1.

APOLOGIES   Apologies had been received from Cllr. Attwood and Cllr Bamford which were accepted.   

Apologies had also been received from Cllr. Bowles who had a prior engagement.

Action

2.

DECLARATION OF INTEREST Councillors were invited to declare any personal or prejudicial interest in any Agenda item.  Cllr Cowan declared an interest in Agenda Item 9 i.

3.

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

After discussion the Minutes of the February 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 from Cllrs Jarrett & Stiles

Cllrs Jarrett and Stiles spoke on the matter, but were not in agreement as to the way forward.  Councillors discussed the matter at length including jointly subscribing with the Village Hall Committee.  Cllr Cuthbert proposed asking the Village Hall Committee if they wish to become involved and discussing further at the next meeting. The Clerk will investigate how payment would be made if both parties were to join. All councillors were in favour. Cllr. Cowan took the information for the Village Hall Committee.

ii. Queen’s Diamond Jubilee Celebrations

Cllr Jarrett advised that the Fun Day Committee had been approached and might be interested in running an event in June to coincide with the celebrations instead of the usual August event.

Cllr Jarrett will liaise with the group and report back at the next Parish Council meeting.

Cllr Stiles proposed a letter to Secretary of State Jeremy Hunt be drafted suggesting that some of the National funding for this project be diverted to support social issues ( e.g. retention of care homes) and offered to prepare a draft for consideration at the next meeting.

iii. The Queen Elizabeth Fields Challenge

Cllr Cuthbert read out the email received regarding the challenge.  Cllr Stiles had researched the subject and considered that Doddington Playing Field would not meet the criteria required.  The information supplied was noted by the Councillors.

PC

Clerk

MJ

TS

5.

KALC Swale Area Committee Meeting 7 March 2011       Report from Councillors attending

Cllr Cowan had attended the meeting and provided a report which all Councillors had received prior to the meeting.

6.

NEIGHBOURHOOD WATCH REPORT      February report from the NHW Co-ordinator

Cllr Cuthbert read the report from the Co-ordinator.  A member of the public highlighted more recent issues which included a day time break-in at a village property and the theft of goose and china eggs from the butchers.

7.

PUBLIC QUESTION TIME   

 A member of the public advised that one of the newly installed bus stop posts and sign (Northdown side of The Street) had been wrenched from its housing and was now lying on the left hand verge at the entrance to Northdown.  Cllr Cuthbert agreed to remove it for safe keeping and the Clerk will contact KCC Transport to reinstate.

A member of the public asked if leaves along the pavement between Doddington & Newnham, particularly opposite the War Memorial, could be cleared.  Cllr Jarrett commented that this was already itemised on the Parish Portal (See Agenda Item  10i.)

GC

Clerk

8.

PLANNING MATTERS

 i. Wellwood Farm – Enforcement information   Update  

Information has been received from the Enforcement Officer that Swale Borough Council (SBC) officers are planning to visit the site. Councillors were advised that there is an open invitation in the Garage window for anyone to look round the horse refuge in Wellwood Farm. Councillors agreed to liaise and arrange a visit.

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. SBC’s Core Strategy, Issues & Strategic Spatial Options     ‘Pick your Own’ Consultation – comment

Cllrs Cuthbert, Jarrett and Duckworth had attended together the exhibition arranged at Teynham Village Hall on 21 February, where they had had the opportunity to ask questions of SBC Planning Staff. Cllr Cuthbert had made a report of the meeting which had been circulated.  This report was discussed together with another look at the leaflet detailing the 4 options.  Councillors pointed out that the display at Teynham differed from the information in the leaflet provided. Cllr Prescott advised that it had been agreed at the Joint Transportation Meeting that further discussion on the Bapchild Bye-Pass route would be put on hold by Kent County Council (KCC) until the link between the M2 and A2 was determined.

After discussion Councillors noted that Option 4 would give a better road infrastructure and Cllr Cuthbert proposed that Doddington Parish Council support Option 4.  All Councillors were in favour.

The Clerk will email SBC with the decision.

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

Councillors viewed and discussed the application. Cllr. Cuthbert proposed that no objection be made and all Councillors were in favour. The Clerk will inform Swale Borough Council.

vii. Tree Preservation Order Eynesbury To note Confirmation of Order No7 of 2010

Information noted.

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

Cllr Cuthbert asked all Councillors to look at the document and if they had any comment to notify other Councillors or the Clerk.

ix. Any other planning matter received by 14 March 2011

There was none.

All

Clerk

Clerk

All

9.

RURAL /AFFORDABLE HOUSING SCHEME

i. To discuss response from Tessa O’Sullivan

Cllr Cuthbert read the email from Tessa O’Sullivan who advised that a site search will involve a walk around the Parish by herself, Parish Council members, a representative from English Rural Housing Association and a planning officer from Swale Borough Council.  A ‘table top’ exercise to identify possible locations would precede this.

Cllrs Jarrett, Stiles and Duckworth agreed to form a housing group to liaise with Tessa O’Sullivan to undertake this task.  The Clerk will contact Tessa O’Sullivan to arrange and request she obtain a suitable map from Swale Borough Council.

ii. Questionnaire from Swale Borough Council regarding affordable housing

Councillors completed the questionnaire which the Clerk will forward to Swale Borough Council

Clerk

MJ,TS,PD

Clerk

10.

HIGHWAYS

i. Highways Update and notification of further work required.

The Clerk had received replies to the questions raised at the last Parish Council meeting from Kent Highway Services’ (KHS) Swale Liaison Officer. 

The potholes on Hopes Hill had been attended to – the Clerk asked for them to be re-inspected.

The repaired potholes in Down Court Road are to be re-inspected.  Councillors noted that the Down Court Road had been closed all day today (14 March) for Highways works.

Ringlestone Rd – is to be rechecked for missing uncovered manhole covers.  The repair to raise the drains and manhole covers had to be executed in a different manner for costing reasons but will still be rechecked for acceptability.

Sweeping the Refuge on Chequers Hill. – To be dealt with either by KHS or Swale Borough Council.

Sweeping of Church Hill / Old Lenham Road. – Road sweeping is not normally dealt with by KHS, but the leaf issue should have been dealt with and any leaf build up on the gully networked will be addressed as a priority.

A member of the public raised the issue of leaves on the pavement between Doddington and Newnham villages.  Cllr Jarrett commented that this was already on the Parish Portal as ‘Enquiry Resolved’. Although entered by ‘Parish Representative’ the Clerk advised that she had not reported this, but will check with the Swale Liaison Officer how the request has been dealt with.

Councillors requested that the Clerk send a letter of thanks to a member of the public in recognition of the sterling continuing effort they put in to keeping the village tidy.

ii. Mobile speed sites – To note response from KCC

Bill Ronan (KCC) had contacted the Clerk to confirm that the project is still planned and that sites in Doddington will still be considered.

Clerk

Clerk

11.

PLAYING FIELD

i. To approve quotation for Playing Fields Maintenance 2011 -2012

 A quotation for £240 had been received for maintenance of the Playing Field excluding mowing. There has been an increase on an earlier verbal estimate due to the rise in fuel costs. Cllr Cuthbert proposed that the quotation be accepted and all Councillors were in favour.  Clerk to deal.

ii. Damage to picnic bench – update

Cllr Duckworth has cleaned and replaced the commemorative plaque The Clerk advised that she is still waiting to receive reimbursement of the installation costs from the Zurich Insurers and has received a verbal promise that it will arrive this week.

iii. Goalmouth area – update     

Initial work is planned for the weekend of Saturday 19/Sunday 20 March.  Councillors will contact those members of the public who are assisting with the project.  Soil and turf will be sourced. Suitable fencing will be put round the working area.

Cllr Jarrett and Cuthbert will meet on Friday 18 March to view the site.

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

Cllr Duckworth has purchased a suitable stain/preservative and will arrange to stain the bench.  He has also purchased ‘Postcrete’ to fix the bench within the agreed budget of £50 and will coordinate with Cllr Jarrett to install.  (£39.30 spent)

iv. Cllr Jarrett’s monthly report –           

Cllr Jarrett was pleased to report that the playing field has been mowed and tidied and looks very well.

Clerk

MJ,GC

PD

PD/MJ

12.

FINANCE

i. Councillors expenses – None

ii. Appointment of External Auditor 2010/11

The Audit Commission has informed the Parish Council of the appointment of Jackie Bellard as the appointed auditor for 2010/11 and future years

iii. To discuss expected end of year figures

Councillors noted the figures provided by the Clerk

Invoices for Payment

i. Clerk’s Pay and tax Jan – March 2011. Clerk’s expenses Jan – date

Approved by all Councillors – Clerk’s pay includes 2nd half yearly payment in lieu of holiday.

(Chq No: 000902 £739.75) (Chq No: 000903 £13.27) (Chq No: 000904 £148.01)

ii. N Swatland 2nd Half yearly instalment Grounds Maintenance  playing field

Approved by all Councillors (Chq No: 000905 £115.00)

iii. Swale Borough Council – Emptying of bins in Playing Field

Despite a telephone request on 23 February 2011 the invoice for this service had not been received.  The Clerk had contacted Swale Borough Council again to ascertain the cost which was advised at £39 per bin + any Vat chargeable( There are 2 bins).  This represented an approximate 15% increase on last years cost and was queried.  The Clerk was informed that last year’s charge was incorrect. Councillors approved drawing a cheque out of meeting for the appropriate sum when the invoice is received.  Clerk to deal.

iv. Reimburse Cllr Duckworth for purchase of treatment for the donated picnic bench and postcrete for its installation

Approved by all Councillors (Chq No 000906 £39.30)

v. Any other invoice for approval received by 14 March 2011

There were none.

Clerk

13.

ADMINISTRATION AND SYSTEMS

i. KALC Planning Training Course 12 March 2011

Despite a prompt response with the paperwork unfortunately this course is full.  The Clerk has asked for the Parish Council to be added to a waiting list. A further course may be arranged as a number of Parish Councils had been disappointed.

ii. Risk Assessment – to include the Effectiveness of the System of Internal Audit.

Councillors discussed the Risk Assessment and made the following amendments.

 Cllr Cuthbert had contacted Mr David Bucket who has agreed to be Internal Auditor to the Parish Council at a similar charge to the previous auditor and is therefore appointed Internal Auditor for 2010/2011 and subject to confirmation with the Clerk for the following two years. 

Under the section entitled Finance – Internal Audit Assurance – the first bullet point was amended to read ‘Formal monitoring  and evaluation of all finance activity every minimum 6 months by 2 councillors’

Clerk to update document and distribute.

The Review of the Effectiveness of the System of Internal Audit was discussed.  Clerk to contact new internal auditor Mr Bucket to arrange Terms of Reference  to finalise the review for approval at the April Parish Council meeting.

iii. Schedule of Assets – Annual review and update. To confirm Self Insurance

Councillors reviewed the updated document and a minor grammatical amendment was made on the first page.  Cllr Jarrett asked whether the two benches at the top of the playing by the roller blade track were included in the costing.  Cllr Cuthbert believed that was the case. The Clerk will investigate. The schedule was approved by all councillors. Councillors discussed the matter concerning items currently ‘Not Insured’ on the Schedule. Cllr Cuthbert proposed that these items should be considered ‘Self Insured’ by the Parish Council. All councillors were in favour.

Clerk

Clerk

Clerk

Clerk

14.

CORRESPONDENCE

Clerks & Councils Direct Magazine for distribution - distributed

Already distributed

Letter from Kent Police for display regarding theft of fuel - Noted

Notification of Adoption of Revised Kent Statement of Community Involvement - Noted

Forestry Commission Consultation – deferred from February meeting. Further information from defra.

Councillors agreed to place this item on the Agenda for April to discuss the current situation.

Faversham Children’s Centres Monthly Newsletter – To be displayed when space allows.

Late correspondence

Local Council Review Magazine – Taken by Cllr Stiles.

KALC Information on Advertising Boards

Cllr Cuthbert went through the information received by KALC. Councillors agreed that he would look at the information in detail and suggest a response.  Other councillors were asked to respond to Cllr Cuthbert if desired.

Clerk

Clerk

All

15.

AOB – Information Items

2011 Census – To notify information received to date

Posters had been received and were displayed around the Parish. The Clerk had been contacted by the local Census Coordinators.

Faversham Local Engagement Forum 15 March 2011 at the Alexander Centre, Faversham 7pm

Noted

Child Protection – Reply from Landscape Services.

KCC Landscape Services had confirmed that all the policies and Codes of Practice required by the Parish Council were in place.

Parish Council Elections           

The Clerk advised that she had just received the Nomination packs for the forthcoming Parish Council Election and these were distributed to Members.              Absent members will each receive a pack. The Clerk will organise an appointment with Swale Borough Council to have the Nomination sheets checked and asked members to return their forms by 29 March or sooner.  Election Notices for display are expected very soon.

Parish Council information on the Village Website

Cllr Jarrett reported that he had noticed some inaccuracies on the Village Website.  Cllr Cuthbert agreed to look in to it.

Village School

Councillors enquired whether there was any further information on the school, but there was nothing to report.

Clerk

All

GC