PC Meeting 09.09.26 Draft Minutes of Meeting

High Halstow Parish Council 50 Pepys Way · Strood · Rochester · Kent · ME2 3LL Tel: 07482 125213 · e-mail: clerk@highhalstow-pc.gov.uk Tel: 07871 844380 · e-mail: Wendy.Murphy@highhalstow-pc.gov.uk Website : www.highhalstow-pc.gov.uk

 

Parish Council meeting DRAFT Minutes

High Halstow Memorial Hall Wednesday 9th September 2026 7.30pm

 

Present: Acting Chairman & Vice Chair Cllr George Crozer, Cllr John Risby, Cllr Natalie Kynes-Dinsdale, Cllr Marilyn Stone and Cllr Chris Watson

 

Apologies received by clerk: Cllr Bill Khatkar – medical, Clerk & RFO Jenny Allen long term sickness absence and Chairman Cllr Matt Wenham – medical

 

MOP Three including Ward Cllr Micheal Pearce

Acting Chairman Vice chairman George Crozer opened at 7.30pm and warmly welcomed everyone.

Public Session – Members of the public are welcome to address the Council during this session. This is a period for public participation only. Each speaker may speak for up to 3 minutes (or as directed by the Chair), and the overall session will last no longer than 15–20 minutes. All comments must be addressed to the Chair. The Council cannot enter into detailed discussion or make decisions on matters not included on the published agenda. Where appropriate, issues raised may be referred to the Clerk for a response or placed on a future agenda. The Chair may rule any question or statement out of order if it is inappropriate or disruptive.

MOP thanked the Parish Council for running the Relief in Need University advertisement in the High Halstow Times and reported that there has been 22 applications which was in increase from the year before which was 19 applications. There was request on change of advertisements for the next edition of the HHT.

There was a decrease in the number of HHT to distribute, WM explained to the MOP why and what the PC had done to rectify it.

The MOP asked when was the Stand up for HH Crowd Justice launched? JR & GC explained the Crowd Justice fund raising system to the MOP.

MOP requested at the Summer Event if the Parish Councill could ask Medway Council to put up Slow Down Horses signs between High Halstow and Cooling as a lot of people hack there it is becoming very dangerous as the cars drive too fast and sometimes the driver are abusive to the Horse riders. – UPDATE: Ward Cllr George Crozer has sent an email request to Medway Council for the Slow Down Horses signage.

 

  1. Receive and approval of minutes of the previous meeting Parish Council Extraordinary meeting 18th August 2026, Extraordinary meeting 29th July 2026 and Parish Council meeting 10th June 2026 HHPC0567:09:09:2026

 

  1. Declarations of interests & dispensations HHPC0568:09:09:26 – To receive declarations of interest from councillors on items on the agenda – To receive written requests for dispensations for disclosable pecuniary interests (if any) – To grant any requests for dispensation as appropriate

JR declared that is Kings North was on planning, that he had an interest.

  1. Ward Cllr Report HHPC0569:09:09:26

Ward Cllr Micheal Pearce gave an update on the proposed Battery Farm.

LGR update

Fire Station proposed closure update

Local Plan EiP update

Save the Hoo Penisular update

Hundred of Hoo School parking update

MOP asked Ward Cllr Micheal Pearce if the whole country is on LGR pause or if it is just Medway? MP explained it is all the whole country apart from one regrouping which is already too far ahead  to be able to pause.

  1. Public Toilets HHPC0570:09:09:26

3.1 Managing provisions HHPC0571:09:09:26

MS proposed that the toilets/budget is discussed in a Finance meeting asap.

JR seconded the motion

All voted in favour – ACTION, book a finance meeting asap.

3.2 Maintenance HHPC0572:09:09:26 – WM gave an update on the maintenance that has taken place and has been instructed.

3.3 Opening & Closing the toilets HHPC0573:09:09:26 – check with Insurance if the  toilets are left unlocked.

3.4 Possible quote for managing the facilities HHPC0574:09:09:26 – to discussed in Finance meeting.

 

  1. Events HHPC0575:09:09:26

 

5.1 Cllr Marilyn Stone and Cllr Matt Wenham propose that the PC give a Big thank you to Bill and Natalie for organising such a great, very well attended Community Event.

MS proposed

GC seconded

All voted in favour – Resolved

5.2 Feedback from Bill and Natalie HHPC0576:09:09:26 – NK-D reported that it     went really well, it was a big help having the PC tent there and the TV screen. Louise from the Church was a big help. They were much happier with the layout of the stalls and entertainment stage. I was lovely to see everyone helping out at the end with the clearing up. John and Lisa at Festival One were very helpful and she would like to write to them to thank them for everything.

5.3 Financial Report from Bill and Natalie – HHPC0577:09:09:26 not completed yet, waiting on some final information, will have it by the next meeting. GC gave feed back that some people requested that they would like to have hot tea at the event. To keep the signage saying Summer Event Bank holiday Monday rather than putting a date on it so we can reuse the banner each year.

5.4 Cllr Marilyn Stone proposes that the PC book the hall for 30th August 2027 for next years Summer Event – HHPC0578:09:09:26

GC Seconded

All voted in favour – Resolved

5.4 Wreath laying and ordering HHPC0579:09:09:26 GC is given two wreaths every   year from MC, he will donate one of his wreaths for the Parish Council to lay. JR will lay the wreath this year at the Remembrance Service.

5.6 Christmas Events Team HHPC0580:09:09:26 – WM reminded Cllrs that now the Summer Event has passed that they need to be focusing on the Christmas Events in the Village. MW has ordered more battery-operated lights and will need help putting them up and down, and it would be nice to organise more around the tractor run as the whole village comes out to watch it. GC has ordered the new tyres for the Santas Sleigh and JR needs to order a new Santa suit as the other has worn rather thin.

  1. Tree Project HHPC0581:09:09:26

6.1 Future Project plan HHPC0582:09:09:26 deferred to another meeting.

6.2 Upkeep HHPC0583:09:09:26 A team of volunteers done some wedding, MW has been watering them every week, one section of trees are doing exceptionally well and the other is doing very well.

6.3 Update HHPC0584:09:09:26 discussed above

6.4 Budget review HHPC0585:09:09:26 – to be discussed in Finance meeting.

 

  1. Planning HHPC0586:09:09:26

7.1 Judicial Review update HHPC0587:09:09:26 – GC gave everyone an update. WM to forward final JR documents to full council.

7.2 EiP update HHPC0588:09:09:26– MP & GC gave an update re Hallum Land, WM to circulate to all members.

7.3 Planning applications HHPC0587:09:09:26 – There was none.

 

  1. Update RFO & Chair of Finance Committee HHPC0588:09:09:26

8.1 Rialtas HHPC0589:09:09:26 – WM provided the quotes and info for Rialtas   web again to the members as a refresher

  1. Finance HHPC0590:09:09:26

9.1 Bank Balances HHPC0591:09:09:26 -Approved below

9.2 BACS payments made since last meeting HHPC0592:09:09:26 – Approved below

9.3 Accounts Balances – HHPC0592:09:09:26- Approved below

9.4 Approval of payments -HHPC0593:09:09:26 – Approved below

GC proposed to approve the bank balances, the BACS payments made since the last meeting

JR Seconded the motion

All voted in favour – Resolved

GC proposed to pay the Martin, the Internal Auditor’s invoice and thanked him for all of his help and support. – HHPC0594:09:09:26

 

  1. The Annual Governance and Accountability Return (AGAR) 2025/2026 HPPC0595:09:09:26

 

Members have received the Internal Auditor’s Report, the Annual Governance Statement and the Accounting Statements for the year ended 31 March. I will first present the Internal Auditor’s findings, then ask members to consider and approve Section 1, the Annual Governance Statement, followed by Section 2, the Accounting Statements.

 

10.1 To consider and approve Section 1 – Annual Governance Statement of the           Annual Governance and Accountability Return (AGAR) for the year ended 31 March 2026 and to authorise the Chairman and Clerk to sign the Statement. HHPC0596:09:09:26

Members have received the Internal Auditor’s Report, the Annual Governance Statement and the Accounting Statements for the year ended 31 March. I will first present the Internal Auditor’s findings, then ask members to consider and approve Section 1, the Annual Governance Statement, followed by Section 2, the Accounting Statements.

We have put into place arrangements for effective financial management during the year and for the preparation of the accounting systems – NO

We maintained an adequate system of internal control including measures  designed to prevent & detect fraud and corruption and reviewed its effectiveness – YES

We have assured ourselves that there were no matters or actual or potential non-compliance with laws, regulations and proper practices that could have a significant financial effect on the ability of this authority to conduct it’s business or manage it’s finances – NO

 

We provided proper opportunity during the year for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit regulations – We carried out an assessment of the risks facing this authority and took appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover when required – NO

 

We maintained throughout the year an adequate and effective system of internal audit of the accounting records and control systems – YES

 

We took appropriate action on all matters raised in reports from internal and external audit – YES

 

We considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year end, have a financial impact on this authority and, where appropriate, have included them in the accounting statements – YES

 

We put in place arrangements for the effect IT and data management in accordance with proper practices during the year under review – YES

GC Proposed

JR Seconded

All voted in favour – Resolved GC & WM signed

 

10.2 To consider and approve Section 2 – Accounting Statements of the Annual Governance and Accountability Return (AGAR) for the year ended 31 March 2026 and to authorise the Chairman to sign the Statements HHPC0597:09:09:26

GC Proposed

JR Seconded

All voted in favour – Resolved – GC signed the statements

10.3 To note the Internal Auditor’s Report HHPC0598:09:09:26 – MF-W addressed the council in person and recommended that the council have an early budget meeting by Dec as it was very last minute last year.

The new budget really needs to be looked at due to the recent changes.

WM thanked Martin for going above and beyond to help her and gave him a box of chocolates to express her gratitude.

GC thanked Martin on behalf of the PC for everything that he has done and then read his report to all of the Cllrs.

 

  1. Horse field HHPC0599:09:09:26

11.1 Fence HHPC0600:09:09:26 – GC to buy 25 fence panels

11.2 Proposal to allow access to the Horse Field- with public liability insurance for  access and a new padlock GC proposed that the Cllrs             allow the access. HHPC0601:09:09:26

JR seconded

All voted in favour – Resolved

11.3 Padlock – covered in 11.2

 

  1. Proposal to move forward with Scott’s Pitchcare for the football pitch maintenance under the FA Grant HHPC0602:09:09:26

JR proposed to move forward with Scott’s Pitchcare as per MW email recommendation

MS seconded

All voted in favour – Resolved

 

  1. Proposal to move forward High Halstow Times deadline by one week, to allow a longer print run time for the printers to save costs, Delivery schedule to say as it is. HHPC0603:09:09:26

GC proposed to move the delivery dates back a week to allow a longer lead and print time for the HHT

NK-D seconded

All voted in favour – Resolved

 

  1. Councillor vacancies HHPC0604:09:09:26– GC spoke to a young man who might be interested in joining and encouraged the members to keep on putting feelers out.

 

  1. Update from Cricket Club regarding Violia Grant application HHPC0605:09:09:09:09:26 GC read out the update provided by the Cricket Club

 

  1. Proposal to exclude public for closed session of meeting. To resolve that, in accordance with the Public Bodies (Admission to Meetings) Act 1960, the public and press be excluded from the meeting for the following item(s) due to the confidential nature of the business to be transacted, as publicity would be prejudicial to the public interest. HHPC0606:09:09:26

GC proposed

JR seconded

All voted in favour – Resolved

 

17 Forecast and ideas for securing funds for the future.HHPC0607:09:09:26 Not discussed

18 Staff unfit for work Status HHPC0609:09:09:26 HHPC0608:09:09:26 to be discussed in a Personnel Meeting

19 Staffing Update inc personnel Committee update HHPC0609:09:09:26 MS is stepping away from the Personnel Committee altogether and will no longer be chair but has offered to share information which is useful when needed.

Meeting Closed 22.30 HHPC0610:09:09:26

 

 

Accessibility by WAH