1.

APOLOGIES –  Had been received from Cllr. Bowles who was attending other meeting.

Action

2.

DECLARATION OF INTEREST Councillors were invited to declare any personal or prejudicial interest in any Agenda item.  Cllr. Attwood declared an interest in Agenda Item 7 v. as a neighbouring landowner. Cllr. Attwood completed and signed the Members’ Interests Book

3.

VACANCY ON PARISH COUNCIL

Unfortunately as the advertisement for a co-opted councillor had not been included in the latest newsletter Councillors agreed to extend the date for application to September. In addition Cllr. Cuthbert had received an email from Cllr. Pearmain tendering his resignation due to other commitments. The Clerk has posted a vacancy notice on the Parish Noticeboard and if no petition for a poll for this second vacancy is called by 14 July 2010 the Clerk will take steps to advertise for 2 co-opted Parish Councillors.  Deadline for applications midday 6 September 2010.

Clerk

4.

To approve: MINUTES of the Parish Council meeting held on 14 June 2010

Cllr. Cuthbert requested a change in wording to Minute 10 i. Arboricultural Condition survey – To discuss Report and work to be done.  The word ‘poisoning’ to be replaced by the word ‘treating’ in line 4. This being actioned Councillors then approved the Minutes of this meeting which were duly signed by Cllr. Cuthbert.

5.

MATTERS ARISING

Affordable housing – To discuss information received from ACRK

Tess O’Sullivan at ACRK had sent information regarding the housing needs survey.  From several example letters provided Cllr. Cuthbert proposed using the example entitled ‘Local Needs Housing’, Cllr. Jarrett seconded and all Councillors were in favour. It was suggested that the survey be sent out with the October village newsletter.  Clerk to check whether this is possible and if the newsletter goes to all households in the Parish.   The Clerk will put a small article in the newsletters for August and September giving information about the survey.

Community Led Planning

Cllr. Stiles asked whether a Parish Plan had ever been considered.  Councillors commented on various approaches to the issue that had been considered in the past especially updating of the Village Appraisal.  Cllr. Stiles had received a booklet entitled Community Led Planning Toolkit from ACRK at his recent Councillor Training course and asked that all Councillors read it over the summer break for discussion at the September meeting.  All Councillors were in favour.

Clerk

All

6.

NEIGHBOURHOOD WATCH REPORT      June report from the NHW Co-ordinator

The coordinator had provided 2 reports which had been circulated to Councillors.  It was noted that there is to be a Police surgery in Doddington Village Hall on Monday 23 August 10-11 am.

PUBLIC QUESTION TIME   

The meeting adjourned at 8.20 and immediately reconvened as no issues were raised.

7.

PLANNING MATTERS

 i. Wellwood Farm – Enforcement Information – Nothing to report from Swale Borough Council (SBC) but it had been noted that some work is in progress.

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

iii. Oakenpole Wood.  Update Nothing further to report

iv. Foam Factory – Listed status report  SBC had confirmed that no part of the site was listed so there would be no restrictions. Matter closed.

v. Any other planning matter received by 12 July 2010

A late application for a 2 storey side extension at 2, Soloman’s Cottages, Lady Margaret Manor Road had been received. (SW/10/0805ME) Cllr Attwood declared an interest as an adjoining landowner, gave some information and then took no further part in the discussion.  Councillors considered the application, Cllr. Cuthbert proposed that no objection should be made, Cllr. Cowan seconded and all Councillors were in favour.  Clerk to inform SBC,

Clerk

8.

HIGHWAYS

i. Report on Highways visit from Mr Stephen Huckle – To discuss report

Mr Huckle’s report had been received by email on 15 June 2010.  The following signs are to be removed.

2 School signs on Chequers Hill, ‘New Road Layout’ signs on Chequers Hill and on Wychling Hill.  The ‘Give Way’ markings at the junction of the ‘Ringlestone Rd and The Street are to be refreshed.  Cllr. Jarrett was informed by Kent Highway Services (KHS) workmen who were marking out for this job that the work would not be done immediately as they were expecting the Ringlestone Rd to be resurfaced first.

ii. Highways Update and notification of further work required.

– To discuss items on the Parish Portal, jet patching information and to report any new items

The Clerk had asked for Councillors’ opinions on the information given in the Parish Portal report as she was not satisfied with the ‘Enquiry Resolved’ responses in the ‘Enquiry status’ column.  Several Councillors were in agreement that the response required more detail and resolved that the Clerk should contact the Swale Liaison officer to pass on these comments.

The Parish Council has been advised that jetpatching will be taking play in the next few weeks in Brewster Rd, Chequers Hill. Church Hill and The Street.  Information on the Parish Portal suggests this might be around 2 August 2010.  Councillors were asked to report to the Clerk any new or outstanding Highways problems after this work has taken place.

iii. Drains in the Old Lenham Road – Report from Clerk

The Clerk confirmed that she had sent a revised map showing the approximate sites of the drains and lagoons in the Old Lenham Road to KHS and had also requested information regarding cutting of gullies in Sprat’s Hill and a regular maintenance programme for keeping the drains clear.  Clerk to follow up as necessary.

Clerk

All

Clerk

9.

PLAYING FIELD

i. Arboricultural Condition Survey – To discuss Report and work to be done

Cllr. Jarrett reported on the work he and Cllr. Stiles had undertaken at the weekend. All items requiring attention were attended to except items T26 & T27. These sycamore saplings are very close to the garage of a neighbouring property and larger than expected.  Initially councillors resolved that the Clerk should contact the owners of the property to determine if they had any objection to the work.  Cllr. Cuthbert to supply contact information.

Cllr. Jarrett advised that the iron spikes outside the playing field had either been removed or made safe.  Cllr. Cuthbert thanked Cllrs. Jarrett and Stiles for the work they had done.

ii. Repair to Picnic bench  Defer to next meeting

iii. Kissing Seat – Update from Cllr Jarrett – Cllr. Jarrett advised that he had obtained ‘Metposts’ to anchor the seat in position and will complete the task with the aid of a volunteer.

iv. Goalmouth Area - to receive quotations for consideration regarding the refurbishment of both goal areas

The Clerk had contacted 2 local contractors to give quotations for this work.  Both had expressed concern that they would find difficulty in ensuring that the area was adequately watered and fenced off.  Cllr. Cuthbert agreed to discuss the matter further with both of them. Matter deferred to September.

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

The Clerk advised that KCC had offered a Member Community Grant of £2,500 towards the costs of this work and read out the terms and conditions.  The appropriate forms for acceptance had been completed and sent to KCC and confirmed received by them on 28 June 2010.  The Grant should be received by BACS in the Parish Council’s account within a month from that date. Councillors discussed contingency arrangements should the grant from KCC not be forthcoming for any reason. Some funds are earmarked from 09/10, savings from other budget categories could be used and finally part of the Parish Council’s Contingency Fund could be used.  Councillors were satisfied that sufficient funding would be available if required.

The Clerk had contacted the contractors SSP regarding the terms and conditions of payment.  50% of the cost was required in advance, Cllr. Cuthbert proposed that a cheque be drawn for this figure, Cllr. Jarrett seconded and all Councillors were in favour.  After discussion SSP had agreed that the balance could be paid 30 days following completion of the work in which time if there were any snagging issues these could be dealt with.  Work is due to commence on 19 July 2010, weather permitting, and should take 2 days to complete.  In that case payment of the balance would be required before the Parish Council’s next meeting.  Cllr. Cuthbert sought approval to pay the balance ‘out of meeting’ subject to satisfactory completion of the work and all Councillors were in favour. The Clerk and a Councillor will meet with the contractor prior to commencement of the work.

vi. Cllr. Jarrett’s monthly report            

Cllr. Jarrett reported that the grass in the playing field had been cut.  Cllr. Stiles commented that he had cleared ‘bottle’ glass from the top of the playing field.  Cllr. Jarrett confirmed that he often has to do this and suggested that a bin for the top of the field be considered at a later date.

The RoSPA inspection is due to take place this month.  The Clerk will provide Cllr. Cuthbert with a contact number for the inspector.

Clerk

GC

MJ

GC

Clerk

Clerk

10.

FINANCE

i. Councillors expenses - None

ii. Annual Return – Audit Commission Comment This 09/10 Annual Return was approved by the Audit Commission on 7 June 2010. There were no matters requiring further attention. A copy of Section 1-3 is displayed on the Village Notice Board together with the Notice of Conclusion of Audit and Right to Inspect the Annual Return.

iii. First quarter Accounts  Apr – June 2010 The Clerk presented the first quarters Accounts and the Actual and Forecast Spend spreadsheet for the same period.  Cllr. Cowan asked a question on the increased cost in insurance which the Clerk will reply to.  Cllr. Cuthbert proposed adopting the accounts, Cllr. Stiles seconded and all Councillors were in favour.

iv. Clerk’s pay & tax  April – June 2010  Advise change in Tax Code The Clerk’s pay for the period was approved by all councilors.  (Chq.000880 £611.88) The Clerk advised that Inland Revenue had changed all her tax codes and consequently there would be no Income tax to pay this quarter.

   Expenses Claim March 9 – June 30 2010 Approved by all councilors (Chq.000881 £72.76)

v.  Bank Mandate – To discuss and complete new mandate & associated forms

Due to recent resignations and other issues a completely new Mandate form was completed by current Councillors and the Clerk. Addition to/Removal of Party forms were also completed. Identification information previously supplied by the Clerk and Cllr. Stiles, countersigned by the bank, will be included with the paperwork. Clerk to collate all the forms and take to Bank.

 Invoices for Payment

i.  Doddington Village Hall  - Hire of Hall for Meetings 6 sessions Approved by all Councillors (Chq 000883 £90.00)

ii. Audit Commission – 2010 Audit Fee Approved by all Councillors (Chq; 000882 £141.00)

iii. Payment of any invoices in connection with the ‘kissing seat’ There were none

iv. SSP – Deposit for wet pour covering work in the Playing Field.        Approved by all Councillors – see Minute 9 iv. (Chq. 000884 £1918.19)

v. Landscape Services – Half yearly invoice for cutting playing field & marking out pitch

Approved by all Councillors.  Cutting playing field (Chq.000885 £175.94) – marking out pitch (Chq.000886 - £114.56) The Clerk remarked that the invoice for marking out the football pitch was less than expected and she would investigate.

vi. Any other invoice for approval received by 12 July 2010 The Clerk had received a letter from Kent Association of Playing Fields for an annual subscription of £20.00. This subscription had been included in Budget calculations. Cllr. Cuthbert proposed making this payment on presentation of the paperwork ‘out of meeting’ and all Councillors were in agreement.

Clerk

Clerk

Clerk

Clerk

11.

ADMINISTRATION AND SYSTEMS

Standing Orders Annual Review –To discuss adoption of new model standing orders

Cllrs. Cuthbert and Cowan had met with the Clerk to produce a set of Standing Orders (S.O) appropriate for Doddington Parish Council using the Model Standing Orders amended to suit. The Clerk advised on several issues concerning Councillor’s interests where clarification had been sought from KALC.  One item was discussed, that of S.O. 5 Motions not requiring written notice a xvii where the payment figure to be input was agreed at £250 by all Councillors.  Cllr. Cowan recommended adopting the Standing orders as revised, Cllr. Attwood seconded and all Councillors were in favour.  Clerk to provide fully amended set for all Councillors.

Code of Conduct – Annual Review        

Councillors noted that the Code of Conduct is expected to be updated during 2010 and resolved therefore to make no amendments to the current document pending this update.

Clerk

12.

CORRESPONDENCE

Clerks & Councils Direct Magazine – for Distribution Distributed

Correspondence items already circulated

Mid Kent Downs Steering Group – Notification of meeting 13 July 2010  Noted

Minutes of the Swale Rural Forum held on 17 June 2010 Noted

Temporary closure of Sheppey Way, Iwade Had been displayed on the Noticeboard

Faversham Children’s Centre Newsletter – Distributed.  Will be displayed if space allows

Discovering Places Project – Passed to the Vicar

Transformer Deliveries to Cleve Hill substation Displayed on the Notice Board

Community Safety Newsletter Cllrs. attention was drawn to a public meeting in Doddington Village Hall on Monday 23 August 2010 10-11 am.

Kent County Playing fields Newsletter Councillors’ attention was drawn to the grants available for future projects in the Playing Field.

Other Late Items

Minutes of KALC Swale Area Committee meeting 7 June 2010 Distributed to Cllrs. Cowan, Stiles & Cuthbert

Kent Archaeological Society  - Referring to previous correspondence; taken by Cllr. Cuthbert

Kent Tree Warden Scheme – Cllr. Cuthbert agreed to continue as Tree Warden for Doddington

Victim Support Newsletter – Taken by Cllr. Jarrett

Parish News – June Edition together with Community Safety Newsletter – Viewed at the end of the meeting plus Good Employer Booklet taken by Cllr. Cuthbert

13.

AOB – Information Items

Reminder – No Parish Council meeting in August

A member of the Public advised that a dog, believed to have been picked up by the Dog Warden last month, is still running loose round the Chequers Inn area of the village.  Clerk to contact Dog Warden again.

Councillors confirmed that none of them had received any comment from parishioners following Cllr Stiles’ article in the newsletter.

Clerk