Ditton Parish Council
February 2005 Minutes
MINUTES OF A MEETING OF DITTON PARISH COUNCIL HELD IN
THE COUNCIL CHAMBER
AT DITTON COMMUNITY CENTRE ON MONDAY 7TH FEBRUARY 2005
[Click here for a downloadable version in Adobe PDF file format.]
PRESENT: CLLRS. J D DAY [Chairman],
R G W BAKER, J BEADLE, MRS J E DESAVE, J E DESAVE, A R MULCUCK, MRS M
MULCUCK, P A THORPE, MRS A THROSSELL & MRS J F THWAITES. CO. CLLR.
G ROWE (from 8.20pm).
MRS S J KAVANAGH [Clerk of the Council]
517. OPENING OF MEETING
The Chairman opened the meeting and thanked the representatives of the
Junior School Council for their excellent and informative presentation
of projects to create a pond and wildlife area within the school grounds
and to become an ‘Eco’ school.
518. APOLOGIES
Apologies previously notified were RECEIVED and ACCEPTED from Cllrs. Mrs
A Beadle, Mrs J A Petts and M J Porter.
519. DECLARATION OF INTERESTS
There were no declarations of interest at this point in the meeting.
520. CONFIRMATION & SIGNING OF MINUTES OF PARISH COUNCIL
MEETING HELD 5th JANUARY 2005
The above minutes, which had been previously circulated, were CONFIRMED
and SIGNED.
521. MATTERS ARISING
(a) NHS Shaping your Local Health Services – Review of Orthopaedic Services
It was NOTED that Cllr. Day attended the meeting in connection with the
above matter on 14th January but is still awaiting information to enable
him to prepare a report. Cllr. Day was able, however, to confirm that
there will be Accident and Emergency facilities at both hospitals.
522. CONFIRMATION & SIGNING OF MINUTES OF EXTRAORDINARY PARISH COUNCIL
MEETING HELD 17TH JANUARY 2005
The above minutes, which had been previously circulated, were CONFIRMED
and SIGNED.
523. MATTERS ARISING
There were no matters arising.
524. MINUTES OF MEETINGS HELD DURING JANUARY 2005
Community Centre Committee, 10th January 2005
The above minutes were presented by Cllr. DeSave and accepted as a correct
record.
Cllr. DeSave requested that the matter of staffing bars for large functions
be referred back to the March meeting of the Community Centre Committee.
Finance & Administration Committee, 17th January 2005
The above minutes were presented by Cllr. Day and CONFIRMED as a correct
record.
[i] POND & WILDLIFE AREA – REQUEST FOR FINANCIAL ASSISTANCE
Members expressed their pleasure at the excellent example being set by
the Junior School Council representatives and their dedication to create
a pond and wildlife area within the school grounds and slo to become an
‘Eco’ school.
RESOLVED that an initial grant of £500 be made to this project under
Section 137 of the Local Government Act 1972 and consideration be given
to making a further donation at the end of the financial year, when the
Council will have a clearer picture of its financial situation.
(c) Planning Committee, 24th January 2005
The above minutes were presented by Cllr. Thorpe and CONFIRMED as a correct
record.
(d) Open Spaces & Amenities Committee, 24th January 2005
The above minutes were presented by Cllr. Mrs Thwaites and CONFIRMED as
a correct record, subject to Cllr. Thorpe being added to the list of Members
present.
The Chairman moved that item 12 be taken next to enable PC Graham Ford
to return to his policing duties.
525. REPORT FROM PARISH CONSTABLE/COMMUNITY POLICE
P C Graham Ford apologised for missing some of the previous meetings and
reported on the following matters:-
Crime in Ditton
Break-in at the Kilnbarn Club
Operation Cubit
Members raised the following matters with PC Ford:-
Police Response to break-in at Kilnbarn Club
Progress with catching those responsible for the break-ins
Parking on Footways
Cycle Lane
New Licensing Law
526. CORRESPONDENCE
For Noting
The following correspondence was CIRCULATED, READ and NOTED:
St Peters PCC: Repair/Refurbishment of Gates to Churchyard
Ton. & Malling Borough Council: Standards Committee - Agenda for 26th
January 2005 and Minutes of meetings held between 18th March & 26th
January 2005 + Annual Report 2004
Parish Partnership Panel – Notice of Meeting to be held on 10th March
2005 and Minutes of Meeting held 14th October 2004
Minutes of Meetings Held 28th Sept – 9th December 2004
Licensing Act 2003 – Licensing Policy for T&MBC
Ditton Heritage Centre Ltd: Letter of thanks
Ditton Over 60’s Club: Letter of Thanks
Maidstone Weald NHS: ‘New Year Patient Link’, Issue 2
‘Talking Point, December 2004
South West Kent NHS: Annual Public Health Report 2003-2004
ROSPA: ‘Staying Alive’ Winter 2005
Nationwide: Awards for Voluntary Endeavour
Kent Children’s Information Svs: EYDCP ‘News’ Spring 2005
Kent County Council: Joint Select Committee Response to the Consultation
on Women’s and Children’s Services
Kilnbarn Club Social Committee: Minutes of Meeting held 10th January 2005
Action with Communities in
Rural Kent: Defra’s New Rural Social & Community Programme
Maidstone & Malling Police: Press Releases
Kent Police: Policing Kent, Have your say on our Services
Clerks & Councils: ‘Direct’ January 2005, Issue 37
Suppliers Guide & Yearbook 2005
MPH Direct Ltd: Guideposts Trust
KAPC: Minutes of Meeting held 9th December 2005
Local Councils: ‘Update’ January 2005, Issue 63
Jonathan Shaw MP: Maidstone Hospital – Response to this Council’s letter
regarding the future of some Services currently provided at Maidstone
- copy herewith
(b) For Decision
Ton. & Malling Borough Council: The Environment Act 1995 – Local Air
Quality Management
Members were requested to complete the comment section of the leaflet
and return it to the Clerk as soon as possible to enable her to return
them to the Borough Council by the 18th February 2005.
Heritage Open Days 2005
Details of the 2005 Heritage Open Days were READ and NOTED as the 10th
& 11th September. FURTHER NOTED that the Borough Council wish to be
notified of any properties or activities which may want to participate.
RESOLVED TO NOMINATE THE HERITAGE CENTRE
Action with Communities in
Rural Kent: Kent Village of the Year Competition 2005
RESOLVED NOT TO ENTER THIS YEAR BUT TO MAKE AN EARLY START ON AN APPLICATION
FOR 2006 AND INVOLVE THE JUNIOR SCHOOL PROJECTS AND LOCAL PEOPLE.
527. FINANCE
Accounts Received
The following accounts received were READ and NOTED:-
Multi Sports Users: Income: 224.00
Photocopies: Income 5.00
Guide HQ: Energy Charges 28.23
Accounts For Payment
RESOLVED the following accounts be ACCEPTED, APPROVED and PAID:-
Salaries: Gross 12517.52 Net: 9490.16
DPC Imprest A/C: Reimbursement 5290.44
AquAid (Kent): Still Water 5.99 Vat 1.05 7.04
CC Auto Service: Service to Toyota 128.00 MOT + Parts 67.00 195.00
D K Skips Ltd: Allotment Skips 210.00 Vat 36.75 246.75
Dennis: Ride On Parts 108.56 Vat 18.99 127.55
Gullands: Legal Fee 1600.00 Vat 280.00 1880.00
Kent County Council:
Stationery & Sacks 107.50
Vat 18.81 126.31
Land Technics Ltd: Air Filters & Nuts 24.70 Vat 4.33 29.03
Lloyds TSB Commercial Finance Ltd: Dark Knight Security for Static Guards
- Bonfire & Firework Display 2004 70.00 Vat 12.25 82.25
Monro South: Twine – Football Marking 12.50 Vat 2.19 14.69
Mower Plant Services: Service to Honda HRH 535 90.88
Service to Gang Mowers 1081.77
Service to Hedge Cutter 33.00
1205.65 Vat 210.99 1416.64
Nico Office Limited: Service Call - Tally Printer 65.00 Vat 11.38 76.38
Nildram Limited: ADSL Line 8.1.05 - 7.2.05 37.00 Vat 6.48 43.48
Parkers Merchanting: Gloves & Floor Tape 24.16 Vat 4.23 28.39
Parkfoot Garages: Toyota Fuel 34.04 Vat 5.96 40.00
Rural Community Council: Membership Fee 35.00
Oast to Coast Fee 10.00 45.00
Seeboard: Unmetered Street Light Units 41.72 Vat 2.09 43.81
Seeboard: Changing Rooms – NRRG 7.82
Multi Sports, Mess Room etc. 226.39
234.21 Vat 11.71 245.92
Society of Local Council Clerks:Membership Renewal 130.00
Travis Perkins: Repairs to
Footpath & Bench 36.49 Vat 6.39 42.88
United gas & Balloon: Christmas Balloons & Gas 105.98 Vat 18.55
124.53
Walter Newbury: Binding Parish Minutes 80.86
West Malling Garage: Rectify Steering Fault – Toyota 307.98 Vat 53.90
361.88
Imprest Account – Breakdown of Expenditure during January 2005
INCOME January 2005
Balance carried forward 1st January 2005 1737.64
Add: PC reimbursement 4262.36
6000.00
EXPENDITURE January 2005
Voucher Charge 3.25
Inland Revenue 4531.12
Postage Stamps 98.00
Community Centre Exps 229.80
Wages 205.31
Emergency Board Up - KB Club 128.37
Petty Cash 72.09
Flowers - Clerk AQA Pass 22.50 5290.44
Balance 709.56
Sum required to restore balance
to £6000.00 5290.44
6000.00
(c) Promotions Account
Jack Hawkins Band: Valentine Dance 12.2.05 1850.00 Vat 323.75 2173.75
(d) Accounts Paid During January
2005
The following account paid between meetings, was READ, ACCEPTED and NOTED:-
Customs & Excise: Vat Payment 1.10 – 31.12.2005 987.18
(e) Direct Debits – Paid During
December 2004
The following Direct Debits paid during December 2004 were READ, APPROVED
and NOTED:-
[i] DITTON PARISH COUNCIL ACCOUNT
01.12.04 02 18.45
06.12.04 WPA 351.99
07.12.04 Mentor 284.35
08.12.04 Information Commissioners 35.00 (Data Protection Fee)
22.12.04 Nat West Bank Line 56.25
20.12.04 Euphony 15.69
20.12.04 Nat West Business Card 67.65
[ii] DITTON COMMUNITY CENTRE BAR ACCOUNT
01.12.04 Sky Business Centre: 227.95
13.12.04 Post Office Ltd 73.14
20.12.04 Scottish Courage: Stock 8,357.68
21.12.04 The Beer Sellet 937.28
22.12.04 HMC&E –Gaming Machine 124.00
24.12.04 BOC Manchester: - Beer Gas 199.75
31.12.04 Nat West Account Charge 55.00
[iii] DITTON COMMUNITY CENTRE ACCOUNT
20.12.04 Tonbridge & Malling BC 1541.00
31.12.04 Nat West Account Charge 55.00
(f) Audit 2003/2004
(i) Auditors Report
The external Auditors report, previously circulated, was READ and the
comments NOTED. FURTHER NOTED that there were no significant amendments
required and most changes were in connection with disclosure requirements.
(ii) Accountants Comments on above Report
A response from the Council’s accountants to the Auditors report, which
had been previously circulated, was READ and NOTED.
(g) Kent County Council Pension Fund Actuarial Valuation 2004
Information READ & NOTED.
(h) Application for Borrowing Approval F/Y 2005/2006 for Ride On Mower
RESOLVED that borrowing approval be applied for under Schedule 13, para
1 (b) of the Local Government Act 1972 to purchase a Ride on Mower during
the next financial year and the finance be arranged through the Public
Works Loan Board.
(i) Internal Auditors Report on visit 25th January 2005
A report regarding the internal auditor’s recent visit was READ and his
comments regarding the payroll records were NOTED. FURTHER NOTED that
he worked on receipts and payment systems and undertook sample testing
of each and found no matters arising from this work which required drawing
to the Council’s attention.
(j) Condition of Clerk’s Printer - Repair or Replace
The Clerk reported that repairs to the printer in her office will cost
approximately £300 and that the engineer has advised that it is
wearing out and he cannot guarantee that it will require more repairs
in the near future. It was NOTED that his advice is that it is not worth
repairing and it would be more cost effective to purchase a new printer.
Details of a comparative printer costing £515.00 + vat were viewed
and NOTED.
RESOLVED to purchase a new Konica Minolta Magicolor printer at a cost
of £515 +vat.
528. REPORTS FROM BOROUGH &
COUNTY COUNCILLORS
County Cllr. G Rowe reported on the following matters:-
Consultation re S E Plan – Meeting 15th February 2005 at University of
Greenwich, Kings Hill, commencing at 7.00pm and 7pm on 14th March 2005
at Maidstone Town Hall.
Consultation Conference with Parish and Town Councils - 18th February
2005, Ramada Hotel, Maidstone – Topics will be South East Plan and the
Future delivery of Kent’s Highway Service after 31st March 2005.
The formal consultation on Trauma and Orthopaedics in the Maidstone &
Tunbridge Wells Health Trust started today and will run for 12 weeks.
Public Transport Panel next meets on 22nd March 2005.
Disability Working Party next meets on 14th February 2005 at Tonbridge
Castle at 7.30pm.
Aylesford & East Malling School refurbishment and rebuilding projects
will commence in March and is scheduled for completion for the 2006 autumn
term.
Aylesford School will have Sports College Status and will be able to offer
outreach in sports development.
Aylesford School will be holding a Nostalgia Day on 26th February 2005.
The School Governors are compiling a Book of Memories and would like to
hear from any students who attended prior to 1970. They would particularly
like to her from those who were students during the war years.
Mobile Library Stops – Near Ditton Junior School and in Woodlands Road
– the library van will visit every Wednesday between 17.45 and 18.10,
alternating between the stops each week.
Kent Minerals & Waste Development Framework - Community Involvement
Capital and Local Members Grants
Mentoring Project with young people – Mrs Augar will be running the project
in conjunction with the Police with funds from a Local Members Grant and
the project will focus on young people and their attitude to the police
as anti-social behaviour.
Quarry Business Park – Application for 24 hour working
Members raised the following
subjects with County Cllr. Rowe:-
Junior School project to create pond and wildlife area within the school
grounds
New Licensing arrangements, Laws and 24 hour opening
Dedicated bus lanes
529. REPORT FROM PARISH CONSTABLE/COMMUNITY
POLICE
Dealt with earlier in the meeting.
530. PLANNING MATTERS
Plans Received for Comment
TM/04/04366/RD Details of external materials, land-scaping, boundary treatment
and refuse storage, submitted pursuant to condition 2,3 & 4 of TM/04/00661/FL
(Proposed erection of traditional barn-hipped, 4 bedroom dwelling and
three car parking spaces)
Clifford Sheldon Clubhouse 572
London Road
RESOLVED NO OBJECTION
TM/05/00249/TPOC Lop overhanging branches of sweet Chestnut tree (TPO
13.02.01 & 12.06.01)
27 Birch Crescent
RESOLVED NO OBJECTION
(b) Plans Dealt with by Tonbridge & Malling Area Sub-Committee No.
3
The following Decisions were READ and NOTED:-
TM/04/04076/FL Single storey front & side extension (amendment to
withdrawn scheme TM/04/03748/FL
11 Nursey Road
GRANTED WITH CONDITIONS
TM/04/04036/FL Change of use from residential Old School Cottage Cottage
to meeting rooms
79 New Road
GRANTED WITH CONDITIONS
TM/04/03840/FL Revised submission for two storey Side extension and first
floor rear Extension
44 Orchard Grove
GRANTED WITH CONDITIONS
(c) ‘B’ Lists
The following ‘B’ List was READ and NOTED:-
05/2 - 17.1.2005
(d) South East Plan - Public Consultation
(i) INTRODUCTION - READ AND NOTED
[ii] CONSULTATION DRAFT
RESOLVED this document be circulated to all members and their comments
be attached and returned to the Clerk to enable her to collate them and
forward them to the Regional Assembly by 15th April 2005.
(e) Community Involvement in the Kent Minerals & Waste Development
Framework
Cllr. Baker agreed to read this document and draft comments for the Planning
meeting on 21st February 2005.
(f) Notice of Planning Enforcement Investigation, 56 Priory Grove
Notice of the above investigation was READ and it was NOTED that the site
was visited on 12th January 2005. FURTHER NOTED that at the time of the
site visit it was not clear whether or not a breach of control is occurring
and further investigations are taking place.
(g) A20 Cycleway – Phase 2 - Communication from Kent Highways
A communication from the West Kent Area Manager for Kent Highways was
READ and it was NOTED that, following an analysis of the current known
and expected overspend from schemes that have been, or are about to be,
constructed in the remainder of the current financial year, it has been
necessary to withdraw Phase 2 of the A20 cycleway from this year’s programme
of works.
(h) West Malling Rail Station Car Parking
Information from WSP, which had been previously circulated to all Members,
in connection with the above subject was READ and it was NOTED that a
summary of the proposals and a questionnaire are available for completion
on the Borough Council website.
531. FREEDOM OF INFORMATION ACT 2000 – AUTHORISATION OF THE QUALIFIED
PERSON AND AMENDMENTS TO SCHEDULE 12A OF THE LOCAL GOVERNMENT ACT 1972
A communication from the ODPM informing the Council of authorisation of
Qualified Persons under Section 36 of the Freedom of Information Act 2000
(the Act) for Parish and Town Council and Parish Meetings and the Secretary
of State’s decision to:
Authorise the following officers as the qualified persons for the purposes
of Section 36 of the Freedom of Information Act 2000 for parishes in England:
Authority
Primary
Secondary
Authorisation
Authorisation
(a) Parish & Town Councils : Clerk to the Council
Chairman of the Council
(b) Parish Meetings :
Chairman of the Parish
Proper
officer of the district
Meeting
Council
RESOLVED that a decision, regarding the fee to be charged for information
requested, be referred to the next meeting of the Finance and Administration
Committee.
532. ANNUAL PARISH MEETING,
25th APRIL 2005 – FORMAT
In accordance with the suggestion made last year to discuss a change to
the format of this year’s Annual Parish Meeting the following decision
was made:-
RESOLVED to have a guest speaker this year, instead of the organisation
reports.
As this year marks the 60th anniversary of VE and VJ Day it was suggested
that war veterans Mr Des Butters and Mr Len Mace be invited as guest speakers
to each give a twenty minute talk on some of their experiences during
the Second World War.
533. DITTON GAZETTE – COPY DEADLINE
It was NOTED that the Chairman is currently putting together the content
of the next Ditton Gazette, which is due to be published in March 2005.
All copy for inclusion in this edition must be forwarded to Cllr. Day
by the end of February.
534. TWINNING MATTERS
(a) Visit to Rang-du-Fliers 13th & 14th July 2005 - Current situation
It was NOTED that due to the requirement for a driver to hold a PSV Licence
to drive a 17 seat vehicle on the continent, it has been necessary to
cancel the hire of such a vehicle for the above visit. All members of
the Council and Twinning Association can be accommodated in private cars
and a reservation has been made for six vehicles. It will, however, be
necessary for the sixth vehicle to be paid for, as the free trip is only
for five vehicles. Regretfully, this will mean that members of DAMARA
who expressed an interest in taking part in the visit will have to make
their own way there at their own cost.
(b) Request for Release of funds for entertaining at Visit on 19th March
2005
A request from the Twinning Association, for the release of £250
from the sum set aside to assist with entertaining visitors from Ditton’s
twinned village of Rang-Du-Fliers when they visit Ditton on the above
date, was READ and NOTED.
RESOLVED to accede to this request.
535. FINANCE & ADMINISTRATION COMMITTEE MEETING 28TH FEBRUARY 2005
Members were advised that the Clerk has been summoned for Jury service
for two weeks commencing on 28th February 2005. In view of this she has
requested to change the date of the Finance and Administration Committee
meeting from 28th February 2005 to 30th March 2005 and hold it immediately
following a meeting of the Personnel Committee.
It was NOTED, however, that committee members Cllrs. Mrs J E DeSave, JE
DeSave and P A Thorpe will be unable to attend on 30th March. Discussion
took place.
RESOLVED that the Meeting will go ahead on 28th February 2005 as scheduled
and the Clerk will attend with another officer who will take the minutes.
536. MATTERS ARISING FROM “CORRESPONDENCE FOR NOTING”
Cllr. Mulcuck brought to Members attention the KAPC meeting to be held
on 17th March 2005 and enquired if any Members had any issues they wished
him to raise.
There were no other matters arising.
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
- - -
The Chairman moved that in view of the confidential nature of the business
about to be transacted, the press and public be excluded from the remainder
of the meeting in accordance with Standing Orders 27 & 50.
537. PERSONNEL MATTERS
(a) Administrative Assistant
The Clerk’s report of the pre-contract interview with the administrative
assistant was READ and NOTED.
RESOLVED to accept the Clerk’s recommendation to extend the probation
period for a further three months.
(b) Bar Manager
The Clerk advised Members that the bar manager returned to work on 18th
January 2005, working daytime shifts only, and will be permitted to return
to full duties as from 15th February 2005.
(c) Terms for Clerk’s Jury Service
The details of the terms of the Clerk’s jury service were discussed. It
was NOTED that the Clerk will attend Council meetings whilst on jury service
and also visit the parish office regularly to deal with confidential and
complex matters.
RESOLVED the Clerk will receive her normal salary whilst on jury service.
538. LAND AT BELL LANE
A report on the current situation was given by the Clerk.
RESOLVED to accede to the developer’s request regarding trees, subject
to the conditions requested by this Council and set out in their correspondence,
up to a maximum reimbursement payment of £2000.00 in the event of
the land not being sold to them.
539. EX-CLEANER/CARETAKER
Cllr. Beadle gave a report of the current situation and it was NOTED that
a trial date has been fixed to commence on 11th July 2005. FURTHER NOTED
witness statements are currently being prepared.
540. CONFIDENTIAL MEMORANDUM BOOK
(a) CM 320: Committee Estimates for Financial Year 2005/2006
Details of staff salaries for 2005/2006 were READ & CONFIRMED as a
correct record.
541. CLOSURE
The meeting closed at 10.11pm.
Chairman
7th March 2005