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MINUTES OF THE PARISH COUNCIL MEETING HEDLE IN THE FLYING HORSE ON MONDAY 1ST MARCH 2004. THE MEETING OPENED AT 7.30P.M.
THOSE PRESENT: Mr P LeClercq (Chairman), Mr R Oliver, Ms A LeClercq, Mr P O’Sullivan, Mr R Honey, Mr A Coles and the Clerk. There were no members of the public present.
APOLOGIES: Were received from S Elsy, K Miller, R Hawes (Ward Member) and H Preston (Chairman, Sandyhurst Lane Residents Association (SHLRA)).
DECLARATIONS OF INTEREST: None were declared.
MINUTES OF THE LAST MEETING: these were agreed and signed as a true record. During the item a discussion took place about the contents of the minutes in relation to matters of finance. The issue raised was that cheques are listed on a separate sheet and Members felt this information should be included in the main body of the Minutes. The Clerk explained that originally it was done this way, when the auditors asked for a separate sheet and to prevent repetition the sheet was added to the Minutes. It was agreed that cheques should now be included in the Minutes.
MATTERS ARISING:
a) Unit One, Trinity Road. The Clerk read out two letters from Ashford Borough Council (ABC), concerning the problems of streets lights not working, teenagers meeting outside the shop and rubbish not being collected in Goat Lees. Both letters were positive in trying to sort out Mr Pandya’s difficulties; no further action is required at this time.
b) Dog Bins. The Chairman reported the information he had received from the Clerk. No decision had been made on the company to supply the bins as the chairman felt with the new one supplied by ABC, which was a good model, further discussion needed to be carried out by all members. After a brief discussion that included size colour and the different pricing, the Clerk was asked to find out if ABC could supply green dog bins, if this is the case then as their quotes include fixing and order should be put in for three large ones, this instead of the two small and one large – as agreed last month.
c) Notice boards. The Clerk reported she had not received any reply from her messages left on Mr Wilson’s answer phone. It was decided that the Clerk would contact Mr Roberts who may have another telephone number to contact him on. There is now urgency as it has been about 4 months since the order was placed and the notice board outside the Flying Horse now has an unusable door.
d) Speedwatch. Mr O’Sullivan reported Mr Richardson has four trained volunteers and on the last two Saturdays there have been checks carried out. Some more volunteers are required; a list has been sent to Mr Richardson with some more names of interested parishioners.
e) Highways Issues. Three letters arrived from the highways department. The potholes in Wye Road are to be added to the boroughs data base, the issue regarding water running on to Sandyhurst lane is to be investigated and the counts concerning Wye Road since the opening of Trinity Road and works carried out in The Street at Kennington are to go ahead, the Clerk was asked to write to the Highways departments stating that the Parish Council (PC) would like to have an input as to the position of the counts. The Rural Traffic Management Investigation Programme is moving forward; a letter arrived with a new proforma for details of highways issues parishes need to bring to the attention of the borough. This was completed at the meeting; a copy will be kept on file.
f) Goat Lees, salting of roads. The borough salt Trinity Road but not the roads and closes off it. A member of the public contacted the Clerk asking if a salt bin could be obtained and put by the entrance leading in to the roads off Trinity Road. After a short discussion the clerk was asked to phone ABC and ask them if and how this problem can be resolved.
g) Code of Conduct. An email from Mr Mortimer replied to the letter sent by the Clerk, was read out. The letter requested the PC be given a dispensation for matters relating to the Village Green area. Mr Mortimer replied that dispensation is for when there is 50% or more of the Members involved and he did not think this was the case.
WARD MEMBERS REPORT: As Mrs Hawes was unable to attend the PC Meeting there is no report.
As there were no members of the public present no open session took place.
VACANCY APPOINTMENT:
Mr O’Sullivan reported he had tried to contact Mr Pandya who had previously shown an interest. Mr Pandya had not returned Mr O’Sullivan’s calls or emails; however, knowing of the recent difficulties Mr O’Sullivan would visit. A meeting with the Appointments Committee will be arranged with all concerned.
PLANNING:
a) ABC planning department has granted the following applications
1. 03/02144/AS, New House Wye Rd. First Floor dormer window.
2. 03/03929/AS, Aluph House, Pilgrims Way. Ground floor kitchen & sunroom extension, First floor ensuite bathroom, double garage and detached swimming pool.
3. 03/03916/AS, 36 Dunnock Rd, Goat Lees. Single storey conservatory.
4. 04/00010/AS, Drovers, Sandyhurst Lane. Extension to existing bungalow and formation of rooms in roof. Demolition of and erection of new garage.
5. 04/00047/AS, Fairlawns, Pilgrims Way. Ground floor extension & first floor bedroom extension.
6. Tree Works at Anderida and 67 Aylesbury Rd Goat Lees have both been agreed.
b) 00145/AS, Old Orchard House. Application for two storey side extension and creation of new vehicle access. The PC supported the application.
c) 04/00137/AS, Pilgrims Cottage, Part change of use of field for residential. This is an amended scheme. Previously considered by the PC last year, the amended scheme was again objected too, for the same reasons.
d) 04/00184/AS, Bigelle Sandyhurst Lane. Retrospective application for change of use of residential curtilage and poly tunnel. The PC supported the application.
e) The following were noted with no action required, 1) Non-compliance of Iron Room of conditions four, five and six. 2) Alleged erection of detached garage without planning permission at 250 Sandyhurst Lane.
f) Two Notices of Consent received, both required no action by PC, 1) Conditions for, five & six at the Iron Room. 2) Consent of materials at plots one, two & three Freathy Farm.
FINANCE:
The following cheques were agreed and signed
Name. Reason Amount Cheque Number
Linda Hedley Salary £185.00 485
PCC Donation £50.00 486
P Wilkins War memorial £163.58 487
P O’Sullivan Accounts work £325.00 488
L Hedley Petty Cash £76.97 489
b) A cheque for £2,308.00 made out to MFI for the kitchen in the Iron Room was signed on 20th February 03.
c) The Clerk reported the letter from Mr Cuerden agreeing to be the internal auditor; the letter was given to Mr O’Sullivan.
d) The Clerk reported receipt of the Notices of Audit for 2002 and 2003; these were given to Mr O’Sullivan. Mr O’Sullivan reported on the 2001 audit, the report from the auditors had been circulated to all Members. The cheques should been included in the Minutes in each month, the Clerk explained that when the auditor had instructed her to give a separate sheet, previous council has said the authorisation sheet would be adequate so listing them had not been continued within the Minutes. Pages of the Minutes should be numbered and signed by the Chairman. Mr Oliver explained that numbers could be put on the pages by the computer automatically. The Clerk was also asked to make a monthly statement detailing amounts in the current & deposit account, petty cash account and how much is outstanding to the PC and how much is outstanding from the PC, this could be up to date from the 20th of each month to allow the time for the Clerk to produce this before the meeting. The Clerk explained that she had spoken to a ‘bank manager’ at the head office of Lloyds TSB bank about the charges, a suggestion of having a transfer system set up whereby money is kept in the deposit account and automatically transferred into the current when a cheque is presented to the bank, the Clerk felt this would be good idea and had asked for details, the cost would be £20 per year. A consensus among Members felt this would not work and said it was for the Clerk to check on a regular basis and a balance of £1,000 to be kept in the current account.
REPORTS:
a) KAPC. Nothing to report. The minutes of the last meeting are in the items for circulation. The meeting had two representatives, one talking about Countryeye a replacement for Horse Watch and Farm Watch, the second talking about allowances for members of PC’s.
b) Kennington Forum. The Chairman & Ms LeClercq had attended. The meeting was police based and a good report was printed in the local paper.
c) Parish Forum. The date for this meeting is the 30th March. The chairman will attend with Ms LeClercq if available on the day. Once the agenda arrives the Clerk was asked to forward it to the Chairman and email to whomever else was attending.
d) Police Forum. The Chairman and Ms LeClercq will attend this meeting.
e) Iron Room & PDS. Mr O’Sullivan reported the PDS has now closed the account and a cheque for £235.41 was handed to the Clerk, this being sum left in the account after all monies have been paid. Installation of the kitchen in the Iron Room is to begin on March 13th. There is still a fridge to buy. The hedgerow adjacent to Plantagenet Cottage is to be removed a later date, with debris to be burnt in the nearby field. The Clerk was asked to find out if the hall will be available for the meeting on 5th April, if not, to find out the date when it is available and then to book the Flying Horse. The Clerk reported she had already spoken to Mrs Brookes about the change of day of the week for the meeting, and was now waiting for Mrs Brookes to contact with details. It is hoped that May 3rd will be the Annual Council Meeting, with 17th as the Annual Parish Meeting, these dates to be confirmed at the next PC meeting. Mr Oliver gave his apologies; he will be away on that date.
CORRESPONDENCE:
a) Items for circulation were handed out.
b) Items previously circulated required no action.
c) Village of the year. No action required.
d) KRCC Halls conference. 20th March. No one able to attend.
e) Lark FM. Added to circulations.
f) Open Spaces AGM. 29th June. Members were given the dates. The Clerk to be informed if anyone able to attend.
g) Public Transport Survey. No action
MATTERS OF GENERAL INTEREST:
1. The Clerk asked if anyone had changed their minds about going through the old correspondence to dispose of unwanted items before she put the remainder in the archives at KCC. Mr Oliver has agreed, with Mr O’Sullivan, also Mr Graves a previous councillor has volunteered. It remains for a date to be fixed.
2. The PDS listed four items that needed to be considered by the PC. The Clerk was asked to add one a month, to the agenda, so that they can be carried forward as required.
3. Goat Lees community hall is still not open the Clerk was asked to find out the proposed open day.
4. The Chairman reported receipt of a telephone call from a resident in Angus Drive, regarding vandalism within the area. The Chairman will raise the issue with the police at the next forum.
The next meeting will be on Monday 5th April, venue to be confirmed later.
There being no further business the meeting closed at 10.55pm
Signed
Chairman
5th April 04
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