1.

APOLOGIES  An apology  had been received from Cllr. Cowan.  Apology accepted.  Apologies had also been received from Cllrs Bowles and Prescott who had prior engagements.

Action

2.

DECLARATION OF INTEREST Councillors were invited to declare any personal or prejudicial interest in any Agenda item.  None were declared

3.

WELCOME NEW COUNCILLOR

Mrs Sheila Bamford was welcomed and invited to take her seat having signed the Declaration of Acceptance of Office. The Clerk provided Cllr Bamford with a copy of Standing Orders and the Code of Conduct plus the Register of Members’ Interests Form for completion.

4.

To approve: MINUTES of the Parish Council meeting held on 13 December  2010

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

 Cllr. Cuthbert.

5.

MATTERS ARISING

i. Affordable housing – to discuss next step including Members’ interests

Councillors, having received and read through a copy of the Housing Survey Summary presented at the December meeting by Tessa O’Sullivan (ACRK Rural Housing Enabler) over the Christmas period, discussed the subject at great length.  Councillors are concerned that given the percentage (26%) returning the survey there is not enough interest from villagers and  that if the housing could not be filled with local people it would be extended to people outside the village which is not the intention.

Councillors are not convinced that the survey shows the need suggested and particularly noted that the need appeared to be for rented properties rather than part buy. Councillors would like to know if those who indicated an interest are serious in their intent.

The Clerk will write to Tessa O’Sullivan for further advice particularly concerning contact with those respondents who indicated a need.

Clerk

6.

NEIGHBOURHOOD WATCH REPORT      December report from the NHW Co-ordinator

Cllr Cuthbert read the report from the Co-ordinator.

7.

PUBLIC QUESTION TIME   

There were no members of the public present.  After discussion Cllr Cuthbert proposed, with Cllr Attwood seconding that Public Question Time should form part of the Parish Council Meeting and its content be minuted. All councillors were in favour.

8.

PLANNING MATTERS

 i. Wellwood Farm – Enforcement information   Update  

The enforcement officer had advised that an outside agency had asked that further enforcement action  be suspended for the present. The Clerk will ask Cllr Prescott to make further enquiries.

ii. Grace’s Place – Update

Nothing further to report

iii. Oakenpole Wood.  Update

Nothing further to report

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

Still awaiting decision from SBC.

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

Permission granted.

vi.  Invitation to Briefing on the Publication of SBC’s Core Strategy, Issues & Strategic Spatial Options Consultation – comment and discussion on meeting and discussion regarding Roving Exhibition facility

Cllr Attwood and Stiles had attended a briefing on the consultation. All councillors had received a copy of the presentation.  The consultation document is expected to be issued later this week which the Clerk will distribute and the consultation starts on 17 January 2011.  Cllr Stiles expressed disappointment that no hard copies were going to be provided to Parish Councils.

Swale Borough Council has exhibition boards which they are looking to site in village halls  to enable the public to view.  Cllr Cuthbert suggested having the boards for display at the next Parish

Council meeting and inviting the public to view before the start of the meeting. If possible the boards could remain for the next couple of days when there are groups in the hall.  Where there are no groups in the hall councillors may need to be available to talk to the public if no one from Swale Borough Council can attend..  The Clerk will make enquiries.

viii. Any other planning matter received by 10 January 2010

Councillors were informed of an invitation to attend a 2 hour session of the Swale Borough Council Planning Committee training on 19 January 2011 at Swale House.  Cllrs Stiles and Duckworth indicated that they would like to attend. Clerk to arrange.

Advance notice was given for KALC Planning training and workshops to be held at Lenham on Saturday 12 March 2011.

Clerk

Clerk

Clerk

9.

HIGHWAYS

i. Highways Update and notification of further work required.

The Clerk will report a pothole in the Down Court Road and 2 potholes either side of the carriageway in the first dip on Hopes Hill heading towards Seed Road.

ii. Plough Monday – Update on arrangements for 2011 Procession

Cllr Cuthbert reported that he had been in contact with Swale Borough Council regarding the information needed to enable this event to take place. He had also sought support from our MP Hugh Robertson.  Cllr Cuthbert will contact the Police further in an attempt to resolve the matter.

iii. KHS Planned Carriageway Maintenance Guide

Councillors had been provided with a copy of this information which was noted.

Clerk

GC

10.

PLAYING FIELD

i. Damage to picnic bench – update

• The Clerk has received confirmation from KCC insurers that the existing damaged bench can be replaced.  Cllrs Duckworth and Jarrett will arrange this.

The insurers have confirmed that the quotation for a new bench from Sheds and Shelters for £85 is acceptable and have sent a cheque for that figure. The Clerk will order the new bench.  Mr Hunter’s quotation for installing the bench was accepted. The insurers requested that his invoice for the work be sent to them when it has been completed.  Clerk to arrange.

ii. Goalmouth area – update      

• Voluntary help has been offered to repair the West End goalmouth.  Cllr Cuthbert proposed a budget of £300 to cover cost of soil, turf and any other requirements.  Cllr Duckworth seconded and all councillors were in favour.  Cllrs Cuthbert and Jarrett agreed to research cost and availability  and to report to the February meeting

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

• Cllrs Duckworth and Jarrett had walked the playing field and proposed siting the bench either at the top right hand corner of the field or between the garage end goalpost and the roundabout.  After discussion Cllr Cuthbert proposed that the bench be sited between the goalpost and the roundabout.  Cllr Duckworth seconded and all councillors were in favour.

Cllrs Duckworth and Jarrett agreed to undertake the installation after the bench has been stained and Councillors agreed that the bench would be set in a suitable concrete mixture which Cllr Duckworth will source.  Cllr Cuthbert proposed a budget of £50 to cover costs, Cllr Attwood seconded and all councillors were in favour.

iv. Cllr Jarrett’s monthly report –           

Cllr Jarrett commented that the basketball net had deteriorated.  Councillors agreed to leave it undisturbed and remove if required after the Annual RoSPA inspection.

The net supports on the garage end goalpost need attention.  Cllr Jarrett proposed that this was looked at when the work to the West End goal area was under way.

PD/MJ

Clerk

Clerk

GC/MJ

PD/MJ

11.

FINANCE

i. Councillors expenses – None

ii. Clerk’s pay, tax & expenses Oct– December 2010

The Clerk’s pay was approved by all Councillors. (Chq No: 000 894 £611.88) There was an Income Tax Rebate due this quarter.  On the advice of Inland Revenue this will be adjusted at the end of the financial year with a NIL payment reported for this quarter.

The Clerk’s expenses were approved by all Councillors (Chq. No: 000895 £73.16)

iii. 9 month Financial Statement            

The Clerk presented the 9month financial statement.  There were no queries and the statement was signed by Cllr Cuthbert.  The Actual and forecast spreadsheet showing payments to date and estimated future payments was discussed. Councillors agreed that the budget of £350 agreed in Minutes 10 ii and iii will be funded by the unused funds in Repairs and Maintenance to Playing field equipment, Playground Management Services and Grounds Maintenance (£351.01).

Invoices for Payment

i. Landscape Services 2nd half yearly invoice for grounds maintenance of the playing field   and for marking out the football pitch

Approved by all Councillors (Chq. No: 000896 £349.26)                                                                                                                                                                                                                    

ii. CPRE Annual Subscription

Approved by all Councillors (Chq. No: 000897 £29.00)

iii. Village Hall Committee Hire of hall for Parish Council Meetings July, September – December

Approved by all Councillors ( Chq No: 000898 £74.00)

iv. Any other invoice for approval received by 10 January 2011

There were none.

12.

ADMINISTRATION AND SYSTEMS

Insurance Policy – Request to provide information for an alternative quotation

An offer had been received from Zurich Town and Parish Team to quote for the Parish Council Insurance which is due for renewal in June.  Councillors were in principle favourable to an alternative quotation being obtained in good time before renewal. The Clerk will contact KALC to ascertain whether they are known to them.

Telephone Banking

The Clerk had contacted KALC for advice regarding the communication difficulties she was experiencing both with gaining information from the Bank regarding the Bank Account and the setting up of a telephone Banking Agreement.

The reply suggested that as many councillors as possible be signatories and also that the Clerk should be a signatory.  This is the current position and the Clerk confirmed that communication had improved considerably since she had been included as a signatory on the account.  Information was given for two banks who offer bespoke accounts for Parish Councils.  The Clerk will look at their websites.  KALC suggested that the question regarding conflict between the telephone banking agreement and the Bank Mandate should be referred to the Independent Internal Auditor.

The Clerk had also requested advice concerning the need for the Independent Internal Auditor to look at the accounts at the 6month period.  The advice given was that two councillors should undertake a six monthly check of the accounts with a written account of their findings to go to the Internal Auditor at the end of the Financial year.  A suggestion for an Internal Auditor had been made which Cllr Cuthbert will follow up.

Clerk

Clerk

GC

13.

CORRESPONDENCE

Parish News December edition for distribution plus 3 enclosures – Distributed.

 The enclosures were  the NALC Guidance for Local councils on how they contend with bad weather

 Progress to date on the issue of Electronic Payments

Newsletter from Peter Came & Co Insurance Agents

Already distributed

Rail Action Plan for Kent – For consultation – deadline 28 February 2011 - Noted

Minutes of the Swale Joint  Transportation Board meeting 13 December 2010 - Noted

Minutes of the Faversham LEF meeting 7 December 2010 and  ‘You Said – We did’ update - Noted

The Kent County Playing fields Association  December 2010 Newsletter - Noted

Message from Nick Chard re. Winter Service – Accompanying poster displayed on Village

Noticeboard - Noted

The Queen’s 2012 Diamond Jubilee Letter from Jeremy Hunt, Secretary of state - Noted

Late Correspondence received

Clerks & Councils Direct Magazine  with yearbook – distributed

Royal British Legion 90th birthday – Information taken and item to be put on the February Agenda for discussion

Letter from Doddington Allotment Association

A letter had been received giving the details of current plot holders and the current waiting list of 7 people.  The Association rent is due on 15 January 2011.

14.

AOB – Information Items

Cllr Bamford gave her apologies for absence at the February Parish Council meeting due to a prior family commitment.

The Localism Bill – A summary had been received from Protect Kent ( Kent Branch of CPRE) which the Clerk will circulate.