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Lyminge Parish Council .
. .

Draft Minutes of Annual General Meeting
held on Monday 30th June 2008
At Lyminge Methodist Parlour

Present: Cllr A. Baldock (Chair), Cllr R. Bergin, Cllr M. Chubb, Cllr R. Chubb, Cllr N. Hunnisett, Cllr C. Manvell, Clr D. Smith, Gary Harrison (CW) Pam Wooding (Clerk)

  1. Apologies for Absence: Cllr David Monk, Cllr Susan Carey,

  2. Declarations of Interest: Cllr Baldock - Mower and Man Ltd, Lyminge Vill Hall Man Comm, Cllr 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 Manvell - Etch Vill Hall Man Comm, Cllr Smith - PCC

  3. Minutes from Last Meeting: Item 9d should read 'the vacancy for Treasurer that will arise in September has been filled' Minutes agreed and signed

  4. Matters Arising From Previous Minutes for Report. Item 12e - The land at the top end of Loughborough Lane is within the Postling Parish Boundary, not Lyminge Parish.

  5. Election/Re-election of Officers

    1. Chair of Full Council. Cllr R. Chubb. Proposed D. Smith. Seconded C. Manvell. All in Favour.

    2. Vice Chair Full Council. Cllr C. Manvell. Proposed R. Bergin. Seconded D. Smith. All in Favour.

    3. Chair of General Purposes. Cllr D. Smith. Proposed N. Hunnisett. Seconded C. Manvell. All in Favour

    4. Vice Chair of General Purposes. Cllr R. Bergin. Proposed M. Chubb. Seconded D. Smith. All in Favour.

    5. Chair of Finance. Cllr R. Chubb. Proposed D. Smith. Seconded C. Manvell. All in Favour

    6. Vice Chair of Finance. All agreed post would remain vacant for time being, pending new members. All members expressed their gratitude to A. Baldock for her role as Chair since November 07 and welcomed R. Chubb as the new Chair of the Full Council.

  6. Report From Ward Representative. Cllr Susan Carey submitted a full written 'end of year' report on behalf of both Shepway DC and Kent CC.

  7. Report from Planning Planning Received 30th June 2008 /Council Decision
    Y08/0584/SH/Objection Bullimore Motor Repairs Westfield Lane Etchinghill
    Y08/0619/SH/No Objection Lanfranc High Street Lyminge
    Y08/0475/SH/NO Objection Land adjacent to Ashdown The Minnis Rhodes Minnis
    Y08/0530/SH/No Objection Wood Lodge Brady Road Lyminge
    Y08/0576/SH/No Objection Touchwood Woodland Road Lyminge
    Y08/0344/SH/No Objection The Coppice Brady Road Lyminge
    Y08/0525/SH/No Objection Bracknell Rectory Lane Lyminge
    Y08/0532/SH/No Objection F A Dumont Ltd High Street Lyminge

  8. Report from General Purposes Committee meeting 10.06.08

    1. Present: Cllr Derek Smith (Chair), Cllr Colin Manvell, Cllr Ann Baldock, Cllr Richard Chubb and Cllr Marian Chubb.

    2. Minutes of last meeting on 12.05.08 accepted.

    3. Matters Arising,

      1. The vegetation around the bench by the New Surgery was discussed. Since the last meeting Shepway District Council has cut the grass twice,

      2. There are two possibly dead trees in the PO car park; Cllr R Chubb will talk to SDC regarding replacements,

      3. Bins on Tayne Field. Replacements for the two covered bins are being sought. Refer to next GP.

      4. Mud on the Brady Road/Silverlands foot path has not been checked yet. Waiting for the weather.

    4. KAPC Training. Councillors attending the Councillors Information Day and Chairmanship Training Day are confirmed and the Booking forms will be completed and sent with the cheques tomorrow (11th June 2008). The courses are £70.50 each.

    5. Ethelburga Wall and Well, we have had 2 replies so far: quotes were reviewed and the clerk was asked to seek clarification from one firm.

    6. The text for the draft letter Cllr Manvell has written was agreed and will be sent to the Clerk for mailing to 2 households regarding encroachment on Tayne Field. Removal of the remains of the old stock fence from the bank was discussed and will be revisited later in the year.

    7. 2nd Letter from resident re Speed Watch was received and discussed. Cllr. Smith to draft a reply.

    8. Council property received and in the process of being sorted ready for filing in the Archive as soon as the filing cabinets are ready.

    9. Well Field Bridge. At a site meeting held with the Contractor it emerged that he was misquoted and did not make a complaint about the condition of the bridge. It was agreed to survey the bridge regularly to check its condition.

    10. Email from Elham reporting on their first use of the Speed Watch equipment was read. Councillors were reminded to send the Speed Watch Co-ordinator, Geoff Baldock, times and dates when they will be available for duty. Cllr M Chubb offered to design a poster asking for volunteers. Offer accepted.

    11. Lyminge Pre-School asked for permission to hold their Sports Day on Jubilee Field. Agreed, Clerk to send written permission.

    12. Maxted will install the 3 notice boards within the next two weeks.

    13. Additional GP Business. (1). Cllr Baldock reminded the Councillors of the joint Lyminge Parish Council/Lyminge Youth Action meeting arranged for 17th June 2008 at 7.30pm in the Parlour. Council's expectations were discussed and clarified. (2). Finger Posts were discussed and the Clerk will be asked to add them to the agenda for the next GP and bring the quotes for further discussion. (3). Cllr Baldock reported that while Lyminge and Etchinghill have had new silver coloured bus stop posts installed, Elham have black ones. Cllr R Chub to ascertain why and report at the next GP. (4). Cllr R Chubb reported that the kerb has not been dropped at the Silverlands Road bus stop. He will add it to his discussions with KCC after he has checked out the accessibility of the other bus stops in the Parish.
      Next Meeting: Tuesday 08.07.08 at 7.30pm Lyminge Methodist Church Parlour

  9. Report from Finance Committee

    1. Audit Commission Annual Return 2007. D. Smith proposed motion to approve, M. Chubb seconded. All members in favour.

    2. Audit Commission Annual Return 2008. M. Chubb proposed motion to approve, A. Baldock seconded. All members in favour.

    3. Cllr Baldock signed any previously unsigned approved meeting minutes for 07/08.

    4. It was agreed that correct procedure is that all payments must be minuted as 'Approved' or 'Not Approved'.

    5. It was agreed as per the Internal Auditors report that it is necessary for the Council to formulate a detailed risk assessment. This document should be updated annually. This will be prepared by the clerk and Finance Committee to be presented to the full council at the meeting on 27th August.

    6. It was agreed that the Financial Officer should prepare a monthly statement of accounts and quarterly bank reconciliation.

  10. Report from Community Warden.
    The Community Warden submitted a full written report and discussed points from it.

  11. Reports from Representatives of Outside Bodies.
    Age Concern : A successful quiz night was held on 31st May, the next to be held on 27th September at the Bowls Club. A coffee morning is to be held and AC will participate in the next Garden Safari. The AGM will be held on 23rd July.
    Footpaths : Last walk was on 15th June with 10 walkers to Paddlesworth, 5miles in 2hrs. Next walk is 20th July leaving Rhodes Minnis village hall car park at 10am.
    Lyminge Village Hall Management Committee: The Pre-school Charity Ball was a success and some funds are to be contributed to the Toilet Refurbishment Project. The Management Committee forwarded their gratitude to the council for the support of their grant application. A craft fayre is to be held on 19th July.
    Etchinghill Residents Association : The committee has employed a solicitor to discuss gaining compensation for residents who have suffered damage to property following flood damage. The Farmers Market and Summer Fete will take place on 12th July.
    Lyminge Youth Action : No meetings held since 1st April. There are a number of issues to address and actions to discuss, therefore a meeting has been called by some members on 8th July to take business forward. The council is keen to support the continuation of LYA arid to assist where appropriate.
    Tree Wardens : Tree maintenance has been carried out in Etchinghill at Church Close and St Mary's Close.
    Lyminge Primary School : The head teacher has been appointed as a Senior Improvement Partner for Kent. As this will take much time from duties over a two year period, Deputy Alison Steel will be appointed Acting Head in September. The School Fete on 14th June was a success with approx £2000 being raised.
    Parochial Church Council : Some routine maintenance has been earned out. Funds are still being raised for the installation of the new organ. The Teddy Bear Parachute Jump will take place on 6th July. Gabor Thomas will be attending the GP meeting on 8th July to make a presentation regarding the Archaeological Dig taking place this summer. It is important that the survey at the top end of the church yard is completed in order that it can be used as an extension of the present burial area.

  12. Correspondence and Documentation Received
    Suggestion for need for double yellow lines in High Street, Lyminge and complaint of Dog Mess on the green. To be discussed at GP. Resident's interest in renting allotment. R. Chubb to contact. 4 copies of 'Local Council Review', to be circulated. 3 copies of the 'Summer Events Guide' for Amphitheatre and Leas. Reply from Kent Highways re. Additional Lighting on Tayne Field. SDC Community Chest Application Form. To be forwarded to Lyminge Scouts. AONB draft management plan review (CD view and return comments). CPRE copy of 'Kent Voice' to be circulated. Kent Volunteer awards nominee form. 2nd letter from Mr Baldwin re 'Speedwatch'. D. Smith has drafted reply. Clerk to send. Kent Highways - Ann Norton Community Liaison officer - intro to her role. BTCV - Pond Warden Scheme. CPRE - Fieldwork publication. Southeast Regional Sustainability Framework. 2 x detailed quotes for the Well repairs. Clerk to create comparison table. AONB - invite to 'Countryside Day'.

  13. Other Matters for Discussion.
     Philip Wilson will have the Tayne Field report ready for discussion at the GP meeting. Cllr Manvell reported to have been impressed by the open gardens at Bridge Farm. The next dates for opening are 12th and 13"1 July. A meeting has been arranged with LPC and SDC Play Strategy Officer Tamasin Jarrett at 5pm on 16* July at Lyminge Library

  14. Accounts to be Considered for Payment
    Audit Commission (Audit Fees 2006) - £293.75 (incl £43.75 vat)
    KALC Councillor's info day x 4 members - £282.00.
    KALC Chairmanship Training Day x 2 - £141.00.
    S. Hunnisett , 4GB Memory Stick - £10.50.
    Lyminge Village Hall, Annual Storage Charge - £50.00
    Lyminge Village Hall, Room hire 28.04.08 & 15.05.08 - £26.00.
    Mower and Man Ltd, May mowing and strimming - £240.00.
    AP Willcox Printers 2 x Newsletters @ 41.20each - £82.40.
    Clerk's Pay 19.05.08-30.06.08 for 50 hrs @£8/hr Total - £400.

  15. Date and Venue of Next Full Meeting 7.30pm Monday 28th July 2008 at Lyminge Village Hall

Clerks Contact: 01303 862184

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