STELLING MINNIS WEB SITE- STELLING MINNIS PARISH COUNCIL

Unless otherwise advised, all meetings commence at 7.30pm and are held in Stelling Minnis Village Hall

Non-Statutory Guidance Note on the vehicular access across common and other land (England) regulations 2002

It is not as daunting as it sounds and is written in plain English. It runs to 18 pages and includes 49 frequently asked questions on this subject. It is very informative but any one reading it will understand that it is a complex subject, and why the Parish Council cannot give advice on an individual case.

The Common Land Branch, Zone 1/05 Temple Quay House, 2 The Square, Temple Quay, Bristol BS1 6EB. Tel. 0117 372 8520 or 6266.

In The Sunday Telegraph of Oct. 23rd 2005 there was an article about a person who had been having problems establishing a right of access across land owned by The National Trust. He eventually got it after a protracted delay. Residents of the Minnis should note that the procedure, if there are no snags, will take at least 3 months.

The useful information is that The Land Registry has a Practice Guide 52 on this subject and can be viewed at www.landregistry.gov.uk

Legal requests relating to access across Stelling Minnis Common should be taken up with your own Solicitor and not made of the Parish Council, Minnis Managers or Charles Gooch of Savills.

APOLOGIES:

1. To receive Declarations of Interest on Agenda items

2. MINUTES OF MEETING held on 14 May 2008

3. MATTERS ARISING Reference
3.1 Chairman’s position Minutes, Item 2
3.2 Vacancy for a Clerk Minutes, Item 2
3.3 Bossingham Sports Facility Minutes, Item 4.1
3.4 Bus Shelter Minutes, Item 4.2
3.5 Speedwatch Minutes, Item 4.3
3.6 Community Mini Bus Minutes, Item 4.5

4. MATTERS DEALT WITH SINCE THE LAST MEETING
4.1 Verge cutting

5. CORRESPONDENCE
5.1 To table items of late correspondence
5.2 KALC – Parish News : circulated
5.3 SDC – Community Chest 2008-09
5.4 KCC – East Kent Public Rights of Way – Minor re-organisation
5.5 Age Concern – AGM : 23 July
5.6 The South East Regional Sustainability Framework

6. PLANNING
6.1 Planning Matters
6.1.1 Talk by C Lewis, SDC Chief Planning Officer (4th June)
6.1.2 Breach of planning regulations
6.2 To table late planning applications received for consideration
6.3 To table planning applications dealt with since last meeting
6.4 To table decisions by Planning Authority

7. REPORTS
7.1 Kent County Council KCC Cllr Carey
7.2 Shepway District Council SDC Cllr Carr
7.3 SDC/KALC Joint Committee (circulated) Cllr Stuart
7.4 SDC Planning Users Group (circulated) Cllr Day
7.5 Minnis Managers Cllr Day
7.6 Stelling Minnis Village Hall Cllrs Stuart/ Day
7.7 Bossingham Village Hall Cllr Gifford
7.8 Transport & Highways Cllrs Stuart / Smyth
7.9 Youth Club Cllr Gifford
7.10 Windmill & Museum Clerk
7.11 Other

8. FINANCE

9. DATE OF NEXT MEETING

10. QUESTION

Clerk, 27June 2008

Present: Cllrs Stuart (Chairman), Day, Barber, Gifford, Smyth, and 1 parishioner.

Apologies: Cllr Speakman; D Barlow (Internal Auditor); KCC Cllr Carey; SDC Cllr Carr and Mrs Wills (Kentish Gazette)

1. DECLARATIONS OF INTEREST: Cllrs Stuart and Day, re: Item 10.3 - Parish Plan accounts

2. ELECTION OF OFFICERS

Cllr Stuart wished to stand down as Chairman and Cllr Day as Vice Chairman. However, both councillors agreed to continue until September. Clerk intends retiring in July but offered to continue as Treasurer, and also as Windmill Secretary, if required. Cllr Stuart will draft advertisement for the vacancy of a Clerk for the parish magazine, etc. Cllr Day recorded a vote of thanks to Cllr Stuart for all his hard work as Chairman, and to the Clerk for 31 years service.

2.1 Chairman: Agreed to appoint in September. Proposed Cllr Smyth, seconded Cllr Gifford
2.2 Vice Chairman: Agreed to appoint in September Proposed Cllr Smyth, seconded Cllr Gifford
2.3 Internal Auditor: Mr D Barlow Proposed Cllr Stuart, seconded Cllr Day
2.4 Treasurer/Responsible Financial Officer: defer until appointment of new Clerk

3. MINUTES OF MEETING held on 5th March were taken as read, confirmed and signed.

4. MATTERS ARISING
4.1 Parish Plan: Cllr Stuart advised that this has now been published, presented to parishioners at a public meeting on 10th May and a copy will be delivered to every household. The Plan showed a need for sports facilities and Cllr Stuart had contacted the Chairman of Upper Hardres PC about their proposal for a multi-sports facility at Bossingham Village Hall, and asked if a representative could attend and give a report at a future meeting. Cllr Stuart had also asked Cllr Carr to find out if any funding is available from SDC.
4.2 Bus Shelter: It would appear that youngsters are using this as goal posts and the shelter could be damaged again before too long. Cllr Stuart will speak to Mr Harrison, the Community Warden.
` 4.3 Speedwatch: This has been operating for 2 weeks and showed 2% travelling at over 40mph, and 5-10% at just over 30mph. A third site may be beneficial.
4.4 Talk by Chris Lewis, Chief Planning Officer: This will be held on 4th June at 7pm and members of Elham Parish Council will be attending.
4.5 Community Mini Bus: Cllr Stuart advised that Upper Hardres PC had expressed interest and had suggested meeting informally with other neighbouring parishes to discuss. One of the difficulties of setting up a scheme could be the recruitment of regular volunteers and a co-ordinator.

5. MATTERS DEALT WITH SINCE THE LAST MEETING
5.1 Stone Street – accidents and speeding. Cllr Stuart had contacted KCC Cllr Carey and PC Sharp on this matter. The Kent & Medway Safety Camera Partnership, based at Nackington, will obtain up-to-date crash statistics from Kent Highways and review.
5.2 Minnis Field – Parking. Cllr Stuart had replied to the resident in response to their concerns.

6. CORRESPONDENCE
6.1 To table late items of correspondence: none
6.2 KAPC – Parish News – noted.
6.3 Challenge Group – parish map: this showed all properties, and it was understood the Challenge Group are providing every household with a copy. No action.

7. PLANNING
7.1 Planning Matters:
7.1.1 KCC – advising of proposed changes to the planning application process: noted
7.1.2 Planning Portal Consultation: Cllr Stuart had responded highlighting problems this Parish Council would have with e-planning.
7.1.3 Breach of planning regulations: Several concerns were raised and Cllr Stuart will contact the SDC Planning Enforcement Officer.

7.2 To table late applications received for consideration:
7.2.1 Malt Farm Change of Use of Barn to separate dwelling Objections (7:0)
7.2.2 Malt Farm Change of Use of Barn to Residential Annex No objections (7:0)
7.2.3 Windermere New roof, etc. Objections (6:1)
7.2.4 Abbotswood Replacement dwelling Objections (7:0)
7.3 To table planning applications dealt with since the last meeting:
7.3.1 Anvil House Two-storey extension Support/No Objections (4:3)
7.3.2 Drove Croft Replacement garage, workshop Support (7:0)
7.4 To table decisions by the Planning Authority:
7.4.1 Little Palmstead House - Extensions Granted
7.4.2 Land to rear of Coxsole Farm – Agricultural crop storage building Granted

8. REPORTS
8.1 Kent County Council: Cllr Carey not present.
8.2 Shepway District Council: Cllr Carr not present.
8.3 SDC Area Committee meeting: written report received from Cllr Stuart who drew attention to the 2007 Local Government Act which will, in due course, affect the way Parish Councils appoint Chair and Vice Chairpersons.
8.4 Stelling Minnis Village Hall: Cllr Stuart had attended their AGM and gave a brief report.
8.5 Bossingham Village Hall: Mr Barlow had advised that the roof is to be cleaned and the area in front of the hall is to be re-surfaced in the next few weeks. A Bookings Clerk is required.
8.6 Transport & Highways: Cllr Smyth advised that Sandy Lane has been attended to. Cllr Stuart felt the Stelling Minnis village sign on Bossingham Road needed to be re-painted.
8.7 Youth Club: volunteers are still needed.
8.8 Windmill & Museum: Clerk reported on a slow start to the season due to snow and poor weather. The Parish Council insurance policy covers volunteers for Employers & Public Liability, but only those aged 15-75 for Personal Accident. As several Windmill guides are older than 75, the Clerk has raised this matter with KCC.
8.9 Minnis Managers: Cllr Day advised that the Owner’s Agent, Charlie Gooch, deals with boundary disputes and will be visiting sites in the coming weeks.

9. APPOINTMENT OF REPRESENTATIVES

All representatives were re-elected, subject to review in September.

10. FINANCE
10.1 Parish Council Statement of Accounts as at 31.3.07 were agreed (proposed Cllr Day, seconded Cllr Haffenden)
10.2 Annual Audit Commission Return: Accounts approved, and signed by the Chairman. Clerk and Internal Auditor to submit accounts to Audit Commission.
10.3 To receive Parish Plan Accounts: Cllr Stuart had prepared accounts showing a final cost of £2,425.00. Grants totalling £2,055.50 had been received, leaving a shortfall of £369.50. Cllr Day advised that Upper Hardres & Stelling News will sponsor £100 for the public presentation and distribution of the Parish Plan. The Parish Council had previously agreed to contribute 10%, based on the original estimate. Following discussion, it was agreed the Parish Council would increase their contribution to cover the balance outstanding (proposed Cllr Haffenden, seconded Cllr Smyth)
10.4 Accounts for Payment. The following were agreed:-
10.4.1 Parish Council Account (proposed Cllr Barber, seconded Cllr Gifford – all in favour).
Cllr Stuart advised that the grant application for the Speedwatch equipment had been approved and will contact ACRK as this has not yet been received.

KAPC Membership 217.26
ACRK Membership 35.00
Allianz Cornhill Insurance 383.61
C.P.R.E. Membership 28.00
S.M.V.Hall Hire of Hall (6 @ £6) + APM (£11);
Speedwatch Training 12.4.08 (£11) 58.00
S.M.V.Hall Hire of Hall 1.4.07-14.5.08 re: Parish Plan 69.00
Mrs S Carter Honorarium 1,383.75
Mrs S Carter Clerk Expenses 270.86
Stelling Church Annual donation re: upkeep of churchyard 200.00
Age Concern Annual donation 100.00
BCTV Annual donation re: Tree & Footpath Warden 100.00
Bossingham V.Hall Youth Club 200.00
Mickle Print Parish Plan 1,534.00
Lyminge P.C. Speedwatch device 348.75

10.4.2 Windmill a/c (proposed Cllr Smyth, seconded Cllr Barber – all in favour)

Allianz Cornhill Museum Building & Contents Insurance 187.67
G Poile Mill Manager/Custodian 185.00
S Carter Mill Secretary Expenses 262.09
D Maxwell Contribution to field cutting 45.00
EDF Energy Electricity 44.99
MJ Magnets Key Rings (sale item) 89.00
S.M.V. Hall Meetings (2) 12.00

11. FUTURE MEETINGS|
11.1 To agree Schedule of Meetings 2008-09
Cllr Stuart had drawn up two possible programmes of Parish Council meetings for 2008-09. As some councillors would have problems attending monthly meetings and there may be difficulty in ensuring a quorum for these, it was agreed the existing bi-monthly meetings should continue with additional meetings arranged if required. Wednesday was the preferred day and the following dates decided:-

July 2; September 3; November 12; January 14, March 4 and May 13

11.2 Annual Parish Meeting 2009 - Wednesday, 22nd April.

11.3 DATE OF NEXT PARISH COUNCIL MEETING – Wednesday, 2nd July at 7.30pm

12. QUESTIONS

12.1 Mr Smith queried why the Parish Council Precept increased by 12.9% compared to the much lower KCC and SDC rates.

12.2 Mr Smith, editor of the parish magazine, thanked the Chairman for his communication with the public.

There being no further business, the meeting closed at 10.17pm

Present: Cllrs Stuart (Chairman), Barber, Gifford, Smyth, Speakman; KCC Cllr Carey, SDC Cllr Carr,
D Barlow (internal auditor), Mrs A Wills (Kentish Gazette) and 2 parishioners.

Apologies: Cllrs Day and Haffenden

1. DECLARATIONS OF INTEREST: None

2. MINUTES OF MEETING held on 9th January 2008 were taken as read, confirmed and signed.

3. MATTERS ARISING
3.1 Parish Plan: 2 quotes for printing final report had been received, SDC had declined. Mickle Print quote accepted (£1,340). Further DEFRA grant (£505.50) obtained to cover shortfall in budget. Public presentation of report will be on Saturday, 10th May in the Village Hall.
3.2 Bus Shelter: SDC had donated two boxes of tiles. Local builder, Tom Glancy, had now repaired.
` 3.3 Speedwatch: Cllr Stuart had circulated all councillors with an action plan. 10-12 volunteers required - 5 volunteers had come forward to date, plus 5 councillors (Cllrs Stuart, Speakman, Day, Smyth and Barber). SMPC are unable to proceed with Upper Hardres as they are in a different Police area. Cllr Stuart had spoken to Lyminge and Elham who are willing to share equipment. Cllr Carey had confirmed that £1,000 is available from the KCC Members’ Grant Scheme, leaving each Parish to contribute approximately £350. Cllr Stuart understood a grant may be available from ACRK for our contribution and will apply for this. Clerk to check cost of any addition to our Public Liability insurance. Cllr Stuart will speak to the Village Hall about storage of equipment, and also to PC Sharp about arranging a Training Day on a Saturday.
3.4 Talk by Chris Lewis, Chief Planning Officer: Clerk had spoken to Clerk at Elham PC and they suggested meeting be held at Stelling Minnis. Clerk to contact Mr Lewis with suggested dates – 2nd April, 21st May or 4th June.
3.5 Local Bus Service – contract for existing service will be maintained.

4. MATTERS DEALT WITH SINCE THE LAST MEETING
4.1 Highways Matters – the broken signs at Bossingham Road, opposite Minnis Lane, have been re-fixed. Cllr Stuart will inspect the road sign at Chapel Farm and contact SDC if necessary.
4.2 SDC: LDF – Core Strategy Issues & Alternative Options - response sent.

5. CORRESPONDENCE
5.1 To table late items of correspondence:
5.1.1 Affordable Housing Strategy – circulated
5.1.2 ACRK – Kent village of the Year 2008 – no action
5.1.3 The Romney Marsh Visitor Centre – noted
5.2 KAPC – Parish News – noted. Cllr Barber to attend Planning Information Day.
5.3 KCC Draft Permit Scheme – noted
5.4 SDC Standards Committee: Review of process for appointing Parish Council representatives. Cllr Stuart outlined the current procedure whereby SDC select two Parish Councillors. Councillors agreed that Parish Councils should elect their representatives, and Cllr Stuart will respond accordingly. The expected change to 3 Parish Council representatives will make this more significant.
5.5 Police/Parish Council Forum Meeting – 3rd April. Cllrs Smyth and Speakman will attend.

Members were reminded to ring councillor if leaving correspondence in shop for collection.

6. PLANNING
6.1 Planning Matters:
6.1.1 SDC advised that an application for change of use of land can be applied for at any time, whether or not the change of use has taken place, and this would be assessed on the planning merits of the case. A Certificate for Lawful Development for change of use of agricultural land to residential curtilage can only be issued if the Council is satisfied that the use has been carried out on land for a period of at least 10 years.
6.1.2 Appeal decisions – SDC produce a quarterly report on appeal decisions and Parish Councils can receive a copy. Parish Councils are advised to respond to DofE Planning Inspectorate appeals, even if no further comments are to be made, and ask for a copy of their decision.
6.1.3 Lydd Airport Development: letter from Mr J F Martin, Woodchurch – no action.
6.2 To table late applications received for consideration:
6.2.1 Drove Croft, Bossingham Road Replacement Garage
6.2.2 Anvil House, Pony Cart Lane Two-storey rear extension.
The applicant was present at the meeting and outlined his proposal.
As two councillors were absent, both applications will be circulated for their comments.
6.3 To table planning applications dealt with since the last meeting:
6.3.1 Land rear of Coxsole Farm Agricultural crop storage building
No comments submitted as applicant is a Parish Councillor
6.3.2 Little Palmstead House Front & Rear Extension No objections (6:1)
6.4 To table decisions by the Planning Authority:
6.4.1 Juniper Lodge Extension, alterations, garage Granted
6.4.2 Badgers Croft, Mill Lane Extensions, 3 dormer windows Granted

7. REPORTS
7.1 Kent County Council: Cllr Carey reported that the Freedom Bus pass scheme will cost £10 million, and there are no plans yet to extend this to 16-18year olds. KCC Council Tax increased by 3.9%. Highways will be inspecting flooding outside School shortly. Cllr Carey was asked to obtain further details about the KCC Cabinet Members’ scheme for parish mini buses.
7.2 Shepway District Council: Cllr Carr reported that a Police & Communities Together (PACT) meeting is being held at Elham Village Hall. Local Strategic Partnership “clusters” are dealing with local issues. Audit Commission are currently carrying out an SDC Comprehensive Performance Assessment inspection.
7.3 SDC/KALC Area Committee meeting - written report by Cllr Stuart received.
7.4 SDC & Parish Councils’ Joint Committee meeting - written report by Cllr Stuart received
7.5 SDC Planning Users Group meeting – written report by Cllr Stuart received
7.6 Stelling Minnis Village Hall: AGM on 17th April.
7.7 Bossingham Village Hall: AGM on 17th March.
7.8 Transport & Highways: Tony Hammock, Highways, will have another look at the flooding at Curtis Lane/Stone Street junction. Cllr Smyth will advise of pothole outside Croucher Cottage.
7.9 Youth Club: Male volunteers needed.
7.10 Windmill & Museum: Clerk reported on the Committee meeting held on 16th January. It was hoped additional helpers would be recruited at the Open Days on 9th and 16th March as there are 33 dates to fill this year. Mr Fleming (SDC Environmental Health) had carried out the required inspections and confirmed the proposed Museum kitchen alterations, and arrangements for baking scones, complied with regulations.

8. FINANCE
8.1 Budget Forecast: Cllr Stuart suggested a small fund scheme for donations could be considered at the November meeting when setting the Precept for 2009-10.
8.2 Audit Commission – advising of appointing new External Auditor, and Audit fee charges.
8.3 Funds received:
Parish Council a/c
ACRK DEFRA grant – Parish Plan £505.50

Windmill a/c
Stelling Minnis Stores Sale of calendars £300.00
8.4 Accounts for Payment: the following were agreed:-
Parish Council a/c (proposed Cllr Speakman, seconded Cllr Gifford)
SDC Lottery Registration renewal £20.00
T Glancy & Son Bus shelter roof repair £50.00
Windmill a/c VAT refund on purchases £207.71

Windmill a/c (proposed Cllr Smyth, seconded Cllr Barber)
Pilgrims Hospice Donation from sale of calendar £50.00
Kent Air Ambulance Donation from sale of calendar £50.00
9. DATE OF MEETINGS:
9.1 Annual Parish Meeting Wednesday, 16th April at 7.30pm
9.2 Parish Council (the annual) Wednesday, 14th May at 7.30pm
Cllr Stuart asked councillors to consider frequency of meetings prior to meeting on 14th May.

10. QUESTIONS – none

There being no further business, the meeting closed at 9.45pm

Present: Cllrs Stuart (Chairman), Day, Gifford, Haffenden, Smyth, Speakman; KCC Cllr Carey, SDC Cllr Carr, D Barlow (internal auditor), Mrs A Wills (Kentish Gazette) and 1 parishioner.

Apologies: Cllr Barber

1. DECLARATIONS OF INTEREST: Cllr Stuart re: expenses, Item 8.3

2. MINUTES OF MEETING held on 7th November 2007 were taken as read, confirmed and signed.

3. MATTERS ARISING
3.1 Parish Plan – Action Plan: In line with discussions at the meeting held with Parish Councillors on 5.12.07, this had been amended and circulated. Cllr Smyth queried items of action. Cllr Stuart confirmed that these were a reflection of matters to be considered by the Parish Council in the future. Following discussion, councillors agreed the completion of the Parish Plan (proposed Cllr Haffenden, seconded Cllr Gifford, all in favour). Cllr Day wished to record a vote of thanks to Nick Smith for the preparation of the final document (all agreed). Cllr Stuart advised that the Appraisal Group will now arrange the printing and circulation of this document, and presentation at a public meeting.
3.2 Bus Shelters – Waste Bins: Cllr Stuart was saddened to report that the recently repaired bus shelter had been vandalised, and the central roof section needs repair. Cllr Stuart will ask SDC about repair and tiles. Agreed to make alternative arrangements for repair if necessary (proposed Cllr Day, seconded Cllr Speakman). Cllr Stuart will contact the Community Police Officer. In view of the recent spate of vandalism, provision of waste bins held in abeyance.
` 3.3 Cesspool Emptying Service: Reply from the National Association of Parish Councils’ Legal Department dated 12.12.07 was tabled. No further action required.
3.4 Speed Limits and Speedwatch: Cllr Stuart advised that Upper Hardres Parish Council are interested in participating in a Speedwatch scheme. Canterbury City Council have arranged a briefing at Christchurch College on 24th January - Cllrs Speakman, Day, Gifford and Stuart to liaise. The equipment costs £2,000 but can be shared between several parishes. Cllr Carey offered to match fund 50% from the KCC Members Grant Scheme and suggested that Upper Hardres could also approach their KCC Councillor. The Police, at present, are able to provide free training sessions but require 10-20 volunteers to attend. Highways advised that additional road signs, gate markings, etc., will cost £5,000 and that the Parish Council would have to contribute 50%. Cllr Carey will ask Highways if the roads can be painted indicating speed limit.
3.5 Stelling Minnis Post Office: Cllr Stuart reported on meeting held with the Postmistress. Post Office opening hours reduced to 3 days, the only concession being that the Post Office will open on the Friday preceding a Bank Holiday Monday.
3.6 KCC – Post Office consultation: Petition with over 200 signatures sent to KCC.
3.7 Elham Parish Council – Talk by Chief Planning Officer: Clerk to contact Clerk at Elham PC again.

4. MATTERS DEALT WITH SINCE THE LAST MEETING
4.1 KCC contract re: web-site – Parish Council link. Signed by Chairman and copy retained.
4.2 Highways Matters – Sandy Lane: Mr Hursey had written about flooding and state of road. Cllr Haffenden will be attending KCC Highways “Pipkin” seminar, which covers prioritisation of rural road maintenance, etc., on 10 January. Cllr Stuart will reply to Mr Hursey.
4.3 Bus contracts for Stelling Minnis service: tenders sought for renewal from April, 2008.
4.4 SDC - Street naming: Clerk had replied confirming agreement to the proposal to change the postal address of properties in Church Lane to Stelling Minnis, currently listed as Petham.

5. CORRESPONDENCE
5.1 To table late items of correspondence:
5.1.1 Lord Lieutenant’s Civic Service at Canterbury Cathedral (4 March). Cllr Day will attend.
5.1.2 SDC Licensing Policy – questionnaire. No action
5.1.2 Dept of Transport Consultation on Bus Passenger representation: Cllr Stuart will raise this at the next KAPC Area Committee meeting.
5.1.3 CPRE – Climate Change Conference on 1.2.08 at County Hall, Maidstone: no action
5.2. KAPC – Parish News – noted
5.3 Kent Fire & Rescue Service – consultation: due to government funding, reduced service in Folkestone. Cllrs Carey and Carr felt rural areas were disadvantaged. No action.
5.4 Kent Air Ambulance - appeal: budget determined for 2008-09, consider for next year.
5.5 Bossingham Pre School – appeal: budget determined for 2008-09, consider for next year.

6. PLANNING
6.1 Planning Matters: SDC weekly lists - applications in Elham Parish: no further action
6.2 To table late applications received for consideration:
6.2.1 Badgers Croft, Mill Lane Roof alterations No objections (6:0)
It was noted that the planning application for a new dwelling is still ongoing.
6.3 To table planning applications dealt with since the last meeting:
6.3.1 Juniper Lodge Extension & alterations Support (7:0)
Replacement garage Objections (4:3)
6.4 To table decisions by the Planning Authority:
6.4.1 Hatch Farm DoE Appeal - Garage Dismissed
6.4.2 Old Telephone Exchange DoE Appeal – Conservatory Allowed
6.4.3 1 Stelling Church Cottage 2-storey rear extension Granted
6.4.4 Stone Hall, Stone Street 2-storey side extension Granted
6.4.5 Courthope Farm, Mill Lane Walls, Units 1 & 2 Granted
6.4.6 Gordon House, Mill Lane Change of use of land Refused

7. REPORTS
7.1 Kent County Council: Cllr Carey reported that the Freedom Bus pass scheme for 11-16 olds is to be extended to the whole county by 2009. M20 Operation Stack – movable barriers to be installed by June 2008 between Junctions 11 & 12, able to stack 700 lorries and looking to extend to Junction 13. Lorry park is on hold as no funds available. Overnight parking still a problem and this matter could possibly be referred to the European parliament.
7.2 Shepway District Council: Cllr Carr reported that the Concessionary Bus service, available at off peak times, becomes nationwide in April. This will have budget implications for SDC, also bus operators are seeking increased reimbursement for tickets issued. Cllr Carr agreed to lobby for use of bus passes on earlier service. SDC audit during Feb/March. The Lydd Airport planning application meeting will be shown on web-cam. Cllr Stuart asked if SDC are going to charge for emptying brown bins - Cllr Carr advised a decision will be made on 16 January.
7.3 Minnis Managers: no report, next meeting on 5th February. It was agreed the Managers should be given a copy of the Parish Action Plan.
7.4 KAPC A.G.M. – written report by Cllr Stuart received.
7.5 SDC/KAPC Joint Committee: - written report by Cllr Stuart received
7.6 Stelling Minnis Village Hall: no meeting
7.7 Bossingham Village Hall: Mr Barlow advised that a grant has been received to repair and tidy up the area in front of the Hall. Bossingham Brownies now use Stelling Minnis Village Hall and this may be in breach of the agreement reached when the Chapel was converted.
7.8 Transport & Highways: Split Lane has been attended to. Cllr Haffenden understood that public consultation/transport order would be required for a new circular road width restriction sign. Cllr Haffenden will explore cost of sign. Cllr Stuart will follow up possible provision of sign on existing post. Cllr Smyth to ask Highways to fill potholes in Sandy Lane.
7.9 Youth Club: 20 dates for coming year and supervisors are needed from Stelling Minnis.
7.10 Windmill & Museum: Social get-together held on 25.11.07 for volunteers and guides. Committee meeting arranged for 16.1.08. Following discussion on the sale of calendars, Councillors suggested that the Clerk could refer the allocation of proceeds to the Committee.

8. FINANCE
8.1 VAT Claim: refund of £432.35 (PC) + £207.71 (Windmill) received on 1.12.07.
8.2 Precept 2008-09: Councillors confirmed this should remain at £3,600 as previously agreed.
8.3 Accounts for Payment: The following were agreed:-
Parish Council a/c (proposed Cllr Speakman, seconded Cllr Gifford)
8.3.1 N Smith Parish Plan – Expenses £19.64
8.3.2 D Stuart Travelling Expenses Sep-Dec £85.80
Windmill a/c (proposed Cllr Day, seconded Cllr Speakman)
8.3.3 Mickle Print Village Calendars £100.00
Clerk to write thanking Tim Ashenden for his help, discount and donation.

9. DATE OF NEXT MEETING: Wednesday, 5th March at 7.30pm

10. QUESTIONS – none

There being no further business, the meeting closed at 9.46pm

Present: Cllrs Stuart (Chairman), Day, Barber, Gifford, Haffenden, Smyth and Speakman; SDC Cllr Carr (part-time), A Wills (Kentish Gazette) and 3 parishioners.

Apologies: KCC Cllr Carey, D Barlow (Internal Auditor)

1. DECLARATIONS OF INTEREST: None declared.

2. MINUTES of MEETING held on 5th September were taken as read, confirmed and signed.

3. MATTERS ARISING
3.1 Parish Plan: Cllr Stuart gave an update on progress to date. Appraisal Group to meet with Parish Councillors prior to publication of document. Cllr Stuart requested photographs of the village. SDC had issued a Contractors Licence for the supply of Ordnance Survey Data used in the Plan.
3.2 Welcome Pack: All information now obtained.
3.3 Bus Shelters: Now repaired. Thanks expressed to Cllr Carr and Cllr Stuart.
3.4 Cesspool Emptying Service: A letter had been sent to all residents using KCC services asking if they would be interested in joining forces with nearby neighbours to help minimise emptying costs for smaller cesspools. 7 replies had been received.
3.5 Speed Limit Signs: Cllr Stuart highlighted comments received from parishioners, i.e. no road markings, signs hidden by hedges, etc. It was noted that Kent Highways only had £5,000 available for providing speed limits in 4 parishes, and they would require the owners permission to cut back hedges. Traffic is still speeding. Cllr Stuart mentioned Speedwatch as an option to control speeding but was concerned at the cost of equipment and our lack of contact with the Police.
3.6 Brambleton Close: ERHA had drawn up a list of candidates and the Clerk had confirmed their local connection, as requested. It was understood that 3 candidates had been unable to proceed, and the property has now been offered to Mr & Mrs S Gifford.

4. MATTERS DEALT WITH SINCE THE LAST MEETING
4.1 Stelling Minnis Post Office: Due to the economic viability of the business, from January the Post Office will only be open 3 days a week. This decision had nothing to do with the national closure proposals. Cllr Stuart, Cllr Hewitt of Upper Hardres PC, and Mr Sean Carter of the Rural Shop Alliance/ACRK will be meeting with the Postmistress and to explore if there are any other options.

5. CORRESPONDENCE
5.1 Late items of correspondence:
5.1.1 SDC Community Chest – closing date for applications is 30 November 2007. Cllr Stuart advised that this scheme replaces the Concurrent Services Grant. Some Parish and Town Councils in Shepway would prefer a system whereby they received a share of the fund and allocated it locally rather than leaving it to SDC.
5.2 KCC – Post Office consultation: petition placed in shop.
5.3 Pro Referendum Rally, Folkestone: noted
5.4 Kent Highways – change of staff: noted
5.5 Kent Highways – Traffic Orders: noted and relevant orders posted on village web site
5.6 Lotteries & Gambling Act Registration: changes noted

6. PLANNING
6.1 Planning Matters
6.1.1 Elham Parish Council – suggested talk by Chris Lewis, SDC Chief Planning Officer. Reply awaited from Elham Parish Council. Cllr Haffenden suggested inviting Mr Lewis to Annual Parish Meeting.
6.1.2 Gordon House – Cllr Stuart had again spoken to and e-mailed SDC requesting a decision.
6.2 To table late planning applications received for consideration:
6.2.1 Lydd Airport – Cllr Carr advised that this application will be determined by SDC and that a special meeting, open to the public, is being held at the Civic Centre on 30 January 2008.
6.3 Planning applications dealt with since the last meeting:
6.3.1 1 Stelling Church Cottage Extension/Conservatory No objections (5:1)
6.3.2 Courthope Farm Walls to Units 1 & 2 No objections (6:0)
6.3.3 Stone Hall, Stone Street Internal disabled lift No objections/support (4:3)
6.4 To table decisions by Planning Authority: none received

7. REPORTS
7.1 Kent County Council: no report
7.2 Shepway District Council: Cllr Carr reported that SDC are unhappy about the proposed Post Office closures. The Fire Authority are carrying out a consultation regarding reducing equipment and re-deploying elsewhere. Cllr Carr was asked to check if SDC will provide and empty a bin at the bus shelters. Councillors were asked to advise Cllr Carr of any derelict properties in the parish.
7.3 Minnis Managers: Cllr Day reported on the meeting held on 30th October - removal of scrub near the Windmill; pond clearance and maintenance; dumping of garden rubbish; bollards; provision of owl and dormouse boxes. East Kent Pony Club have been given permission to train young riders on the Minnis as part of their traffic exam. Mainly positive reports received on grazing cattle.
7.4 KAPC/SDC Joint Committee and Liaison Group: Cllr Stuart circulated written report covering matters raised. Cllr Stuart will attend KAPC AGM on 10th November.
7.5 Stelling Minnis Village Hall: Cllr Day reported on matters discussed. No decision has been made yet regarding suggested Computer Course or provision of telephone.
7.6 Bossingham Village Hall: Cllr Gifford advised that the hall is to be re-decorated. Organisers of parties held in Village Hall will have to pay a £50 deposit to cover the cost of any clearing up that may be required.
7.7 Transport & Highways: Cllr Smyth will contact Highways regarding potholes in the village.
7.8 Youth Club: nothing to report
7.9 Windmill & Museum: Mr Poile, Mill Manager, attended the all-day SPAB Course which he found interesting and informative, but lacking on the refreshments provided. Clerk reported on the 2007 season; outlined plans for a village calendar; informal get-together for all helpers and guides; 2008 season starts on Easter Sunday, 23rd March.
7.10 Councillors Information Day: Cllrs Speakman and Barber attended and found very interesting and informative. 5 further copies of the “Good Councillors Guide” to be obtained.
7.11 Police Liaison Group: Meeting arranged for 25th October had been cancelled due to poor response. It was noted that the Parish Council had not been notified of this meeting.
7.12 ARCK A.G.M. and Conference: Cllr Stuart had attended and circulated a written report.

8. FINANCE
8.1 VAT Claim for Refund: Clerk had submitted a claim for £640.06 (Parish Council = £432.35, Windmill = £207.71)
8.2 Budget Forecast for 2008-09 Precept: Clerk provided a statement of account showing projected balance in hand at end of 2007-08 financial year of £1,841.36. Projected expenditure for 2008-09 financial year = £3,355.29. Following discussion of this, and other items of expenditure that may arise from the Parish Plan, it was agreed to precept for £3,600. (proposed Cllr Stuart, seconded Cllr Haffenden).
8.3 Accounts for Payment: The following were agreed :-
Parish Council account (Proposed Cllr Speakman, seconded Cllr Gifford)
N Smith Parish Plan £175.00
N Smith Parish Plan – expenses £ 42.09
Audit Commission Audit Fee (part) £ 70.50

Windmill account (Proposed Cllr Day, seconded Cllr Speakman)
I Maxwell Emergency repairs £345.00
EDF Energy Electricity £102.49
Audit Commission Audit Fee (part) £ 70.50

9. DATE OF NEXT MEETING: Wednesday, 9th January 2008 at 7.30pm

10. QUESTIONS
10.1 Cllr Stuart advised of Remembrance Sunday service at Bossingham Village Hall at 10.50am.
10.2 Items for next Agenda:-
(a) “Speedwatch” - Cllr Carr agreed to enquire about costs, training and name of police contact.
(b) Road sign at Split Lane

There being no further business, the meeting closed at 10.17pm

Present: Cllrs Stuart (Chairman), Barber, Day, Gifford, Haffenden, Smyth and Speakman; KCC Cllr Carey, D Barlow (Internal Auditor), A Wills (Kentish Gazette) and 3 parishioners.

Apologies: SDC Cllr Carr

1. DECLARATIONS OF INTEREST: None declared.

2. MINUTES of MEETING held on 4th July were taken as read, confirmed and signed.

3. MATTERS ARISING
3.1 Parish Plan: Cllr Stuart reported that 136 questionnaires have been received to date, representing 55-56% of parishioners. N Smith is analysing. Preliminary draft may be available for November meeting.
3.2 Welcome Pack for new residents: Cllr Stuart’s draft welcome letter was approved. The pack would also include a copy of the Minnis Managers’ guide “Living on the Minnis”, the SDC A-Z Services Guide, list showing County, District and Parish Councillors plus dates of PC meetings. Our local postmen may be able to advise when new residents move in, so that the nearest Parish Councillor could deliver the welcome pack.
3.3 Standing Orders: These are to be amended to reflect the adoption of the amended Code of Conduct Order 2007 on 4th July 2007.

4. MATTERS DEALT WITH SINCE THE LAST MEETING
4.1 Bus Shelters: Cllr Stuart has arranged a meeting with SDC on site.
4.2 Cesspool Emptying Service: Cllr Stuart understood that SDC do not want to provide a cesspool emptying service and had written to SDC Cabinet Chairman, Cllr David Monk, urging that this matter be re-considered, but had not received a reply. The two commercial operators covering this area are Southern Cleansing Services and Sucklifts.
4.3 Speed Limits: Signs still awaited.
4.4 Hedge cutting, area close to School: Cllr Haffenden advised that he cuts this area annually and is usually done at the end of August.
4.5 Car Parking at Minnis Field: Cllr Stuart understood from Cllr Carr that SDC are putting up “parking for residents only and no commercial vehicles” notices. Cllr Carr will meet the residents to discuss the problem.

5. CORRESPONDENCE
5.1 No late items of correspondence received
5.2 English Rural Housing Association had advised that a shared ownership property has become available at Brambleton Close and that the deadline for applications is 3rd September. The Clerk had displayed all information received on the notice boards, in the shop, parish magazine and web site.
5.3 KAPC Councillors’ Information Day (22.9.07): Cllrs Barber and Speakman to attend. Cllr Smyth unable to attend.
5.4 Cre8ive Productions – touring pantomime: No further action as both Stelling Minnis and Bossingham Village Halls too small for cost to be viable.
5.5 Shepway Regeneration Conference (13.9.07): noted

6. PLANNING
6.1 Planning Matters
6.1.1 Talk by Chris Lewis, SDC Chief Planning Officer: Clerk to contact Elham PC about suggested dates of 1st October, 5th November or 3rd December.
6.1.2 For a trial period of 6 months, Clerk to circulate councillors’ comments on applications before submitting these to SDC.
6.2 To table late planning applications:
6.2.1 Greenfields, Crown Lane Conservatory Support (7:0)
6.3 To table planning applications dealt with since the last meeting
6.3.1 Badgers Croft New Dwelling Objections (7:0)
6.3.2 The Cottage, W/Town DoE Appeal No further comments
6.3.3 Hatch Farm DoE Appeal No further comments
6.4 To table decisions by Planning Authority:
6.4.1 Abbotswood Extensions Approved
6.4.2 Minnis End, W/Town Double Garage and extension Approved
6.4.3 Eastleigh Court Change of use of land for tennis court Approved
6.4.4 Organic Nursery, Droveway (Elham Parish) - Change of use of land for keeping of horses/stables/store Approved

7. REPORTS
7.1 Kent County Council: Cllr Carey advised that a Local Board meeting is being held on 25 September at Sellindge regarding speeding. KCC Members Grant Scheme have received applications from the Art Club for paint boards, and Stelling Minnis Primary School for a walking bus. Cllr Stuart suggested this should include cycling. Regarding the Post Office consultations and proposal to close many offices, Cllr Carey asked councillors to notify her of any concerns. Cllr Stuart understood that our Post Office has not been visited yet. The UK Planning web-site lists all planning applications.
7.2 Shepway District Council: Cllr Stuart reported on behalf of Cllr Carr. The SDC Community Chest Grant scheme has £86,000 available for charitable groups for capital costs, not running costs. KCC have an emergency telephone number, SDC do not. The new shopping centre in Bouverie Square is due to open in December. It is not known if the Lydd Airport planning application is to be determined by Government or at a local level. The 2008 Waste contract is due for renewal and SDC may look at the whole system again, and also undertake a review of the system for brown top bins.
7.3 Minnis Managers: Cllr Day advised that the updated Guide to living on the Minnis has been produced. Trees on boundaries with the Minnis are the responsibility of the property owner, dangerous trees on the Minnis are the responsibility of the Managers. No response has been received from the School about the Safe Route to School scheme. The arrival of cattle has been delayed by recent foot and mouth scare. The Managers are liaising with the School for children to be involved with clearance and maintenance of ponds.
7.4 Stelling Minnis & Bossingham Village Halls: Cllr Day advised that Stelling Minnis have not held a meeting since the last report. Mr Barlow gave a brief report on behalf of Bossingham Village Hall, the floor has been re-sanded and re-decoration is planned during half-term.
7.5 KAPC/SDC Area Committee: Cllr Stuart reported on the meeting held on 19 July. KAPC subscription rates were discussed and Cllr Stuart again asked that the rates for smaller parishes be reviewed. The SDC Joint Transport Board had not discussed verge cutting, it was felt verges on main road junctions should be cut more than twice a year. Items on the agenda for the next meeting are election of representatives to the Standards Committee, emergency planning, operation stack and cesspool emptying.
7.6 Planning User Group: New national planning application forms to be used from April 2008, SDC will start using these in the next 2/3 months. SDC are undertaking a review of procedures, Cllr Stuart had asked if applications that fall outside the 8 weeks deadline for determination could be listed and reasons given for delay. Lisette Patching advised that she would resolve the Gordon House application as a matter of urgency.
7.7 Windmill & Museum: Clerk advised that David Fleming of SDC Environmental Health, Food & Hygiene had visited the Museum, and he had no concerns about the arrangements or facilities for providing cream teas. Cllr Barber and helper Mrs Jenny Morgan were also present at this meeting. Before opening next season, Mr Fleming will need to look at the kitchens of helpers willing to make the scones. As there are plans to extend the museum, he offered to advise us on any proposals we may have for upgrading the kitchen area, but did recommend that an additional sink be provided. Several helpers are willing to join the Windmill & Museum Committee and a meeting will be arranged for October/November. Clerk thanked all councillors for their help and support with the Windmill Fete.

8. FINANCE
8.1 Change of Signatories: As there can only be 5 signatories, Clerk to arrange for Cllrs Smyth, Barber and Speakman to be added, replacing former councillors Lewis, Redfearn and Piddock
8.2 Audit Commission: The Auditor had confirmed the accounts were in order and that he had no concerns. Clerk and Mr Barlow were thanked for preparing the accounts. Clerk had written to Audit Commission querying increase in their invoice (£141.00).
8.3 Accounts for Payment: The following were agreed:-
Parish Council a/c (proposed Cllr, Haffenden, seconded Cllr Day)
N Smith Parish Plan analysis (part), photocopying, stationery £187.09
J B Hurdwell Parish Plan – refreshments for Wish List meeting £ 55.00
Eclipse Ins. Services Parish Plan – printing and stationery £ 54.64
D G Stuart Parish Plan – stationery and postage £ 18.48
D G Stuart Chairman’s expenses (Jan-Sep) £ 36.75
K A P C Councillors’ Information Day £129.24

Windmill a/c (proposed Cllr Speakman, seconded Cllr Gifford)
S P A B Maintaining your Mill - One Day Course (G Poile) £ 90.00

9. APPOINTMENTMENT OF REPRESENTATIVES:
10.1 KAPC & KAPC/SDC Joint Committee Cllr Stuart / Cllr Barber
10.2 SDC Planning User Group Cllr Stuart
10.3 Transport and Highways Cllr Stuart / Cllr Smyth
10.4 Police Liaison Group Cllr Smyth / Cllr Speakman
10.5 Stelling Minnis Village Hall Cllr Day
10.6 Bossingham Village Hall Cllr Gifford
10.7 Youth Club Liaison Officer Cllr Gifford
10.8 Minnis Managers (4-year term of office) Cllr Day / Cllr Haffenden
10.9 Windmill & Museum Committee Cllr Barber / Cllr Gifford / Cllr Speakman

10. DATE OF NEXT MEETING: Wednesday, 7th November at 7.30pm

11. QUESTIONS
None raised

There being no further business, the meeting closed at 10.05pm

Present: Cllrs Stuart (Chairman), Smyth, Barber, Speakman and Gifford; KCC Cllr Carey, SDC Cllr Carr and 4 parishioners.

Apologies: Cllrs Day, Haffenden and Mr D Barlow (Internal Auditor)

Cllr Stuart welcomed Mrs Barber and Messrs Speakman and Gifford on to the Parish Council.

1. CO-OPTION OF PARISH COUNCILLORS:

Cllrs Barber, Gifford and Speakman signed Declarations of Acceptance of Office.

2. DECLARATIONS OF INTEREST: None declared.

3. MINUTES of MEETINGS
3.1 PARISH COUNCIL MEETING held on 16th May - confirmed and signed.
3.2 SPECIAL MEETING held on 10th June - confirmed and signed

4. MATTERS ARISING
4.1 Parish Plan: Cllr Stuart reported that questionnaire has been finalised, and circulated to all parishioners. Confirmation received of KCC Members’ Grant of £300 for producing/analysing results of questionnaire. It was noted that some parishioners in Pony Cart Lane and Wheelbarrow Town have not yet received a questionnaire.
4.2 Welcome Pack for new residents: Cllr Stuart suggested the format of this could be a letter of welcome, information sheet on basic services and a copy of the Minnis Managers’ guide “Living on the Minnis”. Decision deferred until September meeting, in the meantime Cllr Stuart will draft a letter of welcome and councillors to consider list of basic services to be included.
4.3 Code of Conduct: It was agreed to adopt the Local Authorities (Model Code of Conduct) Order 2007 and to include paragraph 12 (2). Paragraph 12 (2) gives members with a prejudicial interest in a matter the same rights as members of the public to speak to a meeting, but then leave before the main discussion and vote. Proposed Cllr Stuart, seconded Cllr Gifford (all in favour). Clerk to notify the Standards Board for England of this resolution.
4.4 Standing Orders: Councillors to study the current Standing Orders in order that any amendments can be adopted at the September meeting
4.5 Speed limits: Cllr Stuart had been advised that the Police now have no objections and 30mph speed limit signs should be in place within 3-4 weeks.

5. MATTERS DEALT WITH SINCE THE LAST MEETING
5.1 Clerk had received a query from a visitor about holding a Barbecue on the Minnis for a family gathering. The Trustees/Minnis Managers had confirmed that barbecues are forbidden.
5.2 Neighbours’ disputes: Parish Councils have been advised not to get involved. In past instances, SDC have advised complainants to speak to the neighbour concerned about any problems and, if not resolved, SDC would need a diary of events to be kept in order to consider whether enforcement action should be taken.

6. CORRESPONDENCE
6.1 No late items of correspondence received
6.2 KAPC Parish News and Training Programme – circulated. Clerk to ask KAPC if additional Councillor Information Days are being organised.
6.3 SDC Standards Committee – Request for Parish Council representatives. Cllr Stuart advised that, at present, SDC appoint the Parish Council representatives and KAPC are pressing for this to be changed to allow Parish Councils to nominate. Cllr Stuart proposed putting forward Mr Frank Hobbs (Postling PC) for consideration to SDC - seconded Cllr Smyth, all in favour.
6.4 ACRK – Newsletter and Meeting 9th July: noted
6.5 Kent Downs AONB – Countryside Day: noted

7. PLANNING
7.1 Planning Matters
7.1.1 Cllr Stuart outlined current procedure for dealing with planning applications. As SDC are required to process 90% of applications within 8 weeks, this only allows Parish Councils 14 days to submit comments.
7.1.2 Gordon House – Cllr Stuart will again raise this matter at the next SDC Planning User Group meeting.
7.2 To table late planning applications: none received
7.3 To table planning applications dealt with since the last meeting
7.3.1 Hatch Farm Detached Garage Objections (4:0)
7.3.2 Minnis End Garage and side extension No objection (4:0)
7.3.3 Old Telephone Exchange DoE Appeal Previous comments re-submitted
7.4 To table decisions by Planning Authority:
7.4.1 Abbotswood 3-bay Garage Approved

8. REPORTS
8.1 Kent County Council: Cllr Carey advised that the Government have re-issued guidelines for speed limits and no new speed limits are to be introduced until a KCC has completed a policy review.. Speedwatch volunteers can be a deterrent. Hawkinge by-pass is now open. Regarding Education, overall Kent is 13th out of 123 authorities but some Primary Schools are under-performing. Services and support are available for children who are under-performing.
8.2 Shepway District Council: Cllr Carr advised that she has been appointed Cabinet Member for Customer Services. At the end of August, KCC will be handing back to SDC responsibility for emptying cesspools but SDC reluctant to do this as their vehicles are old. Southern Cesspool Services have quoted £95 to empty up to 2,000 gallons and Sucklifts £90 up to 2,000 galls and £45 per 1,000 galls thereafter. Cllr Stuart suggested that Serco (Canterbury City Council) may be willing to work alongside SDC to cover this area. Regarding brown-top bins, Cllr Carr felt it should be ascertained how many people do not have and require these, and that perhaps people who have compost heaps could be encouraged to return their bins. There is no proposal at present to charge for emptying brown top bins.
8.3 Minnis Managers: no report received
8.4 Stelling Minnis & Bossingham Village Halls: no report received
8.5 KAPC/SDC Joint Committee: Cllr Stuart had nothing to report as meeting not yet arranged.
8.6 KCC Footpaths Meeting: Cllr Stuart and Derry Lowe attended. PROW have resources available for Safer Routes to School projects. Cllr Day to be asked to raise this at the next Minnis Managers meeting in view of the previous approach by the Primary School. Vegetation is cut 3 times a year on bridleways and 2 times a year on roads. Clerk to request updated version of Definitive Maps.
8.7 Windmill & Museum: Cllr Stuart outlined history of events to new councillors, and that he had written to Colin & Bernice Robbins on behalf of the Parish Council thanking them for all their help, co-ordinating the volunteer guides and cream teas in the past. Clerk is contacting all volunteer guides and helpers to see if they wish to continue, and co-ordinating Sunday openings for the remainder of the season. Councillors agreed to help at the mill where necessary. SDC have not yet inspected the refreshment facilities at the Museum. Cllrs Barber and Speakman asked whether any interim measures can be taken to re-instate Cream Teas, Clerk to speak to SDC Environmental Health Officer.

KCC are dealing with the safety issues raised. George Poile (Mill Manager) advised that improvements are currently being undertaken to the reefing stage and additional hand rails provided inside the Mill.

Cllr Stuart tabled a paper on possible future arrangements for management of the Windmill and Museum for discussion. Cllrs Barber, Gifford and Speakman agreed to represent the Parish Council on the Windmill & Museum Committee, and the Clerk is to speak to existing members to confirm their continuing involvement, etc. Representatives on behalf of volunteers and guides are to be invited to join the Committee, and the Clerk will also ask the Historical Society if they wish to continue their involvement. It was agreed that a Committee meeting be held as soon as possible after the season closes at the end of September to consider the way forward including options in the Chairman’s paper.

9. FINANCE. The following payments were agreed:-

9.1 Parish Council a/c (proposed Cllr Speakman, seconded Cllr Barber)
SDC Uncontested election expenses £34.13
Fishers of Dartford Parish Plan – stationery £101.64
N Smith Parish Plan - stationery expenses £27.92

9.2 Windmill a/c (proposed Cllr Smyth, seconded Cllr Gifford)
EDF Energy Electricity £64.60
D Maxwell Door locks £24.46
Sucklifts Cesspool emptying £90.00

10. ELECTION OF REPRESENTATIVES: Deferred until September meeting.
10.1 KAPC & KAPC/SDC Joint Committee 2 representatives, meet 4 times a year
10.2 SDC Planning User Group 2 representatives, meet 3 times a year
10.3 Transport and Highways 2 representatives
10.4 Police Liaison Group 2 meetings a year – Police re-considering meetings due to previous poor attendance
10.5 Stelling Minnis Village Hall 1 representative
10.6 Bossingham Village Hall 1 representative
10.7 Youth Club Liaison Officer 1 representative
10.8 Minnis Managers (4-year term of office) 1 representative

11. DATE OF NEXT MEETING: Wednesday, 5th September at 7.30pm

11.1 Dates of Future Meetings confirmed – 7th November, 9th January 2008, 5th March, 16th April (Annual Parish Meeting) and 14th May

12. QUESTIONS
12.1 Clerk to contact Amanda Wills (KG village correspondent) regarding Cream Teas

There being no further business, the meeting closed at 9.55pm

STELLING MINNIS PARISH COUNCIL

MINUTES of SPECIAL MEETING held on 10th JUNE 2007
in the Windmill Museum
______________________________________________________________________

Present: Cllrs Stuart (Chairman), Day, Haffenden and Smythe

Apologies: None

1.0 TO CONSIDER APPLICATIONS AND CO-OPT PERSONS TO FILL 3 VACANCIES

Six applications received, namely from Mrs Pippa Barber, Mrs Helen Hart, Mr Wayne Gifford, Mr R Hubble, Mr Stephen Moores and Mr Jeremy Speakman.

Councillors agreed that all the applicants had skills and experience that would be of benefit to the Parish Council. Following discussion, a secret ballot was then taken resulting in Mrs Barber and Mr Speakman receiving 4 votes each. Mr Gifford and Mr Moores received 2 votes each. A second secret ballot was taken and Mr Gifford received the majority vote.

Accordingly, the Clerk was requested to write inviting Mrs Barber, Mr Speakman and Mr Gifford to join the Parish Council, and to thank the unsuccessful applicants for their interest. It was also agreed that Mr Moores be “reserve”, having received the next highest vote, should any co-optee not take up office.

2.0 WINDMILL and MUSEUM

2.1 Safety of visitors and volunteer guides at the Windmill:

Mr Allan Cox, KCC Heritage Officer has arranged for the Health & Safety Officer to carry out a further inspection and to see the Engine in operation. Iron mesh has been delivered to the mill for covering the floor of the reefing stage. An additional balcony rail will probably require Listed Building consent.

Only designated/named guides are covered by the KCC insurance policy to operate the Engine.

In response to a query, the Clerk confirmed that all other guides and volunteers, providing they are unpaid, are covered by the Parish Council policy.

2.2 Provision of Cream Teas:

Cllr Stuart had obtained guidance leaflets produced for kitchens and kitchenettes at Village Halls. It was noted that when Cream Teas were first introduced, advice had been sought from the Rose & Crown as they had approved kitchen facilities, and that their recommendations were implemented.

Following discussions, it was agreed to:

(a) Obtain relevant Food & Hygiene Standards and Health & Safety guidelines from SDC Environmental Health Dept.
(b) Request SDC Environmental Health Officer to carry out an inspection and advise.
(c) Catering at present to be kept to a minimum, i.e. drinks and biscuits, until the above has been dealt with. Clerk will arrange for the tea urn to be chained to the wall.

The draft plan is very comprehensive and is a well produced environmental study of the Minnis. It states many times that the support of the community is essential if the plan is to succeed. However it does not identify possible factors which could give rise to concern to the residents of Stelling Minnis and hence suggest ways in which they might be addressed. Consultation at the earlier stages has been very limited. Presumably it is expected that these areas of concern will be raised in discussions on this draft.

The Parish Council has identified three major areas of concern. These are cattle grids, free grazing of animals, and the cost and management of the project. These are dealt with below. In addition there is a brief point by point response to each of the twelve prescriptions.

The Parish Council is of the view that cattle grids are unacceptable for the following reasons:

1. There is a high level of traffic of all kinds using the roads which cross the Minnis. It is surprising that in all the surveys carried out it was not thought necessary to carry out a traffic census. In parts of the country where cattle grids are used they are usually restricted to roads with lower traffic densities or in farm entrances.

2. Cattle grids on public roads are usually positioned well away from houses. In the case of the proposed locations in Stelling Minnis, as detailed in the draft plan, it is just the opposite. Also cattle grids are usually used to keep grazing animals away from houses but again in this case it is just the opposite.

3. Despite assurances, we believe that there are no quiet cattle grids and they will become noisier with time as they wear and loosen. It is clear that there will be a continuous noise problem. This problem will be even more apparent at night.

4. They will be a litter trap. Litter is already a problem on the Minnis, especially from paper blowing from the weekly waste paper collection.

5. They would pose real problems for secondary users i.e. cyclists, horses, ponies and traps, motorcyclists, people with prams and pushchairs and even walkers. Access for the disabled does not appear to have been considered. Side gates are not the answer as they can be difficult to operate and will inevitably be left open. There may also be a problem with younger motor cyclists who could see them as a challenge.

6. In poor weather conditions they will be a road hazard and a likely cause of accidents as they will form a slippery surface.

7. Cattle grids are a very permanent fixture. Their construction features in the very early stages of the plan. If grazing proves to be unsuccessful, and that must be considered as a possibility, fencing can be removed and alternative methods used. However once installed cattle grids will be a permanent feature of the highways. It is unlikely that any organisation would pay the substantial costs of reinstating the roads.

8. It is not clear who will be responsible for periodic inspections and repairs. With the use by heavy vehicles on a daily basis some wear is inevitable.

The Parish Councils has different views on the grazing of two areas i.e. Compartment 4 south of Minnis Lane and the larger open areas referred to as Compartments 2 & 3.

The map of the Site of Nature Conservation Interest (SH 29 ) in appendix 12 does not include Compartment 4. In 2003 the east side of Bossingham Road was added to the Site but the area south of Minnis Lane was apparently not considered to be worth including.

Throughout the draft plan this area is described as neutral grassland which is likely to have minimal impact and is of little conservation value. (P26 para 4, appendix 12 phase 1 survey, prescription 5.5 etc.)

It would appear to be unnecessary to even plan for grazing (including cattle grids) on conservation grounds alone.

1. This is the area where the ratio of houses to common land is the greatest and the most problems will occur.

2. Many houses lack gates and fencing is often not cattle proof. The cost of securing this area could be prohibitive - whoever meets the cost. Is this expenditure justified? The houses at Minnis Green open directly onto the Minnis. Is it intended that they will be fenced in and turned into some kind of a compound?

3. Access to the Shop and Post Office, and also the Rose & Crown has not been considered. Customers and delivery vehicles are not compatible with animals sheltering by the entrances.

4. The problem of animals and weekly refuse collection has not been addressed. There are already wheel bins for waste and garden refuse and from April kerbside collection of disposable waste will be introduced. The idea of animals foraging amongst these bins, black sacks and other containers is not acceptable.

5. The problem of animal waste around entrances does not appear to have been considered. It is a matter of public health.

If Cattle Grids are ruled out - and we believe that they should be - the only option, if grazing is to be introduced in these compartments, is some form of fencing. Fencing the roadsides along these compartments might be considered. This could be seen as having some advantages. Vehicle access to the Minnis would be restricted, although not impossible as there would still be a need to make provision for residents. The area to the east of the road could be managed differently from the main compartments, as its plant species are at a different stage of development compared with the main areas. (This was part of earlier proposals presented to the PC in May).

However the fencing would be unsightly and not in keeping with the Minnis. To maintain the rights of access there would need to be many cattle gates and kissing gates which must be suitable for disabled people. It is doubtful that substantial fencing and gates would be generally acceptable to the community as a whole. The problem of access to the properties in this area would need to be addressed.

The rights of walkers - with or without dogs - does not seem to have been taken into account. Technically, surely, the fencing would have to be treated as temporary fencing to comply with the right of access although it would need to be strong enough to be cattle proof. There is a clear contradiction in this statement. It is also clear that dogs and grazing animals do not go together.

The rights of horse riders needs to be clarified. The Minnis might be regarded by some people as a part of a network of bridle ways joining minor roads such as Church Lane, Split Lane and Sandy Lane. There is also the complication of horse owners simply crossing the Minnis to gain access to their homes and stabling.

It is clear that the simplest solution is not to pursue the idea of grazing the Minnis. Nevertheless the Parish Council would be prepared to see experiments with controlled grazing within compartments 2 & 3 using temporary electric fencing. This would have the advantage of grazing taking place in areas where it would have the maximum effect, and could be moved as necessary. There would still be problems to be resolved, principally the right of access. Perhaps stretches of the Minnis could be left for walkers. It is noted that the Mangers have agreed in principle to a cycle track for school children from Pony Cart Lane to what was Lock’s garage.

The Minnis has been managed for some years by the use of machinery and manual methods. We see no reason why this should not continue. It may need to be programmed differently, with more frequent work targeted at specific areas and well co-ordinated. The draft Plan starts from the assumption that the grazing option is the main method of management and mechanical and manual methods are secondary. It does not indicate how much more effective grazing would be compared to conventional methods. Also it does not compare the costs of different approaches although grazing must be considerably more expensive.

The Parish Councils conclusion is that the present methods should continue but with grazing experiments in confined areas.

The quoted cost of the overall plan approaches £0.5 million. This is a very large sum and there are certainly other ways in which the community would prefer to spend such a sum. Mains drainage, Major road improvements, more affordable housing, and community police support wardens are examples which immediately come to mind. It is appreciated these funds are ring fenced for DEFRA Countryside Stewardship schemes but inevitably comparisons will be made.

However the plan does not include other potentially significant costs. Reference is made to consultations, tender documents, their preparation and appraisal, but this is not costed. The costs of the services of specialist advisors needs to be allowed for. Such activities will involve time and expenditure by the Managers. It in fact illustrates the need for a project supervisor. Virtually all the individual objectives are listed as the responsibility of the Minnis Managers but it is highly unlikely that this voluntary body would have the time to manage a project of this scale on a day to day basis. There will also be a need for part time support services. There is no reference to financial control and a part time auditor would be needed. The Parish Council is required to have an internal auditor for a precept of only £3000 per year.

The other staffing cost will be a stockman. Grazing animals will need supervision. They will need to checked regularly and their needs such as water tended to. Veterinary services will have to be arranged. Fences will need to inspected. This will incur further costs in the provision of equipment. On a daily basis this may not add up to a full time job but whoever undertakes it will need to be available at all times to cope with emergencies such as broken fences, damaged gates, escaped animals, and even road accidents.

There is also no mention of insurance costs. Surely public liability cover will be needed as well as insurance to cover the value of the animals.

All these factors could add up to considerable additional expenditure. However even with these additions with cattle grids removed the project would probably cost less than the quoted sum. The Parish Council believes that the cost of the project should be reassessed taking into account a management structure.

5.1 Grazing - This has been covered elsewhere in these comments. The Parish Council does not believe that grazing will have wide acceptance within the community. At the time of preparing these notes the council has received a number of representations on this subject, both written and verbal, and only one has expressed support for grazing.

5.3 Area to the east of Bossingham Road - Other than the reference to grazing ( other than the experimental use of electric fences) this is also acceptable.

5.5 Neutral Grassland - Generally these are areas adjacent to houses and the suggestions, are acceptable. This Objective appears to virtually rule out grazing in Compartment 4.

5.6 Woodland Management - These proposals are generally acceptable. However two points need to be made. It is surprising that it considered to be a low priority. This is the habitat of mammals such as the dormouse which are surely important. Also the prescription underestimates the amount of work which will be necessary in creating glades and maintaining tracks. There is no reference to working with the utility providers (EDF and BT) who from time to time cut and even clear stretches of woodland.

5.9 Parking - Without fencing the probability is people will continue to park in places they use at present. We do not think that the places suggested in this objective will be popular or well used. However this is a matter which could be considered and agreed at a later date. Also it would be sensible to consider parking in the area near to the windmill to provide for visitors. (It is surprising that there are no references to the windmill in the plan)

5.10 Education and Community Involvement - Accepted - Perhaps the windmill should also be included in the educational activities?

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Contact Stelling Minnis Parish Council Note: For urgent contact please telephone or write to the Parish Council Secretary, using the contact information published in the Hardres-Stelling News Parish Magazine.	USE THE LINKS ON THE LEFT TO NAVIGATE WITHIN THE STELLING MINNIS PARISH COUNCIL WEB PAGES. IN SOME INSTANCES YOU WILL BE TAKEN TO A NEW PAGE
List of Councillors (Parish, District, County and MP)
Dates of Parish Council Meetings 2007/2008
Minutes of last 12 months Parish Council Meetings
Cesspools & mains drainage
Speed limits campaign
Village Appraisal 2007/8
Guide for new residents - issued by the Managers of Stelling Minnis Common - June 2007
Post office under threat
KCC Car Share Scheme
Commons act 20006
Rights of access over the Minnis
Minutes of meetings of Managers of Stelling Minnis Common and Stelling Minnis Charitable Trust
Seach National database for Planning Permission Applications
Parish Council response to Minnis Management plan