06-06-11 26 MINUTES OF THE ORDINARY MEETING OF EASTRY PARISH COUNCIL. HELD AT THE PARISH ROOM AT 7.30pm ON MONDAY 6th JUNE 2011. Present: Councillors N Kenton (Chair) A Wiles S Hooper M Pemble B Read S Shevde A Barwick J Gardiner S Mitchell(part) M Kemp S Wells Clerk to the Parish Council PCSO Benson-Hawks 2 Members of the Public Community Warden Bob Priestly 1. APOLOGIES Dist Cllr S Manion 2. PARISH COUNCIL VACANCIES The Clerk had received two applications for the vacant positions on the Council. Camilla Kennedy Harper, of 2 Updown Farm Cottages, Betteshanger and Steve Mitchell, Kent Cottage, Church Street. One of the applicants Steve Mitchell was in attendance. The Chairman asked him to say a few words and tell the members why he wished to join the Council. Following this Mr Mitchell was asked to leave the room and the applicants were discussed. After a brief discussion it was proposed by Cllr Kenton and seconded by Cllr Wiles that both the applicants should be co-opted onto the Council, all agreed. Mr Mitchell was invited back to the meeting and signed the Declaration of Acceptance of Office. 3. POLICE LIASION PCSO Benson-Hawks reported some thefts in the village. She had also had a complaint about offensive graffiti in the Gun Park play area. Community Warden Bob Priestly reported some disturbances in the Parish. Bogus gardeners had been apprehended by Kent Police and Kent trading standards. 4. MINUTES OF LAST MEETING a) Minutes of the Annual meeting 7.30pm 9th May 2011 It was proposed by Cllr Hooper and seconded by Cllr Kemp that the above minutes should be signed b) Minutes of the Planning Committee meeting 9.00pm 9th May 2011 It was proposed by Cllr Shevde and seconded by Cllr Wiles that the above minutes should be signed c) Minutes of the Planning Committee meeting 23rd May 2011 7.00pm It was proposed by Cllr Read and seconded by Cllr Hooper that the above minutes should be signed d) Minutes of the Finance meeting 23rd May 2011 7.30pm It was proposed by Cllr Hooper and seconded by Cllr Kemp that the above minutes should be signed e) Minutes of the Leisure Fields Committee Meeting 25th May 2011 It was proposed by Cllr Shevde and seconded by Cllr Kemp that the above minutes should be signed 5. ACTIONS FROM THE LAST MEETING Standing Orders The Clerk had produced a draft of the Standing Orders as agreed. She would now e-mail to members for comment.
06-06-11 27 Financial Regulations These had been sent to Cllr Wiles, they will be discussed at the next Finance Committee meeting on 4th July. Allotments Copy of Minutes of Allotment Holders and Horticultural Society Meeting The Allotment holders had a number of concerns, they had asked for regular meeting with members of the council. It was agreed that a meeting should be arranged quarterly. Action Allotments and Leisure Committee Ongoing Correspondence Correspondence needing a response/decision Note from Web Master ref domain names PC web Site The Clerk had responded as agreed. Chapel The Clerk had contacted the developer again about the timescales for handing over the chapel. Highways 30mph Signs Thornton Lane The Clerk had asked if KHS could move the 30mph signs back along Thornton Lane towards Thornton House. Zebra Crossing The Clerk had requested The lines be repainting as they are very faint. Overhanging Lovers Walk The Clerk had reported to PROW officer. Finance A Finance meeting had been held on 23rd May 2011. Cemetery management training - Cllr Kemp was unable to attend. Forthcoming Events a) Council Events The Chairman suggested that an Eastry Weekend be considered for the future, this could happen at the same time as the Fete and Flower Festival and could include open gardens or events run by other organisations. He would write a piece for the July Parish magazine outlining his ideas. Action Cllr Kenton. Ongoing Allotments and Leisure Fields Gun Park Playground Inspection report - The skate ramp had been upgraded. Allotments New Water Supply Update The Clerk had spoken to the allotment holders concerned and a way forward had been agreed. New Site Request for key for property in Mill Green backing onto allotments. The Clerk had responded as agreed. Picnic Site Letter from T James ref Picnic Site The Clerk had responded as agreed. Transfer of ownership - The Clerk had informed the KCC Parks department of the Council views.
06-06-11 28 Churchyard and Cemetery Recreation Ground Bowling Green Fence Quotes The Quote had been accepted. 6. CODE OF CONDUCT a) Reminder to all Councillors that you have 28 days in which to inform the Monitoring Officer of any changes to your register of financial or other interests. 7. CORRESPONDENCE a) Correspondence needing a response/decision b) Consultation Documents i) KCC Minerals and Waste Development Framework Noted by the members. c) News letters and Circulars i) Neighbourhood Watch news ii) The Clerk magazine iii) Clerks and Councils Direct The above were discussed and noted by the members. d) Other 8. HIGHWAYS a) Response from KHS 30mph Signs Thornton Lane Noted by the members. b) Sandwich Rd gateway This had still not been completed and the work that had been undertaken was of a poor quality. It was agreed that the clerk should complain to KHS. 9. CHAPEL No progress had been made on the transfer arrangements. 10. FINANCE a) Audit Accounts & Governance Statements It was proposed by Cllr Hooper and seconded by Cllr Wiles that the accounts & Governance Statements approved by the Finance Committee on 23-5-11 by approved by Full Council. All agreed. b) Kent County Playing Fields Association membership renewal After some discussion it was agreed that membership to this organisation had not been of great benefit to the Council in recent years and therefore it should not be renewed. 11. ACCOUNTS Receipts May 2011 VAT Repayment 360.93 360.93 Petty Cash Expenditure May Stationery 35.20 Glue Stick 2.39 37.59
06-06-11 29 Paid between meetings Cheque No Amount VAT ritish Gas Business - Parish Room 24/12/10-2/5/11 4240 152.88 7.27 To Pay Environmental Engineer - May Street Cleaning 4241 311.50 Toilet Cleaning Contract May 150.00 Supplies May 11.21 161.21 4242 161.21 Allotment Gates and Fence maintenance 4243 384.60 AJL Garden Services May 2011 4244 747.88 Petty Cash 4245 100.00 DDC - Litter Bin Installation - Kent House 4246 126.00 21.00 EDF Energy - Parish Room 4247 37.62 1.79 Clerks Salary May 2011 4248 720.58 H M Revenue and Customs Income Tax 29.40 Employees NI 20.54 Employers NI 18.30 68.24 4249 68.24 Employers Pension Contribution 98.89 Employees Pension Contribution 53.57 152.46 4250 152.46 Clerks Expenses Phone and BB 25.80 4251 25.80 It was proposed by Cllr Barwick and seconded by Cllr Shevde that the above payment should be made, all agreed. Cllr Pemble was third signatory. 12. FORTHCOMING EVENTS b) Council Events None Planned b) Outside Events a) KALC Dover Area Meeting AGM Thur 26th May 2011 Shepherdswell Village Hall 7.30pm b) Parish and Town Council Seminar 11 July 2011 Ashford Deport 9.00am c) DDC Planning Committee Site meeting - Mon 20th Jun 9.30am The Bungalow Thornton Lane The above were noted by the members. 13. ALLOTMENTS As so many Parish Councillors now had prejudicial interests in the Allotments as Allotment holders it had been necessary to split allotments from Leisure Fields. In future Cllr Shevde would form an advisory working party lead by himself and including allotments holders. They would report back to full council via Cllr Shevde. 14. LEISURE FIELDS a) Gun Park i) Request from Youth Club for use of Gun Park for there Fun Day 17th July 2011 12noon Permission was granted.
06-06-11 30 c) Pond Work to reduce vegetation will need to be undertaken in the Autumn. d) Picnic Site No progress reported by KCC. e) Allotments Play Area f) Correspondence 15. CHURCHYARD AND CEMETERY a) Churchyard & Cemetery b) Recreation Ground c) Bowling Green Fence to be replaced next week. 16. REPORTS a) Dist Cllrs Cllr Kenton reported that the new waste management system was rolling out in Shepway. Talks between Dover and Shepway to senior management costs are continuing. b) Parish Councillors Cllr Hooper had attended the KALC Dover Area AGM and the Fowlmead Tourism meetings, she gave a report. 17. COMMUNICATION a) Village News Letter July/Aug 2011 Edition Council accounts and withdrawal of dog waste bags. b) Mercury Report As above c) Web Site 18. DATE OF NEXT MEETING Mon 4th Jul Mon 5th Sept Mon 3rd Oct Mon 7th Nov Mon 5th Dec The meeting closed at 8.45pm