HORTON KIRBY AND SOUTH DARENTH PARISH COUNCIL

MINUTES of the MEETING of the PARISH COUNCIL held on 4 January 2007 in the Village Hall, South Darenth at 7.30 pm

Present: Cllr P Bradley (Chairman)

Cllrs A Burchmore, G Piller, M Powsey, G Tripp,

R Valentine and I Wescombe

In attendance: C Allart, Parish Clerk

P McGarvey District councillor

R Gough, County councillor

0 members of the public

Apologies for Absence: Cllr D Snape, T Searles, District councillor

Declarations of Interests: Cllr Wescombe declared a personal interest in Minute 132 as a future allotment holder.

The Chairman read out a thank you card from Cllr Tripp for the framed photograph which had been given to her to mark her 30 years’ service as a parish councillor.

125 POLICE MATTERS

In the absence of the PCSO, Cllr Burchmore submitted a police report.

126 MINUTES OF THE LAST MEETING

RESOLVED that the Minutes of the meeting held on 4 December 2006 be approved and signed as a correct record.

127 MATTERS ARISING

White Plastic Litter Bins

Members considered again the state of these bins which are getting worse and don’t seem to be emptied.

RESOLVED that

Mr Abery be asked to remove all of his bins from this parish by the end of February;
if they are not removed, this parish council arrange the removal and re-charge him with the costs involved; and
neighbouring parishes be informed of this action.

Forge Lane Road Surface

The Chairman reported that the potholes in the road had been patched, but done so badly that the patches disintegrated and the road is now in a worse state than it was before the patching.

128 REPORTS OF DISTRICT COUNCILLORS

Bus Passes

Cllr McGarvey reported that a photograph was needed for bus passes from 1 April 2007.

Standards

He also reported that Sevenoaks District Council is hot on reminding parish councillors as well as district councillors that it was better safe than sorry when declaring an interest. After a short discussion, members agreed that they have a sensible attitude to it.

Delta Force Paintballing Application School Lane

Cllr McGarvey reported that if SDC officers were minded to ignore the Parish Council’s objections he would ask for the decision to be made by the Development Control Committee.

129 REPORT OF COUNTY COUNCILLOR

Hedge Survey and Subsequent Works

Roger Gough confirmed that an application for funds from his grant could cover not only the survey but also planting and protective fence work. The clerk reported that 2 estimates for the survey had been received, the lower being from Down To Earth, a reliable firm that had been used before.

RESOLVED that

an application for £1000 be made to the KCC Members Grant Fund for this work; and
Down To Earth be asked to undertake the survey in the sum of £60.

Local Government Restructuring

Roger Gough reported on this on-going matter. Kent has decided again the unitary option and has had constructive talks with the District Councils regarding making the 2 tier system work better.

Cllr McGarvey asked if parishes were affected at this stage (no they are not) and he also mentioned that under future reorganisation, parishes might be capped so it was worth bearing this in mind when setting a precept since a reduction now would affect the ability to get sufficient monies in the future.

130 RECREATION AND OPEN SPACES COMMITTEE

The Minutes of the last meeting were received for information.

Suspension of Standing Orders

Standing orders were suspended in order to reconsider the terms of reference agreed at the last meeting.

Terms of Reference

The terms of reference of the parish council’s committees were reconsidered following the decision by the ROS Committee to close the public toilets in Westminster Field.

Members discussed the fact that as the terms of reference had been worded, both committees of the Parish Council could sell off or close assets of the parish council. It was agreed that this was something that should only be done by full Council.

RESOLVED that

(1) the terms of reference for the ROS Committee be amended to read as follows:

Scope of Committee:

Westminster Field (including public conveniences)

100 Year Wood

Heathside (excluding that part now enclosed as a garden area to the village hall)

Top Paddock

Lower Paddock

Play Areas

Quorum:

The quorum for the committee is 3 voting members.

Delegated Powers:

to consider and make decisions on all aspects of the areas covered by the scope of the committee with the exception of the closure or disposal of any of the parish council’s land or assets;

to consider and make decisions on all matters referred to it from time to time by the parish council;

to approve expenditure within the limits of the budget set by the parish council;

to request estimates for items not within approved budgets;

to appoint additional voting and non-voting members of the committee up to a maximum of 9 voting members and 5 non-voting members; and

to appoint sub-committees for general or specific matters.

(2) the terms of reference for the Village Hall Committee be amended to read as follows:

Scope of Committee:

Village Hall buildings and grounds (excluding the proposed extension which will be dealt with at Parish Council meetings)

Quorum

The quorum for the committee is 3 voting members.

Delegated Powers:

to consider and make decisions on all aspects of the areas covered by the scope of the committee with the exception of the closure or disposal of any of the parish council’s land or assets;

to consider and make decisions on all matters referred to it from time to time by the parish council;

to approve expenditure within the limits of the budget set by the parish council;

to request estimates for items not within approved budgets;

to appoint additional voting and non-voting members of the committee up to a maximum of 9 voting members and 5 non-voting members; and

to appoint sub-committees for general or specific matters.

Closure of Public Conveniences

The proposed closure of the public conveniences in Westminster Field decided by the ROS Committee was considered.

The clerk reported that the decision made to close the toilets had not been valid since the question of closing them had not been on the agenda. The only thing on the agenda had been the cost of cleaning and the amount of vandalism being sustained which had led members to consider this step.

A number of options were considered as follows:

The toilets could

be kept open;
be kept open during summer months only;
be closed from 5 January while the matter is considered further (closing them at this time of year would not cause much inconvenience and would save £390 a month);
be closed permanently.

During discussion it was suggested that the 2 environmental centres in the parish could be offered a key so that they could use the toilets, if they wish to meet the cost of a weekly clean during the closed period. It was also decided that any approved local organisation could be given a key on request for a specific occasion during the closed winter period.

RESOLVED that

the toilets be closed from 6 January until 31 March 2007 inclusive;
they be re-opened for the Summer months from 1 April to 30 September as a trial for 2007;
the matter be publicised in the newsletter in order to find out what local residents feel about the matter; and
the matter be re-considered in October.

131 PLANNING

The following application has been received for comments:

SE/06/03058/FUL

97 New Road

Side and rear extensions at ground and first floor levels.

The Parish Council comments that this appears to be an overdevelopment of the plot which will cause overshadowing of the neighbouring property.

The following decision notices have been received for information:

SE/06/02600/FUL

Oak View Stud Farm

Field shelter and access way in Mussenden Lane

REFUSED

SE/06/02886/FUL

96 East Hill

Loft conversion with dormer to rear and front

GRANTED

132 ALLOTMENTS POLICY

No Fires Policy

The clerk submitted a letter from allotment holder John Hughes who requested a review of the No Fires Policy on the grounds that there are some items which have to be burnt because of disease. He suggested that responsible burning, with conditions, be allowed. Two other written requests for fires were received and other plotholders had also made verbal comments about wanting to still have fires.

Members considered that under certain circumstances it might be necessary for plotholders to have fires subject to the guidelines set out on the HDRA organic gardening website.

RESOLVED that

the risk assessment and policy document for the allotments be amended to give permission for fires under certain conditions; and
plotholders be required to agree to these conditions or give up their plots.

133 SEVENOAKS DISTRICT COUNCIL DISPOSAL OF HOUSING ESTATE LAND

An offer from SDC to give 2 grassed areas at Saxon Place (the large area with the play equipment on it and the much smaller triangle next to it) to this Council at nil cost was considered.

The clerk reported that current costs involved in the maintenance of the areas are grass cutting which, at 17 cuts per year, would cost £680.

RESOLVED that Sevenoaks District Council be informed that this Parish Council is prepared to accept these 2 areas of land at Saxon Place at nil cost.

134 ANNUAL ACCOUNTS 2005/6 – AUDIT REPORT

The clerk submitted the audit commission’s report on the annual return for the year ended 31 March 2006 as follows:

“On the basis of our review, in our opinion the information contained in the annual return is in accordance with the Audit Commission’s requirements and no matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met.

“The Council’s internal auditor has identified a number of weaknesses in 2005/06 that the Council states have now been addressed. We will be following up these issues as part of the 2006/07 audit.”

135 OFFICE ASSISTANT – CONTRACT OF EMPLOYMENT

RESOLVED that the contract of employment for Mrs Jean Wood as submitted be approved for signature by the Chairman.

136 SCHEDULE OF ACCOUNTS

RESOLVED that the schedule of accounts, as submitted, be approved and payments made accordingly.

137 SPECIAL MEETING TO SET 2007/8 BUDGET

It was agreed that the date for the special meeting to consider the 2007/8 precept would be 24 January.

138 ANY OTHER BUSINESS

Broken Glass at Shrubbery Road

It was agreed to call a special meeting of the ROS committee on 24 January to decide this matter.

Washing of Horses in the Darent

There was discussion on the fact that 10 horses were being washed in the river just before Christmas blocking franks lane with vehicles in the process. Members wanted this matter to be raised once more with the appropriate authorities.

Speed Limits

Cllr McGarvey reported on various proposals concerning speed limit gateways in Farningham parish and along the A225 towards Sutton at Hone. Members stated that they would like to see a 40 mph limit all the way along the A225 and Cllr McGarvey promised to include this in any discussions that take place.

The meeting ended at 9.18 pm.

Chairman

Date