MINUTES OF THE MEETING OF THE STOKE PARISH COUNCIL HELD ON WEDNESDAY 5 SEPTEMBER 2007 AT 7.00 P.M. AT THE VILLAGE HALL MALLARD WAY LOWER STOKE. The Chair welcomed the members, 2 members of the public and also Julie Burrows the new P.C.S.O. (Police Officer Support Officer). Prior to the commencement of the meeting a resident thanked the Parish Council for helping to alleviate the disturbances that had been previously discussed at the June meeting. Julie Burrows the new P.C.S.O. gave a brief introduction of her self and said that she looked forward to working closely with the Parish Council. She asked if it would be acceptable for her to leave her bicycle in the Parish Council Office. Members agreed and the clerk handed her a key to the office. They all wished her well and looked forward to working together in the future. Another resident discussed a number of issues: The proposed planning application on the site of the Ship P.H. highlighting the very poor security of the premises and asked if Medway Council could make the building secure and send the owner the bill? It was reported that the police are aware of the security situation. The clerk said that he would find out if Medway Council have powers to act in such circumstances. There are also problems with the storm water that flows down the High Street when there is heavy rainfall. It was pointed out that a stream used to run in the high street many years ago and that it is now piped away. It was stated that this has been a problem for many years. It was suggested that a bump in the road which was the location of the old bridge could be causing a surface water flow problem. There was also the question of foul water and the local pumping station unable to deal with the problem. It was agreed by the resident that he would keep a diary of the dates and number of times that this occurs and then a letter to Southern Water could be sent which would possibly be more meaningful. Meeting started at 7.30pm. PRESENT: Councillors: Cllr B Stone Chair, Cllr J Peters, Vice Chairman Cllr Mrs P Wade, Cllr G Blackman, Cllr Mr J Luck, Cllr B Catton, Mr R Morrad Clerk. 1. APOLOGIES FOR ABSENCE. Min 111.07. Cllr G Barron. On Holiday. It was resolved to accept this. 2. DECLARATIONS OF INTEREST FOR ITEMS ON THE AGENDA EITHER PERSONAL OR PREJUDICIAL. Min 112.07. Cllr Mrs P Wade declared a personal interest in Planning Application MC2007/1355 4 Herbert Court, as she works for the owner. 3. MINUTES OF THE MEETINGS HELD ON 4 July, 24 July, 8 August 07. Min 113.07: Cllr G Blackman proposed the minutes 080.07 to 110.07 of the previous meetings as a true record Seconded by Cllr J Peters. Agreed by all present. 4. PLANNING APPLICATIONS REGISTERED FOR DECISION, AND DECISION REPORTS FROM MEDWAY COUNCIL RECEIVED. Min 114.07: Planning Appendix A was noted. The following was resolved: MC2007/0675 Outline application for the construction of 2 pairs of semi-detached houses with associated parking. The clerk was requested to write to Medway Council stating that it was the view of the Parish Council that the proposed development was totally out of keeping with the area. The design was a town type development and it was not conducive with the rural setting. Also it was an over development for the site. The properties were too high and would overlook other properties. Action clerk. MC 2007/1355: 4 Herbert Court. Conversion of 3 Bedroom Flat into one 1 Bedroom flat and one 2 Bedroom Flat. It was resolved that the clerk should write to Medway Council stating that the Parish Council had no planning objections to the application, but pointing out that in the Design and Access Statement that accompanied the application it was wrong to state that Emergency vehicles can access the property either from the High Street, the Parish Car Park or enter the courtyard from the High Street. Also Stoke does not have a Parish Town Hall. Action clerk. 5. CORRESPONDENCE. Min 115.07: Appendix B. Listed all reports and circulars received. The clerk read out items from the list highlighting various issues. Items raised by members were an email received regarding the locking of the Village Hall car park during Doctors opening hours. This has been sent to the Village Hall secretary for them to deal with. An email request for detailed information regarding the number of Fixed Penalty Tickets for a number of offences in Stoke that have been issued by Medway Safety Community Officers has been asked for from an anonymous person. The clerk is trying to obtain this information. Action Clerk. An email from Sheila Mudge who is the Village Correspondent for Medway Messenger & Medway News requesting that her details are put onto Stoke Parish Council web site. This was agreed. Action Clerk. 6. MONTHLY ACCOUNTS. Min 116.07. The monthly accounts as listed on Appendix C & C1 (cheques 101409 101410 101411 101412. 101413 101414 101415 101416) and the Bank Reconciliations for both July and August were proposed by Cllr J Peters and seconded by Cllr G Blackman for payment. This was resolved by members. Action Clerk. 7. COMPLETION OF THE ANNUAL AUDIT. EXTERNAL AUDITORS CERTIFICATE. All members have received a copy of the full audit return and the District Auditors Certificate. No action other than the posting of the official notice of completion of audit is required. The clerk confirmed that this had been done. 8. AGREE UPDATED INTERNAL AUDIT REGIME. (RE-AMENDMENT 2006). Min 117.07: All members had received a copy of the proposed updated audit regime for adoption. This was proposed by Cllr J Peters without any amendments and seconded by Cllr B Catton. It was resolved to adopt. 9. REPRESENTATIVES REPORTS ON OUTSIDE BODIES. Min 118.07: Police Report. It was reported that the police meetings at Hoo Pool have now been cancelled. A copy of the Medway Police Quarterly Consultative Meetings Terms of Reference were given to the clerk to file. The theme is (PACT) Partners and community together. The next meeting is on the 1 st October 07. Min 119.07: Rural Liaison Report. Stoke Parish Council is to host the next meeting of the Rural Liaison Committee of Medway Council. This is to be held in the Village Hall on the 25 th September 07, at 6.00pm. Speedwatch was on the last agenda. The proposed new speed cameras on the A228 are down for discussion at the next meeting. Min 120.07: KAPC The first meeting of the new financial year was held on the 18 th July 07. A new Chair and Secretary was appointed as both the other members had not stood for re-election. Rodney Williamson who is the KAPC secretary gave an overview of the Area Committees work. As the Parish Council can have 2 members on the committee Cllr G Blackman volunteered and it was resolved that he be the second member. 10. PLAY PARKS WORKS & CONTRACTS Min 121.07: The clerk reported that no significant damage due to vandalism had occurred during the summer school holidays. It was commented that it was nice to see the play parks being used a lot over the summer holidays. 11. WEB SITE/IT. Min 122.07: The clerk reported that the number of site hits since the last meeting was 890. 12. HIGHWAYS & TRANSPORTATION. Min 123.07: The clerk was requested to inform Medway Council again that the white paint marking out the pot holes in Allhallows Road were now nearly worn out as they had been marked out some time ago and no action to fill them in had taken place. Further white marking has now taken place and the Parish Council would like to know if all the marked out areas will now be completed. Action clerk to write to Medway Council with a copy to Cllr Filmer. Action Clerk. Min 124.07: The clerk was also requested to again contact M H S Homes regarding the promise of more posts in the grass area in the estate. Action Clerk. Min 125.07: A dumped armchair is on the side of the road at Middle Stoke. The clerk was requested to ask Medway Council to remove it. Action Clerk. 13. STOKE SCHOOL WALKING BUS ROAD SCHEME. Min 126.07: Nothing further to report. The clerk was requested ask Cllr Filmer for an update. Action Clerk. 14. NEWSLETTER. Min 127.07: A statement regarding the fact that very little vandalism in our play parks this year is to be put in. Also point out that a number of complaints have been received from residents regarding the illegal parking of vehicles on the footpaths especial on bends in the village. The Police have been asked to monitor the situation. Action Clerk. 15. PROPOSED NEW NOTICE BOARDS FOR BOTH MIDDLE AND LOWER STOKE. Min 128.07: The clerk was requested to obtain quotes for putting a front mesh screen onto the existing notice board at Lower Stoke. Action Clerk. Min 129.07: Members agreed that further information regarding the exact siting of a notice board at Middle Stoke was required as road sight lines etc had to be looked into and planning permission from Medway Council would have to be obtained before any orders could be placed for the installation and purchase. 16. CLERKS REPORT. Min 130.07: Nothing to report. 17. STOKE CAR PARK CLEANING Min 131.07: The clerk stated that a contract had been entered into as per member's wishes with Allhallows Parish Council to sub contract their cleaner for 2 hours per month at the pre agreed rate. Allhallows Parish Council will invoice 4 times a year for this service. Also the clerk was requested to ask Medway Council to replace the litter bin that has been taken away in the public car park following damage that had occurred recently to it. Action Clerk. 18. ITEMS DELEGATED TO THE CLERK FOR ACTION (STANDING ORDER No 30) Min 132.07: The clerk was requested to contact the chair of the Stoke Allotments Association and request that bonfires should only be lit when the wind is not blowing in the direction of the houses as this is causing a problem with residents who have the doors and windows open on sunny days. It is also causing a young baby to cough. Action Clerk. 19 A O B. AT THE CHAIMANS DISCRETION NO MOTIONS MAY BE PROPOSED NOR DECISIONS TAKEN UNDER THIS ITEM BUT IF MEMBERS WISH THEY MAY BE AGENDERED AT THE NEXT MEETING. Min 133.07: None. The next meeting will be held on 3 rd October 2007. There being no other business the meeting closed at 8.50 pm