1.

APOLOGIES   Apologies had been received and accepted from Cllr Bamford who was unwell. Apologies were also received from Cllr. Prescott.

Action

2.

DECLARATION OF INTEREST Councillors were invited to declare any personal or prejudicial interest in any Agenda item.  Cllrs Cowan declared a personal interest in Agenda Item 11 Affordable Housing Scheme and signed the Interests Book.  The Clerk also declared a personal and prejudicial interest in this Agenda Item.

3.

To approve: MINUTES of the  Parish Council meeting held on 10 October 2011

The Minutes were approved by all Councillors and signed as correct by Cllr Cuthbert.

4.

MATTERS ARISING.

Doddington School Site – to discuss current position

It was noted that the two skips had been removed, but although the site was tidy there was no sign of any activity.  The Clerk will contact the school and request an update of the situation.

Toilets in the playing Field – update from Cllr Stiles     

A portaloo has been booked for 28 May – 24 June 2012 and a deposit of £58.00 paid.

Steps on Public Footpath ZR285 at the West end of the village

Mr Ellis, KCC Public Right of Way Officer, has inspected the site and confirms that some improvement can be made, initially by resetting the steps.  This will be done this month or, if the weather deteriorates, in January.

Foam Factory – update

Cllr Cuthbert has spoken to the caretaker at the foam factory and organised with him hedge cutting and strimming this week.

To confirm the date set by the Fun Day Committee for the Queen’s Jubilee Fun Day 2012

The date is confirmed as Sunday 3 June 2012

Review of the Parliamentary constituencies. To receive further information and comment if desired.             

Councillors noted that it is proposed that the East Downs Ward, which includes Doddington, is to become part of the Canterbury Constituency.

Clerk

GC

5.

PUBLIC QUESTION TIME   

A member of the public queried why the field crossed by footpath ZR285, which appeared to have given  unrestricted use for 20 + years to walkers, had now been fenced.  He considered the stiles provided to access the footpath were both slippery and cumbersome and should have been approved by KCC before installation.  Cllr Cuthbert and Attwood both attested that the field had been cropped up to and including 1993 and managed thereafter.  The landowner had made attempts to restrict use of the field and some walkers had been challenged by the local gamekeeper. The field was now in a scheme that involved livestock grazing and required fencing.  Councillors considered that this was not a Parish Council matter and suggested the query be referred to the Public Right of Way Officer if there was a problem with the type of stile erected. 

A member of the public questioned the current position regarding the school site and was referred to the answer given in Agenda Item 4.

6.

NEIGHBOURHOOD WATCH REPORT October report from the Co-ordinator

The report was read out by the Chairman.  A member of the public advised that copper had been stolen from the lightening conductor on the Church roof recently.  The Chairman asked if there was some way the public could be informed of precautions to observe to prevent metal and oil theft.  The Clerk will speak to the NHW  coordinator.

Clerk

7.

DESIGN PLAN FOR THE PARISH –

 To receive further information and to set date for initial meeting and speaker

Councillors discussed at length information received regarding Neighbourhood Planning.  Cllr Stiles had researched bodies prepared to give advice and support:

ACRK

The Prince’s Foundation for the Built Environment

CPRE in partnership with NALC

Locality – The Building Community consortium

RTPI – Planning Aid

A questionnaire sent by rsnonline suggested that Neighbourhood Planning would be statutory.  Councillors noted the content but agreed not to complete the survey. Before proceeding any further with a proposed meeting to include the general public, Cllr Attwood proposed that Cllr Stiles obtain guidance on the current position from James Freeman at Swale Borough Council and from Cllr Prescott and to report back at the next meeting.

TS

8.

PLANNING MATTERS

 i. Wellwood Farm – Update  

Swale Borough Council (SBC) had advised that the Planning Contravention Notice had not been returned and that the matter had been referred to SBC’s solicitors.

ii. Planning Application TP/11/0099 Tree works at Slips Cottage. To receive decision from Swale Borough Council – Still awaiting decision.

iii. Any other planning matter received by 14 November 2011

A member of the public enquired whether the Parish Council was aware of a camouflaged log cabin which has been erected in Lime Kiln Wood or Oakenpole. Councillors viewed a map and photographs of the structure.  Cllr Attwood took the information to determine whether the site lies in Swale Area or comes under Maidstone Borough Council and deal appropriately.

KA

/Clerk

9.

ALLOTMENTS

Extension of the Allotment gardens.  To advise current situation.

The agreements between the landowner and the Parish Council and the Parish Council and the Allotment Association have been signed and filed.

Cllr Jarrett advised that grant applications have been approved for the fencing of the extended site and that contractors had been organised to do the work.

A plaque of recognition is to be erected to thank both the Co-op and Cllr Prescott whose grants enabled the work to take place.

10.

ADMINISTRATION AND SYSTEMS

Child Protection Policy – To complete Annual Review.

Cllrs Cowan and Duckworth had discussed the wording of ‘The Designated Officer’ replacing the wording

‘the role of the designated person is to:’  with

‘ in the case of an allegation or suspicion of abuse the designated officer should take the following steps, in the order shown:’

The last bullet point was  replaced with ‘act on the advice given by the statutory child protection agency without delay’

The last paragraph of the procedures was deleted.

Councillors approved these amendments which Cllr Cowan will forward to all councillors and Clerk.

PC

11.

AFFORDABLE HOUSING SCHEME

Updating report from the Affordable Housing Group

The Clerk and Cllr Cowan had declared an interest in this Item.  Cllr Stiles recapped the information which Action for Communities in Rural Kent (ACRK) had advised could be put in the public domain and the reply given to the member of public who had sent in a written request.

The Clerk left the meeting at this point and the Minute was recorded by Cllr Attwood.

There are now 2 possible sites – the School Site and the land to the west of ‘The Retreat’ and all councillors agreed that this information should be put in the public domain

The Clerk returned at this point.

Cllr Stiles requested another councillor take over his role as liaison with ARCK and report the findings at future meetings.  Cllr Duckworth agreed to do this supported by Cllrs Jarrett and Bamford.

12.

FINANCE

i. Councillors expenses – None

ii. To appoint councillors to prepare Precept Bid 2012/13 for December meeting

Cllrs Cowan and Attwood agreed to meet with the Clerk to prepare preliminary figures.  Date to be agreed.

Invoices for Payment

Invoices paid ‘out of meeting’ - to formally note these payments

Sportsdirectory  for Goal nets  Chq. No.000926   £64.15 drawn 15.10.2011

Doddington Village Hall – donation for Hall improvements Chq. No.000927 £650.00 drawn 15.10.2011.  The Chairman read out a letter of thanks received on behalf of the Trustees of the Village Hall.

Four Jays Group Deposit for Hire of Portaloo May – June 2012 Chq. No. 000928 £58.00 drawn 19.10.2011

KALC ‘The Dynamic Councillor’ Course 19 November 2011

Approved by all Councillors Chq. No. 000930 £72.00

Reimbursement to Clerk for expenses in replacing stolen chain link fence at War Memorial

Approved by all Councillors Chq. No. 000929 £22.62

Any other invoice for approval received by 14 November 2011

There were none.

Clerk/

PC/KA

13.

PLAYING FIELD

i. Report on Kent County Playing Fields Association Annual Council Meeting 21 October 2011

Cllr Jarrett gave a short verbal report on this event and provided the Clerk with a run through of the days programme for interested members.  Councillors noted that there will be a pack available in early January for groups running Queen’s Jubilee celebrations. 

ii. To consider quotation from KCC Landscapes Services re. mowing of the playing field and marking out   the football pitch

Councillors considered the quotations supplied for mowing the playing field, setting out the football pitch and remarking the pitch on 13 occasions.

The quotation for mowing showed an increase of  £9.25.

The quotation for setting out the pitch  an increase of £1.55

The quotation for remarking an increase of £ 0.46 per occasion.

Councillors approved these increased figures and Cllr.Cuthbert signed the return.  Clerk to return to KCC Landscape Services

iii. Cllr Jarrett’s monthly report –          

Cllr Jarrett advised he had had to clear broken glass from the top of the field again.  He also reported that the surfaces under the junior swing and slide had become covered with a type of algae.  Councillors requested the Clerk contact the most recent contractors used for advice to remedy the problem.

Clerk

Clerk

14.

HIGHWAYS

i. Highways Update and notification of further work required.

– To discuss items on the Parish Portal and to report any new items

Cllr Jarrett asked if a request be made to renew the white lines between Doddington and Lenham.

The Clerk gave feedback on items reported in September and October. Both letters had been sent twice to KHS who are to

1. Investigate further the trip hazard at The Chequers. A councillor remarked that part of the flower bed edging had been painted and a marking put on the pavement suggesting some work was to take place. This was not in the correct place.  Councillors agreed that the Clerk would ask the Highway Steward to contact Cllr Jarrett to view the site.

2. Follow up clearing of the gullies in the lower end of the Old Lenham Road.

A resident had asked if any progress had been made concerning improvement to drainage of the Old Lenham Road following the site meeting in May.  Staff changes at KHS meant that the officer who had dealt with the case was now In a different post.  Councillors agreed that the Clerk should contact the senior officer attending for an update on developments.

3. Follow up request to clear the debris from the foot of Lade Wood Hill and reinstate the white line.

4. Reply concerning surface dressing of The Street.

ii. Large lorries travelling through the village – to discuss letter from resident

A copy of a letter to Cllr Prescott from a resident had been received concerning the number of large HGVs that are using the Faversham Road between the A2 at Faversham and the A20 at Lenham and the effect this is having on Doddington and Newnham villages.  Cllr Prescott has arranged for the matter to be discussed at the Faversham Local Engagement Forum at Queens Elizabeth’s School, Faversham on 28 November.  Cllr Jarrett agreed to attend  on behalf of the Parish Council

iii. Plough Monday – Arrangements for 2012 Procession

The date is expected to be Monday 6 February 2012. Cllr Cuthbert agreed to contact the co-organisers to confirm that the event will take place and then liaise with the Clerk to organise the appropriate paperwork.

iv. KCC Winter Policy statement – to note receipt.

Noted

Clerk

MJ/

Clerk

Clerk

MJ

15.

CORRESPONDENCE

Kent Science Park Autumn Newsletter  - Clerk to file

Kent Tree Warden Scheme – to appoint a Tree Warden

Cllr Cuthbert agreed to continue as tree warden for Doddington

English Rural Housing Association Annual Report Taken by Cllr Duckworth to be circulated

Swale Borough Council Annual Report  Taken by Cllr Cowan

Clerks & Councils Direct – Magazine for distribution Taken by Cllr Stiles

Already Circulated

Councillor training – to discuss attendance at forthcoming events

The Clerk brought to Councillors attention the Chairmanship Conference for existing and aspiring Chairmen on 7 January 2012 and a Localism Conference on 28 January 2012, both at Lenham.  Any Councillor wishing to take part should advise the Clerk by the next Parish Council meeting.

Victim Support – to discuss request for donation. Councillors discussed the matter but declined to make a donation.

Mineral and Waste sites Development Plan Documents – Supplementary Options Consultation commencing 24 October 2011 – To discuss any further comment or attendance at scheduled meetings

Cllrs Attwood and Cuthbert advised that brick earth would be moved from a site near the old Norton Ash Nursery site and sand moved from Bretts at Faversham.  The Clerk advised that there are Consultation meetings scheduled for 1 & 3 December 2011 in Lenham Community Hall 9.30am  – 12.30pm.  Cllr Cuthbert expressed an interest in attending one of these and would confirm whether he was available with the Clerk.

KCPFA Autumn newsletter & flyer - Noted

Swale Rural Forum  - Minutes of 11 October 2011 meeting. Noted

PARISH NEWS & PARISH MATTERS from Came & company – to discuss any relevant issues

No issues were raised

Faversham Sure Start Children’s Centres Newsletter and What’s On displayed on the interior Village Hall Noticeboard

Kent Fire & Rescue Service Consultation – for discussion - Noted

Late Correspondence

Invitations to attend the CPRE Protect Kent AGM’s at Lenham and Norton. 

Cllr Duckworth agreed to attend the Swale AGM at Norton Village Hall on Monday 21 November 2011.

Clerk to inform CPRE and provide Cllr Duckworth with an agenda for the meeting.

Highway Service Questionnaire

Councillors agreed that the Clerk would complete the questionnaire on behalf of the Parish Council

All

GC

PD/

Clerk

Clerk

16.

AOB –

Village Christmas Tree – to discuss provision of tree

Cllr Cuthbert agreed to provide a tree and will arrange with Cllr Jarrett to erect in Doughty’s orchard the weekend before the Pantomime.  Cllr Cuthbert will look for the tree lights.

‘Rural Digest’ Broadband

Vodafone is looking for 12 communities to play a part in rural mobile coverage trials and get connected to the internet using fresh technology which enhances mobile phone signals.

Newnham Parish Council are interested in volunteering to be one these communities and had asked if Doddington would be interested in joining them.  Cllr Cuthbert has expressed an interest but other councillors asked what it would involve and recommended a cautious approach.  Cllr Cuthbert to contact Newnham Parish Council Chairman.

Faversham Local Engagement Forum 28 November 2011 7.00 pm at Queens Elizabeth’s Grammar School Noted

Cllr Stiles advised that no further information had been received as yet from the Forestry Commission.                                         

MJ/GC

GC