1.

REPORT FROM CHAIRMAN –Cllr Cuthbert welcomed members and Cllr Prescott and read his Annual Report which is attached. 

2.

FINANCE – YEAR ENDING 31 MARCH 2011 REPORT FROM CLERK – Report attached.  The report was read by the clerk.

3.

VILLAGE HALL REPORT –  Report attached. Cllr Cuthbert read the report provided by Les Roberts (Chairman of the Village Hall Committee) on the activities of the Village Hall committee throughout the year. 

4.

NEIGHBOURHOOD WATCH – Report attached provided by NHW Co-ordinator Ian McMullen. The report was read by the Clerk.

5.

DODDINGTON IN BLOOM REPORT – Report attached.  Cllr Cuthbert read this report prepared by Sallie & David Shaw of the Doddington in Bloom Group.

6.

GENERAL PUBLIC PARTICIPATION – Cllr Prescott advised that he was pleased to have been re-elected as Swale Borough Councillor for the East Downs Ward and thanked those who had helped with his election leaflet distribution.

There were no other members of the public present.

1.

APOLOGIES   Apologies had been received from Cllr Bowles.

Action

2.

 DECLARATIONS OF ACCEPTANCE OF OFFICE – ALL COUNCILLORS

 Register of Members Interests Form

 Declaration as to Election Expenses and Return of Election Expenditure Forms

The recent Parish Council Election had been uncontested with sufficient nominations to fill the required number of seats.  All Councillors were therefore re-elected to stand for the next 4 years. Declarations of Acceptance of Office were signed by all Councillors and witnessed by the Clerk.

Members’ Interests Forms were issued to all Councillors for completion and return by the next Parish Council Meeting.

Election Expenses Forms are still awaited from Swale Borough Council who understood that they had been dispatched in April. The Clerk has been in contact with the Council and expects to receive the forms in the next few days and will distribute.

Clerk

3.

ELECTION OF CHAIRMAN

Cllr Stiles proposed Cllr. Cuthbert for the office of Chairman with Cllr Jarrett seconding the proposal.  All Councillors were in favour; Cllr Cuthbert was duly elected and signed the Acceptance of Office Declaration

4.

ELECTION OF VICE CHAIRMAN. Cllr Stiles proposed Cllr Attwood for the office of Vice-Chairman, seconded by Cllr Cuthbert. All Councillors were in favour; Cllr Attwood was duly elected and signed the Acceptance of Office Declaration.

5.

DECLARATION OF INTEREST Councillors were invited to declare any personal or prejudicial interest in any Agenda item.  Cllr Jarrett declared an interest in Agenda Item16. Correspondence ’Allotment letter ‘ as he is an Allotment holder and signed the Members’ Interests Book

6.

TO CONFIRM REPRESENTATIVE AT KALC SWALE COMMITTEE MEETINGS

Cllrs Cowan and Stiles agreed to continue to represent the Parish Council at Kent Association of Local Councils (KALC) Swale Committee meetings.

TO CONFIRM MEMBERS OF THE AFFORDABLE HOUSING GROUP

Cllrs Duckworth, Jarrett and Stiles were agreeable to continuing as members of the Affordable Housing Group.  Cllr Bamford indicated that she would like to be involved and all Councillors were in favour of this.

7.

To approve: MINUTES of the Parish Council meeting held on 11 April 2011

The Minutes of the April Parish Council meeting were approved and signed as correct by Cllr Cuthbert.

8.

MATTERS ARISING

Chinese Lanterns – to receive information from Cllr Attwood                  

Cllr Attwood reported that he had been in contact with a local landowner who advised he actively bans Chinese Lanterns from being launched from any of his properties, due to the fire risk. He considers that they come from further afield as many of his outlying fields are littered with them and they are a constant problem for him.  He asked to be kept informed should any further information arise.                    

Third Rail Summit – to receive report from Cllr Stiles                 

Cllr Stiles was thanked by the Chairman for attending this meeting. His report had been circulated and he asked for the name of one of the attendees to be corrected.  A press release has since been received confirming that The Rail Action Plan for Kent document had been presented to Teresa Villiers on 2 May 2011.  Cllr Stiles further commented that there was still some disquiet amongst those attending concerning everyday rail problems not just issues regarding the high speed links.

9.

PUBLIC QUESTION TIME   

 A member of the public gave further information regarding the extension of the Javelin Service (fast rail link) to Sandwich for the Open golf tournament.

10.

PLANNING MATTERS

 i. Wellwood Farm – Enforcement information   Update  

No further information.

ii. Grace’s Place – Update

No further information

iii. Oakenpole Wood.  Update

No further information

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

Still awaiting decision from SBC.

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

Still awaiting decision from SBC

Cllr Attwood suggested that updates be requested from the appropriate Planning Officers regarding the above 5 cases.  All Councillors were in favour.  Clerk to deal.

vi. Unauthorised Gypsy Encampments  procedure information

The information had been circulated and was duly noted

vii. Any other planning matter received by 9 May 2011

Cllr Attwood advised that due to forthcoming possible conflicts of interest regarding Planning Issues within the Swale Core Strategy, he would like to stand down as the Councillor reporting on Planning Matters and proposed that Cllr Cowan should take over the role.  Cllr Cuthbert seconded and all Councillors were in favour.  Cllr Cuthbert thanked Cllr Attwood for giving his time and expertise over a number of years.

Clerk

11.

ADMINISTRATION AND SYSTEMS

Parish Council Allowances  To agree allowances for the year

Swale Borough Council had advised that the current Members’ Allowances Scheme was being retained for 2011/12. After discussion Cllr Cuthbert proposed that in line with previous years Councillors would waive their Chairman’s and Basic allowances but would opt to claim mileage allowance if desired at 40p per mile.  Cllr Jarrett seconded and all Councillors were in favour.

Clerks’ Information Days

There is a KALC Clerk’s Conference scheduled for 15 June 2011 at Lenham.  The Clerk will not attend this year.

Insurance Policy Review – report from Cllrs Cuthbert & Duckworth and decision to agree insurance for 2011/12

Cllrs Cuthbert and Duckworth had met to compare in detail the quotations provided by Allianz through Aon  and Zurich Insurers and the cover provided.  The Clerk had obtained additional information from each company regarding Personal Accident cover and details of any discount should a long term agreement be entered into.  The Clerk also sought from Zurich Insurers an assurance that they would cover the Plough Monday Event which they agreed to do.

In conclusion Cllrs Cuthbert and Duckworth advised that Zurich Insurers provided wider cover at a lower premium with or without additional Personal Accident Cover or any long term agreement.

The Internal Auditor, Mr Buckett, had recommended in his report ( see Minute Finance 13 i.) that 3 quotations should be sought.  Councillors agreed that time was too short to arrange a third for this year and Cllr Stiles proposed that a 1 year policy should be arranged for 2011 and at 2012 renewal quotations should be sought from all 3 companies ( Aon, Came & Co and Zurich Insurers). All Councillors were in favour.

Cllr Cuthbert proposed for 2011 effecting a policy with Zurich Insurers for 1 year to include Personal Accident cover at a total cost of £805.49, a saving of approximately £90. Cllr Attwood seconded and all Councillors were in favour.  Clerk to arrange.

Clerk

12.

RURAL /AFFORDABLE HOUSING SCHEME

Updating report from the Affordable Housing Group

Cllr Jarrett advised that a meeting has been arranged for Friday 13 May 2011 with a representative from Swale Borough Council Planning Department, Amicus Housing Association, possibly English Rural Housing Association and Tessa O’Sullivan. The meeting will give feedback on the suitability of the sites proposed and involve a walk of the village to look at possible sites.

Cllr Cuthbert confirmed that he had emailed Mr Oldfield to inform him of developments and advised that he had shown interest in the project.

MJ/TS

PD/SB

13.

FINANCE

i. Internal audit Report

The Internal Auditor, Mr Buckett, had attended the Clerk’s home on 18 April 2011 to undertake the Audit and his report had been circulated to Councillors. 

His comment on insurance quotations was noted and action taken to obtain 3 quotations at the next

renewal date.

A written record of Cllr Jarrett’s playing field inspections was recommended and Councillors discussed the type of report that should be produced.  Councillors approved Cllr Jarrett purchasing a suitable book in which to record his findings.

It was recommended that the backup record of the Parish Council’s affairs should be kept off site. Councillors approved the Clerk purchasing an additional memory stick  which will be updated monthly and kept off site with the Chairman.

The Clerk’s handwritten financial record book will be full at the end of the current financial year and it was recommended that after this time the computerised records should be adjusted to include the information provided therein.  After discussion Councilors determined that they wished the current procedure to continue and approved the purchase of a new book by the Clerk when the time arose.

A recommendation to consider amending the tenancy agreement for the Allotment Site to avoid asking for a peppercorn figure every year was not agreed upon  due to possible legal considerations.

 Year End Accounts 10/11,

The Clerk advised that the accounts had been internally audited; the accounts were presented. The Clerk ran through all the paperwork giving explanations on each sheet. Councillors approved the End of Year Accounts which were then signed by Cllr Cuthbert and the Clerk.

 Annual Return, Notice: Exercise of Electors’ Rights, 

The Annual Return was discussed and the Annual Governance Statement discussed, completed and signed by the Chairman. The bank reconciliation was approved and signed by Cllr Cuthbert and the Explanation of Variances sheets for Items 3 and 6 under Section 1 were explained.  The Exercise of Electors’ Rights notice is on display in the Village Notice board giving formal notice that the End of Year Accounts are available for inspection by the public from 20 May 2011 until 17 June 2011. The public may inspect all documents by arrangement with the Clerk.

ii. Cllrs Expenses           There were none.                                                      

iii. Precept 1st Instalment - £3,750 To confirm receipt

The Clerk advised that notification from Swale Borough Council that the 1st instalment of the Precept had been received.  Due to bank holiday closures the payment was not expected to be in the Parish Council bank account until 2 May 2011.

Invoices for Payment

i.  David Buckett – Internal Audit Fee Approved by all Councillors (Chq No: 000910  £90.00)

ii. Local Council Insurance Renewal – Payment of annual premium

See Minute No: 11 Insurance Policy Review above.  Cllr Cuthbert proposed drawing the cheque for the premium for £805.49  out of meeting. Cllr Duckworth seconded and all Councillors were in favour.

iii. LCR Magazine & online news Digest  - Subscription Renewal

Renewal papers had not yet been received so the matter was deferred to the next meeting.

Any other invoice for approval received by 9 May 2011

There was none.

MJ

Clerk

Clerk

Clerk

Clerk

14.

PLAYING FIELD

i. Installation of donated  bench – update

Councillors were advised that the donated bench is now in place . Cllr Cuthbert thanked Cllrs Duckworth and Jarrett who had been involved with its preparation and installation.

ii. Goalmouth areas restoration - update.          

Cllr Jarrett advised that turf had not been purchased due to the current dry spell.  The West End goalmouth has grassed over fairly well and is now being used.    

iii. Cllr Jarrett’s monthly report             

Cllr Jarrett advised that the third bench at the roller blade track had reappeared and he will arrange to have it bolted down. The Clerk will add it to the Asset Register and include it within the total value for the benches.

There are pit marks appearing in the safety surfacing under the double swing but are not considered to be an issue at this stage.

The bins have not been emptied lately – Cllr Jarrett will monitor the situation and report to clerk.

MJ

Clerk

MJ

15.

HIGHWAYS

i. Highways Update and notification of further work required.

The May Parish Portal report was discussed. Councillors requested that the Clerk query what action was to be taken regarding the potholes in the trench outside Lodge House which shows as ‘Enquiry Resolved’ on the report.

Councillors were concerned about the vegetation encroaching from Doddington Place parkland onto the pavement between Doddington and Newnham village.  Cllr Cuthbert agreed to email Mr Oldfield to ask if he will arrange for the area to be tidied.

ii The Old Lenham Road –to discuss forthcoming drains meeting organised by KHS

The date for this meeting is scheduled for 16 May 2011 at 9.30 am.  This has to be confirmed by Kent Highway Services. Letters have been sent to landowners, the Clerk has not been made aware of the responses yet or who is likely to attend.  Cllr Cuthbert agreed to attend the meeting with the Clerk who felt she may have an interest as her husband is a tenant of some of the land.  Cllr Attwood requested that some mention be made regarding the diversion of water from the highway onto fields.

Clerk

GC

16.

CORRESPONDENCE

Letter of thanks from Citizens Advice Bureau – Read out by Cllr Cuthbert.

Fieldwork – CPRE Magazine for distribution. – Taken by Cllr Stiles

Allotment Association – to discuss letter received from the Association requesting extension of the site

Cllr Jarrett had declared an interest in this item as an Allotment holder.  Cllr Cuthbert read out the letter from the Allotment Association asking if the site could be extended by 4 further plots. There are currently 6 people on the waiting list, 4 of whom live in Doddington. Councillors discussed the matter at length and Cllr Cuthbert proposed that the Parish Council should agree to this request, Cllr Stiles seconded and all Councillors were in favour. Cllr Jarrett agreed to liaise with the Allotment Association Committee to plan the way forward.  The Clerk will respond to the Allotment Association Secretary and contact Mr Oldfield, the landowner.

Already distributed

Kent Minerals and Waste Development Framework Stakeholder Meeting Lenham June 8th and 11th - Noted

Kent Habitat Survey - Noted

Public Right of Way Vegetation Clearance Contracts. – to consider response to letter – Councillors considered the matter and determined that no response was required.

Kent Forum Briefing Edition 1 - Noted

Future Standards of Conduct of members of Local authorities in England – Legal Briefing – Noted

Clerk

17.

AOB – Information Items

Meeting dates reminder The Clerk reminded members that meeting dates are 2nd Monday in every month except August when there is no scheduled meeting. Meeting start times from June to October will be 8.00 pm reverting back to 7.30pm in November.

Cllr Cuthbert is hoping to attend the Retail Services in Kent event in Lenham on Wednesday 11 May.  Cllr Duckworth offered to stand in if he is not able to attend

GC/PD