SM PARISH COUNCIL - MINUTES OF MANAGERS OF STELLING MINNIS COMMON MEETINGS

MINUTES OF MEETINGS OF MANAGERS OF STELLING MINNIS COMMON AND STELLING MINNIS CHARITABLE TRUST

THE FOLLOWING MINUTES ARE COPIES OF THOSE GIVEN TO STELLING MINNIS PARISH COUNCIL, AND ARE AVAILABLE TO ANYBODY WITH AN INTEREST.

Minutes displayed in reverse Chronological Order - only last 2 years will be displayed. For earlier minutes please contact the Secretary click here to e-mail:

Present I Champion, A Barchi, R Griffin, J Haffenden, J Gifford, D Lowe, K Smyth

In attendance C Gooch

1. Apologies- A Day, G Baldwin
2. Minutes of the meeting 4th February 2008 approved . Proposed K Smyth, seconded J Gifford
3. Matters arising.
i. Bollards(Badgers Croft), and Garden rubbish (Mead Farm) satisfactory progress though not fully resolved
ii. Letters of appointment- deferred until later in the meeting
iii. Surveys-Mammal survey showed many wood mice and field voles. Future work will be a butterfly survey.
iv. Boundary at Woodham- C Gooch has discussed the matter with the owners of the Minnis. C Gooch will write to Haxtons the vendors agents to confirm title deeds are correct, and will meet with G Carter.
4. Denge wood project meeting.- Attended by I Champion and J Gifford.Very interesting, and has resulted in survey work on the Minnis ( See 3,iii )
5. Anne Long boundary dispute. Boundary clearly in the wrong place. Minnis owners to make site visit with C Gooch to decide on action. C Gooch obtaining new registered title deeds before site visit. NOTE It was decided that this, item 3iv and all future boundary disputes should be passed directly to C Gooch at Savills and not put on the agenda, as they are a matter solely for the owners not the managers.
6. Grant applications
i. SITA Trust. Fencing grant of £12000 applied for by I Champion and progressing well. £6000 from DEFRA will provide the £18000 required. Third party funding from FOSM of £1300 will release the SITA monies (The £1300 from FOSM is included in the SITA award of £12000)
ii. Allan Willett Foundation. An application has been submitted for nearly £5000 for the provision of signboards.
iii. Phillips Fund. This application for funds for pond works has been unsuccessful. It was felt that the works should proceed, financed from existing funds. Works will plan for pond clearance at Coxsole Farm. The work will start with a work party as soon as tree felling and scrub clearance is allowed in September? Then a digger will clean the pond and clear the injurious weed “Australian Swamp Stonecrop” Plant debris to be buried as per Environment Agency guidelines.
iv. KCC. No award yet for Health and Safety. £1000 needed.

A vote of thanks was proposed by A Barchi to I Champion for all his hard work in putting together the grant applications, and for his success. This was supported enthusiastically by all present.
7. Reports.
i. Grazing. Cattle should be moved on to the Minnis later this month. All cattle will have been vaccinated against Bluetongue. The sheep grazing the Minnis have also been vaccinated.
ii. Ponds. R Green has spoken at the school. 24 pupils have visited the ponds and undertaken some school project work. There has been very positive feedback from the school. The “Out and About” after school club would like to do some survey and project work with Mr Green. A Barchi to liase.

A Barchi again proposed a vote of thanks to R Green for his hard work. All present supported the proposal.

iii. Mowing. The first mowing will start this week to clear the path for the 10K run on 18th May. K Smyth to ring Ash Moat Animal Sanctuary to ensure that they will take any hay when it is made.
iv. Owl Boxes. The lids are not secure and need fixing. J Gifford to organise.

8. Press Release . IC to provide press release for the Parish magazine to include items on butterflies, boundary issues, school and grants.
9. Letters of appointment. The whole issue of the Charitable trust and Minnis managers had been discussed by I Champion, C Gooch and the owners of the Minnis. Some clarification of the legal status was needed and actions suggested.
i. The Stelling Minnis Charitable Trust has 7 trustees. 4 appointed by the Lord of the Manor and 3 from the Parish Council (J Haffenden), the Commoners (I Champion) and FOSM (J Gifford). Quorum at meetings requires a majority of freehold trustees.
ii. The Managers of Stelling Minnis Common have 7 managers. R Griffin (chairman) I Champion, K Smyth, D Lowe, J Grifford, A Barchi, and G Baldwin
iii. A Day is the secretary.
iv. It was suggested that D Lowe and A Barchi be made freeholder trustees. G Baldwin and R Griffin already freeholder trustees.
v. It was recommended that the Parish Council, Commoners, and FOSM reappoint their trustees every year, and minute the nomination.
vi. It was suggested that R Griffin be chairman of the trustees, and K Smyth be nominated as chairman of the managers.
vii. Following the approval of the above at subsequent meetings, appointment letters will be drawn up.
viii. Action will be undertaken to activate the Commoners and FOSM so that nominee trustees can be formerly elected every year. FOSM will be used for community based fundraising, which could be used as a basis for match funded grants in the future.
10. AOB-none
11. Next meeting. 28/29 July at Stelling Minnis Village Hall at 7.30pm. To be confirmed.
12. Meeting was closed at 9.07pm

Stelling Minnis Charitable Trust meeting at Stelling Minnis Village Hall on 13th May 2008 at 9.10pm

1. Present. J.Gifford, I Champion, J Haffenden, R Griffin as trustees and C Gooch (Chairman)
2. Apologies. G Baldwin, A Day
3. Appointment of freeholder trustees. The were 2 nominations: D Lowe, proposed by I Champion and seconded by J.Haffenden, and A Barchi, proposed by J Gifford and seconded by R Griffin. All agreed.
4. Appointment of a chairman. R Griffin was proposed by A Barchi and seconded by D Lowe. All agreed. R Griffin took the chair
5. The next meeting will be held at the Stelling Minnis Village Hall after the Managers of Stelling Minnis Common meeting on 28/29 May 2008. To be confirmed.
6. The meeting closed at 9.14pm.

MANAGERS OF STELLING MINNIS COMMON & STELLING MINNIS CHARITABLE TRUST – MINUTES OF MEETING

Present – I Champion, G Baldwin, A Barchi, R Griffin, J Haffenden, J Gifford, D Lowe, K Smyth, A Day

a) Garden rubbish (Mead Farm) and bollards (Badgers Croft) CG reminded again to write again.

It is hoped that the funding could be obtained from some or all of the following:

Defra have already confirmed £6063 of capital grant funding for year 08/09 for some of the above projects.

c) Letters of appointment for managers & trustees to be re-issued as incorrect – CG to attend

d) Surveys on Minnis – delayed due to wet weather, but dormouse boxes now to be erected.

4. Rose & Crown curbs/posts & rope – discussed, but no action deemed appropriate.

5. Entrust registration – IC to attend, as necessary to join before claiming Landfill Tax.

6. Minnis/Appraisal – managers have noted points made by residents brought to light by production of Village Appraisal.

7. Information Notices – erected where possible. More to be erected on more general parts of Minnis KS.

a) Treasurer/Secretary – A D reported balance on accounts. AB suggested & it was agreed £175 remuneration per annum to be paid to secretary/treasurer.

b) Grazing – discussed & agreed that Dan Tuson’s article to be inserted in Parish Magazine.

d) Mowing – David Stuart’s email produced & discussed re clearance of paths on north end of Minnis i.e. Harvest Lane/Locks Garage. These to be looked at & any work required incorporated into next seasons’ work parties. It was agreed following comments from dog walkers and users of the Minnis that no path cutting would be done in 2008. Area around shop only to be cut.

e) Trees/Scrub/Bird Boxes/Owl Boxes – Andy Osborne to grind stubs around Windmill area, this area to be continued re clearing, one more owl box to be erected. Large amount of dormouse boxes provided by CG

9. Press Release - Reminder to be inserted in article re dumping of rubbish on Minnis

10. Any Other Business – Thanks were registered to KS & IC for removal of cement bonded asbestos from Pony Cart Lane. Card received from Dagmar Smythe in thanks for bouquet received. Denge Wood meeting on 28^th February to be attended.

Approval to increase Secretary’s annual remuneration to £175 (payable January)

Present – I Champion, G Baldwin, A Barchi, R Griffin, D Lowe, K Smyth, A Day
In attendance – C Gooch & R Green

1. Not present – J Haffenden & apologies from J Gifford

2. Minutes of Meetings 24th July 2007 were read and agreed. Proposed IC, seconded
KS.

3. Matters Arising:
a) Garden rubbish (Mead Farm) and bollards (Badgers Croft) CG to write yet again.
b) Decision to spray Coxsole pond – R Green reported, decision not to spray at present and discussion ensued regarding possible sludge clearance and manner of disposing of Crassula Helmsii (see also item 10c))
c) Use of contractor via BTCV – RG no action taken.
d) Letters of appointment not yet received by new managers – CG reminded.
e) Boundary at Woodham – CG to write

4. No item on Agenda.

5. Position re clawback clarified in letter received from CG indemnifying managers
by the Tomlin Trustees.

6. Hedge trimming at Mead Farm – dealt with under item 3a).

7. Future funding for fencing and other works – complete costing to be estimated in
order to obtain funding from various bodies enabling Managers to proceed with
Kent Wildlife plan.

8. Scrub clearing near the windmill – additional reasons - to define boundaries of
Minnis and gain better wind access to the windmill, also with a view to future
sheep grazing.

9. Surveys on the Minnis – mammal survey to be carried out by DL over three day
period before April by laying 30 traps in three different terrains. 50 dormouse
boxes to be made (IC and CG) and placed on Minnis, connected to trees
approximately 4/5ft off ground by DL accompanied by a licensed handler hopefully
to produce offspring in the Spring.

10. Reports:
a) Treasurer/Secretary – A D reported balance on accounts.
b) Grazing – only positive reports received on grazing cattle.
c) Ponds/School Liaison – R Green reported no siting of Great Crested Newt.
School headmaster keen to involve children with maintenance at Ivy House pond. Mrs Head requested removal of leaning trees on her electric fence at Coxsole pond – attended to by R Green. Discussions ensued re removal of sludge from Coxsole pond and method of destroying Crassula Helmsii.
Discussions re possible work at Butts Farm pond and pond at end of Split Lane. Decision to leave Butts Farm pond alone at present.
d) Mowing – Ash Horse Sanctuary paid for baling & removal of hay. R Baker total costs for year of mowing etc was £1570. KS presented program/plans for future cutting on Minnis in 2008.
e) Trees/Scrub/Bird Boxes/Owl Boxes – owl boxes erected. Further dormouse boxes to be made by IC and CG.

11. Press Release – to report on clearance near windmill and disposal of garden
rubbish on Minnis.

12. Any Other Business
a) AD expressed thanks to Managers for removal of decaying horse chestnut tree
close to her boundary.
b) Heather regeneration attended to by IC, DL and GB.
c) East Kent Pony Club given permission to train young riders on Minnis.
d) S Gammon eager to sell meat from Highland cattle – IC to give AD details for advert in parish magazine before end of November.
e) Thanks to be expressed to Dagmar from Managers and volunteers for her provision of soup and drink – AD to purchase bouquet and deliver.

13. Trustees approval of expenditure:
Electric fence warning signs £21.09 - IC
Batteries £26.71 – IC
Mower from J Terry £40.00 - IC
R Baker mowing etc. £1570.00

Date and time of next meeting – 5th February 2008 at 7.30pm

Present – I Champion, G Baldwin, J Gifford, D Lowe, K Smyth, A Day
In attendance – C Gooch

1. Apologies – J Haffenden, R Griffin
(A Barchi not in attendance – no apologies rec’d)

2. Minutes of Meetings 3rd April 2007 were read and agreed.
In the absence of R Griffin, I Champion chaired the meeting.

3. Matters Arising:
a) Claw back of DEFRA grant undertaking – no agreement from C Gooch,
C Gooch to register our feelings with W Trower
b) Agricultural waste controls, license received
c) Garden rubbish (Mead Farm) and bollards (Badgers Croft) – C Gooch reminded again to send letters
d) New Residents Guide – all comments received were favourable and our thanks expressed for W Trower’s time in re-writing
e) Review of SM website information awaiting computer revamp/repair
f) Responsibility for dangerous trees – agreed at previous meeting that if in hedgerow of adjacent neighbours’ property, to remain responsibility of neighbour
g) Spraying of Coxsole pond – no report as A Barchi absent
h) Letters of appointment of new managers and amendments to Trustees, still not received

5. Thank you note received from Anne Long for removing tree leaning on her garage

6. NFU insurance reviewed and considered adequate. Stuart Gammon’s animals
insured under his own insurance.

7. Boundary at Woodham. C Gooch has spoken to owner, boundary needs to be
checked at later date.

8. Fir trees at Rosewood – Managers agreed to reduce to more manageable size.
Horse Chestnut at bottom of A Day’s garden reported by A Osborne to be
dangerous and needing removal. A Day to speak to A Osborne regarding its agreed
removal and further felling of dead tree on west side of Bossingham
Road. Payment agreed up to £600 for both trees. It was agreed that any dangerous
or dead trees on the Minnis were the responsibility of the Managers/Owners

9. Safe Route to School – no further action to be taken unless raised by school again.
Funding available from Shepway District Council – school informed by Chairman,
Parish Council

10. Reports:
a) Treasurer/Secretary – A Day reported state of accounts, holding approximately in total £9,000. £5,000 to be transferred from Yorkshire Building Society account into NatWest account to pay for agreed expenditure (as below)
b) Grazing – 6 Highland cattle (owned by S Gammon) to be grazed possibly from next week. Cattle to be checked once a day by Minnis Managers (as follows: Mon - John, Tues - Derry, Wed - Ann, Thurs - Kevin, Fri - Ivor,
Sat - Gillian), Stuart Gammon to check on Sundays.
c) Ponds/School Liaison – no report as A Barchi absent.
d) Mowing – K Smyth suggested cutting Minnis once a year only for hay and not cutting individual paths as walkers stated these are walked regularly anyway. This course of action to be trialled for one year.
e) Trees/Scrub/Bird Boxes/Owl Boxes – J Gifford - owl boxes to be erected after sites selected on walk for clearing of scrub to take place 19th August 10.30.

11. Press Release – no report this month

12. Any Other Business – question raised of non-attendance at meetings by some
managers and lack of liaison on some subjects because of this.

13. Trustees approval of expenditure:
Electric fence battery £27.61
Grant towards cost of works on Minnis £4,200
Water bowser and trough £262.93
Removal of 2 trees and 3 stump grinding sessions, maximum of £750
Removal of further trees, maximum of £600

Date and time of next meeting – 30th October 2007 at 7.30pm

Present – R Griffin, J Gifford, J Haffenden, D Lowe, K Smyth, A Day
In attendance – C Gooch

1. Apologies – I Champion & G Baldwin (J Barchi not in attendance – no apologies received)

2. Minutes of Meeting 23rd January 2007 agreed

3. Matters arising:
Claw back of DEFRA grant – still no report/answer from CG/WT
Agricultural waste controls, licensed bonfire site – CG still to write
Garden rubbish (Mead Farm) & bollards (Badgers Croft) – CG still to write
Updated Residents Guide agreed in draft format with amendments
Review of SM website – IC not present
Dangerous trees – AD to email Shepway Tree Officer
Spray for Coxsole pond – no report from R Green
Letters of appointment of new Managers and change of Trustee – CG to write

5. Quotations for fencing – details supplied by IC for quotes – in the process of being obtained

6. Complimentary letter received from Neil Coombs re progress on Minnis

7. Trees in boundary hedges – CG advised that generally hedges/trees in boundaries were the responsibility of the adjacent landowners to the Minnis

8. Village appraisal – no wish list. AD advised that new Residents Guide could probably be distributed along with Appraisal Questionnaires

9. Reports:
Treasurer/Secretary – AD agreed to transfer £5000 from Reserve A/c to Yorkshire Building Society A/c
Grazing – provided by and read in IC’s absence
Ponds/School Liaison – no report, AB not present
Mowing – KS to liaise with Reg Baker for mowing plan for 2007
Trees/Scrub/Bird Boxes – JG has cleaned out and suggested sponsored boxes, CG offered to make

10. Press Release – IC not present, but to include reference to garden rubbish and bollards, also progress on fencing

12. Trustees approval of expenditure:
Agreed payment of £57.12 to Scott Gifford for supplying & fitting 3 owl boxes
Provision agreed up to £280 for removal of Chapel Cottage ash tree

11. Any other business:
Discussion re proposals for meeting on 4th April with D Stuart from Parish Council, representative from Kent Highways, S Jackson from Rose and Crown, AD and DL from Managers, re vehicle damage to Minnis. CG to endeavour to attend.
Letter received from Parish Council re bonfires – AD to reply
Letter received re various proposals about felling of trees, horses and Highland cattle on Minnis – AD to reply
CG to liaise with KS re information/regulations to be put on notice boards to be erected on the Minnis
Scouts request to use Minnis refused

It was agreed to put the items re sponsored bird boxes and dormouse boxes on the next meeting’s Agenda

13. Date & time of next meeting: Tuesday, 24th July 2007 at 7.30pm

Present – R Griffin, I Champion, G Baldwin, J Haffenden, J Gifford, K Smythe,
A Barchi, A Day

In attendance – C Gooch

1. Apologies – Derry Lowe

2. Minutes of Meeting 14th November 2006 were read, proposed I C, seconded J G, all agreed

3. Robert Green presented report and progress on Ivy House Cottage pond. Decision to spray Coxsole pond to kill Crassula helmsii and other invasive plants. Agreed to use contractor via BTCV – R Griffin to organise.

4. Matters Arising:

Claw back of DEFRA grant (CG, WT) nothing to report
Agricultural waste controls (CG) still to apply
Garden rubbish (CG, GB) Mead Farm still dumping – CG to write
The Commons Act 2006 (CG, WT) CG felt as positive management ongoing the set up of an alternative committee was unlikely
Review of SM website (IC) IC printed off to give to Nick Smith (awaiting Residents Guide)
Residents Guide (AB) updated by AB, to be rewritten by W Trower with inclusion of other relevant points

5. Application for consent of fencing (CG) CG reported no objections raised (no new points) therefore to move on to next step – consent is hoped to be obtained soon

6. New members’ responsibilities – KS to take on management of mowing and to liaise with Reg Baker.
RG to ask DL to take responsibility to report and liaise/update on trees.
Also discussed - responsibility of dangerous trees (as per report from Shepway Tree Officer) CG to chase W Trower as to legal liabilities. AD to ask Andy Osborne for quote for felling Ash tree to south west of Chapel Cottages

7. R Griffin to be added as Trustee to replace resignation of P Brocklebank

8. Neil Coombes, KWT, visited Minnis and pleased with progress

9. Reports:

Treasurer/Secretary - AD reported on state of finance
Grazing – sheep back on Minnis
Ponds/School liaison – covered under minute 3
Mowing – n/a
Trees/Scrub/Bird boxes etc – owl boxes to be erected but unlikely to be used in first year

10. Press release IC. Help dates for work parties advertised in shop and magazine

11. Any other business: Further discussion on trees

12. Trustees approval of any expenditure:
NFU insurance renewal - £478.15
Hire of meeting room - £25
Secretary/Treasurer’s honorarium £150 and expenses £11.87

13. Date & time of next meeting: Tuesday, 3rd April 2007 at 7.30pm

Present – R Griffin, I Champion, G Baldwin, J Gifford, A Day
In attendance – C Gooch

1. Apologies – J Haffenden, (J Barchi not in attendance – no apologies rec’d)

2. Minutes of Meetings 8th August 2006 were read and agreed

3. Matters Arising
a) Claw back of DEFRA grant undertaking – nothing to report
b) Agricultural waste controls, licensed bonfire site – no action by C Gooch
c) Sandbag on Minnis – moved
d) Garden rubbish – only at Mead Farm
e) To discuss proposed reply to G Carter – no further action

4. Application for consent for fencing, progress - DEFRA writing to Stewardship Scheme and C Gooch to chase

5. The Commons Act 2006 - C Gooch to refer to W Trower and report back at next meeting

6. Problem trees – C Gooch to ask W Trower for legal advice re possibility of falling trees onto peoples’ property. Work to be programmed after 1st March 2007.

7. Himalayan Balsam – to be cleared behind R Huntleys

8. 30 mph signs – permission given, plan to be sent to C Gooch

9. Review of Stelling Minnis website information – I Champion to speak to
Nick Smith

10. New & updated Residents Guide – nothing to report as A Barchi not present. I Champion to visit A Barchi for update

11. DEFRA claim form to end Sept 2006 – I Champion met with Dan Tuson who was pleased with progress, we are now on higher rate of £4289 as opposed to £2523 for 2005.

12. Applications to become Minnis Managers – Kevin Smyth and Derry Lowe were unanimously put forward for approval. C Gooch to write to owners to seek their approval and having received this, write letters of appointment

13. Reports
a) Treasurer/Secretary report given
b) Grazing – sheep to be removed back to Knowler Farm
c) Ponds/school liaison – I Champion to chase A Barchi
d) Mowing – n/a
e) Trees/Scrub/Bird boxes – J Gifford to clear/empty

14. Press Release – I Champion to write

15. Any Other Business – J Gifford and C Gooch to make some owl boxes

16. Trustees approval of any expenditure –
a) Materials for stile - £59.34
b) Difference of £30.00 on monies received for bales £250 and £280 paid to Neil Mullins for baling
c) Agreed to be paid for stump grinding £150

17. Date & time of next meeting – 23rd January 2007 at 7.30pm

Present – R Griffin, I Champion, G Baldwin, A Barchi, J Gifford, A Day
In attendance – C Gooch

1. Apologies – P Brocklebank who tendered his resignation

2. Minutes of Meetings 8th May 2006 agreed, proposed by R Griffin & seconded I Champion

3. Claw back of DEFRA funding – discussed, C Gooch still chasing decision, but nothing settled re DEFRA’s recovery of money, if scheme not carried out according to time scale. I Champion thought it was probably nothing to worry about anyway.

4. Application for consent for fencing – 16 representations made from general public,
some in support, some against. Application now requesting details of placement of badger gates etc. Letter from Shepway D C stating that fencing needs to be 12 metres from road. C Gooch expressed disagreement. I Champion to approach Dan Tuson re proposed grazing before 1st October in order to achieve higher grant.

5. Agricultural waste controls, licensed bonfire site – C Gooch to write to owners

6. Sand bag on the Minnis (Montreaux) – C Gooch to write to owners

7. Garden rubbish dumping and bollards – C Gooch to write to owners

8. Reply to Kent Wildlife Trust’s letter – it was agreed that Parish Council and Managers to write separately.

9. Funding by Link Fund – handed to I Champion to add to items for raising funds

10. Letter from Graham Carter – A Day to reply as agreed

11. Resident Guide – A Day to copy and A Barchi to draft new guide

12. Reports –

Treasurer/Secretary: reported on audited accounts for years end March 2005 and March 2006. Reported on change of names of bank accounts.

Grazing: no report

Ponds/School Liaison: A Barchi presented a report to Managers from Mr R E Green of Ivy House Cottage. Regarding his requested feedback/objectives from the Managers, it was decided to ask A Barchi to provide him with a copy of Kent Wildlife’s report to enable his queries to be answered.

Mowing: P Brocklebank tendered his resignation, which was accepted. Neil Mullins baled 807 bales, the majority of which were sold, at roughly the cost of the baling, to the Ash Animal Sanctuary who loaded and carted away. It was agreed to ask Mr Mullins to bale again next year.

Trees/Scrub/Bird Boxes: J Gifford agreed to clean out the nesting boxes in October ready for use next year. It was also agreed to start pollarding some trees and clear silver birch trees in trial grazing area.

Help Rotas: help to be requested for clearing on the 21st October and the 4th November.

13. Press Release – I Champion to report and offer vacancy/vacancies for Minnis Manager/s

14. A O B - A Day to write letter of thanks to D Barlow for auditing accounts.
C Gooch mentioned that he had received various applications from residents for easements across the Minnis.

15. Trustees approval of expenditure – between meetings various items of expenditure were agreed by the Trustees (see attached). Also approval given for paying invoice from R Baker for £1220.75 for haymaking on Minnis etc from May to July, proposed G Baldwin, seconded J Gifford.

16. Date & time of next meeting: Tuesday, 14th November 2006 at 7.30pm

2. Minutes of Meeting 9^th January 2006 deferred to next meeting due to illness and setting up of laptop

C Gooch had received no answer from W Trower regarding this, I Champion thought it was unlikely under the current DEFRA regime and probably would only occur if projects etc went wrong. A Barchi asked if an undertaking from the owners of the Minnis absolving the managers/trustees against personal loss in the event of a clawback situation was possible.

4. The DEFRA application for capital works was accepted and I Champion confirmed that he had checked the figures and was happy they were OK. It was agreed that the badger gates be scrapped and a raised fence area used instead, the monies saved to be spent on boxes. I Champion clarified the £300 payment in year 4 (codeLHX) as heather regeneration payment.

Treasurer/Secretary: to pay KWT’s invoice for £4913.85 as soon as money is available, also to check when the end of year statement is due, for future meeting and submission to Charitiy Commission

Grazing: I Champion has spoken to Stuart Gammon and there is no problem regarding the animals, but is awaiting the application to The Secretary of State. KWT is still keen to supply grazing livestock but this will probably cost more.

Ponds/School Liaison: A Barchi is to contact Dr Lee Brady to do a survey of the ponds and to produce recommendations. Dr Brady has made it clear that the ponds will appear poor at first after restoration. Costs have risen and Dr Brady is not certain if it can be fitted in to their workload. To save on costs Dr Brady suggested that it would be possible to train a local BCTV warden and to use supervised school work parties in the autumn with the co-operation of the new school head. Colin Robbins has suggested Jane Green (Ivy Cottage) as a possible candidate for warden, it was agreed that A Barchi approach her.

Mowing: Nothing to report, the Windmill Fete will be on the 1^st or 8^th July (subsequently changed to the 22^nd July) and the parking areas will need to be cut for that.

Trees/Scrub/Bird Boxes: Clearing has started and some tidying has been done; the specification for the bird boxes is now with John Gifford. I Champion suggested that if the funds were available, the stumps of cut trees be ground out.

Help Rotas: I Champion is to contact Pfizers regarding help with applications etc and find out if it is possible to get on Pfizer’s charity list, also to check for possible financial help from Biffa Virador (Bretts)

6. Work Parties: There had been an encouraging turnout on the 18^th and everybody was aware of the one on the 25^th

7. Application for consent for fencing, progress: The draft application was circulated for discussion and a number of suggestions made and agreed:-

a) It should be mentioned that the Minnis is currently under the DEFRA Countryside Stewardship Scheme

b) State the plan does not affect the Commoners rights and the Managers would welcome any Commoners wishing to graze animals

d) Include that it is for time limited fencing (10 Years). C Gooch will have the application ready by the weekend and place the advert next week

Present -1 Champion, R Griffin, J Gifford, P Brocklebank, A Barchi, A Day. In attendance — C Gooch

3. Matters arising - The Managers noted with sympathy the death of Anthony Trower and C Gooch expressed William Trower's thanks for the Managers condolences

4. DEFRA Stewardship Scheme Application - Dates for scrub clearance agreed 28^th

Jan 12.30pm to 4.00pm and 18^th and 25^th February, I Champion to be contacted for

Area 1 - It was agreed to provide kissing gates at each end of the footpath and to look

authority to submit plan to DEFRA - proposed by I Champion, seconded by J Gifford,

a) Treasurer/Secretary - to query with NFU the use of volunteer labour without payment and the use of equipment by volunteer labour

b) Grazing - I Champion to look into grazing with consent. Shepway permission not required but Secretary of State consent required. Form to be submitted to W Trower and solicitor and then advertised.

c) Ponds/School liaison - A Barchi reported that acting head of school had been met and a further meeting had been arranged after the 20^th January 2006 with the chairman of school governors. All relevant parties to meet and process further. Correct advice to be sought from expert. A Barchi to confirm quote with consultant

e) Trees/scrub/bird boxes - J Gifford - arranged to meet on Minnis re trees and scrub. 20 bird boxes to be made by Scouts. R Griffin to ask J Redfearn re miniature cameras in bird boxes

9. Any other business — Discussion took place re fencing at Ridlings on area 2. A vote of thanks were expressed for I Champion's time taken in completing forms for DEFRA.

NFU insurance renewal at £486.21 — proposed P Brocklebank, seconded I Champion 4 copies of KWT plan by I Champion at £80.12 - proposed P Brocklebank, seconded J Gifford

MANAGERS OF STELLING MINNIS COMMON & STELLING MINNIS CHARITABLE TRUST

MINUTES OF MEETING HELD AT STELLING MINNIS VILLAGE HALL 5th DECEMBER 2005

The meeting opened at 7.00pm

Present: John Haffenden, John Gifford, Gillian Baldwin, Andrew Barchi.

Ivor Champion, Ann Day

In attendance: Charlie Gooch & William Trower

1. Apologies: Peter Brocklebank

2. Minutes of Meeting 7^th November 2005 read and agreed

3. Ivor reported back on VAT discussions with Dan Tuson. DEFRA will not pay VAT on future invoices, therefore we will need to pay VAT on invoices received

4a) It was agreed that all accounts should be in the same name of Stelling Minnis Charitable Trust. Ann Day to alter all accounts in due course.

4b) Signatories to be altered to all Trustees, it was agreed that the Trustees should be kept as a separate entity in order that all expenditure be authorised by them. Cheques to be signed by any two signatories (one can be Treasurer)

4c) Managers to manage the Minnis, not the Charitable Trust. The Managers can arrange to fund works any way they like, but in practice all payments should be authorised by the Trustees before works organised/payment. It was agreed that in future there should be an item on all agendas to arrange payments and to obtain Trustees' authority.

4d) It was agreed that Ivor Champion would be the Commoners' Trustee and should FOSM be resurrected, they could also elect a Trustee.

4e) DEFRA are able to claw back monies if works are not carried out as agreed. Ultimately it was agreed that the agents/owners are liable, subject to Charlie Gooch to talk to whoever is in charge of DEFRA (Wildlife Trust) to say this is an experimental scheme and not necessarily "set in stone". Clarity is needed on both sides.

5. Digital plans being assessed with numbers as to whether liable for single payment.

6. By October 2006 DEFRA would like to see fencing and animals in place. If graziers put up fencing to fence own animals, then they could reclaim VAT. Discussion then took place to seek to attend to either clearance or ponds. If in place by October 2006, we obtain higher rate of £3600, failure to do so £1000.

7. Stuart Gammon is currently grazing one or two sites similar to Stelling Minnis and he is keen to supply animals. The Owners would be in agreement (on Gillian Baldwin and Ivor Champion's recommendation) to agree to Stuart Gammon to be asked to graze, subject to Owners obtaining and agreeing to easement.

8. It was agreed that The Owners to seek permission of enclosure via solicitors from Secretary of State.

9. A further informal meeting was arranged for 13^th December 2005 to discuss DEFRA programme for 2005/6

12. Pfizers' help offer - it was agreed that we ask to be put on their list for any future assistance.

14. It was agreed that following correspondence in the Parish News with various queries regarding the Minnis and Managers, Charlie Gooch (with the assistance of William Trower) would place a report in The Parish News explaining the set up of the Minnis Managers, responsibilities, who the Minnis belongs to, who elects Managers etc. etc.

16. Date of next meeting: 8.00pm, 9^th January 2006 at Stelling Minnis Village Hall.

Present: Roy Griffin, Ivor Champion, Andrew Barchi, Gillian Baldwin, John Gifford, Peter Brocklebank, Ann Day. Charlie Gooch in attendance.

3. Question raised re payment of invoice received from KWT for £4182 -authority to pay proposed A Barchi seconded I Champion; cheque raised and signed. How was it paid in 2004? Who pays VAT ? - Ann to investigate. £836 still to come from DEFRA

4. To discuss final plan for Management of Stelling Minnis received from Kent Wildlife Trust -

I Champion spoke to Neil Coombs re supply of animals and possibility of sharing with another site

Kent Highways to be told we are replacing animals and to erect signs for beware of animals grazing

Final Document, page 31 - Long Term Objectives - all agreed in principle page 32, 5.1 - Subject to KWT providing animals - all agreed

The revised Management Plan submitted to the Managers on 7^th November 2005 by KWT to be adopted

A formal submission of the plan to be made to DEFRA for funding. DEFRA's attention to be drawn to the probability of changes to the detail of the plan as each prescription is implemented and cost calculated on an annual basis.

The Managers and Owners have no objection to the principle of a safe track to school. The Owners look forward to seeing the details of the schools' proposals and question how the project is to be funded. The question also arises of the safety of a two way cycle track on one side of the road.

A Barchi's resignation was tendered to the Chairman and was unanimously agreed not to be accepted.

Present: Roy Griffin, Ivor Champion, Andrew Barchi, Gillian Baldwin, John Haffenden, Ann Day. Charlie Gooch in attendance.

1. Apologies - received from Peter Brocklebank, none received from John Gifford.

3. Matters arising: Hay all sold to animal sanctuary at Ash for approximately £200 (no monies yet received). They also expressed a desire to have the hay next year. (Updated information received 21.10.2005 - £300 received, £150 banked and £150 given to Mrs Lofting for storage as well as some free bales)

4. Treasurer's Report: Held on deposit at Yorkshire Building Society -£7,200.00, Reserve a/c at NatWest - £2361.12, Current a/c Nat West -£1168.51. Payment agreed to R Baker - £491.63 for mowing etc. Discussion took place re servicing of equipment. Charlie Gooch stated that it might be possible to obtain parts from RASAK

5. Charlie Gooch's Report: No refunds to be given re payments for easements already paid.

Question of parking by Mr Redfearn on Minnis raised - C Gooch to write. Easement given to Coxsole Farm.

Discussion took place re bollards placed at end of Mill Lane - C Gooch to write to Kent Highways

C Gooch to write re rubbish behind Winterbourne - Mr Hurdwell? Further discussion ensued re erection of gate close to Mrs St Leger's property.

6. Correspondence from Kent Wildlife Trust & reply required to Neil: J Haffenden spoke re "fors and againsts" of grazing and Parish Councils' expressed view of there being more Public support for grazing if cattle grids were not to be implemented.

Question raised whether planning permission necessary for erection of enclosures on Minnis.

There may be the possibility of a 5 year break clause in the 10 year plan in order to end the agreement amicably and if grazing becomes impracticable. J Haffenden to speak to Neil in the next month and to liaise with A Day who would write to confirm conversation.

7. Correspondence in October issue of Hardres/Stelling News: the articles were discussed and it was agreed not to put anything in the magazine in future unless there was something to report

9. Any other business: Request from Emma & Bruce at Village Shop for bench to be placed outside shop - C Gooch requested that a formal letter be sent, but probably the answer would be yes

Page designed and produced for Stelling Minnis Parish Council by Nick Smith -

Web site url and hosting facilities provided by Simon Wood of Terabyte Computing Ltd( www.terabyte-computing.com)