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Parish Council Meeting held on Tuesday 4th March 2008 at the Community Room at St Peter and St Paul’s Church Lynsted, at 7.30pm.
MINUTES
Present:
Councillors: Cllr Baxter (Chairman), English, Bowling (part- 8.45pm), Broughton, Champion, Dawes, Disney, Jones.
Clerk to the Parish Council: C Bennett.
1. Apologies
Apologies were received from Cllr.Bowles, SBC Area Committee to attend, Cllr Darling, commitment to professional body function.
2. Declarations of interest
The Chairman asked if any Councillors wished to declare an interest in any items on the Agenda. No one wished to make a declaration.
3. Time for members of the public to address the Council
There were no members of the public present.
4. To confirm the minutes of the previous meetings held:
4.1. Parish Council meeting held on 22nd January 2008. Cllr Baxter noted item 5 recorded incorrect date of Tuesday 7 August 2007, correct date being 11th December 2007. Notes of meeting corrected, it was then agreed that the minutes should be signed by the Chairman. Proposed by Cllr Dawes and Seconded by Cllr. Jones, and unanimously agreed.
4.2. Extraordinary meeting held on 26th November 2007, and completed on 11th February 2008. It was agreed that the minutes should be signed by the Chairman. Proposed by Cllr. Champion, and Seconded by Cllr. English, and unanimously agreed.
5. Matters Arising /Action items.
Cllr. Baxter referred to list of outstanding Actions from previous LKPC meetings, itemised as follows:
9.1. Parish Plan, items to be included in Risk Assessment. In hand with Cllr. Jones.
11. Legal obligations on Parish Council to be highlighted in separate risk assessment list. In hand with Cllr Jones.
11.2. Playing field land. Cllr. Champion reported to the meeting that there was no future in purchasing the land. The lease to be followed up, being dealt with by Teynham Parish Council.
12.1. Discussions Cllrs. Champion and Dawes with regard to a proposed upgrade of footpath ZR259. Batteries Close to Berkeley House. Cllr. Champion has mentioned this to the school, and if it would be passable in all weather conditions. No reply received to date. Actioned.
13.2. Liability of Cllrs. with regard to being signatories on bank accounts held by the Parish Council at LTB Bank. Sittingbourne. Cllr. Baxter reported that no reply had been received to date, and that he would be following this up with the Bank. Cllr. Jones requested that the Bank be informed that the Cllrs. do not accept the terms laid down by the Bank.
14.1. Updating website. Cllr. Baxter was conscious that there were obvious errors. He would correct these via Nigel Heriz-Smith. Cllr. Jones stated that modifying the design of the website was a long-term project.
14.6 Parish Service Request form is under Clerk’s control now. Change of personnel at Kent Highways causing delay. Actioned.
16. Storage of Parish Council records. Regarding possible storage of LKPC material in County Archives Cllr. Baxter is now in touch with Canterbury Cathedral Archives, who told him that Swale Borough now came under the Centre for Kentish Studies at Maidstone. Cllr. Baxter will continue negotiations.
16.8. See under reports.
Raised under matters arising
Parish Plan
12.1. Cllr. Disney asked in what way the constitution was not completely satisfactory. Cllr Jones suggested that the LKPC delegates will wish to agree any proposed budget, since the existing wording did not allow for full budget control.
6. Post-prioritisation initiatives.
6.1 Raising awareness of LKPC’s role. Annual Parish Meeting. Highlights, website. Chairman asked the meeting who could attend the Annual Parish Meeting. Cllr. English stated his was unable to attend, and wished it to be noted that this would be the first Annual Parish Meeting he had ever missed. He added that this event historically had always been held in May, the audited accountants were then available to be offered to the parishioners. Cllr. Jones also stated he would not be able to attend due to holiday commitments.
Cllr. Disney mentioned there would be Power Point presentations – 4 sections, as well as an emphasis on questions from parishioners.
Cllr. Boughton stated word of mouth was a good way of informing the parishioners of this forthcoming event.
6.2 Kent Village of the Year competition. All agreed the Parish Council should be looking towards 2009. Clerk holds papers for 2008 competition for future reference.
6.3 Map of Parish footpaths. Cllr. English produced the footpath map currently positioned in Kingsdown which both he and Cllr. Champion had inspected. The following was the outcome after a lengthy debate on the map had taken place.
- Needs an arrow pointing North at the bottom right hand corner to aid visitors from outside the parish to negotiate the map.
- Map to be reinstated in original format for present time.
- Cllr. Disney to investigate costs regarding a new map. One possible person to try and contact is a David Croucher who was involved with the original map.
- One option was to use the existing parish-wide map as featured opposite the Black Lion – with a different ‘you are here’ arrow.
Action – to be investigated further by Cllrs. English and Champion.
7. Footpath Phase 2. Update, next actions.
Cllr. English stated he had spoken to the major landowner, but he had not been forthcoming. Cllr. Baxter had written to him, had received no reply, and had been told he would not receive one.
Proposed that the matter be referred to Mr Haratbar of Kent Highway Services before considering other action. Proposed by Cllr. Disney, seconded by Cllr English, unanimously agreed. It was understood that the project featured on the 2011 schedule of work by KCC.
8. Finance
8.1 to 8.5. Cllr. Baxter asked if Finance Committee meeting recommendations be adopted. Cllr.Bowling proposed, Cllr.Champion seconded, unanimously agreed.
• Cheque No.630 – Clerks Salary to 14.2.08, dated 4.3.08.
• Cheque No.631 – Clerks Salary to 14.3.08, dated 15.3.08.
• Cheque No. 632 – Clerks expenses , dated 4.3.2008.
All cheques signed by Cllrs.Baxter and English.
8.6. None
8.7. Clerk gave the Savings as £2723.96, as previously stated, based on last statement dated 30.9.2007. Current account estimated in the absence of a recent bank statement as £5288.47. Cllr.Champion explained to the meeting that £200.00 was ring fenced for Greenstreet. Cllr.Disney stated approximately £2800.00 was held in the Orchard account.
8.8. Parish Council allowances. Chairman asked for the views of all the councillors present. After debate, no one present wished to claim this allowance at the present time, but the position could change at a future date, so it was proposed by Cllr. Jones that this should be reviewed on an annual basis, and seconded by Cllr. Champion, all agreed.
9. Community Orchard management plan draft proposal.
Chairman asked councillors present about the proposal prepared by the Orchard Group. Cllr. Disney said it was essential to maintain flexibility. This was a project originating with a grant, and now moving on to the next stage, where the Orchard project needed to be sustainable and self-sufficient. There was a need to retain volunteers. The PC owned equipment acquired through the project, and insured it. It was felt the Orchard management should come under closer PC control.
8.45pm, at this point Cllr.Bowling gave her apologies, and retired from the meeting.
Debate on the proposal was then concluded with Cllr. English proposing that the draft proposal be accepted, seconded by Cllr.Boughton. Cllr.Jones voted against the proposal which was accepted by a majority vote of 4 to 1 in favour.
10. Training
11. Clerk’s correspondence
11.1. How best to distribute the information? Cllr. Baxter informed the meeting that Cllr.Darling had emailed him with her suggestions. A full discussion then took place with the Clerk asked for his thoughts on the matter. It was agreed that the Clerk would continue to liaise with the Chairman for advice and guidance, and where as at present items prioritised that are included in the agenda, were practical councillors would have the opportunity to have sight of any correspondence/document that had been received by the clerk to aid them for their input at the meeting. Cllr Jones kindly offered to scan any items for distribution where ever practicable, time restrains etc. permitting. Any correspondence requiring a comment or feedback: again where practical all councillors should have sight before meeting to assist with any input. Magazines to be listed which anyone could ask to see. Everyone thought points of interest raised by the clerk in respect of any publication received was a good idea. Clerk’s correspondence to be listed as an appendix to the minutes in future.
11.2 Actual correspondence. CllrJones referred to NALC vol 59 No4 Nov 07 – Local Government Act, how it will affect parish councils, page 8. After a quick read of the article he suggested a copy of the Act might be of interest. Clerk to look into, in view of possible cost.
12. Parish Plan: Greenstreet improvement.
Cllr. Disney informed the meeting that this had not progressed since the previous meeting, but he was preparing a written report which will be available in the next week. Action agreed.
13. Planning update.
Cllr Baxter provided following updates:
- The Planning Action Sheet had been reintroduced and updated by the Clerk. The most recent two pages would be sent to councillors in time for each full council meeting.
- We understood that the proposal for affordable housing at land next to Vigo Farm (SW/07/1492) had been allowed by SBC. The officers report had commended the action of LKPC and Teynham Parish Councils in jointly identifying such sites for affordable housing in the two parishes; and their helping to solve a social problem.
14. Swale bring-bin survey: Lynsted sites.
Cllr Baxter had visited both sites, Swan and Black Lion Public Houses, and produced his report. Both landlords were happy in keeping the facility, which are in regular use. It was agreed to inform SBC of the pub landlords opinions. Action: clerk.
15. Reports.
15.1. KAPC. Cllr.Dawes had submitted her report of the meeting held on the 3rd March 2008 to the meeting covering Lighting Grant and S 106 planning agreements. Regarding mitigation and benefits to the negotiated with ERHA, the developers of the land next to Vigo Farm. Cllr Baxter would approach the Planning Officer G Thomas in the first instance. It would be helpful to know which residents local to the site, had objected, so that they could be included in any discussions with ERHA.
The need for a salt bin to service the dangerous slope at the junction of Cambridge Lane and Lynsted Lane (near Vigo Farm) was discussed. Action: Clerk to approach Kent Highway Services concerning its provision in the first instance.
15.2.Playing Fields. Cllr.Champion informed the meeting about the ongoing problems with the constantly vandalised fence. Police have been informed. Also problem with a tree being cleared off the road and placed in Playing Fields left to be disposed of. Cllr.Jones explained it was the responsibility of the landowner to dispose of the tree. There are also trespass troubles as a result of the continual vandalism of the fence.
15.3. Footway lighting. Cllr.Champion reported lights in working order bar one which has been reported to EDF by the clerk. There was a road sign needing to be put right on the junction of Tickham Lane/Lynsted Lane. Cllr Baxter to advise clerk with location details.
15.4.Footpaths. Cllr.Dawes had nothing to report.
15.5. Tree Warden. Cllr.Baxter had completed a tree warden time sheet which had been submitted to BTCV.
15.6 Transport and Highways. Cllr.Baxter had received our spreadsheet of problems updated by KCC Highways, copy to be emailed to clerk.
15.7 Police liaison. Clerk had nothing to report. Cllr.Baxter had attended a PACT meeting at Teynham .He produced a report.
15.8 Standards Committee. Cllr.Disney reported that a meeting was due to be held next week, and that Cllr.Darling had not yet had time to look at the Draft Standing Orders .
15.9. Deleted.
15.10 Orchard Group Cllr.Baxter had submitted draft minutes of the meeting held on 20th February 2008 to the councillors, and had nothing further to report.
15.11 Publicity and Website. Cllr.Baxter stated web master had submitted a report highlighting what parts of the website are being looked at most.
16. Other business.
16.1. Cllr.Disney stated the new document by the Commission for Rural Communities: Participation Inquiry, strengthening the role of local councillors, made interesting reading, Action -Clerk to look into obtaining a copy depending on costs.
17. To confirm date place of next meeting.
Annual Parish Meeting, Tuesday 18th March 2008, at the Community Room, Lynsted Church, 7.30 pm. Next regular meeting of the parish Council Tuesday 15th April 2008 at Belle Friday Centre
Meeting closed at 9.46 pm.
Minutes produced by C Bennett, Clerk on 6th March 2008, with guidance from the Chairman. These minutes are certified to be a true and just record.
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