ST JAMES, ISLE OF GRAIN, PARISH COUNCIL

D R A F T

M I N U T E S
25th APRIL 2017 / PARISH COUNCIL MEETINGHELD IN THE VILLAGE HALL AT 19:10

Present:

/ Councillor P Blakeley
Councillor Mrs V Cordier (Chairman)
Councillor M Dale
Councillor J Driscoll (Vice Chairman)
Councillor A Hood
Councillor A G Jones
Councillor H Ogunfemi
Councillor Mrs J Valentine
Councillor D Warrington

In Attendance:

/ Mrs Christine Gurr – Parish Clerk
Apologies for absence (received and accepted):
  • There were no apologies to receive

(To avoid possible disqualification under the 6-month rule, Councillors must provide a reason for non-attendance)

Declarations of disclosable pecuniary Interests (DPIs):

  • A member need only disclose at any meeting the existence of a disclosable pecuniary interest (DPI) in a matter to be considered at that meeting if that DPI has not been entered on the disclosable pecuniary interests register maintained by the Monitoring Officer.
  • A member disclosing a DPI at a meeting must thereafter notify the Monitoring Officer in writing of that interest within 28 days from the date of disclosure at the meeting.
  • A member may not participate in a discussion of or vote on any matter in which he or she has a DPI (both those already registered and those disclosed at the meeting) and must withdraw from the room during such discussion/vote.
  • Members may choose to voluntarily disclose a DPI at a meeting even if it is registered on the council’s register of disclosable pecuniary interests but there is no legal requirement to do so.
  • Members should also ensure they disclose any other interests which may give rise to a conflict under the council’s code of conduct.
  • In line with the training provided to members by the Monitoring Officer members will also need to consider bias and pre-determination in certain circumstances and whether they have a conflict of interest or should otherwise leave the room for Code reasons.

The following DPIs were received:

None

(A Councillor who declares a DPI must withdraw from the room unless a dispensation has been obtained from Medway Council’s Monitoring Officer)
Declarations of Gifts and/or Hospitality:

None

Urgent matters by reason of special circumstances
  • None

17.84 / Minutes
The Minutes of the meeting held on 28th March 2017 were accepted as an accurate record of the proceedings.
ITEMS FOR DISCUSSION, RESOLUTION, OR REPRESENTATIONS
17.85 / Review of Mowing Guidelines
There was a lengthy discussion of the draft Mowing Guidelines dated 25th April 2017 and minor amendments agreed. .
Action/Comments Agreed:
  • The guidelines as per Appendix1 to be distributed as per agreed distribution list;
  • Parish Council ‘contact detail’ cards to be carried by operators of vehicles and/or other grounds maintenance equipment;
  • The guidelines will be reviewed in April 2018.

17.86 / Proposed extension to mast site installation and related issues
There was a lengthy discussion of the following:
  • Email dated 24th April 2017 from Shared Access enclosing a new set of drawings for the mast site showing fencing around the telecoms equipment;
  • Telephone request from BT Open Reach for permission to install a pole in the Pavilion Car Park.

Action/Comments Agreed:
Agreed in principle with the following conditions:
  • Shared Access will meet the cost of any new or amended agreement
  • The palisade fencing with be colour matchedto the existing nearby fencing;
  • BT Open Reach to provide more information about the pole installation.

17.87 /

Report on proposal for roof reinforcement in Pintail Close Garages and Workshop

Following the discussion at the March PC meeting, Councillors Dale, Driscoll and Jones met the Clerk for a site meeting on 10th April 2017 to consider the various options for roof reinforcement of the garages in Pintail Close. The result of that meeting was to recommend that no reinforcement measures were considered necessary or cost effective.

Action/Comments Agreed:
The recommendation was accepted.
17.88 /

Refurbishment of storage area beneath the Pavilion

It was reported that the storage area beneath the Pavilion had been broken into during a Youth Club session and items removed and left laying on the ground overnight. Lindsay Hartney (Medway Council Youth Service) confirmed that they had not used the items during their session. A subsequent inspection had identified that the wooden shutters had rotted and fitted poorly.
Action/Comments Agreed:
  • Obtain quotation for refurbishment of the shutters;
  • Agenda for May PC meeting.

19:42 /

Exclusion of the Press and Public

The Parish Council resolved that under Section 100A(4) of the Local Government Act 1972, the Press and Public be excluded from the meeting for the consideration of the following items on the grounds that they involve the likely disclosure of exempt information as defined in paragraph 1 in Part 1 of Schedule 12A of the Act.
17.89 / Consideration of quotations for Pavilion Roof
There was a lengthy discussion of a potential contract.
Action/Comments Agreed:
It was proposed by Councillor Mrs Cordier, seconded by Councillor Mrs Valentine and agreed, to award the contract to C J Roofing as per quotation dated 24th February 2017 for £14,125.
19:58 / The meeting was re-opened to the Press and Public.
PLANNING
17.90 / Planning Consents and Refusals
None notified.
17.91 / Planning Applications
The following applications were examined, discussed, and comments thereupon agreed:
MC/17/1355 / 26 Chapel Road
  • Conversion of a single dwelling house into two dwelling houses incorporating extension and alteration to front porch; additional vehicle crossover and associated works.

Comment/s Agreed / Members did not wish to make any comments.
CORRESPONDENCE AND CLERK’S REPORT
17.92 / Damage to Play Park
The Clerk reported that a small section of safety surfacing had been ripped up near the climbing frame over the weekend of 15th/16th April.
Action/Comments Agreed:
  • Highlight further damage to play park in Village Voices;
  • Contact Abacus Playground Ltd to arrange repair.

17.93 / Grounds Maintenance Equipment
Councillor Dale reported that the flail was now beyond economic repair and needed to be replaced.
Action/Comments Agreed:
  • Obtain quotation for replacement flail;
  • Agenda for May PC meeting.

17.94 / Village Hall Windows
The Clerk reported that Dial Glass had carried out a survey of damaged windows and identified that thirteen windows needed replacing at a cost of £870 plus VAT.
Action/Comments Agreed:
The quotation was accepted.
17.95 / Annual Parish Meeting – 16th May 2017
Email dated 25th April 2017 from Francesca Sanchez of Natural England confirming that she will give a presentation on the England Coastal Path Project at the above meeting.
Action/Comments Agreed:
Contents noted.
17.96 / Fete Committee
Letter (undated) received 10th April 2017 from the Fete Committee requesting use of the Pavilion and St James’ Park playing field for the Fete on 15th July 2017.
Action/Comments Agreed:
Members agreed to the use of the Pavilion and playing field and in addition offered the use of Seaview Meadow for parking.
17.97 / Thames Challenge in aid of MIND
Email dated 23rd April 2017 from Dick Fletcher giving details of a Guinness World Record attempt on 20th May in Hyde Park.
Action/Comments Agreed:
Contents noted.
17.98 / Information Items
The following documents were circulated, forwarded or copied to all members:
A C Goatham & Son
  • Email dated 19th April giving the latest news

Kent Association of Local Councils
  • Village of the Year 2017 TV – Email dated 11th April 2017
  • Invitation to Community Learning Network Event – Email dated 18th April 2017
  • NALC Chief Executive’s Bulletin 12 - dated 31 March 2017
  • NALC Chief Executive’s Bulletin 14 - dated 13 April 2017

Medway Council
  • Major Works List – 3rd April 2017
  • Major Works List – 10th April 2017
  • Major Works List – 21st April 2017
  • Recycling Newsletter – April 2017
  • Medway Matters – 13th April 2017
  • Agenda – Council Meeting on 27th April 2017

RSPB
  • Hoo Landscape Partnership - Email dated 11th April 2017.

Southern Water:
  • Water Resources Update dated 13th April 2017.

UK Power Networks
  • Stakeholder Newsletter – Spring 2017

Action/Comments Agreed:
Contents noted.
17.99 / Speed Ramps
Councillor Warrington asked if there had been a response to our request for speed ramps in the village.
Action/Comments Agreed:
Contact Councillor Filmer to ask for an update.
COMMITTEE REPORTS
17.100 / Finance Committee
Finance & Expenditure Approval
It was proposed by Councillor Mrs Cordier, seconded by CouncillorMrs Valentine, and agreed, that all cheques, perthe Appendix, be passed for payment.
Total Payments:
  • Revenue Account
/ £2,500.03
  • Capital Account
/ £7,645.00

Receipts Banked:

oRevenue Account

/

£508.20

oCapital Account

/

Nil

Minutes of Finance Committee Meeting

The minutes of the meeting held on 11th April 2017 were accepted.
17.101 /

General Purposes Committee

The minutes of the meeting held on 11th April 2017 were accepted.

REPRESENTATIVES’ REPORTS
17.102 / KALC Medway Area Committee
Councillor Mrs Cordier gave a verbal report on the meeting held on 19th April 2017. The next meeting is scheduled for 21st June 2017.
Action/Comments Agreed:
The Minutes of the meeting will be distributed when available.
17.103 / Medway Local Access Forum
No meeting to report on.
Action/Comments Agreed:
Report noted.
17.104 / Rural Liaison Committee
No meeting to report on. The next meeting is scheduled for 13th June 2017.
Action/Comments Agreed:
Report noted.
17.105 / Police Liaison
No meeting to report on. The next meeting is scheduled for 16th May 2017.
Action/Comments Agreed:
Report noted.
17.106 / Youth Liaison
No report received.
Action/Comments Agreed:
Report noted.
17.107 / Grain Coastal Park Report/Issues
Councillor Dale highlighted the issue of track bikes using the foreshore during evenings and weekends, on many occasions being ridden dangerously close to pedestrians. He reported that his (and others) many attempts to report such incidents using the 101 or 999 telephone numbers were unsuccessful as either the lines were unanswered after an extended wait or callers received an automatic message stating that ‘we are experiencing a high volume of calls – please call later’.
Action/Comments Agreed:
Write a letter of complaint to the Police and Crime Commissioner with copies to Chief Superintendant and Chief Constable of Kent.
21:00 / There being no further business, the meeting was closed.
Signed: / Date:
Parish Council Meeting / 17/1 / 25th April 2017