1.

APOLOGIES    An apology had been received from Cllr Bowles who had another commitment.

Action

2.

DECLARATION OF INTEREST.

Cllr Jones declared an interest in Agenda Item 9 iii (Finance) and duly signed the Interests Book

3.

MINUTES

The Minutes of the March Parish Council Meeting were approved and signed as correct by

 Cllr. Cuthbert

4

MATTERS ARISING

ERHA Visit at AGM.  The Clerk advised that Alison Thompson from English Rural Housing Association has agreed to attend the Annual General Meeting in May to speak on the Association’s work.  The Clerk will confirm to suggest a time limit of 10-15 minutes

Clerk

5

NEIGHBOURHOOD WATCH REPORT     

March report from the NHW Co-ordinator

The report had been previously circulated and Councillors commented on its content.

The meeting adjourned at 7.38pm for Public Question Time and   reconvened at 7.47 pm.

6

PLANNING MATTERS                                                                                                                                

 i. Wellwood Farm – Appeal information – Swale Borough Council advised that a decision has not yet been made on this case and has provided a website and case number to access.  The Clerk will circulate this information. .

ii. Grace’s Place – Update – Nothing further to report.

iii. Oakenpole Wood - Update

Swale Borough Council Tree Officer, Mr Hegley advises that he is in the process of doing Land Registry searches on all plots to determine ownership should it be decided to impose Tree Preservation Orders (TPO’s).  All plots sold have covenants attached to them and owners are required to join a woodland scheme.  Further information and a decision by Swale Borough Council will be forthcoming when the Land Registry searches are complete.

 iv. SW/10/0100 – Birchwood, Seed Road. To consider application and comment  

Decision from Swale Borough Council still awaited.

vii. Any other planning matter received by 12 April 2010 –

Swale Borough Council Gypsy and Traveller Corporate Policy Site Assessment Consultation 2010

Councillors had been notified of general meetings to attend in the Borough to discuss the processes the Council had gone through to date and the next steps. Councillors had also been given the information to access the consultation document if they wished to.

Clerk

7.

 HIGHWAYS

i. Report on Highways visit – The Ringlestone Rd – Reply from Nick Chard 

The Clerk’s report on the visit of Kent Highway Services (KHS) to discuss potholes with Cllrs Cuthbert & Jarrett had been circulated.  Cllrs Cuthbert and Jarrett commented particularly on the current method used for repairing potholes and the proposed method discussed for resurfacing the Ringlestone Road which is to take place this year. ‘Find & Fix’ teams of pothole repairers should be in the Parish in the next few weeks. The Clerk advised that she had prepared and sent a sketch map of the drains and soakaway in the  Ringlestone Road to enable the drainage team to locate them all. 

Stephen Huckle (KHS) will contact the Clerk to arrange a visit to ‘walk’ the village to discuss the number of signs erected.  Cllrs. Jarrett, Cowan, Stiles, Jones and Cuthbert indicated that they would be prepared to accompany him subject to availability

ii. Parking opposite the Old Lenham Road – to discuss advice given

Cllr Cuthbert has been advised by the Police that although the Highway Code states ‘DO NOT park opposite or within 10 metres (32feet) of a junction’ it is not the law and the Police will only take action if an obstruction is caused. Additionally although you ‘SHOULD NOT park partially or wholly on the pavement outside London unless signs permit it’ this is also not the law.  Councillors discussed whether there were any Borough Bye- Laws relevant to this problem and resolved that the Clerk should approach the Borough Solicitor for advice.  Cllr Cuthbert agreed to send photos to the Police to illustrate the problem.

iii. Highways Update and notification of further work required

The Clerk will report potholes along the service trenching from Yew Tree Cottages to Court Lodge Farm.     

Clerk

GC

Clerk

8.

PLAYING FIELD

i. Tree Survey – 29 April 2010 Agree who will accompany tree inspector.

Cllrs. Jarrett & Stiles agreed to attend.  Cllr Cuthbert may attend if available. Clerk to contact Tree Inspector

ii. Damage to picnic bench – report from Cllr Jarrett

Cllr Jarrett reported that he had had offers of help to repair the bench from 2 members of the public and an offer of wood to repair the bench.

iii. Football Pitch Marking Quotation - update   

The Clerk had approached Landscape Services for assistance in reducing the quotation supplied.  Councillors discussed the matter and Cllr Cuthbert proposed that the original quotation for setting out the pitch and 13 remarks be accepted.  Cllr Jarrett seconded and all councillors were in favour.  Cllr Cuthbert signed the quotation slip.

iv. Goal post – West end of playing field – update

Cllr Cuthbert will contact the contractor.

v. Wet pour surfacing to replace tiled areas and funding for this work - update.

The Clerk advised that KCC has verbally confirmed that the LEF Grant Application had been approved but could not confirm the exact amount.  It is hoped that the full amount will be granted but councillors resolved not to proceed with the project until written confirmation has been received.  The quotation from SSP holds good for 3 months (up to 4 May 2010).  It was agreed that the Clerk will contact SSP with a view to extend the quotation period and Cllr Bowles regarding the confirmation of Grant.

vi. Cllr Jarrett’s monthly report –

Cllr Jarrett referred to an article in the March edition of KALC’s ‘Parish News’ newsletter entitled ‘Ensure your Playground’s Safety’ which detailed important guidance on playground safety.  Councillors were pleased to see that all items on the checklist were satisfactorily covered by the Parish Council.

It had been brought to councillors’ attention that a small amount of corrosion was present on the lowest step of the slide near the safety surfacing.  Cllr.Cuthbert agreed to deal with this.   

Clerk

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Clerk

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9.

FINANCE           

i. Appointment of External auditor

Audit Commission has informed the Parish Council that the appointed external auditor for the period 2009/10 – 2011/12 is Mr Wayne Rickard.

 Annual Return 09/10

The Clerk advised that the Annual Return for 2009/10 would be a Standard Return.  There is one item from 2008/9 regarding Fidelity Guarantee that the Audit Commission will require comment upon.

The end of year accounts and audit file are almost complete and will go to the Internal Auditor before the end of the week together with the completed Annual Return for his completion.  The ‘Notice of Appointment of Date for the Exercise of Electors’ Rights’ will go on the Village Hall Noticeboard on Friday 16 April 2010

ii. Cllrs expenses - None

iii. Letter from Citizens Advice Bureau requesting donation – deferred from March 2010 meeting

Cllr Jones declared an interest in this item.  Councillors discussed the application and Cllr Attwood proposed making a donation of £50 to support their work.  Cllr. Pearmain seconded and all Councillors were in favour.   Chq. 000869 £50.00

iv. Invoices for Payment

 KALC Annual Subscription - The service provided by Kent Association of Local Councils was discussed and Cllr. Cuthbert proposed that the Parish Council should continue to subscribe.  Cllr Jones seconded and all Councillors were in favour.  Chq. 000867 £196.34.  The subscription no longer includes a subscription to LCR Magazine.  Councillors confirmed that they would like to continue to subscribe to this publication at approximately £13.50 per annum.  The Clerk will contact Headley Brothers who are distributors.

A Hunter – Painting the playing field equipment            Cllrs Cuthbert and Jarrett had inspected the equipment and were satisfied with the work done.  Payment approved by all councillors.   Chq. 000868 £400.00  

v. Any other invoice for approval received by 12 April 2010 - None

Clerk

10.

ADMINISTRATION AND SYSTEMS

i. Schedule of Assets – To approve amended schedule

All Councillors approved the revised sheet previously circulated by the Clerk.

ii. Standing Orders   - To discuss ordering new NALC Publication

The Clerk and Chairman had sought advice from KALC on the number of copies of Part 1 required for the Parish Council’s use.  After much discussion Cllr Cuthbert proposed that one copy of Part 1 be purchased with a view to purchasing a further copy if deemed necessary after the first had been scrutinised.  Clerk to contact KALC.

iii. Clerk’s Annual Review – in closed session.

Cllr Cuthbert proposed that this be deferred to the end of the meeting after the public had left.  All Councillors were in favour. See confidential Minute.

Clerk

11.

CORRESPONDENCE

Invitation to meet the Bishop of Dover – Passed to Cllr Cuthbert

Parish News –  March Edition – Distributed.  Training information was brought to the attention of Cllr Stiles who will check his availability for 19 June 2010 when a course for new councillors is scheduled.

Kent Voice – CPRE Magazine Spring Edition – Taken by Cllr. Cuthbert

Clerks & Councils Direct – March Edition – Taken by Cllr Pearmain

The Orchid – Kent Downs AONB newspaper Taken by Cllr Attwood.

Fieldwork – CPRE Magazine April Edition Taken by Cllr Cuthbert

Correspondence items already circulated

Kent Rail Summit – Report from Cllr. Stiles

Cllr. Stiles’ report had previously been circulated.  Cllr.Cuthbert thanked Cllr Stiles for attending and for his feedback

KALC Swale Area Committee Minutes – Cllrs Cowan & Stiles already received copies

The Clerk will file the remaining copy.

Mid Kent Downs e-Bulletin March Newsletter - Noted

Swale Borough Council Civic Ball Invitation 1 May 2010 – Noted, no Councillor wished to attend.

Mobile Library Single Staffing Implementation - Noted

Sure Start Childrens’ Centre – April Newsletter - Noted

TS

12.

AOB – Information Items

Parish allowances - Swale Borough Council has advised that the Parish Allowances and Mileage Subsistence allowances have been retained for the coming year (2010/11) at the same rate as last year. Members currently adopt the mileage scheme when required and should discuss continuation at the Annual Parish Council meeting.

Allotment Association AGM – Cllr Jarrett advised that the AGM takes place on Monday 19 April 2010 7.30pm at Orchard Lodge, Doddington.  All Councillors are invited to attend.  The Clerk was provided with an up-to date schedule of Allotment holders.

Doddington Primary School site.

Cllr Cuthbert gave information on the former school site which has been purchased by Langley Park Boys School in Beckenham for use as an ‘Outward Bound’/ training centre.

Tree outside Yew Tree Cottages

Cllr Stiles expressed concern that the lowest branches of a Yew Tree on the corner by Yew Tree Cottages were so low that pedestrians have to divert towards the pavement edge to pass by. As this is a dangerous area the Clerk will contact Swale Borough Council for advice.  It is believed that the tree is protected by a Preservation Order and ownership is not known.

Clerk