SUTTON VALENCE PARISH COUNCIL
Date:
/ Thursday 9th April 2009, 7.00pmVenue:
/ Committee Room, Sutton Valence Village HallPresent:
/ Cllrs; L.Mulheirn (Chair) M Stancombe (Vice-Chair), L Davies, G Dent. E Riden and P TaylorClerk – Mrs J Burnett
In attendance: Cllr P.Stockell
Cllr Mulheirn opened the meeting at 7.03p.m.
Following the meeting prayer the Chairman closed the meeting to allow a member of the public to address the Council with their concern over the licensing hours and at the Kings Head and other pubs.
The Chairman re-opened the meeting at 7.18p.m.
1. APOLOGIES FOR ABSENCE:
Cllr Green , whose reason for absence was accepted.
2. DECLARATIONS OF INTEREST
Personal Interest - Councillor Taylor – Allotments
- Councillor Davies – Allotments
- Councillor Mulheirn - Trees in Churchyard
3. MINUTES OF THE PREVIOUS MEETING
The Minutes of the 12th and 18th March Parish Council meetings, having been circulated were approved and signed by Chairman Cllr Mulheirn.
4. MATTERS ARISING FROM THE MINUTES
4.1 Casual Vacancies - Following Councillor Sayer’s resignation it was agreed to advertise the double vacancy once MBC has given permission - possibly in June.
Letter of resignation – Councillor Sayer has tended his resignation, which was reluctantly accepted.
Action: Clerk to liase with Kathy Hildige and Paul Fisher at MBC
4.2 Quality Status/Working With Your Council – The clerk reported her intention to join SLCC and to commence the WWYC course, refer to finance.
5. COMMITTEE REPORTS:
5.1 Planning
· The following planning applications were discussed with decisions made as follows:-
TA/0034/09 – Tree Felling in a Conservation Area – Notification of intention to fell to ground level one Lawson Cypress tree and crown lift to 3 metres over footpath one Yew tree and prune back by 3 metres to give clearance from church pathways. St Mary’s Church, Chart Road.
Response required by 6th April. – No comment
MA/09/0492 – Cisridge, Maidstone Rd, ME17 3LS – Erection of a single storey rear extension incorporating additional habitable rooms in the loft space and a rear conservatory.
No comment.
Action: Clerk to make necessary arrangement.
· MBC have advised the following decisions:-
MA/08/1937
Warmlake Field, North Street
MBC = Approves
SVPC = No comment (after MBC recommended changes were accepted by applicant)
· MA/09/0405
Stallance Farm, Rectory Lane
MBC = Refuse
(Application to discharge conditions)
· MA/09/0241
Sutton Valence School
MBC = Approves
(Application to discharge conditions)
Certificate of Lawful Use – Notification received for the following:-
Apple Ridge, South Lane, ME17 3AZ
Unit 5, Collingwood Ind Est, ME17 3QS
Paperwork sent to the Planning Committee for their information.
· Rural Housing – Cllr Mulherin updated the meeting on his recent conversation with Cascade. They are seeking to get ACRK to carry out the Housing Needs survey, as requested by the Council. The current situation is unclear. It was agreed that the Clerk would contact ACRK to ask them to consult with the Parish Council re the housing survey before it is sent out
Clerk to action.
.
· Sutton Valence School Track – Cllr Mulheirn updated the meeting on recent communications with Mr Williams the contractor at the track regarding parking at the village hall. The Council believed this was still happening and were also unhappy with signage that has been attached to the hedge without permission. It was agreed that the Clerk would write to Mr Williams on both matters.
Clerk to action.
5.2 Finance
· Bank balances as at 27th March 2009:-
20833.30 Co-operative Community Account
15,386.70 Investment Bond Number 1 (Int. = 2.34% Gross 1.87% Net)
10,261.62 Investment Bond Number 2 (Int. = 1.43% Gross 1.15% Net)
10,000.00 Charities Aid Foundation (a/c opening in progress)
· The following items of income were noted:
£740.00 Tennis Club – Licence Fee
£5.40 .Untaxed interest
It was agreed to ring fence the Tennis Club income for Tennis courts.
· The following payments were agreed at this meeting:-
300169 £30.00 Mr Les Apps – Litter Clearance – 3rd and 17th April 2009
300170 £64.71 Miss N J Dawkins – March Expenses
300171 £458.31 KALC – Annual Subscription
300172 £81.45 EDF Energy Customers plc – Playing Fields Pavilion
300173 £170.00 T Skilton – Rubbish removal, container – Village Hall
300174 £295.00 Pecksmiths – Clear area between Motto House and V.Green
300175 £40.00 Pecksmiths – tidy opposite Swan Cottage
300176 £280.00 Pecksmiths – Clear area between Kings Head & Motto Steps
300177 £ 50.00 Working with your council
300178 £30.00 Membership of SLCC
300179 £69.00 Clerks information day 19/5/09
300180 £185.21 B.T phone installation
· Bank Reconciliation – March 27th – viewed and initialled at this meeting.
· Performance against Budget – March – agreed at this meeting.
· KALC Parish News – The Annual Subscription allows for 4 copies of the Parish News – last year the Council paid an extra £2.50 per copy to allow each Councillor to have their own copy. It was agreed this year that the four copies would be sufficient.
· Co-Op – Guaranteed Investment Bond – It was agreed to reinvest the £10,261.62 due to mature on 23rd April 2009. No action required as the bond will automatically re-invest if not withdrawn
· 31st March 2009 Audit Return – to be submitted by 1st June 2009. The following timetable applies:-
o 16th April - Public notices displayed
o 29th April - Kevin Funnell internal auditor
o 14th May - Accounts to be agreed.
o 1st June - Deadline for the Audit Commission
· End of year certificate – to be submitted by 15th May, this was signed by the Clerk and Chairman.
· Photocopier – The council has been given a photocopier which is in need of service, it was agreed the Clerk could arrange this.
Action - Clerk to progress
· EDF Invoice – The clerk reported that there was still an invoice outstanding to EDF; the Council had not agreed payment of this invoice as they believed work was still outstanding on lamp posts within the Parish.
Action: Clerk to contact EDF.
§
5.3 Open Spaces
· Open Spaces Committee Meeting – Date of next meeting is 10th June 2009.
· Grass Mowing Contract – The Clerk advised that she has written to the existing contractor regarding gang mowing at the Playing Fields to advise that the Parish Council wish for future contracts to be on a ’cut and collect’ basis, until then the existing contract will continue on a month by month basis.
The existing Contractor’s quote for 2009 was discussed.
The contractor would like a site meeting to discuss ‘cut and collect’ requirements in further detail.
It was agreed that two further quotes be obtained for the grass cutting contract.
Action – Cllr Taylor to contact existing contractor/ Clerk to obtain quotes
· 2009 – 2011 Maintenance Schedule – The Clerk has written to three local contractors – information awaited.
Cllr Taylor proposed that P.Smith be asked to complete two extra cuts on the Village Green to take the cutting through the start of the new contract. Seconded by Cllr Riden with all voting in favour.
Clerk to action.
· The Pavilion – PME connection was discussed. It was agreed that the Clerk would contact EDF to progress this.
Clerk to progress.
· Maintenance issues – The Harbour:-
Draining the field near play kit at – delayed for the time being.
Hard Standing for ‘Youth van’ – delayed for the time being.
Goal posts – Application form submitted for new goal posts for the War Memorial Playing Field for a 50% funding grant – total cost £879.
· War Memorial Play Area – MBC application for £22k submitted (prior to the meeting, Cllr Mulheirn advised that after discussion with MBC and PC the figure in the application was raised from £15k). A Rewards for All application for £10k has been submitted and sent special delivery to arrive on Monday 30th
March.
1.
· War Memorial Playing Field – Litter and ongoing maintenance was discussed. Cllr Taylor mentioned the possibility of the Community Payback Team cleaning up at Bowhall, Harbour and War Memorial on a regular basis.
The accident which occurred on Friday 27th March involving a child and an entrance gate to the War Memorial play area was discussed. The Clerk reported on actions already taken to avoid another incident of the same nature. This includes locking the gate nearest to the car park and tying back the bolt on the other gate. Cllr Davies agreed to go and look at the site and report back.
A parishioner has mentioned to the Clerk the metal poles left in the goal mouth. The Clerk was asked to contact Mr Cook to remove these.
Action: Cllr Davies and the Clerk to action.
· Car Park Expansion – Village Hall – Cllrs Dent and Mulheirn continue to seek funding.
· Tennis Courts – Cllr Mulheirn updated the meeting on the court situation. After a brief discussion it was agreed to obtain three quotes for cutting of the roots to the tree that is causing the most immediate damage to the surface.
Action: Clerk to action
· Noticeboards – FTA Joinery advise that the Noticeboards should be ready by end of March. Clerk to follow up last year’s letter from the Post Office allowing the Parish Council to install a noticeboard outside the Post Office. Permission to erect board on the wall at Warmlake should be obtained with the owner.
Action: Clerk to action
· Allotments - Cllr Taylor reported on the allotments.
o After a discussion it was agreed that the Council should not be involved in which type of slug pellets are used by allotment holders.
o It was agreed that twelve months notice should be given to the holder of the neglected allotment.
o The Clerk is currently working on the both allotment waiting lists to see who is still interested.
o Fencing – It was agreed that the Parish Council would not be supplying fencing on the allotments.
o Water Supply at Bowhalls – This is progressing.
o Right of Way – Letter sent to A C Goatham – no response to date. Cllr Green is progressing this item.
Action: Clerk and Cllr Green to progress.
· Grit Bin – 2 Rectory Lane Cllr Mulheirn updated the meeting on the request by a parishioner to move the grit bin in Chapel Lane as it was too hard to access when icy. It was agreed to look in to the possibility of moving it to the bottom of the lane at the junction.
Action: Clerk to contact KCC re risk assessment.
· Play Area inspection sheet for The Harbour dated 2nd March has been received with details as follows:
Toddler Swings S One OK
C Monitor old swing chains worn frame bent
Frame bent BUSH’S NEED REPLACING
Junior Swings C Swings do not hang straight hanging on wrong brackets
Igloo S Base bent
Multiplay C Bolts loose to rope bridge, rope ladder frayed – panel burnt to tunnel
Taped over frayed climbing net metal showing
Fences & Gates C Rubber stops missing
Surrounds S
Seats & Bins S
Pathways S
Access S
Surfacing S Grass
C Safety surface around multiplay needs cleaning
Comments: B Rope bridge one connecting support bolt has been welded to frame - weld broken. Bolt pulled halfway through support. Climbing net badly frayed metal cable showing taped over frayed sections.
Play Area inspection sheet for the War Memorial Play Area dated 4th February has been received with details as follows:
Toddler Swings C Swing seat below recommended height
B Shackles rusty/seat chain worn needs replacing 30% worn ASAP
Junior Swings C Gap in tiles KEY HOLE ADJUSTERS WORN
Shackles rusty/top bar rusty
Rocket C Graffitti on side, gaps in tiles, corrosion main supports where they enter ground.
Slide Climber C Gap in tiles - steering wheel loose – monitor rust on underside – moss on safety surface
Fences & Gates S Service gate not locked
Surrounds C Shrubs / bramble growing into Play Area
Seats & Bins C Picnic table seat – rot holes need filling - exposed screws
Pathways & Access S From car park
Surfacing S/C Safety surface moss growing in joints
Comments No dog sign
KEY = A = High Risk (item requires attention whilst on site)
B = Medium Risk (deterioration noted – repair or re-inspect within 4 weeks)
C = Low Risk (deterioration noted – monitor on each visit)
S = Satisfactory
Action: Cllr Davies to follow up two B ratings / Clerk to action dog sign.
· The South Lane field rental agreement is up for renewal in July 2009. The Councillor’s agreed to investigate how much other fields were being rented out for before the next meeting
Action: All Councillors
Sub Committee Reports:-
5.4 Communications
· Spring 2009 Newsletter – Cllr Mulheirn updated the meeting on progress.
· Annual Parish Meeting, Wednesday 20th May – It was agreed to change this date to either 19th or 18th May subject to hall being available. Local organisations would be invited, as in previous years, and the Clerk would invite Hugh Robertson MP as guest speaker.
· Standing Orders Review – After a short discussion it was agreed that the Council’s standing orders would be revised to hold a Parish Council Meeting every month and for all Councillors to attend a new Councillor and finance training day. It was also agreed that Councillors on the planning committee would attend planning information days.
· Update Register of Interests – Annual housekeeping task, all Cllrs were given to complete and return Register of Interest forms – once received Clerk to provide Paul Fisher at MBC with the original and copy retained by the P Clerk.
5.5 Parish Enhancement Group
· Next PEG Meeting – Date of next meeting to be advised. Cllr Taylor reported that R.Carney had resigned from this committee and that new members were needed
· Bowhalls / Harbour Review – Letter from The Philips Fund dated 16th March advises that the trustees have now had an opportunity to assess our application and they regret to inform us that we have not been successful on this occasion.