The village of Benenden in Kent

PARISH COUNCIL OF BENENDEN

Minutes of the Ordinary Meeting of the Council held on Monday 17th September 2007 in The Pavilion, Iden Green

Present: Cllrs Blockley, Bailey, Hagens, Kellett, Lake, Pitt, Reynolds. Clerk Present
196 Apologies: Cllr Clarke
197 Minutes:
The minutes of the Ordinary Meeting held on Monday 16th July 2007 were confirmed and signed. Proposed: Cllr JH Seconded: Cllr CP

198 Declarations of Interest:
Personal Interest was declared by Cllr GR over planning applications TW/07/02482, TW/07/2467, TW/07/2900.
Prejudicial Interest was declared by Cllr GR over his own planning application TW/07/02937 – Application for change of use of land – for a cattery.

199 Matters Arising:
No matters arising reported.

200 Code of Conduct
Cllr PB explained to members that the PC was required to adopt the code by 1st Oct 2007. The main amendments to the previous Model are:
-There is no longer an obligation for Cllrs to report a member for breach
-Personal Interest. Do not have to declare at start of meeting but declare if you wish to speak.
-Prejudicial Interest – Para 12[2] now allows a Cllr with a prejudicial interest to speak on the topic but only as a member of the Public [provided the Public are allowed to speak] and must leave the room before a decision is made.
Members resolved to adopt with immediate effect the Code of Conduct as laid out in Schedule 2 of the Local Authorities [Model Code of Conduct] Order 2007 No1159. In particular, paragraph 12[2] is included as is the Annex to the Model covering the Ten General Principals governing Member’s conduct.
Clerk to advise Standards Board and TWBC re public notice.
All members to complete new LGA1 and forward to Clerk within 28 days of adoption.

201 Highways – Road Signage

Cllr PB reported that following a meeting with Darren Hickman, Design Engineer with Kent Highways in conjunction with funding being offered through TWBC Joint Transportation Board, a proposal of works had been recommended. Cllr PB had agreed with all issues except marking out the Bus Stop outside the King William IV. Clerk to email report to Cllrs.

Cllr GR advised he had reported a car in the ditch in Nineveh Lane to Highways. Clerk to chase.

Cllr SH arrived. 7.45pm

202 KAPC – Meeting 13th Sept 2007
Cllrs SH & PB reported on this meeting which included a talk by Joan Stephens of Town & Country Housing with TWBC Helen Lindop & James Briggs. Local homes for local people - Encouraging people back to their local villages. Suggest PC verify local connection genuine, encourage applicants to sign on TWBC Housing list. Cllr RL suggested use of the PC newsletter. Cllr DB felt it might raise hopes when there is not an available property but encourage register.

Cllr SH reported that Public Toilets remain a focus of TWBC to try and give responsibility over to PC. General agreement by PC’s that toilets are not used by Parish but tourists, walkers, drivers passing through village and therefore fall under the remit of tourism.
Cllr MK reported that in a survey Benenden & Sissinghurst Public Toilets had high use probably due to ease of access.

203 Benenden Primary School
Cllr PB advised that Roderick James Architects had produced a basic scheme for Site 1. Two meetings had taken place. First meeting for Cllrs to familiarise themselves with scheme held Tues 11th Sept 07. Second meeting with Architects, KCC - Bruce Macquarrie, Planners, Education Chief Designer, School Governors GOV – Bill Martin, Robin Dalton-Holmes & Headteacher Jenny Reich, PC Working Party – Cllr Pitt, Lake, Blockley held Fri 14th Sept 07.
-General agreement that concept plan was workable and Site 1 was suitable for a new School. Comment on layout that whole school block be moved to the East to allow car parking to be sited further from New Pond Road exit. PC & GOV in agreement.
GOV raised a number of points over educational requirements for the architects to incorporate into final revised plans.
Next Step. All revised scheme plans to KCC, GOV & PC for final comment by 9 Oct 2007. Short time to action any comment. Final scheme expected late Oct / early Nov.
KCC to consult with TWBC about final plans then KCC Senior Committee, Leader & Cabinet Education Member will make final decision on which site is to built on.

Chairman PB suspended the formal meeting and asked for questions from the Public.

Questions ranged from cost of different sites: distance from existing school site; moving Site 1 East would the required sports field still be accommodated; footpath access questioned as pavement readily available via The Street; Speed of traffic along New Pond Road; Timber framed; proximity to Church; no more period of public consultation.

Public members asked that PC make plans available via public notices. Cllrs PB & CP advised that partial plans would only aid to confuse people as no elevation drawings yet received and PC had been advised by KCC not to display via website.
Cllr PB confirmed that the Primary School will appear on the Agenda for the October PC meeting and when final plans are received end Oct 07, PC would make these readily available.

Chairman PB reconvened PC meeting at 8.33pm

204 Standing Orders
Cllr PB advised that although PC had standing orders they were not specific to Benenden.
Previously circulated - S/O set out in detail conduct of meetings and new orders will be produced by NALC and be available in early 2008.
Cllr PB proposed motion to adopt and minute no note. Adopted

205 Financial Regulations
Cllr PB reported that safe practice advises an internal audit is carried out at least 2-3 times per year which can be by Cllrs or an independent nominee. Previously circulated - F/R within the regulations there are 3 appendices: Responsibilities of Financial Officer; Internal Audit Procedure; Internal Audit Check List.
Cllr PB proposed motion to adopt and minute no note. Adopted

Cllr PB suggested that as our accountant of many years is looking to step down the PC need to look forward to a replacement. Kevin Fuller has been recommended by KAPC and carries out full Audits annually, with advisory reports. PB & Clerk to arrange meeting.

206 Police & Parish Forum
Cllr JH reported on meeting held Weds 5 Sept 07. Topics discussed: Speedwatch Scheme; Crime statistics; Special Constables fitting into the Police family.

207 Planning Report
Cllr RL commented on recent planning applications & decisions [circulated]
TW/07/02726 – Woodcock Inn – Withdrawn ceiling too low
TW/07/02624 – 2 steel framed agricultural buildings. Land North-West Eaglesden Farm
Following meeting tonight although previously approved, it has subsequently been
refused. RL thanked TWBC Peter Davies for his eloquent clarity in case speech.

208 Financial Report
Payments made on Council’s behalf since July 2007
Income

Chq No Outgoings
147 P.Blockley – Ink Cartridge 15.29
148 TWBC – Parish Poll 1,342.75
149 K.C.C -Landscape Services 50% Green 360.82
150 B.Sullivan – Jul Salary £408 + £8.54 Postage 416.54
151 BT Services – Office Phone 57.11
152 Benenden Memorial Hall – Hire 21/5 & 20/6 18.00
153 Cranbrook Computing – Office Computer 25.00
154 Waitrose.com – Broadband July 18.99
155 Printing at Cranbrook – 2 ox paper, copies, ink JH JC MK 92.36
156 Waitrose.com- Broadband August 18.99
157 B.Sullivan – August salary £367.20 + postage £2.88 370.08
158 C.E.Burns – Accounts Fee Rate a/c 06/07 70.00
159 Printing at Cranbrook – ink cartridge office 3.65
160 Shaw & Sons Ltd – New LGA1 Forms 33.72 TOTAL 2843.30
Clerk reported C/A held £500.00 and D/A held £9.694.44

209 Correspondence

Clerk distributed Policing Kent Plan 2007/2010

Cllr PB opened meeting to members of the public

No comments

Cllr PB thanked TWBC PD for his input on planning application TW/07/02624

There being no further business the meeting closed at 9.12pm

Next Meeting: Monday 15th September 2007 at 8pm
Memorial Hall, Benenden

HARMSWORTH MEMORIAL TRUST MATTERS
Meeting Held 17th September 2007

210 Minutes;
The minutes of the ordinary meeting of Harmsworth Memorial Trust held on Monday 16th July 2007 were confirmed and signed. Proposed: Cllr RL Seconded: Cllr CP

211 Benenden Village Hall:
Cllr RL reported on the repairs required to the stanchions. Rot is prevalent in the base of the main supports. Structural engineers had been to survey the repairs with Cllr JC, Mike Paige has begun the repair works which may prove expensive.

Cllr RL circulated a Health & Safety check list, following a meeting with ACRK Village Halls Advisor. No real issues but as we replace then action recommendations.

Cllr PB reported that as storage space has always been premium in BVH, the purchase of the new chairs had exacerbated the situation as although comfy were larger and need more storage. Cllr PB & JC had attended a pre-application meeting to discuss a small rear extension to alleviate the problem. T.Moore has drawn up plans which have been approved by Conservation Architect. Cllr PB asked PC to consider planning application proposal and then consider costs and how to fund it.
Motion agreed.

212 St Georges
Playgroup – Mike Paige had carried out required works to Playgroup. Playgroup Supervisor pleased with works completed.

St Georges Club – Club committee members PG, RH have met with PC members JC, RL & PB and are aware that the users of the club now smoking outside must dispose of their cigarette ends responsibly. Monitor any issues.

213 Iden Green / Benenden Recreation Grounds
Clerk reported ROSPA report received and had been sent to Bourne Amenity for quotation on medium risk items.

Cllr GR reported he had been able to repair the Table Tennis table but it required cleaning. A seat at Iden Green needs repairing. Cllr PB thanked Cllr GR.

Cllr JH reported that she and Community Warden Janet Greenroyd had put up dog fouling posters around both Benenden & Iden Green open areas in an effort to encourage people to dispose of correctly.

214 Financial Report
Payments made on Harmsworth Trust’s behalf since July 2007
Income
St Georges July / August 316.66
BVH July / August wages 919.36
Pre-School Summer Term Fees 273.00
COIF Dividend 2466.45
TOTAL 3975.47

Chq No Outgoing
D/D Insurance July / August 853.32
916 D.Dalyrmple – July 07 379.42
917 KCC Landscape Services – 50% Mowing 1093.61
918 B.Sullivan – July 07 46.50
919 Mid Kent Water St Georges Playgroup 37.35
920 BVH – Granwax Products paint for whitel lines 35.60
921 D.Dalrymple – August 07 389.65
922 B.Sullivan – August 07 46.50
923 Playsafety Ltd – ROSPA Annual Insp Playgrounds 141.00
924 C.E.Burns – Accounts Fee H/T 06/07 210.00
925 M.Page – Repairs to St Georges Building 1020.23 TOTAL 4253.18

Clerk reported C/A held £500.00 and D/A £10,570.39

Balance in No 2 A/C - £104.73

		Minutes for Meeting September 2007 Click for minutes for July 2007 These notes are abstracted from the original minutes-for the full and proper copy please contact the Parish Clerk
		PARISH COUNCIL OF BENENDEN Minutes of the Ordinary Meeting of the Council held on Monday 17th September 2007 in The Pavilion, Iden Green Present: Cllrs Blockley, Bailey, Hagens, Kellett, Lake, Pitt, Reynolds. Clerk Present 196 Apologies: Cllr Clarke 197 Minutes: The minutes of the Ordinary Meeting held on Monday 16th July 2007 were confirmed and signed. Proposed: Cllr JH Seconded: Cllr CP 198 Declarations of Interest: Personal Interest was declared by Cllr GR over planning applications TW/07/02482, TW/07/2467, TW/07/2900. Prejudicial Interest was declared by Cllr GR over his own planning application TW/07/02937 – Application for change of use of land – for a cattery. 199 Matters Arising: No matters arising reported. 200 Code of Conduct Cllr PB explained to members that the PC was required to adopt the code by 1st Oct 2007. The main amendments to the previous Model are: -There is no longer an obligation for Cllrs to report a member for breach -Personal Interest. Do not have to declare at start of meeting but declare if you wish to speak. -Prejudicial Interest – Para 12[2] now allows a Cllr with a prejudicial interest to speak on the topic but only as a member of the Public [provided the Public are allowed to speak] and must leave the room before a decision is made. Members resolved to adopt with immediate effect the Code of Conduct as laid out in Schedule 2 of the Local Authorities [Model Code of Conduct] Order 2007 No1159. In particular, paragraph 12[2] is included as is the Annex to the Model covering the Ten General Principals governing Member’s conduct. Clerk to advise Standards Board and TWBC re public notice. All members to complete new LGA1 and forward to Clerk within 28 days of adoption. 201 Highways – Road Signage Cllr PB reported that following a meeting with Darren Hickman, Design Engineer with Kent Highways in conjunction with funding being offered through TWBC Joint Transportation Board, a proposal of works had been recommended. Cllr PB had agreed with all issues except marking out the Bus Stop outside the King William IV. Clerk to email report to Cllrs. Cllr GR advised he had reported a car in the ditch in Nineveh Lane to Highways. Clerk to chase. Cllr SH arrived. 7.45pm 202 KAPC – Meeting 13th Sept 2007 Cllrs SH & PB reported on this meeting which included a talk by Joan Stephens of Town & Country Housing with TWBC Helen Lindop & James Briggs. Local homes for local people - Encouraging people back to their local villages. Suggest PC verify local connection genuine, encourage applicants to sign on TWBC Housing list. Cllr RL suggested use of the PC newsletter. Cllr DB felt it might raise hopes when there is not an available property but encourage register. Cllr SH reported that Public Toilets remain a focus of TWBC to try and give responsibility over to PC. General agreement by PC’s that toilets are not used by Parish but tourists, walkers, drivers passing through village and therefore fall under the remit of tourism. Cllr MK reported that in a survey Benenden & Sissinghurst Public Toilets had high use probably due to ease of access. 203 Benenden Primary School Cllr PB advised that Roderick James Architects had produced a basic scheme for Site 1. Two meetings had taken place. First meeting for Cllrs to familiarise themselves with scheme held Tues 11th Sept 07. Second meeting with Architects, KCC - Bruce Macquarrie, Planners, Education Chief Designer, School Governors GOV – Bill Martin, Robin Dalton-Holmes & Headteacher Jenny Reich, PC Working Party – Cllr Pitt, Lake, Blockley held Fri 14th Sept 07. -General agreement that concept plan was workable and Site 1 was suitable for a new School. Comment on layout that whole school block be moved to the East to allow car parking to be sited further from New Pond Road exit. PC & GOV in agreement. GOV raised a number of points over educational requirements for the architects to incorporate into final revised plans. Next Step. All revised scheme plans to KCC, GOV & PC for final comment by 9 Oct 2007. Short time to action any comment. Final scheme expected late Oct / early Nov. KCC to consult with TWBC about final plans then KCC Senior Committee, Leader & Cabinet Education Member will make final decision on which site is to built on. Chairman PB suspended the formal meeting and asked for questions from the Public. Questions ranged from cost of different sites: distance from existing school site; moving Site 1 East would the required sports field still be accommodated; footpath access questioned as pavement readily available via The Street; Speed of traffic along New Pond Road; Timber framed; proximity to Church; no more period of public consultation. Public members asked that PC make plans available via public notices. Cllrs PB & CP advised that partial plans would only aid to confuse people as no elevation drawings yet received and PC had been advised by KCC not to display via website. Cllr PB confirmed that the Primary School will appear on the Agenda for the October PC meeting and when final plans are received end Oct 07, PC would make these readily available. Chairman PB reconvened PC meeting at 8.33pm 204 Standing Orders Cllr PB advised that although PC had standing orders they were not specific to Benenden. Previously circulated - S/O set out in detail conduct of meetings and new orders will be produced by NALC and be available in early 2008. Cllr PB proposed motion to adopt and minute no note. Adopted 205 Financial Regulations Cllr PB reported that safe practice advises an internal audit is carried out at least 2-3 times per year which can be by Cllrs or an independent nominee. Previously circulated - F/R within the regulations there are 3 appendices: Responsibilities of Financial Officer; Internal Audit Procedure; Internal Audit Check List. Cllr PB proposed motion to adopt and minute no note. Adopted Cllr PB suggested that as our accountant of many years is looking to step down the PC need to look forward to a replacement. Kevin Fuller has been recommended by KAPC and carries out full Audits annually, with advisory reports. PB & Clerk to arrange meeting. 206 Police & Parish Forum Cllr JH reported on meeting held Weds 5 Sept 07. Topics discussed: Speedwatch Scheme; Crime statistics; Special Constables fitting into the Police family. 207 Planning Report Cllr RL commented on recent planning applications & decisions [circulated] TW/07/02726 – Woodcock Inn – Withdrawn ceiling too low TW/07/02624 – 2 steel framed agricultural buildings. Land North-West Eaglesden Farm Following meeting tonight although previously approved, it has subsequently been refused. RL thanked TWBC Peter Davies for his eloquent clarity in case speech. 208 Financial Report Payments made on Council’s behalf since July 2007 Income Chq No Outgoings 147 P.Blockley – Ink Cartridge 15.29 148 TWBC – Parish Poll 1,342.75 149 K.C.C -Landscape Services 50% Green 360.82 150 B.Sullivan – Jul Salary £408 + £8.54 Postage 416.54 151 BT Services – Office Phone 57.11 152 Benenden Memorial Hall – Hire 21/5 & 20/6 18.00 153 Cranbrook Computing – Office Computer 25.00 154 Waitrose.com – Broadband July 18.99 155 Printing at Cranbrook – 2 ox paper, copies, ink JH JC MK 92.36 156 Waitrose.com- Broadband August 18.99 157 B.Sullivan – August salary £367.20 + postage £2.88 370.08 158 C.E.Burns – Accounts Fee Rate a/c 06/07 70.00 159 Printing at Cranbrook – ink cartridge office 3.65 160 Shaw & Sons Ltd – New LGA1 Forms 33.72 TOTAL 2843.30 Clerk reported C/A held £500.00 and D/A held £9.694.44 209 Correspondence Clerk distributed Policing Kent Plan 2007/2010 Cllr PB opened meeting to members of the public No comments Cllr PB thanked TWBC PD for his input on planning application TW/07/02624 There being no further business the meeting closed at 9.12pm Next Meeting: Monday 15th September 2007 at 8pm Memorial Hall, Benenden HARMSWORTH MEMORIAL TRUST MATTERS Meeting Held 17th September 2007 210 Minutes; The minutes of the ordinary meeting of Harmsworth Memorial Trust held on Monday 16th July 2007 were confirmed and signed. Proposed: Cllr RL Seconded: Cllr CP 211 Benenden Village Hall: Cllr RL reported on the repairs required to the stanchions. Rot is prevalent in the base of the main supports. Structural engineers had been to survey the repairs with Cllr JC, Mike Paige has begun the repair works which may prove expensive. Cllr RL circulated a Health & Safety check list, following a meeting with ACRK Village Halls Advisor. No real issues but as we replace then action recommendations. Cllr PB reported that as storage space has always been premium in BVH, the purchase of the new chairs had exacerbated the situation as although comfy were larger and need more storage. Cllr PB & JC had attended a pre-application meeting to discuss a small rear extension to alleviate the problem. T.Moore has drawn up plans which have been approved by Conservation Architect. Cllr PB asked PC to consider planning application proposal and then consider costs and how to fund it. Motion agreed. 212 St Georges Playgroup – Mike Paige had carried out required works to Playgroup. Playgroup Supervisor pleased with works completed. St Georges Club – Club committee members PG, RH have met with PC members JC, RL & PB and are aware that the users of the club now smoking outside must dispose of their cigarette ends responsibly. Monitor any issues. 213 Iden Green / Benenden Recreation Grounds Clerk reported ROSPA report received and had been sent to Bourne Amenity for quotation on medium risk items. Cllr GR reported he had been able to repair the Table Tennis table but it required cleaning. A seat at Iden Green needs repairing. Cllr PB thanked Cllr GR. Cllr JH reported that she and Community Warden Janet Greenroyd had put up dog fouling posters around both Benenden & Iden Green open areas in an effort to encourage people to dispose of correctly. 214 Financial Report Payments made on Harmsworth Trust’s behalf since July 2007 Income St Georges July / August 316.66 BVH July / August wages 919.36 Pre-School Summer Term Fees 273.00 COIF Dividend 2466.45 TOTAL 3975.47 Chq No Outgoing D/D Insurance July / August 853.32 916 D.Dalyrmple – July 07 379.42 917 KCC Landscape Services – 50% Mowing 1093.61 918 B.Sullivan – July 07 46.50 919 Mid Kent Water St Georges Playgroup 37.35 920 BVH – Granwax Products paint for whitel lines 35.60 921 D.Dalrymple – August 07 389.65 922 B.Sullivan – August 07 46.50 923 Playsafety Ltd – ROSPA Annual Insp Playgrounds 141.00 924 C.E.Burns – Accounts Fee H/T 06/07 210.00 925 M.Page – Repairs to St Georges Building 1020.23 TOTAL 4253.18 Clerk reported C/A held £500.00 and D/A £10,570.39 Balance in No 2 A/C - £104.73