1.

APOLOGIES   Had been received from Cllr Jones who was away.  Also from Cllr Bowles who had another commitment.

Action

2.

DECLARATION OF INTEREST.

Cllr Attwood declared an interest in Agenda Item 7 iv (Planning) and duly signed the Interests Book

3.

MINUTES

The Minutes of the February  Parish Council Meeting were approved and signed as correct by

 Cllr. Cuthbert

4

MATTERS ARISING

Report on official opening of Cherry Fields, Lynsted.    

Councillors had received Cllr Stiles’ report on the visit made on 25 February  by himself and Cllr Jarrett and discussed its content.  Cllr Jarrett answered questions on the English rural Housing Association (EHRA) and at the suggestion of Cllr Prescott Cllr Cuthbert proposed that the Clerk invite a representative of EHRA to attend the Annual General Meeting to give a presentation of its work .  All Councillors were in favour.

Dog Warden  Cllr Cowan reported that she is still waiting to hear from the Swale Borough Council Dog Warden concerning dog fouling in the parish, particularly on the Public Footpaths.  She is also researching appropriate websites.

Clerk

PC

5

REPORTS FROM COMMITTES

KALC Swale Area Committee Meeting 1 March 2010      

Cllrs Cowan and Stiles attended the meeting.  Cllr Cowan had circulated a report of the proceedings, but had omitted detail concerning the speaker from Kent Downs and Marshes Leader programme. Councillors will receive a copy of the missing information

PC

6

NEIGHBOURHOOD WATCH REPORT     

February report from the NHW Co-ordinator

The report had been previously circulated and Councillors commented on its content. Particular mention was made of a Police surgery held outside the butchers on  27 February 2010 which no one in the community had been made aware of. Cllr Jarrett had attended and had asked a number of questions of the attending PCSOs neither of whom are attached to this area.

The meeting adjourned at 7.55pm for Public Question Time and   reconvened at 8.10pm.

7

PLANNING MATTERS                                                                                                                                

 i. Wellwood Farm – Appeal information – Nothing further to report.

ii. Grace’s Place – Update – Nothing further to report.

iii. Oakenpole Wood - Update

Nothing further to report.

 iv. SW/10/0100 – Birchwood, Seed Road. To consider application and comment

Cllr Attwood declared an interest in this application, gave some historical and factual information and then took no further part in the discussion.  Having viewed and discussed the application Cllr Cowan proposed that no objection be made to the proposal, Cllr. Stiles seconded and all councillors were in favour.  Clerk to inform Swale Borough Council

vii. Any other planning matter received by 8 March 2010 –

There were none

Clerk

8.

 HIGHWAYS

i.  Highways Update and notification of further work required

Considerable discussion took place concerning the condition of the Ringlestone Road.  The matter had also been raised in Public Question Time.  The Clerk confirmed that she had spent a great deal of time following the February Parish Council meeting reporting potholes on this road  stressing to Kent Highway Services how dangerous the area was together with a number of issues in other parts of the Parish.  Cllr Attwood proposed a letter be drafted to Nick Chard , Cabinet member for Environment, Highways & Waste,  concerning the situation  with a copy to Cllr. Bowles.

 ii. Parking opposite the Old Lenham Road – to discuss advice given

Cllr Cuthbert reported that he was still waiting to hear from PC Dave Mahon on this matter.  Cllr Jarrett advised that he had made the same enquiry of the PCSOs at the Police Surgery and had given the Clerk’s details for their reply.

Clerk

8.

PLAYING FIELD

i. Playing field Maintenance –

Damage to picnic bench – update on progress with insurers    

Councillors discussed the possibility of repairing this bench.  Cllr Jarrett felt it was possible and will look into it.

ii. Goal post – West end of playing field – update

Cllr Cuthbert will liaise with the contractor to arrange installation of this post.

iv. wet pour surfacing to replace tiled areas and funding for this work – update

The Clerk had obtained two satisfactory references for the work of SSP Specialised Sports Products Ltd.  which were read to the Council.  The Clerk reported that the Swale Borough council LEF Claim for a grant of £200 towards the work had been successful and the documentation for the release of the funds is awaited.

vi. Cllr Jarrett’s monthly report –

Cllr Jarrett has cleaned the graffiti from the two affected signs. Cllr Jarrett had observed that the staybars on the ‘Garage End’ goalpost need tightening up.  He will look at it further with Cllr Cuthbert.  The Clerk will provide Cllr Cuthbert with the supplier’s details should technical advice be required.

9.

i. Cllrs expenses – None

ii. Clerks Pay & Tax Jan – March 2010. Clerks expenses Jan – date

Clerk’s pay and tax for the period was approved.  Pay includes half yearly holiday payment.  Chq 000861 £587.23, 000862 £146.81.

The Clerk advised that she was now using a different telephone provider in which most of the Parish Council costs were included in the Monthly fee making it difficult to accurately determine costs to the Parish council.  Councillors discussed the matter and agreed to pay a contribution to telephone costs of £2 per month for the current period rising to £2.50 per month in the next financial year.  Councillors approved the Clerk’s expenses which included £11.99 for paint for the Spring Horse in the playing field.  Chq 000863 £79.22

iii. VAT – Notification of claim made to end of February 2010

The Clerk advised that a claim for £149.10 VAT reimbursement had been made on 24 February 2010

iv. Invoices for payment

To note Cheque drawn out of meeting for Doddington in Bloom   Chq. No. 000860 £250.00

 N.Swatland Grounds Maintenance of Playing field 2nd Half yearly payment (1st payment lost chq) Mr Swatland had advised the clerk that Cheque No: 000849 for the 1st half yearly payment made on 14 December 2009  had not been received and consequently believed that it had been lost in the post. Councillors resolved that the Clerk should arrange to ‘stop’ the cheque at the bank and a cheque for the full years costs be drawn.  Chq. No. 000866 £230.00

Swale Borough Council – Playing field bins Approved by all councillors  Chq No. 000864 £67.00

 KCC Landscape Services – Marking out of football pitch  Approved by all Councillors  Chq. No 000865 £148.05.  The Clerk had been contacted by KCC Landscape Services with a quotation for setting out and the re- marking of the football pitch for the forthcoming year.  Councillors were alarmed at the increase in cost from £126 (net) to £245 (net).  The clerk will write to Landscape Services to determine whether costs can be reduced in any way by , for example, reducing the number of times the pitch is remarked ( currently quoted as 13 per year)

v. Any other invoice for approval received by 8 March 2010 - None

vi. To discuss expected end of year figures

Councillors had been provided with spreadsheets showing the anticipated end of year figures.  The following items were earmarked to take forward into the next financial year.

£400 Painting the play equipment in the playing field

£147 Installing the goalpost at the West End of the village.

11.

ADMINISTRATION AND SYSTEMS

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

Councillors discussed the Risk Assessment and made the following amendments.

 Roger Tuckey has agreed to continue as Internal Auditor to the Parish Council and is therefore appointed Internal Auditor for 2009/2010. 

Cllr Cuthbert had reviewed the Risk Assessment for the War Memorial and suggested the following amendment to Item 4

Existing Control Measures – Safety chains fitted  from the top of each handrail to the hedge.

Additional Measures – None

Who is responsible – PC to ensure chains kept in good order and are in place before the memorial Service.

The Clerk will make the necessary amendments.

The Review of the Effectiveness of the System of Internal Audit was undertaken.    The Clerk explained to Councillors the type  of documents that are sent to the Internal auditor for viewing when undertaking the Annual Audit.  Councillors agreed that the audit meets the needs of the council and would be confident to agree the relevant section on the Annual Governance Statement in the Annual Return to the Audit Commission.

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

Councillors had been provided with an up to date sheet of Assets showing the Replacement value at 31.3.09 and the current insured value.  After a discussion Cllr Attwood proposed that using the index linking figures provided by the Parish Council’s insurers, replacement values should be increased by 2.5% except for Office Equipment (Clerk’s printer) which is 3.5%.  Cllr Cuthbert seconded and all councillors were in favour.

The clerk will update the Schedule for presentation and final approval at the next meeting.

Councillors discussed the matter concerning items currently ‘Not Insured’ on the Schedule and agreed that these items should be considered ‘Self Insured’ by the Parish Council. Councillors were asked to consider whether at Insurance renewal in June the Parish Council should insure the new goalposts in the Playing Field and also the Village Millennium signs.

iii. Standing Orders   - To discuss new NALC Publication

Kent Association of Local Councils has confirmed the publication of the new NALC publication ‘Standing Orders for Local Councils’.   Part of this publication concerning Model Standing Orders is available to download free from the website, but the complete publication, which KALC recommend, costs £25.  The Clerk will contact KALC to ascertain benefit of full document when the Parish Council has a recent copy of C.Arnold Baker’s Local Administration Book and whether it is available in CD-ROM format.

12.

i. Parish News February Newsletter – for distribution - distributed

ii. Mid Kent Downs Partnership Newsletter – for distribution  Taken by Cllr Cowan

iii. Letter from Citizens Advice Bureau requesting donation – Defer to next meeting

iv. Letter of thanks from Doddington in Bloom – Read by Cllr Cuthbert

Correspondence items already circulated

i. Balfour Beatty Mott Macdonald – Works on the M2 – Noted; Cllr Jarrett advised that work had been completed.

ii. Action for Communities in Rural Kent – To discuss invitation to join Councillors discussed the issue but determined not to proceed at present.

iii. Policing Matters Issue 4 – for display clerk will put on Village Notice Board

iv. Interreg IVA Two Seas Project – Information noted

v. Spinal Injuries Association letter – Clerk to pass on to the Village Newsletter coordinator

Clerk

Clerk

13.

AOB – Information Items

Speed Limit Review – Area 1 - Noted

Swale Rural Forum Meeting 9 March 2010 Rodmersham Village Hall at 7.00 pm - Noted

Swale Joint Transportation Board Meeting 15 March 2010 Swale House at 5.30 pm – Noted

Bus Stop The Clerk informed members that she had been in touch with KCC Transport & Integration Service regarding the missing Bus Stop ‘Flag’ and timetable outside Swale Folly  and the absence of a bus stop opposite.  The matter should be dealt with within the next 2 weeks.  The Clerk will be provided with a  bus timetable for the area for reference.

Local Schools Federation A letter had been received from ‘The Village Federation’ giving details of the forthcoming federation of Selling C.E.Primary School, Lynsted & Norton Primary School and Milstead & Frinsted C.E.Primary School on March 30 2010.  Cllr. Pearmain confirmed that he had been appointed a community governor attached to Milstead & Frinsted C.E.Primary School.

Tenants Association Meeting Cllr Pearmain advised that the first Tenants’ Association Meeting will be held in the Village Hall on Monday 22 March 2010 at 6.00 pm.