Benenden

The Vicar's Letter

Meeting minutes for 21 February 2011
in The Pavilion, Iden Green, Benenden
Click for minutes for January 2011

These notes are abstracted from the original minutes-for the full and proper copy please contact the Parish Clerk

Present: Cllrs Bailey, Beattie, Blockley, Clarke, Hagens, Hemsley, Kellett, Lake,
Reynolds, Clerk, TWBC LH, + 10 members of the public

97 Apologies:
None

98 Declarations of Interest:
Cllr MK declared a prejudicial interest in agenda item 12: Telephone Kiosk Maintenance
99 Minutes of the Ordinary Meeting held on 17 Jan 2011:
Chair PB read out amendments to the minutes proposed by Cllr JB. Minute No 87: Matters Arising
Cllr DB did not agree the Council supported a candidate. Chair PB confirmed that the minutes can only be amended with minutes of “fact”. Chair PB proposed to accept the amendment except for the last sentence.
Minute No 92: Standing Orders Annual Review 10/11
Chair PB advised Cllr JB’s suggested amendment to the wording of Item 1 [b] would not be accepted, as the existing wording was acceptable.
Minutes No 94: Financial Regulations Annual Review 10/11
“Cllr JB commented that the Council had to take action or it might be acting unlawfully.”
Chair PB proposed this amendment was accepted.
Parish Council resolved to accept the Minutes of the Ordinary Meeting held on Monday 17 Jan 2011, including the agreed amendments confirmed and signed by the Chairman. PC Resolved

100 Minutes of the F, GP&G meeting held on 27 Jan 2011:
Cllr JB enquired why she had not been invited to attend the meeting as under BPC SO.29 and if the meeting was indeed valid as under BPC SO.39
Chair PB explained that BPC had adopted NALC SO’s which is a standard recommended guide valid for large councils i.e. TWBC. The set guidelines impose requirements on us which are simply not practical. Our “committees” are working groups that are called upon from time to time to resolve issues. The fault is ours as we have adopted SO’s which are beyond the requirements of a small council.
Discussion followed on why the date of F, GP&G meeting had not been published and why the SO’s and FR’s required annual review.
Cllr DB reiterated that BPC had no intention to confuse or act in anyway contrary to our legal requirements and Cllr JB’s comments will be noted.
Cllr JB confirmed if BPC do not annually review SO’s and FR’s then we are not fulfilling our legal responsibilities and referred to the Governance and Accountability for Local Councils.
Cllr DB agreed things can always be improved but every BPC meeting is open to scrutiny; the finance expenditure and income are reported and with the exception of unforeseen issues e.g. elections, expenditure is predictable.
Cllr RL confirmed that the FR’s and BPC are fit for purpose.
Cllr JB agreed that the FR’s meet the statutory requirements but they require review e.g. FR.2.2 – “the council will review the estimates no later than November”. They were reviewed in December.
Cllr MK confirmed that BPC usually agreed it’s precept by December as it has to be with TWBC by January. She felt BPC might not be adhering to precisely every individual SO and FR but Cllrs felt they were being accused of wrong doing. This is not true. Auditors would not accept the contents or Annual Returns if that were true.
Chair PB proposed this item be closed, as he was confident that the Council conducts its business openly and is transparent and above board in all its functions.
Cllr JB requested information on the Internal Audit and the Annual Return from the Clerk.
PC noted the minutes of the F, GP & G meeting held on 27 Jan 2011 with the exception of Cllr JB. PC Noted

101 Matters Arising:
Minute 93 10/11: Cllr RL confirmed he had contacted TWBC re satellite dishes.

102 Parish Accounts & Financial Regulations:
Chair PB confirmed the precept and accounts had been previously discussed.
SO’s were reviewed at the meeting on 17 Jan 2011 and a number of changes made and FR’s were discussed but not reviewed. We have now received the updated NALC Model Standing Orders and Finance Regulations are available. As it is likely that both will feature more in council deliberations, Chair PB proposed that both SO’s & FR’s are referred to the F,GP&G committee with the brief to study them and produce a set of SO’s & FR’s that comply with the relevant statutory requirements and meet the practical needs of BPC.

Parish Council resolved to accept the proposals to review the SO’s & FR’s. PC Resolved

103 Affordable Housing:
Chair PB advised Cllrs that the AH committee met with ERHA and TWBC on 15 Feb 2011 as part of the ongoing process in identifying possible sites within the Parish. There are 3 potential sites within the Parish: I/G Allotment Field; Land owned by Benenden Almshouses in Walkhurst Road and land opposite existing AH at Hortons Close.
Walkhurst Road – agreement in principle from Benenden Almshouses to release land for up to 6 units but the land is not registered at present so cannot proceed until this is done.
Cllr JB confirmed the land had never been registered but the trust was in the process of this.
Hortons Close – ideal site re local position but the owner does not want to work with a housing association. BPC have been waiting to hear from TWBC legal team to advise if that is acceptable. It would seem unlikely.
I/G allotment field – ERHA presented a draft scheme of 6 units [2x1, 3x2, 1x3 – ACRK identified the need for 1 bed homes]. TWBC have agreed that the scheme can be processed. ERHA architects have to make a few minor changes to improve the scheme and when an amended draft plan is received, BPC will approach the Charity Commission about sale of the land. Part of the land will be used to create allotments. PC Noted

104 Highways Report:
Clerk reported the KHS bulletin advised potholes will be repaired on the basis of “safety critical need” and on BPC Parish Report previously circulated.
Cllr JHem advised a drain hole near Turks Yard is collapsing.
Cllr GR enquired why perfectly good green grit bins have been replaced with yellow bins.
Cllr MK reported on the waste of money sending a road sweeping team out to clean rural lanes.
Cllr DB enquired if the ISS problem had been resolved – ref 20949
Cllr JC expressed concern that the potholes at the crossroads had again been repaired on a temporary basis.
Clerk confirmed KHS engineer Cliff Wilson had requested a total “overlay” but budget did not allow.
Chair PB suggested a letter be sent to KHS outlining all problems. Clerk Action

105 Youth Forum:
Cllr GR reported the bus had visited the village 3 times and been successful. There are plans to take the group ice skating. The Youth Forum working group will meet on 28 Feb 2011.
Clerk advised the cheque for joining Kent Youth was on hold until the working group had completed all the required forms and documentation.
Cllr GR advised the launch of the new TWBC street cruiser bus is on 25 Feb at 1pm but he was unable to attend because of a clash with the new school meeting with KCC and BPC.

106 Spring Village Tidy Up:
Following discussion the proposed date for the spring tidy up is Sat 9 April 9am-12pm.
Clerk to contact AB and TWBC to arrange equipment hire. Clerk Action

107 Insurance Renewal 11/12:
Clerk confirmed that the quote for 11/12 from Came & Co Parish Council Insurance had been received. Throughout the year additions were made i.e. Public Toilets.
Clerk reminded BPC that we receive an extra 5% discount for our agreement to a 3 year tie in.
PC resolved to accept the insurance quotation from Came & Co. PC Resolved

108 Telephone Kiosk Maintenance:
Cllr MK left the room while discussion took place on the quotation of works received from Premier Property Maintenance.
Cllr GR advised he does not wish to spend any council money on the telephone boxes.
Cllr JC enquired when Marden Heritage Group would be removing the kiosk from Goddards Green Road. Clerk Action
PC resolved to obtain 3 quotes for the kiosk before any works commence. PC Resolved

109 Queens Jubilee 2012:
Chair PB advised that as a PC we ought to consider celebrating the occasion. Chair PB had spoken to Clive Turner and Graham Dowse, who are willing to help formulate plans but do not
expect to lead the organization of an event. The event would involve local groups like Benenden Players. PC Noted

110 Planning Report:
Cllr RL discussed previously circulated Monthly Planning Report [attached]
Cllr RL reported 3 planning applications had been for extension of time on previously granted proposals. Residents being caught out from the reduction in timescale of 5 yrs to 3yrs in
commencement of works.

111 Financial Report:
Payments made on Parish Council’s behalf since 11 January 2011
Income
SO Harmsworth Trust – Clerk Jan salary 100.00
TOTAL 100.00
Outgoings
Chq No Supplier
476 B Sullivan – 2 inks each GR + MK 71.08
477 Stationery Express – ink office, copying + box A4 paper 51.19
478 J Hanson – watercolour painting PM + MM retirement 145.00
479 BT Payment Services – office phone 83.07
480 P Message – 90 primroses for war memorial 63.00
481 B Sullivan – Jan 11 salary 646.11, postage 3.86 649.97
482 M English – Public Toilets Jan 11 186.00
483 KCC KCS – 2nd 50% mowing The Green 366.61
484 see below - - - -
485 Stationery Express – inks JHem, Diary, ink office, copying 1.26
486 TWBC – By-election 18 Nov 2010 2162.27
487 Arnold Cole Trust – Gybbon + Ginder donation 502.50
D/D Waitrose.com – Broadband Feb 2011 18.99 TOTAL 4300.94

484 Kent Youth – joining fee on hold [£75.00]

After all cheques cleared
Clerk confirmed C/A held £500 and D/A held £17,990.31
Reconciled with Bank Statement 31 Jan 2011 Balance: £22,229.98
Uncleared cheques Total: -£4,239.67
Balance in D/A £17,990.31 Parish Council resolved to accept monthly finance report PC Noted

112 Correspondence:
Clerk read from the previously circulated report 15 February 2011 [attached]
Item 85 – Clerk advised Cranbrook Child Centre were holding a “Have your say” morning
on Weds 13 Apr in the Parish Community Office. Clerk invited. Posters & Parish Magazine

i. TWBC – LDF Local Development Scheme Consultation
Cllr RL advised he had read the document. [get statement from RL]

ii. Forestry Commission Consultation
Chair PB advised following announcement from Government no action required now.

There being no further council business the meeting closed at 9.25pm

Chair PB opened the meeting to TWBC LH

TWBC LH spoke on: TWBC policy on satellite dishes within a conservation area; English Heritage aware of conservation area numbers dwindling; as part of the LDF members working party, TWBC have identified the need for 6,000 new houses; Localism Bill – new powers will be
coming down to PCs, bringing decision making back to the people on the ground; TWBC full
meeting on 23 Feb 2011 looking at the budget; TWBC Licensing Committee adopted “every
application would be looked at on its own merit” with regards to the Sex Establishments Policy; TWBC Planning Services will be offering further Parish training.

Chair PB thanked Cllr LH for her comments and opened the meeting to the Public.

No questions from members of the public.

Chair PB thanked everybody for attending. The meeting closed at 9.30pm

Next Meeting: Ordinary Meeting of the Parish Council
On: Monday 21 March 2011 at 8pm At: The Memorial Hall, Benenden

PETER BLOCKLEY, CHAIRMAN BENENDEN PARISH COUNCIL


HARMSWORTH MEMORIAL TRUST MATTERS
Ordinary Meeting held 21 February 2011
Present: Cllrs Bailey, Beattie, Blockley Clarke, Hagens, Hemsley, Lake, Kellett, Reynolds, Clerk

148 Apologies:
None

149 Minutes:
Cllr JB asked for Minute No: 142 10/11 to be amended. Chair PB agreed that the minute should read “Cllr JB advised she did not wish to proceed with this item at the present time as it had been dealt with under Minute No 88 10/11 of Benenden Parish Council.” Clerk amended and Chair PB initialed.
The minutes of the Ordinary Meeting of Harmsworth Memorial Trust held on Monday 17 January 2011 were confirmed and signed. HT resolved to accept the minutes as a true record. HT Resolved

150 Matters Arising:
Cllr MK enquired if KHS had confirmed why the cherry tree next to the bus shelter at the village hall was felled. Clerk confirmed no correspondence yet but will chase. Clerk Action
Cllr JC enquired on the progress of the boundary hedge ownership at 1 St Georges Place. Minute No: 147 10/11. Chair confirmed no action taken yet.
Cllr GR advised on several potholes in the car park at BVH. Minute No: 143 10/11.
Call JHem requested that any residue plainings be used for holes in the car park at The Pavilion, I.G. HT Action

151 Benenden Village Hall:
Cllr JC advised BVHMC had instructed a full fire risk assessment be carried out. Results identified minimal works required; emergency lighting in disabled & gents toilets; more signs i.e. electrical cupboard “keep door shut”; minor wiring changes on stage and in store room; socket covers where children play; manual system – a call bell to be installed and smoke detector to the office and BVHMC are recommended to attend a fire training course.

Cllr JC advised a full health & safety risk assessment review had been completed. Results identified that BVH is largely a “low” risk building; 2 potholes in the car park require filling; signs and conditions of hire need updating. HT Action
Chair PB thanked BVHMC for their continued commitment to maintaining the hall and congratulated the Benenden Players and all involved on the most successful production of Beauty & the Beast.
152 St Georges: Clerk advised M & S had confirmed that their quotation was for comparable works to the other quotations. Clerk to contact Pre-School to identify when it is closed. Clerk Action

153 Mowing Contracts Renewal 11/12
Chair PB asked the HT to consider the quotation received from KCS Landscape Services for works to be carried out in 11/12. Clerk confirmed there was a 3% increase on 10/11.
It was agreed the KCS team continued to provide a high level service and HT resolved to accept the quotation. HT Resolved

Chair PB asked the HT to consider the quotation received from M.Kenward for works at I/G pavilion and pump house to be carried out during 11/12. Clerk confirmed M.Kenward there was a 15% increase but prices had been held since 2008. HT resolved to accept the quotation. HT Resolved

Cllr MK asked that the ivy around the bus shelter and noticeboard be cleared. Clerk to write. Clerk Action

154 Insurance Renewal 11/12 – Came & Co Parish Insurance
Chair PB confirmed that the Insurance Renewal for 11/12 had been resolved in PC Minute No: 107 10/11. HT Noted
155 Finance Report Harmsworth Trust:
HT resolved to accept the monthly finance report.
Payments made on Harmsworth Trust’s behalf since 11 January 2011
Income
St Georges Jan 11 rent 158.33
BVH Jan 11 wages 537.80
TOTAL 696.13
Outgoings
Chq No Supplier
D/D Aviva - Insurance Jan 11 387.39
120 G Bridgland – fell dangerous tree on Ben Rec Grd 90.00
121 D Dalrymple – Jan 11 449.80 + part phonebill 76.43 526.23
122 KCC KCS – 2nd 50% mowing I/G, RecGrd + verges 226.15
123 Bourne Amenity – works to playequipment I/G + BEN 5070.00
SO Rate Account – BS clerk Jan 11 100.00
TOTAL 6399.77
After all cheques cleared

Clerk confirmed C/A held £500 and D/A held £3,095.78

Reconciled with Bank Statement 31 Jan 2011 Balance: £8,481.93
Uncleared cheques Total: -£5386.15
Balance in D/A £3,095.78

H/T A/C NO 2
Balance in No 2 A/C 1037.81 HT Noted

156 Correspondence
None
There being no further business the meeting closed at 9.50pm

Chair PB opened the meeting for any further questions;
There being no further questions, Chair PB thanked everybody for attending, and closed the meeting at 9.52pm

Date of Next Meeting: Monday 21 March 2011 at 8pm
At: The Memorial Hall, Benenden
immediately after PC meeting

PETER BLOCKLEY, CHAIRMAN OF HARMSWORTH MEMORIAL TRUST

Copyright Tim Dwyer 2004 - timdwyer@benenden.org.uk