1.

APOLOGIES   Apologies had been received from Cllr Attwood at the September Parish Council Meeting which had been accepted. Apologies were also received from Cllrs. Prescott and Bowles who were attending meetings elsewhere.

Action

2.

DECLARATION OF INTEREST Councillors were invited to declare any personal or prejudicial interest in any Agenda item.  Cllrs Cowan and Cuthbert declared an interest in Item 4 Matters arising – Village Hall Committee request for donation as members of the Village Hall Committee and signed the Interests Book.

3.

To approve: MINUTES of the  Parish Council meeting held on 12 September 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

There was nothing further to report.

Toilets in the playing Field – to consider details obtained by Cllr Stiles            

Cllr Stiles advised that there were portaloos from Four Jays available for the period 2 weeks before to two weeks after the date of the Jubilee Fun Day in June 2012 at the same price quoted previously.  Cllr Jarrett proposed booking one portaloo for the period one week before to three weeks after the Fun Day and all councillors were in favour.

Cllr Cuthbert proposed that should a cheque need to be drawn to cover a deposit before the next Parish Council Meeting it should be drawn out of meeting.  All Councillors approved the proposal.

Cllr Stiles will contact Four Jays to arrange the booking.

Village Hall Committee – Request for donation.

Cllr Cuthbert proposed that this item be moved and read with Agenda Item 11iii. Half yearly accounts for approval.  All councillors were in agreement.

Design Plan for the Parish – further information from Cllr Stiles

Following a discussion on developments within Swale Borough Council’s (SBC) Core Strategy which may in future put some commitment on Doddington to provide more housing, councillors agreed that plans for formulating a Design Statement for the parish should be moved forward from the agreed May meeting.

Cllr Cuthbert proposed at the next meeting to set a date for an open meeting as soon as possible.  A piece is to be included in the next Village  Newsletter asking anyone who would be interested in attending such a meeting to contact the Chairman or any Parish Councillor.  The Clerk will research names and provide a short list for Cllr Stiles to approach to speak at a meeting.

Foam Factory – update  on current position from Cllr Cuthbert

Cllr Cuthbert had not been successful in contacting the caretaker at the foam factory.  No further information on developments was known and councillors agreed that a letter should be sent to the owner.  Clerk to deal.

KALC December Meeting –  to confirm cover for Cllr Cowan

Cllr Cuthbert agreed to attend the December KALC meeting in Cllr Cowan’s place.  The Minutes of the September meeting were distributed.

Local Government Boundary commission update         

Information had been distributed from the Local Government Boundary Commission concerning the size of Swale Borough Council and the size of the wards. This did not look like having any serious effect on Doddington.  Posters had been distributed in the Parish.  Councillors were advised that they could make their views known by 24 October 2011.

A letter had also been received form the Boundary Commission for England concerning the 2013 Review of the Parliamentary Constituencies in England.

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5.

PUBLIC QUESTION TIME   

 A member of the public expressed concern at the lack of available information on the affordable housing scheme.  Councillors explained that the Parish Council was not able to identify sites as they did not know which were likely to be adopted. Four landowners had been approached; one had declined, two had said they would discuss and one had not replied. There were other sites yet to be ruled in or out by SBC.  Cllr Stiles agreed to investigate with the Rural Housing Enabler at Action for Communities in Rural Kent (ACRK) what information can be put in the public domain at this stage.

A member of the public was concerned about the steps on the Public footpath at the West End of the village opposite the traffic calmed area.  The Clerk will contact the Public Right of Way Officer to liaise with Cllr Duckworth or Jarrett to inspect the area and determine whether any improvement is possible.

A member of the public asked if the junction at the bottom of Lade Wood Hill and the Ringlestone Rd by Wychling Pumping station could be swept and the white line indicating the right of way be reinstated. The Clerk will contact the Highway Steward for attention.

A member of the public suggested that next time a survey was required for villagers to complete, it be done online. They would be prepared to supply the relevant I.T information.

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PD/MJ

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6.

NEIGHBOURHOOD WATCH REPORT September report from the Co-ordinator

The report had already been circulated to Councillors and was taken as read.

7.

PLANNING MATTERS

 i. Wellwood Farm – Update from the Enforcement Officer

Swale Borough Council advised that no response to the Planning Contravention Notice (PCN) had been received and a further site visit was likely to be required  to confirm that the work had not been carried out.  Legal proceedings may follow. An incomplete planning application had been received on 1 September to keep the concrete paths for wheelchair access to the woods and to use the buildings on the farm as stables and a vet/hospital for sick horses and had not yet been registered.

ii. Oakenpole Wood.  Update from the Tree Officer

The tree officer has advised that no further action was warranted in this case.  File closed.

iii. Planning Application TC/11/0088   Rapsons – To report decision of  Swale Borough Council

Councillors noted that SBC have no objections to the proposed works.

iv. Planning Application TP/11/0099 Tree works at Slips Cottage. To consider application and comment

Councillors had been given the opportunity to view the application online.  Cllr Cowan proposed that no objection be made and all Councillors were in favour.  Clerk to inform Swale Borough Council (SBC).

v. CPRE  Guide ‘How to respond to Planning applications’

Cllr Cowan had viewed the booklet  giving detailed information about the application processes. It is available for other councillors to view by contacting Cllr Cowan.

vi. Any other planning matter received by 10 October 2011

There was none.

Clerk

8.

ALLOTMENTS

Extension of the Allotment gardens.  To discuss current situation.

The revised agreements were sent to the landowner on 22 September 2011.  Cllr Jarrett advised that the Allotment Association had been successful in securing grants of approximately £1,000 from the Co-op and Cllr Prescott’s  LEF grant which will almost cover the cost of fencing the extended area.

The Allotment Association secretary asked if the tenants of the additional plots could commence work on their plots before signing of the agreements.  The Clerk will check with the landowner.

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9.

ADMINISTRATION AND SYSTEMS

Child Protection Policy – Annual Review.

The following documents were reviewed

Child Protection Policy

Councillors agreed no amendments were required

Child Protection Code of Conduct

Councillors agreed that no amendments were required

Child Protection Procedures – The Designated Officer

The procedures state that a deputy to the designated officer, who is currently Cllr Cowan, should be appointed.  Cllr Duckworth proposed Cllr Bamford as deputy, Cllr Cuthbert seconded and all Councillors were in favour.  Cllr Duckworth queried whether the item “ consult initially …….” Conflicted with the following item “make a formal referral ……”. Cllr Cowan felt it was probably satisfactory but would review it.

Child Protection – Good Practice Guidelines

Councillors are aware  that these guidelines are mainly relevant when a Youth Council is in place, but once more agreed to continue with the guidleines.  After discussion Cllr Duckworth agreed to meet with Cllr Cowan to discuss some clarification of the wording and report back to the Parish Council in November.

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10.

AFFORDABLE HOUSING SCHEME

Updating report from the Affordable Housing Group

This item had been mainly dealt with under Public Question Time.  Cllr Stiles confirmed that matters had not proceeded any further than the information given at the September meeting.

 Cllr Stiles agreed to contact Tess O’Sullivan at ACRK to determine what information can be put in the public domain.

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11.

FINANCE

i. Councillors expenses – None

ii. Clerk’s pay, tax & expenses July – September 2011 Pay in lieu of holiday (1st half yearly payment)

The Clerk’s pay and expenses claim for the period was approved by all Councillors. (Chq. No. 000924 £753.02) (Chq. No. 000925 £42.82)  There is no tax to pay which the Clerk will report to HMRC.

iii. Half yearly Accounts for approval

Cllrs Cowan and Stiles had inspected the Council’s books and had found all paperwork in order. Cllrs Stiles and Cowan recommended approval of the half yearly accounts and all Councillors were in favour.

Councillors viewed and discussed the half yearly Actual and Forecast Expenditure Spreadsheet.

The letter from Doddington Village Hall Committee asking for a donation towards funding for improvements to the fabric of the Hall and the drama equipment (see Minute 4) was then discussed.  Cllrs Cowan and Cuthbert declared an interest as members of this Committee and took no part in the discussion or vote.

Councillors determined that there would be an underspend of at least £670 in the category of Election Expenses as the Parish Council Election in May 2011 was uncontested.  Cllr Duckworth proposed that a donation of £650 to Village Hall funds be made, Cllr Jarrett seconded and all eligible Councillors were in favour. (Section 19 1976 Miscellaneous Provisions Act)  Cllr. Cuthbert proposed that the Clerk draw the cheque out of meeting and all Councillors were in favour.  Cllr. Cowan thanked the Parish Council for its generosity.

iv. 2nd Half yearly Precept received

The payment of £3,750 was received directly into the Parish Council’s bank account on 30 September 2011.

Invoices for Payment

Any other invoice for approval received by 10 October 2011

There were none.

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12.

PLAYING FIELD

i. RoSPA Annual Inspection- to discuss reply from Playsafety

The Clerk reported that she had spoken to the inspector that afternoon who explained that RoSPA regulations determine that all ‘ball sports’ automatically receive a risk rating of ‘Medium’ and a Risk Score of 8. The inspector advised that it is necessary to take note of the Report notes which in both these cases state that ‘the item met with the requirements of the relevant standard’.  Councillors accepted this explanation and requested that the Clerk inform the Parish Council’s insurers accordingly.

ii. Goal nets – update

As Cllr Cuthbert had not found any goal nets on his premises, the Clerk had ordered a new pair which should arrive tomorrow.   The cost will be £64.15 including VAT.  Cllr Jarrett proposed drawing a cheque ‘out of meeting’ for these goods when the invoice arrives and all Councillors were in favour.

iii. Kent County Playing Fields Association Annual Council Meeting 21 October 2011

To be held in Maidstone Town Hall.  Cllr Jarrett agreed to attend.

ii. Cllr Jarrett’s monthly report –           

Cllr Jarrett advised that the playing field was being kept in good order with no littering of the field.  For auditing purposes Cllr Cuthbert signed the record book.

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MJ

13.

HIGHWAYS

i. Highways Update and notification of further work required.

The Clerk reported that she is waiting for a reply to her letter requesting reconsideration of the trip hazard at The Chequers and possible surface dressing of The Street.  Councillors reported potholes in Church Lane which will be reported through the Parish Portal system.  Cllr Jarrett advised that a member of the public had asked if the hedge along the A2 at Judd Folly Hill could be trimmed sufficiently to allow good vision when turning right from the C258.  The Clerk will contact the Highway Steward.

Councillors viewed the Parish Portal report to 9 October 2011.  The Clerk had highlighted the fact that drains at the bottom of Sprat’s Hill had not been cleared yet the item marked ‘Resolved’ and no comment had been received concerning the damage to the highway at the Ringlestone Rd/The Street junction.  The Clerk will follow up with the Highway Steward.

ii. Gully position map for Doddington – to receive details of absent or incorrect siting of gullies.

There were none.  Matter now closed.

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14.

CORRESPONDENCE

Already Circulated

Minutes of meeting held in Iwade Village Hall to discuss SBC’s ‘Pick Your Own’ Core Strategy 17.8.11 - Noted

Minutes of Swale Joint Transportation Board 5.9.11 - Noted

Parish News & attachment – to discuss any issue within and any requests for training

Cllr Duckworth advised he would be available to attend a Dynamic Councillors Workshop half day course on 19 November 2011.  Councillors approved the cost of £60 + VAT. Clerk to make arrangements.

The Clerk bought councillors attention to the Free Trees scheme which was mentioned both in Parish News and the September edition of the Mid Kent Downs e-bulletin.  Cllr Jarrett advised that members of the Doddington in Bloom group were planning to plant 25 trees in the playing field alongside the mesh fencing by Doddington Service station.  Approval had been received by the owners and Councillors agreed that they had not objection to this taking place.  Councillors agreed that should Doddington in Bloom require a further 25 trees for the project the Parish Council would apply.  The deadline is 31 October 2011.Cllr Jarrett agreed to liaise with the Group and the Clerk.

Rural Services Network weekly email digest. Noted

Late Correspondence

An email had been received from a member of the public interested in relocating to the village requesting information on affordable housing and planning matters.  Cllr Attwood had agreed to speak to them.  In view of the decisions reached regarding the Affordable Housing Scheme Cllr Stiles agreed to discuss the matter further with Cllr Attwood.  It was agreed that a response to the email should be made as soon as possible.

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MJ/

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TS

15.

AOB –

Letter from the Fun Day Committee advising the date for the Queen’s Jubilee Fun Day 2012

The Date given by the Fun Day Committee will be confirmed at the next Meeting.

Historic Buildings Conference Harrietsham Community Hall 15 October 9.30 – 4  - Noted

Cllr Jarrett advised that a member of the public had indicated that the bus timetable was showing an incorrect time and that a rubbish bin by the telephone box had been set alight – the Clerk will investigate.

Cllr Jarrett advised that Doddington in Bloom is intending to enter the South East in Bloom competition next year and asked if Swale Borough Council could be approached to reinstate the ‘clear up’ freighter as neighbouring villages still benefit from this facility.  Councillors felt that a supporting letter from the group would be beneficial; Cllr Jarrett agreed to organise this.

Cllr Stiles asked if more information regarding ‘local’ neighbourhood watch issues could be put in the Village newsletter.  Cllr Cuthbert commented that he understood most of the information passed on came from area NHW or local Police contacts.  The Clerk will check with the Co-ordinator.

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