MINUTES OF A MEETING OF DITTON PARISH COUNCIL,

HELD IN THE COUNCIL CHAMBER

AT DITTON COMMUNITY CENTRE ON MONDAY, 3rd JULY 2006

[Click here for a downloadable version in Adobe PDF file format.]

PRESENT: CLLRS. J D DAY [Chairman], R ANGEL, R G W BAKER, MRS J E DESAVE, J E DESAVE, A R MULCUCK, MRS M MULCUCK & MRS J F THWAITES.
CO. CLLR. G ROWE & PC M RODDICK
MRS S J KAVANAGH [Clerk of the Council], MRS N GREENAWAY [Admin. Asst.]


127. OPENING OF MEETING

The Chairman opened the meeting at 7.30pm.


128. APOLOGIES FOR ABSENCE

Previously notified apologies were RECEIVED and ACCEPTED from Cllrs. J Beadle, Mrs A Beadle, M J Porter and P A Thorpe.


129. DECLARATIONS OF INTERESTS & EXPENDITURE

There were no declarations of interest or expenditure.


130. CONFIRMATION & SIGNING OF MINUTES OF THE PARISH COUNCIL MEETING HELD ON 5TH JUNE 2006

The minutes of the meeting of the Parish Council held on 5th June 2006, as circulated, were CONFIRMED and SIGNED.


131. MATTERS ARISING

(a) Public Footpath MR100 – Access to St Peter’s Church

NOTED no reply has been received to this Council’s communication dated 6th June 2006

RESOLVED to chase a response and also ask that they do not commence work on the path until this Council has approved the materials to be used.

(b) Ditton Community Warden [Page 40, Item 75]

A letter of apology from Kent County Council for being unable to advise the Council of the secondment of Ditton’s Community Warden, to cover vacancies in Burham,
Wouldham and Eccles, was READ and NOTED.


FURTHER NOTED they have now recruited a Response Team of ten staff to provide cover for such circumstances in the future.

(c) Future order of Agenda Items

Members asked if the Finance and Administration Committee minutes could be placed before other minutes on the Full Council agenda in future, as they can contain resolutions that override other committee recommendations and resolutions.

RESOLVED to accede to this request.


132. CONFIRMATION & SIGNING OF MINUTES OF EXTRAORDINARY PARISH COUNCIL MEETING HELD ON 26TH JUNE 2006

The minutes of an extraordinary meeting of the parish council held on 26th June 2006, as circulated, were CONFIRMED and SIGNED.


133. MATTERS ARISING

There were no matters arising not already included on the Agenda.


134. MINUTES OF MEETINGS HELD DURING JUNE 2006

(a) For Confirmation

(i) COMMUNITY CENTRE COMMITTEE, 12TH JUNE 2006

The above minutes were presented by Cllr, Desave and accepted as a correct record.

Recommendations

1. Kilnbarn Club Refurbishment [Page 48, Item 87(c)]

Members were advised that Scottish & Newcastle, the Council’s beer supplier, has offered a donation of £5,000 to cover the cost of the new furniture and furnishings, if the Council agrees to remain with them for the next five years.

Discussion took place and Members agreed that they are completely happy with the service and products supplied by S & N and have no plans to change Brewers in the foreseeable future.

RESOLVED to accept the donation and agree to remain with Scottish and Newcastle Brewery for at least the next five years.

Details of furniture and costs were circulated and discussed.

RESOLVED delegated power be given to the Community Centre Administrator, in consultation with Cllr. Desave, to purchase the furniture as seen, provided it comes within the £5,000 budget.

(ii) PLANNING COMMITTEE, 19TH JUNE 2006

The above minutes were presented by Cllr. Mulcuck and accepted as a true record, subject to the following amendment:-

Page 53, Item 101(c) – insert the words - ‘beyond the current plan’ after Hermitage Quarry.

(iii) OPEN SPACES & AMENITIES COMMITTEE, 19TH JUNE 2006

The above minutes were presented by Cllr. Baker and accepted as a correct record, subject to one amendment to include the following additional category of hire fees for the multi sport:-

136. REPORTS FROM BOROUGH & COUNTY COUNCILLORS

County Councillor G Rowe gave a report on the following items:-

T&M Youth Advisory Board meets at 5.30pm on Wednesday 19th July at Borough Green Village Hall. It will be followed immediately afterwards by the KCC Local Board meeting at 7.30pm. The main items on the agenda will be Kent Primary Strategy and Grants.
 
CRB Checks in Kent Schools - Concern has been expressed about the number of Kent schools that have not been vigilant with their CRB checks of necessary personnel.


Both Ditton schools seem to have a clean bill of health in this respect. As a goodwill gesture it has been agreed that all current Members of KCC will voluntarily undergo a CRB check.

This is to be made a formal requirement for all Members following the next County Council elections in 2009.

The new Kent Partnership website is now live and contains information on all aspects of its work. Access is via office@kentpartnership.org.uk.
 
Kent Libraries are involved with a national charity called Bookstart, which seeks to encourage a love of books in youngsters from the minute they are born! Free packs of books are given (via Health Visitors) to babies of 9 months. The programme is now being expanded with further packs being given to 2 year old toddlers, and to 3&4 year olds in playgroups.
 
The Reading Mission 2006 starts on July 22nd. Each Library will receive a special collection of books on spies, puzzles and adventures. Children who join the scheme receive a collectors card and stickers. Their mission is to read 6 books during the summer holidays and they will receive a certificate and medal once their mission is accomplished.
 
The Mobile Library Service, which meets alternately  near the school (fortnightly) Wednesday 17.45pm - 18.10pm and Holtwood and Priory Grove (fortnightly) between 11.00am - 11.25am will be able to provide further details on these items.
 
Cold Calling Nominated Neighbour Scheme – information on measures that can be taken to tackle rogue door to door traders will be passed to the Council in the near future.

Community Warden - Tom Hawkwood, should now be back in Ditton full time.

Kent Volunteers 2006/ Awards for Volunteering Excellence. Clerks should have copies for nomination purposes. 
 

137. CORRESPONDENCE

For Noting

The following correspondence for noting was CIRCULATED, READ and NOTED:-

The Rev. Priscilla Payne
St Peter’s Church: Letter of Thanks

Rural Kent: ‘Oast to Coast’, Autumn 2005 & Summer 2006

Ton. & Malling Boro Cncl: Green Waste Service – Phase 6 Expansion

Minutes of meeting of Parish Partnership Panel held 1st June 2006 +Encls

Kent County Council: Kent Tonbridge & Malling Local Board – Agenda for 19/7/2006

NALC: Community Empowerment Awards

KAPC: Agenda for Meeting held on 22nd June 2006 – previously sent to KAPC representative

Plus Publishing: Local Councils Update Issue 80, June 2006

Campaign to Protect Rural Fieldwork – June 2006
England:

Kent Community Rail ‘News’ Spring 2006
Partnership:

Kenward Trust: ‘New Life’, Issue 2 - 2006

Medway Valley
Countryside Partnership: Medway Gap Landscape & Access Study Report

For Decision

Kent County Council: NHS Overview & Scrutiny Committee – Invitation to attend Meeting on 20th July 20006
Cllrs. Day, Angel and Mrs Thwaites will endeavour to attend.

‘Towards 2010 Consultation
Cllrs. Mulcuck and DeSave agreed to read the document and draft a response.

Jey Selvaratnam: Premises Licence – Regular Meeting with PC & Police
Texaco Xpress Budgens A request to set up the first meeting was READ and NOTED.

RESOLVED TO CIRCULATE A LETTER TO ALL RESIDENTS LIVING CLOSE TO THE LICENSED PREMISES ADVISING THEM OF THE IMPENDING MEETING AND ASKING IF THEY HAVE ANY COMPLAINTS OR MATTERS THEY WISH THE COUNCIL TO RAISE AT THE MEETING.

RESOLVED THAT CLLRS. BEADLE & MULCUCK WILL REPRESENT THE COUNCIL AT THE MEETING, WHICH WILL BE ARRANGED ONCE CLLR. BEADLE RETURNS FROM HOLIDAY.

RBS Software Solutions: Computer Data Security
Details of a service whereby RBS will store data securely at their premises was READ and the costs NOTED.

It was NOTED that this Council already has a data security system in place, as set out in its Disaster Recovery Plan, and therefore does not need to avail itself of this service.

Mr D Williams
Ton. & Malling Crime
Prevention Panel: Invitation to become a Member of the Panel
An invitation for parish Councillors to become a members of the panel was READ and NOTED.

RESOLVED TO REQUEST A SET OF MINUTES OF THE JULY MEETING AND ENDEAVOUR TO RECRUIT A RESIDENT WILLING TO TAKE ON THIS POST.

Kent Photocopy Services: Increase in Charges
Notification of a 0.053p increase in copy charges after the first 70,000 per year was READ and NOTED.

Members were advised that the Council has not exceeded 70,000 copies for at least the last two years.


138. FINANCE

Accounts Received

The following accounts received were READ and NOTED:-

Ditton Bowls Club: Keys and Water Account 292.68

Ditton Infants School: Grounds Maintenance 109.56

Ditton Petanque Club: After Game Food 65.00

Mr & Mrs Geering: Funeral Food 60.00

Multi Sports: Hire Fees 165.00

The Vineyard: Summer Gazette Advertisement 35.00

Accounts For Payment

RESOLVED the following accounts be ACCEPTED, APPROVED and PAID:-


Salaries: Gross: 13863.86 Nett: 10196.13
DPC Imprest A/C: June Reimbursement 5449.88

Kent County Council: Superannuation Subscriptions – June 2721.58


AquAid [Kent]: Still Eater & Annual Cooler Rental 64.50
Vat 11.29 75.79

Aylesford Tyre & Auto Inner Tubes for Framed Gang Mower 11.10
Centre: Vat 1.94 13.04

Collectors Set Printers Parish Council Compliment Slips 166.05
Limited: Parish Council Letterheads 191.27
357.32
Vat 62.53 419.85

Canine Crisis Council: Annual Membership to 30th April 2007 15.00

EDF Energy Contracting To Upright and Reinstate S/L 72.67
Limited: Downderry Way Vat 12.72 85.39

Initial Fire & Security: Annual Maintenance Charge 73.00
Grounds Staff Buildings Vat 12.78 85.78
Initial Fire & Security: Additional Work to Intruder Alarm
System & monitoring of Digicom
System 740.64
Vat 129.62 870.26

Kent County Council: Stationery, Fencing Pins & First 156.02
Aid Kit for Tractor Vat 27.29 183.31

Mower Plant Services: Steam Clean and Service Dennis 123.00
Mower Vat 21.53 144.53

Naturescape: Assorted Bulbs for Quarry 255.34
Vat 44.66 300.00

Nico Office Limited: Value Kit for Laser Printer 345.00
Less Credit Note 1390 -22.77
322.23
Vat 56.40 378.63

Open Spaces Society: Subscription due 01/07/06 30.00

T Parker Spraying of Weed Killer 275.00
[Turf Management] Vat 48.13 323.13

Parker Merchanting: Speedline & Blue Centrefeed Rolls 49.04
Vat 8.58 57.62

Parkfoot Garage Ltd: Diesel for Parish Vehicle 76.61
Vat 13.40 90.01

Playground Installations Repairs to Safety Surfaces KBRG 350.00
Limited: Play Area Vat 61.25 411.25

Mr D Pullinger: Locking Play Area – June 25.00

RBS Accounting Prepare Year End Accounts in Band 870.00
Solutions: C Format Vat 152.24 1022.24

Three Towns Office Nobo Stick It Notice Boards 47.46
Equipment Limited: Verco Desk High Pedestal 202.30
249.76
Vat 43.70 293.46

Travis Perkins Trading Long Reach Hedge Trimmer 16.44
Co Ltd: Vat 2.88 19.32

Accounts paid between Meetings

The following accounts paid between meetings were READ, NOTED and ACCEPTED:-

BT: Fax, Clerks Line, 2nd Enquiry Line 151.61
Vat 23.90 175.51

Penfolds Amusements; Carousel, Inflatable Castle &
Giant Games for 25/6/2006 215.00
Breakdown of Expenditure from Imprest Account during June

Carried Forward 1st June 2006 820.94
Add: PC reimbursement 5219.06
6040.00
Deduct: June Expenses
Voucher Charge 3.25
Inland Revenue 4991.67
Postage Stamps 57.30
OSA Expenses 93.00
Com Centre Expenses 225.36
Kilnbarn Club Expenses 29.30


APCM Photographs 40.00
Kent Fire & Rescue – Donation 50.00 5489.88 550.12
Sum to be drawn on 3rd July 2006 5449.88
BALANCE 6000.00

*Sum required to restore balance to £6000

(c) Direct Debits - Paid During May 2006

The following direct debits paid during May 2006 were READ, NOTED and ACCEPTED:-

[i] DITTON PARISH COUNCIL ACCOUNT

04.05.06 Mobile Telephone 15.65
02.05.06 WPA Health Care 418.17
05.05.06 RBS Mentor 284.34
08.05.06 Nildram 42.82
23.05.06 Nat West Bank Line 43.25
30.05.06 Euphony Communications 12.81
30.05.06 NW Business Card 23.97

[ii] DITTON COMMUNITY CENTRE BAR ACCOUNT

04.05.06 Sky Business 246.75
09.05.06 Post Office Ltd 29.26
22.05.06 Scottish Courage – Stock 5511.37
22.05.06 Beer Cellar 893.75
23.05.06 AMLD - Gaming Machine 124.00
25.05.06 BOC Manchester – Beer Gas 229.13
30.05.06 Walkers Snacks Ltd 334.00
31.05.06 Nat West Account Charge 55 00

[iii] DITTON COMMUNITY CENTRE ACCOUNT

22.05.06 Tonbridge & Malling BC – Business Rate 1266.00
25.05.06 Seeboard Energy Elec. 700.00
31.05.05 Nat West Account Charge 55.00

(d) Bank Mandate – Imprest Accounts

A request from the Clerk to add the assistant Community Centre Administrator, Mrs A Davis, to the Bank Mandate for the two imprest accounts, was NOTED.

RESOLVED that Mrs Amanda Davis be added to the Bank Mandate of the General and Bar Imprest Accounts.

(e) Internal Audit

(i) REPORT OF FINAL VISIT OF THE AUDIT PROGRAMME FOR 2005/2006

The report, which had been previously circulated to Members, noted that the Auditor has carried out the required testing of the major financial systems and found no matters arising from his work that would need to be reported to the Council.

He is concerned, however, that the Consolidated Revenue Account for the year ended 31st March 2006 shows the general reserve to be below the recommended level of at least 25% of the annual precept and recommends the Council implement a short-term programme aimed at reversing the decline in its general reserves.

(ii) 2005/2006 ANNUAL REPORT

The Annual Report, which had been previously circulated, was READ and confirmed that:

• salaries and wages payments were made in accordance with rates approved by the Council and that all deductions were properly made
  
• income could be accounted for and expenditure was properly approved by the appropriate authority
  
• income was banked promptly and that bank accounts were reconciled with the accounts records on a monthly basis
  
• the large capital receipt received during the year was properly invested after due consideration of the various options open to the Council.

It is noted in the report that expenditure is increasing faster than income in certain of the Council’s functions and suggests remedial action is required to reverse the trend. He will include a review of action taken by the Council in his next audit programme.


139. REPORTS FROM BOROUGH & COUNTY COUNCILLORS

Dealt with earlier in the meeting.


140. REPORT FROM COMMUNITY POLICE/PARISH WARDEN

Dealt with earlier in the meeting.

141. PLANNING MATTERS

Plans Received for Comment

TM/06/01628/FL Variation of Condition (v) of planning permission TM/91/718 to allow opening on Sundays and Bank Holidays

5 Woodlands Parade
RESOLVED SUBJECT TO NEIGHBOURS BEING CONSULTED AND HAVING NO OBJECTION, THIS COUNCIL WOULD HAVE NO OBJECTION

TM/06/01963/FL First Floor extension

9 Linkway

RESOLVED NO OBJECTION

TM/06/01965/FL Loft conversion incorporating a front dormer

68 Bell Lane
RESOLVED NO OBJECTION

TM/06/02011/RD Details of landscaping submitted pursuant to condition 5 of planning permission TM/05/03410/FL change of use to industrial and office use plus works to accommodate additional floorspace

Broadmead House, College Road, New Hythe Bus. Park
RESOLVED NO OBJECTION

TM/06/02067/AT Fascia Sign

Target Express Unit 2, Bellingham Way
RESOLVED NO OBJECTION

TM/06/02052/FL Revised House Types on plots 210-213, 144, 150, 118 & 119

Former Frantschach Site, New Hythe Lane
RESOLVED NO OBJECTION

(b) Plans Dealt with by Tonbridge & Malling Area Sub-Committee No. 3

The following decisions were READ and NOTED:-

TM/06/01261/RD Details of external materials submitted pursuant to condition 2 of planning permission TM/03/03415/FL erection of 370 dwellings etc.

Former Frantschach Site, New Hythe Lane, Larkfield

APPROVED

TM/06/01062/FL First Floor side and single rear extension

45 Ragstone Court
GRANTED WITH CONDITIONS

TM/06/01443/FL Double storey pitched roof side extension and single storey pitched roof extension to front porch providing extended facilities

3 Fernleigh Rise
GRANTED WITH CONDITIONS

TM/06/01366/FL New security fencing and gates to perimeter of site

Target Express, Unit 2 Bellingham Way
GRANTED WITH CONDITIONS

(c) ‘B’ Lists

The following ‘B’ Lists were CIRCULATED, READ and NOTED:-


06/23 - 12.06.2006; 06/24 - 19.06.2006

(d) Minutes/Notes/etc. of Area 3 Planning Sub-Committee

The above documents were READ and it was NOTED that the application for 24 hour lorry movements at Priory Park, Quarry Wood Industrial Estate has been approved.


142. JUNIOR SCHOOL CLOCK

A quotation from Gillett & Johnston to repair or replace the clock system at Ditton Junior School was READ and NOTED as follows:-

Repair existing movement & timer £592.00 + vat
New Clock Control System £989.00 + vat

It was NOTED that due to the age of the clock, it may not be an economical proposition to carry out repairs, as unit may fail after a relatively short time. FURTHER NOTED that Gillett & Johnston are unable to offer any guarantee as to how long the system will continue to operate after repair.

Members were reminded that the Parish Council purchased the clock from Gillett and Johnson in 1979 to commemorate the Queens Silver Jubilee and that it was placed on the wall of the School opposite the Church because the Church tower does not have this feature.

In view of the Council’s decision that no further unbudgeted capital expenditure be permitted during this financial year it was

RESOLVED to apply for a KCC Members grant to cover the cost and installation of a new clock, but if this is not successful to purchase a new clock when funds permit.

143. ARTICLES FOR AUTUMN GAZETTE

Members were asked to pass any items for inclusion in the Autumn edition of the Gazette to the Chairman as soon as possible.

Cllr. DeSave thanked Cllr. Day for the excellent content and presentation of the latest Gazette which he feels has improved greatly over the years.


144. MATTERS ARISING FROM “CORRESPONDENCE FOR NOTING” [Item 7(a)]

Cllr. Mulcuck advised that the joint Church and Parish Council event, which included a ‘Ditton Songs of Praise’ Service and Family Day, was well attended and enjoyed by all. The Rev. Priscilla Payne is hoping that it will become an annual joint event.

Cllr. Angel asked that information regarding the disposal of items in the Green Bins is included in the next edition of the Gazette. Cllr. Angel agreed to draft an article and pass it to the Chairman.
- - - - - - - - - - - - - -

The Chairman moved that in view of the confidential nature of the following items, the remainder of the meeting will be closed to the press and public in accordance with Standing Orders 27 & 50.
- - - - - - - - - - - - - -

145. CONFIDENTIAL MEMORANDUM BOOK

Confidential Memorandum CM 336 was CONFIRMED and SIGNED.


146. CLOSURE
The meeting closed at 9.27pm.



Chairman
7th August 2006

© Ditton Parish Council 2005 - 2006.

With acknowledgements to Catherine Baker, July 2003.

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