1.

APOLOGIES – Cllr Jones had sent her apologies which were accepted.  An apology had also been received from Cllr Bowles who was attending another meeting.

Action

2.

ELECTION OF CHAIRMAN Cllr Cowan proposed Cllr. Cuthbert with Cllr Jarrett seconding the proposal.  All Councillors were in favour; Cllr Cuthbert was duly elected and signed the Acceptance of Office Declaration

3.

ELECTION OF VICE CHAIRMAN. Cllr Cowan proposed Cllr Attwood, seconded by Cllr Pearmain. All Councillors were in favour; Cllr Attwood was duly elected and signed the Acceptance of Office Declaration.

4.

TO CONFIRM REPRESENTATIVE AT KALC SWALE COMMITTEE MEETINGS

Cllr Cuthbert proposed that Cllrs Cowan and Stiles continue to represent the Parish Council at Kent Association of Local Councils (KALC) Swale Committee meetings. Cllr Pearmain seconded the proposal and all Councillors were in favour.

5.

DECLARATION OF INTEREST Councillors were invited to declare any personal or prejudicial interest in any Agenda item. No declarations were made.

6.

MINUTES – of the previous Parish Council meeting held on 12 April 2010 were approved by all Councillors and signed as correct by Cllr Cuthbert.

7.

MATTERS ARRISING

There were none

8.

PUBLIC QUESTION TIME   

The meeting adjourned at 8.30 for Public Question Time and reconvened at 8.35pm.

9.

PLANNING MATTERS

 i. Wellwood Farm – Appeal Information

Cllr. Attwood confirmed that the Appeal lodged had been dismissed and that enforcement should now take place.  Clerk to contact Mr Hinckesman at Swale Borough Council (SBC) to request that the Parish Council is kept informed of any developments.

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

iii. SW/10/0100 Birchwood, Seed Road.  To note Permission Granted    - Decision noted

iv. Yew Tree outside Yew Tree Cottages – to receive advice from Swale Borough Council

The SBC Tree officer has inspected the tree and recommended that the lower trunk suckers be removed or lightly trimmed back from the footpath to enable easier passage by the general public.  He advised that the tree is not the subject of a Preservation Order.  Although within the Conservation area when a 6 week notification of work would apply, he considered the works minor enough for this requirement to be dispensed with.  In the absence of any ownership information the Clerk was asked to contact the occupants of 1, Yew Tree Cottages to determine if they had any objections to these minor works.             

v. Core Strategy – A clearer vision – for discussion

Cllr Attwood advised that this was an updated version which can be viewed on the SBC website.  Details have been provided to Councillors who may comment if they wish as individuals.             

vi. Any other planning matter received by 10 May 2010 - None

Clerk

Clerk

10.

ADMINISTRATION AND SYSTEMS

Councillor Information Days

The course entitled ‘The Progressive Council’ for new Councillors takes place on 19 June 2010. KALC advise that the cost is £70.50. Cllr. Cuthbert proposed that Cllr Stiles attend the course, Cllr Jarrett seconded and all councillors were in favour.  Councillors approved the Clerk organizing the paperwork on receipt.

Alliance Insurance Policy Review

Councillors reviewed the Annual Insurance schedule and resolved that no amendments were required.

Clerk

11.

FINANCE

i. Parish/Town Council Allowances – Councillors discussed the matter and Cllr Cuthbert proposed that Councillors should forego their entitlement to the Parish Allowance this year.  All Councillors were in agreement.

Councillors then discussed whether to set a mileage allowance when appropriate should Councillors wish to claim it.  Cllr Cuthbert proposed that a mileage allowance of 40p per mile should be set for the forthcoming year and all Councillors were in agreement.

ii.    Year End Accounts 09/10, Annual Return, Notice: Exercise of Electors’ Rights.  Annual Return 08/09 response

The Clerk advised that the accounts had been internally audited; the accounts were presented.  Cllr Cowan proposed that the accounts be approved; Cllr Cuthbert seconded and all Councillors were in favour.

The Annual Return was discussed and the Annual Governance Statement discussed, completed and signed by the Chairman. The Exercise of Electors’ Rights notice is on display in the Village Notice board until the end of May. The public may inspect all documents by arrangement with the Clerk.

The Audit Commission’s comment on the 08/09 Return concerning the level of Fidelity Guarantee cover in place was discussed and the Clerk outlined the information that she intended to send in, with the Annual Return, to show the action taken by the Parish Council.  All Councillors were in agreement.

iii.   Cllrs Expenses – none

iv. Update of Bank Mandate

Cllr Cuthbert advised that National Westminster Bank would not accept the paperwork that had been prepared to add 2 Councillors to the mandate and remove 2 former signatories.  New paperwork had been provided requiring the Bank Mandate to be completely rewritten.  Councillors put their signatures to the Mandate.  Cllr Cuthbert proposed that the Clerk be added as a signatory to enable her to operate the account with a proviso that the mandate show that only Parish Councillors sign cheques. The Clerk will also register for telephone banking.  Cllr Cowan seconded and all Councillors were in favour. The Clerk added her signature to the mandate. Cllrs Stiles and Pearmain and the Clerk completed forms to enable them to be added to the account and will attend the Faversham Branch to provide identification at the earliest opportunity.  Completed forms to remove 2 former Councillors were signed by Cllr Cuthbert.

v.   Precept 1st Instalment £3,500 – The Clerk confirmed that this had been received on 30 April 2010.

Invoices for Payment

i.  Roger Tuckey – Internal Audit Fee Payment approved by all councillors (£75.00 Chq: 000870)

ii. KALC Standing Orders Publication from NALC Payment approved all councillors (£25.00 Chq: 000871)  Cllr Cuthbert recommended, having read the publication, that a second copy should be purchased.  All councillors were in favour.  Clerk to order.

iii. Allianz Insurance Local council Insurance Renewal – Payment of renewal premium

Payment approved by all councillors (£785.51 Chq No: 000873)

iv. LCR Magazine & online news Digest  - Subscription Renewal

Payment approved by all councillors  (£13.50 Chq. No. 000872)

Any other invoice for approval received by 10 May 2010  There were none

Clerk

TS,

MP

Clerk

12.

PLAYING FIELD

i. Tree Condition Survey – Report

The survey took place on 29 April 2010 but the report had not yet been received.  Cllrs Jarrett and Stiles had attended the inspection and gave a short report on the findings. There are no findings that were urgent or dangerous and rectification would not require specialist work.  The inspection should take place every 3 years. Cllr Cuthbert thanked them for taking part and proposed discussion of the report at the next meeting.

ii. Repair to Picnic bench Defer to next meeting

iii. Goal post – west end of playing field – update.

A member of the public has offered to help the contractor with this work which should be done within the next 2 weeks.

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

The Clerk has spoken to KCC but is still waiting for written confirmation of the KCC LEF Grant.  Councillors agreed that subject to this grant being forthcoming they would choose SSP as the contractor to undergo the work. The Clerk will inform the unsuccessful bidders. Payments terms were discussed following the Clerk’s discussion with one of the referees.

v. Cllr Jarrett’s monthly report  

Cllr Jarrett reported the following:

1. The chains on the junior swing had been persistently tossed over the top bar causing damage to the fresh paint.   Mr Hunter has offered to repaint the area.

2. Mr Constable has made a new ’kissing’ seat which he has donated to the village.  Clerk to thank Mr Constable. Cllr Jarrett agreed to purchase suitable sealer/stain to protect the bench and anything else required to secure it to the ground.  Sites for the new bench were discussed with a suggestion made to site along the front fence between the 2 sets of swings leaving room for the mower to pass behind.  Situation to be finally determined at next meeting.

3. There is a rectangle of grass by the slide that becomes bare in dry weather. Councillors were of the opinion that there is a slab of concrete under the turf.

Clerk

Clerk

MJ

13.

HIGHWAYS

Highways Update and notification of further work required

Workmen have spent 2 weeks repairing potholes in the Ringlestone Road. Councillors and a member of the public reported a pothole in The Street at the junction with Northdown and a pothole surrounding the BT inspection cover on Chequers Hill. The Clerk will report these. The Parish Portal was discussed with comment that some issues have been signed off as completed when this is not the case.  Clerk will investigate.

The Grit bin on Chequers Hill was damaged during verge trimming on 6 May 2010.  Clerk to contact Kent Highway Services (KHS) to claim for a replacement.

Following the KHS meeting with Cllrs Jarrett & Cuthbert on 25 March 2010, Stephen Huckle has been in contact with a choice of dates to walk the village to discuss excessive signage.  20 May 2010 was chosen; Cllrs Cuthbert & Jarrett will take part.  Clerk to invite Cllr Jones.

Parking on Pavements – to convey advice given by Swale Borough Council

Swale Borough Council legal department had advised that there were no local bye-laws concerning parking on pavements unless there is a grass verge.  If an obstruction is caused it would be a police matter.  Councillors suggested a small piece be put in the Village Newsletter.

Questionnaire on Winter Service Policy Response.       

3 replies were handed in with another promised.  The Clerk will collate and send a response on behalf of the Parish Council          

Clerk

Clerk

Clerk

Clerk

Clerk

14.

CORRESPONDENCE

Letter of thanks from Citizens Advice Bureau –Read to the meeting by Cllr Cuthbert

Countryside Voice magazine – For distribution – Taken by Cllr Cuthbert

Faversham Children’s Centre May Newsletter – distributed by email

Already Circulated

Kent Village of the Year 2010      Cllr Cuthbert will pass to the Doddington in Bloom committee

Swale Borough Council Draft third Sector Strategy – Feedback on SBC proposals

Councillors’ attention was drawn to this document. Decision on feedback deferred to the next meeting.                           

GC

15.

AOB

Kent Rural Retailer Competition The Clerk will take the information to Mr Doughty

Allotment Association  A letter had been received following the Association’s AGM giving information

on the current waiting list.  Cllr Cuthbert read part of the letter.  Councillors resolved to defer the matter to the next meeting: the Clerk will circulate the letter.  Cllr Jarrett agreed to research the background of the waiting list criteria.

Reminder of Dates and times for meetings for the remainder of the year.

Councillors were reminded that meeting times from June – October will commence at 8.00 pm.  Thereafter to end of year 7.30 pm start.  All meetings are 2nd Monday in the month and there will be no meeting in August.

Clerk/

MJ