1.

APOLOGIES   Were received from Cllr. Sherwood who was on holiday and Cllr Jarrett who had a work commitment.  Apologies accepted.  An apology had also been received from Cllr.Bowles who had a prior engagement.

Action

2.

DECLARATION OF INTEREST.

Cllr. Attwood declared an interest in Agenda Items 6ii and 11 (Bird Scarers) and Cllr Cuthbert declared an interest in Agenda Item 11 (Letter regarding school site) Both councillors signed the Interests book

3.

MINUTES

Cllr. Cowan requested an alteration to Minute 11i  Kent & Medway Fire & Rescue Authority’s Integrated Risk Management Plan– Questionnaire for comments

The word ‘told’ was replaced with the word ’took’. The Minutes of the Parish Council Meeting  held on 15 December 2008 were then approved by all Councillors and signed as correct by Cllr. Cuthbert

4.

MATTERS ARISING

 There were none.

5.

NEIGHBOURHOOD WATCH REPORT     

December report from the NHW Co-ordinator

Cllr. Cuthbert read the coordinator’s report. Councillors noted that reports had been received of youths smashing bottles in the Playing Field.

The meeting adjourned at 7.45 for Public Question Time and reconvened at 7.50

6.

PLANNING MATTERS

i. Sharsted Lodge SW/08/0826 Awaiting decision from Swale Borough Council - Noted

ii. I, Solomans Cottage, Lady Margaret Manor Rd. SW/08/1160 Extension – To view      

 amended plans and comment – Cllr. Attwood declared an interest in this item and took no part in the discussion.  Councillors viewed the amended plans and noted that the proposed extension was still quite large.  Cllr Price proposed that the Clerk informs Swale Borough Council that the Parish Council still does not consider the extension to be modest and therefore does not wish to alter its original comment on the proposal.  Cllr Cowan seconded the proposal and all Councillors were in favour.

iii. The Coach House, Church Hill SW/08/1224 & 1225 Awaiting decision from Swale Borough Council - Noted

iv. Wellwood Farm – Enforcement notice update information – The Enforcement Officer had advised that the wording of the notice was still being formulated but expected to be in a position to serve the notice early in the New Year.  Clerk to request progress report before the next Parish Council Meeting.

x. Any other planning matter received by 12 January 2009- None

Clerk

Clerk

7.

HIGHWAYS

i. Parish Request Update and notification of further work required         - Cllr Cuthbert will advise the Clerk of the location of a pothole requiring repair.

ii. Meeting with Liaison Officer – update on work done following

meeting to include Traffic Calming report         

The Clerk had spoken to the Kent Highways Liaison Officer that day.  The Officer will respond with information regarding the Ringlestone Rd work and gullies/drains in the Old Lenham Road.  The Officer advised that loose cobbles in the traffic calming sets should be reported for repair in the same manner as potholes and that she will endeavour to set up a system by which the verges around traffic calming bollards and signage that cannot be accessed with the verge trimmer are manually strimmed.

The Clerk will follow up these issues.

iii. Freighter Day 2009

The Clerk will contact Swale Borough Council for a list of proposed dates when the freighter will be available.

GC

Clerk

Clerk

8.

PLAYING FIELD

i.  ROSPA 2008 inspection – Update on Warning signs and roundabout

Roundabout

A letter had been received from Richard Cooper at Wicksteed confirming that the gap between the roundabout and the safety surfacing is correct and within the safety guidelines.  Councillors were concerned about the quality of the RoSPA inspection which took place last July.  The Clerk will draft a letter to Playsafety requesting an accompanied inspection in 2009 free of the additional charge in view of the discrepancies.

Warning Signs

The clerk confirmed that she had forwarded the file on the Warning Road Signs to Cllr. Bowles for his assistance and that she had written to Mr Verney accepting his quotation for signs to be put on the Playing field Fence. The small ‘No Dogs’ sign is bent through vandalism; the Clerk will ask Mr Verney if there is another way of mounting the sign to deal with this.

ii. Goal posts and goal area

Cllrs Cuthbert and Jarrett had inspected the area as part of their report.  The goal area at the garage end has a dip in it which is proposed to be repaired when the goal post removed.  Clerk will ask Cllr Jones if she could urgently research the cost of one goal post for the goal garage end of the field.

iii. Approval of Landscape Services Quotation for work in the Playing Field 2009/10

Landscape Services confirmed that the contract held was for 13 mowings of the playing field taking place as and when required.  As this was as Cllr Cuthbert anticipated, the form approving the quotation had been signed by him as agreed at the December 2008 meeting and the form returned to Landscape Services.

iv Cllr. Jarrett’s monthly report

Cllr. Cuthbert completed the report with Cllr. Jarrett.  Work is required on

All picnic benches and kissing seat

Rubbish bins – 1 needs re-setting, the other would benefit from painting.

Swings – paintwork

Climbing Frame – cleaning & paintwork

Slide – work on corrosion

Goal posts – apart from intended work on the goalposts both ends of the field, the West End static netting needs straightening

Basket ball back board needs a bolt replacing

Spring horse – Cllr Cuthbert will speak to Wicksteed about the handles

Glass around skateboard area needs clearing – Cllr Jarrett offered to undertake this task

Cllr Cuthbert proposed that a working party be set up to take care of the maintenance issues.  The Clerk will put a request in the February Newsletter for help from the general public.

Clerk

Clerk

Clerk

SJ

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MJ

Clerk

9.

FINANCE

i. Chairman/Councillors Expenses – None

ii. Clerks Salary, Tax & Expenses Oct – Dec 08

Approved by all councillors. (Chq.000805 £476.16 (including backpay) 000806 £119.04, 000807 £57.40).

iii. CPRE Membership renewal – Approval of annual subscription Cllr Cuthbert proposed renewal of membership, Cllr Attwood seconded and all councillors were in favour. (Chq. 000808 £29.00)

iv. 9 month Financial Statement

The Clerk had provided a full set of financial papers for the period April – December 2008 and the Actual/Forecast spreadsheet for the same period.  Councillors queried the amount left in ‘Earmarked reserves – not yet allocated’ and were guided to the precise place that it is shown in the spreadsheet.  The Clerk advised that as the Audit Commission required VAT figures to be included in the Annual Return, a minor adjustment had been made to the way the accounts were presented to show figures net and gross of VAT.

v. Parish Grant – Allocation of funds – Reply from Subsidiarity officer

Cllr Cuthbert read the Clerk’s letter to the Subsidiarity Officer regarding the proposed contribution to the Church to repair a stained glass window and his reply.  Councillors agreed that the Clerk will contact the Parochial Church Council to seek their confirmation that the church building is used for community purposes as well as for worship.  Councillors agreed to temporarily earmark the remainder of the Subsidiarity Fund ( approx. £800) for this purpose while awaiting the PCC’s response.   As the timescale for use of the Subsidiarity Fund ends in March 2010 Councillors agreed on a deadline of January 2010 to resolve this project.

Clerk

10.

 ADMINISTRATION AND SYSTEMS

Planning Information Day 14 March 2009

Cllr Attwood is unable to attend this year’s course.  When the Clerk receives the paperwork from KALC she will canvass all other councillors should any of them wish to attend.

 i. Freedom of Information Act –

Cllr Cuthbert showed other Councillors the document now displayed on the village notice board which directs interested residents either to the Clerk or the village webpage.  Relevant documents will be put on the website by Cllr. Cuthbert.  The Clerk will speak to Swale Borough Council for assistance in ascertaining which policies, if any, would be necessary for the Parish Council to adopt.

Clerk

Clerk

11.

CORRESPONDENCE

Parish News December Edition - Distributed

Minutes from KALC Swale Area Committee Meeting 1 December 2008 - Distributed       

LCR Magazine – for distribution – To Cllr Cowan

Letter from resident regarding school site Cllr Cuthbert declared an interest in this item and took no part in the discussion.  The Parish Council had received 2 letters from a resident regarding the future of the school site, providing information they had received on its sale.  Councillors have not received any information on the site from KCC or Swale Borough Council.  The Clerk will reply to resident.

Invitation from Cllr. Bowles to discuss current issues.  3 Councillors are available to attend on the specified dates in January.  The Clerk will contact Bill Ronan at KCC to confirm the Parish Council’s interest. Date and venue to be confirmed.

Bird Scarers – letter from resident Cllr. Attwood declared an interest in this item.  A letter had been received from a resident.  The Chairman has spoken to the landowner who has changed the direction of the Scarers.  The Clerk will write to the resident to recommend contacting Environmental Health at Swale Borough Council if they feel the problem has not been rectified.

Communities in control: Code of recommended practice on local authority publicity

- consultation. Cllr. Cowan took the document and will report back to the Parish Council at the next meeting.  The response deadline is 12 March 2009.

Clerk

Clerk

Clerk

PC

12.

AOB – Information Items

The Clerk advised that the Annual Return had now been externally audited.  The Notice has been placed on the village notice board advising that all financial documents are available for viewing by the public by contacting the Clerk.  Although there were no major issues, previous issues regarding assets and insurance were still drawn to the Parish Council’s attention and it was agreed that this should be discussed as an Agenda item at the next meeting.

The date for the next Faversham Local Engagement Forum (formerly Faversham & Swale East Area Forum) is Tuesday 10 February 2009, 7 pm at The Abbey School, Faversham.  The Clerk will email the Agenda to Councillors nearer the meeting date.

Cllr. Cowan asked why the Parish Council Meeting notes had been put in the newsletter in a different format for December.   The Clerk will contact the compiler.

Clerk

Clerk