PRESENT Cllr. C Gillett, Chairman presiding.
Cllrs. P Culver, M Jerrett, R Greenwood, L Porter, P Scrivens,
M McFarlane (Clerk)
Cllr. K Kay representing Harrietsham Parish Council.
Borough Cllrs. J Sams & T Sams. County Cllr. J Whittle.
PCSO J Boyd. 6 Members of the public.
The Chairman welcomed Cllr. Kay representing HPC. He also took the opportunity to publically thank
Mr. Andrew Barr, who recently resigned as a parish Cllr. after many years of sterling service to the community. Eight members remain and five new members are required.
PCSO J Boyd reported the crime figures for September. Patrols are covering the William Pitt Field, WCs and BT Exchange site, all of which have incidents of vandalism reported. The PCSO & Community Warden are raising awareness of telephone fraud scams and urge caution when bank details are requested.
A parishioner reported concerns relating to the narrow path provision at the bus stop in Old Ashford Road and the light (0015) not working on the footpath leading from Old Ashford Road. Cllr. Scrivens will investigate further.
Cllr. T Sams reported on the availability of a Local Needs Housing Survey which would be funded by MBC.
Cllr. J Sams gave a brief outline of the matters being dealt with concerning Operation Stack, access from Robins Avenue to the Railway station and the Local Plan consultation, also planning issues relating to street trading, Ham lane appeal and development at the Old Goods Yard.
Two residents were considering joining the LPC through the co-option route. The Chairman thanked them for their interest.
A plea for a speed indication device for the parish will be investigated by J Whittle. The handyman will be asked to repair loose cobble stones in the Square. A resident requested provision for a litter/dog waste bin at the picnic site. The chairman suggested volunteers could be stewards for the picnic site, a resident offered to help Cllr. Greenwood undertake a tree survey.
County Cllr. J Whittle reported on the latest developments concerning Operation Stack, responses are awaited from Government and Highways England following the suggestions from KCC to resolve the ongoing issues. Cllr. Whittle will meet with KCC Highways to discuss road surface repairs throughout the parish. A meeting will be organised to discuss the use of signage to discourage HGVs travelling along narrow rural lanes. KCC will switch the street lighting to LED following a consultation.
Cllrs. T Sams, J Sams & J Whittle left the meeting at 8.20pm. The Chairman opened the meeting at 8.21pm.
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.
15/49 APOLOGIES FOR ABSENCE
Cllrs. M Cockett & H Shotter (holiday) Martin Sherwood Community Warden
& PCSO de Burca-Ousby.
Declarations of changes to the Register of Interests. None were declared.
Declarations of Interest on Agenda items. No declarations made.
Requests for dispensations. No requests received.
The minutes of the Parish Council Meeting held on the 5th August 2015 were confirmed as a true record and it was RESOLVED that they be approved and adopted.
15/52 MATTERS ARISING
Lenham Square. Improvements are being undertaken, weed spraying, bench repairs, planter relocated and church lights repaired amongst general maintenance of the village.
Community Centre Solar Agreement The agreement was signed by Cllrs. Gillett & Porter.
Cricket Club netting. Cllr. Greenwood is pursuing a meeting with developers of the URC site to determine the s106 agreement in relation to the provision of netting between the cricket field and development site. Several issues need further clarification.
Community Centre Trust deed. Cllr. Porter is awaiting a response from solicitors for clarification of the latest position in the negotiations.
Cllr. Scrivens will make an appointment to speak about parking problems outside the Primary School to discuss options.
15/53 REPORTS & RECOMMENDATIONS FROM COMMITTEES
A Finance & General Purposes. Report by Cllr. Gillett
19th August BMX repairs/replacement Cllr. Culver will seek quotes for alternative surfaces.
Salt bags will be delivered to the Community Centre, Sandway and Lenham Heath.
A position paper will be prepared detailing the Len Bus winding up of the service.
It was RESOLVED that the recommendations contained in the reports of the meetings on the
19th August & 16th September 2015 be approved and adopted.
B Planning & Neighbourhood Plan. Report by Cllr. Jerrett
Cllr. Jerrett ran through the applications received. There were no questions raised.
Neighbourhood Plan report
The team were making steady progress and had prepared plan draft version 2 which will be
available for consultation on 17th October, at an event at the primary school 10am to 3pm.
A technical follow up session will be organised for interested parishioners during November.
The plan remains a working document which will be updated once data has been analysed
from the feedback of the event on 17th October.
Cllr. Jerrett suggested approaching Designscape to help submit LPCs responses to
applications at Ham Lane, (appeal) Loder Close, and the MBC Local Plan consultation.
Cllr. Porter proposed, Cllr. Scrivens seconded and it was RESOLVED to employ
Designscape to offer professional advice. Cllr. Jerrett will contact the company.
It was RESOLVED that the recommendations contained in the reports of the meetings on
19th August, 7th & 16th September 2015 be approved and adopted.
C Highways & Transportation. Report by Cllr. Scrivens
Cllr. Scrivens reported on a useful meeting with Mr. Heath from KCC Highways to discuss improvement works at Faversham Road/A20 junction.
Cllr. Gillett proposed, Cllr. Jerrett seconded and it was RESOLVED to purchase a litter bin for Maidstone Road car park. Cllrs. Scrivens and Porter will undertake a site visit to determine where the bin will be situated.
D Law & Order. CCTV Report by Cllr. Culver
The cameras at William Pitt Field & Ham Lane are fixed and operational with the software loaded onto the LPC laptop. The village square choice of cameras and systems is ongoing; three quotes have now been received for further consideration. Cllr. Culver will meet with the vicar to discuss the option of using the church tower for the sender/receiver equipment.
Comparisons will be made between initial set up costs and ongoing maintenance charges.
E Web-site Development Report by Cllr. Culver
Cllr. Gillett proposed and Cllr. Jerrett seconded and it was RESOLVED that the web-site providers Falcon will be paid to upload data for the LPC web-site, until such times that the KCC web-site is available. Cllr. Kay from HPC is a member of the HPC communications committee and had successfully helped set up the KCC site for Harrietsham.
F Environment Report by Cllr. Greenwood
Hedge cutting will be undertaken at the cemetery in preparation for rabbit proof fencing.
Cllr. Greenwood will instruct Mr. Waring to undertake general repairs including repairing the latch on the gate at the Twittens Maidstone Road.
15/54 REPORTS FROM OUTSIDE MEETINGS
Cllr. Greenwood reported on Swadelands School recent exam results and Ofsted report.
Cllr. Culver attended the HPC meeting on 30th September and reported on the web-site log of volunteers willing to help the HPC. Also the opportunity to hold PC meetings at different locations was discussed.
Cllr. Kay reported the successful bid for funding for a Solar panel installation on the Village Hall. The option of revisiting the original HPC neighbourhood plan and making changes was agreed. The Remix Club and Play scheme will no longer be operational.
15/55 KALC/RURAL KENT/CPRE No reports
Cheques for consideration and payment 7th October 2015
Cheque no: Amount
Petty cash 4520 100.00
Southern Water. WCs supply 4521 254.48
M McFarlane (Medash Signs) NHP banners 4522 144.00
Designscape Consultancy NHP work 4523 1680.00
Epps Construction Ltd. Solar panel installation cost 4524 3,336.00
Lotus Design. NHP flyers & draft plan 4525 482.00
Mr. P Humphries. Bench repairs The Square 4526 240.00
PK Littlejohn. External Audit fee 4527 960.00
BTF land registry search fees NHP 4528 144.00
Direct debits: Amount
Scottish Power WCS electricity 15.00
EDF Energy pop up power 20.00
EDF Energy Street lighting 123.30
MBC Cemetery rates 90.00
Salaries & expenses detailed as Appendix A and filed with a signed copy of these minutes.
Monies received: Amount
Cemetery fees 1016.00
Lightsource Ltd. Solar panel contribution 6944.57
Bank interest 4.59
Audit report recommendations
The external auditor report stated ‘on the basis of our review on the annual return, in our opinion the information in the annual return is in accordance with proper practices and no matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met.’
Best practice indicates that the body should formally appoint the internal auditor and the appointment should be minuted. Cllr. Jerrett proposed, Cllr. Culver seconded and it was RESOLVED to formally appoint Mr. K Funnell F.M.A.A.T. and a letter of engagement for financial year 2015/2016 was duly signed by Cllrs. Gillett and Porter.
Bank Account mandate
A new mandate will have to be submitted following the resignation of Cllr. Barr a signatory of the LPC accounts. Cllr. Scrivens will become a signatory, along with Cllrs. Gillett, Porter, Greenwood, Jerrett and Culver.
Cllr. Jerrett proposed, Cllr. Culver seconded and it was RESOLVED the grant monies will be divided equally between the village group applicants.
Budget considerations for 2016/17
The Clerk requested Cllrs. give consideration to budget figures for 2016 financial year and present recommendations at the November Finance Committee meeting for further consideration by LPC.
No correspondence received.
The meeting closed at 10pm