1.

APOLOGIES – Had been received from Cllr. Cowan who is unwell and Cllr Duckworth who has a prior engagement. Apologies accepted.  Apologies had also been received from Cllr. Bowles.

Action

2.

DECLARATION OF INTEREST Councillors were invited to declare any personal or prejudicial interest in any Agenda item.  Cllr Cuthbert declared an interest in Agenda Item 7viii. Planning application for Palace Farm.

3.

VACANCY ON PARISH COUNCIL

Neither Chairman nor Clerk had received any letter of interest in the vacant post of co-opted councillor.

The Clerk will continue to advertise the post.

Clerk

4.

To approve: MINUTES of the Parish Council meeting held on 11 October  2010

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

 Cllr. Cuthbert.

5.

MATTERS ARISING

i. Affordable housing – To discuss request for information on current number of Social housing in the  Parish and any further information on the housing survey

Tessa O’Sullivan from ACRK has advised that at the deadline 59 replies to the surveys had been received, but that she would include any late receipts.  The Clerk estimated that 230 had been distributed. Ms O’Sullivan expects to be able to attend the December Parish Council meeting to present the results. Clerk to follow up.

In an answer to a question from a member of the public at the October Parish Council meeting the Clerk reported that out of 38 properties in four locations 25 or 26 were Housing Association properties.

ii. Community Led Planning – To discuss booklet from ACRK

All Councillors had had an opportunity to view the booklet and commented that the Parish Council was covering or had covered many of the issues raised.  Councillors resolved not to take the matter any further.

iii. Listing of War memorial – update

The Clerk had written to English Heritage, correcting historical information that had been provided.  Councillors noted Newnham Parish Council’s response to English Heritage.  After further discussion Councillors agreed that the Clerk would send a further letter to English Heritage expressing the Parish Council’s concerns regarding the possible increase in costs to the two Councils should repair be required in the future, consequent upon listing of the Memorial.

iv. Consultation on guidance to support equine related land use in the Kent Downs AONB

  - to comment on the letter from The Director of Kent Downs AONB

Following discussion Councillors resolved to make no comment.

v.  Formal Notice of the Preparation of KCC’s Minerals & Waste Core Strategy: Regulation 25   ‘Issues’ Consultation- to comment if required on the consultation

Following discussion Councillors resolved to make no comment.

vi. The Chequers Inn  -  To discuss current situation

Mr & Mrs Wood vacate The Chequers this week.  Shepherd Neame have acknowledged the interest of the Parish Council and the community in the stability of the village pub.  

Clerk

Clerk

6.

NEIGHBOURHOOD WATCH REPORT      October report from the NHW Co-ordinator

Cllr Cuthbert read the report from the Co-ordinator. In addition cars through Doddington on the evening of 5 November had had their windscreen wipers twisted up at 90 degrees. In one known case this had resulted in the wiper breaking.

PUBLIC QUESTION TIME   

No public in attendance.

7.

PLANNING MATTERS

 i. Wellwood Farm – Enforcement information   Update  

Cllr Attwood advised that some structures had been removed. The Clerk will write to Swale Borough Council (SBC) for an update on the case.                                        

ii. Grace’s Place – Update

After discussion councillors resolved that the Clerk should write to SBC for clarification regarding Grace’s Place removal from the sites list.

iii. Oakenpole Wood.  Update

Clerk to contact the Tree Officer for an up to date report.

iv. SW/10/1057 RDM  Tawnyhill Kennels – To advise decision from SBC

Permission Granted

v. Tree Works Application TC/10/0095AJS Avondale – To advise decision from SBC

Decision still awaited

vi. Planning Application for an Airstrip at Frinsted – update

No decision made yet.  Clerk to keep in contact with Maidstone Borough Council

vii. Proposed changes to the Planning Application Validation Process  - to discuss letter from KCC – Information noted.

viii. Any other planning matter received by 8 November 2010

Swale Landscape Character & Biodiversity Appraisal – Letter from Swale Borough Council

Cllr Stiles agreed to look at the CD provided with the letter and advise councillors accordingly.  Deadline for comment 26 November 2010.

Planning Application SW/10/1382 & SW/10/1383 The Gardener’s Cottage, Sharsted Court

Councillors viewed and discussed the application. Cllr. Attwood proposed that no objection be made and all Councillors were in favour. The Clerk will inform Swale Borough Council.

Planning Application SW/10/1390 Palace Farm, Down Court Road

Cllr. Cuthbert declared an interest in this Item, provided Councillors with some information and then left the room.  Remaining Councillors viewed and discussed the application.  Cllr Attwood proposed that no objection be made and all Councillors were in favour.  The Clerk will inform Swale Borough Council.

Cllr Cuthbert then rejoined the meeting.

Clerk

Clerk

Clerk

Clerk

TS

Clerk

Clerk

8.

HIGHWAYS

i. Highways Update and notification of further work required.

The Clerk will report 2 or 3  potholes in the side of the carriageway approximately 100metres along the Down Court Road from Palace Farm.

ii. Parish Visit – The report by the Clerk had been circulated.  Those attending found Kent Highway Services (KHS) representatives to be receptive to queries and commented that it is helpful to have continuity of KHS staff to liaise with.

iii. Kent Highway Services  Parish Seminar – 29 October To receive report from Cllr Stiles

The report by Cllr Stiles had been circulated.  Cllr Stiles reported that he had found the Seminar very informative.  A number of speakers were involved including John Burr, Directory of Kent Highway Services who was well received. His objectives are to improve highways, streets, pavements. lights etc. underlining a need for best value as there is to be a 30% Budget reduction.  More farmers are required for snow clearing contracts this year; Cllr Cuthbert, who is in receipt of the contract details, gave information on the contract on offer this winter.  Cllr Cuthbert thanked Cllr Stiles for attending.

iv. Plough Monday – Arrangements for 2011 Procession

Cllr Cuthbert reported that it was at present uncertain whether the event would take place because of the change in landlord at The Chequers.  He will determine by the end of November what is to happen and together with the Clerk take the appropriate action.

Clerk

GC/

Clerk

9.

PLAYING FIELD

i. Damage to picnic bench – update

The Clerk has submitted a claim for damage to the picnic bench at the garage end of the playing field. The insurance company has asked for 2 written quotations be sent.  One for replacement of the bench for £85 has been received. Cllr Jarrett will obtain one other.  Quotations will also be required for staining and installation of the bench. The Clerk will contact two local builders. The insurance company also require photographs of the damage and evidence of the condition of the bench as the claim will be settled on an indemnity basis. The Clerk will also send photographs taken by Cllr Duckworth and a copy of the relevant page of the RoSPA report stating that the bench was in good condition.  The Clerk will arrange to dispose of the bench when the insurers allow.

Cllr Stiles advised that Mr & Mrs Wood from The Chequers have donated a picnic bench for use in the playing field.  Clerk to send letter of thanks.

ii. Goalmouth area – update      

One quotation only has been received which was discussed at great length.  Councillors agreed that at least one other quote should be sought and the Clerk was provided with the names of two people who might be interested.                                                                

iii. Insurance of wet pour surfacing – to consider revision of sum insured

Cllr Duckworth has measured up the areas of wet pour under the play equipment which totalled 163.9 sq. metres. The Clerk had been given a figure of £90 per sq. metre by SSP, who supplied and installed the most recent surfacing as a good guide for calculating replacement of a complete area or repair.  This totalled £14,751 which is well within the current Sum Insured of £17,497.78.  Councillors resolved that the Sum Insured should remain unchanged and the Schedule of Assets amended to show the Insurance figure as the value for the whole area of wet pour surfacing

iv. Landscape Services quotation for 2012

Councillors considered the quotation provided by KCC Landscape Services for 2011/2012 for mowing the playing field and setting out and remarking the football pitch.  There was an increase of £8.98 net for the mowing, £1.50 net for re-setting  of the football pitch and 0.45 each time it is remarked.

Cllr Cuthbert proposed that the quotation be accepted and all councillors were in favour.

v. Cllr Jarrett’s monthly report –            

Cllr Jarrett reported that the bins are being regularly emptied and the grass in the goalmouth area is starting to recover.

MJ/

Clerk

Clerk

Clerk

Clerk

10.

FINANCE

i. Councillors expenses – None

ii. To appoint Councillors to prepare Precept Bid 11/12 for December meeting

Councillors discussed availability and it was resolved that the Clerk would choose an appropriate date and circulate this for councillors to respond.

iii. Telephone Banking – to approve latest documentation and receive document to add additional councillor as signatory.

National Westminster Bank had advised that the form completed by the Clerk and Cllr Cowan was not appropriate.  In consultation with the Business Banker at the Branch a further form had been sent with suggestion that the Clerk alone operate the Telephone banking system.  Cllr Attwood perused the form, but was concerned that it did not run in line with the Mandate approved by the Council.  Cllr Attwood proposed and Cllr Cuthbert seconded that the Clerk should send the document to Kent Association of Local Councils (KALC) for their opinion.

Forms had also been received to add Cllr Duckworth to the Bank Mandate.  It was resolved that the Clerk would contact Cllr Duckworth to sign the form in her presence and present the appropriate paperwork to the Bank.

Invoices for Payment

i. Any other invoice for approval received by 11 October 2010  There were no invoices presented for payment this month.

Clerk

Clerk

Clerk

11.

ADMINISTRATION AND SYSTEMS

Child Protection Policy              Annual Review update

Cllr Cowan was unable to attend and had requested that the Policy review be approved without amendment at the present time. All councillors were in agreement. She has further enquiries to make and would like to raise the item again in January 2011.  Clerk to diary for January Agenda.

Clerk

12.

CORRESPONDENCE

Kent AONB Priorities for the Future Questionnaire for consideration and response if desired

Cllr Duckworth has given his questionnaire to the Clerk.  Cllr Cuthbert asked if any other councillors wished to respond would they submit their completed form to the Clerk for collation and response.  Deadline 26 November 2010

Kent Rail Summit Report from Cllr Stiles

Councillors had received the report in advance of the meeting.  Cllr Stiles commented that questions from the floor were very similar to the first meeting with little improvements being made.

Invitation to KALC Annual Meeting 13 November 2010 – No councillor is available to attend.

Invitation to CPRE Meeting- Swale members AGM 15 November & Kent AGM 19 November

No councillor is available to attend.

Bold Steps for Kent: Medium Term Plan 2014/15 Consultation Draft

The consultation is in circulation and currently with the Chairman who will circulate his comments.  Councillors who had seen the document commented that they found it repetitive.

Clerks & Councils Direct – November Edition for distribution

Distributed.        

Clerk

GC

13.

AOB – Information Items

Faversham Local Engagement Forum – Next meeting 7 December 2010 at Faversham Fire Station 7pm - Noted

Village Christmas Tree – to discuss provision of tree

Cllr Cuthbert agreed once more to provide a Christmas tree to be situated in Doughty’s Orchard opposite the village hall.  It will be in place before the pantomime season which starts 10 December. Cllr. Cuthbert will ascertain the whereabouts of the Christmas tree lights.

Village Bus Stop

The Clerk has once more contacted KCC to determine why the bus stop replacement flag outside Swale Folly and a new post and flag in the lay- by opposite are still not in place.  She was assured that despite delays they would be in place by the end of this year.

Cllr Stiles asked that the letter from SBC concerning the Census in 2011 be placed on the December Agenda.

GC

1.

APOLOGIES – Had been received from Cllr. Cowan who is unwell and Cllr Duckworth who has a prior engagement. Apologies accepted.  Apologies had also been received from Cllr. Bowles.

Action

2.

DECLARATION OF INTEREST Councillors were invited to declare any personal or prejudicial interest in any Agenda item.  Cllr Cuthbert declared an interest in Agenda Item 7viii. Planning application for Palace Farm.

3.

VACANCY ON PARISH COUNCIL

Neither Chairman nor Clerk had received any letter of interest in the vacant post of co-opted councillor.

The Clerk will continue to advertise the post.

Clerk

4.

To approve: MINUTES of the Parish Council meeting held on 11 October  2010

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

 Cllr. Cuthbert.

5.

MATTERS ARISING

i. Affordable housing – To discuss request for information on current number of Social housing in the  Parish and any further information on the housing survey

Tessa O’Sullivan from ACRK has advised that at the deadline 59 replies to the surveys had been received, but that she would include any late receipts.  The Clerk estimated that 230 had been distributed. Ms O’Sullivan expects to be able to attend the December Parish Council meeting to present the results. Clerk to follow up.

In an answer to a question from a member of the public at the October Parish Council meeting the Clerk reported that out of 38 properties in four locations 25 or 26 were Housing Association properties.

ii. Community Led Planning – To discuss booklet from ACRK

All Councillors had had an opportunity to view the booklet and commented that the Parish Council was covering or had covered many of the issues raised.  Councillors resolved not to take the matter any further.

iii. Listing of War memorial – update

The Clerk had written to English Heritage, correcting historical information that had been provided.  Councillors noted Newnham Parish Council’s response to English Heritage.  After further discussion Councillors agreed that the Clerk would send a further letter to English Heritage expressing the Parish Council’s concerns regarding the possible increase in costs to the two Councils should repair be required in the future, consequent upon listing of the Memorial.

iv. Consultation on guidance to support equine related land use in the Kent Downs AONB

  - to comment on the letter from The Director of Kent Downs AONB

Following discussion Councillors resolved to make no comment.

v.  Formal Notice of the Preparation of KCC’s Minerals & Waste Core Strategy: Regulation 25   ‘Issues’ Consultation- to comment if required on the consultation

Following discussion Councillors resolved to make no comment.

vi. The Chequers Inn  -  To discuss current situation

Mr & Mrs Wood vacate The Chequers this week.  Shepherd Neame have acknowledged the interest of the Parish Council and the community in the stability of the village pub.  

Clerk

Clerk

6.

NEIGHBOURHOOD WATCH REPORT      October report from the NHW Co-ordinator

Cllr Cuthbert read the report from the Co-ordinator. In addition cars through Doddington on the evening of 5 November had had their windscreen wipers twisted up at 90 degrees. In one known case this had resulted in the wiper breaking.

PUBLIC QUESTION TIME   

No public in attendance.

7.

PLANNING MATTERS

 i. Wellwood Farm – Enforcement information   Update  

Cllr Attwood advised that some structures had been removed. The Clerk will write to Swale Borough Council (SBC) for an update on the case.                                        

ii. Grace’s Place – Update

After discussion councillors resolved that the Clerk should write to SBC for clarification regarding Grace’s Place removal from the sites list.

iii. Oakenpole Wood.  Update

Clerk to contact the Tree Officer for an up to date report.

iv. SW/10/1057 RDM  Tawnyhill Kennels – To advise decision from SBC

Permission Granted

v. Tree Works Application TC/10/0095AJS Avondale – To advise decision from SBC

Decision still awaited

vi. Planning Application for an Airstrip at Frinsted – update

No decision made yet.  Clerk to keep in contact with Maidstone Borough Council

vii. Proposed changes to the Planning Application Validation Process  - to discuss letter from KCC – Information noted.

viii. Any other planning matter received by 8 November 2010

Swale Landscape Character & Biodiversity Appraisal – Letter from Swale Borough Council

Cllr Stiles agreed to look at the CD provided with the letter and advise councillors accordingly.  Deadline for comment 26 November 2010.

Planning Application SW/10/1382 & SW/10/1383 The Gardener’s Cottage, Sharsted Court

Councillors viewed and discussed the application. Cllr. Attwood proposed that no objection be made and all Councillors were in favour. The Clerk will inform Swale Borough Council.

Planning Application SW/10/1390 Palace Farm, Down Court Road

Cllr. Cuthbert declared an interest in this Item, provided Councillors with some information and then left the room.  Remaining Councillors viewed and discussed the application.  Cllr Attwood proposed that no objection be made and all Councillors were in favour.  The Clerk will inform Swale Borough Council.

Cllr Cuthbert then rejoined the meeting.

Clerk

Clerk

Clerk

Clerk

TS

Clerk

Clerk

8.

HIGHWAYS

i. Highways Update and notification of further work required.

The Clerk will report 2 or 3  potholes in the side of the carriageway approximately 100metres along the Down Court Road from Palace Farm.

ii. Parish Visit – The report by the Clerk had been circulated.  Those attending found Kent Highway Services (KHS) representatives to be receptive to queries and commented that it is helpful to have continuity of KHS staff to liaise with.

iii. Kent Highway Services  Parish Seminar – 29 October To receive report from Cllr Stiles

The report by Cllr Stiles had been circulated.  Cllr Stiles reported that he had found the Seminar very informative.  A number of speakers were involved including John Burr, Directory of Kent Highway Services who was well received. His objectives are to improve highways, streets, pavements. lights etc. underlining a need for best value as there is to be a 30% Budget reduction.  More farmers are required for snow clearing contracts this year; Cllr Cuthbert, who is in receipt of the contract details, gave information on the contract on offer this winter.  Cllr Cuthbert thanked Cllr Stiles for attending.

iv. Plough Monday – Arrangements for 2011 Procession

Cllr Cuthbert reported that it was at present uncertain whether the event would take place because of the change in landlord at The Chequers.  He will determine by the end of November what is to happen and together with the Clerk take the appropriate action.

Clerk

GC/

Clerk

9.

PLAYING FIELD

i. Damage to picnic bench – update

The Clerk has submitted a claim for damage to the picnic bench at the garage end of the playing field. The insurance company has asked for 2 written quotations be sent.  One for replacement of the bench for £85 has been received. Cllr Jarrett will obtain one other.  Quotations will also be required for staining and installation of the bench. The Clerk will contact two local builders. The insurance company also require photographs of the damage and evidence of the condition of the bench as the claim will be settled on an indemnity basis. The Clerk will also send photographs taken by Cllr Duckworth and a copy of the relevant page of the RoSPA report stating that the bench was in good condition.  The Clerk will arrange to dispose of the bench when the insurers allow.

Cllr Stiles advised that Mr & Mrs Wood from The Chequers have donated a picnic bench for use in the playing field.  Clerk to send letter of thanks.

ii. Goalmouth area – update      

One quotation only has been received which was discussed at great length.  Councillors agreed that at least one other quote should be sought and the Clerk was provided with the names of two people who might be interested.                                                                

iii. Insurance of wet pour surfacing – to consider revision of sum insured

Cllr Duckworth has measured up the areas of wet pour under the play equipment which totalled 163.9 sq. metres. The Clerk had been given a figure of £90 per sq. metre by SSP, who supplied and installed the most recent surfacing as a good guide for calculating replacement of a complete area or repair.  This totalled £14,751 which is well within the current Sum Insured of £17,497.78.  Councillors resolved that the Sum Insured should remain unchanged and the Schedule of Assets amended to show the Insurance figure as the value for the whole area of wet pour surfacing

iv. Landscape Services quotation for 2012

Councillors considered the quotation provided by KCC Landscape Services for 2011/2012 for mowing the playing field and setting out and remarking the football pitch.  There was an increase of £8.98 net for the mowing, £1.50 net for re-setting  of the football pitch and 0.45 each time it is remarked.

Cllr Cuthbert proposed that the quotation be accepted and all councillors were in favour.

v. Cllr Jarrett’s monthly report –            

Cllr Jarrett reported that the bins are being regularly emptied and the grass in the goalmouth area is starting to recover.

MJ/

Clerk

Clerk

Clerk

Clerk

10.

FINANCE

i. Councillors expenses – None

ii. To appoint Councillors to prepare Precept Bid 11/12 for December meeting

Councillors discussed availability and it was resolved that the Clerk would choose an appropriate date and circulate this for councillors to respond.

iii. Telephone Banking – to approve latest documentation and receive document to add additional councillor as signatory.

National Westminster Bank had advised that the form completed by the Clerk and Cllr Cowan was not appropriate.  In consultation with the Business Banker at the Branch a further form had been sent with suggestion that the Clerk alone operate the Telephone banking system.  Cllr Attwood perused the form, but was concerned that it did not run in line with the Mandate approved by the Council.  Cllr Attwood proposed and Cllr Cuthbert seconded that the Clerk should send the document to Kent Association of Local Councils (KALC) for their opinion.

Forms had also been received to add Cllr Duckworth to the Bank Mandate.  It was resolved that the Clerk would contact Cllr Duckworth to sign the form in her presence and present the appropriate paperwork to the Bank.

Invoices for Payment

i. Any other invoice for approval received by 11 October 2010  There were no invoices presented for payment this month.

Clerk

Clerk

Clerk

11.

ADMINISTRATION AND SYSTEMS

Child Protection Policy              Annual Review update

Cllr Cowan was unable to attend and had requested that the Policy review be approved without amendment at the present time. All councillors were in agreement. She has further enquiries to make and would like to raise the item again in January 2011.  Clerk to diary for January Agenda.

Clerk

12.

CORRESPONDENCE

Kent AONB Priorities for the Future Questionnaire for consideration and response if desired

Cllr Duckworth has given his questionnaire to the Clerk.  Cllr Cuthbert asked if any other councillors wished to respond would they submit their completed form to the Clerk for collation and response.  Deadline 26 November 2010

Kent Rail Summit Report from Cllr Stiles

Councillors had received the report in advance of the meeting.  Cllr Stiles commented that questions from the floor were very similar to the first meeting with little improvements being made.

Invitation to KALC Annual Meeting 13 November 2010 – No councillor is available to attend.

Invitation to CPRE Meeting- Swale members AGM 15 November & Kent AGM 19 November

No councillor is available to attend.

Bold Steps for Kent: Medium Term Plan 2014/15 Consultation Draft

The consultation is in circulation and currently with the Chairman who will circulate his comments.  Councillors who had seen the document commented that they found it repetitive.

Clerks & Councils Direct – November Edition for distribution

Distributed.        

Clerk

GC

13.

AOB – Information Items

Faversham Local Engagement Forum – Next meeting 7 December 2010 at Faversham Fire Station 7pm - Noted

Village Christmas Tree – to discuss provision of tree

Cllr Cuthbert agreed once more to provide a Christmas tree to be situated in Doughty’s Orchard opposite the village hall.  It will be in place before the pantomime season which starts 10 December. Cllr. Cuthbert will ascertain the whereabouts of the Christmas tree lights.

Village Bus Stop

The Clerk has once more contacted KCC to determine why the bus stop replacement flag outside Swale Folly and a new post and flag in the lay- by opposite are still not in place.  She was assured that despite delays they would be in place by the end of this year.

Cllr Stiles asked that the letter from SBC concerning the Census in 2011 be placed on the December Agenda.

GC