Annual Parish Council Meeting Minutes 15/05/17

*****DRAFT*****

HORTON KIRBY AND SOUTH DARENTH PARISH COUNCIL

 

MINUTES of the ANNUAL MEETING of the PARISH COUNCIL held on

15th May 2017 in the Village Hall, South Darenth at 7.30 pm

 

Present: Cllr I Blackamore

Cllrs R House, D Mitchell, T Moyle, C Page, P Rushbrook, M Stead, J Stewart,

C Willson

Cllr P McGarvey, District Councillor

 

Members of the public: Mrs M Seal MBE, A Seal, Mrs B Bradley, P & M Fifield (Scouts), M Dunn (DRiPS) D & A Hollands, S Dove, A & K Dring, S Dring, J & C Fitzpatrick, Jackie (SPCA), E Hattley and 15 members of public. Stg P Ballard (Kent Police)

 

In attendance: H Rohard, Parish Clerk

D McFall, Assistant Parish Clerk

 

1              ELECTION OF CHAIRMAN FOR 2017-18

Cllr Blackamore welcomed everyone to the meeting.

The election of chairman had been conducted by ballot on 3rd April 2017 with Cllr Blackamore being elected to Chairman. No member requested sight of the ballot slips hence the ballot shall remain secret.

Cllr Blackamore took the Chair and signed his declaration of acceptance of Office.

2          APOLOGIES FOR ABSENCE

Received from Cllr Roger Gough and Cllr Tennessee.

3          DECLARATIONS OF INTEREST

None.

4           ELECTION OF VICE-CHAIRMAN FOR 2017-18

Cllr Willson had been elected Vice Chairman in the ballot held on 3rd April 2017.

5          MINUTES

The Minutes of the last meetings held 3rd April 2017 were signed as a true record.

 

6            MATTERS ARISING

Silting in River Darent: Cllr Rushbrook with several other Councillors met with NWKCP and the EA on 2 May and will report at the next Parish Council meeting.

 

Buildings maintenance: quotes awaited from 3 contractors for June meeting.

 

Bin near Paper Mill Green: Crabtree have agreed to SDC emptying this in future and arranging for key to be handed over.

 

Streetlighting: Contractor coming to June meeting; Cllr Stewart had noticed an ‘offer of help’ from KCC in a recent KALC briefing; the Clerk has registered interest and waits for more information.

7          MEMBERSHIP OF COMMITTEES, OTHER BODIES AND SPECIAL INTEREST ROLES: As follows for ratification

 

Village Hall Committee

Chairman and Vice Chairman

Cllrs T Moyle (Chairman), C Page, P Rushbrook (Vice Chairman) and D Mitchell

Representatives of hall users (non-voting members);

Mike Crook (Valley Players) Brian Lelliott (Short Mat Bowls)

 

Recreation and Open Spaces Committee

Chairman and Vice Chairman

Cllr Stewart (Chairman) Cllrs R House, C Page, M Stead (Vice Chairman)

Mick Burroughs (South Darenth Football Club), Martin Mason (Allotments representative) (non-voting members)

 

Grants Committee                                                   DRIPS

Chairman and Vice Chairman                                      Malcolm Dunn

Cllrs Page and Stead

 

Planning Inspectors                                                 Police Liaison

Cllrs House and Rushbrook                                        Cllr House

 

Footpaths                                                        Grievance and Complaints Group     Cllr Moyle and Stead                                                        Chairman and Vice Chairman

Cllr Page and Cllr Mitchell

 

Anthony Roper Charity

Gill Tripp

 

Internal Auditor

Julia Chamberlain. Chartered Accountant

Any Councillor may visit the Parish Office to inspect systems and accounts.

 

Special Interest roles:

 

Youth: to promote issues relevant to young people – Cllr C Willson

Community: to promote good community relations with Parish Council and residents

Cllr C Page

Business: to help the Parish thrive economically – Cllr R House

Health and Wellbeing: promote KCC/SDC/NHS initiatives to promote health and wellbeing for residents – Cllr C Willson

Health and Safety: Cllr C Willson

Allotments: Cllr C Page, M Stead and J Stewart

Burial Grounds: Cllr Page and Stewart

 

Cllr Mitchell asked that a Planning Committee be formed; this will be on the June Agenda for discussion.

 

8          CALENDAR OF MEETINGS 2017 -18

Parish Council meetings to be held on the first Monday of the month except when it falls on a Bank Holiday, then will be held the following week at 7.30pm.

The Parish Council will be in recess during August.

 

The Village Hall Committee to meet bi-monthly (January, March, May, July, September, and November) on the third Tuesday of the month at 7.30pm

 

The Recreation and Open Spaces Committee to meet bi-monthly (February, April, June, August and October) on the fourth Monday of the Month at 7.30pm December meeting will be 18th December 2017

 

9          GENERAL POWER OF COMPETENCE

Following discussion from the last Parish Council meeting, the Chairman explained that this power is available through the Localism Act 2011 and is the first time that the Parish Council has been able to adopt this power. It is revisited at the Annual Parish meeting of the Parish Council following the next election and allows the Parish Council to act in any way beneficial to the majority of its residents providing that not other laws are broken and statutory powers of other Councils are upheld.

 

The Chairman confirmed that the Parish Council satisfies the criteria which includes a qualified Clerk holding CiLCA or above and that two thirds of Councillors are elected to their seats, in fact all are elected. Members were asked if they supported this move by show of hands. Unanimously in favour.

RESOLVED that the General Power of Competence is adopted.

 

10           RECREATION AND OPEN SPACES COMMITTEE

The latest approved Minutes of the committee were received for information.

 

11           HEATHSIDE PLAY AREA PROPOSAL

Cllr Stewart, Chairman of the ROS Committee reported on the Heathside play area recommendation from the Committee (attached). Preplanning advice had been received from SDC. Cllr Stewart proposed that £70,000 be used from the Playground Reserves to pay for the project. This was seconded by Cllr Rushbrook.

 

Cllr Mitchell proposed that funding be sought for the Playground Project of £70,000 pending SDC approval. No seconder was forthcoming for this proposal.

 

The Chairman asked members to vote by show of hands those in favour of Cllr Stewarts proposal. Unanimously in favour. RESOLVED that £70,000 be spent from the Playground Reserves to fund this project.

 

Planning approval will now be sought from SDC.

 

12           HEATHSIDE PROPOSED DEVELOPMENT

Cllr Stewart gave a report from the last Focus Group meeting. In order that funding can be sought and help received from SDC Planning Dept it is necessary to employ the services of a professional architect for drawing plans. Cllr Stewart requested that a sum of up to £5,000 be allowed to be spent from Reserves in order to request quotes for this work to be sought and brought to the next Parish Council for approval.

Cllr Mitchell proposed that a business plan be written, that sets out the objectives for Heathside project, evidence and detailed budget for each element of the project before any money or budget is set aside.

 

Cllr Rushbrook explained how plans were necessary to enable funding bids to be written, South Darenth football club has already evidenced the need.

Cllr House explained that a business plan is being written and that initial quotes for drawings are coming is far below this figure; quotes would still need to be approved by the Parish Council. Designs are needed in order to get resident feedback and determine funding streams.

Cllr Willson responded that it was a ‘Catch 22’ situation and felt that plans and professional advice at an early stage could potentially save money in the longer term.

 

Cllr Rushbrook proposed that £5,000 be made available from Reserves for professional architect fees Cllr House seconded. Carried by 8 votes. RESOLVED that £5,000 be made available from Reserves for architect fees.

 

13           YOUTH SERVICES

West Kent Communities have offered to provide a weekly youth meeting/club in conjunction with Ash cum Ridley and West Kingsdown Parishes. A Service Level Agreement detailing the work and costs were considered.

 

Members were unhappy with the lack of detail as to whether KCC funding will then be diverted away from the Parish as a result of buying in this additional service.

 

The Clerk was asked to liaise with WKC on this point and bring back to the June meeting for further consideration.

 

14           FINANCIAL MATTERS

Schedule Of Accounts

The schedule of accounts and payments approved for cheques to be signed.

 

15          DATE OF NEXT MEETING

5th June 2017

 

Meeting ended at 8.17pm

Chairman:

 

 

Date: