1.

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

Action

2.

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

3.

To approve: MINUTES of the Parish Council meeting held on 13 June 2011

Cllr Stiles raised the issue of the number of plots looked at and those considered suitable sites under Minute 10 Affordable Housing. Councillors discussed the matter and determined that as it was a matter of interpretation (i.e. number of plots considered or number of sites visited) no amendment was necessary.

Cllr Stiles considered the Minute under AOB concerning Councillors Areas of interest should be reworded.  After discussion the Minute was amended to read

“Councillors areas of interest

Cllr Attwood suggested that individual councillors take the lead on subjects where they have a particular interest. The following areas were suggested but it will be discussed in full at the next meeting.

Planning                        Cllr P Cowan

Playing field                   Cllr M Jarrett

Affordable Housing        Cllrs T Stiles & P Duckworth

Other sections will be lead by the Chairman but Councillors were asked to contact Cllr Attwood if they wished to deal with any particular subject “

Cllr Cuthbert signed the amendment and the Minutes of the June Parish Council meeting were then approved by all Councillors and signed as correct by Cllr Cuthbert.

4.

MATTERS ARISING

Independent Panel on Forestry – Call for Views  - To discuss any response

Cllr Stiles had provided Councillors with the ‘Independent Panel on Forestry – Call for Views’ document  and asked that Councillors consider whether  the Parish Council should respond or whether it should be the choice of each member.  After a discussion considering the plus points of forestry Cllr Cuthbert proposed that Cllr Stiles prepare a letter for approval by the rest of the Council by the end of July.  All Councillors were in favour.

Formal notice of the Preparation of KCC’s Minerals & Waste Development Framework – Regulation 25 Consultation – To discuss any response

Councillors had been invited to consider commenting on the current versions of these documents.  The nearest sites are

Mineral sites – Sand extraction in the Lenham Area

Waste Sites – Highsted Valley Chalk pits.

Following a discussion concerning the affect this may have on Doddington, Councillors resolved that no comment was required.

Doddington School Site – to discuss response from Langley Park School for Boys

Cllr Cuthbert read the letter received from Mr Daubney, a governor of the school, who had responded to the Clerk’s request to trim the front hedge and vegetation back and provide further information regarding progress on the development.

Councillors noted that the hedge had now been trimmed and the grounds had been tidied with a working party from the school on site on Saturday 9 July 2011. A further visit is scheduled during August 2011. It is anticipated that pupils and staff will visit the school in the Autumn. The skip that has been on site for some time is the subject of a receivership. Councillors will watch developments and discuss further at the September meeting.

Response from British Red Cross re Volunteering

The Clerk has received 2 posters for display and a letter regarding volunteering, part of which was read to the meeting by Cllr Cuthbert.  The posters and letter will be displayed and the letter offered to the newsletter who may wish to include an abbreviated version in the next copy.

Councillor roles/ areas of interest

The following areas of interest were agreed

PLANNING – Cllr  Cowan

PLAYING FIELD – Cllr Jarrett supported by Cllr Duckworth

RURAL/AFFORDABLE HOUSING – Cllr Stiles supported by Cllr Duckworth

FINANCE – Cllr Cowan supported by Cllr Attwood

HIGHWAYS – Cllr Cuthbert supported by Cllr Stiles

This list will be reviewed in 3 -4 months time.

Cllr Stiles proposed that he no longer attend meetings concerning the Rail Summit. He had attended three and considered that there would be no further benefit gained by attending subsequent meetings.  Cllr Cuthbert seconded and all Councillors were in favour.

Consideration of a Design Plan for the Parish – further information from Cllr Stiles

Cllr Stiles reported that he had contacted various agencies including Swale Borough Council (SBC) and all parties were suggesting that until the Localism Bill is passed (expected New Year 2012) there was a degree of uncertainty.  Any design template favoured by the Parish Council could in any case be overrun by the Borough planners. 

Councillors agreed to discuss the matter further at the September Parish Council Meeting.

TS

Clerk

5.

PUBLIC QUESTION TIME   

 A member of the public reported a pothole outside the Chequers Inn. The Clerk will report through the Parish Portal system

A member of the public outlined their continuing fears regarding the future development of the school site. Cllr Cuthbert and Attwood spoke at length referring back on occasion to the report in the Parish Council meeting in December 2010 when members of the school Governing Body and the Deputy Head were in attendance and outlined plans for the development of the premises.  The recent letter from a school governor (see Minute 4) outlines reasons for the delay. Councillors confirmed they would be reviewing the matter again in September.

Clerk

6.

NEIGHBOURHOOD WATCH REPORT June report from the Co-ordinator

Cllr Cuthbert read the report which covered door to door selling, seasonal thefts from outbuildings and scams connected with the Open golf Championship at Sandwich.

7.

PLANNING MATTERS

 i. Wellwood Farm – Update from the Enforcement Officer

Awaiting further information from SBC.

ii. Grace’s Place – Update from SBC Planning Officer

The Clerk had sent an approved response from councillors once more objecting to the application.  Further information from SBC is awaited

iii. Oakenpole Wood.  Update from the Tree Officer

Awaiting further information from the tree officer.

iv. Planning Application SW/11/0558 Yew Tree House To consider application and comment

Councillors viewed the application which was a renewal of granted permission SW/08/0331 & 0332 and resolved that no objection would be made.  Clerk to inform SBC.

v. Any other planning matter received by 11 July 2011

There was none.

Clerk

8.

ADMINISTRATION AND SYSTEMS

Standing Orders – Annual Review- Document reviewed with no amendments made.

Code of Conduct – Annual Review – Document reviewed with no amendments made.  Councillors noted that there could be changes when the Localism Bill is passed.

9.

RURAL /AFFORDABLE HOUSING SCHEME

i. Updating report from the Affordable Housing Group

Cllr Stiles had contacted Tessa O’Sullivan at Action with Communities in Rural Kent (ARCK) who advised that she is waiting to hear from SBC with a list of sites that they feel are appropriate.  She will then contact the landowners.

ii. Rural Housing Sub-Strategy Draft – Response re social deprivation

The Clerk had circulated a reply from the Housing Strategy and Enabling Officer commenting on what constitutes social deprivation.  The information had been taken from the ‘Rural Deprivation in Kent and the South East Evidence Base 2008’ report.  Councillors noted the information.

10.

FINANCE

i. Councillors expenses – None

ii. Change of Clerks Tax code. Clerks pay and tax April – June. Clerks expenses 15 March – 30 June 2011

The Clerk advised that HMRC had changed her Tax Code for the year. Unless overtime hours are paid no Income Tax will be due but the she would be required to report a NIL return and would do so online.

The Clerk’s pay and expenses claim for the period was approved by all Councillors. (Chq. No. 000915 £611.88) (Chq. No. 000916£52.68)

iii. KALC Councillors’ Conference fee £72 (inc VAT)

Cllr Bamford’s place on the course confirmed.  Cheque drawn ( approved June 2011) Chq. No. 000919 £72.00

iv. First quarter Accounts  Apr – June 2011       

The Clerk presented the accounts for the first quarter asking for questions from members.  Under a question involving Earmarked reserves Cllr Attwood asked when the next Arboricultural Condition Survey of trees in the playing field was due.  Councillors believed it was 3 years from the last inspection (April 2010); the Clerk will check. There being no other queries Cllr Cuthbert signed off the accounts.

Invoices for Payment

v Any other invoice for approval received by 11 July 2011

Invoices had been received and were approved for payment by all Councillors from the following:

KCC Landscape Services Half yearly payment for Grounds Maintenance in the Playing Field

(Chq. No. 000917 £185.08)

KCC Landscape Services Half yearly payment for Re-marking the football pitch (Chq. No. 000918 £185.40)

The Clerk had checked both invoices against the quotations received and confirmed that they were correct.

Doddington Village Hall – Invoice for Hire of Village Hall for Parish Council meetings Jan – June 2011

(Chq. No.000920 £102.00)

Clerk

Clerk

11.

PLAYING FIELD

i. RoSPA Annual Inspection-

The RoSPA inspection will take place on Thursday 14 July 2011.  Cllr Jarrett will accompany the inspector Rae Adams

ii. Cllr Jarrett’s monthly report –           

  The following items were noted in Cllr Jarrett’s record book.

30.6.11 The basketball net needs removing which Cllr Jarrett will undertake. Grass is now growing in    both goalmouths and with the removal of the tree root the West End area is more frequently used.

10.7.11. The goal net is ripping apart, Cllr Jarrett will take advice from the RoSPA inspector concerning its removal. Cllr Cuthbert has a replacement.

Cllr Cuthbert signed off the book for auditing purposes.          

Councillors considered whether it would be appropriate to put up a net in the West End Goalmouth. Clerk will check the cost.

MJ

Clerk

12.

HIGHWAYS

i. Highways Update and notification of further work required.

There have been staffing alterations at Kent Highway Services. Swale now has 2 Highway Stewards, Aprille Hall and Gary Gibbs. The Clerk will check with them who now deal with drainage issues as it was noticed the previous member of staff now had a different job title.  The Clerk will report the Highways items mentioned in Public Question Time together with a request to inspect the road surface at the junction of the Ringlestone Rd and The Street which is breaking up.

A member of the public had advised that the potholes along Slade Road reported in June 2011 had not been repaired but the Parish Portal report shows that the work had been done.  The Clerk will check with Kent Highway Service (KHS) together with a reminder concerning the kerbed traffic calmed area outside the Chequers Inn, still not resolved, where another member of the public had cause to trip recently.

KHS have referred the sweeping of Sprat’s Hill to SBC.

The Flag and timetable holder on the Bus Stop pole outside Northdown has been replaced.  Cllr Cuthbert will chase the inclusion of the timetables.

Cllr Cuthbert reported that the refuge between Palace Cottages and the top of Chequers Hill has been swept.

Updated Street cleaning Information

Councillors had been provided with an up to date schedule.  The Clerk brought to their attention that some areas (Chequers Hill, Northdown and Church Hill) will now only be swept every other month.  The Street remains as before with a monthly sweep.

Fly posting

Cllr Cuthbert brought to Councillors’ attention the amount of excessive fly posting taking place for activities outside the village particularly for a fete in Eastling. Councillors approved Cllr Cuthbert contacting the organisers if the bills were not removed by the end of the week.

Clerk

GC

GC

13.

CORRESPONDENCE

Invitation from Mid Kent Downs Steering Group to attend Meeting 19 July 2011

No Councillor is available to attend the meeting.  Information from this group will be sent by email in future.  The Clerk agreed to acquire the Mid Kent Downs Countryside Partnership Newsletter for Spring 2011 and email to Councillors.

Kent Fire & Rescue Service – Service Plan 2011/12 – Opportunity to view plan.

Taken by Cllr Cowan

Clerks & Councils Direct Magazine – July edition – Taken by Cllr Jarrett.

Kent Forum Briefing Edition 2 - Noted

Acknowledgement letter from Hugh Robertson MP

Cllr Cuthbert reported that he had sent a letter of thanks to Mr Robertson for his help with the administrative organisation of the Plough Monday event in February.  Mr Robertson had responded with an appreciation of his reply.

Local Engagement and Regeneration grants – to receive information from Swale Borough Council.

Clerk has requested the Guidance and Application forms online from SBC and on receipt will forward to Councillors for consideration.  Cllr Jarrett suggested the Allotment Association may wish to apply for help with fencing for the extended site.  The Clerk will contact Cllr Prescott for advice.

Already Circulated

LCR Magazine – to Cllr Bamford Cllr Cuthbert took magazine and will circulate to other members

Swale Joint Transportation Board Minutes ( 13 June 2011) - Noted

Faversham LEF ‘You Said, We Did’ Report (7 June 2011) – Noted. The Clerk commented that Minutes were no longer produced for this meeting; the report only serving as a record.  SBC would be glad of any comment on this new procedure.

Swale Rural Forum Minutes ( 14 June 2011) - Noted

PARISH NEWS  May/June Edition – Now produced online

KALC Swale area Committee meeting Minutes – to Cllrs Stiles & Cowan Noted

Vision for Kent consultation – Response by 22 August 2011     

 After discussion councillors resolved that if desired members could respond individually.

Public consultation over new waste to energy plant. - Noted

Boundary Commission Meeting 19 July – to discuss attendance

Cllrs Stiles and Cowan agreed to attend. Clerk to advise SBC.

Clerk

Clerk

Clerk

14.

AOB –

Cllr Stiles asked if the possibility of a permanent portable toilet for the playing field could be considered. The Clerk and Cllr Stiles will make enquiries.

Late correspondence

Kent Voice Magazine – Taken by Cllr Cuthbert to circulate.

Village of the Year Competition. The Clerk had circulated this late post for information.  Cllr Jarrett will forward to the Doddington in Bloom Group who have an interest for 2012.

Information Items

August Meeting

There is no scheduled meeting for August.

Date for August meeting if required 8 August 2011

TS/

Clerk