C/05/2008/1-31

PRESENT:

Cllr David Coomber

Chairman

Cllr Trevor Archer

Cllr Mrs Valerie Archer

Cllr Mrs Jane Etheridge

From item 15

Cllr Peter Hicks

From item 8

Cllr Mrs Brenda Hoskin

Cllr David Miller

Cllr Geoff Moore

Mrs Roxana Brammer

Clerk

In attendance

Mr Robert Emby

Item

Minute number 2009/10

Action point

1

46

ELECTION OF CHAIRMAN

It was proposed by Cllr Archer, seconded by Cllr Moore and agreed unanimously that Cllr Coomber be elected Chairman for the year.

2

47

CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE

Cllr Coomber signed his declaration of acceptance of office.

3

48

ELECTION OF VICE-CHAIRMAN

It was proposed by Cllr Mrs Hoskin, seconded by Cllr Mrs Archer and agreed unanimously that Cllr Moore be elected Vice-chairman for the year.

4

49

VICE-CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE

Cllr Moore signed his declaration of acceptance of the office of Vice-chairman.

5

50

APOLOGIES

Apologies for absence were received from

Cllr Mrs Pam Coomber

Family commitment

Cllr Gary Etheridge

indisposed

Cllr Paul Ribbons

work commitments

Cllr Tom Mason

At a meeting of Medway Council

It was proposed by Cllr Coomber, seconded by Cllr Moore and carried unanimously that these apologies be accepted by the Council.

Apologies for late arrival were received from Cllrs Mrs Jane Etheridge and Peter Hicks.

6

CODE OF CONDUCT

51

a

Declarations of Interest and Alterations to the Register

None.

52

b

Standards Committee

The Chairman reported that the Standards Committee had 2 vacancies for independent members. The outgoing members had agreed to continue until replacements had been found.

7

APPOINTMENTS TO COMMITTEES

53

a

Planning Committee

It was proposed by the Chairman, seconded by Cllr Moore and agreed the members of the planning committee be as follows:

Chairman                         ) ex officio

Vice-Chairman                )

Cllr Trevor Archer

Cllr Mrs Valerie Archer

Cllr Mrs Pam Coomber

Cllr Gary Etheridge

Cllr David Miller

54

b

Finance Committee

It was proposed by the Chairman, seconded by Cllr Moore and agreed the members of the finance committee be as follows

Chairman                         ) ex officio

Vice-Chairman                )

Cllr Mrs Jane Etheridge

Cllr Peter Hicks

Cllr Mrs Brenda Hoskin

Cllr Tom Mason

Cllr Paul Ribbons

8

APPOINTMENTS OF REPRESENTATIVES TO OTHER BODIES

55

a

Rural Liaison Sub-committee

Cllr Coomber

56

b

KALC Medway Area Committee

Cllrs Moore and Miller.

57

c

Police Liaison Committee

Cllr Miller; alternate Cllr Archer.

58

d

Memorial Hall Management Committee

Cllr Mrs Pam Coomber

59

e

Upnor Residents Association

Cllr Moore; alternate Cllr Hicks.

9

APPOINTMENTS TO OTHER POSTS

60

a

Footpaths Officer

Mr David Levy; Assistant Footpaths Officer Mrs Wendy Williams

61

b

Tree Wardens

Mrs Marilyn Campbell, Mrs Lindsay Hargreaves and Mrs Karen Seymour.

62

c

Youth

Cllrs Etheridge and Ribbons

10

63

ANY OTHER BUSINESS OF AN URGENT NATURE

The Chairman said he wished to report on vehicle insurance for councillors.

11

64

MINUTES OF THE MEETING HELD ON 23 APRIL 2009

It was proposed by Cllr Archer, seconded by Cllr Moore and agreed that the minutes of the meeting held on 23 April 2009 be signed as a true record.

12

MATTERS ARISING

65

a

C/04/09/14(26): Frindsbury Hall Nursing Home

The Clerk had written to the Chief Executive of the care home company, but had received no reply.

66

b

C/04/09/15(27): Greenfields Boot Fair

The Clerk had sent an e-mail to the farmer asking whom to contact at the Church Commissioners, but he had not responded. She had telephoned Mark Greenfield and had left voice mail messages and he had not replied. She would keep trying.

13

67

FOOTPATHS

In Mr Levy’s absence, there was no report.

14

UPNOR

68

a

Upnor Residents Association

Cllr Moore said that the AGM was being held that evening.

69

b

Lower Upnor Riverside Project

Cllr Hicks reported the planning application had been resubmitted. Those present at the last meeting of the partners had spoken in more depth about funding and grants and Martin Hall had recommended the commissioning of a professional illustrative promotional statement that could be used to accompany any funding applications. Partner contributions had been deferred to a wider meeting to be arranged by Catherine Smith. Cllr Hicks reported on meetings with architect Robert Emby and introduced Mr Emby.

The Chairman suspended the meeting to enable Mr Emby to make his presentation.

Mr Emby tabled his draft design for the green at Lower Upnor. It was based on a compass to reflect the maritime history. Part of the design included part of the path that was outside the parish council’s ownership, but could be built at a later date.

The Chairman thanked Mr Emby and reconvened the meeting. The design was approved and Mr Emby was asked to work up final drawings and speak to a hard landscape builder. The Clerk would ask Green Acre Landscapes to submit a quotation for the soft landscaping, with a view to applying for an Eon community grant. Mr Emby’s quotation of £14 per hour for any future work on the scheme was accepted.

15

PLANNING

a

Applications

70

i

MC2009/0621: 45 Grasmere Grove, Frindsbury: 2 storey side extension with pitched roof, forming at ground floor dining room and WC and at first floor, bedroom 4 with en-suite and steel balcony overlooking rear garden

No objection, subject to no objections from neighbours.

71

b

Decisions

It was reported that MC2009/0389, 118 Cooling Road, Frindsbury, had been approved

c

Appeals and Other Matters

72

i

Manor Farm

Nothing to report.

73

d

Licensing Applications

None.

74

e

Minutes of the Planning Committee Meeting Held on 13 May 2009

Noted.

16

FINANCE

75

a

Bank Balances

The bank balances as listed on appendix B were noted.

76

b

Cheques Signed Since the Last Meeting

The cheque signed since the last meeting was ratified.

77

c

Accounts for Payment

It was proposed by Cllr Hicks, seconded by Cllr Moore and agreed the accounts for payment (cheques 101225 – 101226) as listed in Appendix B be approved, with the addition of £350, Robert Emby (cheque 101227).

78

d

Internal Audit

Mr Askham had carried out the internal audit and had no concerns.

79

e

Account 2007/8

It was proposed by Cllr Archer, seconded by Cllr Moore and agreed the accounts for the year to 31 March 2009 be adopted and signed by the Chairman and Responsible Financial Officer.

80

f

Audit Annual Return 2008/9

It was proposed by Cllr Hicks, seconded by Cllr Moore and agreed the Annual Return and Statement of Assurance be signed by the Chairman and Responsible Financial Officer/Clerk where indicated.

81

g

Chairman’s Allowance

It was proposed by Cllr Hicks, seconded by Cllr Mrs Etheridge and agreed the Chairman’s allowance for the year be £200.

17

GRANT APPLICATIONS

82

a

Kent County Playing Fields Association

It was proposed by Cllr Moore and seconded by Cllr Hicks that a grant of £25 be made. Cllr Mrs Hoskin proposed an amendment of £50. This was seconded by Cllr Mrs Etheridge. On being put to the vote, the amendment was lost by 2 votes for and 6 against. On being put to the vote, the original motion was carried by 7 votes for, none against and 1 abstention. The grant made under S 19 of the Local Government (Miscellaneous Provisions) Act 1976 (cheque 101228).

83

b

Arethusa Old Boys’ Association

The Arethusa Old Boys’ Association were applying for a grant to help with their Arethusa figurehead restoration project. It was proposed by Cllr Hicks, seconded by Cllr Mrs Etheridge and agreed a grant of £100 be made under S 145 LGA 1972 (cheque 101229)

18

HIGHWAYS AND TRANSPORT

84

a

Higham Road

Cllr Hicks reported that he had spoken to Debbie Hughes, who was acting on behalf of her mother who was a resident of Higham Road. He had suggested Mrs Hughes organise a petition and he would continue with the case as Medway Councillor.

19

MANAGEMENT OF THE COUNCIL’S LAND AND PROPERTY

85

a

Recreation Ground

Plants were missing at the front of the hall and would be replaced in the autumn. It was reported that the bench at the top of Frittenden Road near its junction with Benenden Road needed repairing.

86

b

Woodland

The Clerk reported that the tree surgeon was expecting to look at the trees at the rear of 8 Margetts Place shortly.

87

c

Allotments

An allotment holder had reported that one allotment was very weedy.

20

88

LIGHTING

Cllr Archer said he had noticed one light with a damaged base. He would obtain the number and report it.

21

89

YOUTH

In the absence of both Cllr Etheridge and Cllr Ribbons there was no report.

22

RURAL LIAISON COMMITTEE

90

a

Representative’s Report

The Chairman reported the next meeting was on 16 June at Allhallows.

91

92

93

b

Projects

i   Wainscott Village sign. Medway Council had provided a map at a cost of £25, which had been deducted from the rural liaison grant account. Unfortunately it was too small a scale and on A4 and the Clerk would have to get the map enlarged and printed onto A2.

ii  Youth project. Nothing to report.

iii Other projects. The entire allocation would have to be spent by the end of the financial year. All councillors were asked to give it some thought.

23

KALC/MAC 

94

a

Representatives’ Report

No meeting.

24

HALL MANAGEMENT COMMITTEE

95

a

Representative’s Report

In Cllr Mrs Coomber’s absence, Cllr Archer said no meeting had been held.

96

b

Hall Improvements/Extension

The Chairman tabled the surveyor’s draft plans. The full £75,000 would be needed to cover the extension and the alterations to the kitchen. The toilets would have to be altered as the additional space would mean additional provision. This would cost about £18,000. The Chairman suggested that an application be made for this from the £30,000 Rural Liaison Grant extra monies. He would meet the Hall Management Committee.

25

POLICE MATTERS

97

a

PCSO Report

In PCSO Sean Brooks’s absence there was no report. He is now holding a surgery at Hilltop School.

98

b

Police Liaison Committee representative’s report

Cllr Miller said there had been no meeting.

99

c

Neighbourhood Watch

Cllr Miller reported two cars had been broken into in the Upnor car park. There was a message from the County Watch liaison Officer and Kent Trading Standards on rogue traders. The annual conference would be held on 16 June at Rainham.

26

100

WEBSITE

Nothing to report.

27

101

CONSULTATION

No documents received.

28

102

CORRESPONDENCE

None.

29

103

REPORTS AND CIRCULARS

The reports and circulars as listed on the agenda were received.

10

ANY OTHER BUSINESS

104

a

Vehicle Insurance

The Chairman said he and Cllr Hicks had been at a meeting, where Medway councillors’ expenses had been raised. Advice had been given that any councillor should tell their insurers that they were councillors and used their cars on council business, which would include travelling to and from meetings. The item would be placed on the agenda for the next meeting.

30

105

EXCLUSION OF PRESS AND PUBLIC

It was proposed by Cllr Coomber, seconded by Cllr Moore and resolved to exclude the press and public from the following item on the grounds that the item concerned a contract

31

106

CLERK’S FEE

It was agreed the fee charged by the Clerk would be increased to £13.40 per hour with immediate effect. Car mileage would remain at 40p per mile.