September 2019 Minutes.

The Minutes of the Hollingbourne Parish Council Meeting in the Cardwell Pavilion of 9th September 2019 that were approved at the Parish Council Meeting on 14th October 2019.

Minutes of the meeting of Hollingbourne Parish Council held on Monday 9th September 2019, in the Cardwell Pavilion, Hollingbourne, commencing at 7.30 pm.

Present: Cllr A Ward (Chairman), Cllr S Hulme (Vice-Chairman), Cllr Dr S Bauer, Cllr D Ardley,
Cllr M Gray, Cllr A Marshall and Cllr C O’Meara.
Attendance: Cllr P Garten (Maidstone BC), Cllr Mrs S Prendergast (KCC) PCSO Daniel Genn, Ms P Webster – Volunteers & Neighbourhood Watch Liaison Officer West Kent Police and eight members of the public and Mrs V Smith –Parish Clerk.

1. Apologies for absence: Cllr J Cobbett – previous commitments, PCSO Daniel Genn – work commitments

2. Declarations and Requests
Declaration of Changes to the Register of Interests – none; Declaration of Interest in items on the Agenda – Cllr Dr S Bauer’s planning permission 19/503578/SUB was not considered at the meeting as the time had passed for the Parish Council to submit their comments; Requests for Dispensations – none

3. Approval of minutes of last meeting (circulated prior to meeting)
It was resolved that the minutes of the meeting on 8th July 2019 are a true and accurate record of the meeting,

4. Matters Arising (not covered elsewhere on the agenda) – none to report.

5. Christopher’s Village Shop –
a. The Parish Council was very glad to be advised that the village shop will be taken over by residents of Hollingbourne, Martin and Julie Wood from the 30th September 2019, and the shop will change its name to Woods of Hollingbourne. The stores will be closed for a few weeks following this date for refurbishment, but the ordered newspapers will be made available from Christopher’s residence until the shop re-opens again. The shop will be different in its style concentrating on the sale of fresh high quality, local produce and in particular organic food, but it will also sell a small range of everyday essentials. The shop will also be open for longer hours, sell alcohol and have cash card payment facility at the till. Martin and Julie have lots of extra plans in the ‘pipeline’ for the shop and will be happy to talk about these to customers at special shop events. The Parish Council look forward to the opening of the shop, together with the village residents, and wished Martin and Julie the best in their new venture.
b. The Parish Council would also like to thank Maria Domican who very kindly printed and distributed leaflets for all of the village residents with regards to the previous possibility of opening the shop as a ‘community store’, before Martin and Julie’s announcement. Maria’s efforts were very much appreciated.

6. War Memorial Update
a. At the July Parish Meeting the plaque at the war memorial was discussed, as there was a discrepancy on one of the War Hero’s names which should have read Harry Barling, not Henry Barling, according to his birth and death certificates. Mr Barling, who is the great nephew of the War Hero, and his family are pleased to know that the war memorial plaque has now been changed to show the change of name as requested. The Parish Clerk obtained a more favourable cost for changing the plaque, and this is to be funded via Cllr P Garten, Maidstone BC via a Community Grant (£50.00), Mr Barling’s family, and the Parish Council.

7. Neighbourhood Watch in Hollingbourne and Police Report
a. The Parish Council was delighted to meet Ms Pria Webster, Volunteers & Neighbourhood Watch Liaison Officer, West Kent Police at the meeting who advised the attendees about the importance of having a Neighbourhood Watch Group in Hollingbourne. The initiative promotes safety in the village as people are encouraged to look out for one another. Generally, the system works were there are specific co-ordinators for the roads and they act as the contact for the Police and get sent crime reports and additional information. Vulnerable people can be targeted by criminals and being part of a neighbourhood watch group could can act as a protection. The Parish Council agreed that this would be very beneficial within the village as prevention of crime is always important. This item is mentioned on the village website on link The Clerk would be very happy to hear from you if you would like to become involved in the group and can be contacted on or mobile 07856 180003. The Clerk will also contact Pria with regards to the necessary amount of promotion leaflets that are required for all of the residential properties in the village and these will be posted through letterboxes. Action: The Clerk
b. Unfortunately, the noise of quad bikes causes a lot of distress to local residents, particularly on Sundays, in the area of Greenway Court Road / Pilgrim’s Way. On occasions, events have been held simultaneously at both sites in this location which can make the situation quite unbearable for people living in the area. The Police can act when bikes are ridden illegally in the village, but there are certain rules and regulations for the organising of events on private land. The Parish Council does not want to discourage outdoor activities for families as this is very important, and organised clubs are allowed to hold a certain number of events every year, but the organisers need to operate around certain law parameters. A noise complaint has been reported to Maidstone BC, who subsequently wrote to the event organisers on the 18th August 2019. This information was placed on the events website, where the organisers also stated that they would be back soon! Cllr Garten said that there are two issues raised by the quad bike meetings – noise pollution and the usage of the land. The Maidstone BC has advised that residents affected by the events need to diarise the intensity and length of time of the noise for them. Please see the link to register your complaint and the article on the village website Please contact the Clerk via email at, for your local co-ordinator with the Maidstone BC with regards to this item.

c. The report for the Hollingbourne and neighbouring Hucking area taken from , since the 1st July 2019 showed five crime reports, and these being:
• On Wednesday 3rd July between 10.00am and 10.50pm in M20 Junction 8, a caravan was stolen from the motorway services.
• Between 12.01am on Thursday 4th July and 12.30pm on Saturday 6th July, in Broad Street Hill. A residential property was broken into and jewellery was stolen.
• Between 3.00pm on Friday, 12th July and 7.00am on Saturday 13th July, in M20 Junction 8. Whilst a driver of a vehicle was resting the spare wheel and fuel were removed from the vehicle.
• Between 9.00pm on Friday 19th July and 6.10am Saturday 20th July in M20 Junction 8. The curtain sides of an HGV were cut along with some of the boxes it contained. Nothing appears to have been taken.
• On Friday 26th July around 4.17am in M20 Junction 8. Someone tried to enter an HGV parked at the services. No access gained.

d. The Police UK web site advised that June 2019 figures for Hollingbourne showed that thirteen crimes and one case of anti-social behaviour had taken place at the Maidstone motorway services, three crime reports from the rest of the village and one incident of anti-social behaviour:
• On or near Athelstan Green there were two crime reports noted. One was termed as “Other Crime”, which includes forgery, perjury and other miscellaneous crimes. The other crime was termed as “Other Theft”, which includes theft by an employee, blackmail and making off without payment.
• There was one report of anti-social behaviour on or near Upper Street.
• On or near Claygate there was one crime report noted which was Vehicle crime, which includes theft from or of a vehicle or interference with a vehicle.
• M20, Junction 8 – Other theft (2 x crime reports). Vehicle crime (6 x crime reports) – includes theft from or of a vehicle or interference with a vehicle. Violence and sexual offences (5 x crime reports) – includes offences against the person such as common assaults, grievous bodily harm and sexual offences. Plus, one reported case of anti-social behaviour, but no further details are provided.

e. PCSO Dan Genn also reported, via email: Crimes of note for August 2019 –
• Criminal Damage – 16/08/2019 – Pilgrim’s Way – Lock cut to gain entry to a field;
• Criminal Damage –24/08/2019 – Pilgrim’s Way – Tyre marks left on field following trespass
• S4a Public Order – 46/161436/19 – 21/08/2019 – Upper Street – Road rage related incident.
Updates of previous reported issues included that the PCSO and rural team anti-poaching work has/is being carried out; high visibility patrol of byway has/is being carried out, without issues; cycle patrol carried out throughout the North Downs and compliments are received regarding visibility of police. In addition, on the 7th September, as an update to the criminal damage caused in the fields along Pilgrim’s Way, PCSO Genn stopped a bike with the relevant van, when they were about to carry out the similar off-road activities. The owners were sent on their way with a warning. If they return, PCSO Genn will be issuing warnings of seizure etc, which is a good result for the village and farmers.

f. The Parish Council would like to urge villagers to contact the Crimestoppers on 0800 555 111 if they have information relating to crimes, or other concerns that they would like to anonymously supply to the Police. Crimestoppers is a charity which the Police use frequently. If you own a smart phone, the ‘app’ is also a very convenient way of reporting matters and concerns to the police and the Parish Council would urge you to use this service.

8. Speeding in Upper Street and the rest of the village (Speedwatch initiative) Please see item 17

9. Chairman’s Report –
a. Cllr Ward sincerely thanked the local Police and Maidstone BC in the very speedy removal of unauthorised travellers from the Lance Memorial Field in August 2019. The field had been kept locked to prevent such trespassing, but the person(s) responsible had caused criminal damage to the gate catch and then lifted the gate from its hinges at the time of the incident. The Clerk will obtain three quotations for additional security measures at the Cardwell Pavilion and the entrance to the field.
b. Cllr Ward expressed to the Parish Councillors how we should liaise and communicate with each other, and the Borough Councillor and KCC Councillor who give of their valuable time to help the Parish Council. Parish Councillors tend to automatically email Cllr Mrs Shellina Prendergast and Cllr Patrik Garten MBC information about general problems, e.g. pot-holes, highways issues, which the Parish Council can easily arrange works for themselves via the relevant KCC or Maidstone BC website; and on the same note they do not need to be copied into every email communication between the Parish Councillors, as this is unnecessary. Cllr Mrs Prendergast and Cllr Garten are always happy to act as a ‘bridge’ between the Parish Council and the KCC and Maidstone BC, but their general duties of office are enormous (Cllr Mrs Prendergast assists 17 Parish Councils) and we do not wish to be unnecessarily demanding of their time. With this in mind Cllr Ward wished to apologise for the Parish Council’s negative comments towards Cllr Mrs Prendergast at the July Parish Meeting, as it was uncalled for. The Parish Councillors have a Code of Conduct to follow, and they need to be reminded that the Parish Councillors and KCC and Borough Councillors are all on the same side, in wishing to provide the best possible service for the residents, and they should always show respect to each other. Cllr Ward wanted this statement to be clearly made in this set of minutes. Cllr Mrs Prendergast said that this was not necessary – and she would like some understanding of the fact she covers many Parish Councils but is always happy to meet with the parish council and residents outside of the formal parish council meetings
c. Cllr Ward and the Clerk will meet up with the Cardwell Cleaner to discuss the requirements of the Parish Council in maintaining the hall for hirers. UPDATE: The meeting has taken place and it was agreed between the cleaner and Cllr Ward, that additional assistance would be brought in to offer a ‘deep clean’ session for the hall each month. A review of this arrangement will take place within the next three months.

10. Clerk’s Report
a. The Clerk was glad to say that the sign-writing has now been carried out by the contractor with regards to the correction of the sign-writing on the blue notice-board outside of the Cardwell Pavilion and the two signs at the entrance of the Millennium Green.
b. Cllr Garten has assisted the Clerk in acknowledging that the S106 money from the Fernham Homes development is being held by the Maidstone BC for the Parish Council to the sum of £22,000. This money has been designated for new equipment on the playground and Cardwell Pavilion areas, in line with the Maidstone BC and developer’s agreement. Cllr Ward is happy to obtain quotations for works in providing additional equipment for these areas and the Clerk will forward the relevant details onto him. Action: Cllr Ward
c. The Clerk has received an email from a representative of the Green Planet Action Group, which has been recently formed by a diverse group of Maidstone Borough residents who recognise the urgency of combating both global warming and the accelerating loss of biodiversity. The Parish Council wishes to improve its impact upon the global climate and encourage the residents to be as environmentally sustainable as possible. With this in mind the Parish Councillors agreed that the representative should be invited to the next Parish Meeting to talk about the matter, and possibly to the 2020 Parish Assembly. The Clerk will forward this proposal. Action: The Clerk
d. The Clerk was pleased to say that the external auditor’s report for the Year End 2018/19 accounts had been received by the Parish Council, and was found to be “in accordance with Proper Practices and no other matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met”. Legal notices advising residents of the above matter are on the village notice-boards and the website, which contain details of how interested parties can view the accounts and have a copy of the report if they desire to do so. New model financial regulations have been cascaded to the local Parish Councils from Maidstone BC, and the Clerk will check to see that all recommendations are being followed now for 2019/20 and in the future.

11. Defibrillators – Cllr A Marshall
a. Cllr Marshall has developed a form to record the defibrillator checks carried out on the machines to monitor batteries, etc, and inspected the two machines in the village with the Clerk. The Clerk has enclosed additional first aid accessory packs to keep within the storage cases, but there are additional items that would be prudent to keep in the cabinets which Cllr Marshall has recommended. The Clerk will obtain these items. Additional signage has also been placed near the Village Hall defibrillator and the Clerk will check with the school whether further signage can be placed there also. Action: The Clerk / Cllr Marshall

12. County Councillor’s Report – Cllr Mrs S Prendergast
a. Cllr Mrs Prendergast stressed the need for a Highways Improvement Plan for the village of Hollingbourne because she has received a great number of emails about speeding in the area (please see item 17.a. Highways and Infrastructure Committee Report). It is recommended that a meeting between the Police, KCC Highways, Cllr Mrs Prendergast and the Parish Council be arranged to discuss the speeding in Upper Street. Cllr Mrs Prendergast and Cllr Garten spend a great deal of their time working with KCC and Highways England in providing better services for residents and road users. It was also mentioned last month that there isn’t a specific law against parking on the kerbs of pavements, except for the London area. This issue is now being discussed through Parliament, with a view to making it illegal in all locations. Parking on kerbs is inconsiderate for pedestrians as it makes it necessary for them to walk on the road if they cannot access the pavements. Parents with children are put in danger from traffic and people can become socially isolated as they are afraid to walking outside of their homes through the village for fear of being in a vehicle collision.
b. Cllr Mrs Prendergast was very pleased to know that the white finger post had now been replaced at the top of the Hollingbourne Hill, and that the KCC funding which provided 50% of the costs, had assisted the Parish Council in this matter. The Clerk will arrange to send a photograph of the new white finger post to Cllr Mrs Prendergast for their records. Action: The Clerk
c. Cllr Mrs Prendergast reported that she had had a great deal of involvement in the Education in Lenham consultation for developer contributions which was circulated in August 2019. Unfortunately, the Parish Council had not been forwarded a copy of the consultation from MBC, even though children in the Hollingbourne village may attend the Lenham School.

d. Kent holds a unique position as a gateway from Europe and KCC Officers/Members have been working towards ensuring that every possible consideration has been addressed to ensure that KCC can deliver statutory obligations and that communities can move freely on the highways network and businesses can continue to operate. Leaders at KCC are continuing in their effort to urge government agencies to ensure that effective enforcement is in place to ensure there are no barriers to this.
e. With regards to the new Bus Pilot Scheme taking place, which will affect the bus services between Hollingbourne and Maidstone, the delays in providing the system, which will run for twelve months, are being resolved. An update for the residents will be available within the next few weeks.
f. The pavement in Eyhorne Street, outside of the Fernham Home development had at the time of this Parish Meeting been narrowed. This was inspected by the KCC Highways at the time of their meeting with Cllr Cobbett, together with the bollards which have been damaged in the village. Cllr Mrs Prendergast, with the support of Cllr. Ardley, suggested it might be prudent to await the response from the District Highways Manager following her recent visit to the development. Cllr Ardley advised that he had measured the width of the Eyhorne Street in this particular area and it appears to be, at the time, approximately 20 cm narrower than the rest of the Street.

13. Borough Councillor’s Report – Cllr Patrik Garten
a. Cllr Garten advised that the Maidstone Borough Local Plan (Regulation 18) has been prepared for informal public consultation. The Local Plan Review and supporting documents can be viewed and downloaded from the council’s website on , however a new eight page summary of the Local Plan has also been produced via link which is easier to read. The consultation closes on the 30th September 2019, and so time is running out. Cllr Garten wants residents to comment on the consultation response form if the whole document seems too complicated, because for the Maidstone BC to reach everybody in their borough the form needs to be understandable. There will be further consultations with regards to the Local Plan and as they are received by the Parish Council information will be cascaded to the villagers. The Maidstone Borough Local Plan is available for inspection at: Maidstone Link, King Street, Maidstone, ME15 6JQ – Monday, Tuesday, Thursday & Friday 09.00 to 16.30; Wednesday 10.00 to 16.30. Or in all libraries in Maidstone Borough during normal opening hours. Comments should be sent using the consultation portal
Alternatively, the completed response form ( can be sent to Maidstone BC by email to, or by post to Strategic Planning, Maidstone Borough Council, Maidstone House, King Street, Maidstone, ME15 6JQ. This information has also been placed on the village website, link .
b. With regards to the Maidstone BC declaring its recognition of global warming and the accelerating loss of biodiversity, the target date of 2030 for the whole Borough to be carbon neutral does seem like quite a challenge. There are some energy providers that provide a very carbon friendly service, but it highly unlikely that they provide a 100% renewable energy service. The Maidstone BC looks for ways to maintain the future of the planet, for example planning regulations insist that new builds have facilities for car charging points, more insulation in walls and roofs, etc. The reduction of ‘bottle necks’ on the county’s roads are also sought and sensitive parking instigated in built up areas. (Please see item 10.c.).
c. Cllr Garten feels that on the item of Brexit, the main issue would be traffic build up and the necessity of Operation Brock. In addition, communal bin collections are in preparation, should the bin collection service become affected by a possible Brexit road-grid-lock.
d. Please read Cllr Garten’s latest report to the North Downs residents on the village website link and .

14. Planning Committee Report – Cllr O’Meara
a. 19/504019/FULL & 19/504020/LBC – Parkmill House, Ashford Road, Hollingbourne
Proposal: Conversion of curtilage listed outbuilding to a dwelling with detached double garage. Removal of existing shed. Decision: OBJECT (all united in decision) The Parish Councillors feel that the demolition of the existing building and a rebuild will not be in keeping with the listed building. Also, there are concerns over the proximity of the building to the motorway and the noise in the location.
b. 19/504017/FULL & 19/504018/LBC – Parkmill House, Ashford Road, Hollingbourne
Proposal: Structural repairs following subsidence damage, replacement of windows and rendering, replace front portico with porch, enlarge rear porch and erection of a replacement double garage.
c. 19/504233/FULL – Eyhorne Farm, Musket Lane, Hollingbourne
Proposal: Erection of steel-framed agricultural barn (relocated from Amarna Farm, Ulcombe, ME17 1EG). Decision: The drawings for the proposal had not yet been issued to the Parish Council and a decision could not be made at the time of the meeting. The application will be perused and decision made before the comments due date.
d. 19/504324/FULL – Eyhorne Green, Hollingbourne Property Services, Musket Lane, Hollingbourne
Proposal: Demolition of existing buildings and erection of two dwellings. Decision: DNWTO
e. 19/503922/LAWPRO – ‘Woodridge’, Manor Lane, Hollingbourne
Proposal: Lawful development certificate for the proposed siting of a mobile home for use ancillary to the main dwelling. Decision: NO COMMENT (information noted).
f. 19/504061/TCA – 39 Eyhorne Street, Hollingbourne
Proposal: Trees in a conservation area notification. 1 x Silver Birch (Betula Pendula) – to fell. 60-70 ft in height and approximately 25-30 years old – outgrown garden. Decision: DNWTO
g. 19/503988/LBC – ‘Penn Court’, Manor Lane, Hollingbourne
Proposal: Listed Building Consent for the proposed installation of bathroom suite to existing attic room. Vault ceiling, retaining original structural oak timbers. Decision: DNWTO
h. 19/503741/FULL – 23 Culpeper Close, Hollingbourne
Proposal: Erection of a single storey side extension with two side dormers. Decision: DNWTO
i. 19/503181/LBC – The Dirty Habit PH, Upper Street, Hollingbourne
Proposal: Listed building consent for the erection of a pizza shack and covered terrace (works part completed). Decision: The time has passed for the Parish Council to make a decision on this item.
j. 19/503578/SUB – Coachman’s Lodge, 1 Eyhorne Street, Hollingbourne
Proposal: Submission of details pursuant to condition 3 (Material samples), condition 5 (landscaping), condition 6 (parking/turning), condition 8 (tree and hedge retention), condition 9 (soft landscaping), condition 10 (landscape implementation), condition 11 (construction method), condition 12 (no external lighting), condition 13 (details of joinery), condition 14 (refuse), condition 15 (O/g and fix shut window) for planning permission 18/502587/FULL. Decision: The time has passed for the Parish Council to make a decision on this item.
k. 19/503598/FULL – 12 Troy’s Mead, Hollingbourne
Proposal: Demolition of existing porch and shed. Erection of new porch and two storey side extension, internal alterations and changes to fenestration. Creation of dropped kerb to front. Decision: Application permitted by Mid Kent Planning Department before the Parish Meeting.
l. 19/502712/FULL & 19/502713/LBC – Fern Cottage, 26 Eyhorne Street, Hollingbourne
Proposal: Erection of a single storey rear extension (revision to previously approved 18.501579/FULL) (part retrospective) and Listed Building. Decision: The time has passed for the Parish Council to make a decision on this item.
m. 19/502435/FULL – 1 & 2 New Cottages, Upper Street, Hollingbourne
Proposal: Erection of two storey extensions to 1 & 2 New Cottages, to form four terraced properties in place of a pair of semi-detached properties. Decision: OBJECT. The reason being that extra traffic from the four new dwellings will exacerbate the bad situation in the Upper Street area with more vehicles.

15. Environmental / Parks Committee Report –
a. The Parish Council thanked Cllr Garten and the Maidstone BC for their help in providing a bin for the Millennium Green. UPDATE: at present a new seating bench is being installed by the Maidstone BC on the green next to the side gate of the school. It is thought that this is a good position, half way through the village, for walkers.
b. Cllr Dr S Bauer enquired whether Cllr Ardley had received a response from KCC Highways with regards to the trimming back of hedges and the disruption that contractors had caused to nesting birds and their young. Cllr Ardley advised that the Highways department had responded to him and they will consult with the contractors about when they trim back the hedges so as to cause the minimal interference to the wildlife.
c. With regards to the new play equipment and available S106 money, Cllr Ward will get back the required quotes for the works. Cllr Ward will also get a safety sign for the zip wire in the playground. The toddler swing in the park has also been given a ‘b’ rating, due to its cracks in the seat, and therefore it needs replacing. (Please see item 10.b.)
d. Cllr Marshall reported that three quotations have been obtained for the works to the Millennium Green pond. Funding is also being sought to help pay for the required works.

16. Finance Report –
a. There have been various expenses for the Parish Council in the months of July and August 2019, and there is £39,331.98 in the Parish Council’s combined bank accounts as of the 2nd September 2019. The Parish Councillors authorised the cheques drawn by the Clerk.
b. A Finance Meeting is being arranged by the Parish Councillors to consider the accounts and necessary spending.

17. Highways and Infrastructure Committee Report –
a. Speeding, particularly in the Upper Street area of the village is an ongoing issue, with a reported incident of anti-social behaviour, consisting of verbal abuse from a driver to a local resident being confirmed. A meeting with the Police, Highways Department and Cllr Mrs Prendergast would be very beneficial (please see item 12.a.). The Police Enforcement Officers have informed the Parish Council that it is dangerous for them to stand in the area to register speeding in the area, and this clearly explains why it is so calamitous for pedestrians to walk the area in Upper Street! The aforementioned meeting will be productive, as the Parish Council needs to find out what can be done to ease the situation in this area, rather than what cannot be done.
b. Cllr Ardley is producing a Highways Improvement Plan and has made a good start on the document, which was distributed at the meeting. However, it needs more input from the rest of the Parish Councillors and any comments need to be forwarded to Cllr Ardley for inclusion on the Plan.
Action: All Parish Councillors / Clerk
c. The Clerk is looking into having a Police representative attend the Parish Meeting to discuss the Speedwatch initiative. The Speedwatch Co-ordinator for Kent Police is convalescing after illness and it is uncertain when they will be able to attend a Parish Meeting.

18. Fête Sub-Committee Report – Cllr D Ardley & Cllr A Ward
a. A fete review meeting will be held on the 30th September 2019, at 8.00pm in The Sugar Loaves PH.

19. Brexit (Operation Brock) and its impact on Hollingbourne – Cllr J Cobbett
a. Please see the regular items featured on the village website, and on the television, regarding Brexit.

Date of next meeting: Monday 14th October 2019, 7.30 pm, Cardwell Pavilion, Hollingbourne

Signed as a true record: Chairman:                                                                                                                  Date: