Minutes of Parish Council meeting held 27 February 2018

MINUTES OF THE MEETING HELD IN MEREWORTH VILLAGE HALL ON TUESDAY 27 February 2018

1. PRESENT – Jon Regan (JR) – Chairman, Michael Bound (MB), Philip Olden (PO), one member of the public (Pre-School representative)

2. Apologies for absence – Gill Kirby (Due to treacherous icy roads Clerk had been asked not to attend), TMBC Clr Mrs Ann Kemp, KCC and TMBC Clr Matthew Balfour, Katherine Eykelenboom, Jenny Thorogood, Alastair Pullen, Andrew Wells.

3. Declarations of Interest – None

4. Questions from members of the Public – (This is a concessionary short session and limited to 30 minutes. Five minutes per person will be allowed initially and only if time permits will further comments be heard. This session is for information only and no action need be taken upon items raised)
1. Village Hall Car Park repairs – Pre-school’s letter from Aquatech Drains Service – distributed This was discussed and a general feeling of the use of any mechanical device was considered not suitable, (JR) to take his contractor to the site when the weather improves to look at groundwork options
2. Cricket Pitch damage. This was discussed (MB) had visited the pitch and couldn’t see the issue. (JR) advised that he had gone to the pitch at the time it had been used as a football pitch and discussed with Chris Keeler looking at the pitch in mid to late March to see what the situation was and if need sort out any work required. This was still the case

5. Reports from County and Borough Councillors and Police – not in attendance

6. Minutes
(a) Minutes of the Parish Council Meeting held 23 January 2018 -These were agreed as a true record and signed by the Chairman
(b) Matters arising not covered elsewhere on the agenda –None

7. Finance
(a) Bank reconciliation and ratification of cheques for signing
Bank reconciliation as at 31 January 2018 was approved and bank statements
verified. Reconciliation and cheque payments as listed were ratified and cheques
were to be sent to (JR) to be signed . Action Clerk

(b) Patio improvements at pavilion –
(i) Seating – Clerk had obtained a price for two seats to match the ones already installed on the Recreation area. Cost £1148 x VAT (inc delivery). Once a date for the works had been agreed Clerk would order the seats.
(ii) Quotations for patio works. Rene Bennett had provided an alternative contact and Clerk had asked for a quote but the contractor was unavailable for the time being. An updated quotation had been received from Kentish Stone @ £2455 plus £60 each to fit benches. Action Clerk

(c) Fees for Cricket pitch hire 2018 season
(i) Mereworth & Telston CC – currently paying £300 per Season. It was agreed to be discussed at the next meeting
(ii) One-off hirers– currently £25 for juniors per match, £50 for adults per match. It was agreed to discuss at the next meeting (note:.MVH are now proposing to charge for pavilion use for cricket matches in two instalments with no cancellation policy or refund for cancelled matches) Action Clerk

8. Updates on other issues
(a) MVH Liaison – none

(b) PCC Liaison – Two banners denoting ‘cark park’ had been obtained by (JT) for use when the pavilion car park was being used for events in Church. (AW) and Dennis Styles had obtained additional signage to direct drivers from east and west.

(c) Highways – (i) Request to Kent Highways for one-way system at school time. Clerk had
been in contact with Kent Highways Manager, Adam Starbuck but he
was unable to help and had suggested that Clerk put this issue on the on-line reporting portal so that it could be dealt with by the right person. This had been done and a response had indicated that it was not possible to do this. However, Adam Starbuck was pursuing this with TMBC
(ii) Speed Indicator Devices (SIDS) – Seven Mile Lane would require VAS
signage as speed limit was over 40mph but this would be extremely
costly. Tom Tugendhat MP and Police Commissioner Matthew Scott
had indicated to (AW) that they may be able to attend a Parish Council
meeting to discuss this. Matthew Scott had since offered to meet with
representatives of the Parish Council at his office on 27 March 2018. 11
am-12noon. It was agreed that (JR), (MB) and (AW) would
attend

(d) Allotments – (i) Minutes of first Allotments Committee meeting held 1.2.18 – these had
been distributed. (AW) had attended the meeting.
(ii) Removal of rubbish from Allotments site. Clerk had circulated skip
hire charges. Clerk had also contacted TMBC to ask if they would be
prepared to collect rubbish as part of their Keep Kent Clean Month in
March. TMBC had confirmed that they would be prepared to add this to
their event and Allotments Committee had arranged for a Clean Up
weekend on 24-25 March 2018.
(iii) Next Allotment Committee meeting – 12 April 2018 at 6.45pm venue to
be confirmed. They had requested that a member of the Parish Council
attend.

(e) Neighbourhood Watch – Nothing reported

(f) Children’s Play area/Recreation area/football pitches –
Future additional use of pitch/pavilion – Kent U17 Girls cricket club have booked four matches starting in May. They had signed the Pavilion and Pitch Agreements and Hirers Asbestos notice. Action Clerk

9. Any other business and matters for future discussion –
1. Beacon to Commemorate the end of World War I – 11 November 2018 7.00pm. Clerk had
registered the Beacon – and circulated the information on which parishes were taking part. It
will be necessary to inform Ambulance and Fire Service and insurance company nearer the
time. Photographs should be taken. Action Clerk

2. General Data Protection Regulation –this will become effective 25 May 2018
(i) Appointment of Data Protection Officer/Co-ordinator for Mereworth Parish
Council. The Co-ordinator should be supervised by the Data Protection
Officer. It was agreed that the council only require a Co-ordinator after (JR)
had attended a course given by TSP
(ii) GDPR information for Mereworth Parish Council –this had been produced by
Clerk and distributed. The GDPR Toolkit from KALC had also been forwarded
to all members.
(iii) Adoption of Data Protection Policy – A Draft policy had been drawn up by
Clerk and distributed. It was agreed to be discussed at the next meeting
Action Clerk
3. Clerks Annual Review – It had been agreed that Clerks Salary be increased by 3% for the year
2018-9

10. Date of next meeting – 27 March 2018 – 7.30 pm in the Village Hall

Meeting closed 08:30pm