The Chair will advise the meeting of the evacuation procedures to follow in the event of an emergency. This is particularly important for visitors and members of the public who will be unfamiliar with the building and procedures. The Chair will inform the meeting that: there is no scheduled test of the fire alarm during this meeting. If the alarm does sound, please leave the building quickly without collecting any of your possessions, using the doors signed as fire escapes, and assemble as directed. Await instructions from the Fire Marshal before entering the building. Should anyone require assistance in evacuating the building, please make the Swale Borough Council Democratic Services Officers aware of any special needs so that suitable arrangements may be made in the event of an emergency.

The Chairman read out the emergency evacuation procedures.

Councillors should not act or take decisions in order to gain financial or

other material benefits for themselves or their spouse, civil partner or

person with whom they are living with as a spouse or civil partner. They

must declare and resolve any interests and relationships. The Chairman

will ask Members if they have any interests to declare in respect of items

on this agenda, under the following headings:

(a) Disclosable Pecuniary Interests (DPI) under the Localism Act 2011.

The nature as well as the existence of any such interest must be

declared. After declaring a DPI, the Member must leave the meeting and

not take part in the discussion or vote. This applies even if there is

provision for public speaking.

(b) Disclosable Non Pecuniary Interests (DNPI) under the Code of

Conduct adopted by the Council in May 2012. The nature as well as the

existence of any such interest must be declared. After declaring a DNPI

interest, the Member may stay, speak and vote on the matter.

(c) Where it is possible that a fair-minded and informed observer, having

considered the facts would conclude that there was a real possibility that

the Member might be predetermined or biased the Member should

declare their predetermination or bias and then leave the meeting while

that item is considered.

Advice to Members: If any Councillor has any doubt about the existence

or nature of any DPI or DNPI which he/she may have in any item on this

agenda, he/she should seek advice from the Monitoring Officer, the Head

of Legal or from other Solicitors in Legal Services as early as possible,

and in advance of the meeting.

Councillor Mike Baldock disclosed a non-pecuniary interest as he sat on Borden Parish Council.

Councillor Alan Horton disclosed a non-pecuniary interest as he sat on Upchurch Parish Council.

Councillor James Hunt disclosed a non-pecuniary interest as a Trustee of Iwade at the Barn.

Councillor Richard Palmer disclosed a non-pecuniary interest as he sat on Newington Parish Council.

To approve the Minutes of the Meeting held on 31 August 2021 (Minute Nos. 202 – 216) as a correct record.

The Minutes of the Meeting held on 31 August 2021 (Minute Nos. 202 – 216) were taken as read, approved and signed by the Chairman as a correct record subject to the following amendment:

Minute No. 212 the following to be added:

“That Members of the Committee noted and agreed under Item 12, Update on the Work Plan the proposed work plan for 2021/22, to include Bredgar and Hartlip Conservation Area Reviews.”

This was discussed further under Matters Arising from Previous Meetings where the Chairman proposed and Councillor Richard Palmer seconded that quotes be sought for Conservation Reviews to be carried out for Bredgar and Hartlip and be brought back to the June 2022 meeting for consideration.

Members noted the progress on actions.

The Conservation & Design Manager gave a presentation updating on the following:

·         Rodmersham Church Street Conservation Area Assessment – there had been a good response to the public consultation.  A recommendation to adopt Rodmersham Church Street would be considered at Cabinet in March 2022;

·         Rodmersham Green Conservation Area Review – the proposed boundary changes were discussed.  It was anticipated that the appraisal and management plan document would be adopted by the end of May 2022;

·         Tunstall Conservation Area Review – the review would be considered by the Local Plan Panel in March 2022 and it was anticipated the appraisal and management plan document would be adopted by the end of May 2022.

The Chairman moved the following motion:  That  quotes be obtained for Conservation Area Reviews for Bredgar and Hartlip for consideration at the June 2022 meeting.  This was seconded by Councillor Richard Palmer.  On being put to the vote the motion was agreed.

With reference to the charging of electric vehicles at home where there was no driveway, Parish Councillor Graham Addicott advised he would provide the contact details of an expert in Brighton who could advise on this matter.

Parish Councillor Vivien Rich gave feedback about training on the Agricultural Bill.  As this was a matter that could impact on planning, Parish Councillor Rich agreed to inform Members if suitable training was identified.

Councillor Richard Palmer advised that the Air Cadet Squadron would be moving to a new location.

Councillor Sarah Stephen advised that now the Active Travel Coordinator had started, he would commence the Walking and Cycling Project funded by the Western Area Committee in 2021/22 and set-up a working group.

With reference to Conservation issues including ponds, the Chairman suggested the Pond Warden be invited to the June 2022 Western Area Committee meeting.

Councillor Richard Palmer advised that a representative from the Kent County Council (KCC) Youth Service would be happy to attend the June 2022 meeting.  It was suggested that the KCC Community Warden also be invited.

Resolved:

1)    That quotes be obtained  for Conservation Area Reviews for Bredgar and Hartlip for consideration at the June 2022 meeting. 

No issues were raised.

Councillor Alan Horton spoke about a proposal councillors representing Rainham South,  were seeking  to progress with Medway Council and KCC regarding the prohibition of Heavy Goods Vehicles (HGV) on the A2.  He said there would be an impact on Upchurch, Hartlip and Newington along with other areas.  Councillor Horton moved the following motion:  That the Chairman of the Western Area Committee write a letter to Medway Council and KCC highlighting the implications of implementing the proposal to prohibit HGVs on the A2. This was seconded by Councillor Richard Palmer. On being put to the vote the motion was agreed.

Councillor Sarah Stephen spoke about aging street signs that were difficult to read.  She was advised to report the signs to Swale Borough Council (SBC) and they would be replaced.  Member Grants could also be used to replace signs.

Councillor Paul Stephen suggested that the Western Area Committee considered providing funding to The Oaks Infant School to replace a structure in their woodland area, damaged by the recent storm, which allowed pupils to work outside under a covered area.  Following a discussion, it was agreed that this was not something the Western Area Committee should be funding, and the school should contact the KCC Councillor for their area.

Councillor Sarah Stephen advised that she had secured funding from the Welcome Back Fund to install 7 new benches and 3 picnic tables at King George V Playing Fields. 

Resolved:

1)    That the Chairman of the Western Area Committee write a letter to Medway Council and KCC, highlighting the implications of implementing the proposal to prohibit HGV’s on the A2.

The Greenspaces Manager presented the Management and Work Plans for Rose Hill Woods and The Meads Community Woodland.  He reminded Members that the Western Area Committee had allocated funding in 2020-21 for this work which had been carried out by an external consultant.  He advised that there was £2,158 of funding remaining.  The plans indicated if the tasks should be carried out by a contractor or a volunteer group.  The Greenspaces Manager asked the Area Committee for a steer on how the remaining funds should be spent.

A discussion ensued and Members agreed that SBC seek volunteers to set up Friends Groups and to assist them in that process as well as helping them to report progress back to the Western Area Committee.  The Friends Groups would need a constitution, terms of reference and a bank account.  They would be able to apply for funds that were not available to SBC.

The Area Committee agreed that known potential volunteers be contacted by Members to see if they were interested in forming Friends Groups and report back to the June 2022 meeting.  It was also agreed to adopt the Management and Work Plans for Rose Hill Woods and The Meads Community Woodland and the remaining funding to be split 50/50 between the two Friends Groups once established.

The Chairman reminded Members that at the Western Area Committee Meeting on 31 August 2021, they were presented with a list of Closed Churchyards which set out lower priority improvement works within the Western Area.  Improvements that were safety critical were funded by the SBC budget but there was not sufficient funding for lower priority works to be carried out.

The Chairman suggested that £10,000.00 of Western Area Committee funding for the year 2021/22 be allocated to bring forward lower priority improvement works and the paper in the agenda pack set-out a list of suggested works at Borden, Hartlip and Iwade.

Members discussed this proposal and some felt it was not appropriate for the Western Area Committee to fund this work.  Others felt that by carrying out this work now, it would prevent further damage in the future.  The Chief Executive confirmed that the Terms of Reference for the Area Committees stated that funding could be allocated to projects that were the responsibility of SBC, but local people wished to be prioritised.

The Chairman introduced the report.  In the discussion that followed the Chairman moved the following motion: That the works to repair the flint wall at St Michael & All Angels, Hartlip be removed from the proposed allocations.  This would reduce the proposed allocation to £9,516.00.

This left £30,484.00 to allocate to the external bids, details of which were included in the Agenda Pack.  As the external bids totaled £31,390.50, the Chairman also proposed that the two largest bids, each for £10,000.00, both had their allocations reduced to £9,546.75.

Councillor Mike Baldock moved the following motion which was seconded by Councillor Alan Horton:  That the following funding be allocated to each project:

-     Iwade at the Barn, timber storage shed - £5,000.00;

-     Newington History Group, design, print & install 3 lectern frame interpretation boards - £4,041.00;

-     Borden Parish Council, fencing to boundary of nature reserve - £9,546.75;

-     Newington Parish Council, provision of adult gym equipment at the recreation ground - £9,546.75;

-     Upchurch Parish Council, installation of nature trail - £2,349.50; and

-     Member proposal, closed churchyard works - £9,516.00.

On being put to the vote the motion was agreed with one abstention by Councillor James Hunt.

Resolved:

1)    That £40,000.00 funding be awarded to projects in the following proportions:

a)    Iwade at the Barn, timber storage shed - £5,000.00;

b)   Newington History Group, design, print & install 3 lectern frame interpretation boards - £4,041.00;

c)    Borden Parish Council, fencing to boundary of nature reserve - £9,546.75;

d)   Newington Parish Council, provision of adult gym equipment at the recreation ground - £9,546.75;

e)    Upchurch Parish Council, installation of nature trail - £2,349.50; and

f)     Member proposal, closed churchyard works - £9,516.00.

No issues were raised.

No issues were raised.