1 / 14-15May 2014
TheMinutes of theANNUALMEETING of the Upchurch Parish Council held in the hall of Holywell School on Thursday1st May 2014commencing at 7.15pm.
Present: Cllr Sara Tucker, Cllr Gerry Lewin,Cllr Michael Apps, Cllr John Arnold, Cllr Patricia New,Cllr Susan Rossiter,Cllr Maria Rose, Mrs Claire Attaway (Clerk) and 9 members of the public.
Apologies:Cllr Pamela Denny and Cllr Peter Masson.
- Election of Chairman – Cllr New proposed, and Cllr Rossiter seconded, that Cllr Tucker be Chairman. There were no other nominations. All agreed and Cllr Tucker signed her declaration of acceptance of office.
- Election of Vice-Chairman – Cllr Tucker proposed, and Cllr Lewin seconded, that Cllr Arnold be Vice-Chairman. There were no other nominations. All agreed and Cllr Arnold signed his declaration of acceptance of office.
- Election of Representatives –It was proposed by Cllr Rossiter and seconded by Cllr Rose that the following were elected to represent Upchurch Parish Council as follows:
a)KALC Cllr New andCllrTucker
b)Village HallCllr Tucker
c) School GovernorCllr Denny
c)Police Liaison OfficerCllr Rose
d)Tree WardenCllr Apps
e)HighwaysCllr Arnold
f)Footpaths OfficerAll, Cllr Tucker & Clerk to review & allocate
g)External fundingCllr Denny & Cllr New
h)Planning Application Review TeamCllr New, Cllr Rossiter, Cllr Denny, Cllr Tucker and Cllr Rose
4.Allocation of Responsibilities – The following areas of responsibilities were agreed:
Paddock:Cllr Masson* and Cllr Arnold
Allotments:Cllr Masson* and Cllr Tucker
Burial Ground and Churchyard – Cllr Rose and Cllr Rossiter
Recreation Ground – Cllr Denny and Cllr Tucker
Internal Financial Controls – Cllr Rossiter
Responsible Financial Officer (RFO) – The Clerk
This concluded the business of the Annual Meeting and the evening continued with the monthly meeting of the Council.
* To be confirmed.
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The Minutes of the MEETING of the Upchurch Parish Council held in the Hall of Holywell School on Thursday1st May 2014 following the Annual Meeting of the Council.
Present: Cllr Sara Tucker (Chair), Cllr John Arnold (Vice-Chair), Cllr Gerry Lewin, Cllr Michael Apps, Cllr Maria Rose, Cllr Patricia New,Cllr Susan Rossiter, Mrs Claire Attaway (Clerk) and 9 members of the public
Apologies: Cllr Pamela Denny and Cllr Peter Masson.
5.Minutes of the meeting held on 3rd April 2014 –On page 74/13-14 item 145 iii) “maneuvers” should be spelt “manoeuvers”. On Page 75/13-14 item 146 vii) “traveler” should be spelt “traveller”. On Page 77/13-14 item 147 iv) insert “Parish” before the word “Council”. On Page 77/13-14 item 147 vi) “Councilors” should be spelt “Councillors”. On page 79/13-14 item 153 iii) insert “one in” after “and” and before “Wallbridge Lane”. It was proposed by Cllr Arnold and seconded by Cllr New that the minutes be accepted as a true record and all agreed. Cllr Tucker signed them.
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Public Time
i)SW/14/0190 2 Church Farm Road – A resident questioned a comment submitted by the Planning Review Team. Cllr Tucker clarified that the plans were ambiguous. The resident commented that he had amended the plans on the advice of Swale BC and permission had now been granted.
ii)Gypsy/Traveller site – A resident reported that he had put up notices regarding the planning application at Orchard Park. He commented that it felt like the village was accepting travellers and that he can see caravans coming into the horizon. Cllr Tucker explained that the Council was trying to voice the concerns of the settled community and that members noted his comments.
iii)Highway issues –A resident raised concerns about the amount of damage the delivery Lorries were causing in the village, in particular the Lorries delivering to the Co-Op. He also reported that two road accidents had happened in one day. One in Forge Lane outside the Fish & Chip shop and one outside the Car Sales Showroom in Horsham Lane. It was explained that cars were being parked too close to the boundary with Horsham Lane and that they were using a full size transporter. It was suggested that this be reported to PCSO Cork when he holds his surgery at the Post Office. Cllr Tucker reported that the Council had contacted the Co-Op to raise resident’s concerns about the delivery Lorries and it was hoped that the Store Manager would attend the next GPC meeting to discuss this further.
iv)Planning department at Swale BC –A resident questioned the handling of planning applications for gypsy & traveller sites. He reported that a fence in Orchard Park dividing the small orchard/farmers field had been taken down.
v)Overhanging vegetation –A resident commented that a large amount of vegetation would need cutting back. There were many sites in the village where the sightlines were poor for example, overgrown vegetation outside 116 Oak Lane meant that you could not see anything coming down Oak Lane. Cllr Arnold will follow this up with Highways. JA
vi)Swale BC Councillor –Cllr Lewin reported that the situation with a planning application for a gypsy & traveller site in Holywell Lane had changed. The site had been sold to a different family. He reported that there were now 4 touring caravans on site, with at least 2 of the families on site having 2 and 3 small children respectively. The Enforcement Officer had decided it was not appropriate at this time to serve an enforcement notice and had advised the occupiers to submit a planning application within the next 28 days, failing which they would move to serve an enforcement notice. Cllr Lewin explained that he had replied to this as follows:
I am amazed that we are not taking a firm stand on this.
Holywell Lane has been transformed from a quiet rural lane to a lane urbanised by Gypsy & Travellers. This latest situation will undoubtedly create further issues of access to sites etc., which as happened recently will damage the environment.
We must put ourselves in control of these situation not put it in the hands of others. I do not accept that the land now newly occupied has deemed consent for use by Gypsies. This will be a retrospective application yet again.
vii)Car Sales Showroom in Horsham Lane – Another resident raised concerns about this site and commented that it needed to be controlled. The frequency of the large transporter in this rural lane would cause problems. The Clerk will contact Swale BC to raise these concerns. Clerk
viii)Councillor – Cllr Baldock advised residents that they could report overgrown vegetation via the website clicking on Report a problem on the road or pavement. He encouraged residents to log faults as KCC were more likely to take notice if they received notification from many people. A meeting with Swale West Parishes had been arranged and Cllr Tucker confirmed that she was able to attend.
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6. Declarations of Interest
None
7.Correspondence
None
8. Planning
i) SW/14/0423 R/o 124 Chaffes Lane – New dwelling within rear garden- The Planning Review Team commented as follows:
- It believes it is an over-developed back-fill
- It will impact on the owners of Nos. 134 and 132 Chaffes Lane
- The owner of No.2 Marstan Close is a relative of the applicants and, although she may not object to the use of the right way of fronting her property, any future owner could find it intrusive.
- The views of the owners of No. 3 and all neighbours in Marstan Close and the surrounding properties on Chaffes Lane and Oak Lane should be given serious consideration.
- Marstan Close is a small, cul-de-sac with congested parking and the proposed development would exacerbate this problem with increased on-road parking for visitors or commercial deliveries.
Taking these views as a whole, the Planning Review Team objects to the proposals.
ii) Permissions and refusals
Permission granted:
TC/14/0028 21 Oak Lane – reduce Holm Oak tree by 33%, annual pruning to maintain reduced size.
SW/14/0161 Gibbens Farm Bungalow, The Street, Bredgar – The transfer of agricultural occupancy condition attached to the bungalow, Gibbens Farm, Bredgar to the cottage, Gore Farm.
SW/14/0190 2 Church Farm Road – First floor extension over existing garage.
iii) Other planning matters – Oast Field Stud, Gore Farm Track, Holywell Lane – Change of use of land to a 1 no. pitch gypsy site (1 no. mobile home, 2 no. touring caravans) with associated foaling boxes and parking bays. The Clerk advised that this planning application would be reported to the Planning Committee of Swale BC on 8th May 2014. Cllr Tucker offered to attend and it was agreed by all that she should register to speak at the meeting. The Clerk will arrange this. ST/Clerk
9. Points raised at Annual Parish Meeting
i) Pavement along Windmill Hill – Cllr Arnold advised that he was trying to arrange a meeting with Highways about reducing the speed limit along Horsham Lane. The Clerk will report the issues with the footpath via the fault reporting website Clerk/JA
ii) Paddock Project – The GPC will discuss drafting a maintenance plan.GPC
iii) Recreation Ground Gate – Cllr Tucker will investigate the issues with the gate and discuss with the GPC. ST/GPC
iv) Hedge adjacent to 39 Oak Lane – The Clerk advised that Cllr Denny was investigating this. PD/Clerk
v) Footway outside 19 & 21 Oak Lane – A resident reported that he had cleared the overgrown vegetation.
10.Finance
i)Cheques for approval and signature– It was proposed byCllr Arnoldand seconded by Cllr Newthat the following cheques be signed, and all agreed:
103254Mrs C A AttawayPostage£18.71
103255Mrs M FentonVillage Cleaning£167.22
103256Mrs E WaltersBurial Ground gardening & equipment£67.20
103257Mrs S RossiterWine for Annual Parish Meeting£30.64
103258Kent County CouncilPortable Hard Drive£63.60
103259Kent County CouncilPurchase of new UPC laptop£528.00
103260Konica MinoltaPhotocopier Chrgs – rental£36.86
103261Shaw & SonsBinding of minutes£129.60
103262Aon UK LtdInsurance renewal£2,127.47
103263Tree CraftRemoval of branches overhanging road£200.00
103264Grasstex LtdGrass cutting£472.80
Members also noted the following direct debit payments:
BTtelephone charges£92.66
EDF EnergyStreet Light energy£257.25
Also, a standing order:
Mrs C A AttawayClerks Salary£547.45
Members also noted the following income:
Swale BCParish Precept & Lighting Grant 2014/15£12,949.00
VariousAllotment rent£127.50
Mrs NewburyInterment of ashes£300.00
Mr LongPermission for memorial£30.00
ii)Approval of Direct Debits and Standing Orders – It was proposed by Cllr Tucker and seconded by Cllr Rossiter to reapprove the monthly direct debit payments to EDF Energy, the quarterly direct debit to BT, the half-yearly standing order to St John’s College and the monthly standing order to Mrs C A Attaway. All agreed.
iii) Final Accounts for approval – a copy of the accounts for the year 2013-14 had been circulated and approved at the Annual Parish Meeting held on 24th April 2014. It was proposed by Cllr Lewinand seconded by Cllr Appsthat they be approved by members and all agreed. Cllr Lewin pointed out that the Councils expenditure was greater than its income therefore it was necessary to move towards three year budgeting. Clerk/ST
iv) Annual Audit Return – The Clerk had circulated copies of the relevant pages of the Audit return. It was proposed by Cllr New and seconded by Cllr Rossiter that section 1, statement of accounts, be approved. Section 2, Annual governance statement, was perused and completed satisfactory. All agreed. Clerk
11. Administration
i)General Purposes Committee(GPC) – a copy of the notes taken from the meeting held on 16th April 2014 had been circulated.
ii) Resignation of Village Cleaner – Background information on this role had been circulated. Cllr Tucker explained that the current role was unmeasurable and explained various other options the Council could consider. It was explained that road sweeping was a service carried out by Swale BC. Cllr Arnold was looking into a caretaker role offered by Kent County Council (KCC). The Clerk was consulting neighbouring parishes to find out how they manage this role. Another option put forward was to use a subcontractor. Cllr Tucker thanked Cllr Denny, Cllr Rose and Cllr Lewin for offering to help litter pick in The Paddock whilst the Council considers this role. Members expressed a preference to the possibility of employing a sub-contractor and Cllr Arnold will follow this up with KCC. Cllr Rose suggested renaming the role to “Village Caretaker” which could include additional tasks, for example, cutting back vegetation overhanging sightlines. The GPC will follow this up. JA/GPC
12.Allotments and Recreation Ground
i) Salt in Recreation Ground Car Park – It was reported that the salt bags would be removed by the end of May. Anyone wishing to collect some of this salt were encouraged to do so as soon as possible.
ii) Chestnut fencing bordering Oak Lane – Cllr Tucker and Cllr Denny were looking into the condition of the Recreation Ground fence. PD/ST
iii) Noticeboard for Allotments – It was explained that Mr Osborne had asked for a specification for this. A resident had offered to install the noticeboard. The design and specification would be confirmed at the next GPC meeting. It was also suggested to install a noticeboard in the Burial Ground. Again, this would be discussed at the GPC meeting. GPC
iv) Signs for Recreation Ground Car Park – Cllr Tucker will install these signs once inspected reported damage to gate. ST
13.Paddock
None.
14. Burial Ground and Churchyard
i) St Mary’s Church Clock – The Clerk reported that a quote to the sum of £368 + VAT had been received from Gillett & Johnston for replacing the winding switch. It was proposed by Cllr New and seconded by Cllr Rossiter that this be accepted and all agreed. Members requested that the engineer investigate why the clock is not working properly when they attend to carry out this repair work. The Clerk will arrange this. Clerk
15. Environment
i) Proposal for aBus Shelterin the Village Centre– A paper prepared by those “for” and those “against” had been circulated. A copy is filed with these minutes. Cllr Tucker read both these papers out and then asked members for comments. Cllr New commented that the minority tend to get overlooked. Cllr Rossiter commented that if you didn’t follow this through because it might get vandalised, you wouldn’t do anything. It was commented that the financing of the shelter was an area of concern. Cllr Lewin commented that past history was documented by those “against” therefore an alternative location for this should be considered, for example, opposite the Fish & Chip Shop in Forge Lane. There was a tendency for anti-social behaviour outside the Village Hall and by Bradshaw Close, possibly due to the Co-Op being opening till late at night. He commented that alternative transport arrangements could be made if a resident did not want to get wet waiting for the bus. Cllr New explained that the proposal included the need for a seat. Cllr Lewin commented that the 327 Bus Service had numerous stops that did not have a bus shelter and questioned why Chalkwell were not taking an interest in this. Cllr Apps explained that he would be voting in favour of this proposal. Cllr Tucker asked members to vote on the following proposal:
Those in favour of progressing the administration side of progressing the proposal for a Bus Shelter in Horsham Lane
With 4 members for and 3 members against, it was agreed that the Council would contact the Conservation Officer to discuss further. It was explained that funding was an issue and that the Council would take time in making decisions on how and when this would move forward. Clerk
ii) Barbara Webb Memorial – Cllr Apps reported that it was fifty years since the loss of Barbara Webb, Carnival Queen who died 1964 whilst carrying out her duties and commented that the Council should not let this anniversary go unmarked. Cllr Lewin reported that Mrs Madden had indicated her intention to replace the bowl used in the presentation for the Best Kept Garden Competition. Cllr New explained that the Village Hall Management Committee may like to be involved, perhaps by planting a tree or plant. It was agreed that Cllr New and Cllr Tucker would consult the Village Hall and Cllr Lewin would contact Mrs Madden. ST/PN/GL
iii) Upchurch Best Kept Garden Competition – Cllr Lewin referred members to an article in the Gabriel, Parish Council website and Upchurch Matters.
16. Highways
i) Identification of Street Lights – It was proposed by Cllr Tucker and seconded by Cllr Rose to accept a quote to the sum of £235.50 for producing fifty labels. All agreed and the Clerk will arrange this. Clerk
ii) Replacement Street Light in Breach Lane – Cllr Arnold reported that the new light in Breach Lane had been installed.
iii) UK Power Networks grant – Cllr Arnold reported that he had submitted a grant application for installing energy saving street lighting at a cost of around £10,000.
17. Reports from representatives
i) Village Hall – Cllr Tucker reported that she attended the AGM. Cllr New reported that the Village Hall Management Committee were looking into replacing the fascias and guttering.