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Minutes of a Parish Council Meeting Held on 21/10/2020 at Shepherdswell Village Hall and Via Zoom at 7:30Pm

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Minutes of a Parish Council Meeting Held on 21/10/2020 at Shepherdswell Village Hall and Via Zoom at 7:30Pm Parish Clerk: Mr Colin Tearle Sunny Lawns Densole Lane Densole CT18 7BL email: [email protected] tel: 01303 892621 Minutes of a Parish Council meeting held on 21/10/2020 at Shepherdswell Village Hall and via Zoom at 7:30pm Present Cllrs K Roberts (Chairman), A Barter, J Bulaitis, B Crush, M Elgar, C Johnson, M Ovenden, L Symes, C White and joined after Minute Number 58/2020 by M Sitton. Also present C Tearle (Parish Clerk). In attendance Two members of the public. 54/2020 Chairman`s Opening Remarks The Chairman welcomed Members back after a long break brought about by Covid 19. He thanked the History Society for the use of their projection for the Zoom set-up for this evening. On the 20th October 2020 a Zoom meeting was held with a KCC Highways officer, Cllr K Roberts and Cllr A Barter about the Highways Improvement Plan. A full report will be given at the next meeting. A report from the Community Warden J West was read out. (See Appendix A) Dispensations None Apologies Cllrs E Stockley, G Lymer (KCC), L Keen (DDC) and J West (PCSO). Minutes The Minutes of the meeting of the 17th June 2020 were approved and signed. Matters Arising None Public Participation Limited to Items on the Agenda The secretary of the cricket club spoke about the club`s planning proposal for a new pavilion. 59/2020 Clerk`s Report a) A youth shelter litter bin has been installed with a sign in the recreation ground which was promptly ripped out of its fixings and 3 bags of litter left. This has been re-installed. b) Reed Meadow has been mown and the new hand rail installed. c) The new website is up and running and is available on https://shepherdswellcoldred- pc.gov.uk d) As Mr Fagg is leaving the area there will be a need to try and find a new place for the salt bag we obtain annually from KCC Highways. 60/2020 Appointment of Members to Committees and Outside Bodies Due to the passage of time, four new councillors and the lack of an Annual Council Meeting (Covid19) the membership of some of these Bodies needed filling. Please see below the completed membership: NB – The Chairman and Vice Chairman are ex- officio members of all Council committees. Finance Committee – Councillors: B Crush, M Elgar, C Johnson, E Stockley, C White Planning Committee – Councillors: M Elgar, M Ovenden, B Stauffer-Kruse, E Stockley and L Symes Personnel Committee – Councillors: J Bulaitis, C Johnson, C White and M Sitton Representatives a) KALC (Dover Area) B Crush b) Highways B Crush, M Elgar c) Village Hall M Elgar d) Health & Safety Coordinator M Sitton e) Footpaths, Trees & Meadow View K Roberts, M Elgar & S Durbidge f) Recreation Ground Forum B Crush, C White g) Dover West Neighbourhood Forum M Ovenden h) Inspection of Council Properties Chairman, V. Chairman & Chairman of Finance or Planning i) Highway Improvement Plan A Barter, B Crush, K Roberts, M Ovenden, L Symes j) Shepherdswell Carpark Commission A Barter, J Bulaitis, C Johnson Planning Applications Coxhill, Westcourt Lane, Westcourt Downs, B Crush, M Ovenden The Terrace, The Grange Coldred Rd, Shepherdswell Green, M Elgar, C Johnson Church Hill, Moorland Rd. Mill Lane, Millfields, Moon Hill, Sibert`s Close K Roberts, M Sitton St Andrews Gdns. Approach Rd, Hill Ave, Hazling Dane, B Stauffer-Kruse, J Bulaitis Meadow View Rd, Bernard Gdns The Glen, Penfold Gdns, Station Rd, E Stockley, C White Eythorne Rd, Long Lane Coldred, Upton Wood, Waldershare Park, A Barter, L Symes Waldershare House Lydden Race Circuit and other consultations M Elgar, B Crush, E Stockley not included above 61/2020 Planning Please refer to Minutes of the Planning Meeting of the 21st October 2020. 62/2020 Finance a) It was resolved to approve the schedule of payments and bank balances. Balances as at the 30th September 2020 £ Current A/C 5,165.69 Business A/C 80,246.64 Income £ Bank Interest 0.79 Cemetery 105.00 Shepherdswell Pre-School 281.86 M Wright (Hairdressers) 780.00 Shepherdswell Village Hall Committee 405.00 Watson & Bell Funeral Services Ltd 215.00 Expenditure £ C Tearle (Salary June) 629.30 C Tearle (Salary July) 629.10 C Tearle (Salary Aug) 629.30 C Tearle Salary Sept 629.10 HMRC (PAYE - July) 494.56 C Tearle (Expenses June - Sept) 310.92 HMRC (PAYE - Oct) 494.36 SVHC (June) 44.50 SVHC (July) 25.00 SVHC (Sept) 50.00 SVHC (Oct) 69.50 Harmer & Sons (June) 543.56 Harmer & Sons (July) 543.56 Harmer & Sons (Aug) 543.56 Harmer & Sons (Sept) 543.56 K Beale (Small Works Contractor June) 328.00 K Beale (Small Works Contractor July) 485.24 K Beale (Small Works Contractor Aug) 343.00 K Beale Small Works Contractor Sept) 429.37 SLCC (Half Annual Subscription) 113.50 Glasdon UK Ltd (Litter Bin) 372.48 Shepherdswell & Coldred Parish News 170.00 KCPFA (Annual Sub) 20.00 RK Graphics (Litter Sign) 129.60 Shepherdswell Village Green Association (wildflower 91.98 planter project) PKF Littlejohn (External Auditors) 360.00 Peter Cooper (Wildflower Planters) 48.00 BestHost (SSL Certificate) 24.00 Leo Lyons Digital (Website) 120.00 DDC (Planning Cricket Club Pavilion) 924.00 Zoom Video Communications 115.10 e) External Auditors Report 2019/20 The Council resolved to accept the comments and receipt of the Section 3 Audit Report from the PKF Littlejohn (External Auditor). f) Royal British Legion Poppy Appeal The resolved that in future an annual sum of £100.00 would be donated on receipt of an invoice. g) Finance Committee It was decided that the date of the next committee meeting will be the 4th November 2020 in Shepherdswell Village Hall. 63/2020 Shepherdswell Village Hall Recently part of the guttering failed drawing to our attention the need to pay some attention to the soffits. The Clerk was asked to have the problem inspected, reporting back to the Council with a view to putting the work out to tender. 64/2020 Allotments The Council has agreed to the proposals from the Allotment Society for the collection of rain water from the village hall roof subject to detailed drawings being accepted and the collection tank/s being in Reed Meadow. 65/2020 Recreation Ground Facilities a) Cllr M Elgar gave a brief resume of the progress of various activities and projects to date. b) The Shepherdswell Cricket Club planning proposals were approved and it was agreed to pay the planning fee. c) We received a funding request from the 1st Shepherdswell Guides for some funding for their additional storage capacity. The Parish Council have asked that they demonstrate that they have tried to seek other funding sources before it makes a final decision. d) The Parish Clerk has been asked to write the 18th Shepherdswell Scouts over the use of the use of their facilities which is owned by the Council. Under the terms of the lease there is a requirement for other youth organisations using the recreation ground to be able to use the “facilities” when using the recreation ground ie cricket and football. At the moment this is not happening. e) It was agreed to purchase some Playbark for the childrens play area at the recreation ground. 66/2020 Inspection of Council Owned Properties/Assets There is a need to conduct and annual inspection of all the Councils assets. This is to commence ASAP. The Parish Clerk will supply a list of the assets to those tasked with doing this work. 67/2020 Matters of Interest/Items for the Next Agenda To discuss the CLT proposals for the Affordable Homes scheme on land adjacent to the village hall with their request to install a footpath on our land. Date of Next Meeting This will be on Wednesday 18th November 2020 in Shepherdswell Village Hall at 1930hrs. 70/2020 Personnel Matters This was deferred to the next meeting. Appendix A Some of the issues, incidents and concerns that I have addressed recently; • Vehicle damage • Multiple abandoned vehicles • Fallen trees obstructing highway (weather related) • Fallen trees caused by inappropriately sized HGVS trying to gain access through village route • Damaged and fallen power cables caused by HGVS trying to access village routes • Arson/bus fire on area • Road closure and damage to environment and road surface relevant to bus fire • Road closures relevant to works • Off road motorbikes/ multi terrain vehicles • Damage caused to land reference off roading activities • Burglary ( business) • Noise nuisance. motorbikes • Noise nuisance dogs barking • Straying animals • Individual welfare issues • Concerns arising around speeding traffic and damage caused to vehicles by other through traffic along Coxhill and Church Hill in particular. • Residents have requested that a traffic calming / management plan be addressed and considered and actioned for those particular areas. .
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