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Hartley Parish Council meetings 2010

Meetings Click on link to go to details of that meeting
11 January 2010
8 February 2010
8 March 2010
12 April 2010
10 May 2010
14 May 2010 (Annual Parish Meeting)
14 June 2010
12 July 2010
13 September 2010
11 October 2010

Index
Burial Ground Feb
HAWK Youth Jan
Manor Field Feb
Parking Feb
Police Feb
Quality Parish Council Feb
Recycling Bins Jan, Feb
Salt Bins Jan, Feb
Springcroft Jan
Wellfield Feb
WI Hall Feb
Woodland Avenue Feb
Youth shelter Feb

Attendees and declared interests
Y - attended; A - apologies

Name

Jan

Feb

Mar

Apr

May

APM

Jun

Jul

Sep

Oct

Nov

Dec

Interests (prejudicial in bold)

Gaywood (chair)

 Y

Y

Y

Y

 Y

Y

 Y

Y

Y

Y

 

Y

 

Mrs Oxtoby (vice chair)

 Y

Y

Y

 Y

 Y

Y

 Y

Y

Y

Y

 

Y

(Feb) Electrical box bidding contractor

Abraham

 Y

Y

Y

 Y

 Y

Y

 Y

Y

Y

Y

 

Y

(Feb, Apr) Payments

Alford

 Y

Y

Y

 Y

 A

A

 A

Y

Y

Y

 

A

 

Barnett

 A

Y

Y

 Y

 Y

Y

 A

Y

Y

Y

 

Y

(Feb) Allotments

Mrs Burns

 Y

A

Y

 A

 

 

 Y

Y

Y

Y

 

Y

 

Coates

 Y

Y

Y

 Y

 Y

Y

 Y

Y

Y

Y

 

Y

(Apr) Garden of Remembrance (Personal); (May) Payments (Personal)

Mrs Cole

 Y

A

Y

 Y

 Y

Y

 Y

A

A

Y

 

Y

 

Granger

 Y

Y

A

 A

 Y

 

 Y

A

A

A

 

Y

 

Graeme

 Y

Y

Y

 Y

 Y

Y

 Y

Y

Y

Y

 

A

 

Minns

 Y

Y

Y

 Y

 Y

Y

 Y

A

A

Y

 

Y

 

Ramsay

 Y

Y

Y

 Y

 Y

Y

 A

Y

Y

Y

 

A

 

Sewell

 Y

Y

Y

 Y

 Y

Y

 Y

Y

Y

Y

 

Y

(Feb) Payments

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Cllr Brazier (KCC)

Y

 

Y

 

 

Y

 Y

Y

Y

Y

 

Y

 

Members of the Public

 1

12

18

 

 11

60

 8

8

5

18

 

7

 

Council Meeting 11 January 2010

Public Questions

(a) Adverse weather gritting - Cllr Brazier (KCC) explained the problems for the county in gritting.  Problems include vanishing bins and householders using the salt for their driveways.  Use of salt is likely to damage roads, so potholes will need to be reported.  He said they do not provide salt to any third party, but thanked the NAG village association for buying their own.  He told Cllr Burns they do not have the resource to grit pavements.  

(b) Recycling centre - the District Councillors told Cllr Cole that they won't be reinstated in Woodland Avenue.

(c) Springcroft - Mr Senneck asked when the soakaway works would be done.  Cllr Brazier said within the next 2 months.

Planning

See planning spreadsheet.

HAWK Youth Project

Its meeting of 31 December 2009 heard that Cllr Sewell has secured a room at the Social Club on Thursday evenings for use by the young people of the project for an initial 6 weeks from January.  Also Cllr Brazier has used his grant budget to buy the project portable floodlights.

Salt Bins

Kent County Council have approved a new salt bin for Quakers Close but rejected applications at Parkfield and Gorse Way.  Their criteria are as follows:

120 points are required for the siting of a bin.

Cllr Brazier said he could buy more out of his grant money, but HPC would have to pay for salt to fill the bin at £90 a time.  They decided to refer it to the highways committee.

Parish Deposit Facility

Currently HPC receives half its precept from Sevenoaks on 30 April and half on 30 September.  No interest is paid.  They offered a number of options for putting the money in their deposit account, which currently pays 0.80%.  The council agreed to take up this option and be paid in two equal installments on 30 July and 31 December.

Payments

Payments of £6,100 for January were agreed.

Council Meeting 8 February 2010

Public Questions

(a) Police - Hartley's PCSOs Vincent and Rowbottam said they would try to attend council meetings to give an update.  In the last year total crime has fallen locally by almost half, with burglaries down 77%, but anti-social behaviour was up 18%.  Recently there have been shed break ins and car damage on one night.  They are trying to revive neighbourhood watch, beginning with Gorse Way

(b) Burial Ground - Members of the audience said the Standards Officer at Sevenoaks is now investigating two councillors over the issue of the refusal to allow a small photo on a grave.  They asked whether the councillors in question will stand down? And they said councillors are elected serve and not just give their opinion.

(c) WI Hall - Dr Roberts said she knows from personal experience that halls are costly to run.  She asked whether the council subsidise the WI Hall.  Cllr Gaywood said they would have to see how much it costs and go from there.

(d) Glass Collection - Mr Mayer asked whether Sevenoaks Council would collect glass with other recyclables, now Hartley has no recycling centre. The answer was no.

Amenities & Open Spaces

(a) Snow clearance - council advised they have a legal duty to take reasonable care for the safety of visitors on their land, which could mean snow clearance from paths.  Their insurers said they could grit paths provided they inspected to see it was done and recorded it.  Therefore council vote 6-1 (Cllr Abraham) to close the Manor Field pavilion in severe weather, they agreed that the clerk would decide when to close it.  Cllr Minns expressed concern at the problems this would cause some hirers such as wedding receptions.  They also voted 8-0 to tell their insurers that they won't clear snow as they don't have the staff.

(b) Manor Field - they agreed 8-0 to accept various tenders amounting to nearly £1,700 to relocate a dilapidated meter cupboard.

(c) Woodland Avenue - the presence of harmful spindle plant was reported to the council.

(d) Grass cutting - they agreed 8-0 to accept quotes amounting to £7,000 from Westcut mowing to cut open spaces every 2 weeks and also Longfield Hill and Manor Field.

(e) Recycling bins - Sevenoaks have no intention of replacing them; council to ask for its return.  Mrs Hoad said they had received some complaints.  Cllr Ramsay said they cost £3,000 each, he is not going to insist they spend money on bins, people can go to Longfield instead.  Cllr Barnett said they had been there for 15 years without being vandalised.

Burial Grounds

(a) Photos on memorials - following a complaint that the council's ban on photos contravened equality and human rights laws, the council claimed they had legal advice supporting them (in a report that was not available to the public).  The committee recommended that photos should continue to be banned.  At the full council there were divergent views.  Cllr Coates said it was not a new idea and asked what was the difference with existing stones with a fish and dog engraved on them.  He reminded the council that there is one grave with a photo already before the ban, and no-one has ever complained about that.  The council should be amending rules to respect cultural diversity.  He finds it surprising that at this very meeting they plan to amend another of the rules because people don't like it.  He was supported by Cllr Sewell.  Cllr Ramsay said Cllr Graeme said he will support regulations now, but the council should look at them in the future.  Cllr Abraham said he wasn't allowed the words he wanted on a grave in Fawkham Churchyard but respected the rules.  Cllr Ramsay said they can't keep changing the rules.  He says he represents older people and those he's spoken to are in favour of the ban.  He said it was consecrated ground where the faith community bury their relatives.  Can't change rules to suit whim of fashion.  Rules are based on Church of England rules.  Cllr Minns supported Cllr Ramsay.   When put the vote 6 were in favour and 2 against (Cllr Coates & Sewell); Cllr Granger abstained.

(b) Grass cutting and gardening contract 2010-12 - awarded to TD Munday at £3,300 pa.

(c) Charges - most charges increased by 4-10%.

(d) Turfing of graves - following objections by 7 owners to graves being turved, the council agreed not to force them to do so, and they agreed 7 - 2 (Cllrs Coates and Sewell) to amend the rule to allow this.  Cllr Coates pointed out the different treatment of the rules in this case, Cllr Oxtoby claimed there was a "groundswell" to change it.

(e) All Saints' Churchyard - council complained to the PCC about steps from church to the council burial ground.

(f) New Burial Ground - to be sown with "sports ground mixture" grass.

Communications

The subcommittee had been informed that Ash Printing and Setting are retiring, so they discussed alternative ways of producing and distributing their newsletter.  They also were informed that the Council has attained again the "Quality Council" marque.

Finance and General Purposes

(a) Youth shelter - there were no reports of anti-social behaviour at the Woodland Avenue shelter

(b) WI Hall - more legal advice from the Charity Commission and the solicitor the council has employed.  They plan to meet the WI to discuss matters further.

Highways

(a) Wellfield - a resident had called for traffic calming.  Council said probably nothing can be done because there was no streetlighting and it was on a bus route.

(b) Cold weather salting - Council called for St Johns Lane, Wellfield and Woodland Avenue to be on gritting route as the buses travel down them.  Cllr Brazier said that in the recent cold spell, gritting of secondary roads such as Church Road were delayed but eventually done.  He offered to pay for a salt bin requested for Parkfield from his grant allocation (it had only scored 100 in KCC assessment and 185 was needed), but HPC would have to fill it with salt.  Committee didn't support that as they said it only benefitted a small area of the parish and others would want one too.  It was discussed at full council.  Problems of theft like at Copse Side recently were referred to, as well as concerns that KCC were avoiding their responsibility in this area.  Cllr Sewell thought it would make a rod for the council's back, and said HPC was not a municipal borough.  Voted 9-0 not to pay for salt at Parkfield.  Hartley has 4 salt bins at present with a new one promised for Quakers Close.

(c) Traffic Regulation Order at Schools - Sevenoaks plan to pass such an order which would mean they can enforce no parking on zig zag lines outside schools.

Planning

See planning spreadsheet

 Payments

Payments for February of £6,200 were agreed.

Council Meeting 8 March 2010

Minutes of meeting of 8 February 2010
Agreed.

Public Questions

Amenities and Open Spaces
The meeting of 4 March 2010 discussed the following:

(a) Trees (i) Risk Assessment - they had 3 quotations for the work ranging from £1,455 to £7,380.  They recommended, and full council approved, awarding the contract to Duramen Consulting Ltd for £1,455.  (ii) Woodland management - North West Kent Countryside Project has expressed an interest in getting involved in management plans for the parish council's woodland in Gorsewood and Hartley Wood.

(b) Manor Field - (i) Meter cupboard - works to begin on its relocation on 18 March. (ii) Moss - they have paid Sencio £420 for moss treatment in February.  (iii) Worms - the cricket club had expressed concerns about worm casts, council agreed to pay Weed Management Ltd £349 to apply Carbendazim.  It was not the cheapest quote but was felt would last longer. (iv) Rolling - they agreed to pay up to £250 for rolling before the cricket season.  (v) Fencing - up to £100 to be spent on repairs to northern boundary.

(c) Billings Hill Shaw - (i) Verges opposite 46-50 Billings Hill Shaw - they recommended and full council agreed to grant new licences on the same terms as the previous ones dated 1979-82.  (ii) Damage - to chainlink fence with footpath and field gates, reported 8 February.

(d) Foxborough Wood - council disagrees on location of boundary of their 1 acre of land with neighbouring landowner.

(e) Gorsewood - flytipping reported behind Caxton Close.

(f) Allotments - the transfer of the land from Sevenoaks District Council to the Parish Council is proceeding.  Plot 17 has been vacated following club root fungus, council to relet.

Finance and General Purposes
The meeting of 3 March 2010 discussed the following:

(a) Anti-social behaviour - Neighbourhood Watch coordinator complains of "noisy behaviour" for half an hour by group of youths near the Woodland Avenue swings.  Grafitti on wall and youth shelter.

(b) Youth - snooker project had been running for 5 weeks at Social Club on a Thursday 7-9 pm.  Attendances ranged from 0-7 (average 3), with an age range of 13-19.  Youth worker said it had succeeded in reaching people not previously involved and was therefore successful.

(c) WI Hall - negotiations for transfer continue with the WI and Charity Commission.  The parish council now ask how much the income of the hall is.  There are still many issues to comply with Charity law to be resolved.  Having agreed to pay the WI's legal costs, the council were unhappy to receive invoices totalling £1,816 and wanted details of what they were paying for.

(d) Parish office - they have taken out a new photocopier contract with Kent County supplies for 5 years at £237.45 per quarter rental and a fixed charge per copy.

(e) Donations - they agreed to give £100 to the Scouts for folding tables and £60 to the Parish Plan committee to make up a shortfall in printing costs.

(f) Assets - they approved a new list, to include the War Memorial, as it now insured for up to £20,000.

(g) Parish plan - a vote of thanks was recorded to the chairman and committee members.

Planning
See Planning List.

HAWK
The minutes of the meeting of the 2nd March were agreed.

Payments
Payments of £6,865 were agreed.

Meeting closed at 9.05pm

Council Meeting 12 April 2010

Public Questions

(a) Kent County Council - Cllr Brazier said work to repair winter damage with 7 new local contractors to roads is just about to start and should be complete by autumn.  This is being funded by £1 million from the county council and £2.4 million from the government.

(b) Sevenoaks District Council - Cllr Ramsay said there had been a pay freeze this year, but bill will go up by £250,000 due to increments due.  Council hopes to save £250,000 this year by partnerships with other Kent authorities.

(c) Brambledown Flats - Mrs Sharp and Mr Swain raised concerns about the plans of the West Kent Housing Association to reduce the age for the sheltered flats there to 45.  Mr Swain said the residents had not agreed to it, and it was originally said that nothing would be done without their consent.  He had been told WKHA had tried to stop a residents meeting and had gone round to some flats.  Cllr Gaywood said they can't comment until they meet WKHA.

(d) Burial Ground - Mr Shipston reminded the council they told him to raise his concerns about photo plaques with the Burial Grounds Committee, but when he did they decided not to discuss it.  He said HPC had been advised by the Institute of Cemetery Management to negotiate, but have not done so.  Cllr Gaywood replied there was no halfway on this.  He wants the rules to be kept, there is nothing more to say, their only hope is to persuade councillors to bring it back onto the agenda.

Burial Grounds
The Committee had met on 23 March.

(a) Path - they agreed to pay £300 to lay slabs up to the bins.

(b) Regulations - they agreed and full council ratified 10 votes to 0 to amend the rules to allow gardens on graves.  They further refused a request for a memorial because they said the sculpture was out of keeping.

(c) Garden of Remembrance - a family requested a plaque for a relative from Gorsewood Road whose ashes are not buried there, or if council preferred they offered to bury half the ashes in Hartley.  Committee agreed to allow a bronze plaque on the wall so long as the family concerned buried half of the ashes of the deceased there.

(d) Churchyard - maple tree in memory of John Field had been planted.

(e) New Burial Ground - they had received quotations for groundwork but now realise their regulations mean they must advertise it in the local paper.  They also want to install a rabbit proof fence.

(f) Parking - someone had complained about parking at the church, they will write to the Rector.

(g) Photo plaque - they merely noted the report from Mr Shipston without discussion, claiming it contain any new material

Planning
See Planning List.

Payments
Payments of £11,900 for April were agreed. Cllr Ramsay said while the financial report appears to show a £5,000 surplus for the year, there are outstanding bills of £8-9,000.

Meeting closed 8.29pm

Council Meeting 10 May 2010 

Elections
Cllr Gaywood was reelected as chairman and Mrs Oxtoby as vice-chairman.  Most committee places to remain the same.  Cllr Gaywood said the death of the footpaths representative was very sad and that he had been good for the council.  The new rep will be Jackie Rye.

Public Questions
Cllr Brazier had nothing to report from Kent County Council.

Brambledown - Cllr Gaywood said councillors had been due to meet the West Kent Housing Association about their plans to reduce the age for the sheltered housing there, but WKHA couldn't make it.  He was asked by one of the audience about the meeting between Sevenoaks Council and WKHA on 23 April, but he said the officers had told him to speak to the WKHA first.

London Golf Club - they were questioned why they were opposed to a hotel there.  Councillors said it was due to Green Belt and traffic considerations if it exited along South Ash Road.  They were reminded that in the past the council has praised the Golf Club for its traffic management, but they said it was a one off.  They were also asked if they considered the positive benefits for employment in the area.  Councillors said the Green Belt doesn't consider this, and they thought there wouldn't be much.

Bramblefield - Mrs Sharp asked why the council are opposed to holding a referendum on which parish they wish to be in, as recommended by the parish plan.  Cllr Gaywood claimed the council are not in a position to do anything.  He told Dr Roberts they couldn't request the Local Government Boundary Commission to change the boundaries.  He said the fact was the council disagreed.

Amenities and Open Spaces
The meeting of 27 April 2010 discussed:

(a) Cricket - New Ash Green and Hartley CC are having difficulties in getting planning permission for practice nets at Manor Field.  They plan to field 2 youth teams.  At Longfield Hill Meopham CC are applying to put up 2 storage containers for which they have grant money of £4,000.  They plan to play 3rd team and 4 youth teams there.

(b) Manor Field - EDF are going to do their work in relation to the relocation of the electricity box on 27 May.  The storage container is to be repainted at a cost of £675.  The poor state of the grass on the field and rabbit and mole infestation were also discussed.

(c) Billings Hill Shaw - they agreed to grant a licence to the owners of 50 Billings Hill Shaw to sued land there.

(d) Longfield Hill - mole infestation reported.  The neighbouring landowner has complained that dogs are entering their land from the council's land.  The council believe they are responsible for fencing and means of doing this were discussed.

(e) Rectory Meadow - they accepted a quote from Garry Hawkins for grass cutting at £275 per occasion.  Clerk to arrange for netting cutting at entrance to Banckside.

(f) Routine Maintenance Contract - they accepted the quotation of Mr Munday for £6,832 for the year 2010-11.  This is up from £6,036 for the previous year due to inflation and the council's acquistion of Hoselands Green.  Cllr Barnett described it as "an incredible deal".

Finance and General Purposes
The two meetings of 21 April and 5 May discussed:

(a) Accounts - the final accounts for the year 2009/10 were agreed.  Income was £119,000 and expenditure £116,000.  Regarding the 2008/9 accounts the council has received a letter from the Audit Commission concerning expenditure on publicity, to which the council has written back.  

(b) Insurance - they recommended to insure with AON for £2,840 this year council agreed 10-0)

(c) Gorsewood and Youth Shelter - local neighbourhood watch coordinator claimed there had been an increase in anti-social behaviour.  A fire in the wood had been reported on 18 March.  They advised the youth worker and Community warden of this.

(d) WI Hall - they discussed the continuing legal issues concerning their acquisition of the hall and paid solicitors another £860.

(e) Parish Office - council agreed to new lease with 6 years left to run and to pay legal and survey costs of £2,550 to Kent County Council.  Cllr Sewell asked whether it might prevent the library closing.  Cllr Ramsay said it might help.

(f) Donations - they agreed to donate £250 to Rural Age Concern Darent Valley.

(g) Brambledown - West Kent Housing Association want to change their letting policy there from sheltered housing for the over 55s to "general needs" housing for over 45s.  Council agreed to object.

(h) Youth - Sevenoaks had axed Youth Zone Family Fun Days this year but a grant from KCC has meant they can be reinstated, but extra activities will cost extra, which the parish council decided not to pay for.  The council agreed to pay £596 for 6 weeks coaching by Charlton FC.  Cllr Sewell said they were very popular when word got around and that the youth worker was organising follow up sessions.

(i) Parish Plan - they have reviewed some of the recommendations.  They rejected several proposals, including those to find out whether residents of Bramblefield wished to be in Hartley or Longfield parishes, also proposals to make developers contribute to infrastructure costs.

(j) New Burial Ground - they are going to consult their solicitor on legal issues regarding the release of covenants and amended access rights to allow use as a burial ground.  They agreed to defer works until this is resolved.  Cllr Minns asked whether they would begin before the next election.

Highways
The meeting of 15 April 2010 discussed:

(a) Street Lighting - Kent County Council want to turn off the streetlights on Hoselands Hill to save costs.  The committee were in favour in principle of switching off the lights, subject to risk assessments, safety audits and consultation.  At council Cllr Granger said he thought the committee only agreed to consider the proposal, not that they were in favour.  Both Cllrs Ramsay and Abraham were concerned that KCC will find in KCC's favour.  Previous audits have always found what KCC wanted eg. Wellfield Roundabout and Salt Bins.  Cllr Abraham was wholly against turning off the lights, saying Hartley has few enough anyway.  The proposal was changed from "favours" to "prepared to consider" the proposals, this was passed 8 votes to 2 with Cllrs Ramsay and Abraham voting against.

(b) Northfield Soakaway - the works have not yet been started on a soakaway to prevent flooding in Church Road.

(c) Springcroft - works on the soakaway are complete and it appears to be working.

(d) Buses - they called for replacement bus stops at Hartley Green and Cherry Trees.

(e) Winter contingencies - they were told that a local farmer and the New Ash Green Village Association have snow ploughs but no grit.  They are paid an hourly rate to clear minor roads where they think it necessary.

Planning
See Planning List.

Northfield

The committee met on 23 April 2010 and discussed the following:

(a) Access at Milestone School - they require a grant of a right of way by Kent County Council and agreed to apply up to a cost of £1,000.

(b) Horseriding - reopened for 2010 with 11 members.

(c) Football - an unauthorised pitch has been marked out.  They will inform their insurers that they have no responsibility for unauthorised use.

(d) Unauthorised access - Quad Bikes are getting onto the field by breaking down the boundary at Caling Croft, repairs to fence authorised.  Also a consignment of manure for the allotments has gained access via Church Road.  Letter to be written to the Allotments Chairman to remind them that permission is required.

14 May 2010 (Annual Parochial Meeting)

Gareth Johnson MP
He said he lives in Hartley.  He knows Hartley feels out on a limb and disenfranchised, which as the first MP to live in Hartley he wants to change.  He described his first impressions of Westminster and the government, mentioning he was given a ribbon to hang a sword on!  He had tried to look serious at the election count but got pictured by the local paper with Bananaman!  He thanked people for making him welcome and said he would discuss the parish plan with Cllr Gaywood.  He thought the parish council was held in high esteem and gave them a box of House of Commons mints, which he said it was traditional to do.

Police
The local inspector was next to speak.  He reviews crimes in the area daily and could report an "encouraging" fall of 32% in recorded crime in the Hartley and Hodsoll Street ward, to 194 crimes in 2009/10.  This included 45 burglaries (but only 14 of dwellings), 30 violent (but can include violent words) and 98 anti-social behaviour.  The police liaise with the Community Safety Unit of Sevenoaks Council, and hold monthly surgeries in the village.  He was asked how many of these crimes resulted in convictions, he replied he would have to get back to the questioner.  Another resident raised concerns about speeding and cars backing out onto Ash Road.  He said cars backing was difficult to enforce, but they will be targeting speeding soon.

All Saints' Church
Dr Cramp then a short talk on the archaeological discoveries made during the extenison works at All Saints church

14 June 2010

Public Questions
(a) Kent County Council - Cllr Brazier warned that the county faces a £23 million cut in its grant.  He said this will mean cuts, but not in Surestart or Schools, however no decisions have been taken yet.  On a brighter note they expect to get 95% of the £50 million invested in Icelandic Banks, even though the liquidators of one of them are trying to claim the county "loaned" the money rather than deposited it!

(b) Sevenoaks Council - Cllr Abraham said the Core Planning Strategy has now been lodged for approval, but may be affected by the new government's change of planning policy.  He thought that Parish Plans and Village Design Statements will have more force in future.  A member of the audience congratulated the council on getting Gold Investors in People Standard.

(c) Manor Field - the chairman confirmed that the farmer does not get any money for the council's licencees crossing his land.  Another resident noted that young people moving the bench and littering around the entrance to Foxborough Wood.  The Chairman said they can only advise the police.  Cllr Oxtoby said there had recently been a fire lit on the field.

(d) Northfield - another member of the audience said they had raised the risk of dogs running loose on Northfield in the past, and is the council going to do anything now a dog has been killed by a motorbike.  The chairman said write to the Northfield Committee and they will put it on the agenda.

(e) Hoselands Hill - a resident said the pyramid orchids were looking nice at the foot of the hill.

Burial Grounds
The committee had met on 18 May 2010 and, apart from minor maintenance matters, had discussed the following:

(a) New Church Layby - they wanted a sign to be placed to restrict parking to disabled badge holders and wedding/funeral cars.  They also agreed to let the Church have a marquee in the council's cemetery to celebrate the reopening of the church.  Full council supported 8-0 with 2 abstentions to increase the annual hire charge to All Saints' for occasional services from £25 to £30.

(b) Memorial Testing - they identified 6 where there is some concern, but they do not need to be laid flat or cordoned off yet, but they will put up warning notices.

Communications
The committee met on 17 May 2010, and apart from routine matters agreed that the council should not have an attendance register, because absences etc are recorded in the committee minutes.

Finance
The committee met twice - 19 May and 9 June.

(a) New Burial Ground - they agreed on the extent of the easement they wished to be granted for access and confirmed that now they would only use it for the purposes of burial.

(b) WI Hall - their solicitor has raised "due diligence" questions of the WI.  Council also concerned to receive another bill from WI's solicitor that had already been paid, when they wanted to pay direct.

(c) DIAL North West Kent - council refused to give them a grant.  They are a charity advice line for disabled people in our part of Kent.

Highways
The Committe met on 10 June and discussed the following.

(a) Cherry Trees - they asked the Traffic Wardens from Sevenoaks to attend to enforce parking regulations.

(b) Speedwatch - they will advertise for volunteers to man a speed gun in Ash Road.  Cllr Burns said she is happy to put it in the newsletter, but previous articles had not yielded many volunteers.

(c) Ash Road - they decided to defer idea of safety barrier at the Post Office because the owners are looking at installing a disabled ramp.

Planning
See Planning List.

Payments
Payments of £10,900 for June were agreed.

Meeting closed at 8.16 pm

12 July 2010

Minutes of meeting of 14 June 2010
Approved.

Public Questions

(a) Kent County Council - Cllr Brazier reported that a number of schools buildings projects had been cancelled by the new government.  Also some road schemes have been shelved by the Highways Agency, including the A21 at Pembury.  He said the road repairs are on target.

(b) Sevenoaks District Council - Cllr Ramsay reported that the government has dropped the requirement for 65 Gypsy caravan pitches.  

(c) Library office - Mrs Sharp asked whether the lease had been signed.  Not yet was the reply, still some legal work to be done.

(d) Post Office - Mr Mayer noted the item on the agenda and suggested that the District Council allow council tax payments at the Post Office to encourage use.  Cllr Ramsay said they had no plans to and claimed it wasn't practical.

Amenities
The meeting of the 24th June discussed the following:

(a) Tree Risk - no urgent matters were identified in the preliminary report to the council.

(b) Manor Field Pavilion - quotations sought to redecorate the corridor.  Bench unbolted from base and dumpted in Foxborough Wood on 11/12 June, repairs to seat and brick of steps agreed.  Kick Kent to be charged £50 to use field and pavilion on 2/3 August for 9 hours (ratified by full council)

(c) Manor Field - the Meter cupboard has been moved and they are negotiating an easement of access for the cables.  The storage container is to be redecorated by AMH Decorating Services at a cost of £712.68.  There is a problem of rabbit infestation, and they plan to get quotes to install rabbit proof fencing.  The ground next to the new burial ground beech hedge is too uneven to cut with a gang mower, so they will have to pay £25 a time to cut with a rotary mower.

(d) Billings Hill Shaw - full council agreed (10-0) that they should not sell a strip of land opposite 46-50 Billings Hill Shaw, but they would grant a new licence to the householders concerned.  A motorbike dumped on the field on 12/13 June has been removed.  There have been two instances of overnight camping there, the first time some rubbish was left but the second cleared up after them.  A third occasion was stopped by the police.

(e) Longfield Hill - they await a quotation to lay humane traps for moles.  They were told the fence could not be repaired without substantial vegetation clearance, so decided to defer the matter.

(f) Woodland Avenue - Police attend disturbance there on 28 May where fence by road was vandalised, this was followed by more criminal damage on 3/4 and 12/13 June.  At full council, Cllr Alford said a separate account should be kept of the cost of vandalism.  Cllr Gaywood told him to take it to the Finance Committee.

(g) Gorsewood - Community Payback team to be engaged to clear up wood, council to pay for skips if necessary.

Planning
See Planning List.

Northfield Management Committee
The committee met on 25 June and discussed the following:

(a) Standing Orders and Financial Regulations - ratified by Hartley Parish Council.

(b) Venue - the Hartley meetings are to be moved from Manor Field to the Library.

(c) Bluebells -they agreed 4 votes to 1 to buy 3,000 bulbs for £400 whether or not they get a grant for it.

(d) Kissing Gates - they agreed to spend up to £200 to prevent motorcycle access.

(e) Sports - 13 horseriders this year.  Football posts put up were ordered to be removed by the Committee, the Village Association have objected to this, although the local football team has been offered the pitch at the Milestone School.

(f) Burial Ground - they refused a request from Ash Parish Council for a burial ground as against the terms of the lease.

(g) Damages - Dartford Fire Brigade attend a fire.  Noticeboards at Milestone School, Church Road and allotments all vandalised and put into storage.

(h) Hay cutting - the grass must be cut by 3rd week of July to ensure they receive agricultural grants, but they decided to delay cutting the 5 acres of the wildlife meadow until September to allow the flowers to seed.

Hartley Post Office
Cllr Alford had requested that this go on the agenda.  He proposed, Cllr Sewell seconded and council agreed 10-0 to request that facilities be made available to pay car tax there.  Some discussion on banking facilities.  Some councillors said they paid on-line.

Partnership and Communities Together
Councillors spent sometime discussing whether to get involved in the scheme, which it meant to be a joint venture between the Police, Sevenoaks Council and the local community.  Some councillors expressed doubts as to its effectiveness, fearing a "talking shop" and it was claimed a similar scheme in Dartford was not working weil.  But they agreed 10-0 to participate.

Payments
Payments of £5,420 for July were agreed.

13 September 2010

Minutes of meeting of 12 July 2010
Agreed without amendment.

Public Questions
(a) Kent County Council - Cllr Brazier said that KCC will install salt bins in non-committed sites if parish councils pay for them and their filling, many have not!  He has asked that KCC allow parish councils to buy 25kg sacks of salt for their own use.

(b) Sevenoaks District Council - Cllr Ramsay says he is planning £5½ million of cuts over 4 years.  He claimed a previous minister had said they were sorry to have to give any money to a rich area like Sevenoaks.

(c) Disabled parking spaces - Mrs Sharp called for a disabled parking bay for the library.  Cllr Gaywood said she should speak to Cllr Brazier, she replied she already has.

Amenities and open spaces
The meeting of 5 August 2010 discussed the following:

(a) Tree Risk - Duramen Consulting Ltd had identified a number of trees that require work on health and safety grounds, so committee now seeking quotations for remedial work.  They also plan to write to the owners of Hartley Court about a Maple tree overhanging the burial ground.

(b) Manor Field Pavilion - they accepted a quote from for £1,550 for redecoration of the hall and pavilion.  They also accepted a suggestion from the cleaner to polish the floor yearly at a cost of £75.  They accepted a quote of £400 for water treatment from Bayley Environmental Services Ltd.  Problems at a party held there on 23 July, where the council had to clear up rubbish led to part of deposit being witheld.  Two panes of glass in the external doors were smashed on 29 July, cost to replace £180.  They refused a request to hold a 17th birthday party there.

(c) Manor Field - Meter Cupboard: draft easement for access has been prepared.  Rabbit infestation: they decided they would prefer a close boarded fence to rabbit proof fencing (the Burial Ground committee at their meeting agreed with this).

(d) Longfield Hill - they accepted quotations for control of moles subject to the advice of the grass cutting contractor.

(e) Woodland Avenue - further vandalism to gate to play area.  Following the report from the playground inspector, they agreed to pay £159 to repair self closing gate.

(f) Gorsewood - a householder in Porchester Close has asked the council to prune their trees at the rear of the property.

(g) Allotments - they agreed to amend lettings policy so that a refusal of an offered plot does not mean you go to the bottom of the waiting list.  Full council agreed (10-0) on their proposal to increase rents by 3% in 2011/2.  Several members thought the rents were too low.  They also plan to arrange a meeting with the allotment holders.

Burial Grounds
The meeting of 31 August discussed the following:

(a) Fees - most burial fees to rise by £5 to £10 (4 - 11%).  Ratified by full council 9-0, Cllr Sewell abstaining.

(b) Burial Ground - they allowed an overheight stone as the lettering would be obscured if it were lowered.  The gravedigger agreed to remove spoil at the expense of the families, the council would pay to remove the existing spoil heap.

(c) Garden of Remembrance - they agreed on a quotation of £460 to repair paving slabs.  They recommended that the single fee for interrment of ashes be applied for Colin Amos, who had Downs Syndrome and was forced to move out of the parish for care (normally out of parish interrments are treble fees).  However this was overturned at full council meaning an additional £180 for the family to pay.  Cllr Ramsay spoke against the recommendation claiming it would set a precedent, Cllr Coates spoke up for the family.  The vote was tied at 5 - 5, but the chairman Cllr Gaywood used his casting vote to charge the treble fee.

Communications
In a short meeting on 19 July, the committee agreed on the September newsletter and that it should continue to be printed in green.

Finance and General Purposes
Meetings held on 28 July and 11 August discussed the following:

(a) Claims of anti-social behaviour - some reports from residents of Gorsewood Road in Gorsewood.  Youth worker said he had noticed few cases at Woodland Avenue, although some youths caused a disturbance in the small hours outside Wellfield Sheltered Housing.  He said the young people at Woodland Avenue would be willing to meet local residents.  The clerk said there had been a fire started on the boundary with Point Garry on 21 July which the fire brigade attended.

(b) Parish Office - discussions regarding the new lease continue.  They agreed to changes in responsibilities to decorate, but don't want to be responsible for insurance.  They also agreed to pay the county council's £2,550 costs.

(c) WI Hall - they agreed changes to the proposed trust deed and governing document.  The WI have agreed that all property should belong to the parish council with the exception of the contents of their 2 cupboards and the property of the Gilbert and Sullivan Society and the Hartley Players.  The council say they will not insure these items.

(d) Donations - they refused donation requests from the local Volunteer Centre and Vitalise.

(e) Local Council Tax Referenda - they replied to the Government Consultation which would bring in automatic referendums if council's want to raise council tax more than a set limit.  They are against the legislation extending to parish councils and think ballots would be expensive and force them to prepare two budgets.  Cllr Abraham said they gave the same replies as the Kent Association of Local Councils.  Cllr Ramsay thought this would be costly for little benefit.

(f) Audit for 2008/9 - following criticism from the District Auditor, the council "reconfirmed" its commitment to comply with the Code of Recommended Practice on Local Authority Publicity.

(g) Parish Plan - the council decided to take no action on the following (further reasons are in their minutes):

Planning
See Planning List.

Standing Orders
The committee met on 18 August and proposed changes in line with a new model issued by the National Association of Local Councils.

Northfield
The management committee met on 2 August and 1 September and discussed the following:

(a) Planting works - they witheld 50% of £500 authorised for hedge planting because they claimed there is evidence less than 200 shrubs were planted.  The contractor was said to have verbally accepted this.

(b) Access by Milestone School - Kent County Council have granted them access for maintenance and have provided a 4m drop kerb.  They agreed to pay £540 legal costs to KCC.

(c) Venue for New Ash Green meetings - this will continue to be up the stairs at the Sports Centre because it is said "there is no alternative".

(d) Sports - knockabout pitches are available and the Milestone School pitches are reinstated, so the committee believe they have fulfilled the requirements of the lease.

(e) Bluebells - they have received a £400 grant for the cost.

(f) Allotments - they agreed they can have weekly deliveries of manure across Northfield.

HAWK Youth Commitee
The committee meeting of 7 September 2010 discussed the following:

(a) WI Hall - They have secured agreement to use the hall for youth on alternate Wednesdays.

(b) Woodland Avenue - informal meeting with 15-20 young people and the youth workers.

(c) Longfield Academy - HAWK is working there now also.  Cllr Burns said this was to try and get Hartley youth involved with HAWK.

(d) Sevenoaks Council "In the Zone" - the summer scheme had more attendees but the age range tended only be up to age 8 when it was 12 last year.  Big fall in attendance at Hartley though from 100 last year to 40-60 for a family fun day this year.

Payments
Payments of £11,324 for September were agreed.

Meeting closed at 8.43 pm

11 October 2010

Minutes of meeting of 13 September 2010
Approved

Public Questions
Kent County Council - Cllr Brazier said the ruling group on the council had met to discuss "unavoidable" cuts.  This is likely to be £340 million over 4 years (out of a budget of £2,000 million).  A lot of nice to do things will go, and he will keep people informed as things develop.

Burial Ground - referring to the decision of the council to charge the treble rate to the son of former councillor George Amos, Mr Mayer asked whether they were aware that Mr Amos had done a lot more than set up the garden of remembrance.  He had run it voluntarily for 5 years before retiring through ill health in 1985.  It cost the council £240 a year thereafter.  Cllr Gaywood thanked him for bringing it to their attention, but the decision had been made.

Cherry Trees - the council were informed that a new tenant of one of the flats had voluntarily cleared up the rubbish in the car park.  Cllr Ramsay suggested this was an example of "the big society".

Gorsewood - Mrs Sharp said she had been asked by a lady from Caxton Close who can't attend if the council could do something about the paths to make them more accessible for pushchairs.  Cllr Gaywood said the Amenities committee would look at it.

Legal Issues - Dr Roberts referred to the large number of ongoing legal issues and asked when the council hope to resolve them all.

Rubbish collection - another member of the public asked whether the cuts will mean that rubbish collections will be fortnightly.  Cllr Gaywood hoped not.  Cllr Ramsay said they had no plans nor intention to do so.

Amenities and Open Spaces
The meeting of 16 September 2010 discussed:

(a) Manor Field - (i) Cricket - numbers of the cricket club were down, but they hoped to be able to field a Saturday league team and Sunday friendly team.  They will try again for planning permission for a practice net.  At present they have moved the temporary net to rough ground as in front of the pavilion leads to wear on the grass.  They will reseed the ground on 9th October, but are concerned about damage done by rabbits.  The council hasd also received a request from Hartley Country Club to use the ground for cricket on Saturdays, being aware that the NAG & Hartley Cricket Club had difficulty fielding a second team, but the council told them there was no capacity.  (ii) Football - Hartley de Sales FC also expressed concern about damage by the rabbits.  Holes create a hazard for footballers, the council told the team they will need to check the ground and fill in holes before each match.  They recommended and full council agreed to charge the club £360 per team for the senior pitch, and £310 per team for the junior pitch.  (iii) Electricity - a new grant of easement will be made for cables to go to the council's meter cupboard.  (iv) Rabbit infestation - they deferred a decision.  (iv) They paid £226 to repair damage to bench and steps at the Pavilion.

(b) Longfield Hill - (i) Micro substation - they proposed and full council agreed 9 - 0 to allow a substation there, to improve the voltage in the area around Manor Farm.  The cabling is to be brought from Hartley Bottom.  Cllr Barnett thought they could probably do it anyway.  There may be compensation and wayleave monies payable to the council. (ii) Moles - action to control numbers deferred until February, because contractor said they will be hibernating now.

(c) Gorsewood - tree surgeon agrees with resident of Porchester Close that cherry tree is damaged and it is to be felled at a cost of £280.

(d) Rectory Meadow - (i) Single Farm Payment - The Rural Payments Agency had done an inspection and found no evidence of agricultural activity.  They cancelled the 2009 claim and siad they will be seeking the £200 it had paid in the years 2005-9.  The council is going to appeal, they thought that because the grass cuttings are used for fodder and bedding then the land counted as farm land.  (ii) Bench - it had been set on fire between 21 and 26 August.  Replacement to cost £100.

(e) Hartley Wood - (i) Village Green - they have applied for their land to be declared a village green but said the county council's plan was inaccurate.

Burial Grounds
The meeting of 6 October 2010 discussed the following:

(a) Memorials - they refused a request from a family to change a plaque in the garden of remembrance so that they can also commemorate their mother, even though they had a letter of support from the Rector of the Parish.

(b) Rules of Garden of Remembrance - they proposed changing the rules to make them the same as the burial ground, viz that only residents or those who had a strong connections to the village in the past were allowed to have ashes buried there.  At full council, Cllr Gaywood said they should "think strongly" about this as a rule that requires a subjective judgement will mean you are never quite sure where you are.  Cllr Ramsay said they were "weasel words" and wanted a proper definition; Cllr Oxtoby said they considered it but found it was too difficult to define, but it does match the existing burial ground rule.  Cllr Barnett thought it was more democratic for the committee to decide this.  Cllr Coates said the current rules prevented people who had to move to nursing homes outside Hartley from being buried here.  Cllr Abraham said they should remember they are dealing with vulnerable people.  The vote was in 6 to 3 in favour of changing the rules, it appeared Cllrs Ramsay, Abraham and Graeme voted against, Cllr Gaywood abstained.  

Following that vote the burial of the ashes of Edith Day was allowed, who had lived in Hartley 17 years before moving to sheltered housing in New Ash Green.  Cllr Gaywood questioned what the decision would be for someone who had only lived 5 years in Hartley.

Planning
See Planning List.

Standing Orders
They agreed the revised standing orders after some amendments suggested by Cllr Oxtoby, which the others thought were helpful.

Northfield
The Management Committee met on 28 September and discussed the following:

(a) Finance - the contribution from the two parish councils will rise from £500 to £2,000 in 2011/2.

(b) Bye-laws - they agreed that the bye-law banning kite flying be maintained at least until the electric cables are buried.

(c) Football - the Milestone junior pitches are now available and have already hosted a girls U12 league match.

HAWK Youth Partnership
The committee met on 13 July to discuss the following:

(a) Facebook - HAWK now has its own Facebook page.  Kent Youth Service are producing a Social Internet Group Policy and the Youth Worker has undergone internet safety training.  They do not allow private chats on the site.

(b) Longfield Academy - they sanctioned 3 hours per week for the youth worker project there.  Once it is established they will look at starting a project at Milestone School which is disabled friendly.

(c) Minibus licence - they agreed to pay for the Youth Worker to train to get a minibus PCV licence.

(d) Report of Youth Worker - he said that in September 2009 there was no regular youth provision in Hartley, save a youth forum meeting every few weeks.  Events they have run since included an activities holiday for 10 in Glenborrowdale in Scotland, Thorpe Park "fright night", pool club at Hartley Social Club (unfortunately too small for the numbers), Halls Green Youth Forum for 2.  He said "all work in Hartley would not have been possible without the fine support of Cllr Sewell and [the] PCSOs".  They hope to have a building for a Youth Club.  In addition they have arranged for a sexual outreach nurse to visit.

Payments
Payments for October of £9,507 were agreed.

Meeting closed 8.47pm

13 December 2010

Minutes of meeting of 8 November 2010 
Approved without amendment.

Public Question Time

(a) Council finances - Cllr Brazier said the government had announced today a 10% cut in Kent's revenue support grant next year, which is what they expected.  Details to be announced of what this means in January.  Cllrs Abraham and Gaywood said Sevenoaks planned to save £4 million.  To a question Cllr Gaywood said the council Christmas party will still go ahead but this year councillors will have to pay for themselves.

(b) WI Hall - Dr Roberts noted that they are demanding consultation on the proposed closure of the Longfield Delivery Office, and the parish council consulted on the proposed skateboard park - why then have they never consulted about their plans to take over the running of the WI Hall?  Cllr Gaywood said the comments were noted.

(c) Postal service - the lateness of deliveries was raised.  People said some days the post does not come until 4pm or not at all.  Would this be worse if the delivery office closes?  Cllr Gaywood said address comments to Royal Mail.

(d) Snow - Cllr Brazier was asked why the side roads in Hartley were not cleared of snow.  He replied that KCC plough and grit A and B roads and "strategic roads".  Ash Road is one such strategic road.  They don't have the resources to do the side roads, but he reminded them that KCC had offered parishes grit to do this which some others had taken up.  He got Hodsoll Street ploughed after locals reported it had not been ploughed and people could not get out.  Cllr Abraham congratulated the local farmer for ploughing side roads, Cllr Brazier said that was not part of his contract with the county council and he is not paid to do that, so "good for him".  Cllr Gaywood said the parish council didn't take the salt from KCC because they had not got the wherewithal to deal with it.  He was pleased they didn't do it because they would have had problems coping and had nowhere to store it.  Cllr Brazier said Fawkham parish had taken the salt and used it in dangerous hilly areas, on the school playground and the village hall carpark.  He thought the local farm could well have stored the salt for the parish council.  One member of the public said there is still a problem in Church Road but secondary routes in the towns had been done.  Cllr Brazier thought the district council direct labour forces would have done that.

(e) Youth facililties - Mrs Sharp announced that she had collected £854 for the youth club at the WI Hall, which they have spent on new equipment.  

(f) Clive Gronow - Cllr Gaywood announced the death of former councillor Clive Gronow, who first became a councillor in 1995.

Amenities and Open Spaces