Minutes of the (192nd) Parish Council meeting held on Wednesday 26th March 2008 at the Resource Centre at 1900

08.03.01 Present: Cllrs. Nielson/Cowan/Williams/Ovenden/Pellitt/Christey/Jones/
Baldwin/R Hansell/W Hansell/Wadley and Clerk
Guests: PC Sadler, Bob Halls, District Cllr. Lloyd Jones and 12 Parishioners

08.03.02 Apologies: District Cllr. Record, County Cllr. Rowbotham and Heidi Golden

08.03.03 Approve & Sign Minutes: Resolved that the February 2008 and RAP March 2008 minutes are an accurate record.

08.03.04 Register of Financial & Other Interests and Declaration of Interest on items on Agenda: No changes, No Interests declared

08.03.05 Matters Arising: No items raised
Adjourn meeting
08.03.06 PACT Initiative: PC Sadler reported that there had been an upturn in thefts at Elvington from sheds/cars etc., there had also been Criminal Damage to windows but that no one is willing to make a statement and he cannot proceed without one.
Problems are still occurring with off road motorcycles and again he needs complaints to be made to get the off road motorcycle team to come to the area.
PC Sadler has been carrying out speeding checks but has not issued any tickets at this present time in the Parish. Cllr. Baldwin informed him of a particular vehicle and the time when it happened; PC Sadler will investigate this.
Bob Halls reported to the meeting that several stole items had been found and returned to their owners.
08.03.07 District Councillor’s report: Cllr. Lloyd Jones informed the meeting of the arrangement that had been agreed with Stagecoach regarding the Shepherdswell bus and that it allowed those people on the 0926 bus to use their concession 4 minutes earlier. Cllr. Lloyd Jones had also had discussions with Cllr. Williams regarding HGV’s using Barfrestone and will speak to Nigel Collor. Cllr. Lloyd Jones had also been involved with the scrutiny of the medical situation in the District and had been to the Ambulance HQ to see how calls were responded to and reported on the after hours service, Stourcare, who are linking up with another area to make one big unit. The Standards Committee felt that there was a need for all Councillors to receive up to date training on the Code of Conduct regulations. The committee does not have the direct power to put this into the District Council’s constitution, they have to present the recommendations to the full council to be accepted or not.

08.03.08 County Councillor’s report: No report given
Reconvene meeting
08.03.09 Beating the Bounds: Cllr.Ovenden asked if there was an interest in reviving the tradition of Beating the Bounds in the Parish. Parishioners and Councillors indicated their support and Cllr.Ovenden volunteered to initiate the project.

08.03.10 Bus Services: Cllr. W Hansell reported that the bus scheduled to Sandwich at St Johns Road is also within the 4 minutes in the morning and asked Cllr. Lloyd Jones whether an agreement could be reached on this. Cllr. Lloyd Jones agreed that he would look into it if Cllr. W Hansell provided him with the details.

08.03.11 Bus Shelter at Shooters Hill: Cllr. R Hansell asked the PC if it was appropriate for him to draft a letter to the contractors to try and get reimbursement for the repairs. If unsuccessful with Garrick he would to then go to Watchdog with the matter. Clerk to let Cllr R Hansell know the costs breakdown. Resolved that Cllr. R Hansell deal with this issue and draft a letter to contractors. Clerk to contact other PC’s to see if they have had a problem with this contractor.

08.03.12 Dover Hospital +request for a donation for Dover Hospital Campaign: Cllr. R Hansell reported that everything was going very well and that a Public meeting had been called for 18th April and that he had sent out a letter informing the other PC’s of this and requesting a £30 donation towards running costs. He also requested a £30 donation from this PC. All media had been invited to this meeting . No political parties have been invited but they can attend as can all members of the public.
08.03.13 LDF: Cllr. R Hansell informed meeting of the result of the Adjudicators report at the last LDF regarding land at New Road and that the information obtained then could be used again this time but he didn’t know about Monkton Court Lane as he hadn’t looked into this. Cllr. Nielson reported that he had been informed that DDC had posted out all the LDF documents today and the Clerk should be receiving them tomorrow. Cllr. W Hansell reported that people had been made aware of the LDF through the posters and flyers and thanked those that had been involved. Cllr. Baldwin stated that until the questions were received the PC couldn’t comment and he felt that there shouldn’t be a blanket decision on no housing as the future generations had to be considered. Cllr. Cowan informed meeting that the PC needs to prepare an Action Plan ready for the Public meeting; Cllr. Pellitt is to deal with this. Cllr. W Hansell stated that she thought the area did need some housing but the developers should provide what the villages need. Cllr. Ovenden raised the exhibitions being held by DDC and asked when are Councillors going.

08.03.14 Legal Costs Recovery:
Cllr. Nielson asked the Councillors if anyone had an interest to declare and Cllr. R Hansell declared a Personal Interest as Mr Armitt’s lay adviser. Cllr. Nielson then informed the meeting that the Clerk had taken advice from the Monitoring Officer and the Clerk handed out copies of the correspondence. The Chairman requested that all Councillors read this before the next item commenced. Cllr. Nielson then asked if any councillors wished to reconsider their position in light of the Monitoring Officer’s advice. Cllr. R Hansell stated he still declared a Personal Interest and Cllr. W Hansell also declared a Personal Interest. Cllr. Nielson queried Cllr. R Hansell’s interest but Cllr. R Hansell did not change his interest.
a) Who is responsible: Cllr.Cowan explained that in a normal case the defendant is responsible for taking decisions on cost recovery. However, in this situation Parish funds had been used for paying insurance premiums and funding legal expenses; any costs recovered would be returned to Parish funds. Since it is the Council, not the Clerk, who is responsible for managing Parish funds it was thought appropriate that the Council should decide on the recovery policy.
Resolved That the Parish Council should determine its policy relating to the recovery of legal costs and will instruct the Clerk accordingly. Seconded by Cllr. Williams. Cllrs. Nielson/Cowan/Christey/Pellitt/ Jones/Wadley/Baldwin/Williams/Ovenden/W Hansell voted in favour, Cllr. R Hansell abstained.
b) What is the policy: Cllr. Cowan then explained to the meeting that Mr Armitt had lost the case and that the PC paid 10% and the Insurance company 90% and on the same basis they will recover the costs. The PC has a fundamental care to manage Parish funds and he had taken advice from KALC; they confirmed that the PC has a duty to recover costs and deliver Best Value. Cllr. Cowan also reminded Councillors that the District Auditor had queried the costs last year and that it would be bookmarked for his attention this year. Cllr. Cowan Resolved that the Parish Council, mindful of its duty to ensure Best Value for its electorate, will instruct its Solicitors to try and expedite the full recovery of its legal costs. Seconded by Cllr. Baldwin. Cllrs. Nielson/Cowan/Baldwin/Wadley/Jones/Christey/Williams voted in favour. Cllrs. Pellit and W Hansell voted against and Cllrs. R Hansell and Ovenden abstained.

08.03.15 Committee meetings:

a) Finance Cllr. Cowan reported that no meeting was held in March and that he also feels that due to the small amount of financial business being dealt with there was no need for a Finance meeting until November as ongoing finance items can be dealt with at Full PC meetings. Resolved that there would be no scheduled Finance meetings until November 2008 and Cllr. Cowan will keep the Councillors updated. Resolved that the Parish Council grant £30 towards the Hospital Campaign.
b) Planning Cllr. Pellitt informed the meeting of the dates of the Exhibition venues for the LDF and that he was looking to volunteers for evidence gathering on flooding at Monkton Court Lane, Traffic movements, photo evidence of cars passing etc.
Cllr. Pellitt reported on the Planning Training day that he had attended and that he would like to discuss with Councillors issues such as changing the format of RAP meetings and working better with DDC. Cllr. Pellitt also informed the meeting of the Site meeting to be held at Tresor on 8th April at 0930.

08.03.16 Finance:

Resolved that the following cheques are drawn and signed

HM Revenue – PAYE 432.26 Resource Centre – Hall Hire 253.00
KCC – Pension (BACS) 325.50 Impact Office – Stationery 92.88
Mr Thomson – Salary 64.46 Mrs Gower – Salary 867.55
Mrs Gower – B/Band fee 17.99 Alex Layfield – Computer 140.00
KALC – Membership (April) 591.08 Allianz – Insurance renewal (April) 1940.58

08.03.17 Correspondence
1) The Clerk – handed to Cllr. Wadley
2) WAG March update – handed out to Cllrs.
3) Clerk & Councils Direct – handed to Cllr. Pellitt
4) Eastern & Coastal NHS booklet – passed to Cllr. R Hansell
5) All other correspondence noted

08.03.18 Any Other Business:

Cllr Wadley asked if the matter of the School could be discussed and Cllr. Jones explained to the meeting that the Tilmanstone Welfare Scheme had offered to the School a piece of land, free of charge, for car parking. KCC had done a feasibility study and they hadn’t consulted with anyone and that the information in this was incorrect and that the work couldn’t be done and the Governors raised this again with KCC and the issue is still dragging on. Cllr. Rowbotham had been asked to try to resolve it with KCC and they have come up with several objections. The Welfare Scheme had given this land and only asked that the bit of unmade road was made up by KCC. Agreed to put Car Parking on the April agenda and Cllr. Jones to collate all his letters and draft a letter with the Clerk Cllr. Pellitt said this could be a case for evidence gathering and the need for the Car Park.

Close of formal business 2025

08.03.19 Public Question time:

Parishioner raised the issue of water that runs off the humps at Sandwich Road and flows down to her back door. Clerk to write to KHS. The Parishioner also spoke on the DART bus and that parishioners should use it otherwise it will be lost.
Parishioner asked if the venue for the LDF meeting could be changed as she didn’t feel the Resource Centre would be large enough. Clerk to contact the Baptist Church.
Parishioner raised the question of the Court Costs and that last year it had been said the Precept would be reduced and asked why this had not happened. Cllr. Cowan explained that last year we had had to budget for a ‘worst case scenario’ regarding court costs. Fortunately the actual expenditure was less than budget and this had allowed us to have only a minimal increase in precept this year (0.7%) despite an inflationary increase in all our costs.
Meeting closed at 2035