Ditton Parish Council
Meeting Minutes, April 2007
MINUTES OF A MEETING OF DITTON PARISH COUNCIL,
HELD IN THE COUNCIL CHAMBER
AT DITTON COMMUNITY CENTRE ON MONDAY, 2nd APRIL 2007
[Click here for a downloadable version in Adobe PDF file format.]
PRESENT: CLLRS. J D DAY [Chairman],
M J PORTER [Vice-Chairman], MRS A BEADLE, J BEADLE, MRS J E DESAVE, J
E DESAVE, A R MULCUCK, B STONE, MRS A THROSSELL & MRS J F THWAITES.
COMMUNITY WARDEN TOM HAWKWOOD.
MRS S J KAVANAGH [Clerk of the Council], MRS N GREENAWAY [Admin. Asst].
586. OPENING OF MEETING
The Chairman opened the meeting at 7.30pm and read a letter from Cllr.
Mrs Mulcuck who advises that she will not be standing for re-election
in May.
He also read a letter from The Revd. Ross Terranova inviting all Members
to a special service of Anglican churches in the Malling area to be held
at St Peter’s Church, Ditton. The Service will be dedicated to the abolition
of slave labour and will be held on Sunday 13th May 2007 at 6pm. The Rev.
Simon Burton-Jones, Rector of St Nicholas, Chislehurst will be speaking
and the Service will be followed by refreshments in the Church Centre.
587. APOLOGIES FOR ABSENCE
Previously notified apologies were RECEIVED and ACCEPTED from Cllrs. R
Angel, R G W BAKER, Mrs M Mulcuck, County Councillor G Rowe and PC M Roddick.
588. DECLARATIONS OF MEMBERS’ INTERESTS & EXPENSES
There were no declarations of interests.
589. CONFIRMATION AND SIGNING OF MINUTES OF PARISH COUNCIL MEETING HELD
5th MARCH 2007
The minutes of the meeting held on 5th March 2007, as circulated, were
READ, CONFIRMED and SIGNED.
590. MATTERS ARISING
Website ‘Hit’ Facility [Page 302, item 529(b)] – copy of information herewith
Previously circulated details of the ‘Hit’ facility provided by Nildram
as part of their service, was READ and NOTED.
Multi-Sports Hire – Outstanding Account 2005 [Page 300, item 528 (d)(iii)]
It was NOTED that details of the outstanding debt have been forwarded
to the Official Receiver.
591. MINUTES OF MEETINGS HELD DURING MARCH 2007
(a) Community Centre Committee – 12th March 2007,
The above minutes were presented by Cllr. DeSave and APPROVED, CONFIRMED
and SIGNED
(b) Planning, Highways & Transportation Committee – 19th March 2007,
herewith
The above minutes were presented by Cllr. Mulcuck and APPROVED, CONFIRMED
and SIGNED
(c) Open Spaces &Amenities Committee – 19th March 2007, herewith
The above minutes were presented by Cllr. Mrs Thwaites and APPROVED, CONFIRMED
and SIGNED
Tractor Loan [Page 325, item 570(a)] – Recommendation
It was NOTED that the interested on the Tractor is fixed at 4.3% and the
interest currently being earned on the capital in Treasury Reserve is
4.69%.
RESOLVED not to approve the recommendation to settle the debt from treasury
reserve.
Ditton Court Quarry – Unspent Budget [Page 326, Item 571(a)] - Recommendation
RESOLVED to RATIFY the recommendation to slip forward the unspent funds
in the Ditton Court Quarry budget to F/Y 2007/2008, to assist with costs
of achieving LNR status.
(d) Finance & Administration Committee – 27th March 2007, herewith
Dance Tickets – Price Increase [Page 330, Item 583] –Recommendation
RESOLVED to RATIFY the committee recommendation to increase the price
of the Christmas and New Year Dances by £1.00 this year.
The Clerk advised that the Beverley Big Band booked for the Hallowe’en
Dance will only play for two hours maximum. This is split into three sessions:
Two forty five minute sessions and one half hour session to finish. If
the dance starts at 8.15pm, this will leave one hour and forty five minutes
to fill.
RESOLVED that, if possible, a second band be booked to fill in the during
the breaks.
Members were advised of another band, ‘Rod Stevens and the Mad Hatter
Band’, which would cost £1,327.00 for a 6 piece band and one vocalist
and £1,496 for a 7 piece band and 2 vocalists. A demo CD has been
received and once this has been approved a decision will be made on whether
to book them for the Valentine’s Dance in 2008.
Complimentary Tickets [Page 330, Item 583] - Recommendation
RESOLVED that, as from this year, all retiring Councillors who have been
a Member of the Council for five consecutive years, may receive complimentary
tickets to Council dances for themselves and their partners for three
years after they leave office.
(e) Partnership Meeting with Residents, 8th March 2007
Notes of the above meeting which had previously been circulated, regarding
issues in Pear Tree Avenue, were READ and NOTED.
Visual Audit
Cllr. Stone gave a report on the visual audit which took place on 28th
March and was well attended by the Police, Councillors, Russett Homes,
Community Warden and Residents.
A copy of the notes of the audit is filed with these minutes and will
be circulated to all Members and others who attended.
Cllr. Stone reported that the CPO for Woodlands Parade has been put on
hold at present as it has been discovered that it only included the area
above the parade of shops where the parish notice board is sited and the
lower end of the parade at the exit from the rear of the shops and not
the rear car park.
RESOLVED if the Borough Council is unable to secure the consent of the
owner of the land to permit barbican fencing to be erected at the rear
of Woodlands Parade, which is not covered under the CPO, then Members
of this Council will endeavour to arrange a meeting with him to discuss
permission being granted to them.
RESOLVED to consult residents on the proposals to close off the top entrance
in Pear Tree Avenue, which leads through to Kilnbarn recreation ground,
as advised by the Crime Reduction Officer.
It was NOTED that a further site meeting is to be held with John Dicker
(T&MBC), Clare West (Russett Homes) & PC Blackmore (Crime Reduction
Officer) to discuss various issues raised in the audit. This meeting will
take place on 4th April 2007 at 9.00am and Members are invited to attend.
Cllr. DeSave congratulated all involved with this matter, which has had
a very positive outcome.
The Chairman moved that the Community Warden’s report be taken next to
enable him to return quickly to his duties.
592. REPORTS FROM COMMUNITY POLICE OFFICER & WARDEN
Community Warden, Tom Hawkwood, gave a report on the crime figures in
Ditton on behalf of PC Roddick as follows:-
There were 19 reported crimes during March, which are lowest figures in
the surrounding areas. The crime figures for the previous month totalled
36 and there were 33 reported crimes over the same period last year.
The crimes committed in March included 1 burglary, 4 criminal damage and
6 thefts from vehicles which consisted mainly of satellite navigation
systems.
Nominated Neighbour Scheme
It was NOTED that the Warden and Police Officer are working to introduce
the ‘nominated neighbour scheme’ in the parish. This scheme identifies
people ‘at risk’ and enables them to nominate a neighbour who will undertake
to vet any unsolicited visitors.
Youth Club
The Warden is working with Cllr. Stone and others, including the local
schools, to provide a youth Club and drop in Centre in the parish. A meeting
has been arranged with the Parochial Church Council to ascertain if the
Church Centre could initially accommodate the club. Resident Trevor Walker
has agreed to manage the youth club with the backing of a committee.
The Warden advised that he is pleased the partnership is working well
and is already on the way to achieving the aim.
593. CORRESPONDENCE
For Noting
The following correspondence was CIRCULATED, READ and NOTED:-
Tonbridge & Malling Boro’ Cncl: Dog Control Orders
Parish Council Elections – 3.5.2007 – copy of presentation
Revised Election Timetables
KAPC: Membership Information Pack 2007/2008
Publications Order Form
Clerks’ Information Day 16.5.2007
Parish News, Issue 323 – 12th March 2007 + encls
Kenward Trust: ‘New Life, Issue 1 2007
Press Publishing: Clerks and Councils ‘Direct’
Local Councils ‘Update’
St Peter’s Church Letter of Thanks
Ditton Bowls Club: Letter of Thanks
CPRE: ‘Voice’, Spring 2007
NALC: ‘Local Council Review’ - Vol. 58 no. 6, March 2007
Community & Environmental
Affairs: Nationwide Awards for Voluntary Endeavour
National Policing Improvement
Agency: Notification of Formation of New Policing Body
(b) For Decision
Local Crime Community Sentence: Request to Make a Presentation to Members
READ and NOTED.
RESOLVED NOT TO REQUEST A PRESENTATION AT THIS TIME
Tonbridge & Malling Borough Cncl: Parish Partnership Panel – Agenda
Items
RESOLVED TO REQUEST THE FOLLOWING ITEM BE ADDED TO THE AGENDA:-
‘THE PROVISION OF A LOCAL WASTE RECYCLING SITE BE PROVIDED ON THE 20/20
SITE’
594. REPORTS FROM BOROUGH & COUNTY COUNCILLORS
A report from County Councillor Geoff Rowe, who was unable to attend the
meeting, was CIRCULATED, READ and NOTED as follows:-
Parish Partnership Panel - the next meeting of the Parish Partnership
Panel is scheduled to be held on Thursday 31st May 2007 at Kings Hill.
Agenda items must be submitted to allison.parris@tmbc.gov.uk no later
than 20th April.
St. Peters Court - A meeting was held with the residents on 29th
March 07 to advise them of some possible changes being brought about through
the Government`s ‘Supporting People’ Programme. A consultation is being
held which will consider replacing the on site Scheme Managers with floating
support and a review of the Community Alarm/Lifeline scheme. These new
arrangements may affect all people on Community alarm schemes and not
only residents of Russet Homes.
Cllr. Rowe intends to closely monitor these plans and asks the Parish
Council to let him know if the Members have any thoughts on this.
Grants - The new financial year gives Councils the opportunity, yet again,
to apply for Small Community Capital Grants through the Local Board
and also for grants through local County Council Members. No
processing, however will take place until after the Borough and Parish
Council elections on May 3rd. Some support with the Ditton Youth Club
would certainly be something that could be considered and Cllr, Rowe advises
that he would be more than happy to discuss this in due course.
Road Drainage – Cllr. Rowe has been promised that work on the New Road/Kiln
Barn Road road drainage problems will be progressed by gulley clearance
and some temporary works. This will be followed later by a more permanent
solution.
Woodlands Parade – The legal process is still being actioned BUT it will
be some months yet before a resolution is reached.
Members expressed concern at the proposals under consideration to replace
the on site Scheme Manager at St Peter’s Court with floating support and
review of the Community Alarm/Lifeline scheme.
Cllr. Stone advised that he has received further information on this which
Members are welcome to have a copy of.
RESOLVED a copy of the information, received by Cllr. Stone, be circulated
to all Members and they forward any comments to the Clerk who will pass
them onto County Councillor Rowe.
Borough Councillor Porter advised that he will not be standing for re-election
to the Borough Council in May but that Cllr. Stone has agreed to stand.
Cllr. Porter asked Members to give Cllr. Stone their support and said
that “Cllr. Stone will serve the parish well if elected”.
595. REPORTS FROM COMMUNITY POLICE OFFICERS
This item was dealt with earlier in the meeting.
596. FINANCE
Accounts Received
The following accounts received during March 2007 were READ and NOTED:-
Ditton Infants School: Grounds Maintenance 109.56
Ditton Guides: HQ Rent to 30.01.08 23.02
Ditton Junior School: Grounds Maintenance 620.06
Ditton Minors FC: Line Marking NRRG 44.00
Ditton Twinning Assoc: 50% of Income from Christmas Fayre - to be
reimbursed to Family Day Committee 386.25
First Class Football: Hire of Multi Sports 90.00
Haffenden Skips: Gazette Advertisement 28.00
Multi Sports Hire: Income 1461.50
(b) Accounts for Payment
RESOLVED the following accounts be ACCEPTED, APPROVED and PAID:-
Salaries: Gross: 14258.86 Net: 10536.13
DPC Imprest A/C: Reimbursement 5989.45*
Kent County Council: Superannuation 2843.87
AquAid [Kent]: Water 12.50
Vat 2.19 14.69
CPRE: Subscription 27.00
CSP Collector Set Printing A4 Parish Letter Heads 171.01
Printers: Vat 29.93 200.94
Cooks Garden Machinery: Chain Oil & Chain Shaw Equip 81.13
Vat 14.20 95.33
Cobra Insurance: Policy AV/51170 Broker Fee 595.00
Craigdene Limited: Training Seminar for Clerks & Parish 100.00
Cllrs Vat 17.50 117.50
Ditton Bowls Club: Donation Towards 21st Anniversary Celebrations 200.00
Floodlighting Limited: Additional Charge – Change of Coin Box 41.00
Vat 7.18 48.18
D C Hudson: Fees – Cedar Room Grant Applications 1601.70
Vat 280.30 1882.00
Kent Association of 2007/08 Subscription 916.50
3 X Local Council Review 40.50
Parish Councils: Vat 160.39 1176.39
Kent County Council: Internal Audit - 4th Visit of 6 2006/7 250.00
Vat 43.75 293.75
Kent County Council: Pitch Marker & Stationery 96.10
Vat 16.82 112.92
Land Tecnics: Fault Finding – MF 2225 Tractor 50.00
Oil & Can 39.57
89.57
Vat 15.67 105.24
Parkers Merchanting: Hand Cleanser, Latex Gloves, & Hazard 49.16
Tape Vat 8.61 57.77
Parkfoot Garages Limited: Diesel 73.82
Vat 12.92 86.74
Playground Installations
Ltd: Repainting NRRG Play Equipment 850.00
Vat 148.75 998.75
POPI: Printing Spring Gazette 1579.00
Mr D Pullinger: Keyholder for KBRG Playarea 25.00
SSG Emprise: Key Holder for OSA Alarms 20.83
Vat 3.65 24.48
Travis Perkins: Sundries & Hire of Roller & Hilti 164.62
Less Credit 5.20
159.42
Vat 27.91 187.33
PARISH COUNCIL IMPREST ACCOUNT
– Expenditure during March 2007
Carried Forward 1st March 2007 1356.52
Add: PC Reimbursement 4643.48
Emergency Reimbursement 500.00 6500.00
Deduct: March Expenses
Voucher Charge 3.25
Inland Revenue 4768.63
Travel Exps – Conference 53.00
Postage Stamps 55.00
Reimbursement -Family Day 632.25
Community Centre Expenses 62.57
OSA Expenses 405.00
Petty Cash 138.45
Valentines Balloons 14.10
Parish Telephone Accounts 155.34
Delivering Ditton Gazette 106.86
Portrait of the Queen 95.00 6489.45
10.55
Sum to be drawn on 2nd April 2007 5989.45
BALANCE 6000.00
*Sum required to restore balance to £6000
(c) Direct Debits – Paid During February 2007
The following direct debits paid during February 2007, were READ and APPROVED:-
[i] DITTON PARISH COUNCIL ACCOUNT
01.02.07 WPA Health Care 418.18
02.02.07 RBS Mentor 350.13
07.02.07 Nildram Ltd 42.82
27.02.07 Euphony 18.95
28.02.07 Nat West Debit Card 725.31
[ii] DITTON COMMUNITY CENTRE BAR ACCOUNT
01.02.07 Sky Business 276.13
05.02.07 Post Office Ltd 70.27
20.02.07 Scottish Courage - Stock 5665.32
21.02.07 Waverley TBS 957.70
22.02.07 AMLD - Gaming Machine 156.00
23.02.07 BOC Manchester - Beer Gas 229.13
28.02.07 Walkers Snacks Ltd 241.40
25.02.07 Nat. West Account Charge 55.00
[iii] DITTON COMMUNITY CENTRE
25.02.07 Nat. West Account Charge 55.00
(d) Family Day End of Year Balance Sheet, copy herewith
The Family Day end of year balance sheet was READ and NOTED as follows:-
INCOME EXPENDITURE
Cash in Hand 1/4/2006 636.86 Horticulture Show 290.75
Tins of sweets for Helpers 10.00
Poster Competition sweets 20.00
Horticulture Entry Fees 45.15 Vouchers for Poster
Competition 72.00
Sale of Selection Packs to
School 93.00 Vouchers for Guy
Competition & mini chocs 18.00
Income from Christmas Fair 386.25 Refreshments for Bonfire
Helpers 12.00
Refund of Hire of Hall 153.00 Selection Boxes (Christmas
Party) 198.00
Hire of Hall for Christmas Fair 25/11/2006 153.00
Cash in Hand 786.11
1559.86 1559.86
(e) Appointment of External Auditor
NOTED the Audit Commission have advised that the external Auditor for
Financial Year 2006/2007 will be Mr Alun Williams.
597. PLANNING MATTERS
Cllr. Porter 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/07/00948/FL Two storey side & Rear Extension
20 Fernleigh Rise
RESOLVED NO OBJECTION
(b) Plans Dealt with by Tonbridge & Malling Area Sub-Committee No
3
The following decisions were READ and NOTED:-
TM/07/00378/FL Insertion of mezzanine Floor overpart of floor area for
office use and insertion of new windows
Unit 7
New Hythe Bus. Park
GRANTED
(c) ‘B’ Lists
The following ‘B’ Lists were CRICULATED, READ and NOTED:-
07/10 - 12.03.07; 07/11 - 19.03.2007
(d) Creating an NHS for the Future
Notes of the above Seminar held on 9th March 2007, which was attended
by Mrs Day were READ and NOTED.
RESOLVED thanks be extended to Mrs Day and her offer to attend other seminars
on behalf of the Council be gratefully accepted.
(e) Kent Highway Services – Fault Reporting
It was NOTED that highway faults can be reported to the call centre on
08458 247 800 or via the website www.kent.gov.uk.
Faults can, however, still be reported on report cards, which are available
from the parish office or main district library.
RESOLVED the contact details be placed on the parish website and included
in the next Ditton Gazette
598. YOUTH FACILITY – FORMATION OF COMMITTEE – (Cedar Room)
Notes of a meeting held on 21st March, were READ and NOTED.
Cllr. Stone advised that a meeting has also been held with Aylesford School
and Mr B Clout who is the Youth Development Officer at Kent County Council.
It was NOTED that several people have offered their services to run and
help with the youth club and it now requires a steering committee to be
set up to progress the project. Committee members should include councillors,
resident volunteers, youths, church representatives and school representatives.
Each of the three local schools have agreed to have one representative
on the steering committee and the Revd. Priscilla Payne has agreed to
be the church representative on the committee. Cllr. Beadle agreed to
be a council representative and it was suggested that any other Member/s
willing to be on the Committee should contact either the Clerk or Cllr.
Stone.
To ascertain the youth interest in the formation of a youth club and gauge
the size of accommodation that will eventually be required, a consultation
form was circulated with the Ditton Gazette. If the response in returning
the forms is low, Cllr. Stone and the Community Warden will visit the
schools and help the pupils to complete the consultation forms.
It was NOTED the Junior school has offered the youth club a table tennis
table and Aylesford School has offered several other items of equipment
.
Cedar Room Rebuild
The Clerk advised that initial estimates for the rebuilding of the Cedar
Room were thought to be in the region of £600,00, however, the quantity
surveyors estimate received two days before the first grant application
had to be submitted totalled £1,034,136.00. The maximum that can
be raised from the two grant applications is £750,000.
Following several telephone calls it became apparent that there were no
other grants that could be tapped into in the time available, so emergency
talks were held with the quantity surveyor and the Architect to try to
bring the costs down. It seems the application criteria, for an environmental
and sustainable building, increases the costs considerably. However, following
discussions with the Architect and Quantity Surveyor, the costs were reduced
to £835,000 which includes VAT and professional fees to enable the
first application to be submitted on time.
A meeting has now been arranged with the Architect and Quantity Surveyor
to review the project and assess a realistic build cost or the type of
building that can reasonably be built for the £835,000. This meeting
will be held on 11th April 2007 in the council chamber commencing at 2pm.
Members of the Working Party are invited to attend.
599. ANNUAL PARISH MEETING
NOTED that the Audit Commission has still not completed this Council’s
2005/2006 Audit, therefore the accounts for 2005/2006 will have to be
circulated ’subject to audit’.
The speaker has been confirmed and all other details have been finalised.
600. DITTON COURT QUARRY/RAGSTONE COURT BOUNDARY
A communication from the residents concerned was READ and their comments
NOTED.
RESOLVED to await further information from the solicitor before deciding
how to respond and, in the meantime, the Council will view the planning
application mentioned in the above communication.
601. MATTERS ARISING FROM “CORRESPONDENCE FOR NOTING”
There were no matters arising.
602 . CLOSURE
The meeting closed at 9.26pm.
Chairman
9th May 2007
