Minutes for LPC meeting on 1st June 2016 LPC General, LPC Meeting Minutes & Reports

PRESENT

Cllr. M Jerrett Chairman presiding.

Cllrs. M Cockett, K Lapwood, J Nye, N Osborne, P Scrivens, & H Shotter.

M McFarlane (Clerk) Community Warden M Sherwood. PCSO J Boyd.

1 Member of the public.

 

PUBLIC PARTICIPATION (7.30pm – 7.50pm)

PCSO J Boyd reported the crime figures for May involved five incidences, 32 phone calls were received concerning Lenham and 8 for Lenham Heath.  PCSO J Boyd reported nuisance youth problems in Lenham Heath which are being monitored and other agencies are involved to decide how best to resolve the situation.

Cllr. Nye reported petty thefts in Platts Heath.

PCSO Boyd requested all incidences be reported on 101 as soon as possible.

M Sherwood reported recent fly tipping issues.  He requested if employing contractors to remove household rubbish that checks are made to ensure they have the appropriate waste carrier licence.

Community Wardens are becoming more involved in care and welfare issues and can, if requested, visit residents in need of extra support.

The Chairman thanked PCSO Boyd and M Sherwood and opened the meeting at 8.40pm. PCSO Boyd & M Sherwood left the meeting.

 

16/16                APOLOGIES & APPROVAL OF ABSENCES

The Council accepted the reason for apology for absence from:

Cllrs. Ballard, Culver, Greenwood (holiday) Cllr. Walmsley (work commitment)

Borough Cllrs. T & J Sams (family commitment)

 

16/17               TO RECEIVE DECLARATIONS

Declarations of Interest on Agenda items.

Cllr. Osborne declared an interest in the land transfer agenda item 6

Requests for dispensations.  No requests

 

16/18                TO REQUEST NOTIFICATION

The Chairman requested notification of intention to film, photograph or record any items.

No notifications received.

 

16/19                MINUTES

Cllr. Shotter proposed, Cllr. Osborne seconded and it was RESOLVED that minutes of the Parish Council Meeting held on the 4th May 2016 are a true record and were approved and adopted.

 

16/20                PROGRESS OF RESOLUTIONS (For information purposes only)

Cllr. Shotter emphasized future grant funding for the NHP should be allocated for producing a SEA report, if required.  Cllr. Ballard is making the next NHP funding application.

Cllr. Cockett has a quote for spoil removal at the cemetery.

Cllr. Osborne will seek a quote for the refurbishment of the oak door on the Lock Up.

Cllr. Cockett confirmed the grant application for planting at Ashmill Business Park has been completed and submitted to KCC.

 

16/21                COMMUNITY CENTRE TRANSFER

The Chairman signed the letter confirming the land transfer from LPC to LCC.

The transfer as agreed at the LPC meeting on 2nd March should be completed as soon as possible.

 

16/22                  TO RECEIVE MINUTES OF THE FINANCE & GENERAL PURPOSES MEETING

Cllr. Shotter outlined the proposals for the two phase upgrading of the play equipment at Ham Lane and Cherry Close play areas. Cllr. Osborne proposed, Cllr. Lapwood seconded and it was RESOLVED to undertake phase one (£3,358) for maintenance and repair.

Cllr. Cockett proposed, Cllr. Nye seconded and it was RESOLVED to instruct the contractors to install the new equipment at Ham Lane as soon as possible. (£42,593)

Cllr. Scrivens presented the quote for the replacement fencing at Maidstone Road car park and gate repairs at Maidstone Road footpath. (£1,315) Cllr. Osborne proposed, Cllr. Cockett seconded and it was RESOLVED to undertake the works.

Cllr. Scrivens reported on the cemetery site visit to discuss the provision of extending the rabbit proof fencing along the A20 boundary. A quote will be provided by R James Fencing Ltd.

Cllr. Cockett proposed, Cllr. Shotter seconded and it was RESOLVED to accept the quote of £200 to remove the spoil from the cemetery.

Cllr. Jerrett proposed, Cllr. Shotter seconded and it was RESOLVED to cut the meadow at the cemetery in August and remove the cuttings as quoted by Landscape Services (£150)

Cllr. Scrivens reported on details about the finger posts to be placed in The Square.

Final details will be agreed at F & GP 15th June, following a quote for installation.

Cllr. Osborne reported the priority at the Cherry Downs picnic site was to ensure the site was ready for a planned public event on July 10th.

Cllr. Scrivens recommended the position of the HGV signage should be at East Lenham, Faversham Road, Maidstone Road and the junction of Ham Lane/Beacon Road.

Cllr. Osborne proposed, Cllr. Scrivens seconded and it was RESOLVED that the recommendations contained in the report of the meeting on the 18th May be approved and adopted.

 

16/23                TO RECEIVE MINUTES OF THE PLANNING COMMITTEE MEEETING

Cllr. Jerrett confirmed a letter has been sent to MBC planning concerning the application at the Service Station on Ashford Road.  Cllr. Osborne will attend the MBC meeting 9th June to speak about the application proposed for Glebe Gardens.

The NHP team are working on responses from Regulation 14.  A response to the report from the MBC meeting on 15th April will be discussed at the next NHP meeting 7th June.

Ham Lane appeal decision expected 27th June.  The s106 agreement from The Paddock development is expected 30th June.

Cllr. Osborne proposed, Cllr. Scrivens seconded and it was RESOLVED that the recommendations contained in the reports of the meetings on the 18TH May be approved and adopted.

 

16/24                TO RECEIVE ORAL REPORTS FROM COUNCIL SPOKESPERSONS

                        HIGHWAYS.  Cllr. Scrivens confirmed Speedwatch details have been passed to KCC and a site meeting will be organised with the Highways Steward to cover any outstanding issues.

 

Oral reports continued:

                       

CCTV.  Cllr. Osborne reported recent testing for CCTV coverage will need to be re-tested, once a large tree at the rear of the Community Centre is removed (Paddock site works) to allow 900mtrs of clear site to The Square for signal purposes.

                       

PROJECTS.  Cllr. Nye reported progress on the WCs project concerning the process of planning.

Cllr. Nye will attend the Business Association meeting and has made contact with A Reading to discuss the promotion of tourism for Lenham.  He will meet Will from Falcon Ltd. (15th June) to discuss web-site options.

 

LIGHTS.  Cllr. Osborne reported the lights in the church yard need attention.  The Christmas Lights committee are organising the erection of the lights and the switch on day as two separate issues.  A Reading will organise the switch on events.

 

16/25                REPORTS FROM OUTSIDE MEETINGS

Cllr. Jerrett outlined the meeting on the 25th May to agree the contents of a housing survey questionnaire and accompanying letter to be organised by Action with Communities in Rural Kent. Every household in the parish will receive a questionnaire to establish future housing needs.  The survey can be returned by freepost to ACRK.

Cllr. Shotter reported on the Harrietsham PC meeting.  Play scheme facilities will not be available this year due to funding cuts.

 

16/26                   KALC & CPRE

Cllr. Shotter will attend the next CPRE meeting and will discuss the recently received Development proposal report from MBC.

 

16/27                FINANCE

  1. To authorize payments (Details of payments to be tabled)    Cheque no:        Amount

                       

Wellers Hedleys Solicitors.  Legal advice. LCC/Glebe                       4612                447.00

BT Payment Services. Parish office.                                                   4613                184.83

OCS Group Ltd.  WCs duty of care services.                                     4614                 78.18

M McFarlane.  Office 365 subscription                                              4615                 79.99

KCC Supplies.  WCs cleaning materials.                                            4616                270.36

Jen Contractors.  WCs/Litter picking                                                  4617                660.00

K Funnell Internal Audit 2015/16                                                       4618                100.00

Mr. D Collins.  Painting Lock up door and guttering.             4619                570.00

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

 

  1. To note receipt of income (Details of income to be tabled)

HM Revenue VAT refund to 31/03/2015                                                                   8693.83

K Fitzsimons Italian Market 15/5/2016                                                                        120.00

Cemetery fees. (April/May)                                                                                         451.00

MBC Precept 2016-2017                                                                                          57232.93

Local Council tax support (LCTS) 2016 -2017                                                           2989.00

MBC Parish Service Scheme (including WCs grant) 1st of 2 payments                      4089.00

 

Cllr, Shotter proposed, Cllr. Nye seconded and it was RESOLVED to make the payments.

Cllrs. Scrivens and Osborne signed the cheques on behalf of LPC.

 

Finance continued:

 

  1. To receive the Annual governance and accounting statements for 2015/16

Copies of the Annual Governance and Accounting Statements were circulated and considered.

The Annual internal audit report was also circulated and considered.

Following a review of the statement Cllr. Shotter proposed, Cllr. Nye seconded and it was RESOLVED to approve the Annual Governance Statement in advance of approving the Accounting Statements.

Cllr. Jerrett (Chairman presiding) signed and dated the approved Annual governance report and accounting statements on the Annual Return for the year ended 31st March 2016.

  1. To receive the Annual internal audit report 2015/16

Cllr. Jerrett signed the Annual Internal Audit document.  The Clerk confirmed Mr. K Funnell is retiring this year, so a new internal auditor will have to be engaged.

Cllr. Cockett requested a copy of the LPC fixed asset register. The Clerk will send all Cllrs. a copy of the register.

 

16/28                CORRESPONDENCE RECEIVED (For information only)

Cllr. Jerrett read out a letter from Helen Whately MP sent to Cllr. Greenwood concerning the emerging NHP.  Cllrs. Jerrett & Greenwood will draft a response to the communication.

Cllr. Scrivens reported the planter outside the Library still needed to be made secure.

The Clerk will contact the contractor requesting works be undertaken as a matter of urgency.

A thank you card will be sent to Mr. & Mrs. Llong, who are stepping down as officers of the Lenham Enhancement Association.  LPC appreciate all their hard work throughout the village.

The meeting closed at 9.34pm

Minutes for LPC meeting on 1st June 2016
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