1.

APOLOGIES   Apologies had been received from Cllr Bowles.

Action

2.

DECLARATION OF INTEREST Councillors were invited to declare any personal or prejudicial interest in any Agenda item.  Following a discussion regarding Item 8, Councillors agreed that at this stage no one need declare an interest.

3.

To approve: MINUTES of the Parish Council meeting held on 14 March 2011

The Minutes of the March Parish Council meeting were approved and signed as correct by Cllr Cuthbert.

4.

MATTERS ARISING

i. Invitation to join Action with Communities in Rural Kent   Report  Feedback from Village Hall Committee

Cllr Cowan advised that the Village Hall Committee were already members of Action with Communities in Rural Kent (ACRK) The 2 Parish councillors who are also members of the Village Hall Committee will view the membership through that group and determine whether at a later stage it would be advantageous for the Parish Council to be a member.

ii. Queen’s Diamond Jubilee Celebrations

Following discussion councillors agreed that a response would not be appropriate and the matter would not be taken any further.

iii. Advertising Board Information – To confirm any response made

No response had been made.

iv. Forestry commission Consultation – To discuss the current situation

Cllr Stiles reported that he had been following the situation ‘online’ and that although the Sale of the Forestry Commission land had been put on hold due to technicalities this was only 15% of the public forestry estate referred to in the Spending Review. The consultation on the future management of the remaining 85% would go ahead and closes on 21 April.  Cllr Stiles agree to watch the relevant web sites for further information.    

v. twokentvillages website. To confirm update of  Parish Council details and provide contact

details of site manager

Cllr Cuthbert confirmed that he had updated the Parish Council details on the village website and that he also has access to other parts of the website which has enabled him to update the information for The Chequers.

TS

5.

NEIGHBOURHOOD WATCH REPORT      March report from the NHW Co-ordinator

Cllr Cuthbert read the report from the Co-ordinator and the content briefly discussed.  

6.

PUBLIC QUESTION TIME   

 A member of the public advised that certain areas of the village, notably Wychling Hill and the area around Wychling Pumping Station are strewn with litter.  Councillors conceded that this is a problem, although recent littering might had been caused by a passing skip losing its load on the Faversham Rd to Lenham. The member of the public asked if villagers could be encouraged to collect litter as they walk around the Parish.

Chinese Lanterns are frequently seen in the Down Court Road area, Cllr Attwood will investigate whether they are launched locally.

A member of the public advised that a mattress had been lying in the wood at the top of Wychling Hill for over a year.  The Clerk will report it on the Parish Portal system.  Cllr Cuthbert advised that some tyres had been dumped in Church Lane; the Clerk will also report these to Kent Highway Services.

The Clerk had reported to KCC Transport that the bus stop outside Northdown had been removed by vandals but was now at Palace Farm where it could be collected and re-instated. Another Bus Stop post has been erected at Northdown.  Cllr Cuthbert has been contacted by KCC and is trying to liaise with them.

A member of the public, noting that a board for a timetable had been included, asked when a timetable would be inserted therein.  Clerk to enquire from KCC Transport Section.

Cllr Prescott asked if anyone could help him with his election leaflet distribution.  Cllr Bamford offered her help.

KA

Clerk

GC

Clerk

SB

7.

PLANNING MATTERS

 i. Wellwood Farm – Enforcement information   Update  

Swale Borough Council (SBC) had sent information following a visit by the Enforcement Officer and Planning Officer Mr Thomas.  Further developments are awaited.

ii. Grace’s Place – Update

Nothing further to report

iii. Oakenpole Wood.  Update

Nothing further to report from Swale Borough Council

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

Still awaiting decision from SBC.

vi. Planning Application SW/11/0120 Tawny Hill Kennels To consider application to remove and vary conditions

Awaiting decision from SBC.

viii. KCC Inclusive Design & Placemaking : Supplementary Guidance – consultation draft

Cllrs Cowan and Duckworth had looked at the document and concluded that no reply was necessary.

ix. Any other planning matter received by 11 April 2011

There was none.

8.

RURAL /AFFORDABLE HOUSING SCHEME

i. To discuss response from Tessa O’Sullivan

Cllrs. Stiles, Duckworth and Jarrett had met with Tessa O’Sullivan (ACRK) on 8 April 2011 to look at a village map to determine possible sites and had provided a report to the Parish Council. 10 sites were considered possibilities.  Tessa O’Sullivan will take the information back to SBC for an informal discussion with the planning department and English Rural Housing Association (ERHA) regarding suitability of these sites.  Sites considered suitable will then be viewed and their owners contacted to ask if they would be at all interested in the scheme.

The next step would be a Public consultation when it would be open to villagers to object and also to give an opportunity to register their interest in the scheme.  If there was no interest the matter would close, there and then.

A representative from the owners of the School site had approached ARCK showing an interest in making parts of the site available. Cllr Cuthbert advised that the owner of another site had indicated a possible interest.  A discussion ensued regarding some of the content of the Committee’s report to the Parish Council.   The Parish Council has noted the opinion of the Housing Committee.

Cllr Duckworth felt it would be courteous to keep Mr Oldfield informed as some of his land could be involved.  Cllr Cuthbert agreed to send an informal email on the subject.

Cllr Cuthbert advised that he had been approached by several villagers regarding the scheme and had asked that they put their comments in writing to the Parish Council for information.

GC

9.

HIGHWAYS

i. Highways Update and notification of further work required.

The Clerk will report the fly tipping issues highlighted in Agenda Item 6.

Cllr Jarrett advised that a member of the public has drawn to his attention a trip hazard in the Traffic Calmed planted area outside the Chequers Inn.  The kerbing in question has been marked with white paint for identification.  Councillors agreed that the Clerk would report this to KHS.

KHS has advised that the ‘Find and Fix 3’ pothole repair programme commences on 18 April 2011. Cllr Cuthbert read out the details.  Parish Councils are still to report potholes requiring attention through the Parish Portal system.

An invitation has been received to attend the Parish Seminar on Wednesday 17 June 2011. 9.00 am - 12.30 pm. Councillors were asked to contact the Clerk if they were interested in attending.

A reply had been received from KHS regarding sweeping of the village pavements, particularly the ‘Refuge’ on Chequers Hill and the stretch of pavement between Doddington and Newnham.  KHS advise that SBC are responsible for rural sweeping and suggested contacting them if the matter was a safety issue.  Councillors agreed that the Clerk would contact SBC with a view to getting the ‘Refuge’ swept.

Clerk

Clerk

All

Clerk

10.

PLAYING FIELD

i. Goalmouth area – update       

Cllrs. Jarrett and Cuthbert have removed a root in the West End Goalmouth area and the goal is now being used once more by the general public.  Turf for the area is still awaited and could be used in the Garage End goalmouth area if appropriate. Cllr Cuthbert proposed that £300 be earmarked to cover any costs and all Councillors were in favour.

ii. Donated picnic bench – to discuss arrangements for positioning and treatment

Cllr Duckworth has stained the bench and will organise installation with Cllr Jarrett.

iii. Cllr Jarrett’s monthly report –          

Cllr Jarrett had nothing further to report other than that one of the ‘No Dogs’ signs had been damaged but repaired by Cllr Duckworth.

PD/MJ

11.

FINANCE

i. Councillors expenses – None

ii. Annual Return 10/11

The Clerk advised that the Annual Return for 2010/11 had been received and that it was a Standard Audit.  The Internal Auditor is visiting the Clerk on 18 April to audit the Parish Council’s affairs.  The end of year balance is £4,426.75 with 2 unpresented cheques outstanding.  The surplus over the estimated year end figures (when setting Precept) was £239.16.  Cllr Cuthbert proposed that this be added to the Contingency figure and all councillors were in favour.

After discussion Cllr Cuthbert proposed that the earmarked figure of £500 for possible tree surgery should be rolled over into the current year. All councillors were in favour.

iii. To consider request for donation from Citizens Advice Bureau (CAB) – deferred from February meeting

Cllr Cuthbert read out the letter from CAB and proposed that a donation of £60 be made. Cllr. Jarrett seconded and all councillors were in favour. (Chq. No: 000909 £60.00)

Invoices for Payment

i. Kent Association of Local Councils Annual Subscription

Cllr Cuthbert proposed that this subscription be continued.  Cllr Stiles seconded and all councillors were in favour.  (Chq. No: 000908 £208.06)

ii. Swale Borough Council – Emptying of bins in Playing Field – To confirm payment made ‘out of meeting’

An invoice had been received on 31 March 2011 for £83.45.  A cheque was drawn immediately.(Chq No: 000907 £83.45)

iii. Any other invoice for approval received by 11 April 2011

None received.

12.

ADMINISTRATION AND SYSTEMS

i. Parish Council Elections

SBC has informed the Clerk that 7 nominees were received for the forthcoming election and therefore the Election would not be contested.  Further paperwork is expected in due course.

ii. The Effectiveness of the System of Internal Audit. – To update members and approve the Terms of Reference for the new Internal Auditor

The Clerk had contacted Mr Buckett to discuss Terms of Reference and those proposed were read out to councillors.  Cllr Cuthbert proposed that these were accepted, Cllr Attwood seconded and all councillors were in favour. This concludes discussion regarding The Effectiveness of Internal Audit’ as part of the Risk Assessment.  The Clerk had contacted Mr Tuckey to thank him for his help as Internal Auditor over the past 4 years and noted that he would be prepared to undertake the task again when a change in auditor was required.

iii. Schedule of Assets – Benches by the roller blade track

The Clerk has searched the Parish Council records at length, but although able to find when the roller blade track was laid no trace of the seating could be found.  Councillors resolved that the 2 benches should be added to the Schedule of Assets at a nominal figure of £500.

iv. Insurance Quotation from Zurich Insurance To consider quotation if received by meeting date.

An Insurance quotation had been received from Zurich.  The Annual renewal paperwork had also just been received from Aon re the Allianz Insurance.  As renewal is not until 1 June, Cllrs. Cuthbert and Duckworth agreed to meet and go through the paperwork to report back at the next Parish Council meeting.

v. The Clerk’s Annual Review in closed session.

This item was deferred to the end of the meeting, when the public had departed.  See Confidential Minute.

Clerk

GC/PD

13.

CORRESPONDENCE

The Future of Village Shops/Post Offices & Pubs in Kent 11 May 2011 Lenham Community Centre – to confirm Councillors attending

Cllr Cuthbert confirmed that he would be attending and will report back.  The Clerk asked if any other councillor was interested to let her know immediately.

Correspondence from Iwade Parish Council regarding ‘Core Strategy’

An email had been received from Iwade Parish Council asking if a representative would care to attend a meeting concerning ‘Core Strategy’.  After discussion councillors agreed to decline the invitation.  Clerk to make contact with Iwade PC.

Already distributed

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

Noted

Sure Start Children’s’ Centre – April Newsletter

Noted. Clerk will display inside the Village Hall

Trading Standards Alert  regarding Energy Performance Certificates

Trading Standards had sent an alert concerning Energy Performance Certificates and the suggestion that Village Halls may need them, which is false.  The Clerk confirmed that she had not been contacted to date.

Joint Transportation Board Minutes  14 March 2011 - Noted

Minutes of the Faversham Local Engagement Forum 15 March 2011 - Noted

Late correspondence

Parish News. March edition.

This is the last edition in paper format. The newsletter will come by email in future.  The Clerk will run off copies for Cllr. Duckworth and Cllr Bamford Good Councillors Guide was included which was given to Cllr Bamford / Cllr Duckworth.  Training information was noted, particularly that on 23 July 2011 for Councillors which Cllr Bamford would like to attend.

Third Rail Summit Scheduled for 27 April 2011.  Cllr Stiles would like to attend.  Clerk to make necessary arrangements.

Kent Science Park Newsletter – Distributed

Kent County Playing Fields Newsletter – Spring Edition

Distributed

Clerk

Clerk

Clerk

14.

AOB – Information Items

War Memorial Listing

The Clerk advised that she had received the official listing and accompanying paperwork from SBC which she will keep in the Village Hall safe.

Kent Downs AONB Handbook – to circulate

Cllr Cuthbert had received an enquiry regarding the Tree felling in Southdowns.  The enquirer is to contact SBC.

Clerk