Minutes of Annual Parish Council Meeting 16/05/2011


Minutes of the Annual Parish Meeting of Penshurst Parish Council held at Fordcombe Village Hall on Monday 16 May 2011 at 7.30 pm

1. PRESENT: Cllrs D Broad (Chairman), J Broadhead, I Carson, S Frederick, J Horsford, J O’Shea, B Townsend


APOLOGIES: J Cass. This was approved.




Clerk invited nominations for the position of Chairman
Cllr Mrs Broad nominated J Cass in his absence, seconded by Cllr Frederick
Cllr O’Shea nominated Cllr Broadhead, seconded by Cllr Carson
Cllr Broadhead gave a short presentation, Cllr Mrs Broad provided information of Mr Cass’ background with the council.
A vote was taken and, due to there being three votes for each candidate, the outgoing Chairman, Rob Sellings awarded his casting vote to J Cass.
Cllr Frederick nominated Cllr Mrs Broad as Vice Chairman, seconded by Cllr Townsend.
Cllr J O’Shea nominated Cllr Broadhead as Vice Chairman, seconded by Cllr Carson.
Cllr Mrs Broad was appointed Vice Chairman on a three to two vote.
In view of the fact Mr Cass was away, Cllr Mrs Broad took the chair.
Cllr Mrs Broad recorded the thanks and appreciation of the Parish Council and parishioners for the many hours of work undertaken by the previous Chairman, Rob Sellings. The amount of work completed away from the monthly meetings in connection with planning, highways, speeding and the many others areas of responsibility of the PC by Rob had been enormous and of great benefit to the parish.


Parish Council Administration:


Contact Detail form
Declaration of Acceptance of Office for completion at meeting
Parish Council Bank Account Additional Signatory Forms for completion and submission at meeting
Councillors’ Register of Interests for completion


Clerk confirmed these had been completed by members at the beginning of the meeting, she would contact councillors should any information still be required.


Information on future Standards of Conduct of Local Authorities Members after finalisation of Localism Bill
Financial Regulations
Financial Risk Assessment
Standing Orders
Freedom of Information Policy
Code of Practice for Handling Complaints
Race Equality Policy


Cllr Mrs Broad suggested as members had been able to read these documents prior to the meeting that they be approved en bloc for the next term, this was unanimously agreed.


Appointment of Representatives:


KALC Representatives: Cllrs Broadhead and Carson
Village Hall Representatives: Cllr O’Shea – Penshurst, Cllr Townsend – Fordcombe
Planning Representatives: Chairman plus councillors available to attend site meetings at time of application
Transport Forum Representative: Cllrs Broadhead & Carson
Swaylands Representative: Cllr Mrs Broad
Footpath/ Bridle Path Representative: Cllr Mrs Broad
Allotments: Cllr Frederick
Highways: J Cass
Play Area: Cllr Horsford
Alms Houses: Cllr O’Shea


3. MINUTES OF MEETING HELD ON 4 April 2011, these having been circulated were approved and signed by the Chairman.


MINUTES OF ANNUAL PARISH ASSEMBLY held on April 11 were noted.


Declarations of Interest in Agenda Items
If a Member has a prejudicial interest, this should be declared at the start of the meeting.
Personal interests may be declared at this point or alternatively can be declared at the time when the specific item is being discussed, if a Member wishes to speak on an item in which s/he has a personal interest. NONE


It was reported the coach road bridge over the Eden was still stable.
The B2176 between Penshurst and Fordcombe carried approximately 600 vehicles an hour at peak periods, white lining and incomplete cats’ eyes had not been replaced down Spring Hill after recent resurfacing work, Cllr Lake agreed this was poor and would chase the work to be done.
The closure of the toilets at Penshurst was unacceptable, Penshurst was a busy tourist village with many visitors who needed this facility to be retained.
The new play equipment at Fordcombe was nearly finished, planting – which would involve the local school children – a fencing was still required. The official opening was scheduled for 30 May 2011.


a. The Bottle House: Advice and options provided by PC’s solicitor with regard to permitting emergency access were tabled by the clerk. It was agreed that Cllrs Mrs Broad, Frederick and Townsend would visit site to refresh their memories prior to reporting to council for decision to be made.


b. Diversion Route Damage: Cllr Lake reported he had spoken with the new cabinet member and an inspection would be carried out with funds having been allocated to assist with the repairs in Poundsbridge and Walters Green Road.


c. Bottle Bank: Mr A Campbell advise he had received no response from the council regarding the provision of a bottle bank at the Spotted Dog, they were only prepared to site these units where they would be filled quickly and it was thought this would not be the case in this situation.


d. Leigh Barrier: Invitation from Neil Gunn, Environment Agency for members to visit Leigh barrier. Cllrs Broadhead, Frederick, Horsford, O’Shea and Townsend registered their interest in attending, clerk to advise Neil Gunn accordingly.


a. Swaylands: Cllr Mrs Broad and Rob Sellings had met with the new management, lighting would be checked to ascertain which units were being left on. The traffic calming outside the entrance had caused a number of near misses, extra markers promised had not been installed, clerk had approached highways again. There were still three vacancies in the main house and five in Woodgate. The damaged fence panels had been noted and would be repaired.


b. Kent County Councillor: Cllr Lake advised that he would be attending an appeal the following day for a placement at a primary school, overcrowding in primary school classrooms was not acceptable. He recorded his pleasure that KCC was able to contribute £750 towards the fencing for the new play area, paperwork to complete was being prepared. In response to a request regarding funding for the toilets, Cllr Lake advised county was unable to provide funding for this, he considered that SDC should have maintained the facility. He noted that water leaks had been a major problem in the parish particularly Spring Hill.


c. Sevenoaks District Councillor: No report


d. KALC: No report


e. Alms Houses:
External surveyors had undertaken the quinquennial inspection, the resultant work identified, together with further work to improve the quality of life for the residents had cost approximately £10K, no public money was involved.


g. Neighbourhood Watch:
There had been three thefts from outbuildings, gardening equipment, a cycle and a marine engine had been stolen. Garden furniture had been stolen from a garden along Fordcombe Road. No further oil thefts had been reported. During this period the previous year there had been no crime reported in the area.




Potholes: Clerk advised potholes continuing to be repaired as reported.


Interactive Road Signs: No further information available regarding downloading of information from the Fordcombe speed indicator unit, no response received in relation to siting of temporary unit in Penshurst.


Penshurst Churchyard: One estimate received for options of repair and replacement, prior to any decision clerk to speak with Derek Dennard to check what work was being planned in case this would have a bearing on the current proposals.


Footpath Signs: Broken footpath sign on Fordcombe cricket ground reported, Cllr Gilbert advised this had not been repaired. Bridle path bridge at Poundsbridge required the reinstatement of the non slip surface as it was very slippery, this needed dry weather to complete. Hand railing on SR459 needed reinstatement. (Further request for update left for footpaths officer)


White Lining: Refreshing of white lines on Colliers Land Bridge (10004831) and Rogues Hill (10004832). (Highways Engineer Mr Allsop trying to arrange white lining for area on Spring Hill and Rogues Hill to be done together as soon as possible)


Southern Water: Mr Sellings reported that he had met with the Environment Officer and Swaylands were being approached with regard to the pressurised pumping system and possibly using the system overnight.


Public Rights of Way: Information and map had been received from PROW officer regarding future maintenance contracts in the parish, this was difficult to comment on as the map did not give footpath numbers. Clerk to discuss with footpaths officer.


Glebelands: Report on complaints received regarding the condition of pavements/hedging at Glebelands. Mr Sellings had visited site and provided clerk with report on areas requiring repair, clerk to action. Clerk had received reports of overgrown hedges along the road from Glebelands to the school, clerk to write to residents asking that they cut their hedges back so that pushchairs can pass safely. (Pavement surface reported to SDC for action, letters sent to residents regarding overgrown hedging)


Temporary Road Closure: Notification received from SDC in relation to Penshurst High Street, Penshurst Road, Fordcombe Road and Ensfield Road to facilitate the Macmillan Cancer Support Sponsored Walk on Sunday 12 June 2011 between 11 am and 3 pm.




SE/11/00994: Lakesview, Penshurst Road, Penshurst: Revision to planning permission and LBC SE/10/02239/02242 Demolition of Existing house, construction of replacement house, refurbishment of outbuildings attached to walled garden to form ancillary accommodation incorporating the construction of a partial basement for storage, and three underground car docks.


SE/11/00600: Clifton, Chafford Lane, Fordcombe: Demolition of existing garage, erection of replacement garage. The PC have no objection to this application, especially in view of the condition of the existing garage which appears unstable.


SE/11/01045: Lane Cottage, The Lane, Fordcombe: Replacement extension, replacement garage/stable with new in new location with replacement garage being converted to pool room.


SE/10/03322: The Small Barn, Nunnery Lane, Penshurst: Amendment to SE/10/02163 permitting extensions and alterations to existing dwelling. Appeal Dismissed.


SE/10/03322: The Small Barn, Nunnery Lane, Penshurst: Amendment to SE/10/02163 permitting extensions and alterations to existing dwelling, solely relating to amended pitch roof design. Appeal Dismissed


SE/10/02963: Old Swaylands, Poundsbridge Lane, Penshurst: Solar energy roof panels on non-listed building to supply both listed and non-listed properties. Appeal Dismissed


SE/11/00355: Coldharbour Farm, Coldharbour Road, Penshurst: Demolition of wood store attached to former table (now outbuilding storage). Erection of Alitex Glasshouse to vegetable plot. REFUSED


SE/11/00180: Lakeside House, Poundsbridge Lane, Penshurst: Amendment to original planning approval Ref SE/02/0220 to revise position of proposed access drive REFUSED


SE/11/00291/2LBC: Quaintways, High Street, Penshurst: Change of use of ground floor Class A3 use to residential with alteration and internal works. REFUSED


SE/11/00240: Holly Cottage, Smarts Hill, Penshurst: Erection of rear two storey extension and internal alterations. Creation of new access and driveway. GRANTED


SE/11/00436: Chafford Rise, Chafford Lane, Fordcombe: Demolition of outbuildings, and erection of rear extension. GRANTED


SE/11/00031LBC: Blowers Hill, Grove Road, Penshurst: Demolition of 1950s kitchen extension and replacement with new kitchen/family room. LBC GRANTED


The following accounts were presented and approved for payment during April APM:


Playdale Playgrounds Ltd – New Play Area Project Inspection 354.00
Playdale Playgrounds Ltd – New Play Area Preliminary Installation 14683.39
Complete Weed Control – Fordcombe & Penshurst
Weed Treatment 330.60
Fordcombe Village Hall -Hall Hire 6.00
Aon Ltd – Annual Insurance Premium 698.08


May Accounts:


Mr I Streeter Lengthsman 86.00
RIP Cleaning Services Dog Waste Removal 43.20
Clerk advised that in view of the number of changes on the parish council, signatories would need updating and it would be necessary to maintain the existing signatories to ensure cheques could be paid until the bank had completed the procedure, this was agreed. All payments to continue being made at meetings.


a. Public Conveniences: Sign erected at toilet advising those interested in maintaining the service contact the clerk to register their support. Matter to be monitored until the end of June prior to decision being taken on future of facility.


b. Mini Bus: Information leaflet prepared for villages regarding service being provided by Age UK Sevenoaks & District, Compaid – Kent Karrier, Edenbridge Voluntary Transport Service, Stangrove Area Community Action Group and Voluntary Action Within Kent (VAWK). Cllrs Broad and Sellings had attended a meeting at Chiddingstone the see what options would be available to the parish.


c. Childrens’ Play Provision: Meeting held with other local Parish Councils to finalise arrangements for Family Fun Days, date booked with Fordcombe Village Hall for use of facilities on 11 August between 2 and 6 pm. The team running the event were encouraging all children up to the age of 12 to attend although those under 8 would be to be accompanied by an adult at all times. All those involved had been CRB checked, a copy of the Insurance Cover for the organisation had been made available, a risk assessment would be undertaken by them and the area cleared after the event.


d. New Play Area:


i. Insurance: Members were advised that when the play equipment project was nearing completion in Fordcombe and an increase in the annual insurance premium would be necessary to cover same.


ii. Opening Ceremony: Clerk advised members that the opening was scheduled for Monday 30 May starting at 10.30 am with the ceremony at 11 am.




i. Public Bus Service: It was noted by members that the service provided to Hildenborough Station was not well patronised beyond Leigh and it was a concern that if this was not utilised the service would be lost.


Meeting concluded 9 pm Next Meeting 6 June 2011 (Penshurst)