30 HIGH HALDEN PARISH COUNCIL Parish Council Meeting held on Monday, 8 th October 2012 at 7.30 p.m. in the War Memorial Hall. Present: Mr A. Pickering in the Chair, Mr J. Audsley, Mr R. Carpenter, Mrs P. Ninham, Mrs J. Morgan, Mrs G. Rabjohns, Mrs S. Baldock, Dr Taylor Borough Councillor, Mrs K Carter Community Warden and the Parish Clerk, Mrs S. Carmichael. In Attendance: 16 members of the public. Meeting started at 7.30pm 88/10-12 Apologies None 89/10-12 Declarations of Interest on items on the agenda Mr Carpenter confirmed that planning application 12/01010/AS is local to him and as such he would like speak as a member of the public. 90/10-12 Agree previous meeting minutes The minutes of the PC Meeting on the 10 th September 2012 were proposed by Mr Pickering as a true record of the meetings. Decision: The minutes were accepted and unanimously agreed that Mr Pickering should sign them as a true record of the meeting. 91/10-12 Open Session for members of the public Mr Pickering opened the session to the public, firstly congratulating Mr Michael Kenyon- Slaney on his Award from the Diamond Jubilee Civic Awards. Mr Pickering advised that he would allow a second open session later in the meeting when the PC comes to the item regarding the proposed A28/A262 Traffic lights and the closure of Oak Grove Lane. A member of the public raised the question of hedge cutting, especially towards Middle and Further Quarters. Mrs Morgan confirmed that this had been reported to Landscape Services and a Job Number had been allocated and should be attended to in the next 28 days. Mrs Morgan confirmed that Landscape Services confirmed that with the very wet weather the hedge rows had experienced a large amount of growth this year. Mrs Baldock confirmed that the hedges are cut February and October each year. Mrs Morgan will chase again. 12/01010/AS Mr Carpenter spoke as a member of the public and confirmed that the application was for an additional 6 mobile homes (4 mobile homes already). Mrs Baldock confirmed that the area was a large space and that it was looked after very well. Mr Carpenter confirmed that there had been an objection from Mr Saddler on behalf of his mother who resides locally to the property. Mr Carpenter confirmed that although the residents are from the travelling community, the residents of the mobile homes are settled into the community, the children attend the Primary School and the new mobile homes will be for additional family members. The owner of the site confirmed that these mobile homes were part of the travelling community making a family home. Mrs Baldock expressed a concern that the site would have adequate drainage and water. The owner of the site confirmed that if the application is passed the site has to be developed to support the additional mobile homes, including potential expansion of the septic tanks. After some further discussion, and views that the mobile homes are equal to bungalows, and bring more potential customers to the new shops and businesses in the village it was agreed that they will be an additional asset to the village. The owner invited the PC members to visit the site.
With no further comments from the members of the public, the open session was closed at 7.50 pm. 92/10-12 Planning Applications Planning applications received: 12/01010/AS Pillreed Cottage, Plurenden Rd, High Halden, TN26 3JN 6 new mobile homes - Mr Audsley concluded that the site was a mini village, currently kept clean and tidy. Mrs Baldock was happy with the application as long as the right utilities are in place. Mr Pickering confirmed that the view of the PC is that they are fundamentally not against the application for an additional 6 mobile homes, with the families being an asset to the village and the children an asset to the primary school. Decision: Agree subject to ABC normal planning policies and processes for the travelling community, with a caveat that no more mobile homes would be installed in the future on the site. 31 12/01035/AS Summerlees Cottage, Thurstons Lane, High Halden TN26 3HY Proposed installation of tennis court with 2.75m high UPVC covered chain link fencing. - Mrs Baldock and Mr Audsley confirmed that the proposed plan was not overlooked, and the tennis court was hidden away. Decision: No objections to the planning application by the PC 12/01068/AS Stephendale, Ashford Rd, St Michaels, TN30 6PY Addition of a porch and alterations to the roof including raising the roofline and the addition of 3 dormers and 2 roof lights to create larger bedrooms on the second floor. - The PC discussed the application paperwork. Decision: No objections to the planning application by the PC Planning decisions received since last meeting: Approvals: 12/00658/AS 2 Ransley, Ashford Road, High Halden, Kent 12/00907/AS 12 Hookstead, High Halden, Kent Refusals Received: None at time of agenda. Other planning matters: None at time of agenda. 93/10-12 Finance Mrs Carmichael read out the Finance Report (attached at the end of the minutes). 94/10-12 Reports Ward Member Dr Taylor Dr Taylor apologised for his absences in the previous months but unfortunately other meetings coincide with the monthly PC meeting. Dr Taylor confirmed that the Borough Council are currently looking at the 2013/14 budgets, even though it is difficult at this stage to know what the government are doing. The government have also changed the way that Council Tax Benefits are managed, the Borough will look after this. The benefit for the elderly has been protected. The government are looking at more cuts so the Borough Council will be looking into making more savings,
whilst still providing the services required. Grants will be looked at as will the new home bonus, however it is unsure what the cuts will be at this stage. Dr Taylor confirmed that Ashford was part of the Portas Pilot and a committee will be tasked with the job of improving the Town Centre, making it worthwhile to visit. Community Warden Mrs Carter Mrs Carter confirmed that there had been several oil thefts of late in Bethersden and surrounding villages, and urged those with oil tanks to be vigilant and ensure adequate security such as lighting and cctv. The youth evening at USA Cop Cars had 11 youngsters attend and fill out the questionaire. The majority were interested in the youth club being run every week. Mr Carpenter confirmed that 14 children in total have responded, 9 wanted the club in the village. Mrs Ninham confirmed that their Saturday boy attends Homewood School and had not been given a questionaire. Mrs Carmichael confirmed her daughter who attends Homewood School had also not received one. Mr Carpenter confirmed there are other options to a youth club in the village, including partnering with other youth clubs, but confirmed that until the questionaire is done, nothing can be decided. Safety & Security Mrs Ninham Mrs Ninham confirmed that the damage to the play equipment had been reported. When they came out to quote, it was repaired there and then. Mrs Ninham was dissapointed with the turnout to the Open Evening at USA Cop Cars in September for the youth club, and disappointed that it seems that students from Homewood School had not received the questionaire as promised. Mr Carpenter said he would contact the school again. Environmental Mrs Morgan Mrs Morgan confirmed that the hedges were being clipped around the village after she had made phonecalls. The Football Field and Jubilee Field hedges will be cut in the near future. Youth Provision Mr Carpenter Mr Carpenter had already commented about the ongoing work for the youth club and will await replies from additional questionaires before pursue forward, although there are other options to a youth club in the village. Communications Mrs Baldock Newsletter All delivered, however there was the odd house that was missed out, PC was asked to ensure in the future that the delivery areas are checked and so that all houses receive a Herald. Mrs Carmichael ensured shortfalls of newsletters were handed to those delivering. Kentish Express Mrs Baldock persistence continues, items are now going in the KE so long as they are with them before Tuesday midday. Mr Audsley advised he had sent in an item about Speedwatch, but it had not appeared under the High Halden section. Mrs Ninham asked for a piece to be added about the Youth Club. Highways & Byways Report including Oak Grove Lane Mr Audsley read out his highways report (copy at end of minutes). Mr Carpenter asked what the average speed was during the speedwatch sessions. Mr Audsley confirmed it was approximately 32mph. Lorries rarely do 30mph, it just feels that they are travelling faster. There have been a few travelling faster including one at 39mph. 32
33 Oak Grove Lane Closure & A28/A262 Traffic Lights OPEN SESSION The following is a summary of the main points raised:- Mr Pickering opened this item up to the public to gauge the general response to the consultation released today by Kent Highways. There was a good general discussion about the numbers of people crossing the A28 and timing. Mrs Baldock confirmed there was a fatality some years ago. Mr Ball is concerned with the walking bus being setup from USA Cop Cars to the Primary School. There is a fair number of children who would utilise a crossing near Church Hill on the A28, which would also be utilised by others during the day to visit shops including the elderly. Mr Audsley confirmed that this had been investigated by Highways some 18 months ago, and was estimated to cost 90,000. Mr Pickering confirmed that Councillor King is also Chairman of KCC. It was confirmed that we had now received a copy of the consultation. This scheme was born from history surrounding problems with Oak Grove Lane, with the closure of the Lane put forward by Kent Highways approximately 1 year ago, making it residents only with a turning area. This closure was only for a trial of 6 months originally, the letter now says 18 months. London Beach junction will become an issue. It was wondered why KCC came up with the idea of traffic lights, queues in 3 directions. Mr Pickering confirmed that it is out for consultation, the PC do not support the proposed scheme and urged the residents to back the PC and object to the proposal in its current form. Everyone 200m from the junction should get a personal letter regarding the consultation. Mr Pickering confirmed that the PC need to discuss this item further, at a public meeting in the near future. Had speed bumps been considered for the lane? If we lived in Sussex a mini roundabout would have been installed at a lower cost Mr Pickering confirmed that Kent Highways have different rules. Dr Taylor confirmed that after the consultation the proposals then go to the Joint Transportation Board. It is important that the PC is represented to speak for the village at this meeting, and for the whole village to stand behind the council. Having traffic lights will cause a build up of traffic, big lorries will need to do a big turn, will there be adequate space? People dont keep to the speed limits, more accidents? Mr Pickering confirmed that he has been in contact with the Mayor of Tenterden and Biddenden Parish Council, who do not agree with the current proposals, and confirmed that himself and the Parish Clerk will be attending the Biddenden Parish Council Meeting the following evening. Mr Pickering said that he knew of 1 member of the village in favour of the closure of Oak Grove Lane, the majority of the village he felt were against the current proposals to close the road and install the traffic lights. Dr Taylor advised that there had been a letter to the PC in May 2011 to the previous Parish Clerk, however with the election of a new Parish Council, this letter was not acted on or followed up or forwarded by the Parish Clerk at the time to the new members of the Parish Council, and was therefore not acted upon at that time and picked up by the new Parish Council. Mr Pickering proposed an Extraordinary Meeting of the Parish Council on Monday 15 th October at 7.30pm in the War Memorial Hall, where a petition and information on where to object and an opportunity to discuss this matter further with more village members in attendance to gain the villages view on the consultation. Decision: Unnimously agreed by
34 the PC. Mrs Rabjohns will take the responsibility to prepare a paper based and electronic petition for the village to sign. Mr Audsley urged everyone to participate. The Parish Clerk will prepare the Extraordinary Meeting notices for the boards and website. Mr Pickering closed the Open Session for Oak Grove Lane and A28/A262 Traffic Lights consultation. 95/10-12 Christmas Tree Mr Pickering proposed that a Christmas Tree be sited next to Precinct 13 this year and funded by the PC, with a budget of 300 to include lights. Decision: Unanimoulsy agreed. Mrs Ninham confirmed that the electrical socket is still there from last year. The Clerk to investigate the cost of a suitable tree. 96/10-12 Best Christmas Decorations/Decorated House Competition Mr Audsley withdrew this item and will consider an item regarding this for the Herald. 97/10-12 War Memorial Hall Flooring Mr Pickering advised no further action with this at the moment, to be rediarised for the next agenda. 98/10-12 Church View Mrs Baldock confirmed that she and Mr Audsley have met with Mr & Mrs Haslam, and are looking into the viability of removing the large Horse Chestnut tree. The trees have been looked at by a tree surgeon, and can confirm that it does not have a protection order on it. With the tree removal and lowering of hedges the church will become more visible from the village green. Mr Pickering questioned the cost of doing this. Mrs Baldock confirmed that Mr & Mrs Haslam are kindly allowing us to remove the tree, the cost of which will be investigated and 3 quotes obtained. The view of ABC will be sought as to planning permission if needed, and further investigation over potential disease in the tree. Mrs Pickering proposed that the PC support a planning application from the PC, and to obtain quotes for the removal of the tree. Decision: Seconded by Mrs Baldock. Unanimously agreed. 99/10-12 Village Green Bench Mr Audsley confirmed that the village green bench is in need of repair or replacing. Mr Audsley wandered if the bench should be replaced by a picnic bench to encourage people to stop. Whichever option is chosen, the bench will need secure fixing into the ground. The Parish Clerk will obtain quotes to repair or replace the bench on the green. 100/10-12 Play Equipment on Jubilee Field Repair Already repaired and covered under Safety and Security Report. 101/10-12 Jubilee Tree Mr Audsley confirmed that the tree surgeon notice mildew on the Jubilee Tree, this needs to be rubbed off, however there are weeds growing around the area, which someone cleared a few months ago. Investigation into ground cover to prevent weeds growing through would be a good solution. 102/10-12 Village Keys Mr Ball offered to lay bark chippings round the tree while he was painting the beacon. A letter had been received from a resident in Hopes Grove requesting a copy of the key for the Football Field gate at Hopes Grove for access to the rear of their property. This was discussed by the PC.
35 Decision: The PC decided that the keys were to remain the responsibility of the Clerk, who could be called upon to open the gate as and when required. If emergency services, for example fire brigade requiring access, they will cut the padlock in an emergency. The decision was taken due to the potential of keys to Parish Council property being mislaid, and unauthorised vehicles obtaining access to the grounds with no control of Risk Assessments and Health and Safety. 103/10-12 Information Items: 1) Oak Grove Lane/Traffic Light Update already covered earlier in the meeting 2) Feedback from Football Pavilion Subcommittee Mrs Baldock advised that a Development Plan is needed, and will be investigating into someone assisting with the production of the plan. Decision: Mrs Baldock proposed that the PC reserve 250 to facilitate working with a consultant, seconded by Mr Carpenter. Unanimously agreed by the PC. Mr Pickering urged the football clubs to work together to get this project underway for the benefit of the village. 3) Hookstead Green Mrs Morgan confirmed that the plans were in draft at the moment and due to be finalised so that the project can go out to tender. The free trees are due to arrive in November and will need plans to plant. Mrs Morgan proposed that a review meeting of the committee arranged before the Extraordinary Meeting on the 15 th to look at the draft plans and prepare comments for changes Unanimously agreed. 4) KALC Mr Audsley confirmed that the KALC Ashford committee want to setup working groupd under the headings of Transportation, Housing, Planning, Environment and Socioeconomical, and would like to know 3 things that are important to our village under these headings. Resounding agreement of A28 under Transportation. 5) Action list from last meeting items checked as completed. 104/10-12 Items for next PC Meeting Extraordinary Meeting War Memorial Hall Flooring 105/10-12 Date of next meetings The Hookstead Green Committee meeting is to be held on Monday 12 th November at 6.45pm in the War Memorial Hall. The next Parish Council Meeting is to be held on Monday 12 th November at 7.30pm in the War Memorial Hall. Parish Council Meeting Closed at 9:45pm. Signed by the Chairman as a correct record 8 th October 2012
36 Agenda Item: 93/10-12 Agenda Item Meeting Report Subject: Finance Meeting Date: 8 th October 2012 Item Owner/Holder: Suzanne Carmichael Decision Type: Report Financial Classification Unrestricted Purpose of Report: Financial Position Recommendation: For information and discussion 1. Current Financial Position Bank Account Balances* Reserve Account: 22,187.10 (to 1 st October 2012) Current Account: 50.00 (to 1 st October 2012) 2. HHPC Cheques for approval & signing The following cheques have been prepared ready for approval and signing: Cheque Date Cheque No Payee/Reason Amount 8 th October 000821 Clerk OOPE Expenses July & August 86.04 8 th October 000822 Viking PC Stationary 78.11 8 th October 000823 Audit Commission External Audit 11/12 Accounts 342.00 8 th October 000824 Boyd Roseman Expenses - Website Hosting 15/6-15/9 60.00 8 th October 000825 High Halden War Memorial Hall Rental July Sept 90.00 19 th October 000826 Clerk Salary October 2012 520.00 8 th October 000827 D. Ball Rememberance Wreath 25.00 3. Income Received 8 th October Cash totalling for photocopier usage by village residents 4. Estimates Received None at time of agenda 5. Financial Health Check The Parish Health Check is booked for Wednesday 10 th October. A report will be compiled with recommendations by David Buckett, the KALC recommended auditor for Kent. Set provisional date for Financial Committee in October after Health Check.
37 Agenda Item Meeting Report Agenda Item: 94/10-12 Item 5 Subject: Highways Meeting Date: 8 th October 2012 Item Owner/Holder: Mr John Audsley Decision Type: Report Non Key Classification Unrestricted Purpose of Report: Highways Report Recommendation: For information and discussion London beach junction We are advised that the formal Public Consultation starts today, 8th October. I am not yet clear whether the proposed closure of Oak Grove Lane is included in this Consultation. I think We as a Parish Council are going to handle this. How will we ensure all Parishioners know about it? How will we formulate our response? Even, do we as a PC have an agreed position? There has been a lot of publicity in the local press but we need to step up awareness of the proposals. A plan of action is needed. Speedwatch After seemingly endless delays the scheme is off the ground. A group of nine willing and enthusiastic volunteers received their training from the Kent Police civilian officer responsible for the scheme in Kent. By the time of this meeting we will have held three roadside sessions measuring the speed of passing traffic. We have not had many speeding motorists but we have seen many "dippers" ie drivers who slow down as soon as they see us. I am told that this should've seen as a sign of success. We have the equipment on loan until 18th October so hope to run 3 more sessions before then. I am very grateful to the volunteers who share the PC's concerns about the risks of serious accidents in the village. Drains Some drains have been cleared and the rest are included in the countywide programme. That means a long wait probably. However if we can identify a specific area where drains need attention, they will give that priority. Traffic Island Streetlights There are now 3 broken Streetlights along the A28. I reported them some weeks ago and after chasing Highways they tell me they will treat each broken light as a separate project, each requiring a separate licence to install traffic lights to facilitate the repairs. The first one should start in a few weeks time. One street light has been replaced opposite the entrance to Hopes Grove Pedestrian Crossing We were offered a meeting about a possible crossing in early August. I have been told we could have expected to receive a reply about this 2 weeks ago but at the time of writing this report none has arrived. I would like to discuss how to proceed with this at the meeting
38 PC Meeting Action Log Agenda Item Ref Action Assigned To Completed Landscape Services chase cutting back of JM hedges Petition and E-Petition GR Extraordinary Meeting Notices for Boards and SJC website Cost of tree and purchase suitable tree and SJC lights (2-3 sets) Village green bench repair/replace quotes SJC