There was no Open Session held prior to the meeting commencing as there were no members of the public present, nor District and County Councillor reports.

1. a. Election of Chairman for year 2008/09

Cllr Mrs James was nominated by Cllr Williams and seconded by Cllr Glendinning. There were no other nominations and, at vote, it was unanimously agreed that Cllr Mrs James would stand as Chairman for the year 2008/09. Cllr Mrs James stated that she was willing to stand and was duly elected.

2. To receive Chairman’s Declaration of Acceptance of Office
   Cllr Mrs James signed a Declaration of Acceptance of Office form, which was witnessed by the Clerk.
    
3. Election of Vice-Chairman for year 2008/09

Cllr Cottrell was nominated by Cllr Mrs Butler and seconded by Cllr Williams. There were no other nominations and, at vote, it was unanimously agreed that Cllr Cottrell would stand as Vice-Chairman for the year 2008/09. Cllr Cottrell stated that he was willing to stand and was duly re-elected.

The Clerk asked members to ensure that any changes to their Register of Interests form are reported to her within 28 days of the changes occurring as set out in the Code of Conduct.

2. Appointment of Committees and representatives to other bodies

i. All members approved the appointment of the Planning Committee, with the only change being that Cllr Barratt is no longer on the Committee as he has resigned from the Parish Council, and Cllr Mrs Butler to take his place on the Committee. The members of the Committee are, therefore: Cllr Williams, Cllr Mrs Butler, Cllr Cooke, Cllr Durrant and Cllr Mrs James. Cllr Williams stated that he is willing to re-stand as Chairman of the Committee for the year 2008/09. All were in favour.

ii. The following representatives to other bodies were agreed:

Kent Association of Local Councils, Sevenoaks Area Committee: Cllr Williams and Cllr Mrs Butler

Chiddingstone Tennis Club: Cllr Cooke and Cllr Durrant

Slaters: Cllr Cooke

Margaret Hyde Almshouses: Cllr Cooke

Chiddingstone Village Hall Management Committee: Cllr Cooke and Cllr Glendinning

Chiddingstone Causeway Village Hall Management Committee: Cllr Mrs James

CPRE (Campaign to Protect Rural England): Cllr Cottrell

Edenbridge Museum: Cllr Cottrell

Chiddingstone Tree Warden: Mr Steve Haysom

3. Apologies for Absence were received from Cllr Durrant and Cllr Cooke and their reasons for absence were accepted by members.

4. Declarations of Personal and Prejudicial Interest in respect of matters to be discussed – none.

5. The Minutes of the Parish Council Meeting held on 16^th April 2008 were approved and duly signed. Proposed by Cllr Cottrell, seconded by Cllr Mrs Butler, and all were in favour.

6. To report on Matters Arising from Parish Council Meeting held on 16^th April 2008

None.

1. To consider planning applications received – none.
2. List of planning decisions – none.

8. To report on correspondence received

Lists of correspondence received had been circulated, and the Clerk drew members’ attention to the following:

i. Item 1: SDC – invitation to a briefing for parish and town councils on the provision of future housing developments in the District on Thursday 29^th May at 7pm in SDC offices.

ii. Item 2: Letter from Diane Heasman on behalf of The Chiddingstone and District Gardeners’ Society regarding damage to pond area in Chiddingstone Causeway caused by affordable housing development.

iii. Item 3: Letter from Barwick Construction with copy letter to Diane Heasman.

iv. Item 6: Eden Valley Museum Trust – request for renewal of corporate membership £75

v. Item 12: Letter from Chase Fencing Supplies in response to the Parish Council’s letter politely asking them to tidy the area around Penshurst Station. The MD, Alan Coulstock, advised that there is mis-use by others, such as BR construction workers, plus fly-tipping. They do carry out weekly litter-picks and keep the hedgerow and verges cut back. They advise that much if not all of the untidiness and abuse is not of their making although the expense of clearing it is always down to them. At the moment, they do allow free parking, with is enjoyed by more and more local people. Members were grateful to Chase Fencing for helping to keep the area tidy, and for allowing free parking for local people. Members stated that they would happily help clear the area if needed.

vi. Item 16: Email from Christine Nuttall, Monitoring Officer at SDC re: Code of Conduct training for members on Thursday 29th May at 2.00pm. Members agreed that the Clerk should re-arrange the date, as half-term.

vii. Item 17: SDC (Sophie Lord) – In The Zone summer programme 2008 - offering Thursday 31^st July for the Youth Zone to visit Chiddingstone sports field. Permission to use the sports field has been received from Mark Streatfeild on behalf of the Cricket Club.

viii. Item 24: Kent Primary Care Agency, who has received a preliminary consent application to open a pharmacy in the Penshurst area. It is necessary to define the rurality of the area and request the Parish Council’s comments on whether the area in whole or part is rural in nature. Comments by 15^th July.

ix. Item 25: Jardine Lloyd Thompson – renewal schedule for Parish Council insurance policy. Renewal premium £525.92 including IPT. Renewal due 1^st June 2008.

Cllr Mrs James reported on the opening ceremony held on Friday 16^th May. The event was very well attended by local people and the press. The successful applicants received the keys for their new homes and they were all delighted. The Chief Executive of West Kent Housing said that the Parish Council and West Kent worked very well together. Cllr Cooke also gave a very good speech on behalf of the Parish Council. The Clerk advised that there are still two one-bedroom houses for sale in the development. Barbara Rance has chased up everyone who contacted her but for one reason or another these people are not in a position to go forward with the purchase of these units. Therefore on Monday, Barbara contacted Leigh Parish Council to ask them to advertise these properties to possible applicants in the Leigh parish.

10. To discuss the possible provision of a car park in Chiddingstone  Nothing further to report – to be considered at the June Parish Council meeting.
     

11. To discuss the provision of a play area and additional car parking in Chiddingstone Causeway Nothing further to report – to be considered at the June Parish Council meeting.
     

12. To consider purchase and location of new noticeboard in Chiddingstone The Clerk reported that the noticeboard by the school in Chiddingstone had become dangerous and unstable and Cllr Williams has removed it. Three quotes have been received for a new good quality oak noticeboard, and a fourth is awaited. Members thought that the noticeboard could be attached to the stone wall belonging to Chiddingstone Castle. Clerk to speak to Alex Lochrane. It was agreed that the matter should be considered at the June Parish Council meeting.
     

13. To consider quote for replacement High Weald Country Tour tourism signs £700 + VAT The Clerk reported that a quote for the replacement of the High Weald Country Tour brown tourism signs has been received from Jacobs as part of KHS. Price £700 + VAT. Members did not think that this is the responsibility of the Parish Council and Clerk to add to the KHS spreadsheet and also talk to County Cllr Lake.
     

14. To review the effectiveness of the Parish Council’s Internal Control procedures Members considered and approved the Parish Council’s Internal Control procedures.
     

15. To review and update Risk Assessment Members considered and updated the Parish Council’s Risk Assessment. The Tennis Club’s insurance cover was discussed and Clerk to obtain a copy of their policy from Sue Dutton or Rachel Horsley. Cllr Glendinning suggested inviting members of the Tennis Club to attend a Parish Council meeting in the near future to discuss insurance, finances and other matters. Members agreed.
     

16. Finance:

1. Members approved the payment of cheques. Proposed by Cllr Mrs Butler, seconded by Cllr Cottrell and all in favour.
2. Members unanimously approved 2007/08 Year End Accounts
3. Audit for year ending 31^st March 2008

1. The Statement of Accounts was unanimously approved and Cllr Glendinning proposed that the Chairman and Clerk sign the Annual Audit Return. This was seconded by Cllr Mrs Butler and all were in favour.
2. Members considered and agreed the Annual Governance Statement

The Clerk advised that Mr Andrew Bradley has carried out an Internal Audit of the accounts and has completed the Internal Audit section of the Annual Return. The Return and supporting documents will now be sent off to The Audit Commission, the deadline for which is 2^nd June, which is much earlier than in previous years. Cllr Williams thanked the Clerk for all her hard work in preparing the accounts.

iv. Renewal of Parish Council insurance policy due 1^st June. Although the item was not on the agenda, the Clerk stated that, as the renewal date is 1^st June, the Parish Council should renew the policy and then gain formal retrospective approval in June. The renewal is £525.92 which includes 5% tax and the addition of the bus shelter in Chiddingstone Causeway, which the Parish Council repaired. Last year’s premium was £464.47 and the year before that was £780.34 which was with Allianz Cornhill. Members agreed.

1. The Clerk stated that, at the last meeting held in Bough Beech Village Hall, members wished to discuss whether meetings should continue to be held in the hall. Members of the public rarely attend the meetings held in Bough Beech. It was agreed that the matter should be considered at the June Parish Council meeting, and Clerk to ascertain what the Management Committee’s plans are for the hall.
2. The Clerk updated members on the progress of replacing Cllr Paul Barratt, who resigned from the Parish Council with effect from 30^th April. SDC has been advised of the vacancy, and members of the public have until Friday 23^rd May to write to SDC and request an election. If less than ten requests for an election are received by SDC by the deadline, then the Parish Council is able to co-opt a new member. The vacancy has been advertised on the noticeboards and on the website. It is hoped that a new member can be co-opted at the June Parish Council meeting.
3. Cllr Glendinning asked when the second speed reactive sign in Chiddingstone Causeway is going to be operational. Clerk to find out.

The meeting closed at 8.50pm.

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