DUNTON GREEN PARISH COUNCIL

DUNTON GREEN PARISH COUNCIL MINUTES of a Meeting held at Dunton Green Pavilion on Tuesday 10 th FEBRUARY 2015 at 7.30pm 1. PRESENT / APOLOGIES Present: Cllrs. Bayley, Mrs. Monks, Tingley, Mrs England, Lapham, Mrs Gomes-Chodyniecki, Hersey Apologies: Cllr. Piper In attendance: Tracy Godden (), Cllr Mrs. Bayley (SDC) 2. MINUTES OF THE COUNCIL The minutes of the meeting held on Tuesday 13 th January 2015 were approved as a true record. Proposed Cllr. Mrs. Gomes-Chodyniecki, Seconded Cllrs. Tingley and Agreed. 3. MEMBER DISPENSATIONS & NON PECUNIARY INTERESTS None. 4. DECLARATIONS OF INTEREST IN AGENDA ITEMS Members were requested to ensure that declarations of interest were made orally. Members were reminded that if an interest comes to light during the meeting it must be declared at that time and if the member considers it to be prejudicial then he or she MUST leave the room. Cllr. Tingley declared an interest in Item 12.3d (Village Green) since his property directly abuts the southern end of the village green and Cllr. Lapham declared an interest in Item 13.1 (Allotments: Review of charges for 2015/16) as an allotment plot holder. 5. CLERK S REPORT Training: The had attended a seminar run by Rural Services Network regarding Lottery and Local Authorities ; the seminar had not been as useful in increasing her knowledge about lottery funding applications as had been anticipated. The would attend a Health & Safety in the Workplace training workshop at the end of the month. Anti-virus software had been purchased for the office PC (three years had elapsed since the PC had been purchased and the protection had now expired). Elections 2015: election nomination packs had been emailed to members but the had also made hard copies available. Family Fun Days: Dunton Green had been allocated two dates (one in the summer holidays 10 th August; one in the October half term 29 th October). The confirmed that the SDC Chief Officer allocated to Dunton Green was Lesley Bowles. Photocopier leasing: the confirmed that the 5 year lease on the current machine had expired last year. With a view to reducing the amount of office equipment, the suggested that it would be sensible to upgrade on a long term lease to a photocopier with colour capability. Members agreed that the should identify a machine that met the demands of the Parish Council and take steps to negotiate a new lease agreement. The confirmed that the lease fees included all service & maintenance and toner/ink supplies. 6. REPORTS OF URGENT ACTIONS taken by the in consultation with the Chairman. There had been a requirement between the January & February meetings to write & have signed 4 cheques. Councillors, having reviewed the supporting documentation, signed these and urgency certificates to confirm the action. Details of the cheques and payees are available under Accounts for Payment, Item 10 below. 7. PUBLIC SESSION Cllr Mrs. Bayley was invited to speak. Cllr Mrs. Bayley advised that the results of the consultation in relation to the latest parking restriction proposals affecting Station Road and Kingswood Road would be presented at the Minutes 2015 785

March JTB (Joint Transportation Board) meeting in March. Cllr Mrs. Bayley had also been involved in managing a meeting to discuss with Tesco resident concerns about litter generating from the store. There would be a litter clearing exercise in Riverhead on March 7 th which Cllr Mrs. Bayley hoped might also impact positively on Dunton Green. There is currently a trial of small garden waste bins in Sevenoaks (about one third of the size of standard bins). The trial will run February to June 2015 and if successful will be widened up to a larger area. Planning applications were significantly up year on year with over 2500 over the last year. The old rules regarding affordable housing were no longer applicable to developments of 10 dwellings or less. On behalf of KCC Cllr Mrs. Bayley also confirmed that there was a consultation currently underway looking at the provision of library & registration services. The preferred option as far as KCC is concerned is to look at having a trust(s) to run libraries (as has been adopted in Suffolk). Potholes are being dealt with; there will be a programme to convert street lighting to LEDs and KCC has announced its opposition to a second runway at Gatwick airport. Cllr. Hersey raised Parish Council concerns regarding the promised review/consultation of the restrictions implemented in summer 2014. The communications from Andy Bracey did not amount to a consultation. Cllr Mrs. Bayley leaves the meeting. 8. COMMUNITY SAFETY 8.1 PCSO communication The PCSO had been on annual leave and a report was not available. The did confirm, however, that the PCSO had been in regular contact. Cllr Mrs. England informed members that she had been advised that PCSO Hardy had been given additional areas of responsibility (including Knockholt parish). The advised that she had not been advised directly that the PCSO would be unable to spend as much time in Dunton Green and would follow this up. Closed Session. 8.2 Anti-social behaviour The informed members that there would be no further action in regards to the stolen (but returned) barrier post. Members agreed that all possible steps had been taken and accepted the decision of the police. End of closed session. 9. FINANCE 9.1 The presented the Council with a summary Bank Reconciliation to 1 st February 2015, which was approved (Proposed Cllr. Tingley, Seconded Cllr Mrs. Monks and Agreed). Cash in hand 01/04/2014 8,571.59 ADD Receipts 01/04/2014 01/02/2015 866,819.86 875,391.45 SUBTRACT Payments 01/04/2014 01/02/2015 788,356.29 A: Cash in hand 01/02/2015 87,035.16 Minutes 2015 786

Cash in hand per Bank Statements Current 01/02/2015 24,822.01 Reserve 01/02/2015 38,920.54 Treasury 01/02/2015 25,000.00 88,742.55 Less unpresented cheques 4049: Mr I Bayley (Banner) 37.99 4067: Streetlights 279.90 4073: Andrew Boakes Associates Ltd 1335.00 4080: Knockholt PC 20.00 4081: s expenses 34.50 1,707.39 87,305.16 Plus unpresented receipts 0.00 B: Adjusted Bank Balance 87,305.16 A=B Correct 9.2 VAT The had met with Elysian Associates to discuss charging of VAT and the Option to Tax on the new building. It was confirmed that the Parish Council was correct to charge VAT. 9.3 Pension The advised members that the Parish Council had received correspondence from The Pensions Regulator confirming that every employer with at least one member of staff must automatically enrol those who are eligible into a workplace scheme and contribute towards it. The staging date for DGPC (the date when the law comes into effect for DGPC) is 1 st June 2016. The confirmed that there could be an application to pull the staging date forward should the Parish Council be in a position to offer a workplace pension scheme in advance of that date. The had already advised The Pensions Regulator that she was the nominated contact for receipt of further information. 9.4 Audit The confirmed that she had set a date with the internal auditor for the bulk of the year end audit to be completed at the end of March. A follow up meeting had also been scheduled for April to sign off the accounts for 2014/15. 9.5 Local Government Finance Settlement 201516 The advised that it had finally been confirmed that there would be no referendum principles introduced for Parish Councils within this settlement. 10. ACCOUNTS FOR PAYMENT 10.1 It was resolved (Proposed Cllr. Tingley, Seconded Cllr. Hersey and Agreed) to approve for payment a list of cheques (with supporting documentation) as detailed below. Payment Details: Cheque Details Sub VAT Total No. 4078 UC 001/2015 Bespoke Builder Services Ltd Air Test Charges 630.00 126.00 756.00 4079 UC 002/2015 Venesta Privacy panels for changing rooms 961.85 192.37 1154.22 4080 UC 003/2015 Knockholt PC Contribution to Flooding 20.00 20.00 Minutes 2015 787

Conference fee 4081 UC 004/2015 Travel expenses (RSN seminar) 34.50 34.50 4082 JK Cleaning (Pavilion 09 26/01/15) 64.00 12.80 76.80 4083 Modus Vivendi Installations Ltd Wi-Fi & 308.38 61.68 370.06 Networking 4084 The Play Inspection Company Operational 45.01 9.00 54.01 inspection 4085 SDC Cleaning of Mill Rd & Recreation Ground Jan 97.85 19.57 117.42 2015 4086 Newlands Nursery Christmas Tree 199.17 39.83 239.00 4087 Furniture@Work Ltd Tables for pavilion 309.00 61.80 370.80 4088 Rural Services Partnership Delegate fee for 30.00 6.00 36.00 seminar 4089 Society of Local Council s Delegate fee for H&S training workshop 25.00 25.00 4090-4091 Staff salaries & expenses February 2015 1877.23 1877.23 4092 Welcome Printing Dec 2014 Newsletter printing 195.00 195.00 DD E.On (UMS elec for street lighting Jan 2015 / pay 260.64 52.13 312.77 Feb) DD E.On Pavilion gas supply Jan 15 - Feb 15 269.55 53.91 323.46 (estimated bill) DD BT Telephone & broadband 66.97 13.39 80.36 11. PLANNING 11.1 CURRENT PLANNING It was Proposed Cllr. Lapham, Seconded Cllr. Hersey and Agreed that recommendations made following Council consideration outside of a full Council meeting (as a result of deadlines for response) be ratified. 11.1a Application Number: SE/15/00095/HOUSE 10 London Road Development: RETROSPECTIVE APPLICATION Demolish existing single storey rear conservatory and replacing with single storey rear extension Recommendation: No comment on the basis that the Parish Council should not support the principle of build first and then seek planning permission; there are no objections to what is being done. 11.2 CURRENT PLANNING To consider the applications and to resolve to agree recommendations. 11.2a Application Number: SE/15/00172/FUL 12 Hillfield Road Development: Demolition of existing outbuilding. Construction of a detached dwelling including 2 parking spaces for both dwellings Recommendation: Support. Proposed Cllr. Tingley, Seconded Cllr Mrs. Gomes- Chodyniecki and Agreed. 11.2b Application Number: SE/15/00056/HOUSE Penhurst Morants Court Road Development: Demolition of existing garage and erection of a replacement single bay garage and frontage hard standing Recommendation: Support. Proposed Cllr. Hersey, Seconded Cllr Mrs. Monks and Agreed. 11.2c Application Number: 15/00131/HOUSE Minutes 2015 788

Development: Recommendation: 6 Pounsley Road Part demolition of rear extension. The erection of a first floor pitched roof rear extension above the existing extension and construct a flat roof with a lantern light over the remainder of the extension. Support. Proposed Cllr Mrs. Gomes-Chodyniecki, Seconded Cllr Mrs. England and Agreed. 11.3 PLANNING NOTIFICATIONS It was resolved to note the decisions from SDC or the Planning Inspectorate. 11.3a GRANT OF PLANNING PERMISSION Application Number: SE/14/03670/LBCLT Donnington Manor Hotel London Road Development: Demolition of existing gate piers and erection of new gate piers to create widened vehicular access Grant: Subject to conditions 11.3b GRANT OF PLANNING PERMISSION Application Number: SE/14/03669/FUL Donnington Manor Hotel London Road Development: Demolition of existing gate piers and erection of new gate piers to create widened vehicular access Grant: Subject to conditions 11.4 Fort Halsted Cllr Mrs. England advised that there was a Fort Halstead Working Group (FHWG) meeting on 12 th February and asked if there were any concerns from the parish that members might wish to raise. There were already concerns about the potential traffic impact. The proposal is for a set of traffic lights between the access road to the development and the A224 (opposite the Polhill Arms). The FHWG was pushing for a roundabout here. There is also a proposal which would increase traffic on Star Hill, which was also of concern. FE GH Cllr. Hersey did express doubts about the feasibility of the whole project because it must be business driven and there seemed to be some uncertainty about whether the business park element is viable. Fort Halstead happens to be an existing business development in the Green Belt; if it hadn t already had employment there it seemed doubtful that plans for housing would be entertained at all. 11.5 Plain English Guide to the Planning System to forward information contained in a KALC email to all members for perusal. 12. RECREATIONAL FACILITIES AND COMMUNITY AMENITIES 12.1 WKCS S106 Community Facilities Fund: DGPC Recreation Ground Project a) To receive a progress update to include a. Snagging list The confirmed that there was still quite an extensive snagging list. There were still issues with getting the privacy screens installed, correcting a fault with the heating system and a need to get the snagging list completed). b. Update (to include contra-charging & funds status; Wi-Fi) The was still waiting on a cost summary from the QS in regard to comparing costs likely to be incurred versus the balance of the monies owed to Gilbert Butcher (most costs could be contra-charged to that account as it was work that should have been completed by them, reducing the monies then payable to Gilbert Butcher). A more comprehensive update should be available for the March meeting. The confirmed that the networking and provision of Wi-Fi had been resolved. There was now a private Parish Council network and a Guest Wi-Fi network. It would be necessary to upgrade to BT Infinity (or similar) in order to maximise the efficiency of the networks. Minutes 2015 789

b) To consider requirements of new building a. Equipment purchases & requirements (to include Sevenoaks Lions Club update) The advised members that Mr & Ms Law from Sevenoaks Lions had visited the pavilion to inform the that a decision had been made by the Club to donate 200 to the Parish Council in appreciation of all of the efforts that had been made to help accommodate them when they had been looking for a new meeting venue (and had ultimately decided to locate elsewhere). This was a very generous donation and the had thanked Mr & Mrs Law. b. Acceptable Use Policy Still with SDC. c. Community Worker No further updates from SDC. c) Dunton Green Pavilion a. Pavilion Committee It was Proposed Cllr Mrs. England, Seconded Cllr Mrs. Monks and Agreed that there should be a separate Pavilion Committee to deal with the running of the Pavilion. The committee needed draft Terms of Reference and proposals for budget limits in order to make it a fully functioning committee with authority to take the decisions necessary for the efficient running of the venue. b. Charging schedule There had been feedback from hirers regarding the current charging schedule and the requested that consideration be given to making amendments and to adjusting some charges with effect from 1 st April 2015. The charges were discussed and members approved the following charging schedule: Dunton Green Pavilion Hall Hire Charges to 31 st March 2015 Room Discounted Charge (Locals) per hour (inclusive of VAT) Main Hall 12.00 18.00 Room 1 12.00 18.00 Main Hall & Room 1 24.00 36.00 Room 2 10.00 10.00 Kitchen Storage Cupboards Included with Main Hall & Room 1 Additional; very limited; subject to negotiation Standard Charge (Commercial) per hour (inclusive of VAT) Included with Main Hall & Room 1 Additional; very limited; subject to negotiation Dunton Green Pavilion Hall Hire Charges from 1 st April 2015 Room Discounted Charge (Locals) per hour (inclusive of VAT) Main Hall 12.00 18.00 Room 1 10.00 15.00 Main Hall & Room 1 22.00 33.00 Room 2 8.00 10.00 Kitchen Storage Cupboards Included with Main Hall & Room 1 Additional; very limited; subject to negotiation Standard Charge (Commercial) per hour (inclusive of VAT) Included with Main Hall & Room 1 Additional; very limited; subject to negotiation There would still be discretion to set preferential rates for long term, multiple session bookings. Minutes 2015 790

c. Cleaning arrangements The confirmed that there had been no improvement in the standard of cleaning provided and that a number of other companies had been approached for quotations. Cllr Mrs. England had met with one company who had suggested that they could jet wash the changing rooms and outside paths as part of the contract. They seemed very professional, with experience of leisure facilities and halls and a quote was to be supplied. It was agreed that there should be a change of provider. d. Other The confirmed that Cllr. Hersey had been instrumental in unblocking the drains from the showers A bung had been left in the pipe following air testing which had resulted in mud building up and causing a blockage and exacerbating the flooding issue in Changing Room 2. The bung had been removed, the drains cleaned through and the traps from the showers removed, cleaned and replaced. This would be an ongoing maintenance task. The same was likely to be true of the drains from the toilets. The toilets in the ladies had started to become difficult to flush, with water brimming up to the rim of the pans before draining away. Cllr. Hersey had rodded the drains and the problem was resolved although the bends in the pipes would almost certainly make them susceptible to future issues. d) Outside space a. Status / Update The confirmed that she and Cllr Mrs. England were due to meet with Sutcliffe Play for a pre-start meeting at the end of February (works due to commence from 2 nd March). Notices would be put up alerting people o the fact that the play area (including hard courts) would be out of action for 6-8 weeks. The matter of the football club s goal posts was raised by the as these were currently stored by changing and padlocking them to the chain link fence around the hard courts. This area would be cordoned off by security fencing and the posts needed to be stored elsewhere (there would be no access for the football clubs). It was suggested that the Parish Council could offer to purchase the goal posts and that these would then be free to be put up and left up (something that the football club was not permitted to do due to its Kent FA affiliation). Members did not feel it appropriate to have the goal posts secured against the new pavilion but the outside store room was not large enough to accommodate the posts and a solution needed to be found. to contact DGFC to discuss the proposal. 12.2 Youth Provision The and Cllrs. Bayley & Mrs. England had met with Play Place Innov8 to discuss youth service provision in Dunton Green. Whilst the meeting had been very positive and Chris Hennis had said that Play Place would conduct a consultation to establish the needs in the village there had been no further update in the three weeks since the meeting. The had requested feedback for the Parish Council s meeting which had not been forthcoming and based on the experiences of Seal Parish Council s regarding promises made about consultations by Play Place the was not overly confident that the work would be carried out with any urgency (or at all). The would follow up again. It was agreed that other options should be investigated. DGPC already provides Kick Kent sessions and other activities would be investigated (in music and art areas) as an alternative to the Play Place style of youth provision. It was suggested that local schools might be worth contacting with a view to getting information about what sort of activities might be worth trying to provide. 12.3 Grounds Maintenance a) General comments/feedback The football pitch had suffered over the winter as a result of the weather and having been played on on at least one occasion when it was questionable that the pitch was really in a good enough condition to do so. There would be a need to verti-drain as soon as possible in the spring. The suggested that it would be sensible for a tree audit to be carried out. Cllrs. Hersey and Tingley volunteered to conduct an audit. FE GH BT Minutes 2015 791

b) Gate in fence on small open space The fishing club had installed posts but still no sign of a gate. to chase. c) Proposals to alleviate mud to northern & western perimeters of pavilion Following discussions it was agreed that the work needed to be carried out using machinery and that this would be better done by a contractor rather than members volunteering. to obtain quotes for work to be carried out in the spring. Cllr. Tingley left the meeting. d) Village Green There had been some communication with the owner of 79a London Road in regard to the locating of a skip and rubbish sacks on DGPC land. It was agreed that it would be sensible to mark the boundary of DGPC s land so that this tidied the area and gave the Parish Council s contractor a clear boundary to work up to whilst clarifying the boundaries with the house owner. to liaise with DGPC s grounds maintenance contractor. Cllr. Tingle returned to the meeting. Cllr. Tingley commented that there was some rutting on the village green and that this would need to be made good. e) Signpost for pavilion/recreation ground It was agreed that there was a need to have a signpost from London Road identifying the location of the pavilion, the recreation ground and the public right of way. The would contact Orbit and KCC as it would be sensible to locate the post by the pavement on an area of vegetation which was looked after, it was believed, by the housing association. 12.4 H&S Quarterly Inspection Report It was noted that a thorough report had been received from The Play Inspection Company. The majority of areas that required attention would be attended to with the installation of the new play area. The had made a request that the next inspection not be carried out until after completion of the works and so an inspection would be made by PIC in May. 13. ALLOTMENTS 13.1 Review of charges for 2015/16 It was Proposed Cllr. Hersey, Seconded Cllr Mrs. Gomes-Chodyniecki and Agreed that the Parish Council should continue to set its charges in line with Dunton Green Social Club. to confirm with the Social Club its intention regarding any increases for 2015/16. 14. FOOTPATHS (Public Rights of Way) Nothing to report. 15. HIGHWAYS AND TRANSPORT 15.1 SDC Consultation: proposals for Kingswood Road and Station Road The Parish Council had responded to the consultation indicating that there were no objections or comments specifically regarding the two new proposals. 15.2 Sevenoaks Joint Transportation Board: proposals for amendments to parking restrictions (JTB to review within six months of their implementation) It was agreed that the should contact the Chair of the Sevenoaks JTB to express the Parish Council s disappointment in not having been consulted on the impact of the restrictions implemented in the summer of 2014. 16. LIGHTING 16.1 It was noted that the underpass lights remain out of action. Cllr. Bayley has reported these on numerous occasions but has now been advised that there are plans to replace the lights with LED lights and those parts are on order. KCC has 28 days within which to resolve an issue. 17. EVENTS / ACTIVITIES 17.1 Grand opening event (pavilion/outside space): to set date & budget Minutes 2015 792

It was agreed that an event should be held to celebrate the opening of the pavilion and to officially open the new play area. A date for an event was set Sunday 17 th May. It was agreed that there would be a need to look into costs for a band, food, entertainers and possibly a celebrity to open the officially open the play area. Ideas for the format of the event to be discussed and agreed at the March meeting. 17.2 DGPC Events for 2015/16 to include budgetary discussions around: i. APM. It was noted that Cllr Mrs Davison (Chairman of SDC) would attend the APM and that the APM would be followed by a talk by Revd Martin Booth (who had formerly been a scriptwriter). ii. Remembrance Sunday. It was agreed that the pavilion should be provisionally booked for Sunday 8 th November for to allow the Parish Council the option of having some form of event after the service. iii. Fireworks. It was agreed that a Firework Display should be organised and that the preferred date for the display would be Thursday 5 th November (given that many displays take place at weekends). The was asked in the first place to contact the company who provided the display at the Jubilee event to check their availability and to obtain prices. iv. Christmas. The date for this year s Carols around the Christmas Tree event was set for Monday 21 st December. It was confirmed that the current LED lights would be useable for another year or so but that it was no longer possible to obtain replacement strings of lights as they were now obsolete stock. An assessment should be made after this year s use to identify when it would be prudent to purchase alternative lights. The was asked to contact Newlands Nursery to establish whether or not a tree would be available for this year. v. Other suggestions: Village Picnic. It was agreed to set a provisional date of Sunday 2 nd August for a village picnic event and that the event should be moved from the Village Green to the Recreation Ground. It was felt that these events and activities in the new pavilion would all benefit from input from the Community Worker that was supposed to be being appointed to Dunton Green with the support of S106 money to help integrate the existing and the new Ryewood community. There seemed to have been little progress with this appointment and the was asked to contact Lesley Bowles, as DGPC s appointed Chief Officer contact, to get timelines and information about this. 18. COMMUNICATION 18.1 Newsletter A newsletter was to be produced but it was likely to be published later than initially planned due to the workload & commitments of both the and the Chairman. There would be a consultation/questionnaire included in the newsletter to ask people in the village about the sort of services/activities that they wanted to see available in the pavilion. There was plenty of news to tell people about including the fact that late trains from London now stop at Dunton Green (times to be included in the newsletter). 18.2 Website / Media / Technology The advised that a Digital Engagement training course was scheduled by the SLCC in March. The felt this would be particularly useful to attend and it was Proposed Cllr. Hersey. Seconded Cllr Mrs. England and Agreed that the should attend (the charge being 145 plus VAT). ALL IB 19. CORRESPONDENCE FOR DECISION / ACTION KCC KALC Consultation on future delivery of Library, Registration and Archive services in Kent (consultation ends 8 th April 2015) It was agreed that rather than complete a response on behalf of the Council that members should respond as residents (Cllr. Bayley having already done so). This would provide more responses and would potentially be more effective. Motorway Junction Working Group ALL Minutes 2015 793

London Paramount No comment. Invitation to attend workshops (already declined; between meeting decision) FROM RESIDENTS / BUSINESS OWNERS / LOCAL ORGANISATIONS Resident Request to place skip in recreation ground car park Having discussed the request it was Proposed Cllr. Lapham, Seconded Cllr Mrs. England and Agreed that the request should not be granted as there were concerns about the limited availability of parking, about the potential for damage to the tarmac and about the insurance cover of anyone placing the skip in the recreation ground. Sevenoaks Volunteer Donation request Transport Group It was Proposed Cllr. Lapham, Seconded Cllr Mrs. Monks and Agreed that a donation of 100 should be made to enable residents of Dunton green to continue their use of this service. Resident Request to set up a Cricket Club and use of the recreation ground. Members agreed that more information was needed in order to discuss this at any length (what sort of cricket adult/junior; hard ball/soft ball; unofficial or fully set up for matches and so on). It was also necessary to check the Byelaws for the recreation ground as there was a suspicion that they may state that cricket balls were not permitted. to check. FOR INFORMATION The items of correspondence below were NOTED by the Parish Council: ACRK Kent Community Halls Advisory Group Convention 2015 Rural Housing Alliance Affordable Rural Housing: A Practical Guide for Parish Councils s & Councils Direct January 2015 Local Councils Update January/February 2015 Southern Water South East in Bloom Leigh Day (Law firm) Environmental Survey 20. INFORMATION PURPOSES Nothing to report. 21. PUBLIC SESSION None. 22. DATE OF NEXT MEETING 22.1 Date of next meeting Scheduled: Tuesday March 10 th 2015 at Dunton Green Pavilion The meeting closed at 10.25pm. Minutes 2015 794