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.  No interests were declared

3.

To approve: MINUTES of the Annual General Meeting and the Annual Parish Council meeting held on 9 May 2011

The Minutes of the Annual General Meeting and the Annual Parish Council Meeting were approved by all Councillors and signed as correct by Cllr Cuthbert.

4.

MATTERS ARISING

Retail Services in Kent Event at Lenham Community Centre 11 May 2011 – report from Cllr Duckworth         

Cllr Duckworth had attended this meeting, arranged by Action with Communities in Rural Kent (ACRK) in the Chairman’s absence dealing with the subject of support for rural shops and gave a verbal report.  His written report will be provided for all councillors.

Extension of Allotment site – To receive feedback from Cllr Jarrett and the landowner

Cllr Jarrett confirmed that there were applicants available to take up the four additional plots granted.  The landowner had contacted the Clerk to advise that he was perfectly content with the extension as requested and asked  the Parish Council to make the necessary arrangements to draw up new agreements for the revised area.  The Clerk will liaise in due course with the Allotment Association Secretary to put this in place.

Councillors agreed with the current tenant that when the crop is off the land the additional plot area can be marked out with posts prior to fencing off the area.  Cllr Jarrett will organise this.

GC

Clerk

MJ

5.

REPORTS FROM COMMITTEES

Kent Association of Local Councils (KALC) Swale Area Committee Meeting 6 June 2011

Report from Councillors attending        

Cllr Cowan and Stiles had attended the meeting and a written report by Cllr Cowan had been circulated. A number of issues from the report were discussed by Councillors.

1. There is to be a review of Parish Boundaries which may affect all parishes. Date for a meeting with the Local Government Boundary Commission is to be advised.

2. The Parish Council is to receive a drainage map from Kent Highway Services (KHS). The Clerk has been contacted with a request for type of document to be supplied.

3. At the last Faversham Local Engagement Forum (LEF) the fact that filming of meetings is not permitted under Standing Orders unless a vote of the members is taken was highlighted.

4. Sittingbourne regeneration. Cllr Cowan commented that a good presentation on the subject had been given by SBC. Parish Councillors discussed this item at length.

6.

PUBLIC QUESTION TIME   

 A member of the public asked if the owners of the former school site could be contacted to cut the hedge and vegetation along the road side of the site. The public and Councillors were concerned that further refurbishment has come to a halt. No grounds maintenance is taking place and a full skip has been on the playground for some weeks.  It had been expected that the premises would be in use by now. The Clerk will contact Langley Park School for Boys.

A member of the public reported fly tipping in the wood being coppiced along Church Lane. Cllr Cuthbert will look into this.

A member of the public queried the position regarding the lack of Bus stop flag outside Northdown and timetables on either post.  Cllr Cuthbert holds the missing flag but is still waiting for KCC Transport to come and re-fix it.  The Clerk will chase up the timetables with KCC Transport.

A member of the public reported a pothole in the Old Lenham Rd close to the Allotment site and also potholes in Slade Road.  The Clerk will report through the Parish Portal.  The surface of the road from the Sprat’s Hill junction to Margaret Manor is covered in excessive shale and grit and was partly responsible for a recent accident on Sprat’s Hill.  The Clerk will write to KHS to request a road sweep.

Clerk

GC

Clerk

Clerk

7.

NEIGHBOURHOOD WATCH REPORT May report from the Co-ordinator

Cllr Cuthbert read the report which included the theft of one  the chains at the War Memorial and unauthorised doorstop sellers.  Councillors also discussed information received from the Community Safety Partnership regarding metal theft.

8.

PLANNING MATTERS

 i. Wellwood Farm – Update from the Enforcement Officer

The Enforcement Officer advised that no Planning Application had been received yet. He will chase the matter up and report back.

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

SBC had sent a copy of the reply from the applicant’s agent following their letter in February, for information. The Parish Council were invited to make any relevant comment. After discussion Councillors felt that it would set a precedent not to enforce the recently written Gypsy and Traveller Policy which had excluded this site. Cllrs Cowan and Attwood will discuss a suitable response.

iii. Oakenpole Wood.  Update from the Tree Officer

The tree officer advised that the matter is still under investigation by the enforcement team.

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

To advise decision by SBC. Permission granted 15 December 2010

v. Planning Application SW/11/0120 Tawny Hill Kennels To advise decision by SBC

Permission granted 10 May 2011.

vi. ‘Pick your own Consultation’  - confirmation of information received to view the Consultation document results – Councillors were advised that they can view all consultation replies on the ‘Pick your Own’ website.  If further information required Councillors were asked to contact the Clerk

vii. Any other planning matter received by 13 June 2011

There was none.

PC/KA

9.

ADMINISTRATION AND SYSTEMS

Councillors Conference 23 July 2011 – Further information

The Clerk advised that further information on this course was expected from KALC this week.  Cllr Bamford wishes to attend.  The Clerk will liaise with her when the information arrives to make the necessary arrangements.  Cllr Cuthbert proposed approving payment for Cllr Bamford to attend (£72 inc. VAT) and all Councillors were in favour.

Clerk/

SB

10.

RURAL /AFFORDABLE HOUSING SCHEME

i. Updating report from the Affordable Housing Group

A report from the Affordable Housing Group regarding the meeting with SBC housing and planning officers and a representative from ACRK on 13 May 2011 had been distributed to Councillors. 14 different plots were looked at, some identified by SBC during the walk round the village and from these 8 possible sites indentified.

Cllr Cuthbert proposed that a member of the Affordable Housing Group contact Tessa O’Sullivan (ACRK) and request that the next step be taken; that is to approach the landowners of each site.  All Councillors approved the proposal and Cllr Stiles agreed to make contact with ACRK.

ii. Rural Housing Sub-Strategy Draft

All Councillors had received a copy of the Rural Housing Sub-Strategy Draft from Swale Borough Council. Councillors attention was drawn to the comment that a ‘small pocket of deprivation was also indentified in Doddington’.  The Clerk will email the Housing Strategy and Enabling Officer for a comment on what constitutes social deprivation.

TS

Clerk

11.

FINANCE

i. Councillors expenses – None

ii.. Precept 1st Instalment - £3,750 To confirm receipt – The Clerk confirmed that the 1st instalment of £3,750 had been received into the Bank Account on 3 May 2011

Invoices for Payment

i.   Local Council Insurance–  confirmation of payment of first premium

Councillors had approved payment of this invoice on receipt of the correct documentation at the May Parish Council meeting.  The cheque to Zurich Insurance for £805.49 was drawn on 23 May 2011

( Chq. No: 000911)

ii.  Namesco – Renewal  of personal web hosting Approved by all Councillors. (Chq No: 000912 £56.16) The Clerk will write to Newnham Parish Council to ask for their usual 50% contribution towards this expense.

iii. LCR Magazine & online news Digest  - Annual Subscription  Approved by all Councillors. 

(Chq. No: 000913 £15.50)

iv. Kent County Playing Fields Association Annual Subscription  Approved by all Councillors  

(Chq. No:000914 £20.00)

v Any other invoice for approval received by 13 June 2011

There were none.

Clerk

12.

PLAYING FIELD

i. RoSPA Annual Inspection- confirmation of visit and to determine councillor(s) taking part.

The Clerk advised that she had received a postcard from Playsafety to say that they will be making their annual RoSPA inspection of the Playing Field in July.  Councillors requested that the Clerk ask for a specific date and time of the inspection.  If this was not forthcoming she should give Cllr. Duckworth and Cllr Jarrett’s contact details to the company with a further request to provide a reasonable amount of notice of the visit.  Cllr Cuthbert will act as a backup if the date proves to be unsuitable for the other Councillors.

ii. Cllr Jarrett’s monthly report –           

Following the Internal Auditor’s advice Cllr Jarrett has purchased a suitable hard back book to record his inspections of the Playing field.  The following items were noted.

30.5.11 The 3rd bench in the roller blade area was secured. All other areas in order.

13.6.11. Small amount of glass removed from the roller blade area

              A rope removed from the crossbar of the West End goalpost

              The bins had been emptied, the grass cut and the football pitch marked out.  Grass was seen to

              be growing in the Garage End goalmouth.

Cllr Cuthbert signed off the book for auditing purposes.          

13.

HIGHWAYS

i. Highways Update and notification of further work required.

The Clerk will report the Highways items mentioned in Public Question Time.

The Clerk advised that the potholes in the trench commencing outside Lodge House are on the Find & Fix 3 Sheet and should be dealt with late June/early July.

Cllr Jarrett had looked at the raised kerb in the traffic calming bed outside The Chequers at the Clerk’s request as the Parish Portal indicated that the work to deal with the trip hazard had been completed (Enquiry 26769).  He confirmed that no work had been done.  The Clerk will follow up with KHS.

SBC had advised that weedspraying was now the responsibility of KHS and the work in the borough should be undertaken during June.  Cllr Cuthbert proposed emailing Mr Oldfield to thank him for arranging the spraying of nettles and debris along the pavement between Doddington and Newnham.  All Councillors were in favour.

ii. The Old Lenham Road –to report on drains meeting organised by KHS

Cllr. Cuthbert and Cllr Stiles with the Clerk attended a site meeting on 16 May 2011 to discuss the problem of flooding in the Old Lenham Road. Villagers from Wychling and Doddington attended with 2 members of KHS Drainage team. The Clerk had produced notes on this meeting which had been circulated prior to the meeting.

Councillors now wait to hear from KHS with recommendations for alleviating the problem

Clerk

GC

13.

CORRESPONDENCE

Clerks & Councils Direct Magazine – Taken by Cllr Stiles           

Already distributed

Letter from the British Red Cross Society

Cllr Cuthbert read out a letter from the Volunteering Coordinator.  Councillors agreed requesting a poster for display and an item suitable for putting in the Village Newsletter

Faversham Sure Start Centre Newsletter for June 2011 – displayed on the Internal Noticeboard within the Village Hall

Letter from British Red Cross Volunteering Coordinator – duplicated item

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

The Mineral Sites and the Waste Sites Development Plan Documents identify proposed sites for consideration for future use for either minerals or waste uses.  Cllr Attwood believed that there were none in the Doddington area. The consultation documents can be viewed through the website or via the Clerk who has a CD – the consultation closes on 26 July 2011. Comments to be deferred to the July Parish Council meeting.

Clerk

14.

AOB –

War Memorial – to determine action to be taken following removal of chain fencing

The right hand chain link at the top of the handrail has been stolen.  Cllr Cuthbert proposed that the Clerk purchase a replacement length a chain to match and the chain only be put in place on Remembrance Sunday.  All Councillors were in favour.

Late correspondence

Mid Kent Downs e-bulletin June Edition – Had been distributed to all Councillors.

Maternity Services Review – Poster giving information on roadshows displayed on the internal Notice Board in the Village Hall

Health Overview and Scrutiny Committee Newsletter June 2011 - Had been distributed to all councillors.

South East Water Magazine – Taken by Cllr Cuthbert to be passed on to Cllr Duckworth

Information Items

Swale Rural Forum Meeting 14 June 2011 at Warden Bay Village Hall at 7.00 pm – Noted

Cllr Jarrett advised that BT had dug up the West End pavement without notifying the residents that work was required. Following complaints by residents work was suspended until official notification had been given and a satisfactory outcome was achieved.

Forestry

Cllr Stiles advised that the Minister (Defra) has a Committee looking at all forestry matters.  He agreed to circulate the relevant information to Councillors for a response at the July Parish Council Meeting.

Localism Bill

Cllr Stiles commented that with the passing of the Localism Bill more responsibility will fall to Parish Councils regarding planning matters. He suggested that the Parish Council consider a Design Plan for the Parish before the Bill is passed.  Following discussion Cllr Stiles agreed to obtain what information was available from local groups (KALC,ACRK) and forward to the Clerk for discussion at the July Parish Council meeting.

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.

Clerk

TS

TS