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Lyminge Parish Council .
. .

Draft Minutes of meeting held on Monday 19th May 2008
At Etchinghill Village Hall

Present: Cllr A. Baldock (Chair), Cllr R. Bergin, Cllr M. Chubb, Cllr R. Chubb, Cllr N. Hunnisett, Cllr C. Manvell, Pam Wooding (Clerk)

  1. Apologies for Absence: Cllr David Monk, Cllr D. Smith, Cllr Susan Carey, Gary Harrison (CW)

  2. Declarations of Interest: Cllr A. Baldock - Mower and Man Ltd, Lyminge Vill Hall Man Comm, Cllr R. Bergin -Lyminge Primary School Parents and Friends Assoc, Cllr M. Chubb - Age Concern Elham Rural and Lyminge CEP School, Cllr R. Chubb - Lyminge Assoc, Cllr N. Hunnisett - Lyminge Vill Hall Man Comm, LYA, Cllr C. Manvell -Etch Vill Hall Man Comm,

  3. Minutes from Last Meeting: Minutes agreed and signed

  4. Matters Arising From Previous Minutes for Report. None.

  5. Report From Ward Representative. No Report.

  6. Report from Planning
    Applications Received / Parish Council Decision
    Y08/0462/SH The Well House Church Road, Lyminge. Erection of a detached garden shed to rear to replace existing. / No Objection
    Y08/0507/SH Teddars Leas House Teddars Leas Road Etchinghill. Erection of a detached garage. / No Objection

  7. Report from General Purposes Committee meeting 12.05.08.
    a) Minutes of last meeting. Approved.

    1. Matters arising from last minutes. Stagecoach cheques banked. R. Bergin and M&R Chubb to make new date for inspecting Deeds. New companies to be contacted to gain quotes for Well repairs. All volunteers to contact G. Baldock with available dates for next Speedwatch monitoring period. Trevor Skelton to be contacted re funding for bus shelters.

    2. KAPC training. A. Baldock to be added for Councillors Training Day. Booking forms to be forwarded by KALC. Clerk to attend Finance Training.

    3. Report following inspection of Parish Deeds. Nothing to report

    4. Report on meeting with Bowls Club 07.05.08. Positive meeting. CW to speak to youths notifying that Bowls Club is private property. LYA to provide notices and install on site at tennis court. Trespass and damage should be reported to police. Possibility to make Tennis court fences higher if problems continue.

    5. To discuss appropriate action re Parish Boundaries on Tayne Field. Only 2 properties have fences erected on LPC land. Cllr D. Smith was incorrect in advising residents that fencing is permitted. Cllr Manvell to draft and forward letter to both properties advising removal of fences to allow proper maintenance of area.

    6. Updates on companies to carry out work on Ethelburga Well. More company details forwarded to clerk.

    7. To discuss Annual Parish Meeting. Refreshments to be served at 7pm, meeting to start at 7.15pm. Welcome and LPC report to be made by Chair. Each organisation to be allocated 5 minutes for their presentation. All reports to be forwarded to clerk. Questions to be raised at end of all reports.

    8. Clarification from SDC Tree Officer re AONB/Conservation status. R. Chubb has received details for inclusion in next Lyminge Newsletter.

    9. To discuss action for Wellfield Bridge to ensure safety for large machinery. R. Chubb has inspected the bridge. 21 boards in total, 14 need replacing. Depending on uniformity of new and old boards, may be necessary to replace all. R. Chubb to source suppliers.

    10. AOB

      1. Vegetation is very overgrown around bench, bin and village entrance (Greenbanks). KCC? SDC? Will wait 2 weeks for confirmation of responsibility for cutting before contracting G. Baldock to carry out task.

      2. Dead tree reported by residents on Ethelburga Grove. R. Chubb has made site visit. No dead trees and no trees overhanging fences. Majority of shade caused by vegetation in Fox Close and Barton Field.

      3. Coach and Horses/LPC boundary remains unclear. Deeds and Photos are needed for task. No problems on site.

      4. Tree in Lyminge Car Park has not come into leaf/flower. R. Chubb to check tree health.

      5. Clerk to forward catalogue material pertaining to bins to M&R Chubb.

      6. Resident has reported poor state of footpath (Brady Rd - Silverlands Rd) R. Chubb to investigate.

      7. Village 'Clear-up' was well attended.

      8. R. Chubb has located filing cabinets for archive storage free of charge.

    11. Date & Venue of Next Meeting - 7.30pm Lyminge Methodist Parlour 10th June 2008

  8. Report from Finance Committee Meeting 14.05.08
    Present: Richard Chubb (Chair), Marian Chubb, Colin Manvell
    Apologies: David Monk, Pam Wooding (supplied a written report)

    1. The Minutes of the meeting held on 24lh April 2008 require amending in the interests of clarity. In AOB (b), Clerk to change the wording from "detailed above" to "Ethelburga Well" With this amendment the Minutes are accepted

    2. Matters Arising: None, except as detailed below in Agenda points.

    3. Clerk reported that Deborah Balkham has offered to contact G Floyd (as RFO for 2006/7) and request the return of the original completed Form for the Audit. Although the Charity Commission has supplied another Form Mrs Balkham does not feel she should complete it without access to the supporting documentation.

    4. John Gretton (Internal Auditor 2007/2008) has notified the Clerk that the Audit would not be finalised until after the next full Council meeting. They should be approved by the full Council and Cllr Manvell suggested that we may call an extraordinary meeting to approve the accounts so they can get to the Charity Commission on time. Thecompleted accounts are to be submitted by 9 June or the Council would risk being fined. It was decided that the Clerk should write to the Charity Commission to request an extension.

    5. The end of year accounts show the Council in a good position to go forward to the next financial year.

    6. Because all the accounting documentation is currently with J. Gretton for the Audit, the Clerk has been unable to produce the monthly figures.

    7. No info on type of Bond yet. Clerk to obtain for the next Finance Meeting.

    8. No info on the interest being paid into the account. Clerk to obtain for the next Finance Meeting.

    9. Discussed recommending the purchase of the following as part of the LPC Disaster Recovery Plan:

      1. A Hard Drive for Clerk to use for regular system back-ups. Max cost £70 for 500 gigs. Approved.

      2. A USB stick for Clerk to use for regular data back-ups. Max cost £10 for 2 gigs. Approved.

      3. 4 port USB Extn for Clerk's use. Max cost £10. Cllr Manvell may have a spare one he could donate,

    10. Review of applications for funding.

      1. Scouts have not submitted their application yet as they are still in the process of obtaining quotes.

      2. Lyminge Village Hall - Ladies Toilet Refurbishment - Total £13,600. LVHMC supplied further details as requested. It was decided to Recommend a Grant of £5000 to the full Council. Approved

      3. Next 4 Meetings fixed: 11th June, 9th July, 13th Aug and 10th Sep 2008. At the Library at 3pm on Wednesdays.

  9. Report from Community Warden. None

  10. Reports from Representatives from Outside Bodies

    1. Age Concern : Conservatory is complete. Working towards converting upstairs flat for rehabilitation centre

    2. Footpaths : Rhodes Minnis walk was attended by 6 walkers, 5 miles, 2hrs. 1 stile is broken. R. Chubb to report to KCC.

    3. Lyminge Village Hall Management Committee: Village hall has an alcohol licence. 2 new members following AGM including Cllr Hunnisett. Successful Lyminge Day. More volunteer helpers gained at AGM.

    4. Etchinghill Residents Association : Joint meeting held with residents, SDC and Ministry of Defence to discuss flooding issues. Recommendations from 2 consultants for permanent solutions were costly. The change of use of the field behind the estate still seems to be beneficial, but this may not be a permanent solution. Etchinghill VHMC are writing new constitution to allow more members. Summer fete is planned for 12th July. New treasurer has been appointed. Gratitude forwarded to LPC for purchase of new noticeboard.

    5. Lyminge Youth Action : No meeting to report.

    6. Tree Wardens : R. Chubb to make another site meeting on Ethelburga Grove.

    7. Lyminge Primary School : No meeting to report this month

    8. Parochial Church Council : No report

  11. Correspondence and Documentation Received

    1. ACRK - Funding information

    2. Tamasin Jarrett - Shepway Play Strategy. Meeting to be arranged 11thJune 2pm at Library

    3. Bedingfields Educational Endowment AGM - 3pm 12th June 08. Cllrs Baldock and R Chubb to attend.

    4. Membership material from Campaign to Protect Rural England

  12. Other Matters for Discussion

    1. Request to install Finger post to Rhodes Minnis and Lyminge Village Hall. Discuss at next GP.

    2. Speeding on Church Rd. Police co-ordinator for speedwatch to be contacted to gain verification of site.

    3. Permission request from resident to collect earth on recreation ground. Approved

    4. Cllr R. Chubb has worked to secure agreement for rural design of bus shelter replacement at end of Silverlands Rd. Cllr Manvell has requested official answer on Etchinghill bus stop new provision opposite New Inn.

    5. Residents have expressed concern over land usage at the top end of Loughborough Lane.

    6. Concerns from residents at The Sidings concerning vandalism on communal land. The fire brigade has been called out on two occasions to put out fires that have been started deliberately on the grass. Resident should be advised to contact Shepway DC to discuss solutions.

    7. Cllr Bergin suggested she took a more active role within the Council with a specific area of responsibility. This suggestion was welcomed by all present and details will be discussed at a later date.

  13. Accounts to be Considered for Payment
    Harry Stebbing Workshop (Noticeboards) - £2,535.67 (incl £377.67 vat). Approved
    Audit Commission (Audit Fees 2006) - £411.25 (incl £61.25 vat). Not Approved. Clerk to investigate.
    Mower and Man Ltd (LVH car Park Fencing) - £398.30. Approved
    Mower and Man Ltd (April mowing and strimming) - £72.00. Approved
    R. Chubb (USB Flashdrive for file back up) - £9.99 Approved
    Ink Xpress (Revision to April payments for Lazer Printer) - £99.00 (incl £14.90 vat) Approved
    Ink Xpress (paper, ink cartridges for HP Photosmart) - £45.47 (incl £6.77 vat) Approved
    P. Wooding (stationary and refreshments) - £8.69 Approved
    Clerk's Pay 28.04.08-19.05.08 for 40 hrs @£8/hr Total - £320.00 Approved

  14. Date and Venue of Next Full Meeting 7.30pm Monday 30th June 2008 at Lyminge Methodist Parlour

This Meeting will be held as the Annual General Meeting of Lyminge Parish Council

Clerks Contact : 01303 862184

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