Minutes of the Ordinary Meeting of
Eastling Parish Council held in Eastling Village Hall
on Monday, 12 January 2004 at 8pm.

1. To note attendance and receive apologies for absence

Present: Cllr John Payne (Chairman), Cllr Peter Cheeseman (Treasurer), Cllr Jimmy West, Cllr Harold Wyld, Cllr Mrs Dot Bromley and Mrs Carol Butterfield (Parish Clerk). Also present: Borough Councillor Colin Prescott.

Apologies: County Councillor Mrs Jean Newman

2. Open Forum

There was no Open Forum session as no members of the public were in attendance.

3. Minutes of the Meeting held on Monday 10th November 2003

The Minutes were agreed to be a correct record and signed by the Chairman.

4. Matters Arising

Broadband: Members noted that BTs revised criteria of 150 potential subscribers for upgrading the Eastling 890*** exchange had been exceeded - with 190 households currently showing an interest. Cllr West advised that BT had indicated the Eastling service might start in June or July 2004. Cllr Prescott advised that Doddington was investigating an alternative Broadband scheme involving brewers Shepherd Neame.

5. Chairman's Report

(a) Bus Shelter: The Chairman reported several delays. He was awaiting a signed Contract from the builder. Moat Housing appeared to know nothing about the project despite earlier paperwork forwarded to them and he now proposed visiting their office in Gillingham. Mrs Jan West at Swale Borough Council had asked how the project was progressing and the Clerk was asked to provide her with an update. It was noted that the work must be completed and paid for by the end of March or the grant will be lost.

(b) Village Design Statement: The Chairman said that Mrs Julia Bailey and her Steering Group would like to expand the original Village Design Statement project to create a wider-ranging Village Plan. Members would need to give their approval.

Following discussion, Members agreed:

(a) to circulate the Group's Minutes and, if possible, to publish them on the village website.
(b) to seek regular reports on progress at Parish Council meetings. Cllr Payne would ask if a Committee member could attend the next meeting.
(c) to circulate the Countryside Agency's advisory material to help refresh Members knowledge of Parish Plans.
(d) to invite an appropriate expert on Design Statements/Parish Plans to attend the next meeting to explain the procedure - possibly Stella Bandu or Catherine Brady at the Kent Downs AONB's Maidstone office. Cllr Prescott believed the Countryside Agency might completely fund such a project.

Cllr West was told, in answer to his question, that the Parish Council did have to give their approval to any decisions made by the committee.

6. Future Projects

There were no projects in progress.

7. Finance

(a) Treasurer's Report and Consideration and Adoption of Budget and Precept for 2004/5

Cllr Cheeseman reported that there were some imponderables and he had made four assumptions about expenditure in the draft 2004/5 Budget circulated to Members prior to this Meeting. He recommended a Precept of £1,395 which is half the total of last year. This would mean a charge of £9 for a Band D household.

His forecast was as follows:

(i) Provision for election in June. The Chairman had received a letter from the Electoral Returning Officer concerning expenses incurred by Parish Councils. Cllr Prescott remarked that the KAPC had suggested Parish Councils ask for a breakdown of any bill they receive.

ii) No further provision for the Jubilee Project (no longer topical) or the Village Green (not a live issue at the moment).

iii) Estimated amount put aside for village projects such as new stiles, and also a general contingency fund.

iv) Provision for the Design Statement, which is also an estimate, but grants may be available.

It was suggested and agreed that the Election Sinking Fund heading in the Draft Budget might be more accurately reworded as the Election Contingency Fund.

The Chairman then formally recommended adoption of a precept requirement of £1,400 for the year 2004/5. Members agreed unanimously.

(b) Grants

(i) The British Trust for Conservation Volunteers had requested a grant of £80 towards the Tree Warden scheme. Members noted a donation had been made last year. Currently there was a vacancy for a locally-based Tree Warden and it was decided not to contribute this year.

(ii) The Faversham Citizens Advice Bureau had asked for a donation to help with their expenses. It was agreed that, as this organisation does a great deal of work helping the local population with various problems such as debt, welfare and housing benefits, they should be sent a donation of £50.

8. Highways

(a) Defects Report

Members were pleased to note that two of the items on the Highways List for November had been dealt with, namely replacement signs for Meesons Close and repairs to the surface of the Eastling Road facing the junction with North Eastling Lane. The Highways Unit had advised that Works orders had been issued for other items on the list.

New items to be listed and notified are:

i) Eastling-Faversham Road - new potholes at the edge of the carriageway north of the "water tower" double bends;

ii) Newnham Lane - a large piece at the edge of the road breaking away on the southern side near Goosemeadow;

iii) Eastling-Faversham Road - several road direction signs/speed limit signs damaged or turned the wrong way in both Eastling and Ospringe parishes;

iv) Build up of soil and flint debris on local lanes, needing to be cleared. (Cllr Prescott advised that he had been told that all rural roads would be swept in the New Year.)

(b) Highways Survey Questionnaire

Members agreed this should be completed and returned.

9. Planning

Applications had been received for the following:

(i) Forge Cottage, Newnham Lane – conservatory extension. Members had noted concerns raised by a nearby resident and were aware of earlier extension of this property. A letter had been sent to the planners requesting sensitive handling of this application and offering to attend a site meeting if deemed necessary. Members endorsed this action.

(ii) 2 Kettle Hill Cottages – Replacement garage and solar panel to house roof. Members agreed they had no objections to this application.

10. Correspondence

(a) Hugh Robertson MP: A misunderstanding had arisen over an earlier letter to Derek Wyatt MP seeking his help in his capacity as a campaigner for providing Broadband in rural areas. Mr Robertson was concerned that he had not been approached initially. The Chairman agreed to deal with the matter. Members agreed he should also thank Mr Robertson for his efforts to keep the Job Centre open in Faversham and extend an invitation to him to attend the Annual Parish Meeting (on 26th April).

(b) Laurence Young from Swale Borough Council had replied that he will attend the next Parish Council Meeting on 8th March to talk about 'Subsidiarity'.

(c) Kent Police had sent a letter about community policing and the costs involved. Members agreed that they deplored the idea of paying more to provide a local policeman and no response will be made as their views have been made clear before.

(d) The Audit Commission had requested completion of a Survey assessing Swale Borough Council performance. The Chairman agreed to respond.

(e) Hedge cutting. Mrs Janet Bryant had written to complain about renewed problems - especially punctures - caused by thorny debris from hedge-cutting. Cllr Wyld suggested this was a widespread problem and little or no effort appeared to be made to clear up. Cllr West said he had recently seen the local farmer sweeping up the cuttings. Cllr Wyld wondered if mechanical sweeping was possible. The Chairman drew attention to a separate incident, a month earlier, with extensive debris left on the Eastling Road after hedge cutting at Fisher Farms. He proposed and Members agreed that he should further discuss the matter with the Harris Estate farm manager, Mr Binder, to see if advance notice could be given prior to hedge-cutting and warning signs displayed whilst work was in progress. Cllr Prescott offered to take the matter up with the Borough Council. Problems apart, Cllrs West and Bromley requested Mr Binder be thanked for the overall visual improvement to hedges in the village.

11. Any Other Business

Due to the Parish Council Elections taking place in June some meeting dates needed to be changed. Members agreed they will now be as follows:

8th March - ordinary Council Meeting
26th April - Annual Parish Meeting – preceded by the Village Hall Trust's Annual Meeting
10th May - ordinary Council Meeting
21st June - Annual General Meeting, followed by ordinary Council Meeting
12th July - ordinary Council Meeting
13th September - ordinary Council Meeting
8th November - ordinary Council Meeting

The Clerk was asked to inform Mrs Mary Eagleton of the changes.

12. Next Agenda

The normal agenda will be kept to a minimum to make time for two invited speakers: Laurence Young and the representative from the Kent Downs AONB (to be confirmed).

13. Date of Next Meeting

Monday 8th March at 8.00 pm.

1. Present: Cllrs. Payne (Chairman), Cheeseman, West and WyId
Apologies for absence: None received.

2. The Chairman laid before the meeting four planning applications for the consideration of the council.

Application: SW/03/1345 case 4819; Forge Cottage, The Street, Eastling.
Further to the site meeting members have taken the opportunity to survey the site, from the adjoining garden and consider the proposals in greater depth. They took the view that, whilst not opposed to the project in principle, they did have serious reservations about the scale and in particular the height of the proposed conservatory and its potential impact on the neighbouring property, Forge House. As a consequence the Council recommended refusal of this particular scheme and that a revised design with lower ridge height and less prominent (angled) gable end might be devised.

Application TC/04/0007, case 19831; 1 The Street, Eastling.
No objection to the application to fell a willow tree and cap the rootstock to prevent any re-growth.

Application: SW/04/0060, case 01065; Manor Orchard, Kettle Hill Road, Eastling.
The council raised no objection to the application for conversion of existing garaging to living accommodation and construction of anew garage in the front garden area. If granted, the Council felt that maintenance of an evergreen screening in the front of the garage from Kettle Hill Road should be made a condition.

Application: SW/04/0069, case 12140; 1 Meesons Close, Eastling.
Members recommended refusal for the proposed loft conversion. It was considered that the applicants' desire to raise the height of the bungalow's roof and introduce dormers represented too great a change to the existing development of 13 bungalows at Meesons, Close and would set an undesirable precedent.

3. There being no further business, the Chairman closed the meeting.

Minutes of the Ordinary Meeting of
Eastling Parish Council held in Eastling Village Hall
on Monday, 8 March 2004 at 8pm.

1. To note attendance and receive apologies for absence

Present: Cllr John Payne (Chairman); Cllr Harold Wyld; Cllr Peter Cheeseman (Treasurer); Cllr Jimmy West; Cllr Mrs Dot Bromley and Mrs Carol Butterfield (Parish Clerk). Cllr Colin Prescott attended later. Also Present: Guest Speaker Mr Laurence Young, Subsidiarity Officer for Swale Borough Council; Dr Julia Bailey and four members of the public.

Apologies: None

2. Open Forum

No matters were raised.

3. Invited Speaker: Laurence Young - Topic: Parish Grants Scheme

Members attention was drawn to the Guidance Notes prepared by Mr Young and copied and distributed by the Clerk prior to the meeting. Mr Young explained that the Swale Council scheme had arisen in response to the Government's Rural White Paper and its encouragement of greater local community involvement. Two options had been considered: (i) devolving services to parishes and (ii) parishes closer involvement in decision-making. The second option had been chosen. Mr Young had written to all of the Borough's 36 town and parish councils and received positive replies from at least 26. This meeting was the 20th that he had attended and all had been productive.

He went on to explain that two services should be incorporated: (i) a Community Grants Scheme totalling £91,000 and (ii) Highways Special Projects Items with a budget of £300,000. This money would not be for 'mainstream' works but for additional 'nice to have' schemes. Typical examples were grants towards play equipment or village hall repairs (but not new-build village halls) and bids for footpath improvements or minor roads projects such as a mini-roundabout. Eastling could expect to qualify for £3,600 for the coming financial year. Parishes ccould combine to use their funds or aggregate them over several years.

Responding to questions, Mr Young explained that where projects exceeded the notional allocation a parish could apply for more, although availability would depend on the uptake by other parishes. He reminded the meeting that the annual amount could be saved for several years to pay for larger projects. On the long-term continuation of the new arrangements, Mr Young said there was always the possibility that budgets would be tightened but a year's notice would be given if the project was to end. Applications for Highways funding should be in by the end of May for that financial year. The precise number of parish councils either opting in or out of the scheme should be known by the end of March when parishes would be contacted again. The Chairman thanked Mr Young for his attendance and helpful explanation of the new scheme.

The Chairman proposed and Members agreed that Eastling Parish Council should opt into the scheme.

4. Minutes of the Meeting held on Monday 12th January 2004

The Minutes were agreed to be a correct record of the meeting.

5. Matters Arising and Confirmation of Minutes

There were no matters arising from the Minutes and, with Members approval, they were signed by the Chairman.

6. Future Projects

(i) Bus Shelter: The Chairman explained that difficulties in approving the site of the proposed shelter meant the project could not proceed in this financial year. Although agreement had been reached with Moat Housing some time ago on siting of the shelter and they would have been consulted on the planning application, the organisation had been unable to trace the original paperwork. The Chairman would pursue the matter and anticipated the need to re-apply for grant aid. Members noted that Swale Council's new Grants Scheme arrangements would require them to identify and prioritise local projects. They would also need to inform the Village Hall Committee of the situation.

(ii) Parish Plan/Village Design Statement: At the invitation of the Chairman, Dr Julia Bailey explained that Eastling residents had recently voted on the desirability of preparing a Parish Plan. From approximately 360 residents, 60 returns had been received of which 58 were positive. She questioned whether this was a sufficient mandate to carry on, especially as strong community support was a prerequisite to outside funding for Parish Plans. Cllr Wyld suggested that this might be overcome by tackling the project in two stages. Initially, creating a "less onerous" Design Statement and encouraging villagers involvement and interest in its preparation and the final result. This could then provide the basis for greater understanding and support for proceeding with the "wider ranging" Village Plan. Dr Bailey, the Chairman and other Members welcomed this approach and agreed to proceed on that basis. Members expressed their appreciation of the work already undertaken by Dr Bailey and her Committee.

7. Planning

(i) Minutes of Extraordinary Meeting held on Monday 2nd February

Members noted and confirmed the previously circulated Minutes of the above Meeting, subject to the following amendment:

Under the item relating to 1, Meesons Close (SW/04/0069), it should be noted that Cllr Wyld declared an interest in this application, took no part in discussion and did not vote.

(ii) New and Revised Applications

(a) Forge Cottage (SW/03/1345, case 4819): The Chairman advised that new plans had been submitted since the Extraordinary Meeting when Members had recommended refusal. Members agreed the new plans with a lowered height and modified gable end of the roof were a great improvement. The Chairman proposed and Members agreed to recommend approval, subject to consideration being given to reducing potential light pollution from the glazed roof, possibly by use of tinted glass.

(b) Divan Court Farm (SW/04/0154, case 19884): Conversion of a barn to form a dwelling. Details had been circulated and studied by Members who agreed they wished to raise no objections.

(iii) Enforcement

Telfords, Otterden Road: Members heard that works had been carried out to the access driveway and exercise yard at Telford's and queried whether any formal permissions might be required. It was agreed to ask Swale Council's planning enforcement officer to advise.

8. Chairman's Report

The Chairman reported his attendance at two meetings.

(i) The Lynsted Design Statement Group Meeting in Teynham had discussed the implications of planning permission being granted for 24 new houses on a site at Lynsted contrary to policies in the local design statement. They had been told that the Design Statement Group was an unelected body and its views could be overruled as part of a wider consideration.

(ii) Kent Association of Parish Councils (Swale) in Sittingbourne where the topic was 'The Value of Design Statements'. Most delegates were depressed that planning applications were being passed after parish councils had rejected them. The next meeting on 7th June will be attended by the Borough's two MPs who will be invited to consider and discuss this matter.

9. Finance

The Treasurer, Cllr Cheeseman, had circulated the latest figures showing budget changes in place arising from points discussed at the last meeting. At the end of February funds totalled £4,463 with the first instalment of the Precept still to come.

10. Highways

One item had been dealt with on the Highways Defects List - no.3: the entry signs to the village. Regarding no.9 broken edges to verges in Newnham Lane - this had only been partly repaired so would be left on the list. No new items were added.

11. Correspondence

Swale Borough Council Local Plan Briefing - 22nd March: Details were on circulation to Members who were asked to indicate if they wished to attend.

Kent Police: A meeting with parish councils is taking place on 18th March in Sittingbourne. Unfortunately no representative of the Parish Council could attend.

Kent Wildlife Trust: A survey of Sites of Nature Conservation Interest had identified Divan Wood as an SNCI. The Parish Clerk will supply them with requested information on ownership;

Good News: A volunteer is still needed to replace Cllr Wyld for submitting news items each month;

Fencing Problem: Cllr West had expressed unease about new fencing being erected by the farm manager. The Chairman had spoken to Mr Binder and had been told it is to prevent fly-tipping. It is within his rights to do this and he will plant a hedge eventually. Cllr West was satisfied providing the footpath is kept clear;

Hugh Robertson MP: The MP had replied to the invitation to the Annual Parish Meeting in April, but unfortunately cannot attend;

New Post Office: A mobile post office will visit the Carpenters Arms every Tuesday afternoon from 13.00 - 15.00 hrs commencing 23rd March;

Bottle Bank: The Village Hall Trustees were reluctant to pursue the parish council's idea of installing a bottle bank in the village hall car park, fearing it could lead to vandalism and become a Health and Safety issue for children.

12. Any Other Business

Council Elections: Cllr West asked how these are organised. Cllr Wyld advised that these would be on Thursday, 10 June. Prior to this, Swale elections staff would place formal Notices in the local press and on parish noticeboards and also inform the councils involved. Parish Clerks normally took responsibility for gathering any applications and returning them to Swale Council, but candidates could submit their applications direct if they wished. Eastling Parish Council had five seats, all of which were available for election. If only five candidates applied, the election would be "un-contested"; if more than five applied it would be a "contested" election with electors required to vote. Notices have to go on the Parish Noticeboard giving the deadline for applications. Members noted that someone is needed to take over the keys of the Parish Noticeboard following Cllr Wyld's move from the area.

Cllr West thought it was a good opportunity for interested people to join the Parish Council and suggested publicity in the Parish magazine. Cllr Wyld said there is information on the Eastling website on being a Parish Councillor. He also agreed to obtain the information for the application date from Swale Borough Council.

13. Next Agenda

The Chairman will set the agenda for the Annual Parish Meeting.

14. Dates of Future Meetings

The Annual Parish Meeting will be on Monday 26th April at approximately 8.30pm following-on from the Village Hall Trust Annual General Meeting at 7.30pm.

Minutes of the Ordinary Meeting of
Eastling Parish Council in Eastling Village Hall, Kettle Hill Road, Eastling on Monday, 10 May 2004, at 8pm.

1. To note attendance and receive apologies for absence:

Present: Cllr John Payne (Chairman), Cllr Harold Wyld, Cllr Peter Cheeseman (Treasurer) and Mrs Carol Butterfield (Parish Clerk).

Apologies: None received

2. Public Forum

No members of the public were present and no matters raised.

3. Minutes of the Meeting held on Monday 8 March 2004

The Minutes were agreed to be correct.

4. Matters Arising and Confirmation of Minutes

There were no matters arising and, with Members' approval, the Minutes were signed by the Chairman as a correct record.

5. Future Projects

(i) Bus Shelter: The Chairman drew Members' attention to the absence of projects apart from the Bus Shelter at Glebe Cottages which, for various reasons, had been delayed into the current 2004-2005 financial year. He anticipated the council would not have to re-apply for a grant but could utilise the new Subsidiarity Grant funding arrangements for this purpose. Formal agreement with Moat Housing on use of their land was required and he would continue to pursue this. A new building contractor may be required and Members agreed to discuss this at the next meeting (on 21 June).

(ii) School Pool: Eastling Primary School Governors had suggested that their pool might be redeveloped as a community amenity. The Chairman thought this could be a long way off with important health and safety issues involved.

(iii) Kissing Gates: The success of the new kissing gates prompted the Chairman to ask if there were any other locations where they were needed. One suggestion was Rose Wood but as it is not a well used footpath it was agreed that villagers should be asked for suggestions.

6. Planning

(i) New Applications:

Telfords: Following a visit by the Enforcement Officer from Swale Council, a retrospective planning application had been received in respect of a ménage (horse riding and training area) at Telfords, Otterden Road. Members agreed they had no objection to the ménage if restricted to private (non commercial) use but were concerned about the new access from the Otterden Road. This had a new tarmac surface and appeared to be intended as a permanent arrangement. Vehicles leaving the site had their view of the road obstructed by large trees giving rise to serious concerns over road safety. It was agreed to raise the matter again with the planners.

Manor Cottage, Kettle Hill Road and Stonefield House, Otterden Road: Applications in respect of modifications/repairs to a side wall and roof at Manor Cottage and a new conservatory at Stonefield House had been circulated to Members. They confirmed they wished to raise no objections.

Forge Cottage, The Street: Members noted this application for a conservatory is still being negotiated with Swale Borough Planning Department following a further letter of objection being received. Members had previously agreed the revised plans were an acceptable compromise and wished to make no further comments.

3 Mill Cottages, Otterden Road: A revised application for extended living accommodation and a replacement garage had been circulated to Members. Some concerns had been raised regarding the variety of materials used and the size of the proposed extension and garage. In view of this and urgency, the Chairman had agreed the Clerk should suggest to Swale planners that a site visit might be appropriate and their response was awaited. Cllr Payne declared an interest in this application and took no part in its consideration.

Cllr Wyld drew attention to the UK Planning website at www.ukplanning.com which provided public access to planning applications and decisions by most local authorities including Swale.

(ii) Approved Applications:

Members noted the following applications had been approved by Swale Council.

1 Meesons Close: loft conversion; and
Manor Orchard, Kettle Hill Road: conversion of existing garage to living accommodation and construction of new detached garage.

7. Chairman's Report

The Chairman reported that the Eastling Village Design Statement will soon be ready in its draft form. Every household will receive a copy and have an opportunity to comment in writing or at a proposed village meeting.

8. Finance

Cllr Cheeseman reported that the first installment of the precept (£700) had been received and banked. He proposed renewal of the annual insurance with Alliance/Cornhill as the best value available and this was seconded by the Chairman and carried. The Annual Return had been agreed and signed by the Local Auditor and needed to be returned by the end of the month. With Members agreement, it was then approved and signed by the Chairman and Parish Clerk. A notice will be displayed informing the public that the accounts are available for inspection.

9. Highways

Highways Defects: No response had been received from Swale Highways Unit in relation to the list provided following the March meeting. Cllr Cheeseman asked that five or six new large potholes in Mill Lane between Otterden Road and Jacksons Cottage be added to the next list. Disappointment was voiced that, despite repeated requests for action, the Eastling-Faversham Road continued to deteriorate and that no re-surfacing appeared to be scheduled for the coming year. It was agreed that Cllrs Prescott and Newman be contacted about this and the parish council is represented at the next meeting of the Faversham Area Committee to make its concerns known.

10. Correspondence

The Chairman drew Members attention to correspondence received since the last meeting:

(i) Operation Bantam: The police had advised they had been running extra patrols in rural areas during April. However, nothing appeared to have been noticed in Eastling.

(ii) Railways: Faversham Town Council had responded to the proposed changes to rail services. The Clerk was requested to write and thank them for this and for keeping the neighbouring parishes up-to-date with developments.

(iii) Swale Local Plan: The Draft Local Plan had been circulated and Members comments invited. None had been received.

(iv) Training: The Clerk had been invited to a training day by the KAPC but was unable to go.

(v) Design Statement: Cllr Cheeseman referred to the letter from the Lynsted Design Statement Group dealt with at the last meeting. It appeared there had been some criticism of that group alleging lack of local consultation. He hoped that there would be wide consultation in Eastling on the current Design Statement. The Chairman confirmed that there would be.

11. Any Other Business

The Chairman announced that, at the parish council elections on 10 June, Cllr Wyld was retiring after 24 years service and Cllr Bromley was also standing down after 20 years. He thanked them both for all they had done. He was pleased to report that the three remaining members and two other local residents, Mr Nigel Bickerdike and Mrs Helen Higgs, had agreed to stand for election. Mr Bickerdike had also agreed to be the new Neighbourhood Watch coordinator for Eastling.

12. Next Agenda

Members agreed the following items be included on the agenda for the Annual General Meeting on 21 June at 8pm:

l signing of Acceptance of Office forms;
l election of Chairman and Treasurer
l nomination of minor authorities governor for school;
l appointment of new parish council representative on Village Hall Trustees; and
l determination of dates for council meetings from January to December 2005 (NB: dates for the remainder of 2004 have already been agreed).

The agenda for the next ordinary meeting, to immediately follow the AGM:

l progression of the Bus Shelter project.

There being no further business, the meeting was closed at 9.00 pm.

Minutes of the Annual General Meeting
of Eastling Parish Council in Eastling Village Hall
on Monday, 21 June 2004 at 8pm.

1. To note attendance and receive apologies for absence

Present: Cllrs John Payne (Chairman), Peter Cheeseman (Treasurer), Nigel Bickerdike, Helen Higgs, Kent County Cllr Jean Newman and Carol Butterfield (Parish Clerk)

Apologies: Cllr Jimmy West and Borough Cllr Colin Prescott

2. Minutes of Annual General Meeting held on Monday 12th May 2003

The Minutes were confirmed as a correct record, adopted and signed by the Chairman.

3. Appointments

a) Chairman of the Parish Council: Cllr Cheeseman proposed that Cllr Payne continues to act as Chairman for the coming year. The motion was seconded by Cllr Bickerdike and carried. Cllr Payne accepted the nomination.

b) Signing of Acceptance Forms: Declarations of Acceptance forms were signed and handed to the Parish Clerk. Register of Interests' forms were also collected.

c) Parish Clerk: Cllr Payne proposed that Mrs Carol Butterfield continues to act as Parish Clerk for the coming year. The motion was seconded by Cllr Cheeseman and carried. Mrs Butterfield accepted the nomination.

d) Treasurer: Cllr Payne proposed that Cllr Cheeseman continues as Treasurer. The motion was seconded by Cllr Bickerdike and carried. The nomination was accepted by Cllr Cheeseman.

e) Eastling Village Hall Trustees Representative: A new representative was required following the resignation of Mr Peter Parry. As no member of the public had come forward to apply for the position Cllr Cheeseman volunteered. The motion was accepted by the Chairman and agreed by Members.

f) Neighbourhood Watch Representative: Steve Edmed will continue to act as the 'local link person' for Neighbourhood Watch in Meesons Close and Cllr Bickerdike will be the new Co-ordinator for Eastling.

g) Tree Warden: No local volunteer had come forward therefore Members agreed that Mike Palmer be asked to continue in the position.

h) Minor Authorities Governor for Eastling Primary School: Members agreed that Cllr Payne will continue to act as the Council's representative for the coming year.

4. Banking and Insurance Arrangements

All arrangements remain the same ie:

a) Bankers: Lloyds TSB Faversham
b) Signatories: Cllr Cheeseman, Cllr Payne, Mrs Carol Butterfield.
c) Insurance and Cover: Cornhill Insurance

5. Dates of Future Meetings from Jan-Dec 2005

Members agreed that meetings continue to be held on the second Monday of every alternate month (except for the APM). Therefore the dates for 2005 will be as follows: Mondays 10th January; 14th March; 25th April (APM to be confirmed);
9th May (AGM); 11th July; 12th September and 12th December.

6. Any Other Business

There was no further business to discuss and the meeting was closed at 8.15 pm.

Minutes of the Ordinary Meeting of
Eastling Parish Council in Eastling Village Hall
on Monday, 12 July 2004 at 8pm.

1. To note attendance and receive apologies for absence

Present: Cllr John Payne (Chairman); Cllr Helen Higgs, Cllr Nigel Bickerdike and Mrs Carol Butterfield (Parish Clerk).

Apologies: Cllr Jimmy West; Cllr Peter Cheeseman and County Cllr Mrs Jean Newman.

2. Public Forum

No members of the public were present.

3. Minutes of the Meeting held on Monday 21st June 2004

The minutes were agreed to be a correct record of the meeting.

4. Matters Arising and Confirmation of Minutes

Neighbourhood Watch: Cllr Bickerdike has ordered the three new signs and will forward the invoice to Cllr Cheeseman. The Minutes were then signed by the Chairman.

5. Future Projects

It was agreed to discuss the Bus Shelter under item 7.

6. Planning

New Applications:
7 Meesons Close - no objections raised
1 The Street - although in principle there were no objections the plans were considered to be too poor to make a considered opinion and this decision has been sent to the Planning Department.

Planning Approval:
3 Mill Cottages and Telfords Stables.

The Chairman explained to Cllrs Bickerdike and Higgs that although the planning application for the ménage at Telfords had been approved by the parish council earlier this year other concerns had been raised regarding safety issues with the exit and whether what appeared to be a new entrance would require planning permission. None of these issues had been mentioned in the official planning approval document. The Chairman decided to raise the matter with Mr Lewis from the Traffic Section of the Highways Department (see Item 10).

7. Chairman's Report

Village Hall Trustees - application for grant: Cllr Cheeseman had produced a detailed document summarizing the salient points regarding the request for help with funding the re-surfacing of the car park. After Cllr Bickerdike was reassured by the Chairman that there were ample funds available the recommendation to contribute £2,000 towards the project was unanimously agreed. Cllr Jimmy West had already notified the Chairman of his support.

Bus Shelter: The Chairman suggested that this project be delayed until the Design Statement is completed. Cllr Bickerdike asked why it was no longer considered urgent when once it had appeared to be such a good idea. The Chairman explained the background to the project which was first suggested by a former member of the Parish Council some years ago. Various aspects of the projects were discussed, particularly the impact on the local community and the costs involved.

8. Finance

Treasurer's Report: Cllr Cheeseman's report had been discussed previously. A grant request had been received from Victim Support. It was agreed to send a donation of £25.

9. Highways

There were no new additions for the Highways Defects List. The Parish Clerk had received a message from County Councillor Mrs Jean Newman that she had mentioned the potholes near the watertank on the bends of the Eastling-Faversham Road to the Highways Department but to date had heard no more from them.

10. Correspondence

Leaflets had been received to advertise an 'Outreach Surgery' to inform the over 60s of their rights to claim extra benefits. Cllr Bickerdike thought many people would not attend and suggested giving a local phone number to contact for help instead. It was agreed to put an item in the Parish Magazine and also to display the poster in the pub's post office.

Dominic Spurrier of Leader+ had accepted an invitation to speak at the next meeting in September. He had asked if there was provision to show slides on a overhead projector. The Parish Clerk will write and confirm there are facilities available.

Behdad Haratbar had replied to the letter requesting a meeting on speed limit restrictions. He has asked Ian Lewis from the Transport Section to contact the Parish Clerk to arrange a meeting.

11. Any Other Business

Cllr Bickerdike asked if he could put a Neighbourhood Watch poster up on the Village Hall noticeboard. The Chairman told him to go ahead. Cllr West had attended a Police meeting in Sittingbourne and will report back at the next meeting in September.

The date of the APM in 2005 was confirmed as Monday 11th April - the Village Hall Trustees will be informed.

12. Next Agenda

l Presentation by Dominic Spurrier from Leader+
l Bus Shelter to be discussed under Future Projects
l Tree Warden
l Change to Monthly Meetings?

13. Date of Next Meeting

Monday 13th September.

Minutes of the Ordinary Meeting of
Eastling Parish Council in Eastling Village Hall
on Monday, 13 September 2004 at 8pm.

1. To note attendance and receive apologies for absence

Present: Cllr Peter Cheeseman, Cllr Nigel Bickerdike, Cllr Jimmy West, Cllr Helen Higgs, Borough Cllr Colin Prescott, Parish Clerk Mrs Carol Butterfield.
Also Present: Mr Dominic Spurrier, Community Development Officer, LEADER+ and Mrs Hilary Harlow - Editor of the Parish Magazine 'Good News'.

Apologies: Cllr John Payne and County Cllr Mrs Jean Newman.

In the absence of Cllr Payne, Members agreed Cllr Cheeseman should assume the Chair. He proposed and Members agreed that Mr Spurrier give his Presentation before the rest of the business on the Agenda.

2. Presentation by Dominic Spurrier, Community Development Officer, Mid Kent LEADER+.

Mr Spurrier explained that Mid Kent LEADER+ was a European initiative to fund up to 50% of the cost of small-scale, innovative projects. £5million pounds was allocated when the scheme began in 2002 and funding will be available until December 2006. To date, the largest grant given had been £230,000. Projects must be completed within two years and meet objectives laid down by the Action Group. Parish Councils may combine forces for joint projects. Additional financial help may be available from DEFRA or SEEDA in exceptional cases.

Themes suggested were: Know How and New Technology and Improving the Quality of Life in Rural Areas. Target Groups were: Older People (over 50) and the Young (from 5 to 24). Urban areas were not eligible.

Applications were considered every three months. The next deadline is November 2004 and decisions are made within two weeks. So far funding had been given to 20 successful projects. If Parish Councils cannot think of a suitable project they can contact him to discuss any village problems and he will help with ideas. Finally, Mr Spurrier explained that the money has been allocated and unless communities 'come and get it' it will eventually be returned to Europe which, he thought, would be a great shame when it could have been used to benefit rural areas in Kent.

Cllr Cheeseman asked if broad-based proposals would qualify. Mr Spurrier considered they could but the main criteria was to show networking and co-operation. He could help find potential partners. Mrs Harlow asked if other groups than Parish Councils could apply; Mr Spurrier confirmed funding was available for any group of people, voluntary groups etc. Mrs Harlow also referred to the scheme's website which she had found easy to use.

Cllr Cheeseman asked if all successful projects are listed on the website. Mr Spurrier explained that, currently, only NHS applications were shown but it was intended Parish Council and other bids would be eventually. Mr Spurrier was thanked by the Acting Chairman and all those present for giving the Presentation which ended at 8.30 pm.

3. Public Forum

No questions were asked.

4. Minutes of the Meeting held on Monday 12th July 2004

The Minutes were agreed to be a correct record of the meeting and were signed, as such by the Acting Chairman.

5. Matters Arising

Cllr Bickerdike confirmed that the new Neighbourhood Watch signs had been erected. Cllr West asked why the meeting with the Highways Department regarding speed restrictions had been requested. He was told it was to clarify whether Eastling had the necessary requirements for speed limits to be introduced. Cllr Prescott advised that Tunstall had recently had 20mph signs, road bumps and chicanes installed, even though, like Eastling, they only had houses on one side of the road, so this might not be such an obstacle as had been previously advised.

6. Future Projects

Bus Shelter: Cllr Cheeseman explained that the deadline for the grant had expired but funds were still available from the subsidiarity grant. The possibility of having a bus shelter had not been mentioned in the Design Statement of 2001 but the idea had arisen later 'undemocratically'. He thought that now the community should be asked what they would like and this could be done as part of the new Village Design Statement. There were concerns from local residents that it could become a meeting point and vandalism could occur. Cllr Bickerdike said the feeling from The Glebe estate was that it was not wanted.

The cost of the shelter had been estimated to be at least £4,250 which Cllr Cheeseman thought was a great deal of money to spend without a clear mandate. He confirmed that there was a bus stop already there and it was well used by children going to school.

Cllr Prescott advised that the bus shelter in Doddington had been removed following vandalism. However Sheldwich had three shelters that were perfectly all right. Members felt that Eastling did not have the same degree of vandalism problems and decided to wait for the outcome of the Village Design Statement.

Village Hall Grant: The work on the car park has been completed and the Parish Council will pay the invoices. The Village Hall Committee will then pay the difference in due course. Cllr Cheeseman confirmed that the application form for a £500 grant had been sent to County Cllr Mrs Jean Newman.

7. Planning

(i) New Applications:

New House Farm, Otterden Rd. Formation of office in barn.
Case No. 15476 Ref. SW/04/1115CB. Response from Members still awaited.
Cllr Cheeseman declared an interest in this application.

Eastling Holiday Centre - Erection of non-illuminated sign.
Case No. 20743 Ref: SW/04/1023CB - no objections raised by Members

Pinks Farm, Kettle Hill Rd - Timber framed glass conservatory
Case No. 02967 Ref: SW/04/1025CB - no objections raised by Members

Orchard House, Otterden Rd - new rear porch
Case No. 07987 Ref: SW/04/0904AJB - no objections raised by Members
Cllr Jimmy West declared an interest in this application.

(ii) Permission Granted:

7 Meesons Close - single storey extension to front and rear of property
Case No. 19996 Ref: SW/04/0610 CJT

1 The Street - first floor extension to rear
Case No. 19831 Ref: SW/04/0745CJT

The Old Rectory - felling of five leylandii trees
Case No. 6577 Ref: SW/04/0049

(iii) Other matters:

Stonefield House: Following a written request from the Parish Council, Cllr Prescott had looked into the reasons why this planning application for a conservatory had been refused after councillors had raised no objections and the planning department agreed in principle to the conservatory but had reservations about the design.

The official response was as follows:
"the conservatory by virtue of its design, the pitch of the roof and the roof form relates very poorly to the existing dwelling. As such it would create a feature, which would not be sympathetic to the vernacular style of this converted chapel. The proposed conservatory would be detrimental to the character and appearance of the dwelling itself, the surrounding rural area and Area of Outstanding Natural Beauty and a Special Landscape Area in which it is set."
This was followed by a detailed explanation of how and why this view was reached by the planning officers. A copy was given to the Parish Clerk.
Cllr Prescott was thanked for taking the time to investigate this matter.
Telfords Stables: Cllr Cheeseman asked if the retrospective planning application had been received by the Parish Clerk. He expressed concern over the safety issues of the new entrance and Members agreed that another letter be sent to the planning department seeking clarification.

8. Chairman's Report

There was no report due to the absence of the Chairman.

9. Finance

The Treasurer, Cllr Cheeseman, reported that there was a total of £4,700 in the bank with an extra £700 due from the Precept in September. He had paid out nearly £200 in cheques and £2,000 would be required for the Village Hall works. This would leave a balance of £3,200 plus potential subsidiarity money of £3,610. In reponse to questions, Cllr Prescott explained that subsidiarity funding was available every year and, if required, could be 'rolled-over' to the following year. Its use is discretionary and must be for specific ear-marked projects.

10. Highways

The latest list of defects had been circulated to Members prior to the meeting. There were no new entries. Five old items had been completed by the Highways Department and could be deleted from the list. The Parish Clerk was asked to thank Glenn Smith on behalf of the Parish Council.

Cllr Bickerdike had noticed a large pothole on the Eastling-Faversham road but was unsure if it came with the boundary of Eastling. He will check it again for the exact location and pass the information on to the Parish Clerk.

11. Correspondence

As before, due to the absence of the Chairman there was no correspondence to report.

12. Any Other Business

New Tree Warden: It was explained by Cllr Cheeseman that the former Tree Warden, Mike Palmer, had moved to Faversham and his visits to Eastling were now infrequent. He had agreed to continue in the post until a replacement was found. Although not an expert on trees, Cllr Bickerdike volunteered to take on the post. His offer was gratefully accepted by all Members. Cllr Prescott assured him that it was not an onerous task. The Parish Clerk will write to Mr Palmer to inform him of the new appointment, thank him for his past help and ask that he send any appropriate information that he has to Cllr Bickerdike. The Kent BTCV (British Trust for Conservation Volunteers) will also be informed.

Footpaths: Cllr Cheeseman expressed concern about the re-instatement of ploughed footpaths. It was thought that the time limit for carrying out this work is two weeks. Members agreed an item be put on the agenda for November's meeting.

Hedge-cutting: Cllr West suggested that Mr Binder, the estate farm manager, be asked to carry out hedge-cutting in The Street before Christmas rather than next March as it makes such a huge difference Cllr Higgs wondered if he is obliged to do this work and was told by Cllr Prescott that although it is not a statutory duty he does have responsibility for overhanging hedges on the highway or footpaths. Cllr Prescott thought that the majority of hedges had already been cut. Members agreed that the Parish Clerk should write to Mr Binder to ask if the hedge in The Street between the Pub and Forge Cottage be trimmed back as soon as possible.

Monthly Meetings: Cllr Payne had put forward the idea that the Parish Council meet monthly instead of bi-monthly. Cllr Prescott wondered if there was enough business to warrant the change. Cllr Bickerdike agreed and Cllrs West and Cheeseman were not enthusiastic about the idea. Members agreed unanimously to continue with bi-monthly meetings.

Eastling Website: Cllr West queried the current operation of the village website and wondered if an enthusiastic young volunteer could be found to keep it up to date. It was agreed to clarify the situation with the Chairman at the meeting in November.

Standing Orders: Cllr Prescott referred to a recent meeting of Sheldwich Parish Council where an item on 'adopting a complaints procedure and appeals procedure' had been on their agenda. He suggested that the Parish Clerk contact the Sheldwich Parish Clerk for more information as he believes it is a necessity to make these changes which also includes the wording of declarations of interests.

13. Items for Next Agenda

(i) Re-instatement of Footpaths
(ii) Future of Eastling Website

14. Date of Next Meeting

Monday 8th November at 8.00 pm

The meeting was closed by Cllr Cheeseman at 9.30 pm.

Minutes of the Ordinary Meeting of
Eastling Parish Council in Eastling Village Hall
on Wednesday, 10 November 2004 at 8pm.

1. To note attendance and receive apologies for absence

Present: Cllr John Payne (Chair), Cllr Peter Cheeseman (Treasurer), Cllr Jimmy West, Cllr Nigel Bickerdike, Cllr Helen Higgs and Parish Clerk Mrs Carol Butterfield.

Apologies: County Cllr Mrs Jean Newman

2. Open Forum

No matters were raised as there were no members of the public present.

3. Minutes of the Meeting held on Monday 13th September

The minutes were agreed to be a correct record and signed by Cllr Cheeseman who was acting Chair at that meeting in the absence of Cllr Payne.

4. Matters Arising

Tree Warden: Cllr Bickerdike has enrolled on to some free training courses and also been given some information from Mike Palmer, the previous Tree Warden for Eastling.

Hedge-cutting: The Parish Clerk confirmed that a letter had been sent to Mr Binder and Cllr Payne informed members that Mr Binder had contacted him to say he will carry out the hedge-cutting once all the leaves had been shed. Cllr West was pleased to hear this and hoped it meant the work would be done before Christmas.

5. Future Projects

Bus Shelter: Cllr Cheeseman confirmed that, as discussed at the last meeting, the project is 'on hold'.

Subsidiarity Grant: (Members agreed this item, under 'Finance' on the agenda should be brought forward.) Cllr Cheeseman explained that confusion has arisen over the subsidiarity grant which members had thought could be 'rolled over' to the next financial year. This was not the case and a clear project must be nominated before the end of this financial year or the grant funds will be lost. Possible projects include the Design Statement and the Village Hall. The Chairman had received a letter from Laurence Young regarding this grant which included a questionnaire for members to complete by 6th December. This was distributed to members.

Design Statement: In reply to a question from Cllr Cheeseman the Chairman confirmed that there is no timetable in place and progress has slowed until villagers have received and returned questionnaires on the project. This information will have to be collated before reporting back to the Parish Council. An Open Public Meeting will then be held. The Chairman was asked how the Design Statement Committee was formed and who was on it. He replied that it was Dr Julia Bailey's initiative and the other members were: Roger Turner, Mike Thomas, John Darlington, Ben Binder, David Walsh and Oliver Perks.

Finally it was agreed that at the next meeting in January a project must be agreed for submission otherwise the grant of £3,610 would be lost Cllr Cheeseman pointed out that clarification was also needed on how detailed the application needed to be.

6. Planning

New Applications:

Only one new application had been received since September. This was for a conservatory extension at Woodstock, Newnham Lane. Case No. 20813 Ref: SW/04/1170 HVM. No objections were raised by members and permission was granted by the planning department.

Permission was also granted by the planning department for the following applications:

New House Farm - formation of office in barn. Case No. 15476 Ref: SW/04/1115CB.

Pinks Farm - timber framed conservatory. Case No. 02967 Ref: SW/04/1025CB

Permission Refused:

Although members of the Council had raised no objections, the Eastling Holiday Centre has been refused permission to erect a non-illuminated sign. Case No. 20743 Ref: SW/04/1023CB

The Parish Clerk confirmed that a letter had been sent to the Planning Department regarding the retrospective planning application for Telfords' Stables new entrance and the Council's safety concerns. No reply had been received and the Chairman asked that the Clerk write to them again.

7. Chairman's Report

Design Statement: Further to members' discussion under 'Future Projects', the Chairman explained this project will take some time to complete and quoted Lynsted's experience of taking three years to finish. After collation of the questionnaires and following the Open Meeting, the Statement will have to be sent to Swale Council before 'adopting'.

Members considered some clarification might be needed on some topics such as affordable housing and street parking; also an interim report or detailed agenda might aid business at the Open Meeting.

Street Nameplates: A letter had been received from Swale Borough Council asking for the Council's opinion on the lettering on new street nameplates. It was agreed that 'Borough of Swale' should remain on future nameplates. The response form will be returned stating this.

Skipping Grant: Swale Borough Council have requested help with funding for providing skipping ropes for local schools to help children keep fit and fight obesity. The cost will be £400. Cllr Payne will ask the Headteacher and Friends of Eastling School for their opinions.

8. Finance

Cllr Cheeseman reported that the Audit Commission had passed the Annual Return. The grant of £500 obtained by County Cllr Jean Newman had been agreed and the cheque was awaited. The village hall invoice of £3,800 has been paid in full and the Village Hall Trust has given £1,800 back. The VAT has to be re-claimed.

The second instalment of the Precept amounting to £700 had been received and this increased the bank balance to £5,218. From this had to be deducted the net payment of £2,000 in respect of the Village Hall car park.

Members noted the following payments in the current financial year which had properly been signed by two signatories:

Allianz Cornhill - Annual Insurance Premium: £211.83;
Carol Butterfield - Clerks Expenses for 03/04: £142.43;
Kent Assn of Parish Councils - Annual Subscription Fee for 04/05: £58.75:
Audit Commission -Audit fee for 2003/4: £58.75;
Victim Support Annual Donation: £25;
Swale Borough Council - Election Expenses: £44;
Moons of Selling Ltd (Village Hall Car Park re-surfacing) - £3809;
Cllr Bickerdike - Re-imbursement of personal payment for cost of Neighbourhood Watch Signs: £80 and
Donation to KAPC for Joan Tovey's retirement present: £10.

9. Highways

There were two new items reported. A large pothole on the second bend of the Eastling-Faversham Rd as you leave the village and the drain silting up on the first bend which could lead to further flooding if not pumped out. Following a question from the Parish Clerk it was discovered that the Chairman had not received an e-mail that had been forwarded from Glenn Smith offering to discuss highway matters. A duplicate copy will be sent.

10. Correspondence

Janet Bryant has written to the Ombudsman regarding boundaries around her property and concerns about building encroaching from the adjacent property. A letter will be sent thanking her for keeping the Parish Council up-to-date but explaining that there is nothing more they can do.

Speed Limits: A letter had been received from Ian Lewis at Kent Highways offering to meet and discuss the issue. Cllr Bickerdike offered to contact him and arrange a date.

Police Meeting: Cllr Jimmy West had attended this meeting in Sittingbourne last June. He reported that it was good forum for giving opinions and the new officer in charge of the area had given a talk.

Power-cuts: A letter had been received from a village resident asking why there were so many power-cuts in Eastling. It was thought that the vulnerability of over-head cables, especially in windy conditions, were one reason they occurred. Cllr Higgs thought things had improved over the last few years. It was decided that councillors should monitor the situation over the winter months before contacting the power suppliers.

11. Standing Orders

The Chairman explained that following the last meeting the Parish Clerk had contacted the Kent Association of Parish Councils for advice about making the suggested changes and also spoken to the Parish Clerk for Sheldwich as suggested by Cllr Prescott. Although not a legal requirement it is recommended as 'best practice' to introduce a new heading entitled 'Complaints Procedure'. It was decided that the clerk should add an explanatory sentence on the lines of 'in the event of receiving a complaint the Council will confer at a special meeting to resolve the matter'. A copy of the amended version of Standing Orders will be sent to members for approval at the next meeting in January.

12. Reinstatement of Footpaths

Cllr Cheeseman reported that two footpaths had been dealt with but there were others that still needed to be cleared. The Chairman will speak to Mr Binder about this problem. He also passed on information" from Kent