The village of Benenden in Kent

Present: Cllrs Bailey, Beattie, Blockley, Clarke, Hagens, Hemsley, Kellett, Lake, Reynolds, Clerk, TWBC FR, TWBC SH + 15 members of the public

Chairman PB opened the meeting by inviting members of the public to an open discussion on Planning Application TW/11/00954/FUL/SJM.
RG – emphasized the smallness of scale of the business questioning its economics. Materials of hut need consideration as locally transport containers have been broken into twice. There are several unused agricultural buildings which may be of use. The proposed location of the hut will require 85% of apples to be taken up hill. A full study of type of building required and for what business proposed.

TM – Gave a brief history of the orchard development. Land was sold off in 1972. Vendor kept all access but each plot has a vehicle "row". Article 4 restriction on all plots. AONB being protected. SFFDA was set up in 1990. Following a storm, a grant was awarded to clear land and replant. The proposed barn is 12 x 10 mtrs, sited on a single plot of 35 x 50 mtrs owned by 4 individuals. This could be overdevelopment of that plot. Misinformation of ownership, agricultural holding and sole tenancy. 76 plots on 8.22 acres. The application should be restricted to the one plot. How can the PC comment without all the information?

GR – To claim "agricultural" status, it has to be 5 hectares or greater.

PB – There appears to be large gaps in the information to give a considered opinion. Setting a precedent is most disturbing as if one plot is given permission then why shouldn’t all. It could result in many small developments.

TM – A covenant was signed by all plot holders when the plot was purchased.

PB – We are aware but unsure how valid the covenants are.
Other concerns expressed: "Orchard" is a façade; impossible to make money out of it; requires more upkeep; perhaps another motive; parking concerns in Standen Street; the need for a mower questioned; sheep grazing possibility.

PB – motive is not a planning concern

TWBC FR – This application needs to be "called in". Intention is not part of the officer’s decision but it is for Cllrs. TWBC SH agreed the plan required "call in".

TM – There are no letters in support on the TW planning portal. In the D&A statement, they state access is existing but they have now installed gates and a kissing gate and increased the access by 2ft.

JB – I have a personal interest as I live in Standen Street. I believe it is much improved visually as an amenity. If they need a building to maintain and develop the orchard then that is fine.

PB thanked everybody for their views.

The public session closed at 8.25pm

1 Election of Chairman:
Chairman PB nominated DB. Proposed by GR. PC unanimously resolved to accept DB as the Chairman.
DB signed the declaration of office, witnessed by the Clerk
DB thanked all and outlined the importance of support from fellow cllrs

2 Election of Vice-Chairman:
Chairman DB nominated MK. Seconded by JH.
PC unanimously resolved to accept MK as the Vice-Chairman.
MK signed the declaration of office, witnessed by the Clerk

3 Apologies: None

4 Councillor Representatives/ Working Groups & Members Registers 11/12:
Chairman DB proposed that all sub-committees be now known as working groups in order to avoid confusion. The PC resolved to accept the working groups/representatives for the year 2011/12 [attached]
Clerk distributed Member’s Registers and advised any amendments must be made and reported back within 28 days in order for the clerk to advise TWBC. Cllrs were reminded that it is their responsibility to update any changes. PC Action

5 Declarations of Interest:
TW/11/00954/FUL/SJM
JHem declared a personal interest as a friend owns a plot on the orchard development
JB declared a personal interest as she resides in Standen Street
6 Minutes of the Ordinary Meeting held on 21 March 2011:
JB proposed that Minute No: 115-10/11 is noted in full. Clerk amended the minutes to include the full note from page 67 of Local Council Administration 8th Edition.
Chairman DB signed the amendment.

JB proposed that Minute No: 120-10/11 should include that the cheque for Kent Youth was cancelled as the Chairman said we should not become affiliated. Clerk amended minutes. Chairman DB signed the amendment.

PC resolved to accept the Minutes of the Ordinary Meeting held on Monday 21 March 2011 confirmed and signed by the Chairman. PC Resolved

7 Minutes of the Extraordinary Planning Meeting held on 18 April 2011:
PC resolved to accept the minutes of the Extraordinary Planning Meeting held on Monday 18 April 2011 confirmed and signed by the Chairman. PC Resolved

8 Minutes of the Annual Parish Meeting held on 3 May 2011:
All cllrs had received a copy of the minutes. PC resolved to accept the minutes of the Annual Parish Meeting held on Tues 3 May 2011 as a true record. PC Noted

9 Matters Arising:
Minute No 124 10/11 – TWCSU Trickster. Chairman DB reported on the success of the event held at BVH. Over 30 people attended the musical which raises awareness of distraction burglary for the elderly. Minute No: 106 10/11 – Village Clean Up. Clerk advised the clean up had been disappointing. Despite advertising in the WA and Parish Magazine only 14 residents took part, of which 4 were cllrs. One family attended and advised they would encourage other families to take part in future.
Minute No 117 10/11 – Ramblers Association Footpath Warden. Chairman DB advised Trevor Moore had agreed to take on this role. He had met with John Smout and would be
working closely with Philip Message and a small group to ensure the 62 paths of the parish are walked biannually. Chairman DB thanked TM on behalf of the PC.
Minute No: 124 10/11 – Kent & Medway Funding Fair. JB advised she had attended the fair as a Trustee of Benenden Almshouse and as a PC member. She listened to community led planning – looking towards the future and funding initiatives. Chairman DB thanked JB for attending. Minute No 116 10/11 – Review of Standing Orders & Financial Regulations. Chairman DB advised this was a work in progress. Clerk to type up and a response was still awaited from TWBC Paul Cummins. Minute No 120 10/11 – Youth Forum. GR asked for clarification that the clerk would not be involved with the workings of the Youth Group as had been indicated by the previous chairman. Chairman DB advised that the PC is supportive of a steering group which would involve outside people but there was no agreement for the PC to run a youth group.
GR outlined that he felt the PC should be more involved and help the youth organizations in the village. The youth bus had been a great success.
PB advised the purpose of the PC youth group was to find out what the youth would like with realistic funding requests. Kent Youth affiliation not suitable.
JB asked if the clerk would be involved with administration, contacts, photocopying etc.
GR requested a meeting to discuss this.
DB agreed the need to clarify the objective of the group and resolve how it progresses.
DB/GR/JB/JHem Minute No 124 10/11 – KHS Cliff Wilson retirement. Chairman DB advised PC representatives had met with Cliff Wilson to say farewell. He introduced Mark Osbourne, our new area inspector. PC thanked Cliff for all his hard work and support during his years covering Benenden.

10 Subscriptions & Donations S137 11/12:
PC discussed and resolved to accept the proposed subscription and donation list. [attached] including a donation to RBL 90TH Birthday Celebration to cover public liability insurance. PC Resolved

11 KCC PROW – Vegetation Clearance Cuts:
JHem outlined KCC proposals to cut their clearance schedules by up to 50%. Historically there were 13 paths now only 6 maintained by KCC, as land owners are maintaining prows. Philip Message had confirmed he was liaising with KCC to substitute any paths which we see as priorities.

12 Telephone Kiosks:
Iden Green refurbishment – Clerk read out the 3 quotes received. Following discussion the PC resolved to accept the quotation from M Patrick. Clerk to contact. PC Resolved

Goddards Green Kiosk – JHag reported Marden Heritage Group had been unable to remove the kiosk, as it had been deep set within the concrete. Further work required. Clerk advised the removal was scheduled by the end of May.

13 Public Toilet Rates:
Chairman DB advised rates for 10/11 and 11/12 had been received from TWBC. PB had contacted TWBC Valuation Office to notify our plan to appeal for reduced costs as the toilets are sited on HT land. PC Noted

14 TWBC Meetings Report:
Planning Policy – Core Strategy Review Consultation.
Chairman DB advised PB, RL & DB had attended a meeting at TWBC and outlined the proposals of the review. Changes to the number of proposed housing developments based on a "settlement" hierarchy. Fewer houses proposed for Benenden. Hawkhurst’s issue over village or town status could impact if they remain a village, as other parishes will have to 3
absorb proposed numbers. The proposal does not include AH, we would not be expected to accommodate more AH. RL understood TWBC to be on target to fulfill their housing quota.
TWBC Councillor Convention – Chairman DB advised this meeting was cancelled.

15 Planning Report: [i] RL discussed previously circulated Monthly Planning Report [attached]
RL advised on two refusals notifications received since the planning report was issued.
TW/11/00814 – Coppice House, Goddards Green Road
TW/11/00769 – OS Plot 3460, Standen Street, Cascade Developers

[ii] TW/11/00954/FUL/SJM
RL felt the PC would have difficulty identifying solid planning reasons for refusing this application. PC needed to question the need for a barn and mower which is only used twice a year; plan stated it was 55 hectares but should read 55 acres; viability of orchard; unsure of validity of covenants and mis-wording in the application. RL recommended the plan was returned without a decision until further information received.
Following lengthy discussion Chairman DB opened the meeting to TWBC FR.
FR explained the process and value of "call-in". It gives local people and PCs as individuals, an opportunity to express their views to a committee, without the decision being made solely by TWBC Planning Officers, who are governed by rules and policies. Chairman DB suggested the PC Refuse the application with a recommendation for it to be called-in. PC resolved to refuse TW/11/00954/FUL/SJM Chairman DB requested TWBC FR "call-in" PC Resolved

Clerk confirmed the Planning Rota for 11/12 had been circulated. Cllrs asked to advise RL or Clerk or any changes.

16 Financial Report:
Payments made on Parish Council’s behalf since 15 March 2011
Income
SO Harmsworth Trust – Clerk Mar 11 salary 100.00
CR KCC – Rural Bus Shelter Grant 5.00
BK Bank Interest 9.90
TFR TWBC – 50% Precept 11/12 11500.00
SO Harmsworth Trust - Clerk Apr 11 salary 100.00
TOTAL 11714.90 Outgoings
Chq No Supplier
D/D Waitrose.com – Broadband April 2011 18.99
495 Stationery Express – copying; envelopes 11.30
496 Benenden Memorial Hall – hire 17 Jan + 21 Mar 18.00
497 M English – Public Toilets Clean Mar 11 + disinfectant 193.63
498 B Sullivan – Mar 11 salary 653.86, post 4.50, stny 4.05 662.41
499 Post Office Ltd – Tax/N.I. BS 1 Jan – 31Mar 11 239.20
500 G Reynolds – football net, clips, pegs [Youth] 74.00
501 Iden Signs – Public Toilet Sign opening hours 30.00
502 J Clarke – public toilets toilet tissue 12.34
503 Stationery Express – ink, stny, copying 41.88
504 BT Payment Services – office phone 79.59
505 M English – Public Toilets Clean Apr 11 180.00
506 B Sullivan – Apr 11 sal, clean up WA 9.20; refuse sacks 718.42
507 B Sullivan – AA11 WA 64.80, refresh 97.45, help 20, flyer 4 186.25
508 Stationery Express – ink; printing; laminating 40.09
D/D Waitrose.com – Broadband May 2011 18.99
TOTAL 2525.09
After all cheques cleared
Clerk confirmed C/A held £500 and D/A held £24,799.68 4
[incl: cancelled chq not presented 08/09 249 £2.00]
Reconciled with Bank Statement 31/3 & 28/4 Balance: £26,081.86
Uncleared cheques Total: -£1,282.18
Balance in D/A £24,799.68
Parish Council resolved to accept monthly finance report PC Resolved

[ii] Internal Audit Note 10/11 – Tom Dawlings
Clerk advised TD would meet to discuss the circulated Audit note 10/11. Clerk to liaise with TD PC Noted

[iii] Audit Commission: Annual Return 10/11
Clerk advised Benenden PC had been selected to have an Intermediate Audit for yr 10/11. 5% of PCs are selected at random each year. Bank statements and Auditor’s Report required.
Chairman DB and Clerk signed section 1 & 2 of the Annual Audit Return. Clerk Action

17 Training & Development:
[i] KALC Clerks Conference 15 June 2011. PC resolved to accept Clerk’s request to attend the course. PC Resolved

[ii] NALC Communities in Action Conference 22 Sep 2011. Chairman DB advised the clerk and her may wish to attend this event. Notification of an event provided by SLCC had been received, which may provide similar subject matter. Clerk to enquire which event would prove more useful. SLCC membership is recommended for Clerks. Clerk Action

18 Correspondence:
Chairman DB advised correspondence had been received from Benenden CE Primary
School working group. A planning application would hopefully be submitted by end of June 2011. An invitation to the PC, to attend a presentation of the public exhibition being held 16-19 June. Cllrs to email Clerk to confirm attendance. PC Action

Chairman DB read out a card to the PC from Philip & Miriam Message thanking everyone for the wonderful celebration of their retirement, this was held at a recent coffee morning.
A commissioned painting by John Hanson was presented to them.
Chairman DB advised the Benenden Almshouses had 2 new trustees. Mrs D Burgess and Mr S Robinson. The charity now has 7 trustees.
Clerk spoke on the previously circulated correspondence report [attached]
Clerk outlined CAB were providing a new outreach service which would commence from the beginning of June. The bus would be in the village every Mon from 10.30am -12pm and would be located in the BVH car park.
Clerk advised on the Kent Forum. A strategic group bringing together local government in Kent between its 13 District and County Councils. Kent forum replaces Kent Partnership. Further information can be found at www.kentforum.org.uk. First Briefing No 1 in office.
Clerk advised KCC are carrying out an update of the Kent Habitat Survey which aim is to improve ways in which key species and natural habitats are maintained and restored. For further information contact the clerk.
KALC News "The Good Councillors Guide 3rd edition." Clerk advised copies were available at £1 each from KALC. PC agreed to purchase 10 copies. Clerk Action

Chairman DB reported the planned Queens Diamond Jubilee Village Celebrations working group has a designated website. A request for groups and individuals to put forward ideas or to be involved had been distributed. Benenden2012@mail.com Chairman DB reminded PC of the open public meeting "The Localism and Decentralisation Bill" with speaker Greg Clerk MP, being held on 24 June 2011 7.30pm at the Vestry Hall, Cranbrook. 5

There being no further council business the meeting closed at 10.20pm

Chairman DB opened the meeting to TWBC FR

TWBC FR spoke on: Cranbrook Youth PC Group with offers of advice and help. CAB may require a more private place than BVH car park due to the sensitivity of the service provided.

Chairman DB thanked TWBC FR for his comments and opened the meeting to the Public.

DH expressed his thanks on behalf of many parishioners, to Cllr PB, for his role as Chairman over the past 5 years, and his commitment to the village and its parishioners.
Chair DB thanked everybody for attending. The meeting closed at 10.25pm

Next Meeting On: Monday 20 June at 8pm
At: The Memorial Hall, Benenden

HARMSWORTH MEMORIAL TRUST MATTERS
Annual Meeting held 16 May 2011

Present: Cllrs Bailey, Beattie, Blockley Clarke, Hagens, Hemsley, Lake, Kellett, Reynolds, Clerk

164 Note of Chairman Election:
PC Minute No: 1 11/12 – It was resolved to elect Cllr DB as PC Chairman, her duties include Chairman of Harmsworth Memorial Trust. HT Noted

165 Apologies:
None

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

167 Matters Arising:
None Raised

168 Benenden Village Hall:
[i] HT Minute No 160 10/11 Car Park Repair Quotations: PB, JC and JHem had met with KCC RM, who confirmed the concrete specification was adequate and suggested the mix content. Chair PB has details. Use of colour tarmac was an option. HT agreed to obtain costs for a grey tarmac. Clerk read out the 3 quotations again. HT resolved to accept the quote from TGR Groundworks. GR offered to remove spoil if the spoil had a high tarmac content and an implication on the cost. Chairman DB thanked GR. Clerk to advise TGR Groundworks. HT Resolved
[ii] ACRK Village Hall of the Year Competition
BVHMC Chairman JC advised the BVHMC are entering this competition, which gives village hall committees an opportunity to win £500.

BVHMC Chairman advised a full risk assessment had been completed as part of the H&S Policy review and advisory notes were being implemented. He also advised a window in the main entrance fire doors had been replaced and thanked Croft Glass for their prompt action. HT Noted 169 Finance Report Harmsworth Trust:
HT resolved to accept the monthly finance report.
Payments made on Harmsworth Trust’s behalf since 15 March 2011
Income
St Georges Mar 11 rent 158.33 BVH Mar11 wages 537.80
Ben Pre School Autumn Term 10 Fees 576.00
St Georges Apr 11 rent 158.33
BK Bank Interest 3.51
TOTAL 1433.97
Outgoings
Chq No Supplier
D/D Aviva - Insurance Mar 11 387.46
125 D Dalrymple – Mar 11 449.80
126 Post Office – Tax/NI 1Jan-31Mar 11 417.00
SO Rate Account – BS clerk Mar 11 100.00
D/D Aviva – Insurance Apr 11 390.34
127 G Reynolds – Hedgecut I/G 10/11 48.00
128 TWBC – Rates Ben Pre School 11/12 220.83
129 D Dalrymple – Apr 11 449.80, Petrol 13.80, phone 76.40 540.00
130 Iden Signs – St Georges No Parking sign replacement 18.00
131 PP Estates – BVH Oil mower/strimmer 7.00
SO Rate Account –BS clerk April 11 100.00
TOTAL 2678.43

Clerk confirmed C/A held £500 and D/A held £6,310.42

Reconciled with Bank Statement 31/3 + 28/4 2011 Balance: £6,923.42
Uncleared cheques Total: -£613.00
Balance in D/A £6,310.42
HT A/C NO 2 Balance in No 2 A/C at 31/3/11 1037.81
Bank Interest .50

Balance in No 2 A/C 1038.31 HT Noted

170 Correspondence
Clerk advised a parishioner had reported offensive graffiti on I/G play equipment. PB/Clerk carried out a visual check and PB advised it may simply require removal using a wire brush and hot water. HT agreed to ask DD to remove. Clerk to contact TWBC Graffiti squad if further assistance required. HT Noted

There being no further business the meeting closed at 10.35pm

Date of Next Meeting: Monday 20 June 2011 at 8pm
At: The Memorial Hall, Benenden

		Meeting minutes Annual Meeting held 16 May 2011 in The Pavilion, Iden Green, Benenden (including Harmsworth Trust minutes) Click for minutes for monthly meeting April 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 FR, TWBC SH + 15 members of the public Chairman PB opened the meeting by inviting members of the public to an open discussion on Planning Application TW/11/00954/FUL/SJM. RG – emphasized the smallness of scale of the business questioning its economics. Materials of hut need consideration as locally transport containers have been broken into twice. There are several unused agricultural buildings which may be of use. The proposed location of the hut will require 85% of apples to be taken up hill. A full study of type of building required and for what business proposed. TM – Gave a brief history of the orchard development. Land was sold off in 1972. Vendor kept all access but each plot has a vehicle "row". Article 4 restriction on all plots. AONB being protected. SFFDA was set up in 1990. Following a storm, a grant was awarded to clear land and replant. The proposed barn is 12 x 10 mtrs, sited on a single plot of 35 x 50 mtrs owned by 4 individuals. This could be overdevelopment of that plot. Misinformation of ownership, agricultural holding and sole tenancy. 76 plots on 8.22 acres. The application should be restricted to the one plot. How can the PC comment without all the information? GR – To claim "agricultural" status, it has to be 5 hectares or greater. PB – There appears to be large gaps in the information to give a considered opinion. Setting a precedent is most disturbing as if one plot is given permission then why shouldn’t all. It could result in many small developments. TM – A covenant was signed by all plot holders when the plot was purchased. PB – We are aware but unsure how valid the covenants are. Other concerns expressed: "Orchard" is a façade; impossible to make money out of it; requires more upkeep; perhaps another motive; parking concerns in Standen Street; the need for a mower questioned; sheep grazing possibility. PB – motive is not a planning concern TWBC FR – This application needs to be "called in". Intention is not part of the officer’s decision but it is for Cllrs. TWBC SH agreed the plan required "call in". TM – There are no letters in support on the TW planning portal. In the D&A statement, they state access is existing but they have now installed gates and a kissing gate and increased the access by 2ft. JB – I have a personal interest as I live in Standen Street. I believe it is much improved visually as an amenity. If they need a building to maintain and develop the orchard then that is fine. PB thanked everybody for their views. The public session closed at 8.25pm 1 Election of Chairman: Chairman PB nominated DB. Proposed by GR. PC unanimously resolved to accept DB as the Chairman. DB signed the declaration of office, witnessed by the Clerk DB thanked all and outlined the importance of support from fellow cllrs 2 Election of Vice-Chairman: Chairman DB nominated MK. Seconded by JH. PC unanimously resolved to accept MK as the Vice-Chairman. MK signed the declaration of office, witnessed by the Clerk 3 Apologies: None 4 Councillor Representatives/ Working Groups & Members Registers 11/12: Chairman DB proposed that all sub-committees be now known as working groups in order to avoid confusion. The PC resolved to accept the working groups/representatives for the year 2011/12 [attached] Clerk distributed Member’s Registers and advised any amendments must be made and reported back within 28 days in order for the clerk to advise TWBC. Cllrs were reminded that it is their responsibility to update any changes. PC Action 5 Declarations of Interest: TW/11/00954/FUL/SJM JHem declared a personal interest as a friend owns a plot on the orchard development JB declared a personal interest as she resides in Standen Street 6 Minutes of the Ordinary Meeting held on 21 March 2011: JB proposed that Minute No: 115-10/11 is noted in full. Clerk amended the minutes to include the full note from page 67 of Local Council Administration 8th Edition. Chairman DB signed the amendment. JB proposed that Minute No: 120-10/11 should include that the cheque for Kent Youth was cancelled as the Chairman said we should not become affiliated. Clerk amended minutes. Chairman DB signed the amendment. PC resolved to accept the Minutes of the Ordinary Meeting held on Monday 21 March 2011 confirmed and signed by the Chairman. PC Resolved 7 Minutes of the Extraordinary Planning Meeting held on 18 April 2011: PC resolved to accept the minutes of the Extraordinary Planning Meeting held on Monday 18 April 2011 confirmed and signed by the Chairman. PC Resolved 8 Minutes of the Annual Parish Meeting held on 3 May 2011: All cllrs had received a copy of the minutes. PC resolved to accept the minutes of the Annual Parish Meeting held on Tues 3 May 2011 as a true record. PC Noted 9 Matters Arising: Minute No 124 10/11 – TWCSU Trickster. Chairman DB reported on the success of the event held at BVH. Over 30 people attended the musical which raises awareness of distraction burglary for the elderly. Minute No: 106 10/11 – Village Clean Up. Clerk advised the clean up had been disappointing. Despite advertising in the WA and Parish Magazine only 14 residents took part, of which 4 were cllrs. One family attended and advised they would encourage other families to take part in future. Minute No 117 10/11 – Ramblers Association Footpath Warden. Chairman DB advised Trevor Moore had agreed to take on this role. He had met with John Smout and would be working closely with Philip Message and a small group to ensure the 62 paths of the parish are walked biannually. Chairman DB thanked TM on behalf of the PC. Minute No: 124 10/11 – Kent & Medway Funding Fair. JB advised she had attended the fair as a Trustee of Benenden Almshouse and as a PC member. She listened to community led planning – looking towards the future and funding initiatives. Chairman DB thanked JB for attending. Minute No 116 10/11 – Review of Standing Orders & Financial Regulations. Chairman DB advised this was a work in progress. Clerk to type up and a response was still awaited from TWBC Paul Cummins. Minute No 120 10/11 – Youth Forum. GR asked for clarification that the clerk would not be involved with the workings of the Youth Group as had been indicated by the previous chairman. Chairman DB advised that the PC is supportive of a steering group which would involve outside people but there was no agreement for the PC to run a youth group. GR outlined that he felt the PC should be more involved and help the youth organizations in the village. The youth bus had been a great success. PB advised the purpose of the PC youth group was to find out what the youth would like with realistic funding requests. Kent Youth affiliation not suitable. JB asked if the clerk would be involved with administration, contacts, photocopying etc. GR requested a meeting to discuss this. DB agreed the need to clarify the objective of the group and resolve how it progresses. DB/GR/JB/JHem Minute No 124 10/11 – KHS Cliff Wilson retirement. Chairman DB advised PC representatives had met with Cliff Wilson to say farewell. He introduced Mark Osbourne, our new area inspector. PC thanked Cliff for all his hard work and support during his years covering Benenden. 10 Subscriptions & Donations S137 11/12: PC discussed and resolved to accept the proposed subscription and donation list. [attached] including a donation to RBL 90TH Birthday Celebration to cover public liability insurance. PC Resolved 11 KCC PROW – Vegetation Clearance Cuts: JHem outlined KCC proposals to cut their clearance schedules by up to 50%. Historically there were 13 paths now only 6 maintained by KCC, as land owners are maintaining prows. Philip Message had confirmed he was liaising with KCC to substitute any paths which we see as priorities. 12 Telephone Kiosks: Iden Green refurbishment – Clerk read out the 3 quotes received. Following discussion the PC resolved to accept the quotation from M Patrick. Clerk to contact. PC Resolved Goddards Green Kiosk – JHag reported Marden Heritage Group had been unable to remove the kiosk, as it had been deep set within the concrete. Further work required. Clerk advised the removal was scheduled by the end of May. 13 Public Toilet Rates: Chairman DB advised rates for 10/11 and 11/12 had been received from TWBC. PB had contacted TWBC Valuation Office to notify our plan to appeal for reduced costs as the toilets are sited on HT land. PC Noted 14 TWBC Meetings Report: Planning Policy – Core Strategy Review Consultation. Chairman DB advised PB, RL & DB had attended a meeting at TWBC and outlined the proposals of the review. Changes to the number of proposed housing developments based on a "settlement" hierarchy. Fewer houses proposed for Benenden. Hawkhurst’s issue over village or town status could impact if they remain a village, as other parishes will have to 3 absorb proposed numbers. The proposal does not include AH, we would not be expected to accommodate more AH. RL understood TWBC to be on target to fulfill their housing quota. TWBC Councillor Convention – Chairman DB advised this meeting was cancelled. 15 Planning Report: [i] RL discussed previously circulated Monthly Planning Report [attached] RL advised on two refusals notifications received since the planning report was issued. TW/11/00814 – Coppice House, Goddards Green Road TW/11/00769 – OS Plot 3460, Standen Street, Cascade Developers [ii] TW/11/00954/FUL/SJM RL felt the PC would have difficulty identifying solid planning reasons for refusing this application. PC needed to question the need for a barn and mower which is only used twice a year; plan stated it was 55 hectares but should read 55 acres; viability of orchard; unsure of validity of covenants and mis-wording in the application. RL recommended the plan was returned without a decision until further information received. Following lengthy discussion Chairman DB opened the meeting to TWBC FR. FR explained the process and value of "call-in". It gives local people and PCs as individuals, an opportunity to express their views to a committee, without the decision being made solely by TWBC Planning Officers, who are governed by rules and policies. Chairman DB suggested the PC Refuse the application with a recommendation for it to be called-in. PC resolved to refuse TW/11/00954/FUL/SJM Chairman DB requested TWBC FR "call-in" PC Resolved Clerk confirmed the Planning Rota for 11/12 had been circulated. Cllrs asked to advise RL or Clerk or any changes. 16 Financial Report: Payments made on Parish Council’s behalf since 15 March 2011 Income SO Harmsworth Trust – Clerk Mar 11 salary 100.00 CR KCC – Rural Bus Shelter Grant 5.00 BK Bank Interest 9.90 TFR TWBC – 50% Precept 11/12 11500.00 SO Harmsworth Trust - Clerk Apr 11 salary 100.00 TOTAL 11714.90 Outgoings Chq No Supplier D/D Waitrose.com – Broadband April 2011 18.99 495 Stationery Express – copying; envelopes 11.30 496 Benenden Memorial Hall – hire 17 Jan + 21 Mar 18.00 497 M English – Public Toilets Clean Mar 11 + disinfectant 193.63 498 B Sullivan – Mar 11 salary 653.86, post 4.50, stny 4.05 662.41 499 Post Office Ltd – Tax/N.I. BS 1 Jan – 31Mar 11 239.20 500 G Reynolds – football net, clips, pegs [Youth] 74.00 501 Iden Signs – Public Toilet Sign opening hours 30.00 502 J Clarke – public toilets toilet tissue 12.34 503 Stationery Express – ink, stny, copying 41.88 504 BT Payment Services – office phone 79.59 505 M English – Public Toilets Clean Apr 11 180.00 506 B Sullivan – Apr 11 sal, clean up WA 9.20; refuse sacks 718.42 507 B Sullivan – AA11 WA 64.80, refresh 97.45, help 20, flyer 4 186.25 508 Stationery Express – ink; printing; laminating 40.09 D/D Waitrose.com – Broadband May 2011 18.99 TOTAL 2525.09 After all cheques cleared Clerk confirmed C/A held £500 and D/A held £24,799.68 4 [incl: cancelled chq not presented 08/09 249 £2.00] Reconciled with Bank Statement 31/3 & 28/4 Balance: £26,081.86 Uncleared cheques Total: -£1,282.18 Balance in D/A £24,799.68 Parish Council resolved to accept monthly finance report PC Resolved [ii] Internal Audit Note 10/11 – Tom Dawlings Clerk advised TD would meet to discuss the circulated Audit note 10/11. Clerk to liaise with TD PC Noted [iii] Audit Commission: Annual Return 10/11 Clerk advised Benenden PC had been selected to have an Intermediate Audit for yr 10/11. 5% of PCs are selected at random each year. Bank statements and Auditor’s Report required. Chairman DB and Clerk signed section 1 & 2 of the Annual Audit Return. Clerk Action 17 Training & Development: [i] KALC Clerks Conference 15 June 2011. PC resolved to accept Clerk’s request to attend the course. PC Resolved [ii] NALC Communities in Action Conference 22 Sep 2011. Chairman DB advised the clerk and her may wish to attend this event. Notification of an event provided by SLCC had been received, which may provide similar subject matter. Clerk to enquire which event would prove more useful. SLCC membership is recommended for Clerks. Clerk Action 18 Correspondence: Chairman DB advised correspondence had been received from Benenden CE Primary School working group. A planning application would hopefully be submitted by end of June 2011. An invitation to the PC, to attend a presentation of the public exhibition being held 16-19 June. Cllrs to email Clerk to confirm attendance. PC Action Chairman DB read out a card to the PC from Philip & Miriam Message thanking everyone for the wonderful celebration of their retirement, this was held at a recent coffee morning. A commissioned painting by John Hanson was presented to them. Chairman DB advised the Benenden Almshouses had 2 new trustees. Mrs D Burgess and Mr S Robinson. The charity now has 7 trustees. Clerk spoke on the previously circulated correspondence report [attached] Clerk outlined CAB were providing a new outreach service which would commence from the beginning of June. The bus would be in the village every Mon from 10.30am -12pm and would be located in the BVH car park. Clerk advised on the Kent Forum. A strategic group bringing together local government in Kent between its 13 District and County Councils. Kent forum replaces Kent Partnership. Further information can be found at www.kentforum.org.uk. First Briefing No 1 in office. Clerk advised KCC are carrying out an update of the Kent Habitat Survey which aim is to improve ways in which key species and natural habitats are maintained and restored. For further information contact the clerk. KALC News "The Good Councillors Guide 3rd edition." Clerk advised copies were available at £1 each from KALC. PC agreed to purchase 10 copies. Clerk Action Chairman DB reported the planned Queens Diamond Jubilee Village Celebrations working group has a designated website. A request for groups and individuals to put forward ideas or to be involved had been distributed. Benenden2012@mail.com Chairman DB reminded PC of the open public meeting "The Localism and Decentralisation Bill" with speaker Greg Clerk MP, being held on 24 June 2011 7.30pm at the Vestry Hall, Cranbrook. 5 There being no further council business the meeting closed at 10.20pm Chairman DB opened the meeting to TWBC FR TWBC FR spoke on: Cranbrook Youth PC Group with offers of advice and help. CAB may require a more private place than BVH car park due to the sensitivity of the service provided. Chairman DB thanked TWBC FR for his comments and opened the meeting to the Public. DH expressed his thanks on behalf of many parishioners, to Cllr PB, for his role as Chairman over the past 5 years, and his commitment to the village and its parishioners. Chair DB thanked everybody for attending. The meeting closed at 10.25pm Next Meeting On: Monday 20 June at 8pm At: The Memorial Hall, Benenden HARMSWORTH MEMORIAL TRUST MATTERS Annual Meeting held 16 May 2011 Present: Cllrs Bailey, Beattie, Blockley Clarke, Hagens, Hemsley, Lake, Kellett, Reynolds, Clerk 164 Note of Chairman Election: PC Minute No: 1 11/12 – It was resolved to elect Cllr DB as PC Chairman, her duties include Chairman of Harmsworth Memorial Trust. HT Noted 165 Apologies: None 166 Minutes: The minutes of the Ordinary Meeting of Harmsworth Memorial Trust held on Monday 21 March 2011 were confirmed and signed by the Chairman. HT resolved to accept the minutes as a true record. HT Resolved 167 Matters Arising: None Raised 168 Benenden Village Hall: [i] HT Minute No 160 10/11 Car Park Repair Quotations: PB, JC and JHem had met with KCC RM, who confirmed the concrete specification was adequate and suggested the mix content. Chair PB has details. Use of colour tarmac was an option. HT agreed to obtain costs for a grey tarmac. Clerk read out the 3 quotations again. HT resolved to accept the quote from TGR Groundworks. GR offered to remove spoil if the spoil had a high tarmac content and an implication on the cost. Chairman DB thanked GR. Clerk to advise TGR Groundworks. HT Resolved [ii] ACRK Village Hall of the Year Competition BVHMC Chairman JC advised the BVHMC are entering this competition, which gives village hall committees an opportunity to win £500. BVHMC Chairman advised a full risk assessment had been completed as part of the H&S Policy review and advisory notes were being implemented. He also advised a window in the main entrance fire doors had been replaced and thanked Croft Glass for their prompt action. HT Noted 169 Finance Report Harmsworth Trust: HT resolved to accept the monthly finance report. Payments made on Harmsworth Trust’s behalf since 15 March 2011 Income St Georges Mar 11 rent 158.33 BVH Mar11 wages 537.80 Ben Pre School Autumn Term 10 Fees 576.00 St Georges Apr 11 rent 158.33 BK Bank Interest 3.51 TOTAL 1433.97 Outgoings Chq No Supplier D/D Aviva - Insurance Mar 11 387.46 125 D Dalrymple – Mar 11 449.80 126 Post Office – Tax/NI 1Jan-31Mar 11 417.00 SO Rate Account – BS clerk Mar 11 100.00 D/D Aviva – Insurance Apr 11 390.34 127 G Reynolds – Hedgecut I/G 10/11 48.00 128 TWBC – Rates Ben Pre School 11/12 220.83 129 D Dalrymple – Apr 11 449.80, Petrol 13.80, phone 76.40 540.00 130 Iden Signs – St Georges No Parking sign replacement 18.00 131 PP Estates – BVH Oil mower/strimmer 7.00 SO Rate Account –BS clerk April 11 100.00 TOTAL 2678.43 Clerk confirmed C/A held £500 and D/A held £6,310.42 Reconciled with Bank Statement 31/3 + 28/4 2011 Balance: £6,923.42 Uncleared cheques Total: -£613.00 Balance in D/A £6,310.42 HT A/C NO 2 Balance in No 2 A/C at 31/3/11 1037.81 Bank Interest .50 Balance in No 2 A/C 1038.31 HT Noted 170 Correspondence Clerk advised a parishioner had reported offensive graffiti on I/G play equipment. PB/Clerk carried out a visual check and PB advised it may simply require removal using a wire brush and hot water. HT agreed to ask DD to remove. Clerk to contact TWBC Graffiti squad if further assistance required. HT Noted There being no further business the meeting closed at 10.35pm Date of Next Meeting: Monday 20 June 2011 at 8pm At: The Memorial Hall, Benenden