08.01.01 Present: Cllrs. Nielson/Cowan/Williams/Jones/Pellitt/Ovenden/Christey/
Baldwin/ R Hansell/W Hansell/Wadley, and Clerk
Guests: Bob Halls, PC Sadler, Sgt. N Steele, 11 parishioners

08.01.02 Apologies: District Cllr. Lloyd Jones, Heidi Golden

08.01.03 Approve & Sign Minutes: Resolved that the November 2007 and January 2008 Minutes are an accurate record with the following amendments, Cllr. Jones did attend the November meeting and Cllr R Hansell requested that Page 3, para 1 was changed to NALC/KAPC/KCC.

08.01.04 Register of Financial & Other Interests and Declaration of interests on agenda items:

08.01.05 Matters Arising: Cllr. W Hansell reminded the meeting that it had been agreed to inform parishioners on the LDF and arrange a public consultation.
Meeting adjourned
08.01.06 Community Warden’s report: Bob Halls reported that since the last meeting it had quietened down. Several youngsters had been talked to and there is a problem with a youngster on a bike and it is being looked into. Cllr. W Hansell stated that there had been reports of incidents last week and Bob Halls said he was aware of it.
PC Sadler’s report: PC Sadler informed meeting that there had been only 2 reported damages and there had been some incidents of theft from sheds/out buildings and warned people to be on the alert. Elvington has been quiet of incidents of Anti-social behaviour although at Eythorne roundabout there had been some incidents and he was dealing with these. He warned the meeting of incidents of Polish door knockers going around with signs and warned the public not to have anything to do with them and to report it to the Police.

08.01.07 PACT Initiative – Sgt N Steele: Sgt. Steele introduced herself to the meeting and updated everyone on the PACT process and that the ‘Together’ format is larger and run by DDC. Cllr. Nielson reported that he had spoken to Heidi Golden and was to arrange a meeting with her and would then report back to the PC. Sgt. Steele hoped that the public would attend ‘Together’ meetings where the Police, agencies and the PC were in attendance and raise their concerns and that the meeting would then take away 3 issues every meeting to deal with, some may be short term some may be long term and feedback would be open and honest and that the Police don’t like to chair these meetings and would look to the PC to chair it. Sgt. Steele reported that as she hadn’t heard from Heidi Golden until today the Police were looking to start PACT but would wait and see what Heidi Golden comes up with. The 2nd option was the PACT which is being rolled out and PC Sadler would be reporting back to the PC as he does now. Cllr. R Hansell stated that he would like to wait and see what Heidi Golden has to say. Cllr. W Hansell asked who would call the meetings and Sgt. Steele stated that on the ‘Together’ format it would be DDC and Cllr. W Hansell stated that she was concerned this could narrow it down to a certain few agencies. Cllr. Cowan stated that this matter had been talked about for a long time and that action needed to be taken. Sgt. Steele informed the meeting that they work together with Heidi Golden and would not wish to push her out. Mr. Vass as Chair of the Forum said that they would like to work with everyone and put the past behind and go forward. PC Sadler said that this would give the parish a chance of making him accountable to them. Cllr. W Hansell asked how other organisations/agencies would know and Sgt. Steele said that they would put up posters and an article in the community magazine. Cllr. Jones said as a School Governor he could raise it at the next meeting and get someone from the School to attend and other Cllrs. could get representation from organisations that they are also involved in. Resolved that the PACT initiative is put on the Agenda as a regular item. Clerk to send the Minutes to PC Sadler every month. Clerk raised the issue that if it was moved from the informal section to the formal PC section then members of the public could not talk. Sgt. Steele’s contact details were given out – 07870 252052 and 01304 218110.

08.01.08 District Councillors’ report: No report

08.01.09 County Councillor’s report: No report

08.01.10 Heidi Golden, Community Development officer: No report
Meeting reconvened
08.01.11 Update on campaign for a Hospital in Dover: Cllr. R Hansell reported that the majority of Parish Councils in the District had replied favourable and it was agreed that he would draft a letter to the Clerk for her to send out to those that hadn’t replied and a public meeting would then be held with attendance by the media.

08.01.12: Budget 2008-09 and Precept 2008-09:
Declaration of Interests by Cllr. W Hansell – Youth Club, Cllr. Ovenden – Community Centre, Cllr. Baldwin – Tilmanstone Welfare Scheme, Cllr. Wadley – Community Centre and Eythorne Elvington School.
Cllr. Cowan recapped on the decision taken at the 5th November meeting and that the grants had been re-considered and that these could be given in full and then explained to the meeting the balances that would be carried over at year end. If the PC granted the full amounts then an increase of 2.5% in the precept would be needed. Cllr. R Hansell said he would like to see what other PC’s carry over and their Precepts and Cllr. Nielson said that the PC could forward plan that for next year. Resolved that the PC award full grants to all organisations that applied and that the Precept for 2008-09 would be £41,000. Thanks were given to Cllr. Cowan for all the work he had done on this.

08.01.13 Provision on Youth facilities in the Parish: Cllr. W Hansell informed meeting that she had reported to the Youth Club the figure previously agreed for their grant and that they had been upset about the small amount. The Community Safety Officers are liaising with the youth and had asked them what they want. Cllr. Nielson reported that he is meeting with Yvonne Holder and would report back on any suggestions that Yvonne Holder might make to him.

08.01.14 Eythorne Playing Field complaint: Cllr. Ovenden reported to the meeting of the letter sent to Green Lane residents concerning food waste deposits and that Mr & Mrs Yeo had attended a meeting raising concerns over this letter. Clerk had contacted DDC and a reply had been received from the Officer concerned and also from District Cllr. Lloyd Jones confirming that it had not been Cllr. Ovenden who had made the complaint. Cllr. Ovenden is still concerned that all points have not been dealt with and as the District Cllrs. are not in attendance tonight she cannot clarify this with them.

08.01.15 Gardener/Handyman job schedules: Cllr. Pellitt reported on the outlay spent by the PC on outside contractors doing gangmowing work when the Gardener/Handyman may be able to do this work cheaper. Cllr. Williams requested that Suzanne Carter be allowed to speak as she is the Church Warden for Barfrestone church. Suzanne Carter informed the meeting that the Church at Barfrestone is world famous with many visitors coming from all over the world to see it and that it does need to be kept extremely neat and tidy all the time and that Mr Brain does an very good job and puts in lots of hours free and that she was concerned that, as on a previous occasion, the Gardener/Handyman could not devote the time and care and that it wouldn’t be done as well resulting in complaints again. Resolved that Mr Brain does the work for this year and that it is re-assessed next year and that Cllr. Pellitt actively looks for areas of additional work over the next few months.

08.01.16 Election of Chairs of Committees and structure of Committee meetings: Cllr. Nielson said that he thought 3 meetings a month was too many and that items were duplicated. A discussion took place on the various suggestions and formats. Resolved that 2 meetings a month are held. One would be the usual Full PC meeting at which executive decisions, including those relating to Finance and Recreation, Amenities and Planning, would be taken; it would not, however, include reports from County/District Councillors, Police and the Community Warden. These reports would be moved to the second meeting, together with the PACT programme. Thus the focus of the second meeting would be primarily on community participation.
Agreed that Cllr. Cowan will be the spokesperson for Finance and Cllr. Pellitt for Planning, Recreation & Amenities.

08.01.17 Committee Meetings: No meetings held

08.01.18 Finance: Resolved that the following cheques are approved and signed:

HM Revenue & Customs – PAYE 492.59 KCC – Pension backdated 5244.80
British Legion – Wreath 50.00 DDC – Dog Warden 147.25
Mrs Gower – Expenses + B/band 167.99 Mr Thomson – Salary 23.40
Mrs Gower – Salary 913.48
Cllr. Cowan informed the meeting that the 2 optical drives on the PC’s computer were out of action and he had tried to repair them several times but was unable to and he had got the number of a man who charged £40 per hour and requesedt that the PC allow the computer to be fixed. It was felt that there was a local man who could fix it and Clerk requested that Cllr. W Hansell supply her with the gentleman’s number and it was agreed that if he was cheaper than the other person to go with him and Clerk to finalise this and arrange for repairs to be done.

08.01.19 Correspondence:
No correspondence raised – noted and filed

08.01.20 Any Other Business: Cllr. W Hansell raised the planning application for 21 Adelaide Road, Elvington and that the PC had made a mistake with this application when they discussed it and that it should be re-examined. Resolved that the Clerk is requested to contact DDC to withdraw the previous response and ask for an extension to the next Planning meeting where it can be dealt with again.
Cllr. Jones asked if the Clerk had received a reply regarding the 30mph Interactive sign and Clerk to chase the matter up.
Cllr. W Hansell asked why the notes were on Pink and not the Minutes and Cllr. Cowan explained the reason.
Close of formal business at 2055
08.01.21 Public Question time:
Mr. Vass asked if the road sweeper could go down and clean the access area to the Play Area as it was covered in mud. Mr Vass also reported an increase in fly tipping due to the monthly refuse lorry not coming out. Clerk to write to DDC regarding this and also to put on the PACT agenda.
Mr Rogers raised the Pike Road footpath and that it hadn’t been finalised. Cllr. Jones updated Mr Rogers on this and the Clerk to contact the PROW Officer.
Cllr. W Hansell asked if there was an update on the Bus Stop for Elvington
Parishioner stated that the bollard at the pinch point down Church Hill had not been replaced since being knocked down and that vehicles regularly mounted this pavement and it was dangerous with the children using it. Clerk to contact KHS.
Parishioner raised the minutes on the website being out of date and Clerk explained that October was the last approved Minutes and that the ones approved today would now be added to the website. Cllr. W Hansell asked if draft minutes could go on February’s agenda.
Meeting closed at 2105.

Minutes of the Finance meeting held on Monday 4th February 2008 at the Resource Centre at 1915

08. 02Fin Present: Cllrs. Cowan/Nielson/Williams/Jones/Baldwin/Pellitt/Ovenden/
Wadley/R Hansell/W Hansell and Clerk

08.02Fin Apologies: Cllr. Christey (personal)

08.02 Fin Agree monthly income and expenditure, budget sheets: Cllr. Cowan explained to the meeting that he had inserted a page into the Budget sheet reflecting the NIC payments

08.02 Fin Any financial issues held over from the previous finance meeting: None

08.02 Fin Any financial issues referred to the Committee from the last full Council meeting: None

08.02 Fin Any urgent financial issues that have been reported to the Clerk since the previous meeting:
Cllr. Cowan explained to the meeting the up to date position regarding the Bus Shelter at Shooters Hill and that Eythorne Builders had verbally quoted to Cllr. Jones £480 for repairing the Bus Shelter. Clerk has contacted the Insurers who have confirmed that it would be covered for Storm Damage. Cllr. R Hansell offered to contact Garrick to resolve the situation and the Committee agreed that he could do this on the PC’s behalf in an attempt to get the excess back from them and Clerk to supply Cllr. R Hansell with contact details. Cllr. Jones to obtain a written quotation for the Clerk to send to the Insurers. Cllr. W Hansell raised the issue as to who had inspected the work and does the PC have a procedure in place for checking off work. Cllr. Cowan replied that the Bus Shelter had looked satisfactory and that J Stares when signing off the work last year would not have been able to identify a problem as would no other Councillor as none are trained surveyors.

08.02 Fin Any issues raised by parishioners that may have financial implication major or otherwise: None

08.02 Fin Any financial business not covered by those above: Cllr. R Hansell had raised the matter of the Financial Decision Process and the Clerk’s role as the Responsible Financial Officer. Cllr. R Hansell asked that they be deferred until the next meeting and Cllr. Cowan enquired as to whether Cllr. R Hansell had read his email in response to Cllr. R Hansell’s email and Cllr. R Hansell replied that to date he hadn’t.

Meeting closed at 1930

Minutes of the Planning/Recreation & Amenities committee meeting held on Monday 11th February 2008 at the Resource Centre at 1915.

08.02 Plan Present: Cllrs. Pellitt/Nielson/Cowan/Jones/Baldwin/Wadley/ Ovenden/W Hansell
Guests: 5 parishioners, Yvonne Holder, 3 youths and PC Sadler

08.02 Plan Apologies: Not taken at meeting but received from Cllr Williams (another meeting), Cllr. Christey (personal) Cllr R Hansell
Committee agreed that Item 2 from the Recreation & Amenities agenda be taken first
08.03 Rec Any Recreation & Amenities issues referred to the committee from the last full Council meeting: Cllr. Nielson had invited Yvonne Holder to attend and give a presentation on Youth facilities provision. Yvonne Holder informed the meeting that she was the Youth Officer at DDC and had become involved in this issue as the youngsters claimed they had nothing to do and it had been suggested that a Multi use skate facility was constructed and introduced the 3 youths who were present with her and were involved in this project. Four sites had been identified and Yvonne went through these sites and the pros and cons:

Adelaide Road Play Area 6/10 scored
Elvington Playing Field 10/10 scored
Cherry Grove 3/10 scored
Land adjacent to Welfare Club 0/10 scored

Yvonne informed the meeting that there would be help and support for the funding if the PC supported the proposal with no cost to the PC apart from maintenance and it could be looked into as to building some ongoing maintenance costs into the funding and that it could take up to 2 years from start to completion. Cllr. Cowan said that he was certain that the PC would support this proposal but that a final decision had to be made at the next full PC meeting. Cllr. Nielson raised the issue of the Play Area and stated that Yvonne had told him that funding could also be obtained for the moving of the existing equipment to Elvington Playing Field and Yvonne said this could be looked into. Yvonne said that a Steering Group would need to be formed and that it would be decided by the group who calls meetings etc. Cllr. Jones asked the youngsters for their opinion of the existing Skate Ramp and they said it was rubbish and Cllr. Ovenden asked them if they could design what they want and a leaflet was handed out of a design. Cllr. Wadley raised the issue of noise and was informed that if the Skate ramp was done in concrete as opposed to metal this would reduce noise levels. Agreed that the PC would support this proposal and to refer to full PC for a resolution.

08.03 Plan – Planning applications:
21 Adelaide Road – Erection of 1st floor roof extension (including dormer windows to front) to form 1 bedroom 1st floor flat – Site meeting has been held and it was agreed it would tidy up the shop parade but parking was a concern and also the size of commercial floor space and Clerk to raise these concerns to DDC.
Committee agreed to suspend S/O for 5 minutes
Mr Rogers stated that he was concerned that the PC was allowing this as he thought that the dormer windows were at the front. Committee looked at the plans and said that they were at the back as they had thought at the site meeting.
Land adjacent to Tresor – Erection of a 3no bedroom detached chalet bungalow and garage, alterations to existing vehicle access, together with the creation of off street parking for Tresor. DDC are to discuss this application at their planning meeting on the 14th February. Committee has held another site meeting and had concerns on traffic movement and that there was no apparent change to the site layout and to raise these as an objection.

4 Green Meadows – Erection of rear conservatory – site meeting to be held
Garage Plot 4 The Crescent – plans were examined by Committee and no objections raised
Cllr. Pellitt informed meeting that DDC had received notice of an Appeal relating to Land adjacent to 1 Rose Gardens
The Old Rectory – TPO’s on various trees on site

08.04 Plan Any Planning business held over from the previous planning meeting: None

08.05 Plan Any Planning issues referred to the Committee from the last full Council meeting: None

08.06 Plan Any urgent Planning issues that have been reported to the Clerk since the previous meeting: None

08.07 Plan Any issues raised by parishioners that may have a planning implication major or otherwise: None

08.08 Plan Any Planning business not covered by those above: Cllr Cowan informed meeting that the formal consultation process does not start until the 27th March to 8th May and that the PC don’t know what the questions will be yet so cannot formalise a response. Cllr. Cowan informed the meeting that the issue of the validity of the Parish Plan had been discussed and that he had done some statistics on this and there is an 85% certainty that the figures are accurate and that Page 9 of the Parish Plan indicated that only 1% of the Parish Plan indicated that parishioners were in favour of large estates and therefore the PC’s position would be that they could not support any large scale development. Once the process starts and the PC have an indication of what the questions are then they can formulate a response and hold a Public meeting and follow the same procedure used for the Incinerator last year and parishioners could then submit their own responses. Cllr. Cowan informed meeting that DDC will be sending a leaflet to every house in the district explaining the process and that he thought it would be best to hold a Public meeting in April.
Committee agreed to suspend S/O for 5 minutes
Parishioner raised her concern as to whether the PC would hold a public meeting and Cllr. Cowan proposed and Committee agreed that the PC will hold a public meeting late April when the questions had been received. Parishioner asked when any development is likely to be and Cllr. Cowan stated the LDF is in effect from 2010 but probably 2013 but Planning permission would have to still be sought when and if developments were proposed. Cllr. Cowan explained to the meeting that there is funding for growth point and such payment would be available if more than 14,000 houses are built. Cllr. W Hansell suggested that a volunteer list was compiled so that information could be disseminated to parishioners quickly.

08.01 Rec Any recreation & amenities issues held over from the previous recreation & amenities meeting: Cllr. Pellitt reported that there were a number of areas to be looked at as well as the risk levels, he had met with Cllr. Cowan and had gone through the report. Cllr. Cowan reported that a new endorsement on the Insurance policy had been received and explained what this was and that the Clerk had contacted the Inspector for clarification and is waiting for a response, Cllr. Cowan reported that there are no big cost items. Cllr. W Hansell asked what the high risk items were and Clerk replied that they were the Skate ramp. Cllr. Pellitt to meet with the Clerk to go through the report.

08.02 Rec Any urgent recreation & amenities issues that have been reported to the Clerk since the previous meeting: None

08.03 Rec Any issues raised by parishioners that may have implications major or otherwise applicable to the Committee: None

08.04 Rec Any recreation & amenities business not covered by those above:
Cllr. Jones asked the Clerk to chase up the following footpath issues;
a) Rubbish has been cleared at the New Road footpath but the width was still reduced due to debris closing it in. Work party to be agreed to sweep this path down
b) Restitution of ploughed field footpath – Coldred Road diagonal to woods and also fingerposts previously requested
c) 2 fallen trees behind Cllr. Cowan’s property have not been removed
Agreed to suspend S/O for 5 minutes
d) Parishioner raised Pit Path from Burgess Hill overgrown and width reduced. Cllr. Jones informed meeting that he had walked this with the PROW Officer who was going to deal with it. Clerk to chase this up
The Play Area at Adelaide Road keeps being flooded when it rains and Councillors have looked at this area and it appeared that the water/silt was coming off the field and that the PC’s land needed to be actioned/cleared and it was agreed that a course of action needed to be decided upon.
Meeting closed at 2025