MINUTES OF THE MEETING OF OTHAM PARISH COUNCIL - DOC

							       MINUTES OF THE MEETING OF OTHAM PARISH COUNCIL
          HELD ON MONDAY 9TH JANUARY 2006 AT 7.45 P.M.
                     IN THE VILLAGE HALL

PRESENT: Cllrs Thompson (Chairman); Leeds (Vice Chairman); Gwinnett; Shipp;
Marchant; Middleton; Mrs Irving (Clerk).

1.   APOLOGIES: Cllr Brian Page (work commitment); Cllr Richard Baxter
     (holiday), Cllr Brian Wood. Retrospective apologies received from PC David
     Leipnik.

     As no contact had been made from Cllr Graham Crouch & he has not attended
     meetings for a period of six months, the Clerk was asked to point out the
     statutory position & request a response.
     ACTION: Clerk

2.   APPROVE & SIGN MINUTES OF PREVIOUS MEETING HELD ON 7TH
     NOVEMBER 2005. The minutes were agreed as a true and accurate record of
     proceedings.

3.   RESIGNATION OF COUNCILLOR
     Following the initial resignation from the parish council by Cllr Page, he has
     been requested to reconsider withdrawing his resignation. Cllr Page has advised
     that if recent changes in his work commitments allow him more free time he will
     reconsider, although he will no longer be able to head planning but will be
     happy to be a part of the sub-committee.
     ACTION: Cllr Page to advise the council of his intent at March’s meeting.
     Cllr Thompson to enquire whether Cllr Baxter would be prepared to head
     up planning.

4.   QUESTIONS FROM MEMBERS OF THE PUBLIC – None.

5.   POLICE REPORT – Issued retrospectively.
     2 Crimes;
            1 – Burglary & one criminal damage to a car.

6. URGENT MATTERS
6.1 Highways – hedges. Clerk received notification from Mr. Robert Boyd-Howell
    that all his hedges are now cut in accordance with DEFRA’s current policy.
    This policy is understood to include no longer cutting the tops of hedges, except
    near gateways, and no cutting between March & September. Also, as advised
    by DEFRA, 6 to 8 metre grass margins will be left around most of the arable
    fields and some areas will be left to revert to low scrub.
    Mr. Boyd-Howell expects to next cut the hedges in November 2006. However,
    the hedge outside the school still requires cutting.
    ACTION: Cllr Thompson to progress
    One section of hedge belonging to David Betts is not complete.
    ACTION: Clerk to write to Mr. Betts


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     Some sections of hedging are reported as requiring maintenance.
     ACTION: Cllr Thompson to contact Mr. Robert Boyd-Howell reference
     Cluttons. Clerk to obtain copy of guidelines from DEFRA.

     Cllr Marchant advised a section of fencing, close to Woolley Road on the parish
     boundary, has been badly damaged. MBC has arranged for repairs.

     Cllrs Thompson & Marchant & the Clerk are meeting with a representative from
     KHS on 10/01/06 at the junction of Caring Road/Otham Lane to discuss the
     cutting back of vegetation, hedges and trees in that area.

     Flooding – Ditch in White Horse Lane has been cleared, but MBC contractors
     have cut out a number of grips between the ditch and the road. It was noted
     litter from the ditch was left by the roadside.
     ACTION: Situation to be monitored with next rainfall.

6.2 Football Ground – Floodlights. A technical inspection has taken place,
    resulting in the football club being advised there is a discrepancy in their
    retrospective planning application which refers to different lights. As a proper
    explanation for this has not been received, the Borough are seeking clarification.
    It is believed the parish council are entitled to request the lights are removed as
    they do not match the planning application.
    ACTION: Cllr Marchant to appraise the situation & advise Cllr
    Thompson accordingly. Clerk/Cllr Thompson given remit to write if this
    proves to be the case.

     It was reported the football club are still flouting the restrictions laid down for
     use of the changing rooms.
     ACTION: Cllr Marchant to monitor & advise Enforcement Officer if this
     recurs.

7. MATTERS ARISING FROM PREVIOUS MINUTES.
7.1 Street Sweeping
    The last sweeping was reported as being satisfactory. All are requested to
    monitor the next session on Friday, 13 January.
    List of dates for the year have not yet been received from MBC. Clerk advised
    by Mr. David Hitchings this will be available in the next few days.

7.2 Village Green – Trees. Cllr Thompson has been in contact with four
    companies; no response from one, one did not wish to quote, two quotations
    received, which are very similar.
    Funding of work - Clerk has submitted a bid to MBC for One-Off Additional
    Resources.
    ACTION: Cllr Thompson to clarify minor discrepancies in quotes &
    proceed with company considered to be most suitable.
    Letter to be sent to Cllr Marchant requesting funding from his devolved
    budget. Planning permission to be sought as trees are in a conservation
    area. ACTION: Clerk/Cllr Thompson.


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     Notices – The two notices are now in place on the village green.
     Goal Posts – Goal posts and additional sockets are now in installed.
     Seat – Cllr Thompson has written to Mr. Case granting permission for the seat
     and thanking the family.

7.3 Ward Walk – It was agreed to proceed with a Ward Walk.
    ACTION: Cllr Leeds agreed to head up the exercise – comments to be sent
    by all advising of any problematic areas. Clerk to contact Trevor Gasson.

7.4 Footpaths – Thanks were given to Cllr Middleton for his excellent report
     detailing footpaths and stiles. Cllr Middleton advised a tree on KM94 was in
     danger of collapse. This is believed to be the responsibility of Bicknor Farm.
     Footpaths on this section have been realigned without permission.
     ACTION: Cllr Middleton to liaise with Clerk as a matter of urgency re.
     letter to be sent to KCC.
     Cllr Thompson to check whether information is correct that stile kits have
     been left with Mr. Robert Boyd-Howell. Cllr Middleton to prepare report
     on required work. Cllrs Thompson and Middleton to obtain quotations for
     replacement stiles. Clerk to contact Helping Hands to determine whether
     they would be interested in erecting the stiles.
     Further copies of the footpath report to be circulated – Cllr Middleton was
     requested to claim for out of pocket expenses in this respect.
     Cllr Middleton to advise Clerk of names of footpaths which will feature in
     next edition of Ragstone.
7.5 Boot Fairs – No action at present.
7.6 Refuse Collection/Recycling – The Clerk advised the council MBC had
     considered their request but it was not possible to organise a doorstep collection
     of waste for recycling at present. However, Otham would be considered for
     inclusion in this scheme in the future.
7.7. Lamis Land Management Services – Village Survey – Correspondence to be
     circulated to all councillors for comment.
7.8 Maidstone Local Development Framework – No action.
7.9 Parish Plan – A meeting has been arranged with ACRK for 30 January at 7.45
     in the village hall. All councillors are requested to attend.
     Community Action Plans & Assessments obtained from Jim Boot are included
     in latest circulation pack.
7.10 Kent Parish Portal – Website. Contact has been made with KCC. Details of
     available training dates for 2006 not yet available.
7.11 Village Hall Car Park – Situation to be monitored. Clerk to check whether the
     village hall secretary has received any response to her letter.
7.12 Christmas Events – All events reported as very successful. Particular items of
     note were; the very nice lunch in the White Horse which was also attended by
     past chairmen, the beautiful Christmas tree in the village hall donated by the
     Allotment Association and dressed by Cllr Anthea Gwinnett & Victoria Baxter
     and, most importantly, the very well attended carol service for which the village
     had received a leaflet organised by Cllr Thompson.



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8. FINANCE
8.1 Statement of Account – See attached appendix 2. Otham Parish Council
    confirms approval of all payments – proposed Cllr Leeds, seconded Cllr Shipp.

    It was agreed to leave the village green deeds in secure storage at the bank as
    there is deemed to be no suitable alternative repository.
8.2 Budget – Precept 2006/2007 – The sub committee advised their proposals for
    the precept to be set at £4,750 for the year. Acceptance of this figure proposed
    by Cllr Marchant, seconded Cllr Shipp.
8.3 Concurrent Functions – General grant allocation for 2006/2007 has been
    calculated as:
    Block Grant                       2,146
    Per Capita Grant
    £5.7447 x population of 375       2,154
    Total Grant Allocation            4,300

9. PLANNING
9.1 Applications Received.
 Application No. TA/0155/05 – 1 Primrose Cottages, Otham Street.
    Coppice 1 No. Willow Tree located within Otham Conservation Area.
    No objection
9.2 Applications Granted
 Application No. MA/05/2200 - Bishops, Avery Lane
    Retrospective listed building works to existing residential annexe as shown on
    Dwg No.s 1293/3 & 1239/4.
 Application No. TA/0125/05 – Graynorth Place, Otham Street.
    Remove 1 no. Conifer, Spindle and Scots Pine trees; all located within Otham
    Conservation Area.
9.2 Refused – None.

     All future planning applications to be passed to Cllr Thompson.

     The council unanimously agreed to support the White Horse with regards
     to an application for a sign to be situated on the highway, near the village
     sign, advertising the establishment.

10. CORRESPONDENCE
10.1 MPE Football Club – Request referred by Downswood PC re. extending
     Mallards Open Space to take in the field adjacent, (within the parish of Otham),
     permanently left un-farmed due to previous flooding problems.
     ACTION: Clerk to ask DPC what they would like OPC to do & they will
     try to comply with their wishes.
10.2 Mrs Audrey Chambers – Letter received thanking the council for their action
     with the playground surface.
10.3 Mrs Winckless & Family - Advising the council a total of £921 was donated
     to The Blackthorn Trust.
10.4 Mayor’s Charity Quiz Night – 3 February. Otham PC to be represented by
     Cllr Marchant and, if available, Cllr Middleton.

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10.5 Kent Fire Plan – Insufficient time to respond.
10.6 Kent Village of the Year Competition – It was agreed to enter one specific
     category ‘Environmental Action’ following agreed works to footpaths/stiles &
     trees on the village green.
     ACTION: Cllr’s Thompson & Middleton to be named as contacts.

11. REPORTS FROM SEMINARS ATTENDED
 Clerk attended SLCC Information Day- 28 November.
 Kent Highway Services Parish & Town Council Seminar – 6 December attended
    by Clerk. Information included in circulation pack.
 Police Reorganisation Meeting – Attended by Cllrs Thompson, Leeds &
    Marchant.

12.   ADDITIONAL MATTERS TO BE DISCUSSED AT NEXT MEETING
         Community Warden
         Village Welcome Pack
         Lamis Land Management Services – Village Survey
         Prohibiting motorbikes from footpaths.

13. DATE OF NEXT PARISH COUNCIL MEETING – 6th March 2006.

There being no further business the meeting closed at 10.15 p.m.




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