...in the Garden of England...
October 2008 Minutes
MINUTES OF A MEETING OF DITTON PARISH COUNCIL HELD IN THE COUNCIL CHAMBER AT DITTON COMMUNITY CENTRE ON MONDAY 6th OCTOBER 2008
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PRESENT: CLLRS. M J PORTER [Chairman], R ANGEL, R G W BAKER, MRS A R BEADLE, M D BRINE, W CORDWELL, A R MULCUCK, D H NUNN, B D STONE, MRS A THROSSELL & MRS J F THWAITES.
MRS S J KAVANAGH [Clerk of the Council], MRS N GREENAWAY [Admin. Asst.]
261. OPENING OF MEETING
The Chairman opened the meeting at 7.30pm.
262. APOLOGIES
Apologies were RECEIVED from Cllrs. Beadle and Lander. The previously notified reasons for absence were recorded in the absence book ref. 001 and ACCEPTED and APPROVED.
263. DECLARATION OF INTERESTS
There were no declarations of Interest.
264. REPORT FROM COMMUNITY POLICE
PC Roddick reported on the following matters:-
Crime Figures: Total crime for September was 15; 3 criminal damage, 4 vehicle crimes, I burglary from a shed and 7 other crimes. This is up from 11 for the same period last year and 11 last month.
From April 2007 to April 2008 the crime rate for this area was down by 24.4%.
Anti-social behaviour in Pear Tree Avenue: PC Roddick raised this as an incident and the patrols on duty have been tasking this area.
Mobile CCTV: Unfortunately the lighting columns in Pear Tree Avenue are the swan neck type and CCTV cameras cannot be fitted to these.
Underage Drinking: A female who has been supplying alcohol to under-age children has ` been identified and this will be followed up by the police.
Motorcycle Gate: Aylesford Parish Council have agreed with Kent County Council to have a gate installed on Public Right of Way MR481 in the parish boundary of Aylesford and Ditton to prevent motorcycles using the right of way as an ‘off road’ circuit.
265. CONFIRMATION & SIGNING OF MINUTES OF PARISH COUNCIL MEETING HELD 1st SEPTEMBER 2008
The minutes of the meeting held on 1st September 2008 were CONFIRMED and SIGNED as a correct record.
266. MATTERS ARISING
There were no matters arising not already included on the agenda.
267. MEETINGS HELD DURING SEPTEMBER 2008
(a) For Confirmation & Signing
(i) COMMUNITY CENTRE COMMITTEE, 8TH SEPTEMBER 2008
The minutes of the above meeting were presented by Cllr. Mrs Beadle and CONFIRMED and SIGNED as a correct record.
1. Scaffold Tower [Page 115, item 224(b)
A communication was READ from Mr Harrison advising that, from information he has obtained, the scrap value of the tower would be more in the region of £280 and it was NOTED that in light of this he would be willing to pay £300 for the Tower.
RESOLVED to obtain an accurate price of the scrap value of the tower and this be passed to the Community Centre Committee for decision at its next meeting
2. Cedar Room Rates [Page 117, item 226]
Discussion took place on the rating costs for the Cedar Room and the committee responsible for meeting these new costs.
RESOLVED that the rates be split 50/50 between the Community Centre and Open Spaces and Amenities committees.
(ii) PLANNING, HIGHWAYS AND TRANSPORTATION COMMITTEE, 15TH SEPTEMBER 2008
The minutes of the above meeting were presented by Cllr. Mulcuck and CONFIRMED and SIGNED as a correct record.
(iii) OPEN SPACES AND AMENITIES COMMITTEE, 15TH SEPTEMBER 2008
The minutes of the above meeting were presented by Cllr. Baker and CONFIRMED and SIGNED as a correct record.
Recommendations
1. Christmas Lights Competition [Page 121, item 245(a)]
The recommendation to suspend the Christmas lights competition this year was READ and NOTED. Discussion took place.
RESOLVED not to ratify the recommendation and the competition be held as usual.
2. Rates payable on Cedar Room [Page 121, Item 245(b)]
Dealt with above.
3. Adventure Trail [Page 122, item 246(b)]
RESOLVED to accept quotation (A) from Playdale but to find another suitable site nearer to the Kilnbarn Club.
(iii) FINANCE & ADMINISTRATION COMMITTEE, 22ND SEPTEMBER 2008 - herewith
The minutes of the above meeting were presented by Cllr. Baker and CONFIRMED and SIGNED as a correct record.
1. Meetings [Page 127, 259(c)]
Information previously circulated, was READ and the requirement to record Members reasons for absence NOTED.
Discussion took place and Members expressed their discontent at the reasons for absence being embodied in the minutes.
RESOLVED to record reasons for absence in a separate book and the minute relating to the apology cross referenced to the book.
Recommendations
1. Community Engagement Strategy [Page 127, item259(d)]
2. Training Statement of Intent [Page 127, item 259(e)]
RESOLVED to RATIFY the recommendations to adopt the above documents.
(b) For Noting
(i) TWINNING ASSOCIATION, 4TH SEPTEMBER 2008
The above minutes were CIRCULATED, READ and NOTED.
268. CORRESPONDENCE
(a) For Noting
The following correspondence was CIRCULATED, READ and NOTED:-
KALC: ‘Parish News’ – Issue 443, 11th September 2008
BT Payphones
Ton & Malling Crime Prevention Panel: Minutes of Meeting held 15.9.2008
NALC: ‘Local Council Review’ – Vol 60 No. 3, Sept. 2008
SLCC: ‘The Clerk’ – Vol 40 no. 5, Sept. 2008
Kent Downs: ‘Value of Visions, 2008/2009
Kent County Council: Letter of thanks
Kent Parish Councils ‘News’ – Edition 3, August ‘08
RBOS Mentor: Mentor Business, Issue 12
Gullands: ‘News’, Issue 13
Clerks and Councils: ‘Direct’ –Issue 59, September 2008
Rural Kent: ‘Oast to Coast’, Autumn 2008 & Annual Summary
Standards Board for England: Town and Parish ‘Standard’ - Issue 3, September 2008
Nat West: ‘Legal Update’, Issue 22, October 2008
Tonbridge & Malling BC: Minutes of Council, Cabinet & Committee Meetings
2008, Volumes 3 & 4
NHS West Kent: Carers help NHS West Kent Improve Dementia Services
(b) For Decision
Ditton Junior School: Christmas Party – Request for financial support
RESOLVED to accede to the request and the Oaken Hall be provided as the venue for the party, together with a donation of £200 to cover the cost of a gift for each child.
KALC: Finance Information Day, 18th October 2008
NOTED no-one is able to attend.
NALC: Place Matters Conference, 20 & 21 November ‘08
NOTED that due to the high cost of this event, no-one is able to attend.
British Telecom: ‘Adopt a Red Kiosk’
Information READ and NOTED.
Tonbridge & Malling Crime Prevention Panel: Funding for Crime Prevention Initiatives
RESOLVED This council does not have any surplus funds at this time and feels that it has already contributed to crime prevention measures by installing CCTV around the Community Centre and purchasing a mobile CCTV camera for deployment in the parish.
Tonbridge & Malling BC: Parish Partnership Panel – Agenda Items
RESOLVED To request an item on the procurement of a joint street lighting maintenance contract for parishes be placed on the Agenda.
West Kent Primary Care Trust: NHS Constitution – Invitation to Stakeholder Event, 13th October2008
It was NOTED that Mrs Day has offered to attend this event on behalf of the Council.
Jonathan Shaw MP: M20/26 Lighting Scheme
Confirmation that the Highways Authority have informed him that work on the above scheme commenced on 13th September and will be completed by Christmas, was READ and his thanks for the support in signing the petition to bring this about was NOTED.
269. FINANCE
(a) Accounts Received
The following accounts received were READ and NOTED:-
Ditton Infants School: Grounds Maintenance 115.09
Ditton Junior School: Sports Field Marking 99.98
July Maintenance 351.05 451.03
Ditton Minors FC: Energy Charges NRRG 34.35
Pitch Marking 12.92 47.27
Multi Sports: Income 415.00
(b) Accounts for Payment
RESOLVED the following accounts be ACCEPTED, APPROVED and PAID:-
Salaries: September Gross: 15381.38 Net: 11833.51
DPC Imprest A/C: Reimbursement of Expenses 1029.78
Kent County Council: Superannuation - September 3671.07
AquAid; Still water 33.75
Vat 5.90 39.65
Astra Security: KBRG & Mess Room Keys 17.95 Vat 3.14 21.09
B & S Chains 0Midland]: Cradle Swing Chains – KBRG 64.26
Vat 11.24 75.50
Aylesford Newsprint Ltd: Return of Donation - Firework Night 80.00
Ernest Doe: Air Filter & Grease 31.16
Vat 5.44 36.60
EDF Energy: Cedar Room/ Multi Sports & Guides 121.79
Vat 6.09 127.88
G. Haffenden: Allotment Skip 130.00
Vat 22.75 152.75
Kent County Council: Pitch Marking 47.70
Vat 8.35 56.05
Kent Wildlife Trust: Annual Membership 41.00
Monro Horticulture Ltd: Spray Suit & Twine for Cricket & 15.63
Football Vat 2.74 18.37
Netbox5 Limited: 12 Months Remote Support 1000.00
12 Months on-site Support 895.00
1895.00
Vat 331.63 2226.63
T Parker & Sons: Surrey Loam 461.81
Vat 66.11 527.92
Parkfoot Garage: Diesel 51.06
Vat 8.94 60.00
Peeks of Bournemouth: Halloween Theme Pack 95.00
Vat 16.63 111.63
Popi: Autumn Gazette 1815.00
Dean Pulliger: Locking Playarea September 25.00
SSG Emprise: Keyholder Service – September 20.83
Vat 3.65 24.48
Sisis Equipment: Thatch Removal Blade 75.59
Vat 13.22 88.81
Three Towns: Stick-it Boards for notice boards 47.46
Vat 8.30 55.76
Travis Perkins: Repairs to Office Sink 32.28
Vat 5.65 37.93
PROMOTIONS ACCOUNT
Ditton Community Centre: Hire of Hall 19/12, 20/12 & 31.12.08 1260.00
DPC Imprest A/c: Peter Eligate Showband -Music for Halloween 625.00
Dance
IMPREST ACCOUNT - Expenditure during September 2008
Carried Forward 1st September 2008 2114.06
Add: PC Reimbursement 385.94
Refund of Charges 15.93*
2515.93
Deduct: September Expenses
Voucher Charge 3.25
Bank Charges – Imprest - to be refunded 15.93*
Postage Stamps 117.00
Community Centre Expenses 80.00
BKG Expenses 58.13
Bar Personal Licence 37.00
Petty Cash Reimbursement 163.71
Tower Course – G Sedgwick 146.88
Gazette Deliveries 129.36
Office Expenses 83.91
Tarmac Temporary Licence 10.00
Raffle Prizes – Parish Dances 200.54 1045.71
1470.22
1029.78 * 2500.00
*Sum to be drawn on 1st September 2008 to restore balance to £2500.00
(c) Direct Debits Paid During August 2008
The following direct debits paid during August 2008 were READ, APPROVED and NOTED:-
(i) DITTON PARISH COUNCIL GENERAL ACCOUNT
01.08.2008 WPA 573.48
01.08.2008 02 21.69
01.08.2008 Sky Business 458.47
05.08.2008 RBOS Mentor 365.17
07.08.2008 Nildram 42.82
11.08.2008 Post Office Ltd 70.27
20.08.2008 S & N UK 4119.55
20.08.2008 Tonbridge & Malling BC 1143.00
20.08.2008 Tonbridge & Malling BC 98.55
21.08.2008 Waverleys 758.84
26.08.2008 BOC Manchester 235.00
28.08.2008 NW Business MC 237.00
29.08.2008 Walkers Snacks 182.49
(d) Internal Audit Report
The report of the 1st Internal Audit for 2008/2009 was READ and it was NOTED that the auditor concentrated on the requirements of corporate governance and tested payments through the current and imprest accounts. There were no matters arising from the work that needed to be brought to the attention of the Council.
(e) Review of Financial Arrangements with Parish Councils
Information regarding the above subject, which had previously been circulated, was READ and NOTED.
(f) Tonbridge & Malling Borough Council – 2009/2010 Special Works Grant
(i) USE OF INVESTMENT FOR PART FUNDING
It was NOTED that Councils are required to part fund special works grants and it was suggested at the previous meeting that part of the investment be used for this purpose.
Discussion took place and Members were reminded that the original resolution was for the investment to remain invested and only the interest and yield used for purchasing capital items and funding revenue costs.
RESOLVED it would not be good practice to use any of the investment during the present financial climate or consider any major capital expenditure.
(ii) AIR CONDITIONING QUOTES
Quotations for air conditioning/heating for the Community Centre were READ and NOTED as follows:-
(a) £28,313.00 + vat (Kilnbarn, Offices, Chamber & Oaken Hall)
(b) £42,085.00 + vat (Kilnbarn, Offices, Chamber & Oaken Hall)
(c) £45,683.00 + vat (Offices, Chamber & Oaken Hall only)
RESOLVED not to proceed with this purchase at the present time.
270. REPORTS FROM BOROUGH & COUNTY COUNCILLORS
Cllr. Rowe reported on the following matters:-
• The Kent Highways Department have decided to withdraw their plans to provide another additional bus lane between Hermitage Lane and Coldharbour Roundabout. Representations made this time seemed to have worked. He thanked everyone for their support in this.
• Kent`s Local Democracy Week is to be held 13th-19th October. Parish Councillors may be asked to give a talk at their local school and are encouraged to do so.
• Inside Track - Issue 129 has now been issued.
• Maidstone Voluntary Action has been selected by KCC to co-ordinate recruitment and placement of volunteers to help with events and one off events across the county between now and the 2012 Olympic Games.
• Cold Calling Controlled Zones - Ditton has been identified as an area for consideration because;
a) It has a well organised Neighbourhood Watch Scheme arrangement.
b) It has identified areas of concern
c) It has shown an interest.
He has allocated £5K from his Kent Police Authority Grant with some local KCC members grant money to support setting up of the scheme in locations across the Borough.
• KCC Select Committee on Provisions of Activities for Young People in Kent - Cllr. Rowe has been asked to join this group to set up to develop a comprehensive strategy of providing more youth activities for young people, throughout Kent. The website (www.togogo.info) is being developed to signpost what is available, where and for whom in Kent. Ditton is encouraged to submit details of all its known youth organisations and opportunities for young people.
• Unit 1 Skatepark is being offered transport to get young people from Ditton to this facility at Laker Road.
• Grant applications - Two applicants have been submitted to the local board from Ditton for consideration as follows:-
a) Ditton Heritage Centre towards rear window, toilets and wash hand basin and a history of Ditton book
b) Parish Council for a Hearing loop.
The grant committee meets on 13th May 2009 to consider all applications and the Parish Council is asked to prioritise the applications.
• Meetings - The Public Transport Panel meets on Tuesday 4th November. The Parish Partnership Panel on Thursday 13th November and Joint Local Board on Wednesday 26th November. All commence at 7.30pm and Councillors and public are invited to all of the meetings.
• Aylesford Sports College – There are two vacancies for LEA Governors at this college, anyone interested should contact Cllr. Rowe.
• Freedom Bus Pass Scheme – During June/July this year the Malling part of the Borough joined up to the scheme which gives youths the opportunity to have unlimited use of buses during the daytime, evenings and weekends at a cost of £50 per year.
Cllr. Baker advised Cllr. Rowe of the dangerous situation at the New Hythe Lane/A20 traffic lights where there are two lanes for eastbound traffic to queue but as soon as the outside lane moves off it is met with a traffic light in its path and the lanes reduced to a single lane without any warning.
Cllr. Rowe advised that Kent Highways is aware of this problem, however, he will still report this Council’s concerns to them.
Borough Cllr. Stone reported on the following matters:-
• Woodlands Parade Enhancements – Unfortunately negotiations have broken down with the owner of the land and if the Borough Council’s offer is not accepted by the end of the month, the scheme will be dropped and the budget for the work will go back into the pot.
• The Ford – The new signage will be in place by November.
• Government Scheme for Free Swimming for over 60’s – The scheme will not be taken up by the Borough Council as no funding support will be coming from central government which means the Borough Council would have to fund the scheme across the borough from its own budget.
• Village of the Year Competition - Burham is the overall winner this year and their entry will be forwarded to the National competition.
• Highway Inspections – Kent County Council Highway officers will be undertaking twice yearly inspections in parishes and Members are welcome to join them.
• Ancient Woodlands - A survey is being conducted of all ancient woodlands and, once completed, presentations will be given on the results of the survey.
• Alcohol Controlled Zones – Police are able to confiscate alcohol being consumed by people under the influence of alcohol in controlled zones.
271. REPORT FROM COMMUNITY POLICE OFFICER
Dealt with earlier in the meeting.
272. PLANNING, TRANSPORTATION & HIGHWAY MATTERS
Cllr. Stone requested it be NOTED that his comments and decisions on planning applications at this meeting are a preliminary view and, in accordance with the Code of Conduct, he will look at all applications afresh at Borough Council level and consider them solely on the basis of evidence placed before him at that meeting
(a) Plans Received for Comment
TM/08/02760/TPOC Sweet Chestnut Tree trees to trim back/ prune to prevent overhanging onto property
81 Primrose Drive
RESOLVED NO OBJECTION, SUBJECT TO THE TREE OFFICERS APPROVAL.
TM/08/02902/TNCA Works to trees on Village Green
Village Green
RESOLVED NO COMMENT AS THIS IS THE PARISH COUNCIL’S OWN APPLICATION.
(b) Plans Dealt with by Tonbridge & Malling Area Sub-Committee No. 3.
The following decisions were READ and NOTED:-
TM/08/02345/MIN Details of pre-settlement levels pursuant to condition 12 of TM/03/02784/MIN, condition
14 of TM/07/04294/MIN, condition 3 of
TM/03/02787/MIN and condition 3 of TM/03/02782/MIN
Hermitage Quarry
NO OBJECTION
TM/08/01777/FL New Entrance gate, new fencing, extensions to form storage, new roof opening, new openings to front elevations and new door, Motor Vehicle Workshop is to be VOSA compliant for MOT testing.
Unit 6 Larkfield Mill
Bellingham Way
GRANTED WITH CONDITIONS
(c) ‘B’ Lists
The following ‘B’ Lists were CIRCULATED, READ and NOTED:-
08/36 - 09.9.2008; 08/37 - 15.9.2008; 08/38 - 22.9.2008
(d) Minutes, Notes, Agenda for Area 3 Planning Committee
NOTED these were not available.
(e) Review of Boundary Between East Malling and Larkfield and Ditton Parishes
It was NOTED that the Borough Council’s Chief Executive intends to invite his Members to undertake a limited Community Governance Review, because he believes that the residential development on the former Frantschach site, off New Hythe Lane, has created a boundary anomaly. FURTHER NOTED that as Ditton Parish Council is a key stakeholder in respect of the review it will be fully consulted at the relevant stages of the process.
Discussion took place and Cllr. Mulcuck suggested that a sub-committee be set up to draft a case for retaining the site within Ditton.
(f) Planning Enforcement Investigation at Unit 14 Access, 420 New Hythe Business Park, Bellingham Way
The Borough Council has advised that an investigation has taken place regarding an alleged breach of condition 6 of TM/05/01040/FL and it is apparent that there may have been a breach of planning control at the site. An enforcement file has therefore been opened and allocated to an officer.
(g) Planning Enforcement Investigation at St Peters Church – removal of trees in a conservation area
The investigation found that a breach of planning control had taken place, however, the investigation showed that the tree was removed because it was identified as causing significant damage to the ragstone wall that is listed by virtue of it being within the curtilage of the Grade II* listed Church within the Ditton Conservation Area. The preservation of the wall is therefore of importance. As well as the boundary wall there are tombs in the immediate vicinity and in these circumstances it is not appropriate to seek the planting of a replacement tree. It has been agreed, however, that a fast growing evergreen shrub will be planted to provide a natural screen to adjacent houses. Given all the circumstances, the Borough Council advise that it is not expedient to take any further action in this case.
(h) South East Plan Partial Review – Invitation to Stakeholder Meeting 27th October 2008
An invitation to the meeting to be held on 27th October 2008 to be held at Oakwood house, was READ and NOTED.
273. SIGNING AND SEALING OF DITTON QUARRY NATURE RESERVE NO. 1 DECLARATION OF 2008
RESOLVED to affix the Parish Council’s common seal to the Ditton Quarry Nature Reserve No. 1 declaration of 2008, and the document be duly signed by the Chairman and attested by the Clerk.
Cllr. Mulcuck thanked Nicola Greenaway and the working party for all their hard work on this project and in obtaining Local Nature Reserve status for the quarry. Through no fault of the working party, it has been a somewhat protracted and frustrating process at times. Their work and patience is much appreciated.
274. SIGNING AND SEALING OF PLAY PARTNERSHIP AGREEMENT
The agreement which had been scrutinised the Clerk and Cllr. Beadle, was READ and the requested amendments NOTED.
RESOLVED to approve the Parish Council’s common seal being affixed to the agreement which will be signed by the Chairman and attested by the Clerk, once the final amended document is received.
275. REMEMBRANCE DAY
Discussion took place and it was agreed that Cllr. Mrs Beadle will read the lesson.
It was NOTED that the working party appear to be including in their remit the organising of the content of the Church Service which is held at the Ditton Community Centre on Remembrance Sunday.
Further discussion took place.
RESOLVED this council does not intend to be involved in discussion regarding the content of the Service, which it believes is the sole responsibility of the Church and the Reverend Terranova.
Cllr. Mulcuck requested an extension of the meeting to 10.15pm to enable the business on the agenda to be completed.
276. MATTERS ARISING FROM CORRESPONDENCE FOR NOTING
There were no matters arising.
- - - - - - - - - - - - - - - - - - - - - -
The Chairman moved that in view of the confidential nature of the business about to be transacted the remainder of the meeting will be closed to the press and public in accordance with standing orders 27 & 50.
277. TONBRIDGE & MALLING BOROUGH COUNCIL COUNTY OF KENT ACT SECTION 32
Under the above Act, which this Council has adopted, it can with good reason ban a person from an area covered by the Act.
Acting jointly with the Borough Council’s Anti-social Behaviour officer and the Police it has become necessary to ban a teenage resident from the Ditton Community Centre and Kilnbarn Recreation ground as a result of continued anti-social behaviour. The ban will be in place for a period of six months and reviewed after that time. Details of the youth concerned are recorded in the Confidential Memorandum Book Ref. CM341.
278. CLOSURE
The meeting closed at 10.05pm.