The village of Benenden in Kent

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

113 Apologies:
TWBC LH

114 Declarations of Interest:
None declared

115 Minutes of the Ordinary Meeting held on 17 Jan 2011:
Chair PB read out page 67 of Local Council Administration 8th Edition “Minutes of proceedings of a council and of its committees must be kept. They are intended to formal records of official acts and decisions, not reports, still less verbatim reports, of the speeches made by councilors. Minutes should, therefore, be as short as is consistent with clarity and accuracy and the arguments used in the discussion need be recorded only if the decision cannot be clearly expressed in any other way. Short simple minutes are less likely to be defamatory than long reports.” [full note added at PC Meeting 16 May 2011]

Local Government Act 1972, Sch 12, para 41[1]

Note
1. Draft Minutes may be corrected for inaccuracies.
2. All other changes to Draft Minutes must be agreed by the majority of the Council

Chair PB reported Cllr JB had proposed several amendments to the minutes but Chair PB advised the changes would not be accepted but noted. Parish Council resolved to accept the Minutes of the Ordinary Meeting held on Monday 21 Feb 2011 confirmed and signed by the Chairman. PC Resolved

116 Matters Arising:
Minute No 101 10/11 - Cllr JB enquired if the new Financial Regulations had been received and confirmation on the position of private meetings.
Chair PB confirmed clarification advice on working group meetings was being sought and would be reported back to full council. Clerk to enquire with KALC.
Minute No 104 10/11 – Chair PB reported KHS Cliff Wilson was retiring. Highways Working Group and Clerk met replacement inspector Mark Osborne. Cllrs spoke highly of Cliff and works implemented over the years.
Minute No 109 10/11 – Queens Jubilee 2012 Chair PB and Cllr DB advised an initial meeting had taken place with G Dowse, C Turner and R Clark. This would be a community event not solely led by PC. Any individuals with ideas were welcomed and would be encouraged to be involved.

117 Ramblers Association – Parish Footpath Warden:
Chair PB read out a request from John Smout, the Ramblers Association Parish Footpath Warden for the past 15 years, for an interested candidate. Chair asked Cllrs if anybody wished to take on the role. Cllr JH and Cllr GR advised they would be interested. PM had identified a parishioner and we await response. Clerk to liaise with John Smout. PC Action

118 KALC: Area Report: Chair PB and Cllr DB attended.
TWBC Finance Director spoke on TWBC “budget” which clarified the foresight and planning TWBC had put in place since 2008; Streetcruizer launch – a valued youth bus but funding sought for regular visits; Planning had covered Traveller issues affecting some Parishes.
QC Seminar Littlehampton 5 April 11: Chair PB advised seminar does not apply to BPC only existing QCs. 1

119 Royal British Legion: 90th Birthday Celebration
Chair PB advised RBL had written to PC suggesting a village event be organized to mark the occasion. RDH reported a garden party was planned for the evening of Sat 11 June 2011.
Public Liability insurance required for a joint event. Clerk to contact Came & Co Insurance.
Clerk Action

120 Youth – Working Group Report:
Cllr GR advised he had met with the representative of Kent Youth and it would be good to be affiliated to them, they provide advice, forms etc. Plans are for the group to meet the 1st Monday of every month. Cllr GR reported that the PC youth working group would support the development of a group and steer it but leaders would be required to run it. Aim to try to bring together the Church Youth Group and I/G Church Group. [added at PC meeting 16 May 11]
The Chairman said we should not be members of Kent Youth – cheque was cancelled.]

121 Annual Assembly Speaker:
Chair PB confirmed TWBC Lee Colyer, Head of Finance & Governance would be our guest speaker on 3 May 2011 at 7.30pm

122 Planning Report: Cllr RL discussed previously circulated Monthly Planning Report [attached]

123 Financial Report:
[i] Payments made on Parish Council’s behalf since 17 February 2011
Income
SO Harmsworth Trust – Clerk Jan salary 100.00
CR KCC – Rural Bus Shelter Grant 240.00
TOTAL 340.00 Outgoings

Chq No Supplier
488 Cancelled [KALC planning course full] - - - - -
489 M English – Public Toilets Clean Feb 11 168.00
490 TWBC – Election 27 May 2010 1536.48
491 B Sullivan – Feb 11 salary 603.56, post 3.84, stny .95 608.35
492 Stationery Express – ink, paper, stny, copying 58.55
493 I/G Pavilion Trust – hall hire PC mtg 21 Feb 11 9.00
494 EDF Energy – Public Toilets 3 Nov – 22 Feb 83.07
D/D Waitrose.com – Broadband Mar 2011 18.99
TFR Harmsworth Trust – KCC Rural Bus Shelter Grant 240.00 TOTAL 2722.44

After all cheques cleared
Clerk confirmed C/A held £500 and D/A held £15,607.87
Reconciled with Bank Statement 28 Feb 2011 Balance: £18,348.81
Uncleared cheques Total: -£2,740.94
Balance in D/A £15,607.87
484 Kent Youth – joining fee on hold [£75.00]

Parish Council resolved to accept monthly finance report PC Resolved

[ii] Appointment of Audit Commission Auditor 10/11
Clerk advised Jackie Bellard had been appointed as Auditor to BPC for 10/11 and future years. If there is a reason why Jackie Bellard would not be appropriate, Clerk to advise Audit Commission by 30 March 2011. PC Noted
[iii] Public Toilets
Cllr GR proposed a working group be formulated to work on the proposed Archive Room within the toilet building.
Chair PB confirmed work is underway and plans are being drawn up and agreed a working group should be set up for 11/12. PC resolved to form a group. PC Resolved

124 Correspondence:
Clerk read from the previously circulated report 16 March 2011 [attached]
Item 6 – ACRK Kent & Medway Funding Fair Weds 13 April [JB]
Item 67 – ACRK Future of village shops/ post offices Weds 11 May Lenham 7.15pm [Clerk]
Item 68 – KALC for Kent Police – Anti-social behaviour strategy survey by 28 March [Clerk]

There being no further council business the meeting closed at 8.40pm

Chair PB opened the meeting to TWBC FR

TWBC FR spoke on: TWBC Audit Committee Success; Cranbrook Urban Practitioners Report – conclusion of 4 sites for development of a community centre: old Cranbrook council offices; land behind Co-op; Wilkes field and land at the bottom of Co-op car park; Superfast Broadband – Cranbrook PC working group set up and any controversial planning applications please “call in”.
Chair PB thanked Cllr FR for his comments and opened the meeting to the Public.

PC reported drains blocked and debris in road outside Gilden. Cllr JH advised drains blocked Mill Street outside King Charles House and I/G crossroads
Cllr MK reported on the excellent works carried out to the exposed hydrant on the corner of Woodcock Lane.
PC agreed Cliff Wilson would be missed. Clerk to write to thank him. Clerk Action

BH advised the land in Iden Green Road near the “oak pub site” was on the market at £100k
RDH outlined the RBL event and advised it would be an affordable event open to all local supporters of the RBL. RDH to liaise with Clerk

Chair PB thanked everybody for attending. The meeting closed at 8.50pm

Next Meeting: Annual Assembly On: Tuesday 3 May 2011 at 7.30pm At: Village Hall, Benenden

Guest Speaker: Mr Lee Colyer, TWBC Head of Finance & Governance

CHAIRMAN BENENDEN PARISH COUNCIL

HARMSWORTH MEMORIAL TRUST MATTERS
Ordinary Meeting held 21 March 2011
Present: Cllrs Bailey, Beattie, Blockley Clarke, Hagens, Hemsley, Lake, Kellett, Reynolds, Clerk
157 Apologies:
None

158 Minutes:
The minutes of the Ordinary Meeting of Harmsworth Memorial Trust held on Monday 21 February 2011 were confirmed and signed. HT resolved to accept the minutes as a true record. HT Resolved

159 Matters Arising:
Cllr GR expressed concern that KHS explanation of the removal of the dead cherry tree was not acceptable and we should write and request a replacement. HT Resolved. Clerk Action
160 Benenden Village Hall:
Car Park Repair Quotations: Chair PB advised 3 quotations had been duly received for
consideration. Chair PB read a report outlining previous car park expenditure; H&S action for essential repairs and reason for further repairs. Trustee GR expressed concern that money was not well spent and further repairs needed consideration before action. Chair PB explained concrete was needed for the slope area as this area of the car park has heavy usage but agreed advice could be taken on the specification of the concrete thickness. KCC RM advised he would investigate and report back. HT Action
Trustee JH enquired why a fire assembly point directed users behind the main hall. Chair of BVHMC JC explained there used to be 2 fire assembly points but now there is only 1, which is outside the main doors to the front of the car park by the tree.

161 St Georges: Clerk advised M & S would carry out smoke alarm works on Weds 1 June 2011.
Peter Punchard has begun work to the hedges and overhanging trees.
162 Finance Report Harmsworth Trust:
HT resolved to accept the monthly finance report.
Payments made on Harmsworth Trust’s behalf since 17 February 2011
Income
St Georges Feb 11 rent 158.33
BVH Feb 11 wages 537.80
COIF Final ¼ dividend 4460.16
TFR Rate A/C – KCC Shelter Grant 240.00
TOTAL 5396.29
Outgoings
Chq No Supplier
D/D Aviva - Insurance Feb 11 387.39
124 D Dalrymple – Feb 11 449.80
SO Rate Account – BS clerk Feb 11 100.00
TOTAL 937.19
After all cheques cleared

Clerk confirmed C/A held £500 and D/A held £7,554.88

Reconciled with Bank Statement 28 Feb 2011 Balance: £7,764.68
Uncleared cheques Total: -£449.80
Uncleared income Total: £240.00
Balance in D/A £7,554.88

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

163 Correspondence
None
There being no further business the meeting closed at 9.10pm

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 9.11pm

Date of Next Meeting: Annual Assembly - Tuesday 3 May 2011 at 7.30pm
At: Village Hall, Benenden

CHAIRMAN OF HARMSWORTH MEMORIAL TRUST

		Meeting minutes for 21 March 2011 in the Memorial Hall, Benenden Click for minutes for February 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, KCC RM, TWBC FR, + 10 members of the public 113 Apologies: TWBC LH 114 Declarations of Interest: None declared 115 Minutes of the Ordinary Meeting held on 17 Jan 2011: Chair PB read out page 67 of Local Council Administration 8th Edition “Minutes of proceedings of a council and of its committees must be kept. They are intended to formal records of official acts and decisions, not reports, still less verbatim reports, of the speeches made by councilors. Minutes should, therefore, be as short as is consistent with clarity and accuracy and the arguments used in the discussion need be recorded only if the decision cannot be clearly expressed in any other way. Short simple minutes are less likely to be defamatory than long reports.” [full note added at PC Meeting 16 May 2011] Local Government Act 1972, Sch 12, para 41[1] Note 1. Draft Minutes may be corrected for inaccuracies. 2. All other changes to Draft Minutes must be agreed by the majority of the Council Chair PB reported Cllr JB had proposed several amendments to the minutes but Chair PB advised the changes would not be accepted but noted. Parish Council resolved to accept the Minutes of the Ordinary Meeting held on Monday 21 Feb 2011 confirmed and signed by the Chairman. PC Resolved 116 Matters Arising: Minute No 101 10/11 - Cllr JB enquired if the new Financial Regulations had been received and confirmation on the position of private meetings. Chair PB confirmed clarification advice on working group meetings was being sought and would be reported back to full council. Clerk to enquire with KALC. Minute No 104 10/11 – Chair PB reported KHS Cliff Wilson was retiring. Highways Working Group and Clerk met replacement inspector Mark Osborne. Cllrs spoke highly of Cliff and works implemented over the years. Minute No 109 10/11 – Queens Jubilee 2012 Chair PB and Cllr DB advised an initial meeting had taken place with G Dowse, C Turner and R Clark. This would be a community event not solely led by PC. Any individuals with ideas were welcomed and would be encouraged to be involved. 117 Ramblers Association – Parish Footpath Warden: Chair PB read out a request from John Smout, the Ramblers Association Parish Footpath Warden for the past 15 years, for an interested candidate. Chair asked Cllrs if anybody wished to take on the role. Cllr JH and Cllr GR advised they would be interested. PM had identified a parishioner and we await response. Clerk to liaise with John Smout. PC Action 118 KALC: Area Report: Chair PB and Cllr DB attended. TWBC Finance Director spoke on TWBC “budget” which clarified the foresight and planning TWBC had put in place since 2008; Streetcruizer launch – a valued youth bus but funding sought for regular visits; Planning had covered Traveller issues affecting some Parishes. QC Seminar Littlehampton 5 April 11: Chair PB advised seminar does not apply to BPC only existing QCs. 1 119 Royal British Legion: 90th Birthday Celebration Chair PB advised RBL had written to PC suggesting a village event be organized to mark the occasion. RDH reported a garden party was planned for the evening of Sat 11 June 2011. Public Liability insurance required for a joint event. Clerk to contact Came & Co Insurance. Clerk Action 120 Youth – Working Group Report: Cllr GR advised he had met with the representative of Kent Youth and it would be good to be affiliated to them, they provide advice, forms etc. Plans are for the group to meet the 1st Monday of every month. Cllr GR reported that the PC youth working group would support the development of a group and steer it but leaders would be required to run it. Aim to try to bring together the Church Youth Group and I/G Church Group. [added at PC meeting 16 May 11] The Chairman said we should not be members of Kent Youth – cheque was cancelled.] 121 Annual Assembly Speaker: Chair PB confirmed TWBC Lee Colyer, Head of Finance & Governance would be our guest speaker on 3 May 2011 at 7.30pm 122 Planning Report: Cllr RL discussed previously circulated Monthly Planning Report [attached] 123 Financial Report: [i] Payments made on Parish Council’s behalf since 17 February 2011 Income SO Harmsworth Trust – Clerk Jan salary 100.00 CR KCC – Rural Bus Shelter Grant 240.00 TOTAL 340.00 Outgoings Chq No Supplier 488 Cancelled [KALC planning course full] - - - - - 489 M English – Public Toilets Clean Feb 11 168.00 490 TWBC – Election 27 May 2010 1536.48 491 B Sullivan – Feb 11 salary 603.56, post 3.84, stny .95 608.35 492 Stationery Express – ink, paper, stny, copying 58.55 493 I/G Pavilion Trust – hall hire PC mtg 21 Feb 11 9.00 494 EDF Energy – Public Toilets 3 Nov – 22 Feb 83.07 D/D Waitrose.com – Broadband Mar 2011 18.99 TFR Harmsworth Trust – KCC Rural Bus Shelter Grant 240.00 TOTAL 2722.44 After all cheques cleared Clerk confirmed C/A held £500 and D/A held £15,607.87 Reconciled with Bank Statement 28 Feb 2011 Balance: £18,348.81 Uncleared cheques Total: -£2,740.94 Balance in D/A £15,607.87 484 Kent Youth – joining fee on hold [£75.00] Parish Council resolved to accept monthly finance report PC Resolved [ii] Appointment of Audit Commission Auditor 10/11 Clerk advised Jackie Bellard had been appointed as Auditor to BPC for 10/11 and future years. If there is a reason why Jackie Bellard would not be appropriate, Clerk to advise Audit Commission by 30 March 2011. PC Noted [iii] Public Toilets Cllr GR proposed a working group be formulated to work on the proposed Archive Room within the toilet building. Chair PB confirmed work is underway and plans are being drawn up and agreed a working group should be set up for 11/12. PC resolved to form a group. PC Resolved 124 Correspondence: Clerk read from the previously circulated report 16 March 2011 [attached] Item 6 – ACRK Kent & Medway Funding Fair Weds 13 April [JB] Item 67 – ACRK Future of village shops/ post offices Weds 11 May Lenham 7.15pm [Clerk] Item 68 – KALC for Kent Police – Anti-social behaviour strategy survey by 28 March [Clerk] There being no further council business the meeting closed at 8.40pm Chair PB opened the meeting to TWBC FR TWBC FR spoke on: TWBC Audit Committee Success; Cranbrook Urban Practitioners Report – conclusion of 4 sites for development of a community centre: old Cranbrook council offices; land behind Co-op; Wilkes field and land at the bottom of Co-op car park; Superfast Broadband – Cranbrook PC working group set up and any controversial planning applications please “call in”. Chair PB thanked Cllr FR for his comments and opened the meeting to the Public. PC reported drains blocked and debris in road outside Gilden. Cllr JH advised drains blocked Mill Street outside King Charles House and I/G crossroads Cllr MK reported on the excellent works carried out to the exposed hydrant on the corner of Woodcock Lane. PC agreed Cliff Wilson would be missed. Clerk to write to thank him. Clerk Action BH advised the land in Iden Green Road near the “oak pub site” was on the market at £100k RDH outlined the RBL event and advised it would be an affordable event open to all local supporters of the RBL. RDH to liaise with Clerk Chair PB thanked everybody for attending. The meeting closed at 8.50pm Next Meeting: Annual Assembly On: Tuesday 3 May 2011 at 7.30pm At: Village Hall, Benenden Guest Speaker: Mr Lee Colyer, TWBC Head of Finance & Governance CHAIRMAN BENENDEN PARISH COUNCIL HARMSWORTH MEMORIAL TRUST MATTERS Ordinary Meeting held 21 March 2011 Present: Cllrs Bailey, Beattie, Blockley Clarke, Hagens, Hemsley, Lake, Kellett, Reynolds, Clerk 157 Apologies: None 158 Minutes: The minutes of the Ordinary Meeting of Harmsworth Memorial Trust held on Monday 21 February 2011 were confirmed and signed. HT resolved to accept the minutes as a true record. HT Resolved 159 Matters Arising: Cllr GR expressed concern that KHS explanation of the removal of the dead cherry tree was not acceptable and we should write and request a replacement. HT Resolved. Clerk Action 160 Benenden Village Hall: Car Park Repair Quotations: Chair PB advised 3 quotations had been duly received for consideration. Chair PB read a report outlining previous car park expenditure; H&S action for essential repairs and reason for further repairs. Trustee GR expressed concern that money was not well spent and further repairs needed consideration before action. Chair PB explained concrete was needed for the slope area as this area of the car park has heavy usage but agreed advice could be taken on the specification of the concrete thickness. KCC RM advised he would investigate and report back. HT Action Trustee JH enquired why a fire assembly point directed users behind the main hall. Chair of BVHMC JC explained there used to be 2 fire assembly points but now there is only 1, which is outside the main doors to the front of the car park by the tree. 161 St Georges: Clerk advised M & S would carry out smoke alarm works on Weds 1 June 2011. Peter Punchard has begun work to the hedges and overhanging trees. 162 Finance Report Harmsworth Trust: HT resolved to accept the monthly finance report. Payments made on Harmsworth Trust’s behalf since 17 February 2011 Income St Georges Feb 11 rent 158.33 BVH Feb 11 wages 537.80 COIF Final ¼ dividend 4460.16 TFR Rate A/C – KCC Shelter Grant 240.00 TOTAL 5396.29 Outgoings Chq No Supplier D/D Aviva - Insurance Feb 11 387.39 124 D Dalrymple – Feb 11 449.80 SO Rate Account – BS clerk Feb 11 100.00 TOTAL 937.19 After all cheques cleared Clerk confirmed C/A held £500 and D/A held £7,554.88 Reconciled with Bank Statement 28 Feb 2011 Balance: £7,764.68 Uncleared cheques Total: -£449.80 Uncleared income Total: £240.00 Balance in D/A £7,554.88 H/T A/C NO 2 Balance in No 2 A/C 1037.81 HT Noted 163 Correspondence None There being no further business the meeting closed at 9.10pm 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 9.11pm Date of Next Meeting: Annual Assembly - Tuesday 3 May 2011 at 7.30pm At: Village Hall, Benenden CHAIRMAN OF HARMSWORTH MEMORIAL TRUST