213

HIGH HALDEN PARISH COUNCIL

Minutes of a meeting of the Parish Council

held on 8th May 2017 at 7.00pm in the Memorial Hall

60/17 Present and Apologies
Cllr Pickering (AP), Cllr Audsley (JA), Cllr Mrs Baldock (SB), Cllr Mrs Mitchell (MM), Cllr Mrs Morgan (JM), Cllr Dr Taylor (RT) and Mrs S Wood (Clerk). Apologies were received from Cllr Mrs Burlton (KB). Eighteen members of the public were present.
61/17 Declarations of Interest
There were no declarations of interest.
62/17 Election to Parish Council roles
It was resolved that the following be elected:
Chairman: Cllr Audsley
Vice-chairman: Cllr Mrs Mitchell
Planning Committee: Cllr Mrs Baldock (Chairman), Cllr Mrs Burlton, Cllr Audsley, Cllr Dr Taylor
Personnel and Training Committee: Cllr Dr Taylor (Chairman), Cllr Mrs Morgan, Cllr Audsley
Finance Committee: Cllr Dr Taylor (Chairman), Cllr Mrs Mitchell, Cllr Mrs Morgan
Village Events Committee (HHVEC): Cllr Mrs Burlton (Chairman)
KALC representative: Cllr Audsley
Hall Management Committee: Cllr Mrs Baldock
63/17 Declaration of Acceptance of Office
The Declaration of Acceptance of Office was signed by Cllr Audsley, and received by the Proper Officer of the Council.
64/17 Appointment and scope of Internal Auditor
The Clerk advised that the internal audit function must be sufficiently independent from the management of financial controls and procedures of the Parish Council. The person carrying out internal audit must be competent to carry out the role in a way that meets the business needs of the Parish Council.
The internal auditor must not have any involvement in the financial decision making, management or control of the Parish Council, or with the Council’s financial controls and procedures.
The Clerk advised that Mr David Buckett is willing to act as the Internal Auditor for the Parish Council and that the scope of the internal audit must be defined.
It was proposed that the internal auditor review and report to the Parish Council whether its systems of financial and other internal controls over its activities and operating procedures are effective
Resolved:
That Mr David Buckett be appointed as Internal Auditor and will review and report to the Parish Council whether its systems of financial and other internal controls over its activities and operating procedures are effective
65/17 Confirmation of eligibility to use the General Power of Competence
Resolved:
That High Halden Parish Council satisfies itself that it continues to meet the eligibility criteria for the Parish Councils (General Power of Competence) (Prescribed Conditions) 2012 adopted at its meeting held on 19 May 2015; such Power ceasing to have effect if the criteria cease to be met and unless a further Resolution is passed at the Annual Meeting of the Parish Council.
66/17 Minutes of the meeting of 13th March 2017
Resolved:
That the Minutes of the meeting held on 13th March be approved and confirmed as a true record.
67/17 Matters Arising
67/17-1 Local Plan (40/17-3) To be discussed under item 73/17.
67/17-2 Pillreed Wood (41/17) Cllr Pickering reported that he has been advised by the Planning Dept that it will not be cost-effective to take further action.
67/17-3 Planesfield (41/17) The appeal decision is awaited.
67/17-4 Willow Paddock (41/17) The appeal hearing is on 31st May in Civic Centre. Cllr Pickering will attend as ward member, the Chairman will attend and speak on behalf of the Parish Council.
67/17-5 Herwish (41/17) Nothing further to report.
67/17-6 Oak Tree Field (41/17) An Enforcement Notice has been served, requiring removal of the mobile home, septic tank, fencing and hardcore.
67/17-7 Warning letters (43/17-1) The PCSO is posting Police warning letters on cars parked on pavements.
67/17-8 Lighting review (43/17-5) In hand with ABC, and awaiting completion of the borough-wide review.
67/17-9 Speed checks (43/17-6) These have not yet been carried out because the equipment is in use elsewhere in the borough.
67/17-10 Village confines exercise (53/17) In hand with ABC.
67/17-11 Communities in Rural Kent Coffee and Information project (56/17) The pop-up cafe will be in Tilden Close on 19th May, 16th June and 14th July.
68/17 Open Session
The Chairman suspended the meeting to allow members of the public to raise items with the Council.
Church Hill development site proposals: The Parish Council was asked to confirm its opposition to the proposals presented at the public consultation on March 23rd. It was noted that there were inaccuracies in the proposals. Residents’ opposition is evidenced by the number of signatures on the petition submitted to the developer. Residents’ concerns were acknowledged, but the Chairman advised that because this is not an agenda item, no decision regarding the Parish Council’s response could be made at this meeting. However, the Parish Council will comment if a planning application is submitted for the site, and it will be an agenda item for the June meeting.
Village Strategy questionnaire: Concerns were expressed that respondents could choose to remain anonymous, it was thought that this may lead to abuse of the system. Cllr Pickering replied that the survey is not a direct Parish Council initiative, but the comment is pertinent and should be taken into account for future such surveys.
Herwish: The Parish Council was advised that an Enforcement Officer has been assigned, and a planning application has been invited.
Precinct 13: Redevelopment of the site was welcomed, but concerns expressed at the parking provision, thought to be inadequate. The earlier planning application has been amended, removing the retail element; comments were made that retail would likely be unsustainable and surprise expressed at its inclusion in the first application. Cllr Mrs Baldock replied that this is because of a covenant attached to the site re employment (Cop Cars had employed 3 people). Results of the Village Strategy cannot be used formally to inform the Parish Council’s decision because it is not a Parish Council initiative. It was suggested that parking in Tilden Close be restricted to ‘Residents Only’, but this was thought to be unenforceable. It was noted that the garage blocks in the Close do not appear to be used, perhaps consideration should be given to demolishing them and the land used to increase parking provision.
Oak Tree Field: The owners of the site stated that is not their intention to live on site, the mobile being for storage purposes only. They are working with ABC to resolve the situation but will appeal against the Enforcement Notice. The Chairman noted that the Parish Council objected to the planning application because the site was a field for horses and stabling, and not the existing use.
The Chairman reconvened the meeting.
69/17 Planning applications
Report of Planning Committee 10th April 2017
The Chairman advised that the Minutes had been circulated and published.
Planning applications:
17/00538/AS Former site of Precinct 13, Ashford Road, High Halden
Erection of a two storey building comprising of 2 x 2 bed flats, 1 x 2 bed dwelling and 2 x 3 bed dwellings (Phase 3) and a two storey detached building comprising of 4 x 2 bedroom flats (Phase 4)
Concerns were expressed re parking provision, turning spaces for large vehicles and emergency vehicles – the latter would pose a threat to the safety and well-being of residents. KCC Highways had raised similar concerns. The application was thought to be an over-development of the site. The right of way through the site was queried. It was proposed that an objection be made to the application because of insufficient parking provision, inadequate turning space for large and emergency vehicles, the right of way across the site would be compromised.
Resolved:
That the Parish Council objects to the application on the grounds of insufficient parking provision, the turning space for large and emergency vehicles is inadequate, the right of way across the site would be compromised.
17/00653/AS Church Farm, Church Hill, High Halden
Proposed detached three bay garage (resubmission of permission 14/00584/AS)
It was proposed that an objection be made to the application because of a discrepancy between the description and the drawings, the latter showing a single garage with storage and workshop.
Resolved:
That the Parish Council objects to the application because of the discrepancy between the description and the drawings provided.
Planning applications received after distribution of the agenda:
17/00679/AS Land at rear and west of Little Hookstead Farm, Wrens Nest Lane, High Halden,
Proposed temporary dwelling to supervise venison rearing enterprise
To be discussed at the June meeting.
Approvals:
17/00078/AS Oaklands, Ashford Road, High Halden, Ashford, Kent, TN26 3NA
Erection of a double garage within the front garden and conversion of existing integral garage to a bedroom and utility room
17/00189/AS Lotland Farm, Biddenden Road, Tenterden
Replacement of existing residential mobile home with a detached residential property (revision to design on planning permission 16/00459/AS)
17/00187/AS Bridge Park, Shawlands Lane, High Halden
Proposed conversion of detached garage to form ancillary accommodation with new door on east elevation
17/00377/AS Harbourne House, Harbourne Lane, High Halden
Proposed new agricultural building and associated hardstanding on land at Harbourne House
17/00041/AS Hales Place, Woodchurch Road, High Halden
Proposed crossover off highway to enter a new position on the site to serve buildings in
grounds of Hales Place
17/00282/AS Bridge Farm Barn, Cripple Hill, High Halden
Removal of condition 4 on planning approval 88/1151/AS to allow conversion of car barn/garage to home office
17/00229/AS Barn at, Hales Place, Woodchurch Road, High Halden
Conversion of existing barn to 2 no. holiday units with central communal gym and leisure room ancillary to the barn
Prior approval refused:
17/00286/AS Lees Paddock, High Halden
Prior approval for change of use from agricultural barn to a dwellinghouse
Refusals:
17/00203/AS Church Farm Barn, Church Hill, High Halden
To site a shipping container on a hardcore and concrete base to act as an implement store
Withdrawals: None to date
Other planning matters: None
70/17 Financial report
70/17-1 To approve the Annual Governance Statement
Resolved:
That the Annual Governance Statement be approved.
70/17-2 To approve the Accounting Statement for the year
Resolved:
That the Accounting Statement for the year 2016-17 be approved.
70/17-3 To agree payments in accordance with the Budget
Resolved:
That the following payments be made in accordance with the Budget.
Cheque / Details / £
001240 / P Buggins (printing costs – village survey) / 86.00
001241 / S Wood (March salary) / 474.26
001242 / S Wood (expenses) / 78.26
001243 / Memorial Hall (hire charges) / 90.00
001244 / B Croucher (caretaking services) / 47.10
001245 / A Pickering (expenses) / 67.00
001246 / S Wood (April salary) / 479.00
001247 / S Wood (expenses) / 139.66
001248 / J Morgan (expenses – litter pick) / 24.60
001249 / NPower Ltd (sports pavilion) / 399.07
001250 / KALC (subscription) / 611.40
001251 / B Croucher (caretaking services) / 39.25
001252 / Zurich Municipal / 703.45
Receipts:
Details / £
NatWest interest / 0.48
Precept / 16527.00
Council Tax Support Grant / 510.00
Concurrent Functions Grant / 375.00
Balances as at 8th May 2017
£ 64412.63 (cheque and deposit accounts)
£ 932.83 (HHVEC cheque account)
£ 0.17 (HHVEC deposit account)
70/17-4 To consider a request for a donation to Life is not an Xbox
The Parish Council was advised that the scope of the project was being widened, to include deprived youngsters from High Halden and surrounding areas. The Parish Council asked that Cllr Mrs Baldock be involved in the selection process. It was proposed that a donation of £750 be given.
Resolved:
That a donation of £750 be given to the Life is not an Xbox project.
70/17-5 To consider a request for a donation to Kent Surrey Sussex Air Ambulance
It was proposed that a donation of £250 be given.
Resolved:
That a donation of £250 be given to Kent Surrey Sussex Air Ambulance.
70/17-6 To consider quotes for the repair of the bus shelter at Hookstead
Three quotes had been sought and two received:
Mark Young Building Services £1714
Jonathan Noakes £ 2240
It was proposed that the quote from Mark Young Building Services be accepted, with the condition that precautions re the use of weedkiller be taken, mindful of the use of the bus shelter by children and young people.
Resolved:
That the quote from Mark Young Building Services be accepted, with the condition that precautions re the use of weedkiller be taken, mindful of the use of the bus shelter by children and young people.
70/17-6 To consider quotes for the removal of spoil arising from the ditch clearance
Sally Selling was thanked for her efforts clearing, eg drink cans and glass, from the spoil.
Four quotes had been sought, of which one declined to quote and two did not reply. Aspire quoted for removal of the spoil with the option of deposition either on or off site. Cllr Mrs Morgan will meet David Hartley to discuss the options.
A decision was deferred to the June meeting.
71/17 Reports
71/17-1 Community Warden No report in the Community Warden’s absence.
71/17-2 PCSO See 67/17-7
71/17-3 Ward member Cllr Pickering’s responsibilities at the Borough Council had been increased, being a deputy Cabinet member and on the Planning and Appointments Committees. The new South East Rail franchise is out for consultation, ABC was objecting to the proposal to reduce the frequency of trains stopping at Headcorn. ABC was carrying out a playing field review, which may be of benefit to High Halden. The proposed name of Bishops Close was approved. The Chairman thanked Cllr Pickering for his service to High Halden as Chairman of the Parish Council.
71/17-4 Environmental The supply of free dog waste bags at the shop had been used. Cllr Mrs Morgan proposed that the shop restock with similar bags to sell, this was agreed. Cllr Mrs Morgan will liaise with the shop.
71/17-5 Safety and Security Nothing to report.
71/7-6 Highways Repairs at Gascoigne Corner are to be carried out. Cllr Mrs Morgan will take over the Highways portfolio following Cllr Audsley’s election as Chairman.
71/17-7 Marketing/projects It was agreed that from 2018 the Herald would be produced 3 times per year: April, August, December, but this may necessitate an extra page. Feedback from the village survey indicated that the Herald was welcomed. Copy deadline for the next edition was May 15th.