Sundridge with Ide Hill Parish Council Document Pack Information Sheet –July 16 2018 Please find below information to support the Agenda Items for the meeting of the Full Council on Monday July 16 at 7pm – Sundridge Village Hall 1. Apologies - Cllr Jones 3. Minutes (enclosed) of the Parish Council meeting held on 18 June 2018 - attached 4. Matters arising 1.0 Cllr Meldan has been contacted. 6.0 Cllr Furze will become a Member at this meeting. 7.3 Code of Conduct – attached - you will be asked to sign a copy at the meeting. 7.4 Standing Orders on Agenda 7.5 Grant sent to PCC 7.6 New line marked machine purchased. 7.7 Grass cutting on Agenda, 7.8 Security on Agenda 7.9 Coronation Gardens on Agenda. 6. To consider, and approve if appropriate, which agenda items are sufficiently confidential as to warrant exclusion of members of the press and public under the provisions of The Public Bodies (Admission to Meetings) Act 1960. Clerk is suggesting that the circumstances around Agenda Item 7.11 be discussed in confidence as this contains sensitive information about a member of the public. 2. Items for decision and allocation of resources if necessary. 7.1 To discuss and agree, if appropriate, the next actions with regard to speeding – results of speed survey undertaken attached. 7.2 To discuss and agree, if appropriate, the next actions with regard to cycle races in the Parish – attached 7.3 To discuss and agree, if appropriate, the next actions with regard to a sign for Ide Hill Village Green - attached 7.4 To discuss and agree, if appropriate, the next actions with regard to the village sign for Sundridge 7.5 To discuss and agree, if appropriate, the next actions with regard to Coronation Gardens 7.6 To discuss and agree, if appropriate, the next actions with regard to Sundridge Recreation Ground 7.7 To discuss and agree, if appropriate, the next actions with regard to the grass cutting contract – Cllr Hughes met with Simon Kidd on Wednesday July 11 and will update at meeting. 7.8 To discuss and agree, if appropriate, the next actions with regard to the General Data Protection Regulation - attached 7.9 To discuss and agree, if appropriate, the adoption of the Standing Orders - attached 7.10 To approve/note items payable and paid – updated 7.11 To discuss and agree, if appropriate, the request for a memorial on Ide Hill Recreation Ground - attached 8.0 Items for report 8.1 Amenities 8.1.1To note the Clerk’s Amenities Report – attached 8.1.2 To note the keyholders and security of Parish properties 8.2 Stubbs Wood 8.2.1 To receive update from Stubbs Wood Management Committee 8.3 Finance 8.3.1 To note Budget - attached 8.3.2 To note new hire agreement for Sundridge Village Hall - attached 8.4 Outside Bodies 8.4.1 To receive update on the Community Land Trust project 8.4.2 To note any reports from outside bodies. 9.0 Items for noting 9.1 Correspondence 9.1.1 To note correspondence - attached. 10. Urgent Business that occurs and requires attention before the next meeting may be reported at the Chairman’s discretion. Sevenoaks Local Plan – see attached. 11. Date of next meeting Monday September 17 2018 at Ide Hill Village Hall 18 07 16 SWIH Full Council Page 1 of 37 Sundridge with Ide Hill Parish Council Document Pack Information Sheet –July 16 2018 PARISH COUNCIL OF Telephone: 07495 962372 SUNDRIDGE WITH IDE HILL email: [email protected] To: The Members of the Parish Council of Sundridge with Ide Hill I hereby summon you to attend a Meeting of the Parish Council to be held in the VILLAGE HALL, SUNDRIDGE commencing at 7.00 p.m. on Monday 16 July 2018 to transact the undermentioned business. Clerk 11 July 2018 AGENDA 1. To receive apologies and reasons for absence. 2. To receive declarations of personal, prejudicial and disclosable pecuniary interests on items on the agenda and updates to members’ register of interests. 3. To approve as a correct record the Minutes (enclosed) of the Parish Council meeting held on 18 June 2018 4. To take Matters arising from the Minutes where these are not covered under the subject headings below 5. A Public Open Session. Members of the public will be welcome to address the Parish Council with any local concerns they have. Please note this item will be limited in time at the discretion of the Chairman. 6. To consider, and approve if appropriate, which agenda items are sufficiently confidential as to warrant exclusion of members of the press and public under the provisions of The Public Bodies (Admission to Meetings) Act 1960. 7. Items for decision and allocation of resources if necessary. 7.1 To discuss and agree, if appropriate, the next actions with regard to speeding 7.2 To discuss and agree, if appropriate, the next actions with regard to cycle races in the Parish 7.3 To discuss and agree, if appropriate, the next actions with regard to a sign for Ide Hill Village Green 7.4 To discuss and agree, if appropriate, the next actions with regard to the village sign for Sundridge 7.5 To discuss and agree, if appropriate, the next actions with regard to Coronation Gardens 7.6 To discuss and agree, if appropriate, the next actions with regard to Sundridge Recreation Ground 7.7 To discuss and agree, if appropriate, the next actions with regard to the grass cutting contract 7.8 To discuss and agree, if appropriate, the next actions with regard to the General Data Protection Regulation 7.9 To discuss and agree, if appropriate, the adoption of the Standing Orders 7.10 To approve/note items payable and paid 7.11 To discuss and agree, if appropriate, the request for a memorial on Ide Hill Recreation Ground 8.0 Items for report 8.1 Amenities 8.1.1To note the Clerk’s Amenities Report 8.1.2 To note the keyholders to Parish properties 8.2 Stubbs Wood 8.2.1 To receive update from Stubbs Wood Management Committee 8.3 Finance 8.3.1 To note Budget 8.3.2 To note new hire agreement for Sundridge Village Hall 8.4 Outside Bodies 8.4.1 To receive update on the Community Land Trust project 8.4.2 To note any reports from outside bodies. 9.0 Items for noting 9.1 Correspondence 9.1.1 To note correspondence. 10. Urgent Business that occurs and requires attention before the next meeting may be reported at the Chairman’s discretion. 11. Date of next meeting Monday September 17 2018 at Ide Hill Village Hall 18 07 16 SWIH Full Council Page 2 of 37 Sundridge with Ide Hill Parish Council Document Pack Information Sheet –July 16 2018 AGENDA ITEM 3.0 Sundridge with Ide Hill Parish Council Minutes of Full Council Meeting Monday 18 June 2018, 6.30 pm Ide Hill Village Hall Present: Councillors Baker, Buys, Denbigh, Evans (Chair), Jones, Powell Attendance: Amanda Barlow (Clerk), Fiona Hensher (RFO) (in part) and 1 member of the public 3. To receive apologies and reasons for absence. Apologies were received and accepted from Cllrs Lovegrove, Banbrook and Hughes. Cllr Meldan’s apologies were not accepted. It was agreed to send a letter to Cllr Meldan. (Action: Clerk) 4. To receive declarations of personal, prejudicial and disclosable pecuniary interests on items on the agenda and updates to members’ register of interests. None. 5. To approve as a correct record the Minutes (enclosed) of the Parish Council meeting held on 14 May 2018. The minutes were signed as a true and accurate record. 6. To take Matters arising from the Minutes where these are not covered under the subject headings below 5.5.7.3 The Clerk has advised Kent Police of the locations. 7.1 GDPR on Agenda. 7.2 The bin for Stubbs Wood has been purchased and located. 7.3 The Clerk has advised Sundridge & Brasted Primary School that they can use the recreation ground on 5 July 2018 free of charge. 7.4 Sundridge Village Hall - Naos floors have been appointed to carry out the work which will be done in the summer holidays. 7.6. Clerk has advised Ide Hill Football Club regarding the grant of £750 and applying for planning permission. 7.7 Grant of £300.00 sent to Kent Air Ambulance 7. A Public Open Session. Members of the public will be welcome to address the Parish Council with any local concerns they have. Please note this item will be limited in time at the discretion of the Chairman. Members asked the prospective candidate some questions. 8. To co-opt a member to the Council following the vacancy arising as a result of Andy Edmonds’ decision to resign as a Councillor Members resolved unanimously to co-opt Paulette Furze as a Member of the Sundridge with Ide Hill Parish Council. (Action: Clerk) 9. Items for decision and allocation of resources if necessary. 7.1 Annual Return 2017/18 7.1.1 To approve Annual Governance Statements for 2017/18 Members resolved to approve the Annual Governance Statements for 2017/18. 7.1.2 To approve Accounting Statements for 2017/18 Members resolved to approve the Accounting Statements for 2017/18. Members agreed to take the items concerning the RFO so that she could leave the meeting due to her limited hours of employment. 7.10 To approve/note items payable and paid Members resolved to approve items paid and payable to the amount of £9,258.66.