May 2009 Minutes.

Minutes of the Annual General Meeting of

Hollingbourne Parish Council

held on 11 May 2009

  in the Cardwell Pavilion

at 7.30pm


Present:  Mr M Bedwell (Chairman), Mr J Cobbett (Vice Chairman), Dr S Bauer, Mrs S Baxter, Mr A Ward, Mr A Williams.

Also in attendance: Ms E Lawrence (Clerk).  No members of the public attended.


1.         Election of Chairman


Mr Cobbett proposed that Mr Bedwell stand for chairman again, seconded by Mr Stephenson and returned unanimously.


2.         Signing of the Declaration of Acceptance of Office


Cllr Bedwell signed the declaration, witnessed by the Parish Clerk.


3.        Election of Vice-Chairman


The Chairman nominated Mr Cobbett as Vice-Chairman, seconded by Mr Stephenson, and carried by unanimous vote.

Mr Cobbett accepted the position of Vice-Chairman.

The Chairman announced the resignation of Mr Paul Mace as councillor and read his letter of resignation.  He expressed his regret as Mr Mace had achieved a lot in his role as chairman of the Parks committee and had worked tirelessly in his role as Hollingbourne’s representative on the Joint Parishes Group in the fight against the KIG proposal.  It was agreed that Mr Bedwell and Mr Ward would attend the next JPG meeting on 20 May.


4.        Appoint Chairmen and committee members of sub committees


All nominations below carried by unanimously;

a)      Planning Committee                  Chairman Frank Stephenson, Susan Bauer

b)      Finance Committee                   Chairman John Cobbett, Frank Stephenson

c)      Environment Committee            Chairman Susan Bauer, Alan Williams, Sarah            


d)      Parks Committee –                   Chairman Mike Bedwell, Adam Ward


5.         Declarations of Interest


There were no declarations of interest.

There were no amendments to the Register of Interests


6.         Apologies for absence   Mrs D Parvin, Borough Councillor


7.         Approval of minutes of last meeting

            (Circulated prior to meeting)


 Mr Stephenson proposed that the minutes were a true and accurate record of the meeting and that they should be accepted, seconded by Mr Williams and carried.


8.         Matters Arising (not covered elsewhere on the agenda)


         The Good Councillor training workshop was arranged for Wednesday 10 June at 7.30pm in the Cardwell Pavilion (subject to availability).  Members should bring their copies of the Guide, there being no other papers.

         Mr Williams had met with Andrew Snowdon and Mark Stroud, Village Gardeners.  He wished to express the Councils gratitude for their hard work in keeping Eyhorne Green so well maintained and it was agreed to continue paying all reasonable expenses to all the Village Gardeners who voluntarily keep the village looking so attractive.  Mr Stephenson pointed out that the mower servicing expenses query had merely been to re-examine if the purchase of a mower might be a better use of available funds, even if not immediately a priority expenditure.

         The Clerk reported on her recent meeting with Mr Little.  He has offered to prepare a report for the Council to bring closure to the recent Libel case.  This would be without charge.  Mr Bedwell proposed accepting his offer, seconded by Mr Williams, carried by 5 voted for and 2 against.


9.         Format of agenda for future meetings


A general discussion took place, including the integration of the Community Action Plan topics into agenda items.  A format was agreed, with Mr Cobbett offering to take the lead for Crime and Housing.



10      Chairman’s Report


         Mr Bedwell congratulated Hollingbourne Cricket Club Junior team on winning their first match and for providing an excellent and enjoyable time.

         The HPC stand at the Fete was discussed and it was agreed that Messrs Cobbett, Stephenson and Ward would be available, and that Mrs Baxter would prepare the boards for display.

         Mr Bedwell asked if anyone could attend a service for the new Mayor on his behalf.  No one was available.

         A Tree Preservation Order has been received for the tree on Eyhorne Green.

         Mr Bedwell read out a letter of response he had received from Dr Bauer.  A prolonged discussion followed, culminating in Dr Bauer asking for clarification that the confidentiality clause of the settlement agreement in her recent libel case had been lifted.


10.       Borough Councillor Report   nil in the absence of Mrs Parvin.


11.       Crime Update   nil in the absence of PCSO Bauer, and no written report received.


12.       Finance Report


         Mr Cobbett proposed that the cheques for expenditure (previously circulated) be signed, seconded by Mr Williams and agreed.

         Continued membership of the Campaign to Protect Rural England was agreed.

         Purchase of the latest edition of Local Council Administration at a reduced price (through KALC) of £59.00 + p&p was agreed.


13.       Clerks report


         The Clerk reported that she had been asked to seek the intervention of the Council as ball games and mowing of the grass had taken place on the meadow next to the Church, contrary to agreement.  The land is understood to still belong to the Wye Museum Trust, and is therefore a matter for them to deal with.  No action.

         The Clerk had also received complaints of the road surface from the church approaching Eyhorne Street. A letter has been sent to KCC.

         As a matter of Health and Safety, the Clerk brought to the attention of the Council the precarious state of the carved wooden sign on Eyhorne Green and the notice board on Tanyard Green.  Costs of repair/replacement to be obtained.  Action: Clerk.


14.       Parks Report


         Mr Ward thanked Mrs Baxter for the new notice boards in the Cardwell Pavilion.  The wood still needs an application of sealant. It was noted that the walls need painting to match.

         The Pre-school have requested an additional CCTV monitor for which they will pay: agreed.  

         The addition of another camera for improved surveillance to be reconsidered.

         External lighting and PAT testing of the Cardwell to be progressed.  Action: Mr Ward

15.       Environment Report


         Mr Williams asked that anyone wishing to discuss a right-of-way issue contact John Pelham, who covers Mid Kent, on 01732 872 929

         KCC has agreed to provide a kissing gate to replace the style at the end of Grove Mill lane.  Installing the gate would cost £100.00, proposed by Mr Cobbett, seconded by Mr Ward, and agreed.

         Mr Williams asked for, and was given, agreement to pursue the notion of a Community Warden scheme.


16.       Planning Report


         Although an application to remove Leylandii trees at the back of 54 Eyhorne Street  was supported, return to MBC was out of time.


17.       Correspondence List


A list of correspondence received since the last meeting had been circulated prior to the meeting.  Mr Stephenson offered to contact Cascade re Affordable Housing.


18.      Items for Information – nil


Date of next meeting: Monday 8th June at 7.30pm in The Cardwell Pavilion.


Signed as a true record: