ETCHINGHILL RESIDENTS’ ASSOCIATION COMMITTEE MEETING
Held on 13th April 2016
Present: Dave McCombe (DM), Geraldine McCombe (GM), Colin Manvell (CM) (LPC), Lorna Molten (LM), Joyce Knapton (JK), Chris Barnett (CB) and Terry Rawbone (TR)
Apologies: There were no apologies.
Welcome: DM welcomed everyone to the meeting. DM said that following the sad death of Lorraine who was a highly valued member of the Committee, as well as being a relative and friend, he would ask for understanding if the meeting was not run as smoothly as usual.
Minutes of the Last Meeting: The Minutes of the last meeting were approved.
Village Sign Planning Application: CB confirmed that the planning application had been sent in.
Treasurer’s Report: JK reported that the balance in the account is £3517.07 and £262.82 as at 12 April 2016. Not included are the takings from the Cinema Club for March. JK reported that the payments for the insurance and the Cinema Club licence will be due in June and August respectively. LR was a signatory on the account and CB has agreed to become a signatory.
Cinema Club: The Committee agreed that Lorraine had done exceptional work in running the Cinema Club and she would be a very hard act to follow. DM reported that he had done some firefighting and submitted the advertising for next month’s film. It was agreed that the film show for 18 April should still go ahead and TR confirmed that he had no objection and had already put up the banners. GM has purchased the film and we have sufficient willing helpers. It was agreed that a few words would be said in respect of LR at the start of the showing. It was also agreed that we could not accept any more new members as we are currently over-subscribed and TR recommended a seating capacity of 90 persons maximum. As we are now not wishing to attract more members it was agreed to limit the advertising of films to the Lyminge Newsletter, Shepway Advertiser, the website and 2 posters in Lyminge (library and noticeboard) and 3 in Etchinghill (Village Hall and 2 noticeboards). LM said that Barbara Newing(BN) had offered support in the interim period with regard to choosing and applying for the films for July to November and LM agreed to assist her. DM said that he now had the email list for members and it was agreed that he would contact them and advise that they would no longer receive notification by email each month as the information was in the bi-annual programme and advertised locally.
Village Sign: DM reported that he has contacted David Skinner regarding a third costing for the grant applications. The planning application has been agreed by Shepway District Council (SDC) and GM will contact Kent Highways Roadworks Team for the licence and apply for the grants from Susan Carey and LPC. CB will circulate the design agreed at the last meeting to the Committee. GM to establish costs for moving the planter and contact Dial Before You Dig for costs for the underground searches. CB will draft a letter for requests for donations. Funding for All are holding a fair in June in Tunbridge Wells but it was decided that we would not attend as we have received guidance from them at our previous meetings with them.
Age UK: CM advised that Hythe and Lyminge Age UK are running a session at Lyminge Centre on 27 April at 3pm as they are concerned about the lack of take up of services by the community and he would forward the communication to the Committee.
Bus Shelter: CM advised that he is keen for LPC to provide a bus shelter opposite Upstreet Cottages and he would be writing to residents of Meriden Walk and Upstreet advising them of why he believes the bus shelter would be beneficial to the village.
Bench: CM reported that LPC will be replacing the bench on the corner of Teddars Leas and Canterbury Road which has fallen into disrepair.
Etchinghill Village Hall: JK has resigned as our liaison member on the Village Hall Committee and CM has agreed to act for the ERA as he already attends on behalf of the LPC.
Fun Quiz: The quiz to be held on 7 May has been advertised in the Lyminge Newsletter and DM will liaise with Ann Baker (AB) regarding who will be running the quiz (youth or DM). GM advised that 2 tables had already been booked.
Queen’s Teaparty: Discussion took place around competitions and events to be held at the Queen’s Teaparty on 12 June and it was decided to have a further meeting to finalise the event. DM will design a half page advertisement for the Lyminge Newsletter. CM advised that LPC will be providing a commemorative medallion to all primary school children in the Parish.
The meeting ended at 9.25pm.
The next meeting (Queen’s Teaparty Planning) will be held on 13th May at 2pm
MINUTES TAKEN AT THE ANNUAL GENERAL MEETING
OF ETCHINGHILL RESIDENTS’ ASSOCIATION
HELD ON SUNDAY, 6th DECEMBER 2015
AT 19.30 PM
The Chairman, David McCombe, supported by 18 residents.
Welcome & Apologies:
The Chairman welcomed everyone and received apologies from Joyce Knapton, Karen Hickman, Robert Godfrey and Pat Manvell.
Minutes of the Previous Meeting:
The Minutes were distributed before the meeting. Terry Rawbone proposed, Graham Barber seconded and the meeting agreed that the Minutes be recorded as a true record.
Hedges: Colin Manvell (CM) reported that the hedges in Canterbury Road had been cut to the required height.
Post Box: Geraldine McCombe (GM) reported that the report from Royal Mail to the request for either another post box of the removal of the existing one to a safer place was that there are numerous safe vehicular stopping points within close proximity of the box and that there is no basis to consider moving the posting facility.
The Chairman thanked the Committee and all volunteers for their hard work throughout the year. He also thanked Cllrs Colin Manvell, Chris Barnett, Karen Hickman and Ann Baker for their support and help, Lynne Rogers for planting and maintaining the planter and all residents who have donated/helped during the year.
Unfortunately the Youth Bake Off and Children’s Fun Day being organised by the youth group did not take place due to their commitments with examinations. The Open Mic Fund Raiser for Air Ambulance and the Multiple Sclerosis Society was cancelled, despite having enough acts willing to perform, due to lack of support of an audience. Our thanks go to the Village Hall for waiving the hire charges for these events.
· The Spring litter-pick in April as part of Clean Kent was a success with 20 helpers turning out to clear litter.
· The Spring Quiz was a great success with 54 people attending and enjoyed by all.
· The Big Lunch was attended by 30 people and, although a disappointing turn-out, those who did come enjoyed themselves.
· The Autumn litter-pick was successful although only 12 helpers turned out on the day. The Chairman and Secretary were away but had cleared Westfield Lane the week before taking a full car load to the recycling centre. Interim clean ups are planned for the future with equipment donated by Cllr Susan Carey. Our thanks go to the Village Hall for allowing us to use the kitchen free of charge.
· The Christmas Tree Lighting-Up was well attended with Cllr Susan Carey switching on the lights. Although damp and windy everyone enjoyed the event. Thanks to the volunteers for helping erect and dismantle the shelter in trying conditions.
· The website is being maintained by myself but there is room for improvement. My time and skills are limited and I do need help to improve the website and a decision will need to be made on whether to continue with the site in its current format or contract the work out to Mr Site (cost around £400-£500).
Support to Other Organisations:
· I continue to update the web pages for the Village Hall and Neighbourhood Watch on an as and when required basis.
· A donation of £150 was made to the Village Hall for the Mother and Toddler Group to buy new equipment. Progress has been slow because, as they are a small group, it has been difficult for them to open a bank account which would enable them to apply for a Parish grant and receive monies from the Village Hall.
· A donation of £86 was made to the Village Hall to replace the Christmas Decorations.
· Speedwatch Team
· Joyce Knapton is our liaison with the Village Hall Committee and we help on the Maintenance Team when required.
In the absence of the Treasurer the Chairman outlined the main points and the audited Report and Accounts are attached to these notes. The Chairman thanked Graham Barber for auditing the accounts. It was proposed by Colin Manvell and seconded by Lorraine Rawbone that the accounts be accepted. The meeting agreed.
Parish Councillor’s Report:
Councillor Colin Manvell’s report is attached.
1) Chris Price reported that the road markings at the junction of Canterbury Road with the golf club were faded to non-existent making turning into the golf club hazardous. Chris Barnett suggested reporting the matter on the Kent Highways website and Cllr Colin Manvell agreed to report it as well.
2) Barbara Collins-Newing asked how often the drains and pavements were cleared and Cllr Colin Manvell confirmed it is every 6 months. She pointed out that there was a problem with running water at the junction of Westfield Lane/Teddars Leas Road/Tudor Cottage, cause unknown, and that there had been 4 incidents recently. Cllr Colin Manvell said he would report the problem and also request that the leaves collecting in Canterbury Road are removed.
Election of Officers:
Chairman – David McCombe proposed by Lorraine Rawbone and seconded by Graham Barber.
Secretary – Geraldine McCombe proposed by Graham Barber and seconded by Chris Price.
Treasurer – Joyce Knapton proposed by Graham Barber and seconded by Lorraine Rawbone.
There were no objections to the appointments.
Election of Committee Members:
Chris Barnett - proposed by Ann Baker and seconded by Terry Rawbone.
Lorna Molton - proposed by Barbara Collins-Newing and seconded by Janet Hooles.
Terry Rawbone - proposed by Graham Barber and seconded by Geraldine McCombe.
Karen Hickman - proposed by Ann Baker and seconded by Colin Manvell.
Lorraine Rawbone - proposed by Janet Hooles and seconded by Chris Price.
Councillor Colin Manvell proposed by Terry Rawbone and seconded by Eric Hooles.
There were no objections to the appointments.
Future Events/Projects for 2016:
The Chairman reported that progress has been made regarding erecting a sign and
Kent Highways have agreed in principle to the erection of the sign at the triangle at Teddars Leas Road, subject to planning permission and a licence from the Roadworks Team. On the advice of Cllr Susan Carey a pre-planning application is to be submitted, prior to making the full planning application at a cost of £385.
Tenders will be obtained and the cost will be approximately £2500.
The Chairman thanked Susan Carey for her support and advice on grants and The Gatekeeper for a pledge of £300.
Design ideas were distributed for discussion amongst the attendees and the additions/deletions raised by members will be taken into account when finalising the finished design.
Barbara Collins-Newing said that a finger post would be a useful addition to the village. The triangle would not be a suitable position for it if the Village Sign goes ahead and it was suggested that it could be put on the land near the golf club. The Chairman said that it would be considered in the future.
Litter Picks/Clean Up:
These will be held in the Spring and the Autumn. The ERA has accepted an offer from Cllr Susan Carey to provide equipment for use in between the proposed litter picks and Graham Barber agreed that the equipment could be stored in the container. Barbara Collins-Newing asked if the notice boards could be included in the clean up.
Spring and Autumn Quizzes:
Ann Baker reported that the youth had ideas for a quiz in the Spring and would liaise with the ERA on a date. The Chairman said that, in the event of them being unable to hold the quiz themselves, he would be in a position to take it on.
Queens Tea Party:
In view of the lack of support at the 2015 Big Lunch it is proposed to try an event for The Queen’s 90th Birthday possibly in conjuction with events proposed by The Lyminge Association and Cllr Ann Baker will keep us informed of their plans.
Christmas Tree Lighting Up:
The event was very successful this year and will be held again in 2016 and Terry Rawbone and the Chairman will investigate a better sound system for the background music.
The bench at the junction of Teddars Leas/Canterbury Road, built and supplied by a local resident, is in disrepair and needs replacing and as a matter of courtesy the resident will be contacted. A second bench for the amenity land is also proposed. Terry Rawbone said that the bench near the bus stop, originally thought to be in disrepair, just needs cleaning which he has agreed to do. Terry Rawbone also suggested that the benches could be replaced with plastic at a similar cost to oak, which Cllr Manvell said may not be approved by the council, but the members present showed no enthusiasm for this idea. Cllr Manvell said that benches formed part of the Parish Plan and funding could be available from the Parish Council.
Barbara Collins-Newing asked when the bulbs that were originally planted along the verge of Canterbury Road were likely to be replaced as this had not been done in time for next year. The Chairman said that he would look into the matter. It was also suggested that bulbs could be planted on the land near Meriden Park and Colin Manvell suggested contacting Ann Ethel for advice on when best to plant the bulbs.
Edna Marsh asked whether the welcome leaflet which she received and found very useful when she moved in several years ago was still in existence. Barbara Collins-Newing said that she and Wendy Preston had originally produced the welcome leaflet but it had not been maintained due to the frequent number of changes. As most of the relevant information is available on the website Chis Barnett suggested that a simple card of welcome could be produced directing the new resident/s to the website for useful information.
Time of Future AGM:
Chris Barnett raised the matter of the time of this meeting suggesting that it was rather late in the evening for a large attendance. Barbara Collins-Newing and Geraldine McCombe both said that in previous years different times had been tried without any greater success. The Chairman said that it would be put on the agenda for the committee to discuss.
Village Trees Competition:
Ann Baker reported that Etchinghill has won a prize of a tree from the nominated supplier and that we needed to decide on the type of tree and where to put it. Barbara Collins-Newing agreed to put an article in the Etchinghill Update for suggestions from residents as to what tree they would like and where it could be planted. All suggestions to Ann Baker or Colin Manvell.
Ann Baker said that the children’s park was falling into disrepair and that two of the items had now been removed leaving the two frames as a trip hazard. There are also problems with the slide and the rubber surface is coming away from the edge of the park leaving a gap which could be potentially dangerous for small feet. The park is maintained by Shepway District Council and she asked that as many people as possible communicate with Shepway to show that the park is well used and needed by local residents. Etchinghill Residents’ Association will also write to the council.
Ann Baker asked what was happening with regard to the scheme and Lorna Molton confirmed that the scheme is still running and one resident had been visited. There had been no requests from other residents in Etchinghill and as the befrienders are all willing to travel a bit further she will look at expanding the scheme to Lyminge in the New Year.
Any Other Business:
Chris Price thanked the committee for all their hard work.
There being no other business the meeting closed at 9.05 pm.
ETCHINGHILL RESIDENTS ASSOCIATION A G M 2015
Parish Council Report
Following the Local Elections of last May, four residents of Etchinghill were elected to the Parish Council
To represent Etchinghill Ward, Colin Manvell, Chris Barnett and Karen Hickman.
To represent Lyminge Ward, Ann Baker.
Areas of concern that the Councillors have looked at include;
The Bullimore Development site in Westfield Lane, together with the recent installation of a passing lay-bye.
Following a planning application dispute, planning agreement has been given for the retention of the container “shed” in the grounds of the Village Hall which is used to store large items of property
Cutting of Hedgerows
A new Parish Plan may be has been discussed by the Council but it will need a committee of non-councillors to draw up a plan. All the items in the 2006 Parish Plan apart from getting agreement for a footpath outside Broad Street House were completed.
Separately, the Parish Council has drawn up a list of things that they would like to see undertaken as soon as possible. These are;
Upgrade of the allotments in Fordred Lane, Rhodes Minnis.
Acquisition of land adjacent to Lollipops.
Creation of a footpath outside Broad Street House.
Addition of sides to the bus shelter on Station Road opposite Mayfield Road.
Installation of a village sign in Etchinghill
Re-instatement of lighting on the footpath on Tayne Field.
Acquisition of the stables at the Coach & Horses to create a museum for Parish artefacts.
Councillor Manvell added that he personally would like to see a bus shelter sited in Canterbury Road opposite Up- Street Cottages. This would provide shelter for the several school children and other residents who currently wait for buses in inclement weather.
Also both he and Councillor Chris Barnett would like to see the 30 m p h limit area extended.
Councillor Manvell took several questions from the floor including concern of flooding from culverts, the poor state of the bench outside Up-Street flats.
Councillor Baker reported that following a recent inspection during the Village Trees Competition, Etchinghill had been awarded a prize of £25 to purchase a new tree.