05 COMBINED Agenda, Actions, Notes May 2015 - Email.pdf

CAPEL-LE-FERNE PARISH COUNCIL

A MEETING OF THE PARISH COUNCIL WILL BE HELD ON TUESDAY, 19th

MAY 2015,

AT 7.30PM AT THE VILLAGE HALL, LANCASTER AVENUE, CAPEL-LE-FERNE

AGENDA

1. To RECEIVE Apologies for absence

2. To DECLARE any personal interests in items on Agenda

3. To APPOINT Chairman and COMPLETE Declaration of Acceptance of Office

4. To APPOINT Vice-Chairman and COMPLETE Declaration of Acceptance of Office

5. To APPOINT Delegates and Committees:

a) Neighbourhood Watch Delegate b) Village Hall Management Delegate c) Highways Delegate d) Public Rights of Way Delegate e) Planning Committee f) Events Committee g) Other

6. To AWARD Special Certificate of Recognition

7. To RECEIVE any Public Address to Councillors (10-15 minutes)

8. To APPROVE Minutes of the meeting held on 21st April 2015 (draft attached)

9. To DISCUSS matters arising from minutes not covered elsewhere on agenda

a) Repair/Renovation Status of Play Equipment and Fencing (report attached) b) Land Development - South of New Dover Road c) Tree Rear of 9 Beatrice Road d) Grass Cliff-tops, Old Dover Road e) Approve Notice on Protocol of Filming/recording at meetings (draft attached) f) Traffic and Road Improvements/Management

i. HGV Overnight parking Old Dover Road

10. To RECEIVE Delegates and other sub-committee reports not covered elsewhere on agenda

a) Neighbourhood Watch (Community Warden/PCSO) b) Village Hall Management Committee (report attached) c) Highways d) Public Rights of Way e) Annual Playing Field Event 2015 - (Cllr: Pilcher/Stone report attached) f) District Councillor Scales and/or County Councillor Geoff Lymer g) Other

11. To RECEIVE and DISCUSS Correspondence

12. To RECEIVE Insurance Quotations and APPROVE Insurance Cover for 2015-2016

13. To APPROVE 2014-2015 Year End Accounts (draft attached)

14. To APPROVE and AUTHORISE - BACS payments and SIGN Cheques 15. To RECEIVE and DISCUSS Planning Applications

16. To RECEIVE and DISCUSS any other business concerning the Parish

a) Councillors comments b) Approve any resolutions to discuss any confidential issues in agenda item 19

18. To CONFIRM date of next meeting - (Tuesday, 16th

June 2015)

19. To RECEIVE and DISCUSS any confidential items LIST OF PROCEEDINGS (UNCOMPLETED)

1. Speeding issue on the B2011 and traffic management 2. Stagecoach Bus Service Routes and Shelter - (Waiting District Councillor Scales input) 3. Planning: Satmar and White Cliffs Caf, B2011- (Waiting DDC Enforcement Officer input) 4. St Marys Churchyard - (Waiting Parochial Church Council decision) 5. Refurbish and replace existing junior play equipment - (Cllr: Norris and Cllr: Pilcher)

Signed ... (Parish Clerk). 12 May 2015

Clerk to the Council - Maureen Leppard

Website: www.capel-le-

fernepc.kentparishes.gov.uk

Email: [email protected]

39 Victoria Road, Capel-le-Ferne,

Folkestone, Kent. CT18 7LT

Tel: 01303 259564

Mobile: 07813704142

Agenda Item 8

MINUTES OF THE MEETING OF CAPEL-LE-FERNE PARISH COUNCIL

HELD ON 21st APRIL 2015

Present:

Cllrs; C Goble, V Hale, P Jones, K Pilcher, J Shaw, J Stone, G Titman, B Tutt, together with Frederick

Scales (District Councillor), Dave Bish (Community Warden) and PCSO Gretel May.

1. APOLOGIES: Cllrs: C Norris and Geoff Lymer (County Councillor).

2. DECLARATION OF PERSONAL INTERESTS - None.

3. PUBLIC ADDRESS TO COUNCILLORS

Resident Peter Butler addressed the Councillors on three concerns;

i. parking on pavements, making it difficult for wheelchair/pushchair users PCSO Gretel May would monitor the situation and request offenders to reflect the situation of inconsiderate

parking;

ii. the provision of drop kerbs which was an item already discussed with the Kent Highways and will be pursued further and;

iii. the condition of the verge at Courtwood Roundabout (adjacent to the refreshment vehicle where

lorries park) had damaged area and now resembles a ploughed field this was outside Parish boundary, but had also been mentioned to Kent Highways in the hope of providing bollards.

4. MINUTES

The Minutes of the meeting held on 17th

March 2015 were proposed as a true record by Cllr: K Pilcher

and seconded by Cllr: G Greening and approved, signed by the Cllr: K Pilcher as Councillor present at

the meeting in absence of Chairman and Vice-Chairman.

5. MATTERS ARISING NOT COVERED ELSEWHERE ON AGENDA

a) Repair Status of Play Equipment

i. Refurbishment of basketball court goal ends and swings now complete. Further work to climbing frame will be carried out when replacement parts have been received from manufacturer.

Fencing to petanque area and memorial will be completed in next week. Request by users for a

pathway around petanque court was discussed, but due to this being originally researched and

following a meeting held with interested parties, the amount of fencing was ordered and pre-cut

ready for installation, also this request held a financial implication and was agreed by

Councillors that present arrangements would have to remain and if still required, funding for

changes would need to be sourced.

b) Playing Field Lighting

Shades to playing field lights had now been altered satisfactorily.

c) Litter Bins

Four (4) new litter bins had been agreed with Dover District Council to be placed in areas of

most need - one in Green Lane, 2 in Winehouse Lane and one in Old Dover Road (Dover end).

Grapevine insert agreed to include a residents letter on dog fouling and notification of the new bins.

d) Land Development - South of New Dover Road

Copies of all comments and feedback had been distributed for information. It was agreed that

Clerk consolidate these for forwarding a letter to Jarvis Homes for consideration. District

Councillor Scales would discuss the contents with Dover District Council Planning Officer.

e) Traffic and Road Improvements/Management Priorities

ii. 6th

September Traffic One-way System Garage Safari (Cllr: Scales)

Cllr: Scales reported that a temporary road closure would be expensive and complicated to

enforce. It was discussed and agreed not to continue with this.

iii. HGV Overnight parking Old Dover Road (Cllr: Scales)

Cllr: Scales had sent emails to Richard Heaps (Kent County Council) and Gorden Meesey

(Dover District Council), requesting weight restriction signs be moved to near the junction with New Dover Road. He would continue to work on a resolution. Traffic lights on A20

reported to be a Port of Dover initiative to keep the lorries out of Dover.

Agenda Item 8

6. DELEGATES REPORTS

a) Neighbourhood Watch Community Warden/PCSO and/or Cllr: Jones. PCSO reported: The flower pots opposite Lighthouse Inn on cliff-top now removed.

Community Warden reported: he would be retiring and a vote of thanks was proposed and given.

A merger of teams and personnel was being undertaken by Kent County Council to balance areas.

b) Village Hall Management Committee - VHMC Minutes/Cllr: Stone. Report circulated. Cllr: Scales reported he had completed a survey on Village Halls and received a

25 remuneration, which he would donate to the Management Committee.

c) Highways Cllr: Tutt. Reinstatement of grass verges following gas mains renewal work ongoing. Daffodils reported to

be sparse in this area. Further action would be taken if not sorted.

Public Rights of Way Ditches reported at last meeting had been rectified. Cllr: Tutt and Hale to meet PROW representatives at Green Lane regarding Scooter/bike route to

rear School Gate.

d) Annual Playing Field Event 2015

Risk Assessments and other documents, to comply with request from Dover District Council, being produced.

First Aiders required for event and would be advertised in Grapevine newsletter. Pets Corner cancelled due to booking and attendance of a Re-enactment Group together with

possible noise implications.

Dog Show to go ahead during the afternoon. e) District Councillor Scales and/or County Councillor Lymer

Councillor Scales reported:

At a joint Transport meeting a list of 20mph schemes was presented (including Capel Street). These were supported and minutes recorded accordingly.

A power-point presentation was available for residents of a PowerPoint presentation covering DDC's regeneration.

Councillors surgeries to be re-addressed after Elections on 7th May and Parish Councillors to give consideration to attending on a rota basis.

f) Other - None

7. CORRESPONDENCE

a) KALC Training Workshop Neighbourhood Planning (report circulated) A good workshop attended by Cllrs: Tutt and Pilcher, resulting in a consideration that it may be of

benefit in future. The scheme would need a lead person with depth of knowledge of planning to

take it forward for the village. A separate person would also be required for administration

purposes. In the long-term the whole village needs to be included and financial implications

investigated further for grants and availability.

b) KALC Training Workshop Towards Greater Transparency (report circulated) Clerk attended this informative workshop, resulting in numerous areas that the Parish Council need

to take action on. Clerk to continue to pursue this and make changes accordingly to comply with the

new Government Transparency Act 2014.

c) Elections Thursday, 7th May 2015 Notification had been received that the Parish Elections were uncontested and no election would be necessary. Following notification from Dover District Council on procedure, co-option will be

available to recruit new members.

Agenda Item 8

d) Other List of email items received - attached and/or previously forwarded.

Other received:

1. Dennis Ovenden Tree located rear of 9 Beatrice Road/Playing Field boundary. Clerk to contact tree surgeon for advice, information and quotation.

2. Request for permission to plant 100 bulbs on B2011 from Capel-le-Ferne WI for their centenary was agreed for the far end of the village (Dover end).

3. Grass Cutting on Old Dover Road, Clifftop awaiting Kent County Council feedback. 4. Residents letter on dog fouling for Grapevine insert agreed. 5. Dover District Council Posters Energy Deal Switch 6. Royal British Legion Thames Diner Cruise Leaflet and letter 7. DeFRA Kent: Ramsgate to Folkestone Coastal Access Report approved proposals from

Secretary of State

8. Kent Association of Local Councils Membership Information Pack 2015/2016 9. Poppy Press Newsletter 10. Came & Company Insurance Spring 2015 Newsletter

8. CHEQUES and BACS PAYMENTS

The following cheques and BACS payments were approved and authorised:

Proposed by Cllr: Pilcher, seconded by Cllr: Tutt and signed by the Chairman, Cllr. Goble and

Clerk/Responsible Finance Officer.

MONTHS INCOME/EXPENSES

BANK BALANCES - DETAILS B/fwd C/fwd NOTES

Bank Account (Reserve) Balance 15,505.47 32,456.14

Bank Account (Current) Balance 854.95 985.48

Bank Account (Community Project) 277.94 277.94

TOTAL 16,638.36 33,719.56

INCOME - DETAILS

Payments received and confirmed receipt into

Bank Account

INVOICE

VAT

Cheque No: or

BACS

NOTES

Dover District Council Precept 2015-2016 18,250.00

TOTAL 18,250.00

EXPENSES - DETAILS

Invoices received and Payments to be made

INVOICE

VAT

Cheque No: or

BACS/SO/DD

NOTES

Banks Engraving Services Gift 57.32 Cheq: No: 1497

Dover District Council Grapevine printing 319.32 BACS

Dover District Council Playing Field Rent 112.50 SO

Kent Association of Local Councils Membership 452.38 90.48 Cheq: No: 1498

Ashley Light Engineering Equipment refurbish 1525.00 305.00 BACS

Mr D Reed Litter Clearance April 2015 75.00 BACS

Mrs M Leppard Salary (301.50) & Flowers (25)

326.50 BACS

TOTAL 2868.02

Agenda Item 8

9. PLANNING

Applications Awaiting Decision by Sub-Committee 124 Capel Street, Capel-le-Ferne, CT18 7HB - 15/00311 - Erection of two and single storey rear

extensions and single storey side extension to form annexe (existing side and rear extension to be

demolished).

Applications Decided by Sub-Committee

(Amended details) 85 Capel Street, Capel-le-Ferne, CT18 7HF - 15/00102 - Erection of single storey

side and rear extensions, formation of parking area and alterations to access (existing garage to be

demolished).

Still concerns for same reasons as previously mentioned on original application, i.e. difficult to ascertain

what amendments have been made. There is still poor visibility when exiting property onto Capel Street,

unless a large amount hedge and tree is removed. The stability to front part of the property is a concern.

The other concern is that the tarmac parking area should include surface water drainage as no type of

construction to parking area is defined to not allow surface water to drain onto Capel Street. Drop kerb

also required.

10. MATTERS CONCERNING THE PARISH

a) Councillors Comments Cllr: Stone reported there would be a meeting in St Marys Churchyard regarding the

grounds. It was agreed not to attend.

A season ticket for the New Wing at the Battle of Britain Memorial Site was requested by residents. This would be investigated further by Cllr: Pilcher.

Cllr: Scales reported that Parish Councillors should pick up and report Highway issues when giving feedback on planning applications.

b) Approved resolutions to discuss any confidential issues in agenda item 12 None.

11. DATE OF NEXT MEETING

Tuesday, 19th

May 2015 at 7.30pm.

12. CONFIDENTIAL ITEMS None.

Following the Meeting

A vote of thanks was given by District Councillor Frederick Scales to Clive Goble for 12 years service to Capel-le-Ferne Parish Council. A presentation followed of an engraved Silver Plate to Clive and

flowers to Kathy Goble.

Agenda Item 9a

Agenda Item 9e


PROPOSED REVISION TO STANDING ORDERS AND POLICY ON FILMING,

AUDIO-RECORDING, PHOTOGRAPHING AND REPORTING OF

COUNCIL AND COMMITTEE MEETINGS

1. The Openness of Local Government Bodies Regulations 2014 (2014 SI No. 2095), which came into force on 6 August 2014, require Local Councils to permit any person to film, audio-record or take

photographs of, and to report on, the proceedings of any part of a meeting which the public are

entitled to attend by law.

2. The Regulations do not require Local Councils to allow filming recording or photographing any part of a meeting where the public are excluded by reason of the confidential nature of the business or

where publicity would be prejudicial to the public interest. Exclusion of the public must be

authorised by a resolution of the meeting and the reason for exclusion must be stated.

3. The Regulations only apply to formal, decision-making meetings of the Parish Council, a committee or a sub-committee and not to informal meetings or meetings of a working group without decision-

making powers.

4. It is required to advise the Council or Committee via the Parish Clerk that recording will take place. 5. The Council and its Officers will afford reasonable facilities (but not equipment) for the recording of

the meeting. All external equipment which might be plugged into the Councils electricity supply will required to have a current PAT test.

6. No additional lighting or flash photography shall be used, except by prior agreement, as this may affect the health and well-being of persons attending the meeting.

7. All recordings and transmissions must be open and transparent ie visible to anyone in attendance at the meeting.

8. Oral commentary in the meeting room during a meeting is not permitted by the Regulations and it may be disruptive. The person/s recording the meeting will be asked to cease recording if :

(i) There is excessive noise from the moving or setting up of equipment.

(ii) There are interruptions to the orderly conducting of the meeting (eg requests that a

person repeats a statement for the purposes of the recording or the distraction of the

person/s associated with the recording adding comments during the course of the

meeting).

(iii) There is movement to areas outside the areas designated for the public without

the consent of the Chairman.

Standing Orders No 5 a xx and 10 d refer.

9. The Regulations apply to Councillors as they do to members of the public but Councillors will wish to ensure that they are not distracted from the business of the meeting.

10. Members of the public who attend a meeting merely to observe it are not taking part in the proceedings and the Parish Council requests that these persons are not filmed or photographed

without their consent. Children or vulnerable adults attending a meeting should not be filmed or

photographed. In the case of children, prior consent must be obtained from the parent or guardian.

11. Recording equipment may be left running in the meeting room even if the person using it leaves the room. It shall not, however, be left running for a part of a meeting where the public are excluded and

an officer of the Council shall stop the recording or switch off the equipment in these circumstances.

12. The Parish Council is not liable for any actions of the person/s recording which publicly identifies any member of the public or for any publication of the recording. Any persons recording the meeting

are advised to obtain permission from members of the public present before publicising material

which identifies members of the public. Those engaged in the recording of meetings are reminded

that the requirements of general law apply to their activities, for example:

(i) The requirements of the Data Protection Act 1998 may apply to personal information

about living individuals including visual images.

ii) There may be legal liability for defamatory or offensive statements, including statements

made by people being filmed that are published by the person filming. 13. Only the official signed minutes of the Parish Council and its Committees shall be recognised as the

formal statutory and legally binding record of the meeting.

14. The Parish Council will display the above protocols as to filming, recording and broadcasting at its meeting venues and on its website. Those persons undertaking the above activities will be deemed to

have accepted these requirements, whether they have read them or not.

Agenda Item 10b

Report for Capel le Ferne Parish Council May 2015

Village Hall committee:

There was a complaint about noise coming from a private party who had hired the hall. The committee have

taken appropriate action.

There has been no practicable response to requests for help in reopening the Post Office.

Otherwise, nothing to report.

-------------------------------------------------------------------------------------------------------------------------------------- Agenda Item 10e

Report for Capel le Ferne Parish Council May 2015

Event Committee 1. Purpose of the report

This report is to update councillors on progress to date on plans for the community day on 18th July 2015.

2. Current Position Keith Pilcher and Jayne Stone have four times met Paul and Mike from the Royal Oak to plan the day. It has been

agreed that any monies raised will be specifically for the replacement of equipment in the play area. The Royal

Oak would like copies of catalogues showing the sorts of things required.

The event has been registered as a Field in Trust event.

DDC have introduced a pile of documents to be produced for this event a risk assessment (7 pages) and an event management plan (18 pages) have been required. These cover every aspect and potential problem of the day, how

they are to be managed and how the risk of adverse events will be minimised and how they will be managed should

one arise. (They are available for any insomniac requiring them). The Royal Oak is arranging the TENS. One area

which could be improved to reduce risk is the presence of first aiders. A request for help has been printed in

Grapevine; however there is an opportunity for Jayne Stone to attend a subsidised course.

3. Plans

Progress is slow but steady. Various village organisations have been invited are some responses have been received.

There will be stalls from the Farmers Market and craft stalls.

Various village organisations will be taking the opportunity to fundraise for them selves

The Napoleonic Battle Re Enactment will be present all day with their camp and army surgeon. There will be two demonstrations

There will be a knockout petanque competition

There will be an official judo competition

Matt Curtis will be loaning PA system (will need thank you letter afterwards )

The Hawkinge Scouts have been asked to help set up/clear up/ be available to general help for the day in exchange for a donation of 25.

Various fete games are in the village hall and need to be brought down however without people to run the stalls they will be of not help

There will be a dog demonstration in the afternoon

There will be a couple of bingo sessions

There will be live music to open the event

The event will move indoors in the evening as the beer festival and live music become the main focus

A variety of hot food will be available from caters.

Confirmation of inflatables ( for adults and for children) is awaited

Confirmation of face painting is awaited (one for part of the day has been confirmed)

First aiders are being identified

4. Actions required a. Councillors are asked to approve Jayne Stones attendance at an Essential First aid Course b. Councillors are asked to help on the day c. Copies of catalogues showing play equipment being considered are required to pass to the Royal Oak

5. Conclusion a. Councillors are asked to note the contents of this report,

b. Councillors are asked to help on the day

Jayne Stone/Keith Pilcher

May 2015

Agenda Item 13


INCOME & EXPENDITURE SHEET AS AT 31ST

MARCH 2015

INCOME

Precept - 15,033 + Grant 895 15,928.00

Bank Interest 9.74

Newsletter Paid Adverts 3,744.30

History Books 83.65

Community Recreation Project 9,529.00

Returned Fee (overpayment) 112.50

Event 493.01

TOTAL INCOME 29,900.20

EXPENDITURE

General Administration:

Clerks Salary 4350.00

Insurance 1,165.44

Members Expenses/Training 255.00

Newsletter 4,100.22

Postage/Expenses 565.96

Hall rent 443.00

Election Expenses 0.00

Audit Fee 2014 400.00

Subscriptions (KALC) 440.78

Total Administration 11,720.40

Parish Maintenance:

Play Equipment Inspection 243.00

Play Equipment Repairs 0.00

Tree Work/Other Grounds Work 1,008.32

Litter Clearance 879.96

Mowing (B2011/field) 2,712.50

Field rent 450.00

Noticeboards/Signs 132.50

CCTV 0.00

Total Parish Maintenance 5,426.28

Events

Delivers Buffet - 224 Rosettes - 59.25

283.25

Community Project 19,617.00

Memorial Project 1,050.00

Grants S137 (Wreaths /Gifts) 299.00

TOTAL EXPENDITURE 38,395.93

INCOME OVER EXPENDITURE -8,495.73

Agenda Item 13


BALANCE SHEET AND SUPPORTING STATEMENT AS AT 31st MARCH 2015

2013/2014 2014/2015

LONG TERM ASSETS

0.00 Investments 0.00

0.00 Long Term Debtors 0.00

CURRENT ASSETS

0.00 Stocks and Shares 0.00

0.00 Debtors 0.00

2,226.35 VAT 5,201.81

0.00 Invoices 0.00

0.00 Payments in Advance 0.00

26,807.83 Cash 15,336.64

29,034.18 TOTAL ASSETS 20,538.45

LESS CURRENT LIABILITY

0.00 Creditors 0.00

0.00 Receipts in Advance 0.00

0.00 Cash Overdrawn 0.00

29,034.18 NET ASSETS 20,538.45

ASSETS Movement in the year: The basis of valuation of these assets is historic cost

with the exception of Community Land, which is valued at nil. COSTS

Assets disposed of during the year 0.00

As at 31st March 2015 the following assets were held:

Ground Surfaces 41,664.00

Community Land 0.00

Furniture & Fittings lamp-posts, seats, tables, fencing, gates, waste-bins, stone plinths 21,234.00

Noticeboards 1,758.00

Recreation Equipment 148,357.00

CCTV DVR 1,758.00

TOTAL 214,771.00

Other Current Assets (Cash Held)

VAT owed 5,201.81

Community Project ( A/c No: 48117161) 277.94

Balance C/Fwd (A/c Nos: 085003346 and 59287802) 15,058.70

TOTAL 20,538.45

BORROWING

At the close of business on 31st March 2015 the Council had repaid all loans.

DEBTS OUTSTANDING

There were no debts outstanding.

S137 PAYMENTS

Section 137 of the Local Government Act 1972 enables Parish Councils to spend up to the product of 3.50

per head of electorate for the benefit of people in the area on activities not specifically authorised by other

powers. The limits for this Council in the year ended 31st March 2015 was: 314.00 (Approx: 1655

electorate).

ADVERTISING AND PUBLICITY There were no costs incurred during this year.

Agenda Item 13


BANK RECONCILIATION 2014 - 2015

Prepared by: M Leppard Year End Date: 31st March 2015

The net balances reconcile to the Cash Book (receipts and payments accounts for the year as follows:

Opening Balance 1st April 2014 26,807.83

Add: Receipts in the Year 32,126.55

Less: Payments in the Year 43,597.74

Closing Balance per cash book (receipts and payments book) as

at 31st March 2015 (must equal net balances above)

15,336.64

Bank Balances per Bank Statements as at

31st March 2015

Current Account 085003346 60.48

Reserve Account 59287802 15,205.47

Community Project Account 48117161 277.94

Other Accounts 0.00

SUB-TOTAL 15,543.89

Less Unpresented cheques at 31st March 2015

Cheque Number 1494 75.00



(207.25)

Add Unpresented Income at 31st March 2015 0.00

NET BALANCES AS AT 31ST

MARCH 2015 15,336.64

APPROVED BY COUNCIL ON: 19th

May 2015

SIGNED: (Chairman)

SIGNED: (Responsible Finance Officer)

Agenda Item 13

Documents

05 COMBINED Agenda, Actions, Notes May 2015 - Email.pdf