1.

APOLOGIES   Apologies had been received from Cllr Prescott.

Action

2.

DECLARATION OF INTEREST Councillors were invited to declare any personal or prejudicial interest in any Agenda item.  Cllr Jarrett declared an interest in Item 9 Allotments as an allotment holder and signed the Interests Book.

3.

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

The Clerk pointed out that an error had been made in the title of Item 3 and the words ‘ Annual General Meeting and the Annual’ should be deleted.

Cllr Cuthbert signed the amendment and the Minutes of the July Parish Council meeting were then approved by all Councillors and signed as correct by Cllr Cuthbert.

4.

MATTERS ARISING

Cllr Stiles asked if Item 16 AOB – Foam Factory could be moved up the Agenda to be discussed with the item regarding the School Site as they were of a similar nature. There were no objections.

Independent Panel on Forestry – Call for Views  - Response sent.

The Clerk confirmed that a letter dated 28 July 2011 stating the Parish Council’s comments had been sent to Defra and a confirmation received.  The Parish Council has been included on the Forestry Panel’s mailing list and will be kept informed of further developments.  Cllr Stiles commented that the Panel had received 40,000 responses from the public and that the result will be published in November 2011.

Doddington School Site – to discuss current position

Electricians and painters had been seen on site during the summer months. There are still 2 skips at the front of the building, but otherwise the site is being kept tidy.  Councillors wish to keep the item on the agenda for a monthly review of developments.

Foam Factory – Chequers Hill.  Cllr Stiles expressed concern that this site is starting to become overgrown and untidy. For Sale signs have now been removed but there is a caretaker daily on site. 

Councillors agreed that Cllr Cuthbert would approach the caretaker to try and ascertain the future plans for the site.

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

Cllr Stiles had obtained quotations from two companies, for hiring a standard size portaloo. A minimum 4 weeks hire and four weeks pre-payment rental was applicable in both cases.  After some discussion Cllr Attwood proposed hiring for a trial period of 4-6 weeks, either side of the Queens Diamond Jubilee Fun Day in June 2012. All councillors were in favour.  A member of the public advised that enquiries should be made immediately for that timescale as most portaloos were already hired out for the Olympic Games in July 2012.  Cllr Stiles will make further enquiries regarding availability and the Clerk will investigate the cost of insurance for a 4-6 week period

Local Engagement and Regeneration grants – to report on considered grants

The Clerk advised that the Doddington in Bloom Group had applied for funding under the Members Regeneration Grant and Cllr Jarrett believed that this had already been granted.

The Doddington Allotment Association has applied under the Local Engagement Forum’s (LEF) Community Project Funding for help with funding of the additional fencing required for the extended allotment site.

Consideration of a Design Plan for the Parish – further information from Cllr Stiles

Cllr Stiles has continued to collect information on a ‘Neighbourhood Plan’ of which design is a part.  He advised that grants were available and assistance through various organisations (e.g. Mid Kent Downs Countryside Partnership, Planning Resolve, ACRK.) Following discussion Cllr Cuthbert proposed that all councillors should continue to collect information and that a speaker on the subject should be considered for the 2012 Annual General Meeting.  Cllr Attwood seconded and all councillors were in favour.

Clerk

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Clerk

5.

REPORTS FROM COMMITTEES, MEETINGS & COURSES

Kent Association of Local Councils Swale Area Committee meeting 5 September 2011. Report by

Councillors attending

Cllrs Stiles and Cowan had attended the meeting with Cllr Cowan providing notes that had been previously circulated to all councillors. Comments regarding the Local Government Boundary Commission are dealt with in the next item.  Cllr Cowan asked for another councillor to represent her at the December KALC meeting as she will be otherwise engaged with Pantomime rehearsals.

Boundary Commission Meeting 19 July Report from councillors attending

Cllr Stiles and Cowan had attended the meeting and commented that a copy of the presentation should have been sent to the Clerk.  The Clerk could not recall having received the document.  At the KALC committee meeting councillors were advised that the Local Government Boundary Commission had halted its current review, but is expected to begin again in October.   Cllr Bowles advised that a date for a Group Leaders workshop for Swale Borough Councillors had been set for 12 October 2011.

Report from Cllr Bamford on the Councillors Conference          

Cllr Bamford gave a report on the Councillors’ Conference she attended on 23 July 2011. She attended an afternoon workshop as well as spending time at the Conference.  She has passed her handouts to Cllr Duckworth who was not able to attend.          

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6.

PUBLIC QUESTION TIME   

 There were no questions or comments from the floor.

7.

NEIGHBOURHOOD WATCH REPORT Summer report from the Co-ordinator

Cllr Cuthbert read the report which covered theft from vehicles and burglaries, power cuts caused by theft of cabling, up to date information during the riots in the big cities and pre-payment electricity meter fraud.

8.

PLANNING MATTERS

 i. Wellwood Farm – Update from the Enforcement Officer

Nothing further to report

ii. Grace’s Place – Permission granted with special conditions

Noted.  Temporary permission for three years. Cllr Cowan highlighted a number of the conditions imposed.

iii. Oakenpole Wood.  Update from the Tree Officer

Nothing further to report

iv. Planning Application SW/11/0558 Yew Tree House Permission and listed consent granted

Noted

v. Planning Application TC/11/0088   Rapsons – To view and consider application and comment

Councillors viewed the application.  Cllr Cowan proposed that no objection be made and all councillors were in favour.  Clerk to inform Swale Borough Council (SBC).

vi. Enforcement Strategy and Service Charter – for discussion, comments by 31 Oct. 2011

Councillors discussed the content of the Charter for Planning Enforcement 2011.  Cllr Cowan proposed that the content of the document be noted and a record kept with the planning file.  All councillors were in favour

v. Any other planning matter received by 12 September 2011

There was none.

Clerk

Clerk

9.

ALLOTMENTS

To discuss current situation and if appropriate approve proposed agreements with the landowner and Doddington Allotment Association.

Cllr Jarrett had declared a personal interest in this item.

The Clerk had prepared revised Tenancy agreements between the Parish Council and Mr R Oldfield (Landowner) and the Parish Council and Doddington Allotment Association which indicate the revised size of the site. Annual fee to remain the same and date of payment to remain the same in each case. These had been sent to councillors before the meeting.  After discussion Cllr Cuthbert proposed that the agreements should be sent to Mr Oldfield for approval and signature.  Cllr Attwood seconded and all were in favour.

Cllr Jarrett advised that the Allotment Association were applying for a number of grants to fund the cost of fencing the extended site. Grant applications considered include the Co-op, SBC Local Engagement Forum Community Project and the Lottery Fund (Awards for all). The Lottery fund application has caused difficulty as conditions imposed for eligibility would require an alteration to the leases.  After some discussion Cllr Cuthbert proposed that it would not be reasonable to ask for the leases to be altered, Cllr Attwood seconded and all councillors were in favour.  Cllr Jarrett will convey this information to the Allotment Association Secretary.

Clerk

10.

ADMINISTRATION AND SYSTEMS

Financial Regulations – Annual Review The document was reviewed and all councillors agreed that no amendments were required. Cllr Cuthbert signed the document.

Risk assessment – Half yearly review

The Clerk had made amendments to update with the name of the current insurers and the appropriate Sections included in the new Policy Document.  Otherwise Councillors agreed that no other amendments were required.  The Clerk will send round a revised document to all councillors

Clerk

11.

AFFORDABLE HOUSING SCHEME

Updating report from the Affordable Housing Group

Cllr Stiles advised that he was still in contact with Tessa O’Sullivan (Action with Communities in Rural Kent – ACRK). 4 sites had been identified by SBC planning department and Ms O’Sullivan had contacted the landowners of each site to determine whether they had an interest in the project.

1 had declined

1 had not yet replied

2 had shown interest.

SBC planners are aware of these 2 interested parties and Tessa O’Sullivan is waiting to hear from them to determine the way forward.

12.

FINANCE

i. Councillors expenses – None

ii. Confirm receipt of Newnham Parish Council contribution to village website costs.

The Clerk confirmed that a payment of £23.40 had been received on 20 July 2011

iii. Annual Return 2010-2011

This 10/11 Annual Return was approved by the Audit Commission on 22 June 2011. There were no matters requiring further attention. A copy of Section 1-3 together with the Notice of Conclusion of Audit and Right to Inspect the Annual Return was displayed on the Village Hall Noticeboard from 14 – 31 August 2011.

Councillors have all received a copy of the return.

iv. KALC Finance Conference 2011 – To consider training (information circulated)

Cllr. Cuthbert was interested in attending and took the information.  The Clerk requested he contact her as soon as possible if he was able to attend.

Invoices for Payment

i. Audit Commission - Invoice for Annual Return 2010/11 

Approved by all councillors Chq No: 000921 £162.00

ii. Playsafety – Invoice for playing field inspection 2011

Approved by all councillors Chq No: 000922 £128.40

iii. Any other invoice for approval received by 12 September 2011

An invoice was received from Nick Swatland for £120.00.  First half yearly payment for playing field maintenance.  Approved by all councillors. Chq. No: 000923 £120.00

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13.

PLAYING FIELD

i. RoSPA Annual Inspection- to discuss report

The playing field inspection took place on 14July 2011.  Cllrs Jarrett and Duckworth were in attendance.

Cllr Jarrett advised that the inspector said that no action was required to bring the site up to current legislation.  Cllrs discussed the report in detail.  Attention was drawn to

1. Basketball Post  where a Risk score of 8 was awarded with a Risk Level of Medium

2. Goal-Backstop Fences x 2 where a Risk Score of 8 was awarded with a Risk Level of Medium

In both cases the report stated that ‘No remedial work is required at this time’ for both equipment and surfacing.  The Parish Council’s insurers have in the past required maintenance for any item with a Medium Risk level to be undertaken within 60 days of the report.  The Clerk will write to Playsafety to determine whether this is an error or alternatively what action is required.

ii. Goal nets – to discuss purchase

The Clerk advised that a new pair of goal nets (not sold singly) will cost £48.50 + VAT from Sports Directory.  Councillors agreed that if Cllr Cuthbert cannot trace the remaining goal net then the Clerk will purchase a new set.

ii. Cllr Jarrett’s monthly report –           

Cllr Jarrett confirmed that the playing field is in good order and the bins are being emptied regularly. The following entries are included in his inspection record which was signed off by Cllr Cuthbert for auditing purposes.

14.7.11 RoSPA inspection by Rae Adams of Playground Projects.  No serious or urgent problems found.

Cllrs Jarrett & Duckworth in attendance.

29.7.11 All equipment checked for mechanical and general condition and found satisfactory.  Cllr Duckworth removed basketball net from post as suggested by RoSPA inspector.

13.8.11. All equipment checked prior to Fun Day event.  Field mowed and football pitch marked out. Problem with garage end gate opening mechanism, later resolved.

27.8.11 Visual checks on all play equipment carried out and found satisfactory.  Garage end goal net needs replacing.

12.9.11 Checks on all equipment, gates, fences, benches and picnic tables. All in good order.  Litter and fallen deadwood removed from West End area of field otherwise playing field in good order.  Bins regularly emptied and grass mowed.

For full information refer to Cllr Jarrett’s record book.

Clerk

Clerk

14.

HIGHWAYS

i. Highways Update and notification of further work required.

Councillors discussed items on the Parish Portal report which is now in a different format.  The Clerk had made enquiries regarding items marked ‘Enquiry resolved’ where it was unclear whether the work had been completed or not.  In most cases the Highway Steward advised that the work had been completed.   Ongoing drainage matters should now be referred to Kevin Gore.

Regarding the kerbing in the traffic calming area at The Chequers (trip hazard); KHS had considered it ‘is not safety critical, there are no plans to alter’.  Councillors were unhappy with this response and requested that the Clerk remind Kent Highway Services (KHS) that 2 people had already tripped at the site.

Cllr Jarrett commented that there had been much confusion during August when Newnham village street was surface dressed.  Highways notices and diversion signs had suggested that Doddington Street would be included in the work.  The Clerk will write to KHS to ask if it is planned at some stage to surface dress Doddington street.

ii. Gully position map for Doddington – to consider updating

The Clerk had run off this map provided by KHS for the Joint Transportation Board and noticed some gullies had not been included.  In order to get an accurate picture of where gullies are in the village, councillors were asked to inform the Clerk if they are aware of gullies that are not marked on the map. Councillors were advised that the scale of the map can be increased on screen to give a more detailed view.

Clerk

Clerk

All

15.

CORRESPONDENCE

English Rural Housing Association Newsletter – for circulation –Taken by Cllr Stiles

Clerks & Councils Direct Magazine – for circulation – Taken by Cllr Cuthbert

Already Circulated

Government Consultations on Local Planning Regulations, Draft National Planning Policy Framework and Local Government Resource Review: Proposals for Business Rates retention : For Discussion  Content noted

Consultation on KCC Countryside Access Improvement Plan – review 2012 – for comment

Content noted

Countryside Voice magazine – currently in circulation

Sure Start Children’s Centres Newsletter & ‘What’s On’ – displayed inside the Village Hall

Managing land for Horses : A Guide to Good Practice in the Kent Downs AONB Information noted

Swale Residents against Housing Madness – correspondence from Iwade Parish Council

Councillors discussed the letter received from this group regarding the SBC’s 20 year Housing Strategy and determined to take no action.

Late Correspondence

Mid Kent Downs e-bulletin September 2011. Circulated 6 September 2011

LCR Magazine – taken by Cllr Bamford.  Councillors were asked if they were interested in completing the online survey – the information was taken by Cllr Cowan.

Kent County Playing Fields Association – Invitation to Annual Council Meeting 21 October 2011

Cllr Jarrett expressed an interest.  The Clerk will forward the information.

16.

AOB –

Foam Factory – Chequers Hill. To discuss untidiness of site – See Agenda Item 4

Village Hall Committee – Request for support.

The Clerk had forwarded the letter received that day for councillors’ attention and resolved to deal with it as an Agenda Item at the October Parish Council Meeting.  Cllr Bowles asked that the committee contact Bill Ronan at KCC with a view to making an application under the KCC Members Fund.  Councillors also suggested that Cllr Prescott be contacted with regard to an application under either of his SBC grants.  Clerk to deal.

Review of Members allowances Scheme for Parish Councils

Councillors were advised that the annual review takes place on 7 & 8 November 2011 with the current recommendations being laid out for comment.  The Chairman assisted by Cllr Bowles indicated what the allowances are for.  At present the Parish Council has a mileage scheme only for those requesting it at 40p per mile.

Information Items

Faversham LEF Meeting 20 September 2011 7 p.m. at Fleur de Lis Centre Faversham.

Swale Rural Forum Meeting Tuesday 11 October 2011 at Selling

Cllr Attwood gave his apologies for the next meeting as he will be away.

Clerk