1.

APOLOGIES   Apologies had been received from Cllr Bowles who was attending another meeting

Action

2.

DECLARATION OF INTEREST Councillors were invited to declare any personal or prejudicial interest in any Agenda item.  There were none but the Clerk declared a personal and prejudicial interest in  Agenda Item 12 Affordable Housing

3.

VACANCY ON PARISH COUNCIL

The Clerk advised that she had contacted Swale Borough Council (SBC) that morning who had informed her that after 14 working days there had been no petitions received for an election. The Parish Council can proceed with co-opting a replacement Parish Councillor.  The deadline for written applications is to remain at 6 February 2012 with the matter being discussed at the February Parish Council Meeting. Posters have been displayed and an advert is in the newsletter.

Cllr Cuthbert has received one verbal indication of interest.

4.

To approve: MINUTES of the  Parish Council meeting held on 12 December 2011

Cllr Attwood proposed an amendment be made to Item.10 iii. Log cabin in Limekiln Wood – to advise action taken by Swale Borough Council 

The line ‘An Article 4 Direction on Oakenpole Wood removing all development rights is expected to be applied. ‘ to be replaced by

An Article 4 Direction on Oakenpole Wood removing all development rights is to be considered by Swale BC Officers’

All councillors were in favour and the amendment made and initialled by the Chairman.  The Minutes were then approved by all councillors and signed as correct by Cllr. Cuthbert.

5.

MATTERS ARISING.

Steps on Public Footpath ZR285  - update on work

Cllr Jarrett reported that he had been in contact with Mr Michael Ellis   (KCC Public Right Of Way (PROW)) Officer who had agreed to additional work at the site.  A barrier (type unknown) is to be erected at the road edge and the ground levelled between the bottom step and the road edge.  If an additional step needed to be put in place, this would be done. This work to be done in the near future.

Mr Ellis was reluctant to alter the surface on the steps at this stage, preferring to see it through the winter and review in the spring.

 Village Clear up Day – update from Clerk

The Clerk had been in contact with Anne Ryman, Cleansing Officer at SBC and is waiting for a proposed date for a Clear Up Day.  Cllr Jarrett proposed that the Clerk suggest to Anne Ryman the last Saturday in June (30 June) as this will coincide with the regular Clear up Day that the Doddington in Bloom group organise for tidying the traffic calmed areas. Clerk to contact Anne Ryman.

The Clerk has arranged for Doddington in Bloom group to liaise directly with SBC regarding the sweeping of the streets prior to the ‘In Bloom’ judging in July.

Invitation to Lord Lieutenant of Kent’s Civil Service 6 March 2012  - To determine attendance

Cllr Duckworth agreed to attend with his wife.  Clerk to make necessary arrangements.

KCC Household Waste Recycling Centre Service  For discussion and consideration for comment.

The Questionnaire had been circulated. Councillors discussed the following points:

Prohibiting access of vans, truck, flat-bed vehicles and trailers

Reducing opening time for over-high domestic vehicles to Saturday only.

Prohibiting the deposit of tyres

Councillors considered these proposals would encourage fly tipping.

Introduction of a permit scheme for residents crossing Borough/County boundaries to attend the centres.

Councillors considered it not possible to police this scheme.

Cllr Cuthbert proposed that each councillor send in their personal comment and the Clerk write a letter of comment to SBC from the Parish Council ( copy to Cllrs Bowles & Prescott) expressing concern about the proposals.

Parking on the pavements – update and  further discussion

An item had been put in the Newsletter requesting that residents and visitors should not park on the pavements. Councillors felt this had made no difference.  Cllr Cuthbert advised that it was not a police matter.  The Clerk will write to SBC to determine what can be done.

Clerk

Clerk

All/Clerk

Clerk

6.

REPORTS FROM COMMITTEES, MEETINGS & COURSES

Report from Cllr Cuthbert on the Chairman’s Conference          

Cllr Cuthbert had emailed his report to councillors prior to the meeting and expanded on some of the issues discussed. He recommended Councillors re-read the Annexure at the end of the Parish Council’s Code of Conduct.

7.

PUBLIC QUESTION TIME   

A member of the public drew further attention to Footpath ZR285 endorsing previous comments of the councillors regarding the steps. The stiles across the field were also discussed. He advised he has a meeting with the PROW officer to look at these tomorrow.

He was also disappointed that the build up of shale at the bottom of Ladewood Hill had still not been cleared and the area white lined. This was acknowledged by Cllr Jarrett and the Clerk who have both been in contact repeatedly with the Highway Steward on the matter, the last occasion being late last week.  The Clerk will contact him again.

Clerk

8.

NEIGHBOURHOOD WATCH REPORT December report from the Co-ordinator

The report was read out by the Chairman. The item concerning graffiti was discussed by the Councillors.

9.

NEIGHBOURHOOD PLAN FOR THE PARISH –

Cllr Stiles had produced a piece for the January Newsletter and advised that there was little more to report except that as SBC were producing a revised version of the Core Strategy, further consideration should be given to  requesting a member of SBC  come and talk to the Council on the subject. 

Councillors discussed parts of the Swale Rural Sustainability Study (Agenda item under Planning) prepared for the Local Development Framework (LDF) meeting on 15 December 2011 that referred to Doddington.  

The Clerk advised that there was a Kent Association of Local Councils (KALC) Localism Conference expected at the end of January and Cllr Cuthbert confirmed that further information should be available soon.  Clerk to check.  Cllr Stiles indicated his interest in attending.

Clerk

10.

PLANNING MATTERS

 i. Wellwood Farm – Update  

Cllr Prescott advised that Swale Borough Council (SBC) are still trying to determine ownership of the site

ii. Log cabin in Limekiln Wood – to advise action taken by Swale Borough Council

SBC had advised that the owner of the land lived in Whitstable and they were trying to contact them.

iii. SW/11/1464 & SW/11/1562 (Listed Building Consent)  Homestall Farmhouse – Garage and domestic storage outbuilding rebuild -     To consider Application and comment

Councillors viewed the application.  Cllr Attwood proposed that no objection be made and all Councillors were in favour.  Clerk to inform SBC.

iv. SW/11/1526 Keepers Bungalow, Little Sharsted Farm – Proposed extension – To consider Application  and comment

Councillors viewed the application.  Cllr Attwood proposed that no objection be made and all Councillors were in favour.  Clerk to inform SBC.

v. Swale Rural Sustainability Study – Discussed under Agenda Item 9

vi. Any other planning matter received by 9 January 2012

There were none.

Clerk

Clerk

11.

ADMINISTRATION AND SYSTEMS

To determine Councillor(s) to replace Cllr Cowan on:

Planning Matters

Cllr Stiles agreed to take over Planning matters supported by Cllr Cuthbert

KALC Swale Area Committee representative

Cllr Stiles agreed to carry on as Doddington Representative

Child Protection Designated Officer

Cllr Bamford is currently the Deputy and agreed to take over as the Designated Officer.  Cllr Jarrett agreed to take on the role of Deputy.

Councillor to support Clerk in Financial Matters

Cllr Attwood agreed to take over this role.

12.

AFFORDABLE HOUSING SCHEME

Updating report from the Affordable Housing Group

The Clerk had declared an interest in this Item.  Cllr Duckworth advised that he had sent a copy of the letter received from Langley Park School for Boys on the future of the school to Tessa O’Sullivan at Action with Communities in Rural Kent (ACRK), who had it turn forwarded it to Heather Locking at Chambers Planning. She has contacted Langley Park requesting a formal letter from them setting out their position regarding the availability of part of the site for affordable housing.

13.

FINANCE

i. Councillors expenses – None

ii. Precept Bid 12/13 To confirm Paperwork completed and submitted to Swale Borough Council

The Clerk advised that the Precept paperwork had been received, completed and sent to SBC on 30 December 2011.

iii. Clerk’s pay, tax & expenses Oct– December 2011 Approved by all Councillors. (Chq: 0009323 £611.88, 000934 £88.21) There was no tax to pay and the Clerk will report this online to HMRC. Expenses included the sum of £45.39 for purchase of chemicals to treat the Moss and Algae on some of the wet pour areas in the Playing field (See Minute 14 i), approved at the December Parish Council meeting.

iv. 9 month Financial Statement            

The Clerk had emailed the spreadsheets to Councillors to peruse prior to the meeting. The bank balance stands at £7,324.74 with no items outstanding.  The Clerk brought Councillors attention to the fact that at Precept preparation they had agreed to consider allocating the earmarked reserves of £1,000.  Cllr. Attwood proposed that Councillors consider the matter with a view to discussing further at the February meeting.

 Invoices for Payment

i. Payment for Chairman’s Conference 7 January 2012

Approved by all Councillors (Chq: 000936 £72.00)

ii. Any other invoice for approval received by 9 January 2012   

An Invoice had been received from Doddington Village Hall for hire of the hall for Parish Council Meetings July and Sept – December 2011.  Approved by all Councillors (Chq: 000935 £84.00)

All

14.

PLAYING FIELD

i. To receive advice on treatment of the wet pour areas from SSP

2 X 5 litre containers of RBT/47 had been purchased from RBT through Amazon at a cost of £45.39 including carriage. Delivery is expected in the next few days.  Cllr Jarrett and Duckworth will do the treatment.

ii. Parish Play Survey – to consider whether response appropriate.

Councillors viewed this short survey which Cllr Jarrett agreed to complete and send.

iii. Cllr Jarrett’s monthly report –          

Cllr Jarrett advised that all was in order except for the green areas on the wet pour covering which will be treated.  Cllr Jarrett and Duckworth agreed to walk the playing field to determine whether there is any appropriate work or project that could be funded from the earmarked reserves.

MJ/PD

MJ

MJ/PD

15.

HIGHWAYS

i. Highways Update and notification of further work required.

– To discuss items on the Parish Portal and to report any new items

The Clerk had circulated the latest Parish Portal report and had asked for comments. She commented that she was unhappy with the terminology used e.g. ‘Enquiry resolved ‘; it did not give enough details and that the Highway Steward could only give limited additional information.  Councillors were in agreement.  Cllr Attwood suggested a letter be sent to the KCC Cabinet member for Highways, Brian Sweetland, to highlight the problem

The Clerk confirmed that the drain in the Old Lenham Road in the lay-by just before Sprat’s Hill had been cleared but not the furthest gully just past the turning. Cllr Duckworth was concerned that gullies further up The Old Lenham Rd in Wychling Parish were not being cleared.  

The white lining to Lenham shown as ‘Works being programmed’ – has not yet been done.

Cllr Duckworth asked how the flashing light at Northdown had been resolved.  The Clerk advised that after exhaustive investigations maintenance of the light is a Housing Association matter. The Clerk has written to the Northdown resident who highlighted the problem.

Cllr Jarrett advised that the service trench by The Chequers had been filled. The white lining in the village is still outstanding as is the sweeping of the Ladewood Hill / Ringlestone Rd junction.

The Clerk was asked to report the following issues:

Pothole/surface damage at the Ringlestone Road on the left as you turn in from The Street.

Pothole in trench across road by The Retreat streetlight

Potholes in trench starting outside Yew Tree Cottages extending up to Lodge House.

iii. Plough Monday – Update on Arrangements for 2012 Procession

Cllr Cuthbert submitted the application to the Events Officer at SBC just before Christmas.  The insurers asked for a copy of the Risk Assessment which has been sent.

iv. Drainage in the Old Lenham Road – to receive any reply from Kent Highway Services

The Clerk advised that she had not received any reply to her email or reminder and will follow the matter up with Kent Highway Services.

Clerk

Clerk

Clerk

16.

CORRESPONDENCE

CPRE Fieldwork Winter Magazine – for distribution to Cllr Attwood

CPRE in partnership with NALC Planning Explained Booklet – for distribution – to Cllr Stiles & to pass on

KALC Swale Area Committee Minutes of the Meeting held on Monday 5 December 2011- file

‘The Bulletin’ Residents’ Newsletter from English Rural Housing Association for distribution

- to Cllr Duckworth

Already Circulated

Kent County Playing fields Winter Newsletter - Noted

Minutes of Swale Joint Transportation Board meeting 12 December 2011 - Noted

‘You Said – We Did’ Report from Faversham Local Engagement Forum 28 November 2011 – Noted. Clerk advised that updates will be issued when available.

Kent Cultural Strategy Action Plan – Noted

Late Correspondence

Sure Start Children’s Centres Newsletter displayed on interior Noticeboard in Village Hall

Clerks & Councils Direct magazine for distribution to Cllr Cuthbert

RSNonline 3 January 2012 Newsletter Noted

Information regarding Swale Loan Fund Noted

Kent forum Briefing Edition 4 Noted

17.

AOB –

Information Items

Notification of Swale Rural Forum Meeting 10 January 2012 at Lower Halstow 7.00 pm – Agenda with Clerk