Annual General Meeting Report 4th May 2016 LPC Meeting Minutes & Reports

MINUTES OF THE ANNUAL GENERAL MEETING OF THE LENHAM PARISH COUNCIL

 HELD ON THE 4th MAY 2016 AT THE COMMUNITY CENTRE AT 7.30pm

 

PRESENT

Cllr. R Greenwood, Chairman presiding.

Cllrs. M Ballard, M Cockett, M Jerrett, K Lapwood, J Nye,

N Osborne, P Scrivens, H Shotter & A Walmsley.

M McFarlane (Clerk) Community Warden M Sherwood.

2 Members of the public.

 

The Chairman opened the meeting at 7.30pm

 

16/01                APOLOGIES FOR ABSENCE

The Council accepted the reason for apology for absence from;

Cllr. P Culver (work commitment) B Cllrs. J & T Sams, C Cllr. J Whittle,

PCSO J Boyd (previous commitments)

 

16/02                DECLARATIONS

Declarations of changes to the Register of Interests.  None were declared.

Declarations of interest on Agenda items.  Cllr. N Osborne 16/09 Matters arising

Request for dispensations.  No requests received.

 

16/03                ELECTION OF CHAIRMAN

Cllr. Jerrett proposed and Cllr. Nye seconded the nomination of Cllr. Greenwood.

It was RESOLVED that Cllr. Greenwood be elected as Chairman.

 

16/04                ELECTION OF VICE CHAIRMAN

Cllr. Greenwood proposed and Cllr. Scrivens seconded the nomination of Cllr. Jerrett.

It was RESOLVED that Cllr. Jerrett be elected as Vice-Chairman.

           

16/05                FORMATION OF COMMITTEES

A                      Finance and General Purposes

Cllr. Greenwood offered to continue chairing the F & GP meetings. All Cllrs. agreed.

Cllr. Greenwood and Cllr. Jerrett sit on the committee as ex-officio members.

 

Cllr. Shotter nominated and Cllr. Jerrett seconded the nomination of Cllr. Osborne.
It was RESOLVED that Cllr. Osborne be elected to sit on the F & GP Committee.

 

Cllr. Osborne nominated and Cllr. Greenwood seconded the nomination of Cllr. Cockett.
It was RESOLVED that Cllr. Cockett be elected to sit on the F & GP Committee.

 

Cllr. Jerrett nominated and Cllr. Cockett seconded the nomination of Cllr. Walmsley.
It was RESOLVED that Cllr. Walmsley be elected to sit on the F & GP Committee.

 

Cllr. Osborne nominated and Cllr. Walmsley seconded the nomination of Cllr. Scrivens.
It was RESOLVED that Cllr. Scrivens be elected to sit on the F & GP Committee.

 

Cllr. Greenwood proposed and Cllr. Cockett seconded the co-option of Cllr. Nye.
It was RESOLVED that Cllr. Nye be elected to sit on the Finance & GP committee.

 

B                      Planning & Neighbourhood Plan

                        Cllr. Jerrett offered to continue chairing the Planning meetings.  All Cllrs. agreed.

Cllr. Greenwood and Cllr. Jerrett sit on the committee as ex-officio members.

 

Cllr. Shotter nominated and Cllr. Jerrett seconded the nomination of Cllr. Osborne.
It was RESOLVED that Cllr. Osborne be elected to sit on the Planning Committee.

 

Cllr. Jerrett nominated and Cllr. Cockett seconded the nomination of Cllr. Shotter.
It was RESOLVED that Cllr. Shotter be elected to sit on the Planning Committee.

 

Cllr. Shotter nominated and Cllr. Osborne seconded the nomination of Cllr. Cockett.
It was RESOLVED that Cllr. Cockett be elected to sit on the Planning Committee.

 

Cllr. Walmsley nominated and Cllr. Scrivens seconded the nomination of Cllr. Ballard
It was RESOLVED that Cllr. Ballard be elected to sit on the Planning Committee.

 

16/06                SPOKESPERSONS FOR ENVIRONMENT MATTERS

Trees, Open Spaces and Street Cleaning.   Cllr. Greenwood

Cherry Downs Picnic Site.  Cllr. Osborne.

Cemetery.  Cllr. Shotter.

Law & Order & CCTV.  Cllr. Culver.

Web-site Development.  Cllr. Culver.

Highways.   Cllr. Scrivens.

Parish Play Facilities. Cllr. Walmsley. 

Disability Issues & Health.  Cllr. Lapwood.

Tourism & Len Valley Business Association.   Cllrs. Nye & Greenwood.

Lenham Community Centre.  Cllr. Lapwood

Education.   Cllrs. Culver & Greenwood

Douglas Alms Houses.  Cllr. Ballard.

Christmas Lighting.  Cllr. Osborne.

KALC & CPRE.  Cllrs. Shotter & Greenwood.

Projects 2016 -2017

WCs.   Cllrs. Nye & Greenwood

Speed watch.  Cllrs. Scrivens & Walmsley. (Highways)

Gentrification of the Square (F & GP)

Car Parking. (Planning)

 

16/07                HARRIETSHAM PARISH COUNCIL MEETINGS

The Clerk circulated the rota for the attendance of LPC Cllrs. at the HPC meetings.

 

16/08                DATES AND TIMES OF PARISH COUNCIL MEETINGS

Cllr. Jerrett proposed, Cllr. Ballard seconded and it was RESOLVED all meeting dates and times remain the same.  The details will be advertised on the notice boards and web-site.

Cllr. Greenwood signed the declaration of acceptance of office as Lenham Parish Council Chairman.

Following the completion of the above business, the Chairman Cllr. Greenwood closed the AGM and opened the meeting of the LPC to the public at 8.02pm.

 

PUBLIC PARTICIPATION

A resident requested the grass cuttings be collected from the play area at Cherry Close.  Clerk will obtain a quote from contractors, to also include collecting grass cuttings from the meadow north of the cemetery.

A parishioner enquired about the repair to the notice board in Ham Lane. A quote will be discussed from the F & GP meeting for work on both boards in the village.

It was suggested a meeting with local business owners to promote tourism would be beneficial.

The reply to a letter from MBC concerning the NHP will be discussed once advice is received from

NHP advisors.  The Cross needs cleaning, a working party will be organised.

PCSO J Boyd provided a report, read out by M Sherwood, who also reported rogue traders offering guttering cleaning, and gardening services in the area.  Please always report any suspect traders immediately on 101.  M Sherwood will submit an article to the Focus magazine concerning rogue trading issues.

The Chairman requested notification to the council if anyone intends to film, photograph, or record any items.  Members of the public should not be filmed.   No notifications received.

 

16/09                MINUTES

Cllr. Jerrett proposed, Cllr. Shotter seconded and it was RESOLVED that the minutes of the

Parish Council Meeting held on the 6th April 2016 were a true record and were approved and adopted.

             

16/10                MATTERS ARISING

Funding for the tree planting project along the A20 at Ashmill Business Park.

Cllr. Cockett offered to undertake completing the KCC grant application form.

 

Cllr. Osborne confirmed the CIO governing document has been agreed and will be available on the LCC web-site. Hard copies are also available.

Cllr. Osborne stated the transfer valuation from LPC to LCC should be a nominal amount.

A trustee will be appointed from LPC to serve on the LCC committee.

 

16/11                REPORTS & RECOMMENDATIONS FROM COMMITTEES

Finance and General Purposes Committee

Quotes for Notice Board repair/maintenance (£400) and painting the side door at the Lock Up

(up to £250) were accepted and agreed to request the works to be undertaken.

Continuing with the work to overcome the rabbit problem at the cemetery will need at least two days’ work to fill in the holes and carry out gassing procedures.  Cllr. greenwood will organise a quote for the work.

Cllr. Scrivens has delivered letters to local businesses outlining the proposal of new finger posts in the Square and offering the retailers the opportunity to purchase signs.

Cllr. Cockett suggested NHP grant funding could be used to undertake a field check which would provide evidence to back up the recent desk top study.  Cllrs agreed the recommendation, Cllr. Ballard will include the cost in the next grant application.

 

Planning & Neighbourhood Plan

Cllr. Jerrett reported on the progress of the NHP.  He also reported on the recent meeting with

Sibley Pares to discuss the Glebe pond issues.  The objection to the development remains.

Cllr. Osborne offered to attend the MBC planning meeting when the application is called in.

Cllr. Jerrett gave a brief update of the appeal for development at Ham Lane. We await the inspector’s decision.

Cllr. Cockett reported on the Co-op application concerning cooler units which had been approved with conditions to monitor the noise levels of the units.

 

9.13pm Cllr. Ballard left the meeting.

 

Highways & Transportation

Cllr. Scrivens will meet with Cllr. Whittle and KCC highways representative to discuss speed calming options, such as ‘entry gates’ approaching the village and report back.

 Law & Order & CCTV 

No report

 

Web-site Development

Falcon representatives will be invited to meet Cllrs. at a future F & GP meeting.

 

Parish Play Facilities

Cllr. Walmsley suggested two phases to upgrading the facilities at Ham Lane and Cherry Close.  Firstly, a refurbishment of existing equipment costing approximately £7,000.

Secondly, installation of new equipment at Ham Lane costing approximately £25,000.

Full details will be circulated for consideration.

 

The Clerk reported the lock to the gate at the William Pitt field had been changed by the football club, unfortunately they had not provided a replacement key for the parish office.

A key will be requested.  The signage at the WPF needs updating and replacing.

 

Projects & Environment

Cllr. Greenwood proposed, Cllr. Jerrett seconded and it was RESOLVED to fund the notice board repairs as recommended under F & GP.

Cllr. Scrivens proposed, Cllr. Osborne seconded and it was RESOLVED to fund the painting of the guttering and Lock Up side door up to £250.

 

Tourism

Cllr. Nye has collated a wealth of local information which promotes Lenham as a tourist destination.  The advertising of the information on web-sites and magazines will be the next step.  Falcon will be asked for web-site advice.

 

16/12                REPORTS FROM OUTSIDE MEETINGS         No reports submitted.

16/13                KALC & CPRE             No reports submitted.

16/14                ACCOUNTS

To approve accounts for payment (Details of accounts to be tabled)

Southern Water WCs wastewater Sept -March                           4602            143.79

Falcon Web-site hosting & service                                              4603            122.00

Lenham Parish Hall Committee. Room Hire Jan – March          4604            176.00

R James Fencing Ltd. Cemetery rabbit proof fencing     4605            3121.65

Paul Waring. Car park installation of bin/signage                       4606            273.60

KALC Good Cllrs. guide 2016                                                   4607               40.00

Annual Assembly (414.17) Petty cash (99.96)                           4608            514.13

Salaries and expenses detailed as Appendix A and filed with a signed copy of these minutes.

 

Cllr. Greenwood proposed, Cllr. Jerrett seconded and it was RESOLVED to pay the above accounts.

 

14.1 The Clerk confirmed the bank mandate details had been accepted by NatWest.

 

14.2 A letter to close under-used NatWest bank accounts and transfer funds to Business Reserve account was signed by Cllr. Greenwood and Cllr. Osborne as signatories.

 

14.3 The Audit notice of public rights and publication of unaudited annual return

for inspection of the accounts will be advertised on the web-site and notice boards.

 

  16/15              TO REPORT CORRESPONDENCE RECEIVED

Concerns were expressed by a parishioner about the lack of parking facilities in the village.

The solution to the problem is a work in progress.

A response to a letter from MBC with reference to the NHP will be discussed by the NHP team.

Lack of fast broadband provision in Lenham Heath is being investigated by parishioners.

The Chairman gave his apologies for June meeting.  Cllr. Jerrett (Vice Chairman) will chair.

The meeting closed at 9.45pm

Annual General Meeting Report 4th May 2016
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