham commencing at 7.30 p.m.

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Minutes of the Environment Committee on Monday 12^th December 2011 at Beechen Hall, Wildfell Close, Walderslade commencing at 7.34 p.m.

 Draft

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

1.       Declaration of Interest or Lobbying.                                       

Apart from Cllr Pepper all members declared that they had been lobbied on MA/11/2022.

The Chairman declared that she had been lobbied on MA/11/2023.  

2.       Apologies and absences                                                                                 

Cllr Spain (convalescing) and Mr W Stead (holiday).  

3.        Minutes of the Meetings of 7^th and 14^th November 2011.                     

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

4.      Matters Arising From Minutes.                                                        

4.1       Minute 2352/4.1 Boxley Road/Beechen Bank Road speed limit reduction. Noted a date for the commencement of work was awaited. The KCC response to the query about placing roundels on the carriage way was that they could only be placed on unlit roads. Cllr Perry stated that he regularly drove over roundels in lit areas and members were unwilling to accept this response especially as they had offered to pay for the roundels. Clerk was requested to take the issue to the Area Manager.  Members felt that because of the trees which blocked the lights this was in effect a non-lit road. Action – Clerk.

4.2       Minute 2352/4.2 inconsiderate parking Walderslade Village/Boxley Road . Noted the response from Cllr Chambers (Medway Council) that he was sure that this had been investigated fully. Members felt that the response was inadequate and it was agreed to wait to see if Cllr Brake’s responded again.  Action – review at January agenda.

4.3       Minute 2354/10.6 Flytipping letter Lordswood.  Parish office will liaise with resident and PCSO concerning delivery of the letter.

4.4       Minute 2353 proposed base station installation on highways land adjacent to A249. Noted the company had responded that there will be no interference to the new hospital from the mast.      

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

5.      Consultation Neighbourhood Planning.                                                                    

Members received the briefing note and agreed a response.  

6.      Planning Applications and Appeals for Consideration.                                          

6.1 MA/11/1968 application to extend the time limit for the implementation of planning permission MA/07/0458 for the demolition of existing buildings and structures, the erection of one hundred and forty two dwellings and associated landscaping, formation of new car park at Maidstone Studios, Vinters Park, New Cut Road, Maidstone. 

Do not object however Boxley Parish Council has serious concerns. Since the original application (MA/07/0458) was granted local residents have experienced, when events are held at the studios, ever increasing on street car parking. If this extension is granted without this issue being addressed the Parish Council has concerns that the loss of further car parking facilities at the studios can only exacerbate the anti-social parking problem. Vehicles are being inconsiderately parked on junctions, on footways and in positions that restrict sight lines. This raises health and safety issues for emergency vehicles, other road users and pedestrians. The Police are currently monitoring the situation.  

6.2 MA/11/1970 application for an erection of a first floor side extension over existing garage at 49 Lombardy Drive .                                               Do not wish to object.  

6.3 MA/11/1976 application for an erection of first floor rear extension at 15 Greensands, Walderslade.                                                   Do not wish to object.  

6.4 MA/11/1992 advertisement consent for the erection of 1 no non-illuminated fascia sign at units 12 to 13 Lordswood Industrial Estates, Revenge Road , Lordswood.

Do not wish to object.  

6.5 MA/11/2000 advertisement consent for the installation of 4 internally illuminated fascia signs, 1 non-illuminated fascia sign, 3 flag pole signs and 3 internally illuminated free standing signs at Former Veglios Hotel Site, J6 M20, Forstal Road. Aylesford. 

Do not wish to object however the Parish Council would like to this proposal scaled back as the current design is not sympathetic to the area and would be visual from the AONB. The Council would like to see the quantity and height of the signs reduced.  

6.6 MA/11/2022 – An application for the prior approval of the local planning authority for the installation of 15m high slim line street works column containing 3 antenna 2G/3G within glass reinforced plastic shroud with 2 equipment cabinets and ancillary development at Land South of J7 M20, Sittingbourne Road, Maidstone.

Do not wish to object.  

6.7 MA/11/2023 Application for the erection of B8 storage and distribution (including self-storage) building, with access, parking and landscaping at Brooklyn Yard, Chatham Road, Sandling.

Wish to see refused for the following reasons:

·         It is an unsustainable location and contrary to MBC Local Plan policy T21 as there is no safe pedestrian access, no access to public transport, unsafe cycling conditions (due to the M20 feeder and exit roads). The Parish Council does not accept the validity of the Green Travel Plan produced and has no faith in car-sharing schemes.

·         It is contrary to Local Plan Policy T13 and the adopted KMSP SPG4 parking standards for new developments. It is likely, due to the location of the site, that without the proposed large provision for car parking, presumably mainly for employees, this this site is unsuitable for development.

·         Although, compared with earlier proposals for use of this site, the access has been relocated, it is still on a single carriageway and the left turn into the site (just after the M20 bridge) appears inadequate for large vehicles to turn into without coming to a standstill on the carriageway.  This road is the only link from the M20 to the northbound A229. The topography of the site suggests that the exit from the site would be on an upward slope and so vehicles (especially those with a heavy load) would be extremely slow on exiting again this is likely to cause problems on the road for other users. KCC has confirmed that when discussing the vision line (85m) for exiting vehicles they were not made aware that as part of the landscaping proposals trees would be planted on the south bund. The Council consider that this will reduce the sight line considerably.

The Council also makes the following comments:

48 car parking spaces are identified for the site but there is no information on the number of employees that would be located there. 12 of these spaces, including 5 disabled spaces, are immediately adjacent to the docking bays for the HGVs. It is considered that this is an extremely unusual concept and is an unsafe arrangement. The bulk of the car parking area is to the side of the entrance so as not to interrupt the inbound or outbound flow of vehicles.  By including parking at immediately adjacent to the docking bays this will cause such conflict.

It appears that the site would be dug out and the development would be within this bowl. Regardless of this the development will still be visible from the AONB and the Council would like to see the incorporation of a ‘green roof’ to mitigate the impact. The applicant acknowledges that there will be impact as it is proposing to have a green coloured roof to ensure it is unobtrusive.

If this development is permitted, it will mean that, with the new car showroom site, a second potentially dangerous access/egress will be introduced onto this road where there has been none for years.  In the intervening period, the traffic volume appears, subjectively, to have substantially increased.  Therefore, as the statement about it being a ‘safe’ road only reflects the present position, it should be considered irrelevant.

It is many years since this site was used and much has changed in that time thus there is no reason to consider that it must be developed for B8 commercial warehousing.  

If the Planning Officer is minded to allow the application the Parish Council would like to see it referred to the Planning Committee.  

6.8 MA/11/2083 introduction of vehicular cross over and area of hard surfacing for parking and installation of window to front elevation of garage at Amelanchier, Weavering Street .                                                             Do not wish to object.  

6.9 TA/0180/11 – Application for works to trees at rear of 9 Greensands, Walderslade.

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

6.10 TA/0192/11 – Application to crown lift 1no Oak Tree up to 6m above ground level, thin canopy by 15% And remove deadwood at 4 The Covert, Walderslade.

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

6.11 Planning appeal APP/U2235/A/11/2165169/NWF erection of a new dwelling at land off Beechen Bank, Boxley Road , Walderslade. Agreed a copy of the previous objection letter would be sent making reference to a subsequently produced ecological report which the Council found illogical and unacceptable. Action – Clerk.  

7.      Planning applications taken to Planning Committee.                                  

Noted planning rota – Cllr Wendy Hinder 15^th December 2011, Cllr William Stead 5^th January 2012.  

8.      Planning Applications and appeals decisions.                                        

MA/11/0322 GRANTED                        MA/11/1623  GRANTED      

MA/11/1677 GRANTED                        MA/11/1701  GRANTED

TA/0142/11 GRANTED                        TA/0147/11   GRANTED      

TA/0153/11 GRANTED

Erection of 4 no dwellings with associated parking at car park site, Yew Tree PH, Grange Lane, Sandling PLANNING APPEAL DISMISSED.                                                    

9.      Neighbourhood Development Plans.                                                

9.1         Sandling and Forstal NDP. Members considered the draft document and asked for expansion on:

·     the area around the Yew Tree PH

·     The Village Hotel

·     Allington Lock

·     Cobtree Country Park

·     Forstal flood plain

9.2         Other areas. Members’ agreed that to consider whether to produce something on the AONB and other countryside areas. Action – Clerk to return issue to agenda at another meeting.

9.3         Members received and noted the outline of the work still to be completed. Members agreed  that:

·         At the next drafting stage any Community Asset would be identified and the document was to include a ‘prompt’ to ensure that this was done.

·         Conservation areas and other areas identified by members would have a design statement included in the document.

·         An article would be placed in the Downs Mail asking residents to identify any issues that might be included on a Section 106 wish list.  

10    Walderslade Woods and Volunteer Group                                        

Cllr Springate reported that the groups’ AGM was on 15^th December. An update concerning availability of the land at Impton Lane was given to him.  

11          Highways and Byways.                                                                   

11.1     Walderslade Woods Road reduction in speed limit. Members agreed that trying to get KCC or Cllr Carter’s devolved highway funds to complete the required work over a number of years was a good suggestion and should be followed up. Clerk was requested to find out what the actual cost of the required improvement to Walderslade Woods Road so that the Council could consider partnership working if necessary. Action – Clerk.

11.2     Stopping up Order Application - Chatham Road , Sandling rear of Pilgrims View. Agreed no objection.

11.3     KCC Highway Tracker Survey 2011. Cllr Ivor Davis volunteered to undertake the survey. Action – Cllr Ivor Davies.

 11.4 Salt bins.  Noted and welcomed Cllr Carter’s use of his devolved budget to pay for 2 new salt bins (junction of Forestdale/Walderslade Woods Road and junction of Tyland Lane and Boarley Lane ).  

12          Policy and procedures review.                                                                    

Members discussed the current Section 106 wish list and made some amendments.  After discussion Cllr Pepper volunteered to produce a spread sheet to show what might be possible if funding was identified by the Parish Council, what was the responsibility of Kent County Council etc. Action – Cllr Pepper.  

13           Matters for information.                                                              

13.1     Local Development Framework consultation members’ received a briefing on a recent training day that had been attended.

13.2     Southern Water’s Metering Programme noted a briefing on the progress had been received.  

14           Next Meeting.                                                                             

Next environment meetings 9^th January 2012 (full) at Beechen Hall commencing at 7.30 p.m.  

In view of the confidential nature (personal details and data) on the Enforcement item a resolution to exclude the public and press was passed.  

15.         Enforcement and Section 106 updates from MBC.                                  

Members received and noted an update on outstanding issues.  

Meeting closed 9.28 pm.

Minutes of the Environment Committee on Monday 5^th December 2011 at St John’s School , Provender Way , Grove Green commencing at 8.33 p.m.

 Draft

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

1.     Declaration of Interest or Lobbying.                                                

None declared.  

2.       Apologies and absences                                                                                 

      Cllr W Hinder (convalescing) Cllr A Spain (convalescing)  

Not adjourned as there were no members of the public present.  

3.      Planning Applications and Appeals for Consideration

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

MA/11/1883 – Erection of a first floor side extension at 6 Erith Close, Maidstone .

As this application was not within the parish boundary no further action was taken.  

4.      Next Meeting.                                                                          

Next Environment meeting 9^th January 2012 at Beechen Hall commencing at 7.30 p.m.  

Minutes of the Meeting of the Parish Council held at St Johns School , Provender Way , Grove Green on Monday 5^th December 2011, commencing at 7.30 pm.

Approved

Councillors present – Mr M Pepper (Chairman), Mrs P Brooks, Mr I Davies (arrived with apologies during item 2), Mr V Davies, Mr T Harwood, Mr B Hinder, Mrs K Macklin (arrived with apologies during item 3), Mr K Perry, Mr G Smith, Mr A Springate, Mr P Sullivan, Mr W Stead and Mrs M Waller together with the Assistant Clerk, PCSO Hawthorn, 2 member of the press.

1.     Apologies and absences.   

2.     Declaration of Interests or Lobbying.                                                        

All Councillors present declared an interest in Item 10 and Mr W Stead Item 4.1 he reminded members that he was Vice Chair on KALC Maidstone Area Committee.

3.        Minutes of the Parish Council Meeting on 7^th November 2011.                     

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

4.       Matters Arising From Minutes.                                                                 

4.1         Minute 2348/4.1 concurrent functions. Members noted Cllr Pepper’s update on the situation stating that there was further work to do and that further meetings were planned with the next one on Thursday 8^th December.  Cllr Pepper will continue to update members as the situation progresses. Action – Cllr Pepper

4.2         Minute 2348/4.2 controlled crossing point. Members noted the installation date of 13th – 17^th February (half term).   It was suggested that the Parish Council holds an official opening ceremony with invitees from KCC, St John’s school and the Parish Council.  Cllr Pepper requested for this to be placed on January 2012 agenda. Action – Parish Office

4.3         Minute 2348/4.3 Roundwood. Members noted that comments on the S106 document have been supplied to KCC. The Assistant Clerk confirmed that an interim response had been received from KCC, however there had been no further communication.  The Clerk will arrange for a further Chairman’s escalation. Action – Parish office.

4.4         Minute 2348/10.2 Olympic torch. Members noted that this item will be returned to the agenda as the situation develops.

4.5         Minute 2348/6 off road bikes. The Assistant Clerk confirmed that maps had been completed and will be sent to off road biking associations to notify them of the  legal routes that bikers can use once PCSO Hawthorn confirms names and addresses. Action PCSO/Parish Office.  

5        Draft Minutes of Meetings since Previous Parish Council Meetings.     

Received and noted the draft minutes of

5.1   Environment meeting 7^th November 2011.

5.2   Environment Committee 14^th November 2011. Members asked for clarification on three items, these were addressed at the meeting and amended copies will be supplied at the next environment meeting for signing.

5.3   Finance Committee 15^th November 2011. Members sought clarification on item 12.1.  It was agreed to check with the Clerk and to respond to members via e-mail.  Any corrected minutes will be signed off at the next Finance Committee meeting.  

6        Report from the PCSO and Police Issues.                                                    

Noted and received the crime statistics.  PCSO Hawthorn gave apologies for his new Sergeant Nick Hatcher who was unable to make this Parish Council meeting but will endeavour to attend the January meeting.  He also gave a report on recent issues he had been dealing with and it was noted; the area identified for drug taking has seen a significant fall since regular checks have been made.  No further flytipping had occurred in an identified area due to regular checks.  He confirmed that he would pass on information received from the Parish Office with regards to speeding along the A229 at the point it has been restricted to 50mph.  PCSO Hawthorn also confirmed that his team were looking into the parking issues at Maidstone Studios recently but were waiting from information from the Parish Office who has contacted the studios direct.  

7        Finance.                                                                                  `                 

7.1   Noted payments made out of meeting 08.11.11 – 25.11.11 Appendix A.

7.2   Noted receipts for the period 01.11.11 – 25.11.11 Appendix B.

7.3  Noted account balances as at 25.11.11. Appendix C.

7.4   Authorised payments of accounts. Appendix D.

7.5   Members were reminded that: they should not sign blank cheques or authorisation letters; they need to check invoices against cheques when signing; cheques stubs need to be initialled by both signatures. Members are also responsible for keeping their register of interest details updated.  

8.        Matters for Decision.                                                                                            

8.1         Members noted the 2012/2013 (provisional) meeting dates.   Members were asked to consider whether any special arrangements should be made for the annual meeting of the parish (to be held between 1^st March – 1^st June) Cllr Pepper asked for this to be returned to the January agenda.

8.2  Members noted The Lord Lieutenant of Kent, Annual Civic Service – Tuesday 6^th March 2012, Rochester Cathedral at 11.00am. Cllr Pepper asked for names to be forwarded to the parish office.

8.3   Allotments 2013/14. Cllr Bob Hinder gave members a brief overview of the benefits of having allotments within the Parish and put forward ideas on how this could be achieved if land could be identified or became available.  Members agreed that this was a good idea and for Cllr Bob Hinder to do a presentation and briefing note at the Estates Meeting in February. Action – Cllr Bob Hinder.

9.    Reports from Borough and County Councillors .

There was nothing to report.  

10. Queen Elizabeth Diamond Jubilee Anniversary Project.                          

Members unanimously agreed the resolution “Boxley Parish Council agrees the signing of the Tenancy at Will relating to open space land at Penhurst Close Grove Green Maidstone ”.  It was also agreed that the Orchard Working Group would agree the official name for this project. Action – Orchard Working Group.  

11  Policies and Procedures Review.                                                                             

None scheduled for review.  

12. Reports from councillors/office.                                                                               

12.1 Parish Council Allowances – Overview and Scrutiny Committee received Cllr Peppers’ report.

12.2 CPRE AGM received Cllr Pat Brooks’ report.  

13. Matters for Information.                                                                                          

13.1  MBC Review of Polling stations consultation did not identify any changes to the current arrangements.

13.2 MBC Cabinet Bulletin Nov.

13.3 Localism Act has been passed.

13.4 Allowances for Parish Councils – Report of the Parish Independent Remuneration Panel.

13.5 Mid Kent Downs Steering Group - next scheduled meeting 1 March 2012.

13.6 Boxley Warren display at Beechen Hall on Friday 9^th December (11.oo – 4.00) and Sat 10^th December (1000 – 1.00).

13.7 Policing Kent – Medway District edition.  

14. Next Meeting.                                                                                                              

       Monday 23^rd January 2012 at Beechen Hall, Wildfell Close (ME5 9RU) at 7:30 p.m. 

Meeting closed at 8.30 p.m.

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Minutes of the Finance Committee Meeting held at Beechen Hall, Wildfell Close, Walderslade on Tuesday 15^th November 2011 commencing at 7.30 p.m.

Aprroved

Councillors present – Mr. M Pepper (Chairman), Mrs. P. Brooks, Mr. I Davies, Mr. V Davies, Mrs. W Hinder and Mr. G Smith together with the Clerk and a member of the public (until item 5).

1.   Apologies and non-attendance.

None as all members were present.

2.   Declaration of Interest or Lobbying.

Cllr Ivor Davies reminded members that he was the Secretary of Walderslade Woods Group and would abstain from item 7.

Cllr Vic Davies reminded members that he was a Trustee at Vinters Valley Trust and would abstain from item 12.1.

3.   Minutes of the meeting of 13^th September 2011.

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

4.        Facebook and twitter.

Ms. Adetoba gave a presentation on Facebook and the opportunities it presented to the Council. Members discussed issues relating to privacy, types of information, access and security. Ms. Adetoba was thanked for the information and presentation which members had found most helpful.  

The meeting was adjourned at 7.55 pm and reconvened at 8.07 pm.  

Members having accessed some examples of parish councils on facebook decided that they would like more information from Clerks/Councillors that actually had their councils on facebook. Action - office.  

5.        Matters Arising.

5.1    Minute 2310/4.2 Accounting software. Members to receive an introduction to the system. Noted that the next meeting could be held in the parish office and the system could then be accessed during the meeting.

5.2    Minute 2310/5.3 Bad Debt.  Noted an offer to pay in installments had been received and if accepted would result in the suspension of the warrant.  Should payments not be received then the warrant could be reactivated. Members agreed that this would be accepted and the Clerk was asked to investigate whether reactivating the warrant would incur a fee. Action – Clerk.

5.3    Minute 2311/8.4 Compassionate leave, noted addition of parent to list, added by full Council.  

No members of the public were present so the meeting was not adjourned.                   

6.        Financial report.

6.1  Noted and accepted Income/Expenditure report of 7^th November 2011. Two issues were identified as needing clarification; code 81, Clerk to check whether this was an uncancelled budget amount; code 29 why was the amount so high at this time.

6.1  Reconciliation of accounts report of 7^th November 2011 received and signed off.

6.2  Received Cllr Springates' Parish Councillor Audit. The Chairman asked that thanks be minuted for Cllr Springates’ work.  

7.        Walderslade Woods Group.

Agreed proposed by Cllr Hinder seconded by Cllr Vic Davies that an additional £100 is released from the groups’ unallocated grant to allow the purchase of a bat detector.  

8.        Outstanding Time off in Lieu.

Details were submitted and noted.  

9.        Policy and procedures reviews and adoption.

9.1  Grants policy and procedure agreed with a few minor improvements.

9.2  Reserves policy agreed with a few minor improvements.

9.3  Noted Annual Review Health and Safety.  

As the time was 9.30 pm the Chairman used his powers to extend the meeting for half an hour.           

10.    Draft 2012/2013 budget.

10.1     Members considered the draft budget and made a few adjustments. An increase in the books budget was made to allow purchase of Parish Councillor Guides for councillors (after the elections) and the Clerk would remind members of the books that were available from the office. Action – Clerk.

Ref 4.2.10 Clerk was asked to check the budget amount as NALC had just announced a 3% rise in subscription rates. Action – Clerk.

10.2     Ref 4.4.4 subsistence allowance. Members agreed that the subsistence budget be increased to take account of the parish tour as members could claim the allowance.  Members would then be required to pay for any amount over the basic allowance.

10.3     Ref.PR gifts, members agreed a budget of up to £300.  The office to supply ideas for members to consider. Action - office.

10.4     Ref 4.7.4 £10,000 Community Project Dragon’s Den style.  Members discussed whether relevant projects would be submitted, identified that guidelines would need to be produced etc.  Agreed inclusion in the budget. Action – Cllr Pepper to undertake background work for presentation to the Parish Council.  

11.    Internal Audit

11.1     Received the Independent Internal Auditors report.

11.2     Agreed extension of the contract of the Independent Internal Auditor for the 2012/13 financial year.  

12.    Grant Request.

12.1     Received and welcomed the Vinters Valley Local Nature Reserve report. After discussion it was agreed, proposed by Cllr Hinder seconded by Cllr Ivor Davies (with 2 abstentions) to reinstate the grant to the 2010/11 level. It was highlighted that this was an exceptional decision and that the reduction in grant would still exist for 2011/12 with a similar review in November 2012. Members were keen to see that the additional grant released was spent on something specific. The Clerk was asked to liaise with the Warden. Action – Clerk.

12.2     The Samaritans. After brief discussion he Chairman proposed from the chair that, in recognition of the exceptional role that the charity undertook in troubled times, £400 be awarded, unanimously agreed.  

13.    Outstanding Project 2011/12 Update

Received the website report, agreed the request for release of unspent budget.  

14.    Matters for Information.

Noted Transparency Code for local Councils.  

15.    Date of Next Meeting.

Tuesday 10^th January 2012 at Beechen Hall, Wildfell Close, Walderslade commencing at 7.30 p.m.

Meeting closed at 9.50 pm.

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Minutes of the Environment Committee on Monday 14^th November 2011 at Beechen Hall, Wildfell Close, Walderslade 

commencing at 7.30 p.m.  

Approved  

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

1.       Declaration of Interest or Lobbying.                                       

Cllr Pat Brooks, Cllr Maureen Waller, Cllr Kevin Perry, and Cllr Wendy Hinder for item 6.11.  

2.       Apologies and absences   

Item 4 was taken at this point.  

3.   Minutes of the Meetings of 3^rd and 10^th October 2011.      

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

4.       Penhurst Close Pre Application discussion.                                                           

 Rebecca Taylor, Land Negotiator and Geoff Blake, Development Director of Ward Homes gave a presentation on a revised plan for this site.  The new application takes into account and addresses the reasons for refusal from both MBC and the Inspectorate.  Members received the presentation and provided feedback on the new plans and will await the formal application to be submitted for consultation.    

5.      Matters Arising From Minutes.                                     

5.1    Minute 2342/4.1 Boxley Road & Beechen Bank Road speed limit. A detailed costing for the work has been received see report (page 4).

5.2    Minute 2342/4.2 Inconsiderate parking Walderslade Village/Boxley Road . Members agreed  the letter that Cllr Pepper had drafted to Rodney Chambers, Leader of Medway Council to ask for his help with this matter, should be sent.  

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

6.   Planning Applications and Appeals for Consideration.                                  

6.1  MA/11/1195 amended details on fence for Gidds Pond Farm.  The planning officer wasn’t happy with the fence submitted and so asked for it to be moved back a bit (from the road) and for landscaping to be put in front of it.  He feels that it is an improvement.  Members welcomed this application and do not wish to object.  

6.2 MA/11/1349 erection of 1no replacement dwelling with detached garage and associated works at Glenside , Boxley Road , Walderslade.

Do not wish to object however members would like to see the development;

·         retain the existing trees/landscaping and vegetation to the front of the site, to soften the impact on the street scene.

·         ensure the roof height is no higher than the adjacent building taking into account the slope/contours of the land.

·         supply the applicant with Boxley Parish Council’s Traffic Management Plan.  

6.3  MA/11/1601 change of use of land to garden land and erection of fencing adjacent to Chatham Road at 2 Pilgrims View, Sandling 18/11/11. Clerk’s comment: members considered this area under their sale of land policy and choose not to block the sale by KCC.  Do not wish to object.  

6.4  MA/11/1701 change of use of unit to motor vehicle sales and show room (Sui generis) including replacement roof, installation of shop front and internal passenger lift (with external housing), creation of ramped access to the front and rear, installation of a pump inversion air conditioning systems and alterations to fenestration also

6.5  MA/11/1702 advertisement consent for 1no internally illuminated fascia sign, 1no internally illuminated totem sign, 1no painted logo sign and 1no vinyl logo sign to front entrance roller shutter at Unit A Aylesford Wharf, Forstal Road .  Do not wish to object.  

6.6  MA/11/1747 application to vary condition 6 of planning application MA/03/1417 (outline application for a detached bungalow) to allow the use of garage as additional living accommodation at Westwood, Boxley Road , Walderslade.  Do not wish to object.  

6.7 MA/11/1759 single storey front extension at 6 Shearers Close, Grove Green 213/11/11.  Do not wish to object.  

6.8 MA/11/1834 – Erection of rear decking area at Torfield, Weavering Street , Weavering

      Do not wish to object.  

6.9 TA/0157/11 application to crown lift branches overhanging the rear garden of 56 and 58 Bargrove Road to give a ground clearance of no more than 3m. Cut back branches to give clearance of no more than 5m from the rear flank corner of 56 Bargrove Road . Do not wish to object subject to the views of the Landscape Officer.  

6.10 TA/0169/11 – TPO No.1 of 1969 an application for consent to reduce height of 1 no. Hornbeam tree by a maximum of 7.6m (25 ft).  Do not wish to object subject to the views of the Landscape Officer.  

6.11 Pre-planning consultation for a proposed base station installation on highways land adjacent to A249 Road , south of the M20 Junction 7 roundabout towards Newnham Court Shopping Village via Galliford Try.  Members agreed that they had no objection for the proposed site for the base station but asked for assurances from the company that there would not be any interference with medical equipment once the new Hospital is built.  

7.   Planning applications taken to Planning Committee.                        

Planning rota – Cllr Pepper, 24th November 2011 and Cllr Wendy Hinder 15th December 2011. Noted.

MA/10/1627 Erection of new dwelling at land off Beechen Bank, Boxley Road . Returned to MBC Planning Committee 3^rd November 2011, refused by committee. Noted.  

8.   Planning Applications and appeals decisions.                                       

MA/11/0779 – Hollymead, 38 Franklin Drive – Erection of a first floor side extension, conversation of existing garage to living accommodation and erection of a new garage to front elevation.  Dismissed by the planning inspectorate on 31/10/11. Noted.  

9.   Walderslade Woods and Volunteer Group                             

Members received Cllr Springate’s report that the group were making good progress with path clearance on the plateau by removing lots of bramble and ground cover in an attempt to control nature.  

10. Highways and Byways.                                                                    

10.1     Members received and noted the winter farmer snow clearance routes.

10.2     Members noted the rescheduled date of March for resurfacing Grovewood Drive North .

10.3Hospital construction. Members noted that the Parish Office and a Highways Steward were to be introduced to the contractors carrying out this project. MBC has also set up a website to keep the public informed.

10.4Members noted the update on Safety Cameras.

10.5Members were asked if they had any project ideas to put forward for Cllr Paul Carter underspent highways budget?  Cllr Waller highlighted road marking particularly in Boarley Lane under the motorway bridge.

10.6Members agreed to send out a general letter to residents in Lordswood where flytipping had been reported in alleyways behind properties.  Action – Parish Office.  

11. Neighbourhood Development Plans.                                               

11.1 Boxley Village - Members noted the rough draft Neighbourhood Development Plan agreed that this was a good document and were happy with the content.

11.2 Grove Green – Members noted the rough draft Neighbourhood Development Plan and it was agreed that Cllr Perry would forward to the office his amendments.  Action – Cllr Perry.  

11.3  Rural area Members agreed to defer this item to the main December meeting and requested that Sandling be included. Action – Office.  

12. Policy and procedures review.                                                                      

12.1 Section 106 wish list – Members received the list and made changes, it was agreed that further amends were needed and members agreed to bring this item back to the agenda in December                                                            

13. Budget 2012/2013.                                                                                

13.1     Members received and agreed the draft budget with no amendments.

13.2  Sheltered seating.  Members agreed that this project was no longer suitable and therefore not required.    

14. Matters for information.                                                                              

14.1 Members noted Southern Water’s metering programme update.

14.2 Consultation Neighbourhood Planning. Members noted the Deadline for response is 5^th January 2012 – and agreed for this item to be returned to the agenda at the December meeting  to allow further information to be gathered.

14.3  Members noted CPRE Maidstone Committee AGM on Tuesday 6^th December, 2011 at 7.30 Cllr Brooks and Cllr Wendy Hinder agreed to attend.  Clr Brooks also agreed to be the Council’s representative for this external organisation.  

15. Next Meeting.                                                                                         

Next environment meetings 5^th December and 12^th December 2011 (full) at Beechen Hall commencing at 7.30 p.m.  

In view of the confidential nature (personal details and data) of the following item the chairman passed a resolution to go into confidential discussion.  

16. Enforcement and Section 106 updates from MBC.                                       

Members received and noted an update on outstanding issues.  

Meeting closed 9.35 pm.

Osteopathy, Styles Lane, Boxley on Monday 7th November 2011 commencing at 7.30 pm.

Approved

1. Apologies and absences.

2. Declaration of Interests or Lobbying.

3. Minutes of the Parish Council Meeting on 3rd October 2011.

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

4. Matters Arising From Minutes.

4.1 Minute 2338/4.1 Concurrent functions. Noted the chairman’s update.

4.2 Minute 2338/4.2 Noted the installation date was now awaited. Cllr V Davies asked

that the school be kept closely informed of developments. Action – Clerk.

4.3 Minute 2338/4.3 Roundwood. Noted awaiting response from KCC the Chairman will

contact Cllr Carter to try to get a response. Action – Cllr Pepper.

4.4 Minute 2339/10.2 Olympic torch. Noted a response from the Malta Inn was

5 Draft Minutes of Meetings since Previous Parish Council Meetings.

Received and noted the draft minutes of

5.1 Environment meeting 3rd October 2011.

5.2 Environment Committee 10th October 2011.

5.3 Estates Committee 11th October 2011.

6 Report from the PCSO and Police Issues.

Noted and received the crime statistics. PCSO Hawthorn gave a report on recent issues

he had been dealing with and it was noted; the stolen scooter had been recovered; local

biking associations to ensure that any information they gave out was correct. Action –

7 Finance. `

7.1 Noted payments made out of meeting 04.10.11 – 31.10.11. Appendix A.

7.2 Noted receipts for the period 27.09.11 – 31.10.11. Appendix B.

7.3 Noted account balances as at 31.10.11. Appendix C

7.4 Authorised payments of accounts. Appendix D.

7.5 Approved request for Asst Clerk to be made a third party mandate to the Beechen

8 Concurrent Functions Consultation.

Received and noted the Clerk’s report on the consultation. The Clerk was thanked for

the work put into the document. Agreed with a correction to add a missing word and on

9 Matters for Decision.

9.1 AGM KALC 12th Nov 2011 at Ditton Community Centre. Noted Cllrs W Hinder and

9.2. Noted KALC conferences. Chairmanship conference 7th January 2012, Localism

conference 28th January 2012, Supporting Communities and Neighbourhood

Planning Thurs 1st Dec 2011 & Sat 3rd Dec 2011. Any interested councillors to liaise

10 Reports from Borough and County Councillors.

the issue concerning the unsafe road outside Walderslade Village. Action – Cllr Pepper.

3rd November as the Council’s objection to the application on land adjacent to Beechen

11 Queen Elizabeth Diamond Jubilee Anniversary Project.

and the fact that MBC still has not issued a licence. Action – Cllr Pepper to contact MBC

if licence not received by 11th November 2011.

12 Policies and Procedures Review.

12.1 Freedom of Information agreed still fit for purpose.

12.2 Community Engagement Strategy agreed still fit for purpose.

13 Reports from councillors/office.

13.1 Diamond jubilee open day received Cllr Peppers’ report.

13.2 Sandling Sign received Cllr Peppers’ report.

13.3 Reptile task day received Cllr Harwoods’ report.

13.4 MBC/Parish conference received Cllr Peppers’ report.

13.5 Celebrating Boxley Warren received Mike Phillips’ report. Cllr Perry gave a report

14 Matters for Information.

14.8 CPRE AGM Fri 25th November 2011, Lenham Community Centre.

15 Next Meeting.

Monday 5th December 2011 at St John’s School, Provender Way, Grove Green at 7:30

Minutes of the Environment Committee on Monday 7th November 2011 at European

1. Declaration of Interest or Lobbying.

2. Apologies and absences

3. Planning Applications and Appeals for Consideration.

unsustainable use which would be contrary to ENV28, ENV31, ENV33, ENV34 of the

Green. Do not wish to object.

4. Planning Applications and appeals decisions.

5. Next Meeting.

Next Environment meeting 14th November 2011 at Beechen Hall commencing at 7.30

Minutes of the Estates Committee Meeting held at Beechen Hall, Wildfell Close, Walderslade on Tuesday 11^th October, 2011 at 7.30pm.

Approved

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

1.             Declaration of Interest or Lobbying.

None.  

2.             Apologies and absence.

None.  

3.            Minutes of Previous Meeting 8th August 2011.

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

4.      Matters Arising From Previous Minutes.

4.1 Minute 2324/4.1 Parking at Boxley. Members received the letter from the ESO and expressed disappointment that the project was not preceding as the Trustees did not wish to enter into a lease at this time.

4.2 Minute 2324/4.2 Sandling Village Sign – Members noted the arrangements for the unveiling ceremony on Thursday 13^th October at 10am.  It was agreed that a review of the concerns about vandalism of the sign would be made after the unveiling when members could consider the clerks comments on the situation.

4.3 Minute 2324/10 Village Sign Plaques – Members noted the cost of the sign and were able to see it before Cllr Sullivan fixed it to the post of Sandling Village Sign.  

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

5.             Asst Clerk’s Report.

5.1 Noted the following hire fees were received for August/Sept. (Brackets indicate income over same period previous year).

    Casual                          £2,670.56                (£2,046.59)

    Regular                         £3,620.69                (£1,719.50)   

    Total                            £6,291.25                (£3,766.09)  

  Cumulative figures for        2011/12                   2010/11

  Casual                          £6,061.89                (£6,338.15)

  Regular                         £9,368.14                (£7,041.99)            

  Total                          £15,430.03                *(£13,380.99)  

* Noted £11,774.70 was inaccurately reported last year.  

5.2 Marketing Plan, update received.  

   6.     New Hirers

Members noted the new Wednesday evening Amateur Dramatics class.  

7.     Ceiling & Lighting at Beechen Hall

Members agreed to the expenditure for a new emergency light unit in the foyer with the additional budget vired from the under-spend on the Hall marketing budget. Members commented that the acoustics in the small room had been improved by the new tiles and added insulation.  

8.     Review of Policies and Procedures.

8.1   Grounds Maintenance Contract – Members agreed the tender document as submitted.  The parish office will send out to prospective companies in due course. Action – parish office.

8.2   Review of hire fees – Members received and noted the Assistant Clerk’s report and agreed that the new review date for both regular and casual hirers will be December to implement any increases from 1^st April. Action –December agenda.  

9.     Profit and Loss Account

Members received and noted the second quarter. 

10.   Boxley War Memorial.

Members received the update that Stonewest Ltd has gone into administration and has been taken over by its subsidiary company  Rattee & Kett and made the following decisions –  

·         Undertake research on Rattee & Kett Ltd.

·         If happy with the company to contact them to see if they will honour the price quoted by Stonewest Ltd and undertake the work. 

·         If not would they consider submitting a quotation for the work.  

11.   Prompt-payment discount – Regular Hirers.

Members received the Assistant Clerk’s report and agreed not to progress the prompt-payment discount suggestion.  

12.   Matters for Information

None received.  

13.   2011/12 Budget.

Received the draft budgets which were discussed, at length, by members.

13.1    Estates General Budget. Members agreed to the majority of the draft budget with the outstanding query (Grounds Maintenance) to be dealt with at the December meeting. Members identified that the grants to village halls were vital as they considered village halls were often the ‘life blood’ of the communities that they served. The priority on the budget was changed from Desirable to Important/essential.

13.2    Estates Beechen Hall budget. Members agreed the majority of the draft budget with a few outstanding issues to be returned to at the December meeting. Outstanding issues included:

a)       Tree maintenance around the Hall and Office. It was agreed that Cllr Pepper and Cllr Ivor Davies will inspect the car park and make recommendations for maintenance. Action - Cllr Pepper and Cllr Ivor Davies.

b)       Increase lighting in the Car Park – Members agreed to wait for the report on tree maintenance before considering this.

c)       New Front Doors for Beechen Hall – Members noted comments and agreed to review in 12 months.

d)       Sanding and re-varnishing Beechen Hall Floor – Members agreed that no further action on maintenance for this year.  Members asked for estimates to be used for information gathering.       

No other projects were identified.  

14.   Health & Safety 2010/11.

Members received and noted the Clerk’s report on entries into the accident book reported accidents in the past 5 years and the Council’s procedures to manage this type of incident. Agreed there should be an annual report back to the committee.  

15.   Date of Next Meeting.

Tuesday 13th December 2011 at Beechen Hall, Wildfell Close, Walderslade, Chatham commencing at 7.30 p.m.  

Meeting closed at 9.40 p.m.

Minutes of the Environment Committee on Monday 10^th October 2011 at Beechen Hall, Wildfell Close, Walderslade commencing at 7.30 p.m.

 Approved

Councillors present; Mrs W Hinder (Chairman), Mr Ivor Davies (left during item 8 and returned item 4.2), Mrs P Brooks, Mr M Pepper, Mr K Perry, Mr A Springate, Mr W Stead and Mrs M Waller, together with the Clerk.  

1.       Declaration of Interest or Lobbying.                                       

There were none.  

2.       Apologies and absences                                                                                 

3.   Minutes of the Meetings of 5^th and 12th September 2011.      

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

Item 8 was taken at this point.  

4.   Matters Arising From Minutes.                                                                   

4.1  Minute 2332/4.2 Boxley Road & Beechen Bank Road speed limit. Noted a detailed costing for the work had been requested.

4.2  Minute 2332/4.3 Inconsiderate parking Walderslade Village/Boxley Road . Noted a response has been received from Cllr Brake and Cllr Pepper suggested that a site meeting be arranged to discuss the issue with the Councillor and PCSO. Action – Cllr Wendy Hinder and Cllr Pepper.

4.3  Minute 2334/10 Neighbourhood Development Plans. Noted office time had not been available to complete the other plans but it is hoped to do this for the November meeting.

4.4  Minute 2334/17 land adjacent Weavering Roundabout. Noted MBC had confirmed that the trees that are the backdrop to the site were protected but under current legislation there was little more MBC could do. A protected species had recently been identified at the site and its existence was notified to the Kent and Medway Biological Records Centre and Maidstone Borough Council.  Agreed office to continue to monitor the situation.  

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

5.   Planning Applications and Appeals for Consideration.                                  

5.1 MA/11/1070 Amended details (technical report regarding traffic movements) at The Kent Clinic, Bearsted Road . Members noted the ratification of the Clerk’s decision, after discussion with Cllr Ivor Davies, noted.  

5.2 TA/0147/11 application for consent to crown thin and crown reduce one Hornbeam tree by 20% at 17 Forestdale Road , Walderslade.

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

5.3 Land at Penhurst Close.  Contact from Wards. Agreed that MBC would be contacted to see the reason for referring Wards to the Parish Council and the office would arrange for the developers representative to attend an Environment Committee. Action – parish office.  

6.   Planning applications taken to Planning Committee.                        

Planning rota – Cllr Spain 13th October 2011 and Cllr Pepper 3rd November 2011.  

7.   Planning Applications and appeals decisions.                                       

None submitted for consideration.

8.   Core Strategy consultation.                                                           

Members received the briefing note on the MBC Core Strategy.  After lengthy discussion the response to the Core Strategy was agreed (appendix to the minutes). 

Members noted that a number of other strategies would be produced by MBC and members identified their wish to respond to these consultations. Members were especially interested in the Blue and Green Strategy draft document as their discussions had raised concerns about the poor design of the current buildings on the river and they did not wish to see this repeated. They were also concerned about development of areas liable to flooding.  

9.   Walderslade Woods and Volunteer Group                             

Cllr Springate’s report on the poor condition of the steps leading from Tunbury Bottom to Tunbury Avenue was received. After discussion members agreed that the group should report any issues it had concerning health and safety direct to KCC and it did not need the permission of the Parish Council to do so. The Clerk clarified that the group had its own insurance and was required to undertake risk assessments prior to any work, should not undertake any work that was unsafe or that left unsafe conditions.  

As it was 9.30pm the Chairman used her power to extend the meeting to 10.00 pm.  

10. Highways and Byways.                                                                    

10.1  Meeting with Bryan Sweetland (KCC Cabinet Member for Highways) and Carol Valentine (Highway Manager West Kent). Cllr Pepper gave a verbal report on the recent meeting and he summarised it as a useful meeting.  The Council would now give KHS time to meet the service improvements that had been identified as being implemented.

10.2  Winter Maintenance Update. The Asst Clerk’s update on the KCC winter maintenance programme was received.  Cllr Ivor Davies reported that the Woodlands salt bin had not been filled action – parish office.

          Members were notified that a list of the roads being cleared by the farmers in bad weather had been requested and members requested sight of this, action – next agenda.  

11. Policy and procedures review.                                                                                       

None due for review.  

13. Review of 2011/12 Projects.                                                          

13.1  Grant, benches at Weavering Heath. Noted no detailed information had yet been received on how the costs for the purchase/installation was reached.  Cllr Pepper was meeting with MBC about an issue related to open spaces and will raise this issue. Action – Cllr Pepper.

13.2  Trees Cobtree Country Park . Noted trees and plaque are being purchased by MBC and an invoice was awaited.  

14. Budget 2012/2013.                                                                                

Members noted that they should notify the parish office of any projects that they wished to see included in the draft budget.  

15. Matters for information.                                                                              

15.1    Cuckoowood auction woodland, noted.

15.2    CPRE booklet how to respond to planning applications – an 8 step guide.    An e-learning course on How to respond to planning applications will shortly be available at www.ntselearning.co.uk.  

16. Next Meeting.                                                                                         

Next environment committee meetings were 7th & 14th November 2011 (full) at Beechen Hall commencing at 7.30 p.m.  

In view of the confidential nature (personal details and data) of the following item the chairman passed a resolution to go into confidential discussion.  

17. Enforcement and Section 106 updates from MBC.                                       

Members were notified of issues relating to Bredhurst Nursery. Noted the update requested on the other outstanding issues had not been received.  

Meeting closed 9.45 pm.  

Minutes of the Meeting of the Parish Council held at St Johns School , Provender Way , Grove Green

on Monday 3rd October 2011 commencing at 7.30 pm.

 Approved

Councillors present – Mr M Pepper (Chairman), Mrs P Brooks, Mr Ivor Davies, Mr Vic Davies, Mr T Harwood, Mrs W Hinder, Mrs K Macklin (arrived with apologies at item 4.3), Mr K Perry, Mrs A Spain, Mr A Springate, Mr W Stead, Mr P Sullivan and Mrs M Waller together with the Clerk, Borough Cllr D Butler, 1 member of the press and 1 member of the public.

1.     Apologies and absences.                                                                                      

Cllr G Smith (family commitment). Cllr B Hinder (absent) and County Cllr Carter (political commitment).

2.     Declaration of Interests or Lobbying.                                                        

Cllrs Vic Davies and Wendy Hinder reminded members that they were school governors (item 4.2).

3.     Minutes of the Parish Council Meeting on 5^th September 2011.         

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

4.     Matters Arising From Minutes.                                                                  

4.1   Minute 2328/4.1 Concurrent functions. The Chairman gave an update on the lack of progress with MBC.

4.2      Minute 2306/7 controlled crossing point, members received the update report and it was noted that the required consultation was being undertaken. Once completed the work would be scheduled.

4.3      Minute 2330/18 Roundwood. Noted comments on the S106 document have been supplied to KCC and a response was awaited. Cllr Springate confirmed that his queries, raised at the last meeting, had been satisfied as much as possible as some were related to another legal document and would be addressed when this was received. 

As there were no questions from the member of the public the meeting was not adjourned. 

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

Received and noted the draft minutes of

5.1   Environment meeting 5^th September 2011. Noted the month had been corrected.

5.2   Environment Committee 12^th September 2011. Noted amendment to include Cllr Spain in the attendance list.

5.3   Finance Committee 13^th September 2011. Cllr Perry highlighted that parents had been omitted from the list on the Compassionate Leave policy.  It was agreed that this was a straight forward error and arrangements would be made to add them to the list. Action –Clerk. 

6.     Report from the PCSO and Police Issues.                                                    

Noted and received the crime statistics. Members were supplied with an explanation of the reorganisation of the Police districts. The Chairman notified members that he had written to Inspector Prodger praising the work of PCSO Hawthorn and asking that if possible he be retained as the parish PCSO.

Cllr Ivor Davies notified members that lead had been stolen from properties just outside the parish boundary. The Clerk was asked to liaise with the PCSO to ensure that he is receiving this type of information. Action – Clerk. 

7.     Queen Elizabeth Diamond Jubilee Anniversary Project.                      

A verbal report was given on the 1^st October open day and the forth coming reptile habitat task day. The Chairman notified members that he was meeting with MBC as he was unhappy with the lack of progress by the Parks Department on the lease agreement.  Cllr Harwood asked that it be noted that he had being getting support from other MBC departments and KCC.

The Chairman thanked the office and councillors for the work in publicising the day. 

8.      Finance.                                                                                

8.1   Noted payments made out of meeting 13.09.11 – 26.09.11. A query was raised on voucher 284 and the Clerk would clarify the issue for members via e-mail. Action –Clerk.

8.2   Noted receipts for the period 27.08.11 – 26.09.11.

8.3  Noted account balances as at 26.09.11.  Members were notified that due to a delay in switching an account the addition of Clydesdale Bank (investment bond) to the list was correspondingly also delayed. It was hoped that this would be resolved in the next couple of days.

8.4   Authorised payments of accounts. The Clerk notified members that she had noted that no copy had been given to members and as this was required under procedures she would arrange for details to be forwarded to them. Action – Clerk. 

9.      Parish Council Annual health check.                                             

Members’ agreed the statement:

Boxley Parish Council having undertaken a health check of the way its committees and members operate is satisfied that it has robust and satisfactory procedures in place to ensure relevant actions and timely decisions are taken to provide a quality service. It also considers that adequate safeguards are in place to deal with any developing situations that require attention and that there is an ethos of being willing to review and to improve the service where possible. 

10.    Matters for Decision.                                                                                                

10.1   Parish Conference Sat 22.10.11 9.30 – 1.00 Headcorn Community Centre. Action – Cllrs Brooks , Pepper and Stead to attend.

10.2   Olympic Torch celebrations. Noted the torch would only be within the parish boundary when it progressed down the river. The Museum of Kent Life would be interested in joining with the Parish Council if it had any ideas. It was agreed: that members would notify the office of any ideas; Malta Inn to be contacted to see if they are planning anything; the office would publicise any events to schools etc. 

11     Reports from Borough and County Councillors .                                                

Cllr Butler gave a report covering the Olympic Torch visit to Maidstone (19^th July 2012) and the refuse collection system. Cllr Wendy Hinder notified members that she was attempting to resolve the inconsiderate parking and the related safety issues in Walderslade village but that the Medway Councillor had not responded to her e mail 

12    Policies and Procedures Review.                                                                              

Protocol for attending Parish Council and Committee meetings agreed that the policy remained as it was. 

13     Draft Budgets 2012/2013                                                                              

Noted members needed to identify any Council projects that they wish considered for inclusion in the budget. 

14     Reports from councillors.                                                                           

Cllr Smiths report on Cobtree Country Park and the Council’s tree grant was noted. 

15  Matters for Information.                                                                                          

15.1    Annual leave, noted request for members to keep the office informed of when they were away or not available even if it did not affect their meeting attendance.

15.2    KALC newsletter Sept 2011(supplied to members).

15.3    Tree grant Cobtree Country Park . MBC is currently arranging to purchase the trees and plaque.

15.4       Kent County Playing Fields Assoc. AGM Fri 21.10.11 Town Hall Maidstone 12.30 pm.

15.5       Kent Wildlife Trust newsletter.

15.6       The view of Parliamentary constituencies in England www.independent.gov.uk

15.7       CPRE booklet How to respond to planning applications an 8 step guide. 

16  Civic Recognition nominations.                                                                            

No suggestions for nominations for awards were received at the meeting but the Chairman asked for any nominations to be submitted to him before the next Parish Council 

17   Next Meeting.                                                                                                     

Monday 7^th November 2011 at European School of Osteopathy, Styles Lane, Boxley at 7:30 p.m.  

Meeting closed at 8.30 p.m.

Minutes of the Environment Committee on Monday 12^th September 2011 at Beechen Hall, Wildfell Close, Walderslade

commencing at 7.30 p.m.

Approved

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

1.       Declaration of Interest or Lobbying.                                       

There were none.  

2.       Apologies and absences   

3.       Minutes of the Meeting of 8^th August 2011.                       

The minutes of the meeting were agreed and signed as a true and correct record.  Cllr Brooks informed those present that the Minutes from 18^th July on the website still did not show Cllr Waller and herself as being present.  

4.      Matters Arising From Minutes.                                                        

4.1       Minute 2319/4.1 Noted PCSO Hawthorne had delivered the flytipping letters.

4.2       Minute 2319/4.2 Boxley Road & Beechen Bank Road speed limit.  Members noted the estimate of £3198.83 from Kent Highways for the proposed scheme, however they required more clarification and a breakdown of costs.  It was felt that Kent Highways’ description was too vague.  Action - Office

4.3       Minute 2319/4.3 Inconsiderate parking in Boxley Road (Medway). Cllr Pepper confirmed that Cllr W Hinder had e-mailed Cllr Brake of Medway for his support with our concerns, It is hoped that Cllr Hinder and Cllr Brake will soon meet with the PCSOs in Medway who meet on the first Tuesday of every month. Action Cllr Hinder

4.4   Minute 2319/4.3 Members noted the Assistant Clerk’s written report on the KHS Parish Seminar held on 12 July 2011. Members requested that the winter maintenance schedule be returned to the next main meeting for an update including clarification on salt bins.  Action - Office.  

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

5.         Planning Applications and Appeals for Consideration.

5.1  MA/11/0953 erection of 2 rear extension and roof conversion at Wilmarie and Northview, Chatham Road , Sandling. Members noted the ratification of the Asst Clerk’s decision, after discussion with Cllr Ivor Davies and Cllr Wendy Hinder, do not wish to object.

5.2   MA/11/1310 erection of a 2 storey side and rear extension and single storey front extension at 2 Nutwood Close, Weavering        

Wish to see application refused for the planning reasons set out below but do not request the application be reported to the Planning Committee:

        The rear extension would be detrimental to the local street scene.

        If the officer is minded to allow the application to proceed, members requested that the extensive blank side elevation brick wall be softened.  

5.3   MA/11/1370 erection of a single storey rear extension at Buxlee, Tyland Lane , Sandling.   

        Do not wish to object.  

5.4         MA/11/1387 erection of first floor extension and conversion of garage into additional living accommodation at 2 Threshers Drive , Grove Green.

Do not wish to object.  

5.5         TA/0136/11 TPO No 1 of 1960 An application for consent to remove 2 Chestnut  Trees and to coppice 30 Chestnut Trees at  Woodland adj to No 1 Sandbourne Drive , Boxley.

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

5.6         TA/0142/11 TPO No.1 of 1969 an application for consent to fell 1 Oak at 18 Olivine Close, Walderslade.  

Do not wish to object subject to the views of the Borough Landscape Officer. However members are loath to the see the felling of an Oak if it can be saved.  If the landscape officer is minded to grant permission, a replacement heavy standard oak has been requested.  

5.7         MA/10/1627 Erection of new dwelling as shown on drawings attached, at Land off Beechen Bank, Boxley Road , Walderslade.

Members wish to see the application Refused and request the application be referred to the planning committee for the reasons set out below and given previously:  

This is a prominent site on Boxley Road with a sweeping wide view of Beechen Bank ALLI.  The introduction of a residential property onto this site would result in an unacceptable increase in urbanisation and would also be detrimental to the Beechen Bank ALLI which is contrary to PPS1 and policy ENV35.  

5.8         MA/11/1334 Erection of a garage at garage space r/o 25 & 27 Autumn Glade, Lordswood. 

Do not wish to object, however, members requested that the materials used in this build are sympathetic to the local area.  

5.9         MA/11/1428 Erection of hip to gable end and roof extension and insertion of rear dormer window to facilitate loft conversion at Ashdown, Grove Green Road, Weavering. 

Wish to object but do not request the application be reported to the planning committee.  Members noted that this is the proposed conversion of a hipped roof to a gable at only one end of a pair of semi-detached houses.  This would leave the building very asymmetrical and thus detrimental to the street scene.                                                             

6.       Planning applications taken to Planning Committee.                                        

Planning rota – Cllr Pat Brooks  22^nd September 2011. Noted. Members requested that 2 consecutive planning rota dates are reported on the agenda in future.  Cllr Spain confirmed that, provided she was free, she would attend the planning committee meeting that includes application MA/10/1627.  

7.         Planning Applications and appeals decisions.                                                 

There were none.  

8.       Walderslade Woods Group .                                                             

Cllr Springate informed members that the group had increased the frequency of task days since the last meeting and the group have carried out many tasks, including licensed ring barking, clearance of footpaths including from Forestdale to Impton Lane , cutting back vegetation on the plateau and erecting a noticeboard in Forestdale. Noted.

9.       Highways and Byways.                                                                             

9.1    Received a request form MBC for comments on congestion in Maidstone .  Members agreed the following response: The council has frequently complained about heavy traffic on Bearsted Road and New Cut Road , and the continuing development in the Newnham Court area which is exacerbating the problem.  The congestion along New Cut Road extends back into Grove Green as traffic becomes trapped.  Another area for concern is Boxley Road through the Village towards Penenden Heath roundabout, generally at peak hours. The northern end of the Parish does not suffer from congestion within the MBC area.

9.2    Grovewood Drive North .  Noted the planned resurfacing has been postponed but some potholes have been filled.

9.3    Members agreed the following name Cobnut Close as the new street name for the development of 9 dwellings in Franklin Drive , Grove Green.  

10.   Neighbourhood Development Plans.

Received, for comment on format only, an initial draft of the Working Party’s proposal for the Walderslade and Lordswood sections of the Plan.  Members, who were very satisfied with the content and layout, expressed their thanks to the Clerk for her excellent work on this project. Agreed this format should be rolled out for the other areas of the Parish.   Action - Office.                                                               

11.         Strategy for dealing with highway issues not receiving KHS funding.                       Members received suggestions for a strategy and agreed (with 2 abstentions) to defer this item for 6 months and in the meantime take each case on its own merit.                                                                                

12.         Local Planning Regulations Consultation

Members agreed the Clerk’s suggested response with minor typographical amendments. Deadline 7 October, 2011.