SUTTON VALENCE PARISH COUNCIL
Date:
/ Thursday 6th August 2009, 7.00pmVenue:
/ Committee Room, Sutton Valence Village HallPresent:
/ L. Mulheirn (chair) E. Riden, P Green, P.Taylor, E.PoulterClerk – Mrs J Burnett
In Attendance
1. APOLOGIES FOR ABSENCE:
Cllr Dent – Illness and Cllr Stancombe – Holiday
Decision: These reasons were accepted
2. DECLARATIONS OF INTEREST
Personal Interest - Cllr Taylor – Allotments, Cllr Mulheirn – Village Hall, Cllr Poulter – Planning (MA09/1249)
Prejudicial Interest - None declared
3. MINUTES OF THE PREVIOUS MEETINGS
The minutes of 9th July and 29th July were approved and signed
4.
4.1 Casual Vacancies
The Clerk reported receiving a C.V. from Mr Leonard Colin Hedges who has shown an interest in becoming a Parish Councillor and an email from Claire Worrell also showing an interest. Both were sent an agenda for the meeting and invited along.
4.2 Quality Status/Working With Your Council – The Clerk reported that she has begun the working with your course.
5. COMMITTEE REPORTS:
5.1 Planning
· Recommendations were made on the following planning Applications:
o MA/09/0220 The Finches, Chartway Street – Increase of tents from 10 to 20
Recommendation – Object until Planners are happy that there are enough toilets and adequate visitor parking.
o MA/09/1249 Arkas Ltd, Headcorn Rd – Demolition of bungalow and construction of new workshop.
Recommendation: Check working conditions if satisfactory – no comment, if not - object.
· MBC have advised the following decisions:-
o 09/0892 Forsham Farm, Forsham Lane – Erection of agricultural barn– Approve with conditions.
o 09/0797 Madeline Rose – North St Application to discharge conditions on MA/07/1291 – Approved
o ENF/10574 Haven Farm – Enforcement informed the Council that the breach of planning control has been resolved
· Rural Housing – The results of the rural housing survey have been received with a 22% response. After discussion it was agreed that Cllr Mulheirn would contact MBC and ACRK for a meeting to discuss options. The Clerk to contact Cascade to inform them
Action: Cllr Mulheirn and Clerk
· Sutton Valence School Track – Cllr Mulheirn updated the Council on letter received from CPRE re travel plan. Cllr Mulheirn has written to the chief executive MBC to ask for their comments on this, the agreements on use of the facility by MBC and Maidstone/Medway Athletics Club and the planning conditions on tree planting. No response as yet
Action: Cllr Mulheirn to follow up
5.2 Finance
o 10040.89 bond - CAF Account 9106438519 – confirmation of reinvestment received
· Bank balances as at:- 31/7/09
29647.98 Co-operative Community Account
15517.26 Investment Bond Number 1
10297.99 Investment Bond Number 2
10040.89 Charities Aid Foundation 9106438519
10000.00 Charities Aid Foundation 9107796446
· The following items of income were noted:
o Interest – Co-op bond - £42.65
o Interest – CAF bond - £40.89
· The following payments were agreed at this meeting:-
300218 102.64 Southern Water - South Lane Allotments 1/4/09 – 30/9/09 (water to 14/7/09)
300219 30.00 L. Mulheirn – Postage News Letter
300220 30.00 L.Apps – Litter Picking (14/8/09 & 28/8/09)
300221 256.42 Clerk Expenses (185.65 stationery, 10.77 postage, office 50.00 padlock 10.00)
300223 143.75 TS Lighting
300224 38.11 Freezone – Upgrade email
300225 184.00 PB Group – News Letter
· Litter Clearance – L.Apps covers 7 bus stops and 2 play areas every two weeks.
· Cheques were raised during the month for dog sign - £52.07as previously agreed.
· Bank Reconciliation – Because of earlier date of meeting no bank statement yet received.
· Co- op Bank Account:
o Signatories were changed – Cllrs Sayer and Davies were removed. This was been sent to the bank and acknowledged by the bank.
o Change of address letter for co-op bond agreements was agreed and signed. This has been sent to the bank. Old Clerk still receiving these letters so Clerk has rung to change.
o The Clerk has written to the bank regarding the taking of direct debits by EDF after they had been cancelled. The bank has replied asking for signatories to also sign the letter. Cllrs Mulheirn and Riden signed this. No response as yet.
· Tables and Chairs have been added to insurance an excess in the region of £25.00 is owed. This was agreed
· Clerk has requested the £618.00 from the insurance company for the stolen notice board.
· Performance against Budget –viewed and agreed at this meeting
· Grant finder – After a discussion it was agreed that the Council would advertise a fund-raising project and advertise for a worker to help the PC to apply for grants on a range of projects. Cllrs Mulheirn and Riden to progress with number of hours (100 approx) projects, time scale and advertising
Action: Cllrs Mulheirn and Riden
· Photocopier – Clerk to progress
5.3 Open Spaces
o The Clerk reported contacting Mr Swift regarding the container value – No response as yet.
Action: Clerk to Chase
o The Clerk to complete the Member Community Grant Application for Cllr Stockell to go towards showers.
Action: Clerk
o Football Contracts and charges discussed. It was agreed that as no response has been received to the draft contract sent out to the teams that this would now be adopted. Fees agreed as follows:
Blue eagles under 12’s - £150.00
Blue Eagles under 16’s - £200.00
Senacre Dolphins - £200.00
Maidstone Under 13’s - £200.00
Maidstone Under 16’2 - £200.00
Sutton Valence and Langley - £250.00
It was then agreed to waive the Maidstone under 13’s rent for the year because of the amount of unpaid work on the pavilion that the Manager of that team has undertaken.
o Football pitch maintenance was discussed. It was agreed four in favour one abstention to accept the bid by M Cook for maintenance of the pitches on the understanding that he was adequately insured. The Council agreed that the agreed operating expenditure on the pitches would be paid by the Council on proof of receipts.
o It was agreed that the request from Coxheath and Farleigh to hire the pitch on occasional basis would be refused. With six teams already playing the Council did not want any more usage.
Action: Clerk to respond
· The Pavilion –
o PME connection – Agreed to be checked once work on pavilion completed
o Works – It was agreed that the Council accept the quote from Swift Roofing to repair the showers - £2318.00
Action: Clerk
o Remaining work on the hallway would have to wait until further funding could be found.
· The Harbour
It was agreed to accept the quote from Wicksteed for repairs to play equipment - £637.00.
Action: Clerk
o The quotes for the vandalised surface have been sent to the insurance company who have asked the Council to proceed with Wicksteed.
Action: Clerk
o The Clerk reported writing to a parishioner whose tree branches have fallen over his fence onto the play area behind making it impossible to cut the hedge. No response
o A parishioner has complained about dogs fouling the play area.
· War Memorial Play Area
o MBC application for £22k toward Play Kit submitted – Clerk has contacted MBC and still no decision received.
Action: Clerk to chase.
o Small Community Capital Projects Fund – Decision made to apply for play area. Deadline 13/9/09.
Action: Clerk
o Rewards for All application for £10,000.00. The new application form has been completed by Cllr Mulheirn and passed to Clerk for submission after advice from D Terry (MBC).
o Eastern Border Hedge Cutting – The Clerk reported contacting the land owner to request they cut the hedge back to their boundary line. No response as yet
o The Clerk has emailed the parishioner who asked if the hedge could be cut so that he could see his car in the Village Hall car park, informing him he had no legal right to park there. The parishioner emailed back asking the Clerk to raise the question of whether the Council would prefer the residents of Victory Terrace to park outside their houses. The same parishioner has emailed thanking the Council for cutting the hedge
o The subject of off road parking next to the Church was raised and the claim by a parishioner whose house backs onto this area that it is theirs to park on. This is Parish Council land. It was reported that a house for sale there was advertising that is being sold with off road parking. The Council asked the Clerk to write to the estate agents to clarify the position.
o Action: Clerk
o Blackthorn thicket in N.E corner of field – Cllr Taylor reported this was still ongoing.
o The Clerk to complete the Member Community Grant for Cllr Hotson - £1500.00 to go towards play area.
Action: Clerk
o Repairs to play equipment - the Council looked at the quotes and decided to ask Wicksteed - £142.00 to proceed.
Action: Clerk
o The Clerk reported receiving from RBL the ‘No Dogs’ sign. Cllr Taylor to arrange for it to be put up.
Action: Cllr Taylor
o Field hire agreement – Discussed, a few minor amendments for the Clerk to bring back to the next meeting
Action: Clerk
· Rights Of Way - Cllr Taylor had nothing to report
· Car Park Expansion – Village Hall – Cllrs Dent and Mulheirn continue to seek funding. Cllr Taylor to continue looking at the possibility / pricing of grass-crete to allow overflow parking on the field for approved events.
· Tennis Courts – The clerk reported contacting the borough tree specialist with no result. A date has been arranged to meet with the School and tennis club at the tennis courts on 10/8/09 at 11.30.
· Allotments
o The Clerk reported writing to the owner of the equipment on the overgrown allotment and giving him until 31/8/09 to remove his equipment.
o The Clerk reported writing to the allotment holder who has spread, informing that resizing will take place in the Autumn.
o Water Supply- Bowhalls - Cllr Taylor reported that the new water supply and stand pipe had been completed.
o The Clerk reported contacting Macmole regarding additional tap tops and was advised it would be cheaper to obtain from another source.
Action: Cllr Taylor
o A request received from a parishioner for a bench to be sited at Bowhalls This was agreed and a site decided upon.
Action: Clerk
o Harbour – The Clerk reported that the leak has been repaired by Macmole.
o The Clerk has received a verbal quote from Macmole for a new stand pipe between allotments 9 and 10. It was agreed that the Clerk would obtain further quotes.
o The Clerk reported sending out contracts four new allotment holders at the Harbour and one at Bowhalls
o Keys for the Harbour allotment – The question of the Harbour Allotment holders having a key so that they could gain vehicular access to the allotments was raised. It was decided that because of the close proximity to the play area this was not a good idea.
o Fees: The Harbour (old and new) and Bowhalls was discussed. It was agreed that Cllr Taylor would progress this
Action: Cllr Taylor
o Right of Way – Nothing to report
o Annual Inspection – progressing
The South Lane field rental agreement – The Clerk reported that this has been signed and Clerk has sent tenant an invoice
6. Sub Committee Reports:-
6.1 Communications
· Noticeboards
o Post Office Notice Board in place. Wall needs to be made good and sets cut to complete footing. The agreed work to in-fill for sides of boards at Warmalke and Village Hall to be completed
Action: Clerk
o Warmlake – Still awaiting removal of old notice board by Phil Smith
· Parish News Letter: - Cllr Mulheirn updated the meeting
· Minutes – Clerk suggested a shortened version of the minutes (decisions made) be placed on the notice boards with information on where full version can be found. Agreed by all
Action: Clerk
6.2 Parish Enhancement Group
o Planters – It was agreed that the Clerk would contact KHS regarding planters at village gateways and also Clerks of other parishes that have them in situ.
Action: Clerk
o Parish Action Day – 25/10/09.
o Parish Plan Group – Meeting 28/9/09 at which the decision whether to transfer funds to the Parish Council will be made.
o Bird Boxes - Clerk reported sending a letter of thanks to parishioner that built the 35 bird boxes free of charge.
o Date of next meeting: 28/9/09
· The Clerk reported writing to Mr Beaman to thank him for the Parish walks he produced.
· Bowhall / Harbour review - Cllr Taylor updated the meeting.
· Boundary Project – No volunteers as yet
· The Harbour Garages – Confirmed that it is on the MHT list but no sign of promised painting starting.
6.3 Police Liaison Group
· P.C Steve Older and PCSO Richard Kirby both on holiday so no crime figures available.
· Speed watch – Cllr Mulheirn updated the Council – two sessions run in July.
· Speedwatch Data - Another email received regarding the summer update asking for feed back. It was agreed to respond
Action: The Clerk
· Crime Sub-committee / PACT The Clerk reported contacting PC Older and PCSO Kirby to arrange a meeting to discuss this as well as cold calling control zones. Both currently on holiday. Date to be arranged.
Action: The Clerk
· The Clerk reported writing to South Lane Surgery requesting the use of their car park for the property marking day to be held on Sunday 13th September in a mobile Police Station between 10.00 – 13.00. No response as yet. It was agreed that the Clerk would advertise this event on the notice boards.
Action: The Clerk
· PCSO Kirby reported attending the Youth bus 28/7/09 but it did not show up. Cllr Mulheirn informed the Council that this was because they are following a summer programme. A copy has been sent to PCSO Kirby.
· Clerk reported receiving an email from parishioner who had been approached by a BT investigator enquiring about vandalism to the junction telephone control box (opposite Victory Terrace) The same parishioner mentioned empty beer cans and food wrappers discarded in the Village Hall Car Park.