Present: Cllrs Bailey, Blockley, Clarke, Hagens, Hockney, Kellett, Lake, Reynolds. Clerk

355 Apologies: None

356 Declarations of Interest:
None declared

357 Minutes:
The minutes of the Ordinary Meeting held on Monday 21st July 2008 were confirmed and signed.
Proposed: Cllr JC Seconded: Cllr SH

358 Matters Arising:
None

359 BT Telephones – Adopt a Kiosk:
Cllr PB reported on BT’s proposal to remove 3 kiosks within the Parish. [Minute 334/08, 344/08]
TWBC Planning Services had objected to the removal of Iden Green and Dingleden kiosk with full support of TWBC Brian Hayward, Senior Design and Heritage Officer. Notification had been received from BT allowing local communities and parish councils to either “Adopt a Kiosk” taking over responsibility of ownership and maintenance of the kiosk without a payphone service or “Sponsor a Kiosk” where the payphone service can be kept with annual maintenance contribution. All agreed it was the kiosks that we wanted to save. Clerk to “Adopt” both kiosks. Cllr SH questioned insurance of the kiosk. Clerk action.

360 TWBC:
Vision 2026:
Cllr PB asked for views on the recently circulated document. General discussion Why 2026 and not now, marvelous idea but how will it be implemented / financed. Cllr PB would respond. Cllr PB / Clerk action

Audit Commission Survey:
Cllr PB asked for all completed surveys to be returned to clerk, to collate and respond. Clerk action

Cllr AF arrived 8.14pm

Parish Chairman Meeting:
Cllr PB reported on the continued plight of the future of public conveniences. Report will be presented to Cabinet in December 2008 but indications are leading towards closure.
TWBC waste collection contracts are out to tender. Indications are that the Civic Amenity Lorry will cease. Cllr GR expressed grave concern that the loss of this amenity would lead to an increase in fly tipping.
Cranbrook Community Facility – TWBC Cabinet will meet 2 October 2008. A business plan has been submitted for redevelopment of existing site. General impression development of library site is favoured.

361 K.A.L.C – Councillor Information Day:
Cllr AF advised that the day had proved informative.

362 Kent Police Authority:
Police & Parish Forum:
Cllr JH reported on crimes in the village between June – August 2008. Handbag theft at Hemsted, stolen car, garden equipment from unsecured property and a case of graffiti. PC Bull advised Horsemonden have purchased equipment to carry out speed watch checks and would hire out to other Parishes. General agreement, that manning a speedwatch could be problematic.
Safer Kent Awards:
Clerk reported on the awards evening honoring community heroes, in which our own community warden Janet Greenroyd won for the West Kent area. Janet was rewarded for all her efforts in promoting safer villages. Examples: a gardening scheme in Cranbrook, to reduce the risk of elderly people becoming victims of bogus callers; a walking bus scheme in Benenden helping to reduce parking and traffic problems within the village and rejuvenating NHW schemes.
Cllr PB congratulated Janet and thanked her for all her continued efforts within the village.

363 Highways:
Cllr PB advised that a meeting with KCC Highways was arranged for 1 October 2008 when hopefully clarification on reporting issues and feedback would be given.
Cllr JC confirmed a meeting was arranged with KCC Highways and Kent Police Events Team to discuss the forthcoming Benenden Scouts Bonfire Night.
Cllr PB asked for any amendments or completed issues on the circulated schedule, be reported to the Clerk.
Clerk advised correspondence had been received regarding incidents related to speeding in Goddards Green Road at the junction with Walkhurst Road. Clerk has written to Highways Transportation outlining the concerns of the resident.
[Minute 342/08] Clerk reported that following enquiry the Benenden Hospital event which forced a local road closure, upsetting residents, had been notified and acknowledgement from TWBC & Kent Police Authority received. A review of safety, road closure suitability will be carried out prior to next year’s event.

364 Strawberry Wood Culvert:
Cllr MK advised that notification had been received of a Heritage Lottery Fund grant with a provisional £70k earmarked for the project. Exciting news with a possible “A Day in the Life of …” event planned.

365 Benenden Hospital Visit:
Cllr PB asked Cllrs to consider dates for a visit to Benenden Hospital following an invitation from Carrie Stephens, Public Relations Officer. Proposed dates Sat 25 Oct or Sat 1 Nov 2008.
Clerk action

366 Autumn Village Clean Up
Clerk reported the Civic Amenity lorry is in Benenden on the day of the Scout Bonfire. Local people will be involved with organising this event. As we are keen for support from all ages, a later date will be looked into. Clerk action

367 Planning Report:
Cllr RL discussed previously circulated Planning Report [attached]

TW08/02695 – Buildings adjoining Goddards Green Barn. Site visit to property and neighbours. Traffic situation and buildings require demolishing. PC Neutral
TW07/02624 Appeal – Land to East of Hinksden Road. Cllr GR attended appeal. Judges conclusion gives 6 months to clear mobile home and wording on the appeal implies that it might be in the interest of the applicant to submit a further application. TWBC Dismissed.

Cllr PB reported Dr and Mrs. Hindmarsh had written asking for PC views on the renovation of Beacon Windmill, not the sails, with a view for holiday let accommodation. In principle there was general support to see the windmill come to life again but final support would depend on the planning application.

368 Standing Orders Annual Review:
Cllr PB asked all Cllrs if they had any items for the annual review of the Standing Orders, adopted at the meeting of 17 Sept 2007. [Minute No 204/07] No changes. All agreed

369 Financial Report:
Financial Regulations Annual Review:
Cllr PB asked all Cllrs if they had any items for the annual review of the Financial Regulations
Adopted at the meeting of 17 Sept 2007 [Minute No 205/07] No changes. All agreed
Internal Audit:
Clerk confirmed an Internal Audit had been carried out inline with the Financial Regulations. 2 Internal Audit Checklists had been completed. Cllr JC on 27 March 2008. Accounts Auditor Tom Dawlings on 9 September 2008. Report previously circulated. [Attached] Copies to be sent to Audit Commission. Clerk action

Rate Account
Payments made on Council’s behalf since July 2008
Income
Donation Marquee 50.00
VAT VAT refund RATE, H/T, BVH 2033.27 2083.27
Chq No Outgoings
232 BT Payments – Office Phone 61.78
233 KCC Landscape Services – 50% 08/09 373.43
234 B.Sullivan – July salary 424.32
235 TWBC – Forced Election 3230.00
D/D Waitrose.com – Broadband Aug 18.99
236 KALC – Cllr Information Day 70.50
237 Printing at Cranbrook – ink, photocopy, stny 43.62
238 B.Sullivan – Aug salary, postage, stny 331.13
239 Kent Air Ambulance – Donation memory H.Barham 25.00
240 T.Dawlings – Rate Accounts 07/08 100.00
D/D Waitrose.com – Broadband Sep 18.99
TRF H/T – vat refund transfer for H/T & BVH 1700.30
6398.06

Clerk confirmed C/A held £500.00 and D/A held £17,932.96

370 Correspondence
- Benenden Primary School had written to outline events planned in celebration of its 400th Anniversary and asked for a possible donation. Cllr GR had previously requested consideration be given. [Minute No 312/08, 343/08] Agreed £1000 donation.

- CAB acknowledgement of S137 donation received. Letter outlined 224 clients from Benenden / Cranbrook area using one of the 3 bureaux in the year 07/08

Their being no further council business the meeting closed at 9.17pm

Cllr PB opened the meeting to the Public

TWBC PD commented on funding may be available for further conservation area improvements – possible change of light at Iden Green Pavilion, gates may be included. Sign near butchers may need replacing not repainting, noted cluttered sign at the crossroads.
Cllr RL was aware that the golf club would be pleased to have back the sign it purchased.
Cllr SH expressed concern that when signs are overburdened they loose impact.
TWBC PD advised he would be attending Joint Transportation Board meeting 13 Oct 08 and would mention Woodcock Lane, cycle path 18.
CAV – major issues that trade waste was being off loaded aware of fly tipping concerns.
Vision 2026 – TWBC response to S.E.Plan. Lack of “Quality”
Cllr SH enquired over “easing of planning applications” No news at TWBC yet but aware ease for householders on garden sheds etc, trying to reduce bureaucracy.

Cllr PB asked for any further comments

PC wished to convey heartfelt thanks from Mrs Witikopf for everyone’s efforts in ensuring her flooding issue was rectified, since the installation of the higher kerbstone no further issues.
PC enquired as to NHW sign in the hedge at Iden Green, possible resite.
Cllr SH on going problem with handrail for Mrs Elliot at 17 Pullington Cottages

Cllr PB thanked everyone for their comments.

There being no further business the meeting closed at 9.35pm

Next Meeting: Monday 20th October 2008 at 8pm
Memorial Hall, Benenden

HARMSWORTH MEMORIAL TRUST MATTERS
Meeting Held 22nd September 2008

371 Minutes:
The minutes of the Ordinary meeting of Harmsworth Memorial Trust held on Monday 21st July 2008 were confirmed and signed.
Proposed: Cllr GR Seconded: Cllr MK

372 Benenden Village Hall:
H & S Policy:
Cllr PB asked if there were any issues relating to the adoption of the H & S Policy.
Cllr JC advised the Fire Risk Policy had been completed by a professional Fire Safety Officer and a quotation had been received for fire safety checks at Benenden Pre School, St Georges Cottage and St Georges Club.
Clerk had arranged for full electrical tests to each property.
Cllr AF asked the frequency of the renewal of the H & S Policy. Clerk confirmed 2 yearly. Next review 2010.
Clerk confirmed recorded weekly risk assessments were carried out by the Caretaker at the Benenden Recreation and Iden Green Playgrounds and Benenden Village Hall. Policy adopted
Caretaker Update of Contract:
Cllr PB advised that we would seek advice from another solicitor as the information offered by Buss Murton was not cost effective. Cllr GR suggested NFU, who had contracts specific to tied cottages.
Storage Extension:
Cllr JC advised that the works to BVH had begun by the agreed contractors EEB Ltd.
Cllr SH expressed concern over the brick colour. Cllr JC confirmed the recent delivery was for sub ground bricks.

373 Financial Report:
Adoption Harmsworth Trust Accounts 07/08
Cllr PB asked if all Cllrs had received a copy of the accounts and any issues.
Clerk was advised of problems downloading excel documents. Clerk to amend and re issue .Cllr PB advised signed accounts to be displayed on BVH noticeboard. Accounts adopted. Clerk action.
Authorisation Storage Extension
Clerk asked for formal acknowledgement of the funding of the BVH storage extension, Following discussion and projected annual figures, it was agreed that the works would be paid by:
Parish Council Rate A/C £5,000
B.V.H.M.C A/C £5,000
Harmsworth Trust A/C £5,000
K.C.C Grant 07/08 £3,250 All agreed

Harmsworth Trust
Payments made on Harmsworth Trust’s behalf since July 2008
Income
St Georges July 158.33
BVH July wages 493.30
Ben Pre School Summer Term 08 253.00
St Georges Aug 158.33
BVH Aug wages 493.30
COIF 3003.78
TRF Vat refund H/T & BVH 1700.30 6260.34

Chq No Outgoings
976 D.Dalrymple – phone St Georges Cottage + petrol 84.03
977 D.Dalrymple – July 08 salary 430.71
978 J.Clayton & Co – Gas safety check St Georges 105.75
979 KCS Landscape Service – 50% Ben / Iden Green Plygrds 1131.92
980 B.Sullivan – HT July 08 46.50
981 Chubb Fire – St Georges Extinguishers 85.25
D/D Insurance Aug 534.16
982 D.Dalrymple – Aug 08 salary 411.75
983 B.Sullivan – HT Aug 08 46.50
984 Buss Murton – Caretaker Contract Advice on hold [258.50]
985 S.Clarke – Mower Service 52.00
986 T.Dawlings – Accounts H/T 07/08 400.00
D/D Insurance Sep 534.16
987 Playsafety Ltd – Annual Inspection 141.00
988 Culverwells – H&S Hat/Mask 38.96
4042.69

Clerk reported C/A held £500.00 and D/A held £17,957.43

Balance in No 2 A/C £106.50