1.

APOLOGIES   Apologies had been received from Cllrs. Prescott and Bowles who were attending other meetings

Action

2.

DECLARATION OF INTEREST Councillors were invited to declare any personal or prejudicial interest in any Agenda item.  There were none but the Clerk  declared a personal and prejudicial interest in  Agenda Item 12 Affordable Housing

3.

VACANCY ON PARISH COUNCIL

A letter of resignation had been received today from Cllr Cowan.  Cllr Cuthbert wished to record his thanks to Mrs Cowan for her dedication and enthusiasm in the role and proposed a letter of thanks be sent.  All councillors were in favour. Clerk to deal.

The Clerk will contact Swale Borough Council to arrange the Notice of Vacancy to be displayed on the Village Hall Noticeboard.  Councillors agreed that an item should be included in the next village newsletter and applications for the position should be sent to the Clerk on or before 6 February 2012 – 6 pm. in order to be discussed at the February Parish Council meeting.

Clerk

Clerk

4.

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

Cllr Cuthbert proposed  an amendment to Item 14 iii. Plough Monday. The word ‘organisers’ to be replaced with ‘co-organisers’.  All councillors were in favour and the amendment made.  The Minutes were then approved by all councillors and signed as correct by Cllr. Cuthbert.

5.

MATTERS ARISING.

Doddington School Site – to consider reply from Langley Park School PTA or receive any other information

Cllr Cuthbert advised that he had spoken to Mr Daubney from the school that day and had received a report by email on the future of the school penned by Mr Northcott, the Head teacher.  The report was read to the meeting.

In the :

Short term there will be Key stage 3 activities taking place at the school to include activities such as nature walks and rambling off site and sports, notably football on site. Day time use only.

Mid term The programme to be extended to include older pupils and other schools. Day time use only.

Long term Within 3 years they hope to bring the Field Centre into full use as a residential site offering courses for pupil and teacher training.

At all times pupils will be appropriately supervised.

A concluding paragraph suggested that the front field is no longer being considered as a site for Affordable Housing.

Councillors agreed that Cllr Cuthbert would acknowledge receipt of the report.

Steps on Public Footpath ZR285  - update on work

Cllrs Duckworth and Jarrett were concerned that the new steps did not come close enough to the road, leaving a sloped area at the bottom that if slippery in wet weather could cause a walker to slide straight into the road.  Mr Ellis ( KCC Public Right Of Way Officer) had agreed to inspect the site but no feedback had been received to date.  It is not known whether any further surfacing is to be put on the tread area of the steps; councillors discussed a number of possibilities – Cllr Jarrett will contact Mr Ellis to discuss.

 Village Freighter reinstatement – to receive reply from Swale Borough Council

The Clerk had received a reply from Mrs Ryman at Swale Borough Council (SBC) indicating that a free freighter visit is no longer available, but she would be happy to organise a clean up day. She would also be happy to arrange for the streets to be swept prior to any South East in Bloom competition inspection.

Clerk to contact Mrs Ryman and agree to clean up day and to liaise with the Doddington in Bloom Group.

GC

MJ

Clerk

6.

REPORTS FROM COMMITTEES, MEETINGS & COURSES

Kent Association of Local Councils Swale Area Committee meeting 5 December 2011. Report from Councillors attending    

Cllr Stiles had circulated a report on the meeting attended by himself and Cllr Cuthbert which all councillors had read. Items of particular interest to Doddington included a report on the Faversham LEF which Cllr Jarrett had attended and Devolved Responsibilities.                                                                                                                     

Mineral and Waste sites Development Plan Documents – Supplementary Options Consultation  Meeting 1 December – report from Cllr Cuthbert

Cllr Cuthbert had circulated a report on this meeting which all councillors had read.  A short discussion ensued, the conclusion being that this planned framework should not have any affect on Doddington residents.

Report from Cllr Duckworth on the ’Dynamic Councillors’ Conference  

Cllr Duckworth gave a short verbal report on his recent course which he felt had been worthwhile.

7.

PUBLIC QUESTION TIME   

A member of the public asked if the public footpath by the allotments over towards Frangbury had been reinstated and was reassured that it had been.

8.

NEIGHBOURHOOD WATCH REPORT November  report from the Co-ordinator

The report was read out by the Chairman, drawing particular notice to the new 101 non-emergency telephone number

9.

NEIGHBOURHOOD PLAN FOR THE PARISH –

Supporting Communities and Responding to Planning Applications. Roadshows  -                          Reports from Councillors attending      

Cllr. Stiles and Attwood had independently attended KALC organised roadshows on this subject and gave verbal reports on the outcome which dealt mainly with how to deal with planning issues.  Although the Localism Act is passed there are many holes in the information and it is difficult to determine how to properly inform the general public of how it will affect local issues.

The Clerk had received a helpful guide ‘A Plain English Guide to the Localism Act’ which she had circulated to all councillors.  Cllr Stiles agreed to put a small piece in the Village Newsletter for interested parties to include a link to the webpage where this can be found

Any other information from Swale Borough Council

Cllr Stiles had not been able to contact James Freeman at SBC but had received information from Cllr Prescott that formation of a Neighbourhood Plan is not compulsory.

TS

10.

PLANNING MATTERS

 i. Wellwood Farm – Update  

Swale Borough Council (SBC) had advised that legal enforcement is proving difficult.  The site appears abandoned.

ii. Planning Application TP/11/0099 Tree works at Slips Cottage. To advise decision from Swale Borough Council – Consent granted 8 November 2011

iii. Log cabin in Limekiln Wood – to advise action taken by Swale Borough Council

The log cabin has been located and action will be taken by SBC to locate the owner; the Parish Council may be asked to help with location on the map.  An Article 4 Direction on Oakenpole Wood removing all development rights is expected to be considered by Swale BC Officers.

iv. Planning refusal – To note details of proposal at 1 Downcourt Cottages.

Councillors noted that this case will now require an application for full planning permission or retrospective planning permission.

v. Any other planning matter received by 12 December 2011

There were none.

11.

ADMINISTRATION AND SYSTEMS

Freedom of Information Act – Annual Review.

Councillors reviewed the scheme and determined no amendments were required.

Proposed dates for Parish Council Meetings 2012 – to approve and consider alternative date for April meeting

Councillors considered the dates provided by the Clerk.  Easter Monday 2012 clashes with a meeting date.  Councillors resolved to hold the meeting the following week – Monday 16 April 2012 which is available.  Clerk to issue agreed timetable.

Clerk

12.

AFFORDABLE HOUSING SCHEME

Updating report from the Affordable Housing Group

The Clerk had declared an interest in this Item.  Cllr Duckworth advised that Action with Communities in rural Kent (ACRK) are waiting to hear back from Langley Park School for Boys.  Cllr Duckworth agreed to send a copy of the report noted in Agenda Item 5 to ACRK for their information.

PD

13.

FINANCE

i. Councillors expenses – None

ii. Precept Bid 12/13  To discuss initial workings

Cllrs Attwood and Cowan had met with the Clerk to discuss initial figures and the relevant spreadsheets showing their recommended course of action had been circulated to Councillors.  Cllr Attwood and the Clerk answered questions from councilors on specific subjects and the question of earmarked reserves for the current financial year and for the coming year was thoroughly covered. Cllr Cuthbert proposed adopting the recommended scenario which would request a Precept figure of £6,750 – Cllr Attwood seconded and all councilors were in favour.  The Clerk will deal with the necessary paperwork

 Invoices for Payment

i. Invoices from KCC Landscape Services for mowing the Playing Field and Marking out the Football Pitch

The Clerk advised councillors an incorrect invoice had been received charging the Parish Council for  additional mowings above the contract. The matter had been resolved with KCC Landscape Services and a Credit Note and revised invoices for both contracts ( mowing the field and marking of the football pitch) had been issued.  These were approved for payment by all councillors  (Chq No: 000931  £185.08 and Chq. No: 000932 £117.42)

Any other invoice for approval received by 12 December 2011  

Cllr Cuthbert sought approval for payment for his attendance at a Half day Chairman’s conference in January 2012.  The cost will be £60 + VAT.  Cllr Attwood proposed approval, Cllr Stiles seconded and all councillors were in favour.

Clerk/

14.

PLAYING FIELD

i. To receive advice on treatment of the wet pour areas from SSP

SSP had recommended a product which could be used – RBT 24/7 with advice on how to apply.

They had also quoted to do the job which at £700 + VAT councillors considered too costly.  Cllr Jarrett and Cuthbert will source the product and advise the Clerk how much to purchase.  Councillors agreed a budget of £100.

ii. Free trees for the Playing field

The Clerk advised that her application for a Hedging pack of 25 trees under the Kent Free Trees Scheme 2011 had been successful. The confirmation of order had been received which she had passed on to Mrs. West, Doddington in Bloom for collection.

iii. Cllr Jarrett’s monthly report –          

Cllr Jarrett advised that he and Cllr Duckworth had replaced the football net at the Garage End of the playing field.  He recommended that the other goal net is kept as a spare and not put up at the West End unless a special request is made as it is a different type of posts without fixing clips. All councillors were in agreement.

Cllr Cuthbert signed the record book.

MJ/GC/

Clerk

15.

HIGHWAYS

i. Highways Update and notification of further work required.

– To discuss items on the Parish Portal and to report any new items

The Clerk confirmed that the drain clearing in the Old Lenham Road was shown as ‘Works being programmed’.  Cllr Attwood believed this had been completed.  The white lining to Lenham is also shown as ‘Works being programmed’ – Cllr Jarrett said this had not yet been done.

Cllr Jarrett advised that he had spoken to the Highway Steward during the month and he had confirmed that :

He had put in a request for the area at the foot of Ladewood Hill to be swept – when this has been done he will ask for the white line to be reinstated.

All white lining within the village will be refreshed

The potholes in the service trench at The Chequers junction will be filled

The trip hazard at The Chequers will definitely not be repaired despite work being undertaken on a separate part of the same traffic calming bed.

The Clerk had received a telephone call from a Northdown resident concerning the streetlight  on the hammerhead which at present is flickering and intermittently switching on and off and needs attention.  A call to KHS had resulted in them advising that the light was a Parish matter.  The Clerk had undertaken extensive research to determine responsibility but records showed that at no time had the Parish Council agreed to take on the maintenance of the light.  Councillors agreed that the matter should be referred back to KHS. The Clerk will write to the Northdown resident.

ii. Large lorries travelling through the village – report from Faversham Local Engagement Forum (LEF)

Cllr Jarrett attended this meeting where this issue was a small agenda item.  The matter was discussed at length as other small villages have similar problems.  This issue has arisen in the past and councillors confirmed that there is little that can be done. The LEF resolved to approach Cllr Bowles, who is the KCC Member for Transport for funding for signage.

Other matters discussed at the LEF included the new 101  non-emergency number, advice for those vulnerable or in need and information regarding Network Rails re - signalling works from Gillingham to the coast which are going to take place over the Christmas period.  Cllr Cuthbert has a revised timetable.

iii. Plough Monday – Arrangements for 2012 Procession

The date is confirmed to be Monday 6 February 2012. The Clerk has contacted the insurers and Cllr Cuthbert is in the process of preparing the relevant paperwork.  The insurers required one clarification concerning the Risk Assessment  regarding those pulling the plough – the Clerk to deal.

iv. Drainage in the Old Lenham Road – to receive any reply from Kent Highway Services

The Clerk advised that she had not received any reply to her email and will follow the matter up.

Clerk

Clerk

Clerk

16.

CORRESPONDENCE

The Orchid Kent Downs AONB Autumn/Winter 2011Newsletter - distributed

Invitation to the Lord Lieutenant’s Civil Service – deadline for reply 27 January 2012

Cllr Cuthbert invited councillors to consider whether they would like to attend this event on 6 March 2012 and advise the Clerk.

Already Circulated

Digital Switchover information               Noted    

Rsnonline – Rural Services Network weekly newsletter              Noted    

Agenda for Joint Transportation Board Meeting 12 December 2011 Noted

LCR Quarterly Magazine in circulation

Late Correspondence

Housing Assistance Policy information from SBC Noted

KCC Household Waste Recycling Centre Service The Clerk will circulate for discussion at the next Parish Council Meeting.

All

17.

AOB –

A newsletter from the Forestry Commission arrived with the Clerk just before the meeting – Clerk to circulate.

Cllr Duckworth had received a complaint concerning cars parked on the pavement at the Doddington Place end of the village.  Cllr Cuthbert reminded councillors that the Highway Code states that outside London legally ‘you should not park on the pavement’ ( as opposed to’ you must not’).  The Clerk will put a reminder in the newsletter about obstructing vehicles and the matter to be put as an Agenda Item for January.

Clerk

Clerk