STELLING MINNIS WEB SITE- STELLING MINNIS PARISH COUNCIL

Unless otherwise advised, all meetings commence at 7.30pm and are held in Stelling Minnis Village Hall committee room, except the Annual Parish Meeting which will be held in the main hall.

Note: The Windmill and museum are now under the control of the Stelling Minnis Mill and Museum Trust

Non-Statutory Guidance Note on the vehicular access across common and other land (England) regulations 2002

It is not as daunting as it sounds and is written in plain English. It runs to 18 pages and includes 49 frequently asked questions on this subject. It is very informative but any one reading it will understand that it is a complex subject, and why the Parish Council cannot give advice on an individual case.

The Common Land Branch, Zone 1/05 Temple Quay House, 2 The Square, Temple Quay, Bristol BS1 6EB. Tel. 0117 372 8520 or 6266.

Date	R E C E I P T S	Parish Council	Date	P A Y M E N T S	Parish Council
1.4.09 2.4.09 15.4.09 7.10.09 22.3.10	B/fwd Current a/c Deposit a/c Alliance Leicester – Interest S.D.C. Precept Museum 50% of Audit Fee (cash) HMRC VAT Refund (1.4.07-1.3.10)	55.99 715.88 14.21 3,950.00 69.00 201.74	13.5.09 “ “ “ “ “ 6.7.09 “ “ “ “ 2.9.09 7.9.09 22.10.09 “ 4.11.09 “ “ 14.1.10 “ 3.3.10 “ “ “	Broker Network Ltd Insurance premium K.A.L.C. Membership A.C.R.K. Membership C.P.R.E. Membership N Smith Clerk Salary + Expenses Clerk Training Day D. Stuart Travelling expenses N Smith Clerk Salary + Expenses Kent Air Ambulance In memory of Reg Emans B.C.T.V. Foothpath/Tree Warden Age Concern Donation N Smith Clerk Salary + Expenses Audit Commission Audit Fee Stelling Church Annual donation (churchyard upkeep) K.A.L.C. AGM – 2 lunches D. Stuart Travelling expenses Bossingham V. Hall Donation – Youth Club N. Smith Clerk Salary + Expenses S.D.C. Lotteries & Gambling Act Renewal N Smith Clerk Salary + Expenses N Smith Clerk Salary + Expenses D Stuart Travelling Expenses S Carter RFO (1.4.09 – 31.3.10) + Expenses S.M. Village Hall PC meetings (2008-09)	337.63 222.16 35.00 29.00 233.53 69.00 23.40 258.85 25.00 100.00 100.00 228.18 138.00 200.00 17.00 39.00 300.00 196.83 20.00 240.07 306.94 42.60 299.46 59.00
	Statement of Accounts prepared by Mrs S Carter (RFO) and audited by Mr D Barlow (PC Internal Auditor)			Total Payments Balance in hand at 1.4.10 Current a/c Deposit a/c	3,520.65 756.08 730.09
31.3.10	Total receipts	£5,006.82	31.03.10		£5,006.82

1. APOLOGIES:

2 To receive Declarations of Interest on Agenda items.

3. MINUTES OF MEETING
3.1 held on 5th May 2010.
3.2 held on 26th May 2010

4. MATTERS ARISING Reference
4.1 Draft reply for Cllr Haffenden in response to that received by Cllr Speakman re Anvil House     8.3.1 (Clerk)
4.2 Respond to KCC on new process for KCC planning Applications.                                           8.5    (Clerk)
4.3 Provide information to Ann Norton on Pot Holes.                                                                     9.1    (Cllr Smyth/Clerk)
4.4 Complete review of Standing order and circulate. Agenda item 10 refers.                                 13.1    (Clerk)
4.5 Reply to Kent County Agricultural Society request For funding.                                                14.5    (Clerk)
4.6 Contact Cllr Gifford and Clare Hamilton re Joint Sports Facility representation and reports.      15.10 (Clerk)

5 MATTERS DEALT WITH SINCE THE LAST MEETING
5.1 Grass cutting at junction Curtis Lane & Stone Street.
5.2 Pot Holes.
5.3 Highways Parish Portal feedback on fault reporting .

6. CORRESPONDENCE
6.1 To table items of late correspondence.
6.2 Items circulated for information:
6.2.1 SDC – Minutes of Shepway District & Parish Councils Joint Committee
6.2.2 SDC – Town & Parish Councils Planning Users Group
6.2.3 ACRK – new password for access to members area of web site
6.2.4 Age Concern – note of thanks for donation
6.2.5 KALC Parish News (May 2010)
6.2.6 Development Control Committee meeting 1st June Agenda + minutes meeting 11th May.
6.2.7 SDC Minutes of District and Parish Councils Joint Committee meeting 13 May 2010
6.2.8 District English Rural - confirmation of applicants for house for sale in Brambleton Close
6.2.9 KCC Kent minerals ands waste development framework.
6.2.10 Kent Link Bulletin 25 available
6.2.11 SDC General purposes committee agenda 21 June.
6.2.12 Kent Link bulletin issue 26.
6.2.13 ACRK – July Council meeting advance notice.
6.3 Items acted on:
6.4 Items for discussion:
6.4.1 Shepway toilets improvement study.
6.4.2 KCC Statement of community involvement.

7. PLANNING
7.1 Ongoing planning cases:
7.1.1 Gordon House.
7.1.2 Anvil House.
7.2 To table late planning applications received for consideration.
7.3 To table planning applications dealt with since last meeting including decisions by Planning Authority.
7.4 To table decisions by Planning Authority on applications dealt with prior to last meeting.
7.5 New planning procedures for KCC applications.
7.6 Other planning matters:
7.6.1 Caravan parked outside 2 Orchard Villas, Minnis Lane.

8. REPORTS
8.1 Kent County Council. KCC Cllr Carey
8.2 Shepway District Council. SDC Cllr Carr
8.3 KALC Shepway Area Committee. Cllrs Stuart
8.4 SDC Planning Users Group. Cllr Stuart
8.5 Parish and Town Councils Cllr Stuart
8.6 Police liaison and Speed watch. Cllr Speakman
8.7 Minnis Managers. Cllr Day
8.8 Stelling Minnis Village Hall. Cllr Smyth
8.9 Bossingham Village Hall. Cllr Day
8.10 Transport & Highways. Cllrs Smyth/Stuart
8.11 Youth Club. Cllr Gifford
8.12 Joint Sports Facility Cllr Gifford

9. STELLING MINNIS VILLAGE HALL

10. STANDING ORDERS
10.1 Standing orders & financial regulations review.
10.2 Summons to attend Parish Council meetings acceptable by e-mail.

11 ANNUAL PARISH MEETING

12. FINANCE
12.1 Update of accounts 2010/2011
12.2 Accounts for payment
12.3 Requests for funding
12.4 Asset register
12.5 SMVH Hall hire charges increase

13. DATES OF NEXT MEETINGS
2010 – 1st September, 3rd November;
2011 – 12th January, 2nd March, 11th May AGM (if local elections held 5th May),
25th May APM.

14. QUESTIONS

Clerk, 29 May 2010

Present: Cllrs Haffenden (Chairman), Gifford, Smyth Speakman and Stuart. Also present Mr D Barlow (Internal Auditor).

1. APOLOGIES FOR ABSENCE. Cllr Barber (work commitments); Cllr Day (Holiday)

2. TO RECEIVE AND SIGN OFF RETURN TO AUDIT COMISSION
2.1 Approve account statement. Cllr Stuart confirmed that the accounts had been agreed with internal auditor Mr D Barlow. The figure quotes for asset value was based on those given in the insurance policy, which should be reviewed during the coming year possibly on an “new for old” replacement basis. Discussed the village hall as an asset. The accounts were accepted by council, subject to the asset values being recalculated for next year, proposed Cllr Haffenden and seconded Cllr Smyth. All Agreed, with Cllr Stuart not voting as he was finance officer.
2.2 Approve the annual governance statement. The statement was read by Cllr Haffenden. Approved, proposed Cllr Smyth and seconded Cllr Speakman. All Agreed, with Cllr Stuart not voting as he was finance officer.

3. DATES OF NEXT MEETINGS
2010 – 7th July, 1st September, 3rd November;
2011 – 12th January, 2nd March, 11th May AGM (if local elections held 5th May),
25th May APM.

4. QUESTIONS
None.

Meeting closed at 7.15 pm

Signed by D Stuart (Chairman)

7 July 2010 (Date)

Present: Cllrs Haffenden (Chairman), Day, Smyth Speakman and Stuart. Also present Mr D Barlow (Internal Auditor) and 1 Parishioner.

The meeting was chaired by Vice Chairman, Cllr Stuart for item 1.1.

1 ELECTION OF OFFICERS.
1.1 Chairman. Cllr Haffenden was elected Chairman, proposed Cllr Stuart and seconded Cllr Day. All agreed. The declaration of acceptance of office was signed.
1.2 Vice Chairman. Cllr Stuart was elected Vice Chairman, proposed Cllr Haffenden and seconded Cllr Day. All agreed.
1.3 Internal Auditor. Mr D. Barlow agreed to continue as internal auditor. Proposed Cllr Haffenden and seconded Cllr Day. All agreed.

2. APOLOGIES FOR ABSENCE. KCC Cllr Carey, SDC Cllr Carr; Cllr Barber (work commitments); Mrs C Carter (outgoing RFO);

3. DECLARATIONS OF INTEREST - None.

4. MINUTES OF MEETING held on 3rd March were agreed and signed. Proposed Cllr Stuart and seconded Cllr Day. All agreed.

5. MATTERS ARISING
5.1 To review template for standing orders for SMPC use and circulate. Clerk reported that this was in hand.
5.2 To confirm to the Parish Council that income tax was paid on salary. Clerk reported that he had confirmed this in writing to both Auditor and Chairman.
5.3 To write to Keith Barber. Clerk confirmed letter written, copy circulated.
5.4 To advise of new e-mail address. Clerk reported that Cllr Gifford had advised that an e-mail address was not yet available.

6. MATTERS DEALT WITH SINCE THE LAST MEETING
None, not covered elsewhere in the agenda.

7. CORRESPONDENCE
7.1 To table items of late correspondence.
7.1.1 Response from Ann Norton regarding speaker from KCC Highways speed limit review team for Annual Parish Meeting.
7.1.2 SDC Development Control Committee minutes 20 April.
7.1.3 KCC electronic communications on public path orders and definitive map modifications.
7.1.4 Clerks and Councils direct – May 2010.
7.2 Items circulated for information:
7.2.1 Clerks & Councils Direct – March
7.2.2 KCC Highways – updates on winter damage pothole repairs
7.2.3 SDC Standards committee agenda meeting 25 March
7.2.4 Concern over local footpath
7.2.5 SDC Development Control committee 9 March & 30 March minutes
7.2.6 Kent Link bulletins 23 & 24 + AGM 26 May
7.2.7 ACRK Parish News 25 March
7.2.8 Reply from Charles Gooch re parking on the Minnis
7.2.9 KCC Mobile library single staffing implementation
7.2.10 KALC Shepway area committee agenda and meeting notes
7.2.11 Voluntary Sector training
7.2.12 SDC minutes of Council 18 Feb
7.2.13 Protect Kent AGM 17 June
7.2.14 English Rural – sale of house in Brambleton Close
7.2.15 KCC Climate change conference
7.3 Items acted on:
7.3.1 Item 7.2.4 was passed onto footpath officer.
7.3.2 Item 7.2.11 – Passed onto Youth Challenge group.
7.4 Items for discussion: None

8. PLANNING
8.1 Ongoing planning cases:
8.1.1 Gordon House. Letter sent to planning inspectorate incorporating Cllrs views in respect of the appeal.
8.2 To table late planning applications received for consideration. None.
8.3 To table planning applications dealt with since last meeting including decisions by
Planning Authority.
8.3.1 Y10/0176/SH – Anvil House, Pony Cart Lane. Erection of attached annex. Object 7:0. Subsequent correspondence from Keith Wilson received by Cllr Speakman, which had been circulated, was discussed. Clerk to draft reply for Cllr Haffenden.
8.3.2 Y10/0199/SH – Curtis End, Curtis Lane. Erection of 2 storey rear extension and dormer window (resubmission of Y09/0989/SH) - 5 Approve, 2 No objections. SDC Approval given with time and material conditions.
8.3.3 Y10/0274/SH – Mobile Home, The Organic Nursery, Droveway, Stelling Minnis (Elham Parish). Unanimous objection. Response to SDC discussed and agreed.
8.4 To table decisions by Planning Authority on applications dealt with prior to last meeting. None
8.5 New KCC planning procedures for KCC applications. Discussed the implications for small Parish Councils and Cllrs without internet access. Clerk and Cllr Stuart to respond to KCC.

9. REPORTS
9.1 Kent County Council. No report received from KCC Cllr Carey.
9.2 Shepway District Council. No report received from SDC Cllr Carr.
9.3 KALC Shepway Area Committee. Written report from Cllr Stuart at appendix A.
9.4 SDC Planning Users Group. Written report from Cllr Stuart at Appendix A. Item on planning applications and suggestion that Parish Councils should offer suggestions on modifications required to make an application acceptable rather than give a rejection was discussed. Agreed that this would not be applicable in many instances and that the planning officers may misinterpret the Parish Councils views as to why an application was not acceptable. More clarification needed before suggestion could be adopted.
9.5 Parish and Town Councils. No meeting held.
9.6 Police liaison and Speed watch. Cllr Speakman reported that speed watch would start next week for 2 weeks. No progress yet on the mobile speed sign, discussions are in hand between KVV and SDC on responsibilities.
9.7 Minnis Managers. Cllr Day reported that the cattle had returned to the Minnis and that progress was being made on the removal of both caravan from Orchard Villas and the remote gate operating post from the property in Wheelbarrow Town.
9.8 Stelling Minnis Village Hall. Cllr Smyth reported on the successful fund raising event.
9.9 Bossingham Village Hall. Mr Barlow reported that the management committee required 2 new members.
9.10 Transport & Highways. Cllr Smyth reported that despite KCC’s letters, pot holes were not being filled within the Parish. The standard of repair was discussed. Agreed that Cllr Smyth would send details to Clerk who would write to Ann Norton. Council felt that the reasons given as to why a member of the Speed limit review team was not available to able to speak at the Annual Parish Meeting was disappointing.
9.11 Youth Club. No report given.
9.12 Other. None.

10. STELLING MINNIS VILLAGE HALL
Clerk reported that Johnathan Hurdwell was still waiting for written confirmation from Charities Commission confirming SMPC would not have to pay Auditors fees on the Village Hall as an asset. He then said that in the latest issue of “Clerks and Councils direct” (on circulation) suggestions were made that Parish Councils should include the village hall on its asset register, with nil value, with a note of the charity registration number, specifying the date of the governing document and stating that it is in the hands of a separate committee.

Cllr Smyth reported on the recent fund raising event.

11. SPORTS FACILITY AT BOSSINGHAM VILLAGE HALL
Cllr Speakman said that he would be unable to continue as the 2nd Parish Council representative, because of other commitments.

12. WINDMILL AND MUSEUM
Cllr Speakman reported the building work on the museum extension had been delayed by weather but should be completed by the end of May. The museum and windmill had opened at Easter and cream teas were being served. Cllr Day said that additional guides and helpers were still required. No longer to be a regular agenda item.

13. STANDING ORDERS
13.1 Standing orders & financial regulations review. Clerk reported that the draft reviewed version will be circulated shortly for comment.

14. FINANCE
14.1 Statement of accounts, Parish Council and Windmill, 2009/2010. Accounts for both parish council and windmill/museum (Click here to view) were presented for approval. Parish Council accounts proposed Cllr Speakman, seconded Cllr Day. All agreed. Windmill accounts were proposed Cllr Smyth, seconded Cllr Day. All agreed. Both sets of accounts were duly approved. The windmill/museum is now a separate body and accounts will no longer be presented to Parish Council for approval. Cllr Haffenden thanked all involved in setting up the Stelling Minnis Windmill & Museum Trust.
14.2 Audit Commission annual return for 2009/2010. Cllr Stuart reported that there was still some work to undertaken to enable its return by 3rd June. Agreed to hold a short Parish Council meeting on 26th May immediately prior to the Annual Parish Meeting to sign off the completed return.
14.3 Update of accounts 2010/2011. Cllr Stuart presented an updated statement of account.
14.4 Accounts for payment, details had been circulated prior to meeting:-
        Membership of KALC                                                                                     226.99
        Membership CPRE                                                                                            29.00
        Council insurance                                                                                            317.29
        Village Hall hire                                                                                               59.00
        Clerk Salary                                                                                                  307.62
        Clerk Expenses                                                                                                 14.52
        Councillors Expenses                                                                                         15.60
        Donation – Stelling Churchyard upkeep                                                             200.00
        Donation – Age concern                                                                                    100.00
        Donation – Youth Club hall hire (made payable to Bossingham Village Hall)           300.00
        Membership of ACRK (Note this was approved at January meeting)                      35.00
                                                                                                                    Total 1605.02
Proposed Cllr Smyth, Seconded Cllr Speakman. All agreed (note that Cllr Stuart, in his capacity as finance officer did not vote).
14.5 Requests for funding. Clerk reported that a request for funding had been received from Kent County Agriculture Society in respect of education events for schools. Discussed and agreed not to fund directly. Also discussed and agreed not to make a donation to Stelling Minnis Primary School in respect of the events, however if they were to make a request to fund transport costs to one of the events this would be treated sympathetically.
14.6 Account signatories. Cllrs Barber and Stuart to cease to be signatories, Cllrs Haffenden and Gifford to be added. Cllr Stuart was dealing.

15 APPOINTMENT OF REPRESENTATIVES
The following representatives were agreed:-
15.1 KALC Shepway Area Committee. Reduce to 1 representative. Cllr Stuart
15.2 SDC Planning Users Group. Cllr Stuart
15.3 Police liaison and Speed watch. Cllr Speakman
15.4 Minnis Managers – 2 reps, Council observer and trustee.
Observer Cllr Day
Trustee Cllr Haffenden
15.5 Stelling Minnis Village Hall. Cllr Smyth
15.6 Bossingham Village Hall. Cllr Day
15.7 Stelling Minnis Windmill trustee Cllr Speakman
15.8 Transport & Highways – 2 reps. Cllrs Smyth & Stuart
15.9 Youth Club. Cllr Gifford
15.10 Joint Sports Facility. Discussed and agreed that Cllr Gifford would be asked to join the committee as Parish Council representative. Mrs C Hamilton to be invited to give a short report to Parish Council for its meetings. Clerk to contact both.

16. DATES OF NEXT MEETINGS
16.2 Annual Parish Meeting 26th May
16.2 2010 – 7th July, 1st September, 3rd November;
2011 – 12th January, 2nd March, 11th May AGM (if local elections held 5th May),
25th May APM.
17. QUESTIONS
None.

Meeting closed at 9.05pm

Signed by D Stuart (Chairman)

7 July 2010 (Date)

APPENDIX A

REPORTS FOR MARCH 2010 MEETING
SDC -Planning Users Group 14 April 2010
1) LDF first interim document planned for mid-summer. There will be consultations locally but probably only on key sites.
2) Staff - Roy Little has left. Val Knight is retiring this month.
3) Legislation changes. A lot of detailed changes generally relaxing regulations. A handout is available.
4) E-Consultation New software is to be introduced on the website. It should be more user friendly and easier to track an application.
5) PCs are to be encouraged to comment on applications on line. Also it is suggested that when PCs have comments they might be worded “approve subject to the following changes.....” rather than “reject because......”. It is then possible that the case officer will contact the PC to try to resolve the differences. A refusal means that the application will probably go to committee.
6) Roadside Advertising – not allowed, zero tolerance (KCC Highways). Local events allowed with permission of landowner, 0.6sq.m, 28 days before 14 days afterwards. Fly posting definitely not allowed. Guidance notes available – suggest village halls include with letting conditions.
7) Major planning applications likely to affect many parishes. Consideration will be given to include some form of indication in weekly list (e.g. Supermarkets)
KALC Shepway Area Committee 15 April 2010
Matters from KALC Executive
Finance – a modest surplus for 2009/10 hence no change in subscriptions
AGM – Speakers Greg Clark, MP for Tunbridge Wells plus 1 or 2 others, maybe new Police Chief
motions wanted FOR THE AGM
o NALC – still problems with dissatisfied counties
o KCC Highways chief Nick Chard not willing to improve PC representation on Joint Transportation Board
o A proposal from one area that we should press for limitations on the number of councils on which a person can serve – a possible motion for the AGM
o KALC have produced new schemes for training councillors. Clerks etc. in a modular form which could be offered at different times and not just one day courses (details available)
SDC Joint Committee
Report on this meeting was tabled at SMPC meeting in March
Shepway Joint Transportation Board
No items for SM except proposed restrictions on parking at Westernhanger.
Items for next SDC Joint Committee
Litter and rubbish left after refuse collections
Caravan site at Palm Tree Elham
Folkestone precinct
Scrutiny Committee to look at SDC liaison with PCs
SDC handling of Lydd Airport planning application. Some New Romney councillors are of the opinion that the meeting was not properly conducted and should be invalid.
D G Stuart
24.04.2010

Present: Cllrs Haffenden (Chairman), Barber, Gifford, Smyth and Stuart. Also present Mr D Barlow (Internal Auditor), Mrs C Cooper (Windmill) and 3 Parishioners

1. APOLOGIES KCC Cllr Carey, SDC Cllr Carr, Cllr Speakman (work commitments), Mrs S Carter (RFO) and Mr J Hurdwell (SM Village Hall).

2. DECLARATIONS OF INTEREST None.

3. MINUTES OF MEETING held on 13th January were agreed and signed, after 1 amendment (item 11 – the £15K allocated by KCC Cllrs was a total figure and not each). Proposed Cllr Stuart and seconded Cllr Smyth. All agreed.
It was agreed that draft minutes would not be made public until all Cllrs had been given the opportunity preview them. It was also agreed that in the reports items differentiation was made between no meeting held and nothing to report.

4. MATTERS ARISING
4.1 To seek formal response from the Minnis Managers on the question of a preferred parking place on the Minnis. Cllrs Haffenden reported the owners had no plans to create a parking place on the Minnis and a letter confirming that was being sent.
4.2 Village Appraisal action Plan – Reviewed by Councillors and webpage updated.
4.3 Changes to standing orders pending updated template from KALC. Clerk reported that the new template was now available and revised Standing orders would be distributed to Cllrs for comment.
4.4 Advise air ambulance that request for funding rejected – Done
4.5 Alternative Parish Council meeting dates: Discussed responses from KCC Cllr Carey and SDC Cllr Carr. Agreed to leave as is.

Cllr Barber informed the council she would be moving in the near future as such felt she needed to resign from the sub committees .It was agreed by the council she would remain on the council for the time being. No move date was yet known. Cllr Haffenden thanked Cllr Barber for all the work that she had put in on Council committees.

5. MATTERS DEALT WITH SINCE THE LAST MEETING
None, not covered elsewhere in the agenda.

6. CORRESPONDENCE
6.1 To table items of late correspondence (all on circulation)
6.1.1 Policing matters – issue 4 (Feb 2010).
6.1.2 KCC Highways & Environment flood risk information.
6.1.3 SDC – District & Parish Councils Joint Committee notes of meeting held 25 Feb.
6.1.4 SDC agenda for Development Control Committee meeting 9 March and minutes of meeting 16 Feb.
6.2 Items circulated for information
6.2.1 KALC Minutes of meeting 15 October.
6.2.2 KCC – Annual Performance Report.
6.2.3 SDC – Minutes of development Control Committee 5 Jan 2010.
6.2.4 Canterbury City Council – Local Development Framework.
6.2.5 SDC – New planning guidance notes on amendments to approved plans and extensions to time limits.
6.2.6 SDC Minutes of Shepway Community Partnership – 26 Jan 2010.
6.2.7 SDC Development Control Committee Minutes.
6.2.8 Action with Communities (Rural Kent) Jan 2010.
6.2.9 KALC Parish News (February).
6.2.10 SDC – Minutes of meeting of Council 20 Jan 2010.
6.2.11 Society of Local Councils – Employment Matters Course.
6.3 Items acted on
6.3.1 Dungeness nuclear power station – submission to Department of Energy on National Policy Statement regarding Dungeness’s exclusion. (Circulated).
6.4 Items for discussion
None

7. PLANNING
7.1 Ongoing planning cases
7.1.1 Gordon House. It was noted that a new planning application had been submitted for change of use of the land.
7.2 Late planning applications – None.
7.3 Applications dealt with since last meeting and planning authority decisions.
7.3.1 Y10/0058/SH – Gordon House, Certificate of lawfulness – resubmission of application No Y09/0896/SH. Replied on behalf of SMPC – no new information to add.
7.3.2 Y10/0029/SH – Dog House Farm – Erection of new garage with room above. Voting 7:0 no objection with observations regarding a condition be imposed preventing its use for residential accommodation/holiday let; trees providing screening detailed in the access statement are proposed to be removed; that no water or toilet facilities are shown for the garages or home office/studio.
7.3.3 KCC SH/10/TEMP/0003 – Stelling Minnis Primary School – Pre School building. Changes to design and re-siting of building away from existing soak away. (Not circulated as there were not any significant changes).
7.4 Decisions by Planning Authority (not already included in 7.3)
7.4.1 Y09/0978/SH - Stoneacre Farm Stone Street Stelling Minnis Canterbury Kent. Change of use of land for the keeping of horses and erection of a block of four stables, tack room and store.. Approved with time, material and horse related conditions.
7.4.2 Y09/0896/SH – Gordon House, Certificate of Lawfulness – Refused.

8. REPORTS
8.1 Kent County Council. Written report at Appendix A.
8.2 Shepway District Council. No report received.
8.3 KALC Shepway Area Committee. Written report at Appendix A.
8.4 SDC Planning Users Group – no meeting held.
8.5 Police liaison and Speedwatch. Written report at Appendix A
8.6 Minnis Managers. Written report at Appendix A
8.7 Stelling Minnis Village Hall. – No meeting held.
8.8 Bossingham Village Hall. Annual General Meeting 15 April at 7.30pm.
8.9 Transport & Highways. Cllrs Smyth reported that pot holes continue to be registered with the Highways team. Agreed that a speaker from KCC team on the speed limit review be invited to the Annual Parish Meeting (Clerk to arrange).
8.10 Youth Club. Cllr Gifford had nothing to report.
8.11 Shepway and Parish Councils Joint Committee. Written report at Appendix A.

9. STELLING MINNIS VILLAGE HALL
Clerk reported that Mr Hurdwell was still awaiting confirmation from Charities Commission in respect of there being no External Audit charges if the Hall was registered with the Parish Council.

10. SPORTS FACILITY AT BOSSINGHAM VILLAGE HALL
Cllr Barber reported that the questionnaires had been distributed. 120 households in Stelling Minnis and Bossingham had responded together with individual responses from clubs. Initial interpretations of the results were seen as favourable. A full analysis of the questionnaires was being undertaken. 2 companies had been asked to redesign the area to give ideas and costs, as a basis for grant/fund applications. The play builder application had been rejected, however a number of other funding sources were being pursued. The next meeting of the committee was 16 March. A fund raising Hall to Hall run was being organised for 21 March with receipts being split 50% to Sports Relief and 50% to the joint sports facility.

11. WINDMILL AND MUSEUM
Cllr Speakman sent the following report:
Stelling Minnis Windmill and Museum Trust:
• Following consultations with the Parish Council and subsequent amendments approved by Furley Page (Solicitors), the charitable Trust Deed was signed by Trustees on 26 January and deposited with Furley Page - they have forwarded a signed copy to KCC and one for the Trustees' records. The Stelling Minnis Windmill and Museum Trust is now fully up and running.
• The Trustees & Management teams met on 15 February to prepare for the 2010 season. Cara Cooper is Chairman, John Leach is Vice Chairman and Shelagh Carter is Secretary & Treasurer. David Barlow has kindly agreed to be the Trust's Auditor. (Shelagh will forward a copy of the Minutes as soon as these have been prepared and approved)
Land Transfer
• This relates to the parcel of land kindly donated by Ivor Champion to enable the building of the museum extension. Unfortunately, the transfer deed got held up by KCC legal dept causing more delay but was finally signed by Ivor Champion just hours before he flew out of the country on holiday 2 weeks ago.
Access Licence
• This is the licence granted by KCC to carry out building works and this could not be issued until the Charitable Trust Deed was in place. After the usual delays involving consultations with every conceivable department in KCC that had some interest however remote, this has now been issued and signed by all parties.
Museum Extension
• After some further delays with SDC over Building Regulations, Kevin Haffner began work on the Grand Design on Monday, 15 February
• SDC Building Control Officer has inspected foundations - all OK
• weather is hampering things slightly but progress is being made
• The shell of the building should be completed before opening at Easter (4 April) so that the fencing can be removed and site reinstated. The interior may be bare, but safe for visitors to enter.
Windmill
There was an attempted break-in the Friday afternoon before half-term - the culprits tried to gain entry via the door on the balcony facing Mill Lane They removed two tongued-and-grooved boards in the door but then found this was braced so still couldn't get inside - they then left. They did not try to get into the Museum fortunately. Barry Cox and George Poile repaired the doors and the Police came on the Saturday morning – unlikely that they will be able to apprehend the culprits but will visit periodically (especially as building work is now under way).

12. STANDING ORDERS
New template now received from KALC. Clerk in progress of making any modifications required to suite PC, and will circulate to Parish Councillors.

13. FINANCE
13.1 Requests for funding. None
13.2 Accounts for payment to end March 2010.
Cllr Haffenden said that Council needed to be transparent and accounts for payment would in future be circulated with the agenda to give Cllrs an opportunity to examine them in advance. There was a need to reduce printing costs and as far as possible information should be circulated by e-mail, now that all Cllrs had e-mail access.

Parish Council account
RECEIPTS: None

ACCOUNTS FOR PAYMENT
D Stuart Travelling Expenses: Nov 09-March 2010                             42.60
Proposed Cllr Smyth, seconded Cllr Barber. All agreed.
N Smith (Clerk) Salary:                                                                    287.99
Expenses                                                                                             18.95         306.94
Proposed Cllr Smyth, seconded Cllr Barber. All agreed.

S Carter RFO – 1.4.09 – 31.3.10                                                        295.29
Expenses                                                                                              4.17          299.46
Proposed Cllr Stuart, seconded Cllr Barber. All agreed

SM Village Hall Hire of hall 2008-09
(re-issue - original not presented for payment)                                     59.00
Noted.
                                                                                                                        £708.00

Windmill a/c
RECEIPTS: None

ACCOUNTS FOR PAYMENT
Furley Page (£287.50) Mins: 13.1.10, Item 15.2.2 (paid 24.1.10)
Letts & Co (£419.25) “ “ “ (paid 31.2.10)
S Carter Volunteers “thank you” gathering:
Reimbursement to J Speakman (wine),

C Cooper and S Carter (food) (paid 27.1.10)                                  68.06
Post Office Ltd EDF Energy (Dec-Feb) (paid 24.2.10)                   41.50
G Poile Mill Manager honorarium (2009)                                     200.00
S Carter Mill Secretary honorarium (2009)                                200.00
Expenses: ink cartridge (part)                                                        3.56
KMG advertisement                                                                      80.00        283.56
D Maxwell Field cutting (2009)                                                                       45.00
G Carter Associates SDC Building Regs.
application fee (museum)                                                                                 150.00
                                                                                                                                        788.12
Mrs C Cooper answered a question on the KMG advert.
Proposed Cllr Stuart, seconded Cllr Barber. All agreed.
Cllr Stuart asked if the question of payment to a trustee of the windmill had yet been resolved. Mrs Cooper replied that it was still under discussion with the solicitors.

Mr Barlow reported that he had carried out an audit of the accounts and the year end statement was:-
Parish Council Current account     554.34
Deposit account                          730.09
Windmill Current account          7743.60
Deposit account                         2276.87
VAT refund applications had been submitted for both Parish Council and Windmill, which would provide approx £200 each. Bank account interest payments would not be known until April.
Clerk to confirm to Parish Council that income tax was paid on salaries received.

13.3 Accounts for payment after 1 April 2010.
ACRK subs for 2010 - £35.
Proposed Cllr Gifford, seconded Cllr Stuart. All agreed.
13.4 New finance officer/treasurer post.
Cllr Haffenden reported that the offer from Mr Barber to take on this role, on a no fee basis, could now not be accepted as he was moving away from the area. Two new volunteers had come forward – himself and Cllr Stuart. The options were fully debated and it was agreed that Cllr Stuart would take on the role with effect 1/4/2010 and would at the same time relinquish his cheque signatory authority. Cllrs Gifford and Haffenden would become the new signatories after 1/4/2010. Clerk to write to Mr Barber thanking him for his offer.
13.5 Transfer of Windmill funds from Parish Council.
Agreed that these transactions to be carried out before 31/3/2010. Proposed Cllr Barber, seconded Cllr Smyth. All agreed.

14. DATES OF NEXT MEETINGS
14.1 Parish Council meetings 2010: 5th May (AGM),
14.2 Annual Parish Meeting Agreed to change date to 26th May

15. QUESTIONS
15.1 Cllr Gifford to provide new e-mail address to Clerk.
15.2 Mr Barlow said that Bossingham Village Hall was applying for Charitable status. As trustees of the hall, Stelling Minnis Parish Council will be involved in the documentation processes.
15.3 Cllr Smyth reminded council that Stelling Minnis Village Hall was holding a “Wild West” fund raising event on 24th April.

Meeting closed at 8.47pm

…………………….…………………………….. (Chairman)

……………………………………. (Date)

8.1 KENT COUNTY COUNCIL

Council tax rise of 2.1% from 01 April. This is the lowest since council tax was introduced. 423 KCC posts to go over the next two years. Frontline services and the big capital investment programme maintained (Shepway secondary schools will all be rebuilt/refurbished by 2015). Around £2 million extra to be spent on repairing the roads after the bad weather this winter. The work will be given to companies outside the present Kent Highways set up to try to get more done. A proper repair can't be done in the wet or cold but all potholes need reporting so that they can be dealt with temporarily and a better fix done when the weather improves. It also helps to report the holes as if a vehicle is damaged by a pothole that is already reported then the owner has a better chance of compensation.

My neighbouring county councillor, John Simmonds and I have committed grants to the sports project behind Bossingham Village Hall later this year.

Susan Carey 25 February 2010

8.3 KALC SHEPWAY AREA COMMITTEE – 21st JANUARY 2010

1)The main item on the agenda was Dungeness Nuclear Power Station with a speaker, John Hughes, from SE Planning Aid (Royal Town Planning Institute) and David Illsley from SDC.
Both suggested that PCs and TCs should lobby for the inclusion of Dungeness in the list of possible sites for future developments (it is the only one which has been withdrawn). There will be a meeting at Lydd on 14th Feb. and it is hoped representatives of the Commission will attend.
Details of the Commission’s background information were tabled to help PCs.
NB SMPC sent a letter which has been circulated
2)Shepway Joint Transportation Board drew attention to review of speed limits on A and B roads. PCs will be consulted in April
3)SDC Planning Users Group meeting was discussed. Concern was expressed at revised procedures which had not addressed PC's concerns – information has been circulated elsewhere.
4)Next meeting with SDC – Topics to include: Circulation of information on by-elections, Parish election costs, and fly posting.

David Stuart 26.02.2010

8.5 POLICE LIAISON and SPEED WATCH REPORT

Not a great deal to report as Trevor has not been well for the past few weeks so I have not had an update on progress on the mobile sign. I understand that it will managed by the Community Support Unit but they would like our input on locations

We have a new Police Community Support Officer working with Trevor (he is expected back in about a week). Her name is Michelle Brady 07772 226233

Speed Watch will start up again after the Easter Break. A bit of a later start as the weather conditions have not entirely benign recently. A short article is going in the next issue of the parish magazine which I hope will prompt a few more recruits.

Jeremy Speakman 25 February 2010

8.6 MINNIS MANAGERS

REPORT ON MEETING OF MANAGERS OF STELLING MIINIS COMMON - 19 JANUARY 2010

• A fairly short meeting was held and where the minutes of the previous meeting were agreed and signed.
• Matters discussed were the intercom erected on the Minnis outside “The Cottage” and the caravan parked on the Minnis close to the shop. Neither of these should be on the Minnis and Charlie Gooch has written to the owners.
• It was agreed that the post for the Historical Society maintained gate should be resited to the original agreed position, ready for the restored old gate to be hanged.
• It was noted that the cattle had been removed and would be replaced in Spring 2010.
• Andy Osborne would be asked to remove the stumps of the trees removed, when weather appropriate.
• All the new bird and dormouse boxes have been installed.
• A request was made to Charlie Gooch from A Day that a formal response was made to the Parish Council with regard to any preferred parking place on the Minnis.

REPORT ON MEETING OF STELLING MINNIS CHARITABLE TRUST - 19 JANUARY 2010

• The Treasurer gave a report on monies held and where placed/invested.
• Various ongoing expenses were agreed and cheques written and signed which included our annual insurance with the NFU of £439.85.

Ann Day 24 February 2010

8.11 SHEPWAY DISTRICT AND PCS JOINT COMMITTEE 25th FEBRUARY 2010

Topics discussed:
1)Election Costs. PCs expressed concern at cost of elections, usually mid term by-elections which cost a substantial part of precept. SDC unable to help financially and advised that some Kent Districts which had paid the costs were no longer doing so. SDC would investigate if payment could be delayed to allow PCs to spread cost but the advice was that PCs should build up a reserve to cover the cost. It was suggested that KALC might consider lobbying the Electoral Commission to review the rules on co-option.
2)Publicity of Information about Local Elections including vacancies and official notices of candidates standing for elections. Districts are only required to publicise on the website and an official notice board. Consideration will be given to advising parish clerks, and advertising in the ward.
3)Fly Posting. SDC policy is zero tolerance. However in law the perpetrator has to be caught in the act to be fined. Local clubs and societies are advised to be careful and remove all notices after an event. Village Halls are advised to put a warning in their letting conditions.
4)Update on SDC Shared Working with other Councils.
Joint electoral services with Dover have been discontinued
A Shared Waste Service by 4 councils in East Kent is still on course, as are landlord services and staffing arrangements.
SDC exploring joint Building Control with Ashford.
Payroll arrangements will be managed by KCC using a new computer system
5)Shepway Car Parking. An annual ticket will be available for off street parking costing £50 for 2 hours at a time in short stays or 3 hours in long stays.

David Stuart 26.02.2010

Present: Cllrs Haffenden (Chairman), Barber, Day, Gifford, Smyth, Speakman and Stuart. Also present Mr D Barlow (Internal Auditor) and PC Mr T Moody.

1. APOLOGIES KCC Cllr Carey, SDC Cllr Carr, Mrs S Carter (RFO) and Mr J Hurdwell (SM Village Hall).

2. DECLARATIONS OF INTEREST None.

The meeting was then closed to allow questions to be asked of PC Mr. T. Moody:-
PC Moody reported that he had discussions with Shepway transportation department with regards to the flashing 30 mph sign proposed to be sited near the school. He had no information yet on moving the 30mph limit sign nearer to Harvest lane.
The over enthusiastic snowballing of elderly residents was found not to have involved local boys.
The owner of the vehicle parked in Curtis Lane opposite the Scarps Lane junction had been asked to park it elsewhere, as it was causing an obstruction.
Police surgeries would now be held in a mobile station when available – dates would be shown in the Parish Magazine.

3. MINUTES OF MEETING held on 2nd September were agreed and signed, after 1 amendment (item 4.1 notice board – to be carried forward to next financial year). Proposed Cllr Day and seconded Cllr Smyth. All agreed.

4. MATTERS ARISING
4.1 To seek formal response from the Minnis Managers on the question of a preferred parking place on the Minnis. Cllr Day reported that a meeting with Minnis Managers was imminent.
4.2 To respond on BTCV Heritage trees project. Clerk reported completed.
4.3 To respond to police survey. Cllr Speakman reported completed.
4.4 To assist PC Moody in identifying current owners of the former Stonegate Farmers site on Stone Street (Elmstead Parish). Clerk reported that some information had been provided to PC Moody, which he was following up.
4.5 Cllr Stuart gave an update the Post Office Friday December opening – it was not as successful as demand had indicated.

5. MATTERS DEALT WITH SINCE THE LAST MEETING
None, not covered elsewhere in the agenda.

6. CORRESPONDENCE
6.1 To table items of late correspondence (all on circulation)
6.1.1 SDC Town & Parish Councils planning user Group minutes of 8/12/09.
6.1.2 SDC Dungeness draft nuclear national policy statement.
6.1.3 KCC Highways update on snow clearance.
6.1.4 KCC Notes on legal situation regarding snow clearance.
6.1.5 NALC’s local councils awards 2010.
6.1.6 SDC Minutes of meeting of Council 25/11/09.
6.2 Items circulated for information
6.2.1 KALC Parish News.
6.2.2 KCC Highways portal training day information.
6.2.3 Note of appreciation from Claire Champion for Youth Club funding.
6.2.4 Clerks & Councils direct.
6.2.5 Invitation to Lord Lieutenant of Kent Civic Service 22 April 2010.
6.2.6 Guidance on gifts and hospitality.
6.2.7 KCC Highways: information on completion of safety road edges on Stone Street.
6.2.8 SDC District & Parish Councils Joint Committee minutes 10 December.
6.2.9 Kent Highways – Kent Permit scheme.
6.3 Items acted on
6.3.1 Kent fire & rescue service survey completed and returned by Cllr Haffenden.
6.3.2 Request from a Parishioner for the rationale behind Parish Councils decision not to support the Anvil House planning application Summary of Councils response to SDC provided.
6.3.3 Kent Downs and Marshes Leader programme – information given to both Stelling Minnis Stores and Post Office owner (Wye) of possible grant funding.
6.3.4 KALC Training survey completed and returned to KALC.
6.3.5 Victim support – letter of rejection for funding sent.
6.3.6 Evidence of Councils support for joint Sports facility sent to Simon Reed.

6.4 Items for discussion
6.4.1 Pre school move from BVH to School. Minutes of September meeting gave date as “would be within 12 months and could be earlier”. Mr Gray (head teacher) has since indicated that what he said was to the effect that it could be as early as September 2010, but actual date would depend on circumstances. Discussed and agreed that the minutes of the September meeting had been signed as correct and if there was any new information regarding the pre-school move date Council would record that, if provided by Mr Gray.

7. PLANNING
7.1 Ongoing planning cases
7.1.1 Gordon House. Cllr Haffenden reported that he had attended the SDC Planning Committee meeting and circulated the statement he had given on behalf of SDC (that SMPC had brought the breach of planning law to the attention of SDC and were now looking for SDC to resolve the matter). He further reported that Mr G Wright spoke on behalf of the residents and SDC Cllr Carr also spoke. He also reported that whilst planning officers recommended approving the certificate of lawfulness, this was rejected by the committee. Cllr Stuart said that if the matter goes to appeal then SMPC may be called upon to provide further information. This was discussed and agreed that SMPC had no further information to provide and that SDC were the planning authority.
7.2 Late planning applications – None.
7.3 Applications dealt with since last meeting. Agreed that where both SMPC views and SDC decisions were both given for a property that these be reported as a single item.
7.3.1 Y09/0989/SH - Curtis End, Curtis Lane, Stelling Minnis. Erection of 2 storey rear extension and roof extension. SMPC voted 1 Object and 6 No objections. The objection is purely on the design - the fibre glass roof and large tile hung gable is not in keeping with other properties. It was suggested that a hipped roof with dormer windows would have been preferable. Two councillors who voted "no objection" have also commented that the design is not as good as it could be. SDC decision – refused.
7.3.2 Y09/0978/SH - Stoneacre Farm, Stone Street, Stelling Minnis. Change of use of land. SMPC voted 2 approve and 5 No objections. The only comment added was that although the stable block is well screened it is perhaps a little large. Change of use approved.
7.3.3 Y09/0983/SH - Badgers Croft, Mill Lane, Stelling Minnis. Formation of first floor balcony and other external alterations. SMPC voted 3 Approve and 4 No objections. Concern was expressed that the proposal may affect the privacy of the adjacent property. Concern has been expressed that this proposal allows private access to a large room which could become a bed-sitting room in its own right. Perhaps restrictions as to use should be placed in the conditions if approval is given. SDC decision - approved with time, materials & privacy screening conditions.
7.3.4 Y09/0953/SH – Malt Farm, Bossingham Road. Erection of detached garage with a room in the roof. SMPC voted object 7:0. Whilst building is of sympathetic design it is over sized for a double garage and would appear to lend itself, with the addition, of a shower facility, to either another separate dwelling on the whole of the Malt Farm/Malt Farm Barn complex or a new holiday let. SDC decision - approved with time, materials and residential use restriction conditions.
7.3.5 Y09/1059/SH - Great Field Farm, Missing Lane (Elmstead Parish) erection of 2 wind turbines. SMPC voted 6 Approve and 1 object. Observations made to SDC in respect of objection (visual impact) and support from 1 Councillor for small scale wind generation projects of this type,
7.4 Decisions by Planning Authority (not already included in 7.3)
7.4.1 Y09/0907/SH - Little Hatch, Bossingham Road. Replacement dwelling. Approved with time and materials conditions.
7.4.2 Y09/0930/SH Anvil House, Pony Cart Lane. Erection of detached dwelling. Refused.

8. REPORTS
8.1 Kent County Council. No report received.
8.2 Shepway District Council. No report received.
8.3 KALC Shepway Area Committee. Cllr Stuart had nothing to report.
8.4 SDC Planning Users Group. Cllr Stuart provided a written report – Appendix A.
8.5 Police liaison and Speedwatch. Cllr Speakman reported that speedwatch would recommence in the spring.
8.6 Minnis Managers. Cllr Day had nothing to report.
8.7 Stelling Minnis Village Hall. Cllr Barber had noting to report.
8.8 Bossingham Village Hall. Cllr Day had nothing to report.
8.9 Transport & Highways. Cllr Stuart provided a written report – Appendix A. Cllr Stuart drew Councils attention to the impending study on speed limits on A & B roads. Parish Councils will be consulted and Council may wish to seek views of residents before responding. Parish Councils views will be sought between March and May 2010. It was suggested that a KCC highways representative could be invited to speak at the Annual Parish Meeting on the subject. Cllr Stuart further reported that KCC Councillors had a budget for minor highways works, but there may need to be some contribution from Parish Council or others. Cllr Smyth said that information on pot holes was coming in slowly and that she was reporting these to KCC highways.
8.10 Youth Club. Cllr Gifford had nothing to report.
8.11 Windmill & Museum. – see item 12
8.12 Other – none.

9. VILLAGE APPRAISAL ACTION PLAN REVIEW
Councillors agreed to make any changes to the review print out currently on circulation.

10. STELLING MINNIS VILLAGE HALL
Cllr Barber reported that Mr J Hurdell had not yet received the confirmation from the Charities Commission relating to SMPC ownership of the hall and that the capital value would not affect the Audit commission charges for councils’ year end accounts. Carried forward to next meeting.

11. SPORTS FACILITY AT BOSSINGHAM VILLAGE HALL
Cllr Barber reported that the questionnaire had been printed and copies would be distributed to all households in Stelling Minnis in Bossinham in early February by insert in the Parish Magazine and personal delivery. Copies were available in the shop. SMPC had contributed £150 towards the start up costs. Discussed and agreed that no further funding from SMPC was being considered. Mr David Barlow said that the two KCC councillors had allocated £15K from their budgets.

12. WINDMILL AND MUSEUM
12.1 Trust deed. Cllr Haffenden reported that he had met with the committee and had agreed a trust document that took into account the concerns of councillors. Cllr Speakman reported that the trust deed was with the solicitors. It was expected that the trust would be created, land transfers from Mr I Champion and agreements with KCC would all be completed in time to open at Easter. Councillors expressed concern over the prospect of trustees being paid, Cllr Speakman confirmed that those concerns had been raised with the solicitor for advice. Cllr Haffenden acknowledged that a lot of time and effort had been put in to progress the project so quickly.

13. STANDING ORDERS
13.1 Standing orders & financial regulations review
Clerk reported that the promised new template was not yet available from KALC. Agreed Clerk should revisit the existing orders and suggest changes for Council to consider at the next meeting.

14 HEALTH & SAFETY POLICY
Circulated policy was ratified. Proposed Cllr Haffenden, seconded Cllr Stuart. All agreed.

15. FINANCE
15.1 requests for funding:
15.1.1 Kent Air Ambulance. Considered and rejected. Clerk to advise.
15.2 Accounts for payment: Clerk read a report prepared by Mrs S Carter –
15.2.1 Bank statement reconciliation as at 11/1/2010:-
Parish Council Current account £1522.41
Deposit account £ 730.09
Total in hand £2252.50
Windmill Current account £9238.47
Deposit account £2276.87
Total in hand £11515.34
15.2.2 Accounts for payment
Parish Council account:
N Smith (Clerk) £240.07 (Salary £195.38 + £44.69 expenses)
SDC £ 20.00 (Lotteries registration renewal)
Proposed Cllr Smyth, seconded Cllr Gifford. All agreed.

Windmill account:
EDF energy £81.84 (Paid on 8 December).
Furley Page LLP TBA Drawing up charitable trust deed.
Letts & Co TBA Transfer of land for extension.
Proposed Cllr Day, seconded Cllr Stuart subject to the two TBA cheques only being signed once the amounts were confirmed and accepted by Cllr Speakman as being valid. All agreed.

15.2.3 The transfer of funds from Parish Council windmill account to the new charitable trust was discussed. Minute 12 of the meeting 4/11/2009 was reconfirmed. The Charitable trust would pay any additional audit fees resulting from the transfer of funds and reimburse Parish Council for the relevant portion of the insurance premiums from the date the trust was set up to insurance renewal.
15.3 Budget and precept 2010/11. Clerk confirmed that a precept of £4100 had been applied for from SDC. Cllr Haffenden advised that Mrs Carter had confirmed that she would continue as RFO to the end of the financial year and the external audit for 2009/10.
15.4 Other finance matters.
15.4.1 Cllr Haffenden said that the new treasurer/financial officer post would be advertised in the February issue of the Parish Magazine. Clerk advised that a new contract would be required even if the post was at no cost to SMPC.
15.4.2 Clerk reported that there would be a change of external auditor in 2010.

16. DATES OF NEXT MEETINGS
2010 3rd March, 5th May (AGM), 19th May (APM).
Agreed that Clerk would contact KCC Cllr Carey and SDC Cllr Carr regarding possible alternative meeting day if that would assist their attendance at Parish Council meetings.

17. QUESTIONS
None

Meeting closed at 8.52pm

APPENDIX A

REPORTS FOR JANUARY 2010 MEETING

KCC HIGHWAYS SEMINAR FOR PARISH COUNCILS IN EAST KENT - 25 NOVEMBER 2009

Note – All presentation papers will be available on line. This report refers mainly to items of local interest. I would draw particular attention to the section on the speed limit review. It will be a key item for 2010 and may need a public meeting – possibly the annual parish meeting if the timing is right.

Welcome by Nick Chard – (new) cabinet member for Highways
In his welcome he made the point that due to the financial climate road projects would be rationed. Mentioned that all members have a Highways allowance (currently believed to be £25,000 –e.g. Lyminge are having some lowered pavement work – with a contribution from PC expected).

Update by Kim Hills.
Liaison Officer system is working well. Kent Highways on Line is improving and will be a key method of communications. Bad winter 2008/9 – av 85 saltings c/w 40 usually. Jan frost damage, 15 extra crews used. Future repairs will use new materials and new equipment, will be able to do up to 150m length fillings. Signs and Lines had not done as well this year as they should – improving now – Dennis Barton in charge

Winter Service by Peter Loft
2008/9 – see above. This year new procedures with pure rock salt and pre wetting should be more effective, 54 vehicles. 180 farmers in Kent have snow ploughs to do minor roads – could still use a few more. Salt bins - £10k to spend on new bins – PCs to make requests.

Soft Landscapes (e.g. trees and verges) by Alan Riley.
Trees – all Kent work now with two large contractors. Hedges still mainly responsibility of land owners. If there are visibility problems advise KCC, who will pursue with land owner and will cut a hedge if they are satisfied that there is a safety issue.
Verges – many different systems across Kent for historical reasons. KCC will try to produce a rationalised regime and standard practice in next year or two. (Canterbury and Shepway are managed differently which is why CCC area is done better). Shepway contract now with SDC but in fact managed by Dover DC. Junctions/sight lines are now supposed to have 4 cuts per year – ( so it is probable that we will need to continue to press for more work at Curtis Lane)

Japanese Knotweed is a BIG problem – advise if seen (SM Managers need to be aware)

My Kent on Line by Roxanne Jefferies
It is being improved as are links to and from other sites. Will be main source of information. It is Password enabled – (we need to check that we have password).

Kent Permit Scheme by David Latham
From Jan 2010 – first scheme in UK. All road works (BT, EDF etc) must have permit from KCC.

Road Safety by Steve Horton
Similar to 2008 presentation. Christmas 2009 campaign. Current road death rates in Kent (approx 100 per year) at a level below set targets.

County wide Speed limit Review by Kirstie Horton
The big issue of the day. All A and B roads in Kent must have been reviewed by 2011. East Kent roads (called Area 2 for this exercise) are being done now
Government circular 1/2006 specifies all speed limits must be self explanatory/reinforce peoples own assessment/encourage compliance. IT DOES NOT SAY crash reduction.
The review must be consistent – based on the situation now – give clear guidance – identify highways work to enhance a limit.
The review does NOT target local speed related issues – predict into the future (i.e. allow for planned future developments) – consider how limits are enforced – deal with any roads other than A and B.
The process is – Desk top survey – initial visit – adjudicators review – statutory review (police) – transportation developments including a PC rep (we could lobby him) – PARISH COUNCILS – final review.
PC role – key public consultees - to inform and consult with local residents – the process does not allow for consultation/representations by individuals – collate local views – feedback (a factor not mentioned was coordination between several parishes affected by a single road).
There will be on line training (not very user friendly, sorry)
Time scale aiming to have info to PCs by April 2010 with 10 weeks allowed for response.
Final Review – signs and lines design – road traffic regulations – new signs.

KALC and Highways by Rodney Williamson.
Stressed good working relations between KCC Highways and Parishes

SDC -Town and Parish Councils Planning User Group - 8 December 2009

Matters Arising – It was reported that the order of speaking by non members at the Development Control Committee had been revised with the applicant’s representative now allowed to speak last. This was the only change made in response to PC's request for improvements to their speaking rights, and was generally regarded as a retrograde move by PC reps.

LDF Update on Consultations – report attached. Concern expressed by PCs at short time available for consultation on Infrastructure issues

Conservation Area Planning – new rules on Solar Panels. Permission not required if it is on house roof, only if it is on visible wall.

Changes to Planning Process – details will be on website. Minor amendments to existing approvals.
Very minor non material amendments (just details e.g. change the size of a door) – new standard form, no consultation, will be on weekly delegated lists, 28 days only.
Minor Material amendments e.g. Varying approved plans but scale and nature not substantial – formal application needed, will consult PCs.
Length of of existing permission (usually 3 years) – can apply to extend, will consult PCs, only one application allowed.

Dealing with planning by email only. Authorities want to go this way (a lot of pressure). SDC intend to have a trial with Lyminge PC. Consultations with English Heritage and Environment Agency already done this way.

Certificates of Lawfulness – in effect two types 1) establishing if an existing use is lawful -PCs likely to be consulted to provide information. 2) Is a proposed change lawful, does it meet legal stipulations (e.g. Changing approved roofing materials). PCs unlikely to be consulted as it just the officers decision interpreting the law. They must appear on the weekly lists.

ENFORCEMENT
The major item. See attached detailed handout, worth spending time on if a councillor is concerned
Points to note:
Enforcement must be in the public interest – it mustn't be trivial – it must answer the question “what harm is being caused”. It should not be a punitive response to someone failing to submit an application. It is not illegal to build without planning permission – but few choose to ignore the rules – and all matters are recorded on a case history file and will come up in searches (i.e. when a sale is being processed).
Action must be taken within 4 years (10 in a few cases, see notes which includes examples) but once enforcement action is formally taken the clock stops.

SDC and Parishes Joint Committee – 10 December 2009
Main topic was SDC Engineering Services. Main activities within the District are Coast protection, Land Drainage, and Sea Defences. (not directly applicable to SMPC). Will advise PCs if need on Engineering Services e.g. Construction of Car parks or hard footpaths.

D G Stuart

Present: Cllrs Haffenden (Chairman), Barber, Day, Gifford, Smyth, Speakman and Stuart. Also present Mr D Barlow (Internal Auditor); Mrs S Carter (RFO) Ms C Cooper (Stelling Minnis Windmill), Mr J Hurdwell (Stelling Minnis Village Hall) and PC Mr T Moody

1. APOLOGIES KCC Cllr Carey and SDC Cllr Carr.

2. DECLARATIONS OF INTEREST None.

3. MINUTES OF MEETING held on 2nd September were agreed and signed. Proposed Cllr Smyth and seconded Cllr Day. All agreed. It was also agreed that copies of the minutes displayed on the notice board and web site would be marked “draft” until they had been ratified at the next Parish Council meeting.

4. MATTERS ARISING
4.1 To contact Trent Gifford re TLC on notice boards. Cllr Gifford reported that Trent Gifford and the Scouts were unable to help. Carried forward to next year for further discussion.
4.2 Health & Safety Statement. Clerk reported that he and Cllr Stuart had prepared a draft Health & Safety statement which would be circulated for comment. To be ratified at the January meeting.
4.3 Post Office Opening hours. Cllr Stuart reported that the Post Office would be open on Fridays during December. (November meeting).
4.4 Windmill sub committee terms of reference for web site. Clerk reported draft had been prepared which would be circulated for comment and then put on the web site.
4.5 Parking on Minnis – waiting for response from Minnis Managers. Discussed. Agreed that parking on the Minnis was unlikely to be agreed. Cllr Stuart asked that the Minnis Managers give a formal response, which Cllr Day agreed to take up with them.
4.6 Windmill – contact KCC re raising cesspool cover. Mrs Carter reported that the problem was found not to be the cesspool cover but damage to the underground pipe work. This would be corrected as part of the windmill museum extension work.
4.7 Respond to KALC re exercising devolved powers from District/Borough Councils. Clerk reported that he had responded with regard to devolved powers from KCC regarding the windmill. It was suggested that there were also devolved responsibilities with regard to the closed churchyard at Stelling Church.
4.8 Holly Tree Farm (Y09/0203/SH). Clerk reported that SDC had replied indicating that they did not see the change of roof style a significant change and hence had approved.
4.9 Respond to KCC with Councils views on New Pre-School Building. Clerk reported that this had been completed.
4.10 (Agenda item 10) Obtain confirmation from Charities Commission
that registration by Parish Council of Hall as a capital asset would
not affect audit return charges. Refer to agenda item 10.
4.11 Sports facility. Write to Simon Reed for progress update and copy to UHPC. Clerk confirmed he had contacted Simon Reed. Refer agenda item 11 for latest position.

5. MATTERS DEALT WITH SINCE THE LAST MEETING
None not covered elsewhere in the agenda.

6. CORRESPONDENCE
6.1 To table items of late correspondence
6.1.1 BTCV Heritage trees project. Clerk has suggested response to questionnaire for Parish Council after communication with Tree Officer. Questionnaire for Groups and organisations copied on to School, Youth Challenge Group, Minnis Managers, Historical Society, Scouts, Guides, and Brownies. No cost implications for Groups or Parish Council. Agreed Clerk to respond as suggested.
6.1.2 Kent Police – 2nd edition of “Policing Matters” – on circulation.
6.1.3 Letter from Lizette Patching SDC, re land adjacent to St Bernadettes Cottage.
6.2 Items circulated for information
6.2.1 Clerks & Councils Direct (Sept 2009)
6.2.2 SDC Response from Robert Allan re Holly Tree Farm and new roof
6.2.3 KALC Parish News (Sept 09)
6.2.4 KCC Community Safety Newsletter
6.2.5 SDC Minutes of District and Parish Councils Joint Committee
6.2.6 Bringing the compact to life
6.2.7 ACRK – Rural News
6.2.8 KALC Agenda for Shepway Area Committee + minutes of meeting 16 July
6.2.9 SDC Minutes of development control committee meeting 22 Sept 09
6.2.10 Kent Highways – Parish Seminar 25 November
6.2.11 SDC amendments to approved plans and extensions - new legislation
wef 1/10/09
6.2.12 KCC seminars on procurement law for local authorities 2/12/09
6.2.13 KALC AGM notice + report
6.2.14 Correspondence from Parishioner to Ann Day re trees obstructing highway
on 558 bus route through Lyminge Forest
6.2.15 ACRK – Annual summary
6.2.16 Oast to Coast
6.2.17 SDC Minutes of Shepway Community Partnership meeting 28/7/09
6.2.18 Kent LINk event on Folkestone
6.2.19 Kent Downs and Marshes Leader
6.2.20 Protect Kent Pack
6.3 Items acted on
None
6.4 Items for discussion - None
6.4.1 Parish Seminar 25 November 2009. Cllr Stuart said he would represent Council.
6.4.2 Kent Police Survey. Discussed and Agreed Cllr Speakman should respond on behalf of Council.
7. PLANNING
7.1 Ongoing planning
7.1.1 Gordon House. Clerk gave an update from SDC Cllr Carr – the certificate of lawfulness would go before the planning committee later this year and two representatives (one for and one against) would be invited to speak – she would be available to speak against. Cllr Stuart said that SDC Cllr Carr should speak against on behalf of the residents of Stelling Minnis and not the Parish Council. Cllr Haffenden said that Parish Council had been put in a difficult position. This was an SDC planning matter and Parish Council could not been seen to take sides. Cllr Speakman suggested that Parish Council might wish to debate its views on land undergoing change of use to residential gardens. Cllr Barber suggested that Council would consider each application on its merits, as they had always done. -
7.2 Late planning applications –
7.2.1 Anvil House (Y09/0939/SH) – erection of detached dwelling. Circulated. Discussed, views were 7 Object. Clerk to prepare draft response to SDC and circulate for final agreement before submitting to SDC.
7.2.2 Stoneacre Farm (Y09/0978/SH) – change of use of land. On circulation 29/10/09.
7.2.3 Curtis End (Y09/0989/SH) – Erection of two storey rear extension and roof extension as part of conversion of roof space to provide first floor accommodation. On circulation 29/10/09.
7.2.4 Badgers Croft (Y09/0983/SH) – Formation of first floor balcony to the rear elevation together with other external alterations. On circulation 1/11/09.
7.3 Applications dealt with since last meeting:
7.3.1 SH/09/TEMP/0024 – KCC Stelling Minnis Primary School – New Pre-school building. 6 Approve 1 Object. Discussed why the objecting Councillor was given a second opportunity to comment but the approving councillors were not. It was felt wrong by Council that KCC should be both the applicant and the planning authority.
7.3.2 Y09/0896/SH - Gordon House certificate of lawfulness. Circulated 7/10/09. Responded to SDC No new information to add. Copy of response circulated.
7.3.3 Y09/0907/SH Little Hatch, Bossingham Road Erection of replacement dwelling. Circulated 7/10/09.Response to SDC – 6 Approve and 1 no objections.
7.4 Decisions by Planning Authority
7.4.1 SH/09/TEMP/0024 – Stelling Minnis Primary School extension for pre-school. Approved with time, materials conditions and recommendations to reduce visual impact and use of premises outside school hours.

8. REPORTS
8.1 Kent County Council. No report received.
8.2 Shepway District Council. Clerk read the following report provided by Cllr Carr – Meadow view: SDC aware of situation and were keeping a watch on developments; Lydd Airport: planning meeting will now be held 3rd March 2010 and cannot be postponed again; SDC will not be funding any new bus shelters, but will fund minor repairs to existing ones; Local development framework & core strategy – an update with responses from community and Parish Councils etc., villages in areas of outstanding beauty will be virtually left alone. The Elham Valley project may be an opportunity for local businesses to advertise themselves and for parishioners to contribute to the project website.
8.3 KALC Shepway Area Committee. Cllr Stuart provided a written report – Appendix A.
8.4 SDC Planning Users Group. Cllr Stuart provided a written report – Appendix A.
8.5 Police liaison and Speedwatch. Cllr Speakman reported that there had been speed watch sessions in October with 9 sessions over 2 weeks. He was proposing to reduce the number of sessions to 1 or 2 a day with additional support from PC Trevor Moody. More volunteers needed.
8.6 Minnis Managers. Cllr Day reported that correspondence relating to the non Highland Cattle had been received and responded to. The Historical society needed to move the newly sited gate post. 9 Dormice had been found on the Minnis. Charles Gooch would be writing with regards to the caravan parked on the Minnis outside Orchard Villas. Six mile excavators had provided assistance with work at Coxsole pond.
8.7 Stelling Minnis Village Hall. Cllr Barber provided a written report – Appendix A.
8.8 Bossingham Village Hall . Cllr Day had nothing to report.
8.9 Transport & Highways. Cllr Smyth asked that the Pot Holes notice be repeated in the next Parish Magazine.
8.10 Youth Club. Cllr Gifford had nothing to report.
8.11 Windmill & Museum. Mrs Carter gave a report. See appendix A.
8.12 Other reports - None.

9. UPDATE ON POLICE MATERS – PC Trevor Moody
PC Moody said that he was here to answer any questions and provide information on current activities. He reported that an arrest had been made in respect of the recent burglaries and property had been recovered. The current crime rate was better than average. A mobile police station had visited the village and the three things most important to villagers was speeding vehicles, rubbish & litter and dog fouling. Speeding vehicles will be targeted in conjunction with speedwatch. He handed out some leaflets on a variety of subjects which Cllr Haffenden will outline in his next article for the Parish Magazine. He said that an illegal rave had been stopped at the former Stonegate Farmers site and that a vehicle involved in theft of Kent peg tiles from the site had been seized. The site was insecure and the current owners had not been able to be identified – Clerk would assist PC Moody in locating the current owners. PC Moody said that a highways job number 16311381 had been generated to move the 30mph speed sign near the school towards and perhaps beyond Harvest Lane. In answer to questions from Cllrs, PC Moody said that he would enquire about the suggested flashing speed limit sign; that additional speedwatch locations could be agreed on request; that the yellow no parking lines outside the school ay be extended once the car park was completed; that an update on progress on a crime could always be obtained from him by quoting the crime number; that he would take appropriate action where vehicles were parked on the pavement. Cllr Haffenden thanked PC Moody for attending and talking to Council and that he was sure that parishioners appreciated the increased police presence that he was giving.

10 STELLING MINNIS VILLAGE HALL
Mr Hurdwell reported that a copy of the land registry certificate has been obtained (Cllrs were handed copies) which showed the Parish Council as owners of the hall. After a brief discussion Cllr Haffenden said that it was clear that the asset should be shown on the Parish Council register. The village hall committee would pay all costs involved in ascertaining the value of the asset and changing the address on the land registry to that of the current Clerk. All agreed.

11. SPORTS FACILITY AT BOSSINGHAM VILLAGE HALL
Cllr Barber reported that the questionnaire was progressing well and was expected to be distributed after Christmas. Council discussed the questionnaire and concluded that its aim was to identify the top 5 priority sports facility requirements. The project is being led by Upper Hardres Parish Council.

12. WINDMILL AND MUSEUM
Mrs Carter reported that she had circulated brief details of the tender prices received and that the Windmill and museum committee favoured the one produced by Kevin Haffner. Funding should use the finances held by Parish Council in the Windmill account first before drawing on funds in the museum account. Mrs Carter outlined the target project timescale and that the new Friends of Stelling Minnis Windmill should be set up by December. After discussion the following motion was put – That Stelling Minnis Parish Council agrees, subject to The Friends of Stelling Minnis Windmill being legally constituted, to transfer any balance in its windmill account to The Friends of Stelling Minnis Windmill. Proposed Cllr Haffenden seconded Cllr Stuart. Unanimously agreed. (It was noted that at 31/10/2009 the available funds were £2497.98 in the Windmill account and £9175.70 in the museum account.)

13. FINANCE
13.1 requests for funding
13.1.1 Bossingham Youth Club (£200). This was discussed and taking into account the Parish Councils commitment to pay 50% of the hall rent, which had increased to £600 for the current year, a contribution of £300 would be paid for the current year. Proposed Cllr Day, Seconded Cllr Speakman. Unanimously agreed.
13.1.2 Victim Support. Discussed and rejected.
13.2 Accounts for payment
Parish Council:
Cllr Stuart Travelling Costs £39.00
Clerk Salary £186.12 and expenses £10.71 – total £196.83.

Windmill account:
Mill Managers meeting £37.15
Countryside arts (tea towels) £76.50
Proposed Cllr Day seconded Cllr Speakman. Unanimously agreed.

Income of £69 to Parish Council in respect of Windmill audit; £269.28 donations to the Windmill and £490.84 donations to the Museum were recorded.
13.3 Clerks’ salary. Clerk left the room for this item. Agreed that to reflect the increase in work load Clerks salary would be increased from 11 to 16 hours a month from 1/4/2010 and that a payment of £100 would be made at the end of the current financial year. Unanimously agreed.
13.4 Budget and precept 2010/11
A budget was presented to Parish Council and discussed. Precept would be £4100. Proposed Cllr Haffenden, Seconded Cllr Stuart. Unanimously agreed. See appendix B.
13.5 Other finance matters – none.

14. DATES OF NEXT MEETINGS
2010 13th January, 3rd March, 5th May (AGM), 19th May (APM).

15. QUESTIONS
There were no questions.

Meeting closed at 10.15pm.

…………………….…………………………….. (Chairman)

……………………………………. (Date)

REPORTS ON MEETINGS ATTENDED September and October 2009

SDC and Parish Councils Joint Committee 17th September

Minutes of this meeting have been circulated
The two main items of interest to SMPC were Grass Cutting and the Future of this Committee. In both cases it will be interesting to see what the future brings.

KALC Shepway Area Committee 15th October

Speaker – Amanda Oates SDC Arts Development Officer. The main role was to promote and increase access to the Arts in the Area. This included a database on line and funds and grants for various arts projects. There are grants available for taking Art into rural areas and also funds to support arts events and workshops in rural communities – see the website.
NB (for SMPC) – In the team is a sports officer, Wilbert Greaves who may have funds for similar activities.

Points from KALC Kent Executive
NALC new Draft Standing Orders for PCs still awaited
FINANCE – budget on line for small surplus. Finance Training Day cancelled due to lack of support
AGM 14 Nov – Please support – 2 speakers, Michael Chater Chairman of NALC and Mick Sutch KCC Head of Planning and Transport. 3 Motions including a move to improve PC representation on Joint Transportation Board (DGS to propose) and another about moves to put planning only on line.
QUALITY STATUS Staplehurst council will lose status on applying for re-accreditation because number of co-opted councillors has increased during life of present councillors.
PLANNING PORTALS. A survey by Canterbury has highlighted problems if all planning applications in future are only on line. These include the cost of equipment and clerk's time, a number of councillors who refuse to go on line and hence will be outside the system, and the problems of Broadband access in some areas.

Points from Joint Transportation Board. Mainly local issues including Hythe High Street and petitions for 30mph limits. NOTE In 2010 there should be consultations with parishes in East Kent on speed limits on A and B class roads.

STANDARDS COMMITTEE

Recently there have been a number of complaints about one council, but they have all been dismissed as vexatious.

David Stuart

Stelling Minnis Village Hall

The quarterly meeting of the management committee was held on the 14th of September.

A 1947 photo of members of the village at that time was discussed; the names of those present are being identified. Jonathan Hurdwell is still awaiting formal confirmation regarding the position of the Asset Register, he has confirmed when he has this he will speak to the Chair of the Parish Council. Graffiti was reported to have been found on the back wall of the Hall on two occasions, this has now been removed.

A report was given on the summer BBQ .It was a very successful event making a profit for the hall of £485.82p. A report from the Treasurer was also received and discussed. A number of applications for grants for energy savings measures are being made to improve the cost effectiveness of the running of the hall.

The next fund raising event will be on the 14th November, Strictly Disco. As always all be very welcome Tickets will be made available soon. Details will be included in the Parish Magazine

Pippa Barber

Windmill Report

It was Stelling Minnis’s turn to host the Annual Mill Managers’ Meeting on Sat, 17 October which was held at the Rose & Crown. Our Guest Speaker was David McDine who gave a very interesting and entertaining talk on the history of the Minnis and on the Davison family who owned the Mill. George operated the slide projector which, as you can imagine, caused much amusement, not least cricks in the neck.

From the annual reports received, it appears our Mill faired better than many others with increased visitor numbers, etc. Our end-of-season figures show a 75% increase in Mill income due mainly to a lot more school and special group visits on weekdays and evenings.

As far as the Mill is concerned, there is not much to report from KCC.

• All windmills have been assessed for fire alarms fitted with a radio link; these will be installed into every KCC mill.
• An inspection of portable electrical appliances was carried out last week. There were no items in the Mill but the Engineer pointed out that power was not getting through to all the sockets. I will raise this with Allan – it may be something the electrician could check and remedy when the extension is built.
• When I spoke to the Engineer, he very kindly agreed to check the Museum for electrical safety – one kettle found in the cupboard was faulty. The metal tea urn, which we thought would not comply with regulations and replaced last year, was found to be OK! He checked the lighting and power points as well and changed fuses where needed, at no cost. Everything electrical in the Museum is now adorned with a bright inspection sticker, so one less regulation to think about.
• Finally, a grinding session took place on Sunday 18 October mainly to ensure everything was in working order before shutting down for the winter. All went to plan, with a few tweaks here and there by the experts, and we all came away with some flour to experiment with – I don’t think we’ll be using this for our scones just yet. Hopefully, next year, we can hold regular sessions which may encourage more volunteers to help as guides – many people would like to see the Mill working, or at least the sweeps turning, on our normal opening days but, sadly, it would be impossible to do this.

Shelagh Carter

Present: Cllrs Haffenden (Chairman), Barber, Day, Gifford, Smyth and Speakman. Also present Mr D Barlow (Internal Auditor); Mr J Gray (Stelling Minnis Primary School), Mrs D Tapley & Mr M Spurling (Bossingham Pre-School).

1. APOLOGIES KCC Cllr Carey, SDC Cllr Carr, Cllr Stuart (Personal reasons), Mrs S Carter (RFO & Windmill Secretary). Mr J Hurdwell (Stelling Minnis Village Hall).

2. DECLARATIONS OF INTEREST None.

3. MINUTES OF MEETING held on 8th July were agreed and signed. Proposed Cllr Day and seconded Cllr Smyth. All agreed.

4. MATTERS ARISING
4.1 Send letter and cheque to Gillian Emans. Done.
4.2 To contact Scott and Trent Gifford re TLC on notice boards. Cllr Gifford reported that Scott Gifford was unable to help. He would now discuss with Trent Gifford.
4.3 Health & Safety Statement. Clerk reported that this was in hand.
4.4 Post Office Opening hours (November meeting). Cllr Stuart dealing.
4.5 Windmill sub committee terms of reference for web site. Clerk reported that he had received documentation from Mrs Carter and would be adding the relevant information to the web site.
4.6 Parking on Minnis – Clerk reported that he was still waiting for a response from Minnis Managers. Cllr Smyth said the request had been forwarded to the Minnis Owners.
4.7 Seek KCC Highways views on SMPC arranging own contract to cut vegetation junction Curtis Lane/Stone Street at KCC expense. Cllr Haffenden reported that this had been discussed at the meeting with highways 29th July and was not a viable option.
4.8 Take up Ann Norton’s offer to meet SMPC re verge and visibility Vegetation cutting. Clerk reported meeting held 29th July. Cllr Haffenden reported agreement reached that jncn Curtis Lane/Stone Street and Thorn Lane/Stone Street would be cut every 3 weeks during the growing season. Cllr Day confirmed this was being done.
4.9 Windmill – contact KCC re raising cesspool cover. Ongoing (Mrs Carter).
4.10 Clerk reported he had written to SDC Planning and had not had a response.
4.11 Add copy of Commons & Village Greens to next correspondence pack. Circulated.
4.12 Copy KCC guided walks letter to Stelling Striders & Hundred Walks. Done.
4.13 Respond to Roger De Hann Trust on Folkestone sports facility. Clerk reported this was done and a note added regarding support for the Joint Sports facility.
4.14 Respond to KCC re Alcohol Strategy. Done.
4.15 Update Geoff Wright on situation regarding Gordon House. In hand by Cllr Stuart.
4.16 Write to KCC Cllr Carey re flashing 30mph sign near School. Done.
4.17 Respond to DofT consultation document, with exception of 20mph rural roads. Cllr Speakman reported response submitted.
4.18 Arrange extraordinary meeting of Council when all Windmill Museum extension tenders received by Mrs Carter. Include Cara Cooper. Wating for confirmation of receipt of tenders from Mrs Carter. Ongoing.
4.19 Obtain confirmation from Charities Commission that registration by Parish Council of Hall as a capital asset would not affect audit return charges. Mr Hurdwell sent a written report that this was in hand. Ongoing.
4.20 Respond on SDC LDF Core Strategy. Done.
4.21 Advise applicants of funding decisions. Done.
4.22 Reply to Audit Commission with more detail on funds held. Done.

5. MATTERS DEALT WITH SINCE THE LAST MEETING
None

6. CORRESPONDENCE
6.1 To table items of late correspondence
6.1.1 Confirmation by SDC of receipt of input to LDF Core Strategy.
6.1.2 CPRE Fieldwork booklet.
6.1.3 KALC request for information from Councils exercising devolved powers from District/Borough Councils. Discussed – SMPC exercising devolved powers from KCC in respect of the Windmill. Clerk to respond.
6.2 Items circulated for information
6.2.1 KCC ELGIN roadworks web site
6.2.2 Clerks & Councils Direct – July 09
6.2.3 Kent LINk bulletin 15
6.2.4 My Kent Highways on line (e-mail)
6.2.5 Shepway Community Partnership – minutes of meeting 28/4
6.2.6 ACRK – invitation to 86th Annual Meeting 1/9/09
6.2.7 KALC Parish News
6.2.8 Kent LINk bulletin 16
6.2.9 Kent Coast NHS AGM and annual report
6.2.10 NALC Media release for young people
6.2.11 SDC Minutes of Standards Committee 30th July 09
6.2.12 SDC Town & Parish Council user group meeting 27 July minutes
6.2.13 East Kent Sustainable Community Strategy – Lighting the way to success
6.2.14 SDC Community Chest round 2
6.2.15 KCC Youth Advisory Group Meeting 19 October
6.2.16 SDC Shepway Community Partnership Meeting 28 July minutes
6.2.17 SDC Development Control Committee meeting 11 August minutes
6.3 Items acted on
6.3.1 KCC Parish Portal session 3rd September. Clerk reported session was not a training session and had been oversubscribed.
6.3.2 Kent Police NHW Questionnaire. Cllr Speakman reported he had responded.
6.4 Items for discussion - None

7. PLANNING
7.1 Ongoing planning cases
7.1.1 Gordon House. Cllr Stuart had circulated a report regarding enforcement notices and SDC response. No further information available,
7.1.2 Land adjacent to St Bernadettes Cottage (Meadow View). Cllr Stuart had circulated a report that SDC were monitoring the site. Agreed to leave on agenda.
7.2 To table late planning applications received for consideration - None
7.3 To table planning applications dealt with since last meeting
7.3.1 Stelling Minnis Primary School (SH/09/122 R3, R5 & R6) Details relating to conditions 3, 5 & 6 of planning approval for car park in playing field. Chairman’s decision no need to circulate. Parish Councils agreed by default.
7.4 To table decisions by Planning Authority
7.4.1 Marwood, Bossingham Road (Y09/0488/SH). Erection of rear conservatory.
Approved with time conditions. Recommendation as to materials.
7.4.2 Land 200 metres East of Wheel Barrow Town Farm (Y09/0365/SH). Approved with conditions relating to time, materials, lighting, jumps, division of land, height of hedges, storage of vehicles, materials and waste, grazing schedule.
7.4.3 Jonquil Cottage, Wheelbarrow Town (Y09/0508/SH). Erection of one and two storey rear extensions. Approved with time and material conditions. Clerk reported that he had written to owner regarding the second entrance for which planning application had not been received. The owner said he had contacted SDC and as an existing entrance gate had been utilised no application was required provided the work was done without the use of heavy machinery. Clerk also reported that he had advised owner to obtain the confirmation in writing from SDC for his own protection in the future. The retention of the original entrance was of concern to Council.
7.4.4 Holly Tree Farm (Y09/0203/SH). Still awaiting reply from planning officer (Robert Allan) on why Councils views had been disregarded with regard to the alternative roof layout. Cllr Stuart had given some information in his report (appended). Clerk to pursue SDC for a reply.
7.5 Stelling Minnis Primary School – new building for Pre-School (SH/09/TEMP/0024 – KCC)
Cllr Haffenden outlined the reasons for including this planning item on the agenda and giving residents the opportunity to ask questions. He thanked Mr Gray, Mrs Tapley and Mr Spurling for attending. Cllrs asked questions about storage, toilet facilities, time scale and the need for a new building compared to extending existing facilities in Bossingham Village Hall. Mr Gray added that the proposed building was essential for the growth of the pre-school and the long term future of the school. Mrs Tapley answered the questions on storage etc., and said that there were demands on the pre-school, both legislative and extended provision of services, which could not be met in Bossingham Village Hall. Mr Barlow said that there was a storage problem at Bossingham Village Hall. Discussed that the move of pre-school from Bossingham Village Hall would allow it to extend it services to other users and the loss of income would be largely offset by reduction in costs. Mr Barlow said that as far as the Management Committee of Bossingham Village Hall is concerned, the most important aspect is the timing of the Pre-School move to the School, so that they were able to plan and advertise. In answer to a question from Cllr Haffenden Mr Gray said that the move would be within 12 months and could be earlier than that.
Cllr Haffenden closed the discussion by thanking all concerned for attending and for their input. Parish Councils views had been confirmed and Clerk would respond to KCC in line with the responses on the application as circulated - approve 6: object 1.

8. REPORTS
8.1 Kent County Council. No report received.
8.2 Shepway District Council. No report received.
8.3 KALC Shepway Area Committee. Cllr Stuart provided a written report – Appendix A.
8.4 SDC Planning Users Group. Cllr Stuart provided a written report – Appendix A.
8.5 Police liaison and Speedwatch. Cllr Speakman said there had been a spate of property and Farm thefts. He was expecting an update from PC Moody on progress on investigations. He reported on Speedwatch in that there had been a reduction in recordings now that the Stone Street diversions had ended. The next session would be end September/early October and there would be 3 people at each session. They would be targeting mid afternoons.
8.6 Minnis Managers. Cllr Day had provided a written report – Appendix A.
8.7 Stelling Minnis Village Hall. Cllr Barber had nothing to report.
8.8 Bossingham Village Hall . Cllr Day and Mr Barlow reported that the Kitchen had been re-fitted and the flooring had been completed. Very short of storage space, that within the container would be released when the pre-school were able to move into their own building.
8.9 Transport & Highways. Cllr Smyth reported that she was in regular contact with Mrs Norton of KCC and action was being taken with regard to the pot holes on the diversion route. She also reported that permanent bollards were to be erected on the sides of the newly raised section on Stone Street.
8.10 Youth Club. Cllr Gifford reported that the accounts were waiting return from the Auditor. There was a shortage of helpers again.
8.11 Windmill & Museum. Cllr Speakman provided a written report – Appendix A
8.12 Other. Cllr Stuart provided a written report on NHS Community Workshop 20th August.

9 VILLAGE APPRAISAL ACTION PLAN REVIEW
Cllr Haffenden said that a formal review of the action plan needed to be undertaken when time allowed. Cllr Day said that she and Cllr Stuart had pressed, at the NHS workshop (Appendix A) for some form of service for collection of prescriptions etc in the village centre.

10 FREEDOM OF INFORMATION ACT
Nothing to report. Cllr Barber suggested that this item be removed from the agenda. Agreed.

11 STELLING MINNIS VILLAGE HALL
Await written confirmation from Charities Commission (see item 4.19).

12 SPORTS FACILITY AT BOSSINGHAM VILLAGE HALL
Cllr Barber reported that there had not been any meetings of the committee and she had no information on when the residents survey might be ready for distribution. Cllr Haffenden said that there was a need to move forward quickly. Clerk to write to Simon Reed for an update on the programme and copy reply to UH Parish Council.

13 WINDMILL AND MUSEUM
Cllr Speakman reported that the Windmill sub committee met on 9 August. They discussed a paper produced by Cllr Stuart and agreed that the way forward was to form a “Friends of Stelling Minnis Windmill” modelled on the Cranbrook Mill and working in a similar fashion to the Stelling Minnis Village Hall management committee. The “Friends” would take over ownership of the museum and manage all of the Windmill affairs. Parish Council would be trustees of last resort. Parish Council would have representative(s) in the “Friends” group. Parish Council funds allocated for the Windmill need to be used for the museum extension and removed from Parish Council accounts. KCC would still own the mill and be responsible for its maintenance.
Discussed various aspects and agreed that this was the best course of action. The “Friends” should ideally be set up and running by 31/3/2010 so that the Windmill and Parish Council finances could be split. Clerk would take on the role of Parish Council RFO and Mrs Carter would deal only with matters relating to the Windmill and museum. Parish Council would have no control or call on Windmill/museum funds but that would not prevent them requesting the museum fund to assist with some local charity support which Parish Council are currently being asked to fund.

14. STANDING ORDERS & FINANCIAL REGULATIONS REVIEW
14.1 Standing orders & financial regulations review. To be held until new guidelines are issued by KALC later this year.
14.2 Governance. CR ROM on circulation for councillors to download and read.

15 FINANCE
15.1 requests for funding
15.1.1 Historical Society – cost of transporting recovered sign post. £10 requested. Agreed that as this was to be displayed in the Windmill Museum this should be funded from the Parish Council windmill account. Mr Barlow confirmed that this was in order. Proposed Cllr Gifford seconded Cllr Speakman. All agreed.
15.1.2 Marie Curie Cancer Care. Agreed that this should be rejected.
15.2 Accounts for payment
15.2.1 Clerks salary (August & September) and expenses (July and August) £228.18p.
Proposed Cllr Gifford seconded Cllr Day. All agreed.
15.2.2 Audit commission fee £138.00p. To be split 50% Parish Council and Windmill. Proposed Cllr Barber seconded Cllr Speakman. All agreed.
15.3 Budget and precept 2010/11. Cllr Haffenden said that the 2010/11 budget should include Clerks salary for the hours actually required to do the job, which would need to be further enhanced to cover the RFO duties (Parish Council only), once the Windmill/Parish Council accounts had been split away from each other.
15.4 Other finance matters – Accounts had been audited and approved. Accounts were on web site to conform to the Freedom of Information act policy.

16 DATES OF NEXT MEETINGS
2009: 4th November.
2010: 13th January, 3rd March. 5th May (Annual General Meeting), 19th May (Annual Parish Meeting).

17. QUESTIONS
None

Meeting closed at 9.15pm.

…………………….…………………………….. (Chairman)

……………………………………. (Date)

APPENDIX A

NHS Community Services – Workshop 20th August 2009
Attended by Cllrs Day and Stuart.
• This was one of a series of workshops organised by Kent LINk to learn about the health service needs in the community. Based on the findings a report is being prepared for the NHS – Eastern and Coastal Kent, which should influence future plans for health services in the community in this area.
• We made the case for a weekly clinic in conjunction with local GP practices to deal with minor or routine treatments and prescriptions. The meeting was poorly attended, and our views were treated sympathetically. We are optimistic that the needs of Stelling Minnis could feature in the final report. We will draw the attention of councillors to this report when it is available.

SDC Town and Parish Planning Users Group – 27th July
Attended by Cllr Stuart
• As the minutes of this meeting have already been circulated I will only draw attention to three points of specific interest to SMPC.
• I questioned the reason for an approval of a change of design of a roof proposed for a local property even though the PC had strongly objected. The reply was that this change came under the heading of “a minor operational development” and government guidance gives SDC the power to make such a decision.
• We were advised that the request (at the January meeting) for more sympathetic treatment of parish representatives who speak at the Development Control Committee e.g. more time to make their case, and other matters, has been referred to a Constitutional Advisory Committee. I asked who would present our case (as I fear that the officers are unsympathetic) and offered to attend but was told that was not possible.
• (I have since learned that as I feared only one very minor change has been proposed).
• I asked about enforcement notices (how many in the last year) as I suspect that although often talked about they are rarely served. I still await a reply.

KALC Shepway Area Committee – 16th July
Attended by Cllrs Speakman and Stuart

• The main business was a talk by Janet Johnson of the Shepway Volunteer Bureau. She described her organisation and the placement of volunteers with charities (325 in the last year). They provide three main services, Transport, A Task Force (e.g. gardens and minor works), and a befriending service including social clubs.
• It was also the AGM and Frank Hobbs and I were again elected to serve on the KALC Executive.
• A possible motion for the KALC AGM was discussed with a view to improving the parish representation on the local Transportation Board (in fact a quarterly meeting with KCC Highways)

David Stuart

Minnis Managers

(Last meeting 14th July: Next 27th October)
• Discussion took place regarding residents putting stones/rocks and inter-com posts outside their properties on a permanent basis - request for removal.
• New signs to be erected giving details of Minnis and byelaws, suggestion that smaller version are placed on notice boards.
• Grazing - 4 cattle to be moved from east side of Bossingham Road eventually to west side.
• Discussion re harvesting and redistribution of Yellow Rattle.
• Colleague of C. Gooch to be thanked for making several bird and dormouse boxes.
• Nothing else contentious discussed.

Ann Day

Windmill Report

• It has been a busy couple of months for the windmill and museum. Takings have been good and there has been a substantial increase in special visits.
• Tenders were sent out for building the extension on the museum. Unfortunately no tenders were received that could do the work before the end of the year. Tenders have been resent extending the time scale to early spring next year.
• Allan Cox from KCC has acquired funds to run some sessions for mills groups on grinding corn. Stelling Minnis is first on the list and should prove an attractive draw for potential volunteer guides.
• Last meeting of the Kent Mills Group met recently at the Rose and Crown. The Stelling Minnis Group will be hosting the annual meeting at the same venue.
• KCC will shortly be conducting a review of fire alarms in the mill.

Jeremy Speakman

Present: Cllrs Haffenden (Chairman), Barber, Day, Gifford, Smyth and Stuart. Also present Mr J Hurdwell (Stelling Minnis Village Hall).

1. APOLOGIES KCC Cllr Carey, SDC Cllr Carr, Cllr Speakman (work commitments), Mrs S Carter (RFO & Windmill Secretary). Mr D Barlow (internal auditor).

2. DECLARATIONS OF INTEREST None.

3. MINUTES OF MEETING held on 13th May were agreed and signed. Proposed Cllr Smyth and seconded Cllr Barber. All agreed.

4 REG EMANS Cllr Haffenden reported the sad news that Reg Emans who was a councillor from 1985 to 1988 and 1991 to 1995 had passed away. He was chairman from 1987 to 1998 and 1991 to 1993 when he became Vice Chairman until 1995. A period of silence was observed. It was agreed that £25 should be paid out of the Chairman’s allowance to Kent Air Ambulance, the Emans’ chosen charity, in memory of Reg. Proposed Cllr Day and seconded Cllr Smyth. All agreed. Clerk to write to Mrs Emans enclosing cheque.

5. MATTERS ARISING
5.1 Notice board. Clerk said that he had written to Scott Gifford asking him if he could quote to effect a bit of TLC to both notice boards. No reply yet received from Scott Gifford. Cllr Gifford said he would contact both Scott Gifford and Trent Gifford (Scouts) with a view to securing a satisfactory conclusion.
5.2 Health & Safety Statement review. Clerk reported this had not yet been completed -ongoing.
5.3 Post Office extended opening hours (Cllr Stuart for November meeting) – ongoing.
5.4 Freedom of information act - Windmill sub committee terms of reference. Clerk reported that he had received the original agreement between Parish Council and KCC and would be putting them on the web site ASAP.
5.5 Village Hall registration of asset. Being dealt with under agenda item 12.
5.6 Parking on the Minnis. Clerk reported that he had not yet received a reply from the Chairman of the Minnis Managers who in turn had forwarded Councils request to the owners of the Minnis because of legal complications. Cllr Day said there was Minnis Managers meeting on 14th July - ongoing.
5.7 Visibility at Stone Street/Curtis Lane Junction. Clerk reported that visibility had been improved by a joint operation between SDC and KCC in May, however another cut had only just been made despite an agreement to cut the vegetation at the junction every 3 weeks. Discussion ensued on this and other verges/junctions. The option of Council arranging for a contractor to cut the vegetation at the junction, at KCC’s cost, was suggested. Clerk to pose question to KCC Highways. Clerk also to take up Ms Norton’s (KCC Highways liaison) offer to meet with Parish Council.
5.8 Stone Street closure local diversion route. Work has been completed and Clerk reported that he had written a letter expressing Councils’ thanks to Mr K Rawson (KCC Highways Drainage). Cllr Smyth said that bollards are going to be constructed where there are currently cones.
5.9 Windmill – contact KCC re raising cesspool cover. Ongoing in Mrs Carter’s absence.
5.10 Seek professional advice on Payment of Windmill contracts. Covered in Windmill report – agenda item 9.11.
5.11 Respond to Government consultation paper on speed limits. Cllr Speakman had sent written confirmation of the response he would be submitting (item 9.5).
5.12 Put list of questions re speed limits on web site. Done.
5.13 Recommend to Parishioner that they keep a diary of events. Cllr Day confirmed this had been recommended.
5.14 Update owners of St Bernadettes Cottage with regard to Meadow View. Cllr Haffenden reported that he had spoken to both owners of St Bernadettes Cottage and Meadow view. SDC are monitoring the progress at Meadow View. Cllr Stuart said that he had asked SDC to visit Meadow view to ascertain if planning permission would be required for the new owners declared intention of opening a livery stable. SDC Cllr Carr had been made aware. After discussion it was agreed that Clerk would write to SDC Planning department regarding the situation at Meadow view in respect of existing building replacement and reported intent to open a livery stable.

6. MATTERS DEALT WITH SINCE THE LAST MEETING
6.1 KCC Commons and Village Greens Seminar. Cllr Haffenden reported that he, Cllr Day and Clerk had attended the seminar and whilst it was interesting it had little effect on Parish Council as Stelling Minnis Common was already registered. Clerk agreed to add a copy of the seminar information pack to the next correspondence pack circulated.

7. CORRESPONDENCE
7.1 To table late items of correspondence:
7.1.1 Oast to Coast (ACRK) – on circulation 4/7/09.
7.1.2 Audit Commission request for more info to be dealt with under agenda item 17.3
7.1.3 Shepway community partnership presentation 15th July.
7.1.4 KCC request for info on contacts guided walks as part of an East Coast NHS initiative to promote a healthier lifestyle. Clerk will copy to Stelling Striders and Hundred Walks.
7.1.5 Cllr Stuart reported that he had received an e-mail from NHS confirming that they had written to Kent LINk to ensure that Parish Council was involved in any discussions on health service provision in the area.
7.2 Correspondence circulated and noted:
7.2.1 Shepway Community Partnership minutes 28/4/2009
7.2.2 Kent Downs AONB Village Signing
7.2.3 ACRK Rural News – May 2009
7.2.4 Clerk & Councils direct – May 2009
7.2.5 ACRK membership renewal & new website password
7.2.6 Power of wellbeing training
7.2.7 SDC Minutes of SDC & Parish Councils’ Joint meeting – 14 May
7.2.8 SDC Development Control Committee meting – 19 May
7.2.9 KCC Integrated Strategy & Planning Statement of community involvement
7.2.10 KALC Parish News – June 2009
7.2.11 SDC arts development strategy
7.2.12 SDC Community chest
7.2.13 Age Concern AGM invitation
7.2.14 Kent Police – Policing Kent 2009/12
7.2.15 KCC Youth Advisory Group Review
7.2.16 SDC Town & Country Planning Act – Lydd Airport
7.2.17 East Kent sustainable community Strategy update
7.2.18 SDC Planning User Group - Minutes of January 2009 mtg.
7.3 Correspondence received and dealt with:-
7.3.1 Lynette Handy re notice board. Clerk reported that he had received 2 letters from Mrs Handy and had re-assured her that attention to the notice board was in hand. Copies circulated.
7.3.2 Letter to Amanda Wills. Clerk reported that he had written to Mrs Wills. Copy circulated.
7.3.3 KCC Drainage ditches. Clerk reported that he sent the information collated by Cllr Smyth to KCC highways. Copy circulated.
7.4 Items for discussion.
7.4.1 Roger De Hann Trust – development of sports facility in Folkestone. Cllr Day said that the facility would not be used much by Stelling Minnis residents because of lack of public transport. Cllr Stuart said that perhaps the Roger De Hann Trust would help with provision of the joint sports facility at Bossingham. Clerk to respond to the Trust.
7.4.2 KCC Kent Alcohol Strategy. Cllr Haffenden said this was not seen as a problem in Stelling Minnis. Clerk to respond to KCC in line with notes Cllr Haffenden had written on document being circulated.

8. PLANNING
8.1 Ongoing planning cases
8.1.1 Gordon House –. Cllr Stuart reported that he had received confirmation from SDC Planning that the 10 year time limit did not stop until an enforcement notice had been issued. SDC had asked the owner to submit a new lawful development application for change of use of the paddock to a garden. To date this had not been received. SDC would decide within 2 weeks what action to take. Cllr Stuart to advise Mr Wright of situation to date.
8.1.2 Land adjacent to St Bernadettes Cottage. Already discussed under item 5.14.
8.2 To table late planning applications received for consideration. None
8.3 To table planning applications dealt with since last meeting
8.3.1 YO9/0329/SH – Woodham, Curtis Lane., Stelling Minnis. Erection of a conservatory. 1 approve and 6 No objections.
8.3.2 Y09/0365/SH – Land 200 metres SE of Wheelbarrow Town Farm. Change of use for the keeping of horses with the creation of a vehicular access, an access track and the erection of stables. No objections 7:0
8.3.3 Y09/0203/SH - Holly Tree Farm, Pony Cart Lane. Amendment to plans, change of roof design – request for comments on amendments only. Objected 6:0 (Cllr Day away).
8.3.4 Y09/0508/SH - Jonquil Cottage, Wheelbarrow Town, Stelling Minnis – 1&2storey rear extension. 6:0 No objections with comments on access. Cllr Gifford did not vote – interest declared.
8.3.5 Y09/0488/SH – Marwood, Bossingham Road. Erection of rear conservatory. No objections 7:0.
8.4 To table decisions by Planning Authority
8.4.1 Stelling Minnis Primary School – Car Parking in Field. KCC Approved
8.4.2 Y09/0120/SH – Minnis End, Wheelbarrow Town. Erection of a front porch and re-cladding of the dormer cheeks on the front elevations. Approved with time and materials conditions.
8.4.3 Y09/0241/SH – Thorn Farm, Thorn Lane. Wind Turbine (Elmstead Parish). Approved with conditions (time, noise levels, colour of blades etc.)
8.4.4 Y09/0203/SH – Holly Tree Farm, Pony Cart Lane. Alterations to create new roof (including amended layout plans). Approved with conditions (time and materials). SDC Confirmed SMPC views on revised roof layout taken into account.
8.4.5 Y09/0329/SH – Woodham, Curtis Lane. Erection of conservatory to the East elevation. Approved with conditions (time & materials + recommendation).

9. REPORTS
9.1 Kent County Council: Clerk read a report on behalf of KCC Cllr Carey in which she thanked parishioners for returning her as their councillor; she said that she had been appointed Deputy Cabinet Member for finance; reported on the success of the Stone Street flood alleviation works which was found to be more difficult than expected; said the lines outside SM School were being repainted this summer; and that PC Trevor Moody had requested the 30mph sign be moved back to help slow traffic down past the school.
9.2 Shepway District Council: Cllr Day read a report on behalf of SDC Cllr Carr in which she referred to the cluster working between Dover, Thanet, Canterbury and Shepway councils but re-assured Council that SDC would not be loosing its identity.
9.3 KALC Shepway Area Committee: no meeting held in this period. However Cllr Stuart did report on the Shepway District & Parish Councils joint committee that he attended as KALC Rep – see Appendix A.
9.4 SDC Planning user Group: no meeting held in this period.
9.5 Police liaison and Speedwatch: Clerk read a report from Cllr Speakman. Speedwatch session held 8-19 June, during period of diversions from Stone Street. The amount of speeding had increased with several cars going over 50mph past Village Hall. Up to 17 incidents of speeding reported each session. Next session 20-31 July. At PACT meeting there was general agreement that 30mph school speed limit sign should be moved nearer to Harvest Lane. PC Trevor Moody monitored speeds by school and recorded 178 out of 253 vehicles travelling over 30mph (70.4%). Drafted response to DofT consultation document, which was agreed with exception of 20mph in rural areas. Cllr Barber said that speeding was getting worse. Agreed that a flashing 30mph sign near the school would be very beneficial and might save cost of moving existing sign. Clerk to write to KCC Cllr Carey.
9.6 Minnis Managers: Cllr Day reported next meeting to be held 14th July.
9.7 Stelling Minnis Village Hall: Written report circulated. See Appendix A.
9.8 Bossingham Village Hall : Cllr Day said she had been unable to attend meeting. No report.
9.9 Transport & Highways. Cllr Smyth reported that she had arranged with KCC Highways for them to survey the entire diversion route and repair all pot holes.
9.10 Youth Club: Cllr Gifford said that there was nothing to report.
9.11 Windmill & Museum: Mrs Carter had provided a written report and précis of matters relating to Windmill and museum. Cllr Stuart said that with regard to Windmill finances that KCC costs should be separate from cream teas etc, unless this caused audit complications. Cllr Haffenden said that all windmill items should be agreed by Parish Council. Cllr Barber asked for detail of process for dealing with Museum extension. There was an added complication in that the Fete Fund (not part of Parish Council) would be paying for the museum extension. Agreed that it might be better if this was part paid from the Windmill Museum Fund to reduce that balance. Also agreed that once Windmill Committee have received all quotes they must bring those to Parish Council, at an extraordinary meeting if necessary, for Parish Council to agree contractor. Clerk to arrange extraordinary meeting, to include Mrs Cooper (chair of Windmill committee) when all quotes have been received by Mrs Carter. Meeting also to examine all aspects of Windmill affairs and finances.
9.12 Other. None.

10 VILLAGE APPRAISAL ACTION PLAN REVIEW
Nothing to report.

11 FREEDOM OF INFORMATION ACT
Nothing to report.

12 STELLING MINNIS VILLAGE HALL
Mr Hurdwell reported that the Charities Commission was not willing to accept custody of the hall and that it should be an asset held by the Parish Council. He said that the Charities Commission had said that this would not have an impact on Parish Councils audit fees, as it was a Capital Asset and not a balance item. He was asked to obtain that in writing, which he agreed to do. The Village Hall Management committee would be arranging for a valuation of the asset to be prepared. The trust deed arrangement was discussed - Parish Council owns the hall but has no responsibility for running it. The Management committee runs the hall and prepares its own accounts which are submitted to the Charities Commission.

13 SPORTS FACILITY AT BOSSINGHAM VILLAGE HALL
Cllr Barber said that the questionnaire, which will be circulated to all households in Stelling Minnis and Bossingham, was being drafted.

14 SDC LDF CORE STRATEGY
Cllr Stuart had circulated a summary of the meeting he had attended. Parish Council to respond by 24 July. He said that whilst the strategy had little direct impact on Stelling Minnis, apart from the possibility of a few extra low cost houses, it would impact on the infrastructure (roads especially Stone Street, water, sewage, hospitals, schools and local NHS services). Discussed and agreed that response to be in line with Cllr Stuarts report including a recommendation that Stone Street to be reclassified as an “A” road. Clerk/Cllr Stuart to respond.

15 GYPSIES, TRAVELLERS & TRAVELLING SHOWPEOPLE SITES IN SOUTH EAST
Cllr Haffenden said that he had read the report several times and there is nothing that Council needs to do.

16. STANDING ORDERS & FINANCIAL REGULATIONS REVIEW
Following split of RFO and Clerk responsibilities a draft revision was prepared for discussion a next meeting.

17 FINANCE
17.1 Requests for funding:
17.1.1 BTCV Tree & Pond wardens: in budget - agreed £100 for Tree Warden. Proposed Cllr Stuart, seconded Cllr Gifford. All Agreed. Papers in respect of Pond Warden passed to Minnis Managers.
17.1.2 Age Concern: in budget - agreed £100. Proposed Cllr Day, seconded Cllr Gifford. All agreed.
17.1.3 Vitalise: not supported.
17.1.4 Kent Playing Fields Association: not supported.
Clerk to write to all 4 with decisions.
17.2 Accounts for payment:
Parish Council a/c
D Stuart Travelling Expenses £ 23.40
N Smith Salary & Expenses £258.85
Kent Air Ambulance in memory of Reg Emans £25.00
Proposed Cllr Barber, seconded Cllr Gifford. All agreed.
Windmill a/c
S Carter Purchase of 2 table/chairs sets £77.00 ) Total £89.72
Photocopying Museum plans £12.72 )
Proposed Cllr Barber, seconded Cllr Gifford. All agreed.
17.3 Other finance matters:
17.3.1 Clerk reported that a letter had been received from the Audit Commission asking for details of why the balances in hand at the end of the year were relatively high (more than twice the precept). Mr Barlow (internal auditor) had advised that this was money set aside for the windmill/museum extension and was included in the return to Audit Commission made by Mrs Carter (RFO). Clerk to ask Mrs Carter to reply to Auditor with further explanation.

18 DATES OF NEXT MEETINGS
2009: 2nd September, 4th November.
2010: 13th January, 3rd March. 5th May (Annual General Meeting), 19th May (Annual Parish Meeting).

19. QUESTIONS
None

Meeting closed at 9.54pm.

…………………….…………………………….. (Chairman)

……………………………………. (Date)

APPENDIX A

STELLING MINNIS PARISH COUNCIL
WRITTEN REPORTS FOR MEETING 8th July 2009

Shepway District and Parish Councils' Joint Committee
14 May 2009
Attended by Cllr Stuart as a KALC Rep.

The meeting was briefed on recent Government guidance and Acts on new powers for parish Councils. These are:
1) Well-being Power. The powers have existed for 9 years but SDC have yet to use them. It is most unlikely that SMPC would use them. Some parishes have opted to cut grass using the Power but, as there is no extra finance, must bear the cost.
2) Sustainable Communities Act. Detailed criteria still to come. Government can transfer a responsibility for a service to a “lower” council but again will not provide extra funding. Unlikely to apply to SMPC.
Briefing notes on both available on request

Brown top bins – Number being collected is almost the same despite introduction of charges.

Cluster working i.e. Arrangements whereby several councils work together to provide a service with one council doing the admin for all. Aiming at £2.3m saving over 2 years. Current areas:
Waste collection – Shepway and Dover working to provide joint service is well in hand
Housing management – The 4 East Kent councils + Ashford – looking at tenant's panels
Human Resources – Shepway, Dover, and Canterbury.- working on joint conditions and advertising
Pay roll - to KCC on behalf of all councils
Elections – organisation by Dover for Shepway

Toilets – revised opening and cleaning times taking into account concerns expressed by some parishes.

D G Stuart

Stelling Minnis Village Hall

The Management Committee was held on 8th June Belinda Lewis was welcomed as a new member. A discussion took place on a number of energy saving methods which are being explored by the committee for the Hall. Applications for funds from, Low Carbon Buildings Programme £37K and EDF £30K have been made. PC Moody is now holding informal surgeries at the village Hall alternate Wednesday mornings 11-12.30. Graffiti has been reported as being found on the Chapel Farm side wall; Ivor champion has painted it over. The fundraising police themed event raised £493.24. The next event is on the 11th July a BBQ at 6.30pm Tickets at £9 for adults& £5 for children are available from Maxine Blades 709822

Present: Cllrs Stuart (Chaired meeting) Barber, Day, Smyth, Speakman and Haffenden (present from item 7). Also in attendance Mrs S Carter (RFO), Mr D Barlow (Internal Auditor),) and 1 member of the public.

1. ELECTION OF OFFICERS.
1.1 Chairman. Cllr Haffenden had agreed to be nominated in his absence and was elected as Chairman. Proposed Cllr Smyth, seconded Cllr Day. All agreed.
1.2 Vice Chairman. Cllr Stuart – proposed Cllr Speakman, seconded Cllr Day. All agreed.
1.3 Internal Auditor. Mr David Barlow – proposed Cllr Barber, seconded Cllr Day. All agreed.

2. APOLOGIES KCC Cllr Carey (SDC Cabinet meeting), SDC Cllr Carr (SDC Cabinet meeting), Cllr Gifford (Personal commitments), Mr J Hurdwell (SM Village Hall) & Mrs A Wills (Canterbury Gazette).

3. DECLARATIONS OF INTEREST Cllr Stuart declared an interest in land adjacent to St Bernadettes Cottage – item 8.1.2.

4. MINUTES OF MEETING held on 3rd March were agreed and signed. Proposed Cllr Smyth and seconded Cllr Stuart.

5. MATTERS ARISING
5.1 Making and enforcing of bye-laws Cllr Day reported Minnis Managers had been made aware.
5.2 In the absence of Cllr Gifford, Clerk reported that he had previously spoken to Scott Gifford who had confirmed that the notice board was generally sound, had cleared the grass from the around the legs and treated them with preservative and said that overall the notice board needed wire brushing and treating with a decorative preservative. No volunteers had come forward to undertake the necessary work. Agreed that Clerk would contact Scott Gifford for a price do the work.
5.3 Health & Safety statement. Clerk reported that an H&S statement used by another Parish Council had been received from KALC. Cllr Stuart and Clerk would adapt for SMPC use.
5.4 Rural retailer of the year. Clerk reported that Shop keeper unable to participate this year.
5.5 Cllr Stuart reported that The Post Office was sympathetic to opening the local branch on more days in December. The Post Mistress had said that it would depend on staff availability. Cllr Stuart to raise again in October in time for the November Parish Magazine.
5.6 East Kent Sustainable Community Strategy. Response sent by Clerk – circulated.
5.7 Windmill & Museum training requirements. Mrs Carter reported none requested by the insurers.
5.8 Freedom of Information Act – Windmill sub committee. Clerk reported that this was in hand between him and Mrs Carter. Mrs Carter reported that she would be attending a meeting with KCC to confirm, but the original terms of reference relating to opening and maintenance may still be applicable. Ongoing.
5.9 Village Hall: Mr. Hurdwell sent a written report that he was investigating the Charities Commission land holding service and would report back at next PC meeting.
5.10 Mrs Carter to submit accounts for salaries for 2008/9 to show in the 2008/9 accounts. Done
5.11 Clerk reported he had written to the Minnis managers about parking on the Minnis (copy circulated) and that they were referring the request to the owners because of legal complications.

6. MATTERS DEALT WITH SINCE THE LAST MEETING
All matters are either covered by section 7 or elsewhere in the agenda.

7. CORRESPONDENCE

7.1 To table late items of correspondence: None.
7.2 Correspondence circulated and noted:
7.2.1 SDC District & Parish Councils Joint Committee minutes 26 Feb 09
7.2.2 Local Development Framework – provisional findings of SDC SHLAA
7.2.3 KCC Commons Act 2006: Common Land/Village Green seminar 14/5/09. Cllrs Haffenden, Day and Clerk will be attending.
7.2.4 KALC Parish News (March)
7.2.5 ACRK – Rural news No 89 March 09
7.2.6 KALC Parish News (April)
7.2.7 KCC Highways – Parish Portal. Agreed that Council would wish for access when available. Cllr Smyth & Clerk should receive training.
7.3 Correspondence received and dealt with:-
7.3.1 Response to NHS regarding GP services in Stelling Minnis and Dental Practices in Canterbury area. Clerk to seek clarification on additional Dental services to be provided in Canterbury area. Cllr Stuart drew attention to leaflet distributed by NHS and a response he had received indicating that additional local NHS services to meet the needs of residents would be considered.
7.3.2 Response to KCC Highways grass cutting schedule to Jncn Stone Street/Curtis Lane. Fully discussed. Clerk to raise visibility at the junction again with both KCC and SDC.
7.4 Items for discussion.
Nothing not covered elsewhere in agenda to discuss.

8. PLANNING
8.1 Ongoing planning cases
8.1.1 Gordon House – nothing new to report.
8.1.2 Land adjacent to St Bernadettes Cottage. Deferred until after meeting closed.
8.2 To table late planning applications received for consideration
8.2.1 YO9/0329/SH-Woodham, Curtis Lane – erection of conservatory. On circulation.
8.3 To table planning applications dealt with since last meeting
8.3.1 KCC SH/09/122 – Stelling Minnis Primary School, change of use of playing field to car park. 6 approved and 1 no objections. Notes added to response to KCC. Applicant responded to SMPC notes regarding number of car parking spaces, sufficient space to turn and road signage – response circulated for information. Also noted that SDC have raised concerns – copy circulated.
8.3.2 Y09/0120/SH – Minnis End, Wheelbarrow Town. Erection of front porch and re-cladding of dormer cheeks to front and rear elevations. No Objections 7:0.
8.3.3 Y09/0241/SH – Elmstead Parish – Thorn Farm, Thorn Lane – erection of freestanding wind turbine. 6 approve and 1 object. Note added that councillors support the concept of small scale wind generation as a contribution to the reduction of fossil fuel reliance, but have expressed concern over the height of this one together with the noise pollution that it would generate.
8.3.4 YO9/0203/SH – Holly Tree Farm, Pony Cart Lane. Create new roof with an increase in roof height, new dormers to front + other external alterations: No objections 7:0.
8.4 To table decisions by Planning Authority
8.4.1 YO9/0188/SH – Joarda, 1 Crown Lane. Approved – time & material conditions.

9. REPORTS
9.1 No KCC report.
9.2 Shepway District Council: SDC Cllr Carr sent report that over the past year she had been very happy working with Parish Council.
9.3 KALC Shepway Area Committee: Written report circulated -see Appendix A.
9.4 Police liaison and Speedwatch: Written report circulated - see Appendix A. Reminder given on PACT meeting 28 May. Cllr Day reported that she send all speedwatch reports to police but has never had a reply.
9.5 SDC Planning Users Group: No meeting held this period.
9.6 Minnis Managers: No meeting held this period.
9.7 Stelling Minnis Village Hall: Written report circulated. See Appendix A.
9.8 Bossingham Village Hall : No report on hall received. Sports facility written report circulated – see Appendix A.
9.9 Transport & Highways. Cllr Stuart reported on the KCC highways meeting held 11 May re flood alleviation work on Stone Street. Work to go ahead as planned commencing 27 May 2009. Will now only take 3 weeks to complete. Council have been asked to suggest local diversions routes. This was discussed and agreed. Clerk to advise KCC and arrange for local publicity (notice board, shop window, Parish Magazine and web site).
9.10 Youth Club: No report received.
9.11 Windmill & Museum: Mrs Carter reported that funds from the Windmill Fete Committee should be sufficient to pay for the cost of the museum extension. It was agreed that the Windmill Committee will consider the tenders and recommend a final contractor. Council will then receive the tenders and consider the recommendation before agreeing a contract for the work. Professional advice needs to be sought on payment processes, which Cllr Haffenden will seek. Mrs Carter then reported on visits. She also said that wet weather had adverse effect on the cesspool and will contact KCC with regard to raising the cesspool cover, it being on the mound which is part of the listed site.
9.12 Other. None.

10 VILLAGE APPRAISAL ACTION PLAN REVIEW
10.1 Deferred until next meeting.
10.2 See 7.3.1

11 FREEDOM OF INFORMATION ACT
11.1 See 5.3 regarding Health & Safety statement.
11.2 Clerk reported that he had contacted KALC regarding information received on retaining e-mails.

12 STELLING MINNIS VILLAGE HALL
See 5.9. Awaiting update from John Hurdwell.

13 SPORTS FACILITY AT BOSSINGHAM VILLAGE HALL
See 9.8 and report at Appendix A. The need for a “set up” fund for the committee was discussed. £150 agreed. Proposed Cllr Stuart, seconded Cllr Day. All agreed. A third, non Council, member had been recruited – Mrs C Hamilton.

14 SPEED LIMITS
Cllr Speakman reported on a Government consultation paper which had been produced in which safety played a large part. Possible suggestions include 50mph for single carriageway roads and 20mph in rural villages. Cllr Speakman outlined the scope of the questions to which Parish Council were invited to respond. Clerk to arrange for the list of questions to be published on the web site. Council said that B roads, like B2068 Stone Street should be treated as if they were A roads. Agreed that Cllr Speakman would respond on behalf of Council.

15 MATTERS ARISING FROM APM.
15.1 Agreed to hold AGM before APM from 2010.
15.2 Windmill friends Group – unlikely to proceed.
15.3 Agreed that only a summary of reports presented at the APM would be published on the web site.

16. FINANCE
16.1 16.1.1 The budget for 2009/10 was presented by Cllr Stuart who went through each item. The budget was fully discussed and accepted. Proposed Cllr Barber, seconded Cllr Speakman. All agreed.
16.1.2 Accounts paid after the March meeting to end March 2009 to ensure that all accounts were paid in the year in which they occurred were tabled:-

Parish Council a/c

      Audit Commission 50% of audit fee                     69.00
        S Carter Clerk (April-Aug)             615.19 )
        RFO (Sep-March)                         172.25 )     892.52
        Expenses                                        105.08 )
        N Smith Clerk (March)                                      92.68
Windmill a/c
        Audit Commission 50% of audit fee 69.00
        G Poile Mill Manager/Custodian     185.00 )
        Expenses                                         32.00 )     217.00
        D Maxwell Field cutting (fuel)                             45.00
        S Carter Mill Sec (Sep-March)     107.92 )
        Expenses (mill)                                 91.09 )     330.04
              " (museum)                               131.03 )

    KALC subscriptions £222.16
    ACRK subscriptions £ 35.00
    CPRE subscriptions £ 29.00
    Stelling Minnis Village Hall – hiring 2008/9 £ 59.00
    Clerk (expenses, Salary April & May, Training course) £302.53

16.2.2 Mrs S Carter (RFO) reported that the precept payment £3950 had been received together with £14.21 interest from Alliance & Leicester Bank.
Insurance was discussed. 3 quotes from recommended companies had been received – Sun Alliance (existing) £607.33 with an excess of £125. Norwich Union (recommended by KALC) £485.59 with an excess of £250 or if a 3 year agreement was made £461.31 fixed for 3 years. She also reported that Norwich Union provided a higher age limit for helpers at the Windmill. Agreed take up the Norwich Union 3 year fixed price offer at £461.31p Proposed Cllr Haffenden, seconded Cllr Barber. All agreed.
16.2.3 Donation of £200 to be made to Stelling Church for maintenance of the closed graveyard. All other donations to be withheld until a request is received and each debated at the time. Proposed Cllr Speakman, seconded Cllr Day. All agreed.
16.3 Mr Barlow (internal auditor) confirmed that end of year bank statement for the Windmill accounts and a mini statement for the Parish Council accounts had been seen, accounts had been reconciled and he had completed the audit return in accordance with the regulations. Audit return was signed. It was agreed that the end of year bank statements for all accounts must be guaranteed to be made available at the end of March otherwise Council should change its bank. This to be an item on the next meeting agenda.

17. APPOINTMENT OF REPRESENTATIVES
17.1 KAPC/SDC Committees Cllrs Stuart & Speakman
17.2 SDC Planning users group: Cllr Stuart
17.3 Village Halls:
Bossingham: Cllr Day
Stelling Minnis: Cllr Barber
17.4 Transport and Highways Cllrs Smyth
17.5 Speedwatch: Cllr Speakman
17.6 Police Liaison Group: Cllr Speakman
17.7 Minnis Managers:
Trustee: Cllr Haffenden
PC Rep: Cllr Day
17.8 Windmill committee: Cllrs Barber & Speakman. 1 vacancy
17.9 Sports Facility: Cllrs Barber & Speakman
17.10 Youth Club Cllr Gifford

18 DATES OF NEXT MEETINGS
2009: 8th July, 2nd September, 4th November.
2010: 13th January, 3rd March. 5th May (Annual General Meeting), 19th May (Annual Parish Meeting).

19. QUESTIONS
19.1 Cllr Day raised a question on behalf of a Parishioner about noise from guns. Cllr Day to recommend that the Parishioner concerned keep a diary of the noises and raise the matter with SDC environmental health department.

The meeting was then closed to the public at 10.12pm

The meeting was then re-opened to discuss the land adjacent to St Bernadettes Cottage, which is now known as Meadow View. Cllr Stuart (interest declared) outlined the current situation in that the land had been sold and currently had a mobile home on site. Building work started by the previous owner was being continued, however SDC enforcement officer was aware and had taken steps to ensure that the work was consistent with that for a stable block. There were no services on site other than a cesspool. SDC Cllr Carr was liaising with Mr S Brown the SDC enforcement Officer and PC Trevor Moody was also aware. Although Council was concerned about the possibility of creeping development on the site they were satisfied that SDC had the situation in hand. Cllr Day would contact the owners of St Bernadettes Cottage to update them.

…………………….…………………………….. (Chairman)

……………………………………. (Date)

APPENDIX A

STELLING MINNIS PARISH COUNCIL
WRITTEN REPORTS FOR MEETING 13th May 2009

Report from Cllr Stuart:
KALC Shepway Area Committee 16th April 2009
attended by J Speakman and D Stuart

Future speaker – in July Shepway Volunteer Centre.
Shepway Sports Council to be disbanded and in May will become Shepway Sports Network. It will cover the whole district and have control of funding and grants (Perhaps of interest to our project).

Reminder – ask for details of Christmas refuse collection arrangements in time for November magazines.

SDC Local Development Framework (plans for housing). First draft of ideas where houses might go in Shepway to be available in May. Possibly a special meeting to brief KALC PC reps on May 14th? Public consultation in July.

Joint Transportation Board (actually just KCC Highways liaison) Stone Street work confirmed. Also the universally disliked Pipkin scheme for prioritising work to be replaced but not for a year or so.

Standard Boards advice on need for PCs to have a procedure to standardise handling complaints (Newsletter no.4 Feb 2009) was discussed. Matter to be returned to next time.

Items for next joint meeting with SDC :
State of public toilets
% of public renewing payment for compost bins
Standards Committee – misuse of complaints by the public and the cost. Also views on need for PCs to have their own procedure (see above)
Development of Cluster working (jargon for cooperation between 3 councils whereby one takes on a responsibility for all three e.g. Dover likely to do all three payrolls – a trend for the future)

The Planning Users Group and the SDC - Parish Councils Joint Committee did not meet in this period.

Reports from Cllr Barber:
Bossing ham Village Hall Sports Facility

The first meeting of this was held on 23rd April Jeremy Speakman and I are the only representatives from Stelling Minnis so we are still looking for a rep from the village. A number of people from Bossing ham attended. The Hall already has pre existing planning permission for tennis courts on the land at the back of the Hall However it is a few years old now and its planned to develop a questionnaire to be sent to villagers of Bossingham and Stelling Minnis (as well as local groups) to find out what they would like to see there and importantly what they would actually use

Stelling Minnis Village Hall
The AGM was held on 16th March and a quarterly management committee meeting followed .All Existing officers were reappointed. The Chair advised that the Hall has achieved level 1 for the Hall Mark scheme. The issue concerning the Hall appearing on the accounts of the Parish Council were discussed .The Chair agreed to check with charity commissioners the best way forward and report back. Revised terms and conditions of hire of the hall for use by the booking clerk have been circulated. The accounts were signed off by the Committee A very successful themed dinner has since been held on 18th April. A further date for the diary, the next fundraising event will be a summer BBQ at the Village Hall on the 11th July all will be very welcome and details concerning tickets will be available nearer the time.

The Windmill
The Mill is now open every Sunday afternoon and there have been some very busy afternoons with lots of visitors A School visit took place on 27 April and 60 children enjoyed looking around. Another Group visit will take place on Sat, 9 May. The drawings for the extension of the museum have been agreed. Work will commence on the building at the end of the season due to the numbers of people visiting the mill and museum and health and safety concerns. Health and safety and fire training is being arranged for the guides. Visitors to the mill are now asked to wait for a guide to show them around Helpers are still required so if you are interested in helping please contact Shelagh Carter or Cara Cooper

Report from Cllr Speakman:
Speedwatch report

Since the last PC meeting, Speedwatch operated 18 morning and evening sessions between 16 - 27 March and 27 April – 8. On average 2-3 motorists were noted for exceeding the speed limit per session and many of these are known to live locally. On 28 April, PC Trevor Moody joined the afternoon session team who were also very ably supported by Councillors Pam Carr and Susan Carey. Trevor Moody stopped several motorists using a speed gun and his input was clearly very effective in reinforcing the Speedwatch initiative. He has kindly offered to undertake more sessions with us during the period that Stone Street is closed when more traffic will be diverted through the village. Next scheduled period of Speedwatch will be from 8-20 June

Present: Cllrs Haffenden (Chairman), Barber, Day, Smyth, Speakman, Stuart. Also in attendance KCC Cllr Carey, SDC Cllr Carr, Mr D Barlow (Internal Auditor), Mrs A Wills (Canterbury Gazette) and 3 members of the public.
Apologies: Cllr Gifford & Mrs S Carter (RFO & Windmill secretary)

1. DECLARATIONS OF INTEREST None received.

2. MINUTES OF MEETING held on 14th January were agreed and signed. Proposed Cllr Stuart and seconded Cllr Smyth.

3. MATTERS ARISING
3.1 Purchase 2 sets of keys for 4 drawer cabinets. Keys obtained – 1 set now with each door key.
3.2 Making and enforcing of bye-laws – bring to attention of Minnis Managers. Cllr Day reported that this in on the agenda for the next Minnis Managers meeting.
3.3 Cllr Gifford to ascertain from Scott Gifford what needs to be done to both notice boards to bring up to good condition. Carried forward to next meeting.
3.4 East Kent Joint Parish Independent Remuneration Panel. Completed by Cllrs Stuart.
3.5 Policing Kent 2009/10 survey. Completed by Cllrs Haffenden.
3.6 Village Hall – talk to Johnathan Hurdwell. See item 10.
3.7 Seek advice from Jenny Bradbury of ACRK. See item 10 .
3.8 Seek advice on model Health & safety statement from KALC. Clerk reported KALC advised although not required as less that 5 people employed, but one should be completed anyway. Clerk dealing.
3.9 Obtain and circulate blank register of members interests form. Circulated.
3.10 Confirm precept to Shepway District Council. Completed by Clerk.

4. MATTERS DEALT WITH SINCE THE LAST MEETING
SM Stores agreed to be entered into rural retailer of the year competition 2009. Bruce and Emma processing application form. Clerk dealing. Entry closes end March 09.

5. CORRESPONDENCE
5.1 To table late items of correspondence: None.

5.2 Correspondence circulated and noted
5.2.1 KALC Shepway area committee minutes 16/10/08
5.2.2 Clerk & Councils direct Jan 09
5.2.3 KALC News 23 Jan 09
5.2.4 SDC Report C/08/10 Council Tax 2009/10

5.3 Correspondence received and dealt with:-
5.3.1 NHS Eastern & Coastal Kent Survey. Completed by Cllr Haffenden.
5.3.2 Post Office – additional opening hours in December. Cllr Haffenden reported that he and Cllr Stuart had sent a letter to the Post Mistress at Wye seeking agreement to extend SM Post Office opening hours in December to avoid the pre Christmas problems of 2008. No reply yet received. Cllr Stuart to raise with Sean Carter at ACRK.
5.4 Items for discussion
5.4.1 Code of conduct Local Government consultation document. The only section affecting SMPC was 2.6 relating to communication with the community. Council agreed criteria were being met anyway.
5.4.2 East Kent Sustainable Community Strategy. Discussed. Not a lot about sustaining rural communities. Clerk to respond by 26 March 09.

6. PLANNING
6.1 Ongoing planning matters:
6.1.1 Gordon House: Nothing new to report. To be kept on agenda to maintain visibility.

6.2 To table late applications received for consideration:
None received.

6.3 To table planning applications dealt with since the last meeting:
6.3.1 KCC - SH/08/TEMP/0038 – Stelling Minnis Primary School change of use from part playing field to car park. 6 Approve and 1 No Objections. Cllr Speakman’s possible interest cleared by Standards Team at SDC.

6.4 To table decisions by the Planning Authority:
6.4.1 YO8/1141/SH – Land rear if Coxsole Farm extension to existing store. Approved subject to time and materials conditions.
6.4.2 YO8/11000/SH – Dog House Farm – listed building consent only – does not give approval for remainder of work under Y08/1143/SH.
6.4.3 Y08/1221/SH – Stone Hall, Stone Street. Erection of canopy porch. Approved with conditions (time and materials).
6.4.4 Y08/1202/SH – 1 Chapel cottages, Sandy Lane. Erection of single story extension. Approved with conditions (time and materials)
6.4.5 YO8/1143/SH – Dog House Farm. Erection of single storey extension and other works. Approved (time and materials and specific conditions).
6.4.6 YO8/1138/SH – Windmill, Mill Lane. Single storey extension to museum and change of use of land. Approved (time and materials).

7. REPORTS
7.1 Kent County Council: KCC Cllr Carey reported that KCC had set the budget for 2009/10 and at 2.44% was the lowest council tax rise in UK. Some rebalancing had taken place which gave the highways work on Stone Street immediate funding. Also benefiting were recruitment of 50 social workers, more help for families with children and care for the elderly. A Government award of £1/4M had been given to Citizens Advice Bureau. In answer to a question by Cllr Barber KCC Cllr Carey said that the prospect of recruiting the 50 social workers was good.
7.2 Shepway District Council: SDC Cllr Carr reported that Elham PC were disappointed that a recent speedwatch session (4.15 to 5.15pm) recorded 37 people speeding at over 37mph. SDC were rebalancing their budgets as revenue was down but they did not wish to cut services. Some savings would be achieved by combining some services with Dover DC. She emphasised that this did not mean Shepway DC was combining with Dover DC. CAB had also benefited from SDC as extra income generated from parking charges following VAT reductions which could not practically be passed on was being given to them.
7.3 KALC Shepway Area Committee: See written report at Appendix A.
7.4 Speedwatch & police liaison: See written report at Appendix A. KCC Cllr Carey was able to confirm that the speedwatch reporting speed limit had been reduced to 35mph. Cllr Smyth advised that the number of cuts in the Minnis fencing was 5.
7.5 SDC Planning Users Group: See written report at Appendix A.
7.6 Minnis Managers: See written report at Appendix A.
7.7 Stelling Minnis Village Hall: No meeting held – nothing to report.
7.8 Bossingham Village Hall: Cllr Speakman reported that the sports facility committee would be lead by Simon Read. Next meting would be 22 May 2009.
7.9 Transport & Highways. See written report on KCC highways road show. Cllr Smyth reported that she had received a number of reports on potholes and accidents and asked that the poster be printed in the parish magazine at regular intervals.
7.10 Youth Club: No report.
7.11 Windmill & Museum: Mr G Poile reported that a new engine belt cover and belt had been fitted and that the windmill was ready for grinding to commence in the new season. He then asked council if helpers would be covered by insurance. Clerk to ask Mrs S Carter to advise on this and ascertain any training requirements to comply with insurance conditions.
7.12 Other: None

8 VILLAGE APPRAISAL ACTION PLAN REVIEW

8.1 Return made to ACRK return indicating that Appraisal & action plan had been completed.
8.2 Communications with the community – ongoing review.
8.3 Clerk written to both doctors in Lyminge; PCT, Kent LINk, Ashford Carers + sent all a copy of village appraisal referring to pages 13-14. Dr Bilston-Jones and NHS not able to provide GP services in Stelling Minnis. NHS advised that there are adequate GP practices in surrounding areas and that dental practices in surrounding towns are taking new patients. No response yet from Dr Koria or KENt Link.

9. FREEDOM OF INFORMATION ACT

Documentation as discussed at last meeting is now on web site. Some information still to be provided:
Windmill sub committee details and notes of last meeting added. Terms of reference of sub committee to be added - in hand between Clerk and Mrs Carter.

10 STELLING MINNIS VILLAGE HALL

There is no doubt that SMPC owns the freehold of the site having purchased it from the Methodist Church on 21 September 1999. ACRK (Jenny Bradbury) advised that SMPC are custodian trustees but they should not show the hall as an asset on their books – the hall belongs to the community. The hall must be shown as an asset somewhere for insurance purposes.
The facility within the charities commission for an official custodian for land holding service to be investigated by Mr J Hurdwell (Chair hall management committee).

11 FLOODING ON STONE STREET – KCC HIGHWAYS

Cllr Haffenden reported that a meeting was held between SMPC and KCC Highways on 3 March 2009. The outcome was that KCC will, in the next 6 months, be raising the level of the stretch of Stone Street prone to flooding, to the north of its junction with Curtis Lane, so that it was higher than the adjacent land. Pipes would be provided under the road to allow water to move between the two areas of land. Agreed diversion routes would be provided – all large vehicles diverted away from Stone Street and local traffic diverted off at the Granville Arms to Six Mile Garage with Curtis Lane/Bossingham Road from the Village southwards being one way traffic each. Work will take 6 weeks and 12 weeks notice period is required to close Stone Street. Cost is £50-£100K.

12. FINANCE
12.1 Parish Council expenses: Clerks Salary (January & February) £181.24; Clerks expenses £50.84; Cllr Stuart expenses £40.80. Proposed Cllr Smyth Seconded Cllr Barber. All agreed.
12.2 Windmill expenses: EDF Energy £35.00; Donations in memory of Rex Cheesman (Pilgrim’s Hospice) and Tony Staplehurst ( Friends of Willesborough Windmill) £25 each. Proposed Cllr Smyth Seconded Cllr Barber. All agreed.
12.3 ACRK Subscriptions are due at the end of March. Agreed to hold over till 2009/10 financial year to align with previous years practice.
12.4 Agreed that Mrs Carter should submit her account for salaries (Secretary to September 08, RFO from September 08 and Windmill Secretary for full year) for payment before the end of March 2009. Cllr Haffenden said that he would like to move towards payments being made in the relevant financial year and not in arrears.

13. DATE OF NEXT MEETING 22nd April [APM], 13th May [AGM])

14. QUESTIONS
14.1 Mr Poile commented on the damage that was being done to the Minnis by people parking both on it and its edge. Cllr Stuart said that parking facilities was a question in the Village Appraisal however the Minnis Managers did not want a designated parking area. Clerk to write to Minnis Managers suggested that they agree a preferred parking location although not a designated area. SDC Cllr Carr said that this subject had been raised before.

The meeting was then closed at 9.15pm.

STELLING MINNIS PARISH COUNCIL – MINUTES OF MEETING 4th MARCH 2009 WRITTEN REPORTS

Report on KALC Shepway Area Committee – 15th January 2009:
Attended by Cllrs Speakman and Stuart

The main business was a presentation on the working of SDC's Standards Committee by the Chairman Mr P Carter and Mr J Chambers (SDC Legal and Democratic Services Manager).
The committee has 9 members, three each from SDC, Parish and Town Councils, and Independents.
The Officer filters out trivial or mischievous complaints.
An Assessment Subcommittee (3 members) meets in private and decides either 1)no case to answer 2)refer for investigation or 3)take action such as try to arbitrate. Complainant has right of review.
If an investigation is deemed necessary it is carried out, usually, by an Officer or delegated to other committee members.
If it is considered that there may be a Breach of the Code the case then goes to a Hearing Panel (3 other members) which meets in public, is more formal, hears presentation of case and may call witnesses. The Case is then considered in private. If a breach is considered to have occurred a report goes to the main committee together with a proposed sanction. The report is then published.
There is the Right of Appeal to the Adjudication Panel for England.
Other points made:
Seek advice from the Officer before making a formal complaint.
The process can take 3 months and even 4-5 months if the case is complex.
It is a costly process.
DGS queried the appointment of PC members who are selected by SDC, making the point that they should be elected by Parish and Town Councillors (through KALC) which provoked a lively discussion.

Other matters.
It did not prove possible for KALC to appoint a replacement for Clive Powell. It was agreed that Crispin Davis will undertake the duties, part time, on a temporary basis.
Report on SDC/Parish Councils Joint Committee (November meeting) was presented to SMPC at January meeting.
Items for February meeting were, Update on Council Tax (including arrears), extent of actual recycling of refuse, grass cutting, and problems with Christmas refuse collection.
Report on Shepway Joint Transportation Board made the point that KCC's PIPKIN priority scheme gives most weighting to Congestion, Safety Record and Air Quality. As such nearly all projects approved are in urban areas with very few, if any scheme in rural districts. It was suggested that consideration should be given to the matter being the subject of a motion at KALC's AGM.

D G Stuart
J Speakman

POLICE LIAISON REPORT SMPC MEETING 4TH MARCH 2009:

Only issue reported by Community Police Officer Trevor Moody is some damage to the fenced off areas of the Minnis. Some of the fencing has been cut and pulled back presumably to allow access across the fenced off area.

Speedwatch is due to start again on 16th March. I have seen reports that the Speedwatch limit before action can be taken by Speedwatch teams for a 30mph zone has been reduced from 38mph to 35mph (based on 10% + 2mph of legal limit). I am awaiting clarification on this. PC Trevor Moody has kindly offered to join us on occasion and would use a speed gun which I feel would be most welcome (but possibly not for speeders!).

J Speakman

SDC – PARISH COUNCILS' JOINT COMMITTEE - 26TH FEBRUARY 2009

A report on SDC's Draft Corporate Plan for 2009-2012 was tabled and this committee was invited to comment. There was an extensive discussion and views will be incorporated in final draft for Cabinet on 17th March.
In the discussion it was clear that there are moves to more voluntary cooperation with other East Kent councils on routine matters (e.g. payrolls, refuse collection etc) – not just the longer term planning by the EKLSP.

There was a talk on the EKLSP (draft strategy has been circulated to SMPC). Attention was drawn to the closing date for comments - 26th March.
Other matters:
Council Tax – report on figures which have been published
Landfill and recyclable waste. In answer to a question SDC is still meeting its targets
Grass cutting. SDC cut amenity areas 8/10 times a year, others twice/year. Main roadsides are KCC
Contact for information on refuse collections at Christmas is Tina Lennox Kaye – it is suggested we ask for details in November to go in local magazine.

REPORT FROM MINNIS MANAGERS MEETING:

1. It was agreed to erect the gates supplied by the Historical Society, one on the right hand side of the turning to Split Lane and the other opposite Mr & Mrs Lewis' house in Wheelbarrow Town.
2. Due to the pressure of local residents, the owners have agreed to 2 additional gates to be installed and work to be done to make safer the bases at the kissing gate entrances.
3. Liaison continues with the primary school re ponds and possible moth trapping.
4. Grant has been obtained for a new hay mower to be purchased by FOSM
5. Cattle to be returned to graze mid March.
6. Signs to be erected (sub committee to meet) giving history and plans for work on the Minnis.
7. Training to be given for use of chain saws.

Ann Day

KCC HIGHWAY SERVICES ROADSHOW – KENT HIGHWAYS ONLINE 27TH FEBRUARY 2009

Under the heading of Parish Portal this was a presentation of Highways new system for dealing with repairs. Essentially it is direct links between the reporting of a problem, inspection, and carrying out rectifications by the contractor (Ringway) using hand held devices.
Report incident (pothole, street light, tree problem etc) by phone or on-line via “My Kent” website. Inspector picks up item on lap top. Inspects, and reports directly, possibly with photo, and instructs contractor. Contractor photographs hole before and after repair. Although time is allocated for each job contractor can use initiative and carry out other nearby faults. No paperwork involved, not office based.
Budgets for the work seem to be better than in past years, with more repair teams on the roads.
My concerns:
Job which needs item ordered (e.g. signs) and cannot be carried out immediately although highlighted on the system may be overlooked. We need to chase up such jobs.
A job which is more than minor repair may need budget allocation – and be delayed(for ever?)
Information on target times to carry out work is not clear.
We may have problems, or even lose direct contact, with local engineer/inspector.

NB It was said that more work will be carried out on minor country roads in 2009/10. In SM this would include Sandy Lane, Church Lane, and Split Lane. Perhaps SMPC should inspect and report via Ann Norton, our liaison officer.

David Stuart
2 March 2009

Present: Cllrs Haffenden (Chairman), Gifford, Smyth, Speakman, Stuart. Also in attendance SDC Cllr Carr, Mrs S Carter (Windmill Secretary & RFO), Mr D Barlow (Internal Auditor),

Apologies: Cllr Barber, KCC Cllr Carey.

1. DECLARATIONS OF INTEREST None received.

2. MINUTES OF MEETING were amended – the last sentence in 6.4.5 being deleted. Agreed and signed. Proposed Cllr Stuart seconded Cllr Smyth.

3. MATTERS ARISING
3.1 Information retention & archives – cabinet locks. Agreed Clerk to purchase 2 keys for each cabinet.
3.2 Planning Policy local development framework – Clerk reported he had written to Elmsted Parish Council.
3.3 Making and enforcing of bylaws. Carried forward to March meeting.
3.4 KCC register of common lands. Clerk advised that KCC confirmed that Stelling Minnis common was on their register of commons and village greens.
3.5 Notice boards condition – Clerk reported that Scott Gifford had inspected the notice board opposite the shop and found it to be sound and had applied some preservative to the leg bases. Agreed that Cllr Gifford would ascertain what else was required to improve appearance of both notice boards.
3.6 2nd set of Village Hall Keys – obtained and held by Cllr Speakman.

4. MATTERS DEALT WITH SINCE THE LAST MEETING
None

5. CORRESPONDENCE
5.1 To table late items of correspondence:
5.1.1 East Kent Joint Parish Independent Remuneration Panel, Cllr Stuart will deal.
5.1.2 Policing Kent 2009/10 survey. Cllr Haffenden will respond.

5.2 Correspondence circulated and noted
5.2.1 ACRK review of communications – dealt with by Cllr Stuart.
5.2.2 ACRK rural news
5.2.3 Parish News
5.2.4 A clear vision for the South East
5.2.5 The Linton boundary project
5.2.6 Stop the drop

5.3 Correspondence received and dealt with:-
5.3.1 Kent highway services parish & town council survey. Dealt with by Cllrs Stuart & Smyth.

5.4 Items for discussion
5.4.1 Code of conduct Local Government consultation document – still on circulation, defer till next meeting.
5.4.2 Lord Lieutenant Civic Service. Noted application for tickets by 16 January.

6. PLANNING
6.1 Ongoing planning matters:
6.1.1 Gordon House: Nothing new to report. To be kept on agenda to maintain visibility.
6.1.2 St. Bernadettes Cottage: Shepway have matter in hand. Close.

6.2 To table late applications received for consideration:
None received.

6.3 To table planning applications dealt with since the last meeting:
Y08/1141/SH – Land rear of Coxsole Farm. Interests declared – leave to SDC planning officers to decide.
Y08/1100/SH – Doghouse Farm, Stone Street, Petham. Listed building consent.2 approve and 5 no objections.
Y08/1143/SH – Doghouse Farm, Stone Street, Petham. No objections 7:0
Y08/1221/SH – Stone Hall, Stone Street. No objections 7:0
YO8/1202/SH – 1 Chapel Cottages, Sandy Lane. No objections 7.0
Y08/1138/SH – Windmill, Mill Lane. SMPC not able to comment as is applicant.

6.4 To table decisions by the Planning Authority:
YO8/0432/SH Malt Farm change of use of holiday let to separate dwelling, Approved – Planning Committee notes of 28 October 2008 circulated.

7. REPORTS
7.1 Kent County Council: KCC Cllr sent a written report: No news re speed camera on Stone Street despite giving Highways another reminder before Christmas.
7.2 Shepway District Council: SDC Cllr Carr reported on Shepway budgets. Services will not be cut, savings being made by internal re-organisation. She supported SMPC decision not to run speedwatch in winter for safety reasons. The high speed train service from Folkestone is on schedule to commence in December 2009. She also said that Police will be putting more officers on the beat.
7.3 KALC Shepway Area Committee: Cllr Stuart reported that a meeting had not been held.
7.4 Speedwatch: Cllr Speakman reported that Speedwatch will start again in March.
7.5 SDC Planning Users Group: Cllr Stuart provided a detailed written report. Local development Framework to be published in the spring with preferred housing options. Legislation changed from 1 Oct 2008 with major changes to what a householder can do without planning permission. However doesn’t apply to AONB like Stelling Minnis. Government are reviewing the planning process. Planning consultation by e-mail is being trialled by Lyminge – Folkestone TC abandoned it as too time consuming. Parish Council presentations at Development Control Committee meetings discussed and officers to report back at a later meeting. SDC will be expected to provide 2 travellers sites.
7.6 Minnis Managers: Nothing to report, next meeting late January.
7.7 Stelling Minnis Village Hall: Cllr Barber provided a written report read by Cllr Smyth: Several minor points were mentioned. The question of on whose books should the hall be shown as an asset. Village Hall committee are managers but SMPC are custodian trustees and as such hall committee feel asset should be shown on SMPC register. Cllr Haffenden to talk with hall committee chairman outside meeting. Clerk to seek advice from Mrs Bradbury of ACRK. To be raised as a separate agenda item for March meeting.
7.8 Bossingham Village Hall: Mr Barlow reported that 80 new chairs had been bought and the Chalkfoot theatre would visit 5 March.
7.9 Transport & Highways: Cllr Smyth said that the notice had been placed in Parish Magazine and that crashes were being reported. The ditches off Stone street needed digging out.
7.10 Youth Club: Cllr Gifford reported that numbers were up and all was well.
7.11 Police liaison: Nothing to report.
7.12 Windmill & Museum: Mrs Carter reported that planning application had been made for the extension and a separate application had to be made for the change of use of land donated by Mr. Champion.
7.13 Other: None

8 VILLAGE APPRAISAL ACTION PLAN REVIEW
The action points were now on the web site and had been updated to show latest position. Cllr. Haffenden outlined those action points which had been dealt with or were in progress. To discuss at the next meeting which actions should be highlighted at the APM. It was suggested by Cllr Stuart that the report to the APM should be an annual report on the years work on behalf of the council and not just a chairman's report.

9. FREEDOM OF INFORMATION ACT
Cllr Stuart presented a paper on the new freedom of information act and outlined how SMPC complied with the requirements, however there were some points which needed councils confirmation:-
9.1 Contact details for Parish Clerk & councillors. Agreed put names of council and all sub committee members on web site with only Clerks e-mail address as contact. Clerks contact phone number is in Parish Magazine and on all correspondence. Proposed Cllr Gifford seconded Cllr Haffenden. All agreed.
9.2 Location and accessibility of council records. At village hall by appointment with clerk and at least one councillor. Proposed Cllr Speakman seconded Cllr Gifford. All agreed.
9.3 Meeting reports to be included with minutes of Council meetings and published on the web site for 12 months. Sub committee meting minutes also to be published on web site. Proposed Cllr Stuart seconded Cllr Smyth. All agreed.
9.4 Membership of windmill sub committee to be confirmed - Cllr Speakman to provide that information. Proposed Cllr Stuart seconded Cllr Smyth. All agreed.
9.5 Statements:
9.5.1 Health & safety. Clerk to seek advice from KALC on a model statement. Decision deferred until next meeting.
9.5.2 Requests for information. Must be in writing with at least 2 weeks notice. Proposed Cllr Speakman seconded Cllr Gifford. All agreed.
9.5.3 Complaints procedure, Clerk to check if standing orders and procedures cover this. Decision deferred until next meeting.
9.5.4 Document security and retention. All documents stored in locked filing cabinets in village hall behind locked doors. Retention in accordance with KALC guidelines. Proposed Cllr Smyth seconded Cllr Gifford. All agreed.
9.6 Register of members interests. Only to be available on personal inspection. Not to be displayed on web site. Clerk to circulate blank copy of forms that council members would complete on election/co-option. Proposed Cllr Smyth seconded Cllr Speakman. All agreed.
9.7 Service offered – statement of what council does. “Represent the community as a whole on local matters such as the Minnis, Planning Applications, Liaison with KCC, SDC and other official bodies, support local organisations, individuals and charities and progressing the Parish Plan”. Proposed Cllr Smyth seconded Cllr Stuart. All agreed.
9.8 Scale or charges. At cost including Clerks time. Proposed Cllr Smyth seconded Cllr Stuart. All agreed.
Cllr Haffenden thanked Cllr Stuart for all the work he had done in putting together the paper and report.

10. FINANCE
10.1 RFO reported that the annual audit had been completed to 31/3/08.
10.2 Bills paid since last meeting (all from Windmill account):-
EDF Energy £54.23
2nd Planning application for change of use of land £82.50
Proposed Cllr Speakman seconded Cllr Haffenden. All agreed.
10.3 Bills to be paid:-
Lottery licence renewal (Windmill account) £20.00
Clerks expenses £34.67
Clerks Salary (November & December) £181.24
Proposed Cllr Stuart seconded Cllr Gifford. All agreed.

11 BUDGET AND PRECEPT
Previously discussed and proposed at £3950. Proposed Cllr Stuart seconded Cllr Speakman. All agreed. Clerk to advise SDC accordingly.
Budget to include Chairman’s allowance of £50. Proposed Cllr Stuart seconded Cllr Speakman. All agreed.

12. DATE OF NEXT MEETING 4th March (then, 22nd April [APM], 13th May [AGM])

13. QUESTIONS None

The meeting was then closed at 9.28pm.

Present: Cllrs Haffenden (Chairman), Day, Barber, Stuart, Smyth, Speakman, KCC Cllr Carey, SDC Cllr Carr, Mrs S Carter (Windmill Secretary & RFO), Mr D Barlow (Internal Auditor), Mrs Wills (Kentish Gazette) and 1 parishioner.

Apologies: Cllr Gifford.

1. DECLARATIONS OF INTEREST None received.

2. MINUTES OF MEETING were agreed and signed. Proposed Cllr Stuart seconded Cllr Barber.

3. MATTERS ARISING
3.1 Bossingham Sports Facility: Cllr Haffenden reported that the joint meeting with Upper Hardres Parish Council was held on 11th November. There was an open discussion with opinions expressed both for and against, with a wide range of suggestions ranging between multi-sports facilities and just swings/slides. A committee was formed to explore if there was a need for a sports facility and what that need was. Cllrs Barber and Speakman to sit on the committee plus one other resident from Stelling Minnis. Cllr Stuart said that at the recent KAPM meeting mention was made of over 60’s sports equipment. The need for funding of the committee was discussed and it was suggested that £150 per Parish Council be made available for the committee to work with. This would be discussed under budgets.
3.2 Stone Street speed cameras Clerk reported that he had expressed Councils support to KCC Cllr Carey in her discussions with KCC Highways on this matter.
3.3 First responders Clerk reported that information had been copied to all Cllrs.
3.4 Information retention and archives Clerk reported that this was in hand.

4. MATTERS DEALT WITH SINCE THE LAST MEETING
4.1 Bossingham Road signs: Signs had been washed and re-painted. Two of the finger posts at junction of Curtis Lane/Bossingham Road has been broken/vandalised. Cllr Stuart reported that KCC Highways have agreed to repair/replace to these signs .
4.2 Surplus office equipment. Clerk reported that he and Cllr Speakman had collected 2 – 4 drawer cabinets and these were now installed in the upstairs meeting room in the Village Hall. Clerk suggested that the cost of new locks be investigated to maintain security of archived documents. Clerk to enquire.
4.3 Planning Policy local development framework Cllr Stuart reported that two sites had been suggested – a) The former Stonegate Farmers site on the corner of Stone Street/Thorn Lane and b) The former Orchard nursery site corner of Stone Street & Lime Kiln Lane. Clerk reported that Shepway DC had acknowledged receipts of the docucmentation. Cllr Stuart suggested that as the former Stonegate Farmers site was actually in Elmsted Parish Council should advice Elmsted PC that the site had been suggested. Clerk to deal.

5. CORRESPONDENCE
Cllr Haffenden said that he wished to deal with the correspondence in 4 categories. For future agenda the correspondence items would be arranged in the same order.
5.1 To table late items of correspondence:
5.1.1 Explore Kent booklet - Spare copies left in shop. Noted.
5.1.2 Clerks & Councils Direct. Cllrs attention drawn to article referring to need to restrict confidential matters in Council minutes appearing on web site version. Noted.
5.1.3 English Rural Housing Association report & review 2008.Noted.
5.1.4 Stop the Drop – litter & flytipping campaign. Letter + Toolkit. Circulated. Held over until next meeting when all Cllrs have had opportunity to read the pack.
5.1.5 Codes of conduct for local authority members & employees. Cllrs, Clerk & RFO to read and note.
5.1.6 East Kent Highways – new liaison e-mail address. Circulated by e-mail 6/11 Noted.
5.1.7 KALC Parish News for November – circulated 9/11/08. Attention drawn to freedom of information article. Cllrs Stuart researching. To be discussed at next meeting.
5.1.8 Shepway Youth Advisory Group Mtg notes – circulated 9/11/08. Noted.
5.1.9 Kent Voice – circulated 9/11/08. Noted.
5.1.10 NALC – making it happen – circulated 9/11/08. Discuss any points Cllrs wish to raise at next meeting.

Correspondence circulated and noted (unless discussion required):-
5.2 Kent Parish News.
5.3 Homes Survey.
5.4 KALC Parish News.
5.9 Shepway District & Parish Councils’ Joint Committee (circulated by e-mail
5.10 Shepway Development Control.
5.18 Shepway Youth Forum (circulated e-mail).
5.20 Standards committee minutes meeting 9/10/08 (circulated e-mail).
5.21 Countryside Voice.

Correspondence received and dealt with:-
5.6 KCC Emergency Planning & Stelling Minnis Village Hall. Cllr Barber covers this in her report (7.6).
5.8 Community transport in Kent. ACK setting up database of community transport in Kent. 2 x Age concern buses from Lyminge (daily M-F) & Youth Challenge mini bus put forward.
5.12 Affordable Housing – Supplementary Planning Document. No action needed only affects applicants.
5.13 KCC School bus service – overcrowding on the 556 & 558 (circulated e-mail) KCC Cllr Carey reported that Stagecoach have put on an extra bus on the 556 route. This has not resolved problems on 558 route about which she is still in discussion with the relevant KCC department.
5.16 NHS Eastern & Coastal Primary Care Trust – Reputation Audit Questionnaire. Completed by Cllrs Haffenden and Day.

Correspondence for discussion:-
5.5 Kent Link – local NHS involvement. Agreed that Council does not wish to be involved at present.
5.7 Making and enforcement of byelaws. The Minnis Managers may wish to use this change to law to update the Minnis byelaws and in conjunction with Council to add new byelaws. Cllr Day to draw attention of Minnis Managers to the consultation document.
5.11 Register of Common Lands & Town or Village Greens. Clerk had sent an interim reply to KCC indicating that Council does not have any land or greens, but does have privately owned common within its boundaries. Clerk also asked KCC if Minnis time limited fencing had been included in the register. Clerk to press KCC for a response.
5.14 Notice board opposite the shop. Letter received from Daughter of Harold Everist about the state of the notice board. Clerk had asked Scott Gifford to look at the notice board and give a budgetary guide to cost of bringing back to good condition. Discussed. Not to forget 2nd notice board.
5.15 KCC –Improvement & Development Agency – Healthy Communities. No action taken.
5.17 Lord Lieutenant of Kent – annual Civic Service 26/3/09. Any Cllr wishing to attend advise Clerk.
5.19 Members code of conduct (circulated e-mail). Discussed. There may be some training requirements which will have to be built into the 2009/10 budget.
5.22 Hall keys – Parish Council Holding. Agreed Council should hold second set. £15 deposit to be paid. Agreed proposed Cllr Stuart, seconded Cllr Day. Clerk to deal.

6. PLANNING
6.1 Ongoing planning matters:
6.1.1 Gordon House. Cllr Stuart reported that Shepway DC had said that the 10 year rule applies from the date of change of use, but during the period of any dispute/proceedings the clock was stopped until either a certificate of lawful development was granted or an enforcement notice issued. SDC had decided against the issue of a certificate on the grounds of probability, rather than a definite "approved or rejected" decision as in the case of planning applications. The submission of further evidence could lead to a review of SDC's response.
6.1.2 Land adjacent to St. Bernadettes Cottage. Cllr Stuart advised that Shepway DC had served an enforcement notice. Cllr Day said that the Minnis Managers may wish to be kept informed of progress as access across the Minnis is involved.

6.2 To table late applications received for consideration:
None received.
6.3 To table planning applications dealt with since the last meeting:
6.3.1 Y08/0745/SH St Bernadettes, erection of 2 storey side extension - unanimously approved.
6.3.2 Y08/0191/SH Abottswood unanimously opposed.
6.3.3 Y06/1647/SH & Y06/1648/SH Lydd Airport – No action proposed by SMPC. 6.3.4 Y08/0867/SH Mackenzie House – No objections 7-0.
6.3.5 Y08/0945/SH & YO8/0946/SH Coxsole Farm – No objections 7-0.

6.4 To table decisions by the Planning Authority:
6.4.1 Y08/0202/SH Anvil House (formerly Gaylords) – approved with conditions.
6.4.2 Y08/0745/SH St Bernadette Cottage – approved with conditions.
6.4.3 Y08/0867/SH Mackenzie House – approved with conditions
6.4.4 Y08/0945/SH & YO8/0946/SH Coxsole Farm – approved with conditions
6.4.5 Y08/0432 & 0450/SH Malt Farm. Cllr Stuart reported that he had attended the planning control meeting and spoke against the proposal for change of use to a separate dwelling, however the planning control committee approved the application. This stimulated debate on whether the planning control committee actually listen to Parish Councils views.

7. REPORTS
7.1 Kent County Council: KCC Cllr Carey referred to her earlier response in respect of the 558/556 bus service and reminded Council that KCC’s offer of a minibus was still available. She then reported:-
There had been no further progress yet on average speed cameras for Stone Street. The measures used to select roads are crashes in which people were killed or seriously injured so Stone Street does qualify for a speed camera, with average speed being preferred over static. Debate ensued on the validity of records and was there any benefit in Council keeping their own records.
25% of KCCs drainage projects funding had been allocated to Stelling Minnis, with new kerbs installed outside the primary school and water storage pipes being installed on Stone Street. Cllr Stuart suggested that a highways officer should be invited to look at sites of concern with councillors.
Stelling Minnis had a low score for 30mph gateways, but no reason why council could not pay for it themselves at a cost of £10K. Cllr Stuart said that the PIPKIN system was unfair to rural Parishes, however there was the possibility of getting 30mph road markings from the signs and lines budget.
KCC Cllr Carey reminded council to continue to report pot holes. She mentioned both the funds that KCC had in the Icelandic banks – no services would be affected; and the new Healthwatch service.
7.2 Shepway District Council: SDC Cllr Carr said that the planning control committee read and listened to all comments raised by Parish Councils and looked at every planning application on their individual merits. She then reported that SDC will have to make major savings to meet next years budget forecast, but will not curtail services.
Hythe swimming pool – over 60’s and under 16’s will be able to swim free from next year.
A schedule of works is to be circulated and Parish Clerks will be able to interrogate the computer system.
SDC Cllr Carr said that the speedwatch campaign should be kept up and mentioned the Lydd airport development.
7.3 SDC/KALC Joint Committee: Minutes circulated – Cllr Stuart brought councils attention to SDC’s complaint procedure.
Cllr Stuart had previously circulated a report on the East Kent Local Strategic Partnership – Stakeholder Conference in which he outlined the importance of this newly formed body formed by the District Councils in East Kent, namely Canterbury, Dover, Shepway, and Thanet which was intended to examine issues which affect the four councils with a view to agreeing a common policy. Various topics were debated at the conference all with the underlying theme of improving the prosperity of East Kent. He concluded with the view that this Partnership could become very important and influential, especially if Kent were ever to be divided into 3 Unitary Authorities.
Cllr Speakman reported on crime figures, as at 9 November, which when compared to last year showed that: burglary -75%, criminal damage -83.3%, vehicle crime -33.3%, violent crime – 75% and all crime -75%. The main problem was quad bikes on the common. He then reported that speedwatch was targeting the 7.30 – 8.30am time slot and the November period would be the last until early spring. Some Councils wanted the reporting speed to be reduced from 38 to 34mph.
Cllr Stuart asked if the Police liaison committee could be contacted to confirm that the reason for its continual cancellation was that the police had nothing to say to the community. Cllr Speakman to contact KCC police.
7.4 SDC Planning Users Group: Report circulated by Cllr Stuart – nothing affecting Stelling Minnis.
7.5 Minnis Managers: Cllr Day reported that the Minnis Managers were not intending to remove non native trees; were clearing land around Coxsole pond; were liaising with the school with regard to projects – e.g. moth trapping. Questions had been raised regarding access to the south end of the new fenced area and the owners had agreed to the provision of an additional kissing gate. The historical society had been given permission to site the restored gates on the Minnis, but they would have to retain responsibility for their maintenance.
7.6 Stelling Minnis Village Hall:.Cllr Barber had previously circulated a report in which she indicated that were no concerns to be raised with Parish Council. The issue of insurance from users of the Hall is being looked into by the committee and I have confirmed with the committee that KCC Emergency planning unit have sent thanks to the committee and SM VH will now be added to the list of potential rest centres should it be needed in the future. The emergency planning unit confirmed they would bring their own phones if it was needed. Mouldy Oldies is the next fund raising event on 15th Nov.
7.7 Bossingham Village Hall: No report given.
7.8 Transport & Highways: Cllr Stuart had previously circulated a report on the KCC Highways Parish & Town Council seminar in which he mentioned that Ann Norton was our liaison officer. In any reports on road repairs required by Cllrs they should make it clear that that are a Parish representative. A talk on crashes (road accidents) was given but this showed none for Stone Street in 2006, based on Police figures. Cllr Stuart concluded by suggesting that Ann Norton and a highways engineer should be invited to a local meeting.
7.9 Youth Club: No report given.
7.10 Windmill & Museum: Mrs Carter reported that planning application had been made in respect of the extension to the windmill as shown on the outline drawing presented to council at the September meeting.

8 VILLAGE APPRAISAL ACTION PLAN REVIEW
Cllr Haffenden said that action points 1,2,5,7,8,13 & 18 had been dealt with. With regard to action point 10, Age Concern does offer a meals at economic rates and would provide transport, but at present there was not a meals on wheels service. He then asked council to consider action point 20 to explore ways to review how Council communicates with the community.

9. FINANCE
8.1 Bills to pay:
8.2.1 General account:
Clerks expenses £32.80
Clerks salary September & October £183.80
Cllr Stuarts expenses £110.50
Second Village hall key £15.00
Approved. Proposed Cllr Day and seconded Cllr Speakman.
8.2.2 Windmill account:
Electricity bill (estimated) £54.23
Approved. Proposed Cllr Day and seconded Cllr Speakman.

10. DATE OF NEXT MEETING – Wednesday, 14th January at 7.30pm

11. QUESTIONS. None.

The meeting was then closed to the public at 9.35pm.

Present: Cllrs Stuart (Chairman), Day, Barber, Haffenden, Smyth, Speakman, Gifford; Mrs S Carter (Windmill Secretary), Mr D Barlow (Internal Auditor), and 2 parishioners.

Apologies: KCC Cllr Carey, SDC Cllr Carr, Mrs Wills (Kentish Gazette).

1. DECLARATIONS OF INTEREST None received.

2. MINUTES OF MEETING were agreed and signed. Proposed Cllr Day seconded Cllr Speakman.

3. MATTERS ARISING
3.1 Bossingham Sports Facility: Cllr Stuart reported that he had received the 2002 & 2007 schemes in respect of the proposed sports facility and these were presented and discussed by Cllrs. It was agreed that there was a need to determine the needs of potential users as these may differ in the two communities. Cllrs Barber and Speakman volunteered to represent Stelling Minnis Parish Council on the a steering committee. It was also agreed Cllr Stuart would write to Upper Hardres Parish Council indicating the Councils enthusiastic support and a wish to be involved in looking at the project including funding sources. Cllr Carr has been asked to determine if Shepway would be able to provide any funds for a scheme outside the District.
3.2 Bus Shelter: Now resolved.
3.3 Speedwatch: Cllr Speakman reported that a new session would start week commencing 7 September and would target commuting times. Cllr Stuart reported that he was still in contact with Kent Police to agree a 3rd site, which the Community Officer was empowered to agree. KCC Cllr Carey had written to give her support and offered to help out during the next session.
3.4 Community Mini Bus: Cllr Stuart reported that Petham and Lower Hardres Parish Councils were no longer interested and there was a shortage of support from the community. He recommended that the proposal be put on hold for the foreseeable future. Discussed and agreed.
3.5 Age Concern: Cllr Day reported that she had attended the AGM and found them to be very friendly, indicating a welcome to any resident any day and at any time for any service they provide.
3.6 Transport & highways: KCC Cllr Carey reported (by e-mail) that she was in discussion with KCC regarding average speed cameras on Stone Street. Agreed - unanimous support. Clerk to advise KCC Cllr Carey.
3.7 Verge cutting on Stone Street: Cllr Day reported that she had contacted KCC Highways and their contractor Ringway which resulted in a site visit and immediate action to cut back the grass verge at the junction of Curtis Lane and Stone Street. In future the number of cuts per year at that junction will be increased to 4. Cllr Day was thanked for her efforts.

4. MATTERS DEALT WITH SINCE THE LAST MEETING
4.1 Bossingham Road signs: Completed. Cllr Barber said that the village entrance signs at Bossingham and Curtis Lane would benefit from a wash/re-paint. Cllr Stuart to enquire.
4.2 Appointment of new clerk: Mr N Smith had been appointed, however he and Mrs S Carter had discussed her retaining the Responsible Finance Officer (RFO) Post. This was discussed and agreed. The revised hours would be Clerk – 11 hours per month (132 hours per year) and RFO 30 hours per year. Proposed Cllr Haffenden Seconded Cllr Gifford. Unanimously agreed. This minute to be taken as an amendment to the contracts, with effect from 3rd September 2008.
4.3 Windmill Secretary: Mrs S Carter to be Windmill secretary paid with an honorarium of £185 this financial year, the same as the Windmill Manager. Proposed Cllr Speakman seconded Cllr Day. Unanimously agreed.

5. CORRESPONDENCE
5.1 To table late items of correspondence:
5.1.1 KCC Highways Parish & Town Seminar 15th October. Cllrs Stuart or Day will attend;
5.1.2 KALC & BT Red Phone boxes. Applications to adopt or sponsor. Discussed and agreed as not applicable to the Parish.
5.1.3 Shepway Council is a good council (Audit commission report) – Noted content of communication.
5.1.4 First Responders received from Martin Jones of Stelling Youth Action Group. Discussed and agreed that initiative needs to be instigated by emergency services. Clerk to copy information to Cllrs.
5.1.5 Planning Policy – Local development framework. To be discussed outside public meeting.
5.1.6 Kent Local Involvement Network – new government initiative. Information pack circulated.
5.2 KAPC – Parish News – circulated.
5.3 AWRK 85th Annual meeting -4th September. Noted.
5.4 KCC Highways draft permit scheme. Noted.
5.5 KCC Highways – Customer Support Office. Circulated.
5.6 Kent Heritage Trees project. Supported and reply sent.
5.7 Historical Society – old minis gates restored. Cllr Stuart read letter, 1 gate had been restored and 1 in progress. Mrs C Cooper (Chair of the Windmill) was invited to comment on the proposal that the gates be sited near the Windmill. She said that KCC, who own the windmill had said no as they would not be in keeping with the Windmill. There was no room within the museum for these items. Discussion ensued on various possible locations. Mr. Hamilton (Historical Society) was asked to report suggestions back to Historical society and for them to decide where best to site the gates. If they needed assistance from the Parish Council, for example to negotiate with KCC Highways, then to come back to the Council.
5.8 KCC Local Board meeting. Circulated.
5.9 SE Plan. Circulated.
5.10 KCC Lord Bruce-Lockhart. Noted that a memorial service will be held on a date to be advised.
5.11 KCC Highways – surplus equipment. Noted. Cllr Speakman and Clerk to try and obtain what was needed for storage of archive material.
5.11 Society of Local Council Clerks. Noted.

6. PLANNING
6.1 Ongoing planning matters:
6.1.1 Land adjacent to St. Bernadettes Cottage. Cllrs Stuart advised that Shepway DC had observed and will take on board the concerns expressed. No more information.
6.1.2 Access to property in Wheelbarrow Town Cllr Gifford reported that SDC had discussed with the owner.
6.1.3 Abbotswood. Cllrs Stuart reported he had attended Shepway Development and Control Committee meeting and they had approved the planning application. Formal notification not yet received.
6.1.4 Gordon House. Cllr Stuart reported that he was still awaiting Shepway DC response, although they had visited the site. Discussed and agreed that Shepway DC need to be pressed to enforce the planning decision or at least finding a way of restating the 10 year rule so that the agricultural land did not permanently become recognised as for domestic use. Cllr Stuart to contact Shepway DC.
6.1.5 Clerk reported that Shepway DC now had made arrangements to send Mr C Gooch (legal representative of Minnis owners) the weekly list of planning applications if they included a property on the Minnis.
6.2 To table late applications received for consideration:
6.2.1 Y08/ 0867/SH Mackenzie House. To be discussed outside meeting.
6.3 To table planning applications dealt with since the last meeting:
6.3.1 Y08/0745/SH St Bernadettes unanimously approved.
6.3.2 Y08/0191/SH Abottswood unanimously opposed.
6.4 To table decisions by the Planning Authority:
6.4.1 Y08/0529/SH Cherry Garden Farm – Outbuilding to form annex Approved
6.4.2 Y08/0542/SH High Chimney Farm – Garden Room. Approved
6.4.3 Y08/0590/SH Hatch Farm – Double Garage Approved
6.4.4 Y08/0581/SH Swallows Rest – Alteration of roof to create 1st floor. Approved
No formal notification yet received in respect of Y08/0432 & 0450 /SH Malt Farm or Y08/0202/SH Anvil Cottage (formerly Gaylords).

7. REPORTS
7.1 Kent County Council: Cllr Carey not present.
7.2 Shepway District Council: Cllr Carr not present.
7.3 SDC/KALC Joint Committee: Report circulated.
7.4 SDC Planning Users Group: No meeting.
7.5 Minnis Managers: Cllr Day reported the Mr K Smyth had been appointed Chairman of the Minnis Managers and the former Chairman, Mr R Griffiths, was now chairman of the Trustees. Erection of the grazing fencing (10 year time limited) will start at the end of September, funding having been obtained from a variety of sources. Interpretation boards will be purchased and erected. FOSM have been re-instated and have in excess of 75 members. It was suggested that perhaps the Minnis Managers could liaise with Parish Council over the interpretation boards as it might be in their mutual interest to enhance the notice board opposite the shop.
7.6 Stelling Minnis Village Hall: No meeting held.
7.7 Bossingham Village Hall: No report.
7.8 Transport & Highways: Cllr Smyth reported that KCC Highways were not answering the telephone reporting line as quickly as they used to. There were a number of pot holes that still needed attention.
7.9 Youth Club: Cllr Gifford reported that there is still a shortage of male volunteers. Mrs Champion had asked if Council would continue to part fund next year. Discussed and Council would be sympathetic to an application.
7.10 Windmill & Museum:
7.10.1 Windmill Secretary reported that the committee had been in discussion with KCC over extending the museum. KCC had indicated that there would not be a problem with such an extension; however nothing should be constructed on the Windmill mound. She showed Council outline plans for the proposed extension. It was agreed that a detailed proposal and planning application would be prepared. It was also agreed to charge SDC’s half fee of £85 – a reduced rate for Parish Council – to the windmill account - proposed Cllr Day and seconded Cllr Stuart unanimously approved.
7.10.2 Friends of the windmill – as there is a lack of volunteers, forming a society was not considered viable. The windmill committee will continue manage the mill. Noted.
7.10.3 Museum ownership. Should KCC be asked to take over ownership of the museum as it is on their land was discussed. Windmill committee to debate and report back with a recommendation.

8 VILLAGE APPRAISAL ACTION PLAN REVIEW
Deferred until next meeting.

9. FINANCE
8.1 Bills to pay:
8.1.1 Windmill account - Electricity account £54.09. Approved. Proposed Cllr Barber seconded Cllr Day.
8.1.2 General account - Clerks salary for August (13 hours) £104.53
Clerks expenses £4.97
Approved. Proposed Cllr Haffenden seconded Cllr Gifford.
.
10. INORMATION RETENTION AND ARCHIVES
10.1 Discussed recommendations by KALC and agreed that their recommendations should be used as a guide to what documentation to retain and archive and what to destroy. Cllr Day and Clerk to deal with as an ongoing project.

11 ELECTION OF OFFICERS (with effect from 1st October).
11.1 Chairman. Cllr Haffenden was nominated. Proposed Cllr Day seconded Cllr Stuart. Cllr Haffenden accepted the nomination and was duly elected.
11.2 Vice Chairman. Cllr Stuart was nominated. Proposed Cllr Haffenden seconded Cllr Barber. Cllr Stuart accepted the nomination and was duly elected.
11.3 Appointment of other representatives:
KAPC/SDC Cllrs Stuart and Speakman
Stelling Minnis Village Hall Cllr Barber
Bossingham Village Hall Cllr Day
Transport & Highways Cllr Smyth
Planning users Group Cllr Stuart
Police liaison Cllr Speakman
Minnis Managers Cllr Haffenden confirmed as SMPC trustee
Cllr Day to act as SMPC representative
Windmill Committee Cllrs Barber, Speakman and Gifford
Youth Club liaison Cllr Gifford.

DATE OF NEXT MEETING – Wednesday, 12th November at 7.30pm

12. QUESTIONS. None.

The meeting closed at 10.25pm

Present: Cllrs Stuart (Chairman), Day, Barber, Smyth, Speakman; SDC Cllr Carr, and 1 parishioner.

Apologies: Cllrs Haffenden, Gifford; D Barlow (Internal Auditor); Mrs Wills (Kentish Gazette)

1. DECLARATIONS OF INTEREST: None received.

2. MINUTES OF MEETING held on 14th May were amended to include Cllr Haffenden as being present, then agreed and signed as a true record (proposed Cllr Smyth, seconded Cllr Barber)

3. MATTERS ARISING
3.1 Chairman’s position: Cllr Stuart advised that he would chair meeting in early September and suggested that Election of Officers be the last item on the Agenda for that meeting.
3.2 Vacancy for a Clerk: Mr N Smith had expressed interest and attended an interview with councillors prior to the meeting. The post will include financial dealings. Discussion on appointment deferred until the end of the meeting.
3.3 Bossingham Sports Facility: Cllr Stuart had discussed this matter with Cllr Hewitt of Upper Hardres PC, and it was felt a joint Parish Council committee be formed to progress this project. Cllrs Barber and Speakman willing to be involved. Cllr Stuart will ascertain from Upper Hardres PC outline plan for proposed facilities. Cllr Carr will enquire about SDC funding.
3.4 Bus Shelter: Cllr Stuart had contacted Community Warden who would visit the village during the school half-term holiday.
3.5 Speedwatch: Two sessions have been held to date. Cllr Stuart thanked Cllr Speakman for agreeing to take over as co-ordinator. The Police have been asked to look at a potential new site.
3.6 Community Mini Bus: Cllr Stuart advised that Upper and Lower Hardres Parish Councils were interested, Petham was not. It was envisaged that it may be difficult to find regular volunteers and someone to co-ordinate and manage the project. Cllr Stuart will discuss with ACRK the suggestion of a Development Officer.

4. MATTERS DEALT WITH SINCE THE LAST MEETING
4.1 Verge cutting: Cllr Smyth advised that her husband had cut the verge at the Curtis Lane/Stone Street junction. Kent Highways are aware of the problem as they could not see out of Curtis Lane on to Stone Street when they recently visited to set up a detour route through the village. Alan Riley is the Highways Officer responsible for road verges and requests for verge cutting should be to Highways helpline (0845 8247800), exact location given and to ensure a Job No. is issued.

5. CORRESPONDENCE
5.1 To table late items of correspondence: none
5.2 KAPC – Parish News – circulated. Cllr Stuart suggested obtaining a quote from the Insurers mentioned next year. ACRK have additional grants available that may be appropriate for the new Sports Facilities.
5.3 SDC Community Chest: £68,500 available this year, panel meet in September and November to consider applications.
5.4 KCC – East Kent Public Rights of Way – reorganisation of offices: noted, copy to Derry Lowe.
5.5 Age Concern AGM – 23 July: Cllr Day will attend
5.6 The South East Regional Sustainability Framework – noted. Clerk has a copy if councillors wish to study this.

6. PLANNING
6.1 Planning Matters:
Cllr Stuart will raise concerns about planning enforcement with C Lewis, SDC Chief Planning Officer. Cllr Day will ask C Gooch if he receives notification of planning applications.
6.2 To table late applications received for consideration: none received
6.3 To table planning applications dealt with since the last meeting:
6.3.1 Hatch Farm Annexe Double garage No Objections (7:0)
6.3.2 High Chimney Farm Garden Room No comments submitted (applicant is a councillor)
6.3.3 Swallows Rest Internal Alterations/roof No objections (6:1)
Doubts expressed re: porch, boundaries, access and parking aspects of the application
6.3.4 Cherry Garden Farm Outbuilding to form Annexe Support/No Objections (3:4)
6.4 To table decisions by the Planning Authority:
6.4.1 Windemere New roof, etc. Granted

7. REPORTS
7.1 Kent County Council: Cllr Carey not present.
7.2 Shepway District Council: Cllr Carr reported on a recent PACT meeting on vandalism; East Kent Partnership with Thanet, Canterbury, Dover, SDC and KCC councils is working well; new computerised system at SDC offices in place and training more call centre people
7.3 SDC/KALC Joint Committee: written report received from Cllr Stuart highlighting items discussed - East Kent Local Services Partnership, cesspool emptying, election of Chair and Vice Chair of PC’s, KCC grass cutting on major roads, street name signs, etc.
7.4 SDC Planning Users Group: written report received from Cllr Stuart, highlighting staffing, conservation areas, planning policy, KCC and planning applications, implementation of planning conditions.
7.5 Minnis Managers: Cllr Day was not present at last meeting but advised that a grant of £17,000 had been received towards fencing the west side of the Minnis off Bossingham Road for grazing. Cllr Stuart reported on the recent public meeting to re-form the Friends of Stelling Minnis (FOSM).
7.6 Stelling Minnis Village Hall: Cllr Stuart gave a report. ACRK have undertaken a Hallmark grading of the Village Hall and have awarded it a Level 1 hallmark (good standard). They have been urged to apply for Level 2.
7.7 Transport & Highways: Cllr Smyth advised that the pothole in Curtis Lane has been attended to. It was noted that the Bossingham Road sign by Chapel Farm has been pulled out. Cllr Stuart had asked SDC to reposition this sign at the same time as replacing the missing Curtis Lane sign. Cllr Stuart had raised recent accidents and speeding on Stone Street with the Police and Cllr Carey.
7.8 Youth Club: volunteers are still needed.
7.9 Windmill & Museum: Clerk reported that improvements to the Kitchen area will be completed shortly. More helpers, especially Mill guides, are needed. SM Windmill Museum & Community Fund had received a donation of £7,000 from The Roger de Haan Charitable Trust for the Museum extension and, following the Windmill Fete on 21 July, there should be sufficient funds available to complete this project. Clerk anticipated that plans for the extension would be finalised at the next Committee meeting for presentation to KCC and the Parish Council in order that planning permission can be applied for.

8. FINANCE
8.1 Funds received - General a/c
8.1.1 ACRK £348.75 Grant towards Speedwatch equipment.
8.1.2 Hardres/Stelling News £100.00 Contribution towards Parish Plan

9. DATE OF NEXT MEETING – Wednesday, 3rd September at 7.30pm

10. QUESTIONS. None.

The meeting was then closed

Present: Cllrs Stuart (Chairman), Day, Barber, Gifford, Smyth, and 1 parishioner.

Apologies: Cllr Speakman; D Barlow (Internal Auditor); KCC Cllr Carey; SDC Cllr Carr and Mrs Wills (Kentish Gazette)

1. DECLARATIONS OF INTEREST: Cllrs Stuart and Day, re: Item 10.3 - Parish Plan accounts

2. ELECTION OF OFFICERS

Cllr Stuart wished to stand down as Chairman and Cllr Day as Vice Chairman. However, both councillors agreed to continue until September. Clerk intends retiring in July but offered to continue as Treasurer, and also as Windmill Secretary, if required. Cllr Stuart will draft advertisement for the vacancy of a Clerk for the parish magazine, etc. Cllr Day recorded a vote of thanks to Cllr Stuart for all his hard work as Chairman, and to the Clerk for 31 years service.

2.1 Chairman: Agreed to appoint in September. Proposed Cllr Smyth, seconded Cllr Gifford
2.2 Vice Chairman: Agreed to appoint in September Proposed Cllr Smyth, seconded Cllr Gifford
2.3 Internal Auditor: Mr D Barlow Proposed Cllr Stuart, seconded Cllr Day
2.4 Treasurer/Responsible Financial Officer: defer until appointment of new Clerk

3. MINUTES OF MEETING held on 5th March were taken as read, confirmed and signed.

4. MATTERS ARISING
4.1 Parish Plan: Cllr Stuart advised that this has now been published, presented to parishioners at a public meeting on 10th May and a copy will be delivered to every household. The Plan showed a need for sports facilities and Cllr Stuart had contacted the Chairman of Upper Hardres PC about their proposal for a multi-sports facility at Bossingham Village Hall, and asked if a representative could attend and give a report at a future meeting. Cllr Stuart had also asked Cllr Carr to find out if any funding is available from SDC.
4.2 Bus Shelter: It would appear that youngsters are using this as goal posts and the shelter could be damaged again before too long. Cllr Stuart will speak to Mr Harrison, the Community Warden.
` 4.3 Speedwatch: This has been operating for 2 weeks and showed 2% travelling at over 40mph, and 5-10% at just over 30mph. A third site may be beneficial.
4.4 Talk by Chris Lewis, Chief Planning Officer: This will be held on 4th June at 7pm and members of Elham Parish Council will be attending.
4.5 Community Mini Bus: Cllr Stuart advised that Upper Hardres PC had expressed interest and had suggested meeting informally with other neighbouring parishes to discuss. One of the difficulties of setting up a scheme could be the recruitment of regular volunteers and a co-ordinator.

5. MATTERS DEALT WITH SINCE THE LAST MEETING
5.1 Stone Street – accidents and speeding. Cllr Stuart had contacted KCC Cllr Carey and PC Sharp on this matter. The Kent & Medway Safety Camera Partnership, based at Nackington, will obtain up-to-date crash statistics from Kent Highways and review.
5.2 Minnis Field – Parking. Cllr Stuart had replied to the resident in response to their concerns.

6. CORRESPONDENCE
6.1 To table late items of correspondence: none
6.2 KAPC – Parish News – noted.
6.3 Challenge Group – parish map: this showed all properties, and it was understood the Challenge Group are providing every household with a copy. No action.

7. PLANNING
7.1 Planning Matters:
7.1.1 KCC – advising of proposed changes to the planning application process: noted
7.1.2 Planning Portal Consultation: Cllr Stuart had responded highlighting problems this Parish Council would have with e-planning.
7.1.3 Breach of planning regulations: Several concerns were raised and Cllr Stuart will contact the SDC Planning Enforcement Officer.

7.2 To table late applications received for consideration:
7.2.1 Malt Farm Change of Use of Barn to separate dwelling Objections (7:0)
7.2.2 Malt Farm Change of Use of Barn to Residential Annex No objections (7:0)
7.2.3 Windermere New roof, etc. Objections (6:1)
7.2.4 Abbotswood Replacement dwelling Objections (7:0)
7.3 To table planning applications dealt with since the last meeting:
7.3.1 Anvil House Two-storey extension Support/No Objections (4:3)
7.3.2 Drove Croft Replacement garage, workshop Support (7:0)
7.4 To table decisions by the Planning Authority:
7.4.1 Little Palmstead House - Extensions Granted
7.4.2 Land to rear of Coxsole Farm – Agricultural crop storage building Granted

8. REPORTS
8.1 Kent County Council: Cllr Carey not present.
8.2 Shepway District Council: Cllr Carr not present.
8.3 SDC Area Committee meeting: written report received from Cllr Stuart who drew attention to the 2007 Local Government Act which will, in due course, affect the way Parish Councils appoint Chair and Vice Chairpersons.
8.4 Stelling Minnis Village Hall: Cllr Stuart had attended their AGM and gave a brief report.
8.5 Bossingham Village Hall: Mr Barlow had advised that the roof is to be cleaned and the area in front of the hall is to be re-surfaced in the next few weeks. A Bookings Clerk is required.
8.6 Transport & Highways: Cllr Smyth advised that Sandy Lane has been attended to. Cllr Stuart felt the Stelling Minnis village sign on Bossingham Road needed to be re-painted.
8.7 Youth Club: volunteers are still needed.
8.8 Windmill & Museum: Clerk reported on a slow start to the season due to snow and poor weather. The Parish Council insurance policy covers volunteers for Employers & Public Liability, but only those aged 15-75 for Personal Accident. As several Windmill guides are older than 75, the Clerk has raised this matter with KCC.
8.9 Minnis Managers: Cllr Day advised that the Owner’s Agent, Charlie Gooch, deals with boundary disputes and will be visiting sites in the coming weeks.

9. APPOINTMENT OF REPRESENTATIVES

All representatives were re-elected, subject to review in September.

10. FINANCE
10.1 Parish Council Statement of Accounts as at 31.3.07 were agreed (proposed Cllr Day, seconded Cllr Haffenden)
10.2 Annual Audit Commission Return: Accounts approved, and signed by the Chairman. Clerk and Internal Auditor to submit accounts to Audit Commission.
10.3 To receive Parish Plan Accounts: Cllr Stuart had prepared accounts showing a final cost of £2,425.00. Grants totalling £2,055.50 had been received, leaving a shortfall of £369.50. Cllr Day advised that Upper Hardres & Stelling News will sponsor £100 for the public presentation and distribution of the Parish Plan. The Parish Council had previously agreed to contribute 10%, based on the original estimate. Following discussion, it was agreed the Parish Council would increase their contribution to cover the balance outstanding (proposed Cllr Haffenden, seconded Cllr Smyth)
10.4 Accounts for Payment. The following were agreed:-
10.4.1 Parish Council Account (proposed Cllr Barber, seconded Cllr Gifford – all in favour).
Cllr Stuart advised that the grant application for the Speedwatch equipment had been approved and will contact ACRK as this has not yet been received.

KAPC Membership 217.26
ACRK Membership 35.00
Allianz Cornhill Insurance 383.61
C.P.R.E. Membership 28.00
S.M.V.Hall Hire of Hall (6 @ £6) + APM (£11);
Speedwatch Training 12.4.08 (£11) 58.00
S.M.V.Hall Hire of Hall 1.4.07-14.5.08 re: Parish Plan 69.00
Mrs S Carter Honorarium 1,383.75
Mrs S Carter Clerk Expenses 270.86
Stelling Church Annual donation re: upkeep of churchyard 200.00
Age Concern Annual donation 100.00
BCTV Annual donation re: Tree & Footpath Warden 100.00
Bossingham V.Hall Youth Club 200.00
Mickle Print Parish Plan 1,534.00
Lyminge P.C. Speedwatch device 348.75

10.4.2 Windmill a/c (proposed Cllr Smyth, seconded Cllr Barber – all in favour)

Allianz Cornhill Museum Building & Contents Insurance 187.67
G Poile Mill Manager/Custodian 185.00
S Carter Mill Secretary Expenses 262.09
D Maxwell Contribution to field cutting 45.00
EDF Energy Electricity 44.99
MJ Magnets Key Rings (sale item) 89.00
S.M.V. Hall Meetings (2) 12.00

11. FUTURE MEETINGS|
11.1 To agree Schedule of Meetings 2008-09
Cllr Stuart had drawn up two possible programmes of Parish Council meetings for 2008-09. As some councillors would have problems attending monthly meetings and there may be difficulty in ensuring a quorum for these, it was agreed the existing bi-monthly meetings should continue with additional meetings arranged if required. Wednesday was the preferred day and the following dates decided:-

July 2; September 3; November 12; January 14, March 4 and May 13

11.2 Annual Parish Meeting 2009 - Wednesday, 22nd April.

11.3 DATE OF NEXT PARISH COUNCIL MEETING – Wednesday, 2nd July at 7.30pm

12. QUESTIONS

12.1 Mr Smith queried why the Parish Council Precept increased by 12.9% compared to the much lower KCC and SDC rates.

12.2 Mr Smith, editor of the parish magazine, thanked the Chairman for his communication with the public.

There being no further business, the meeting closed at 10.17pm

Present: Cllrs Stuart (Chairman), Barber, Gifford, Smyth, Speakman; KCC Cllr Carey, SDC Cllr Carr,
D Barlow (internal auditor), Mrs A Wills (Kentish Gazette) and 2 parishioners.

Apologies: Cllrs Day and Haffenden

1. DECLARATIONS OF INTEREST: None

2. MINUTES OF MEETING held on 9th January 2008 were taken as read, confirmed and signed.

3. MATTERS ARISING
3.1 Parish Plan: 2 quotes for printing final report had been received, SDC had declined. Mickle Print quote accepted (£1,340). Further DEFRA grant (£505.50) obtained to cover shortfall in budget. Public presentation of report will be on Saturday, 10th May in the Village Hall.
3.2 Bus Shelter: SDC had donated two boxes of tiles. Local builder, Tom Glancy, had now repaired.
` 3.3 Speedwatch: Cllr Stuart had circulated all councillors with an action plan. 10-12 volunteers required - 5 volunteers had come forward to date, plus 5 councillors (Cllrs Stuart, Speakman, Day, Smyth and Barber). SMPC are unable to proceed with Upper Hardres as they are in a different Police area. Cllr Stuart had spoken to Lyminge and Elham who are willing to share equipment. Cllr Carey had confirmed that £1,000 is available from the KCC Members’ Grant Scheme, leaving each Parish to contribute approximately £350. Cllr Stuart understood a grant may be available from ACRK for our contribution and will apply for this. Clerk to check cost of any addition to our Public Liability insurance. Cllr Stuart will speak to the Village Hall about storage of equipment, and also to PC Sharp about arranging a Training Day on a Saturday.
3.4 Talk by Chris Lewis, Chief Planning Officer: Clerk had spoken to Clerk at Elham PC and they suggested meeting be held at Stelling Minnis. Clerk to contact Mr Lewis with suggested dates – 2nd April, 21st May or 4th June.
3.5 Local Bus Service – contract for existing service will be maintained.

4. MATTERS DEALT WITH SINCE THE LAST MEETING
4.1 Highways Matters – the broken signs at Bossingham Road, opposite Minnis Lane, have been re-fixed. Cllr Stuart will inspect the road sign at Chapel Farm and contact SDC if necessary.
4.2 SDC: LDF – Core Strategy Issues & Alternative Options - response sent.

5. CORRESPONDENCE
5.1 To table late items of correspondence:
5.1.1 Affordable Housing Strategy – circulated
5.1.2 ACRK – Kent village of the Year 2008 – no action
5.1.3 The Romney Marsh Visitor Centre – noted
5.2 KAPC – Parish News – noted. Cllr Barber to attend Planning Information Day.
5.3 KCC Draft Permit Scheme – noted
5.4 SDC Standards Committee: Review of process for appointing Parish Council representatives. Cllr Stuart outlined the current procedure whereby SDC select two Parish Councillors. Councillors agreed that Parish Councils should elect their representatives, and Cllr Stuart will respond accordingly. The expected change to 3 Parish Council representatives will make this more significant.
5.5 Police/Parish Council Forum Meeting – 3rd April. Cllrs Smyth and Speakman will attend.

Members were reminded to ring councillor if leaving correspondence in shop for collection.

6. PLANNING
6.1 Planning Matters:
6.1.1 SDC advised that an application for change of use of land can be applied for at any time, whether or not the change of use has taken place, and this would be assessed on the planning merits of the case. A Certificate for Lawful Development for change of use of agricultural land to residential curtilage can only be issued if the Council is satisfied that the use has been carried out on land for a period of at least 10 years.
6.1.2 Appeal decisions – SDC produce a quarterly report on appeal decisions and Parish Councils can receive a copy. Parish Councils are advised to respond to DofE Planning Inspectorate appeals, even if no further comments are to be made, and ask for a copy of their decision.
6.1.3 Lydd Airport Development: letter from Mr J F Martin, Woodchurch – no action.
6.2 To table late applications received for consideration:
6.2.1 Drove Croft, Bossingham Road Replacement Garage
6.2.2 Anvil House, Pony Cart Lane Two-storey rear extension.
The applicant was present at the meeting and outlined his proposal.
As two councillors were absent, both applications will be circulated for their comments.
6.3 To table planning applications dealt with since the last meeting:
6.3.1 Land rear of Coxsole Farm Agricultural crop storage building
No comments submitted as applicant is a Parish Councillor
6.3.2 Little Palmstead House Front & Rear Extension No objections (6:1)
6.4 To table decisions by the Planning Authority:
6.4.1 Juniper Lodge Extension, alterations, garage Granted
6.4.2 Badgers Croft, Mill Lane Extensions, 3 dormer windows Granted

7. REPORTS
7.1 Kent County Council: Cllr Carey reported that the Freedom Bus pass scheme will cost £10 million, and there are no plans yet to extend this to 16-18year olds. KCC Council Tax increased by 3.9%. Highways will be inspecting flooding outside School shortly. Cllr Carey was asked to obtain further details about the KCC Cabinet Members’ scheme for parish mini buses.
7.2 Shepway District Council: Cllr Carr reported that a Police & Communities Together (PACT) meeting is being held at Elham Village Hall. Local Strategic Partnership “clusters” are dealing with local issues. Audit Commission are currently carrying out an SDC Comprehensive Performance Assessment inspection.
7.3 SDC/KALC Area Committee meeting - written report by Cllr Stuart received.
7.4 SDC & Parish Councils’ Joint Committee meeting - written report by Cllr Stuart received
7.5 SDC Planning Users Group meeting – written report by Cllr Stuart received
7.6 Stelling Minnis Village Hall: AGM on 17th April.
7.7 Bossingham Village Hall: AGM on 17th March.
7.8 Transport & Highways: Tony Hammock, Highways, will have another look at the flooding at Curtis Lane/Stone Street junction. Cllr Smyth will advise of pothole outside Croucher Cottage.
7.9 Youth Club: Male volunteers needed.
7.10 Windmill & Museum: Clerk reported on the Committee meeting held on 16th January. It was hoped additional helpers would be recruited at the Open Days on 9th and 16th March as there are 33 dates to fill this year. Mr Fleming (SDC Environmental Health) had carried out the required inspections and confirmed the proposed Museum kitchen alterations, and arrangements for baking scones, complied with regulations.

8. FINANCE
8.1 Budget Forecast: Cllr Stuart suggested a small fund scheme for donations could be considered at the November meeting when setting the Precept for 2009-10.
8.2 Audit Commission – advising of appointing new External Auditor, and Audit fee charges.
8.3 Funds received:
Parish Council a/c
ACRK DEFRA grant – Parish Plan £505.50

Windmill a/c
Stelling Minnis Stores Sale of calendars £300.00
8.4 Accounts for Payment: the following were agreed:-
Parish Council a/c (proposed Cllr Speakman, seconded Cllr Gifford)
SDC Lottery Registration renewal £20.00
T Glancy & Son Bus shelter roof repair £50.00
Windmill a/c VAT refund on purchases £207.71

Windmill a/c (proposed Cllr Smyth, seconded Cllr Barber)
Pilgrims Hospice Donation from sale of calendar £50.00
Kent Air Ambulance Donation from sale of calendar £50.00
9. DATE OF MEETINGS:
9.1 Annual Parish Meeting Wednesday, 16th April at 7.30pm
9.2 Parish Council (the annual) Wednesday, 14th May at 7.30pm
Cllr Stuart asked councillors to consider frequency of meetings prior to meeting on 14th May.

10. QUESTIONS – none

There being no further business, the meeting closed at 9.45pm

Present: Cllrs Stuart (Chairman), Day, Gifford, Haffenden, Smyth, Speakman; KCC Cllr Carey, SDC Cllr Carr, D Barlow (internal auditor), Mrs A Wills (Kentish Gazette) and 1 parishioner.

Apologies: Cllr Barber

1. DECLARATIONS OF INTEREST: Cllr Stuart re: expenses, Item 8.3

2. MINUTES OF MEETING held on 7th November 2007 were taken as read, confirmed and signed.

3. MATTERS ARISING
3.1 Parish Plan – Action Plan: In line with discussions at the meeting held with Parish Councillors on 5.12.07, this had been amended and circulated. Cllr Smyth queried items of action. Cllr Stuart confirmed that these were a reflection of matters to be considered by the Parish Council in the future. Following discussion, councillors agreed the completion of the Parish Plan (proposed Cllr Haffenden, seconded Cllr Gifford, all in favour). Cllr Day wished to record a vote of thanks to Nick Smith for the preparation of the final document (all agreed). Cllr Stuart advised that the Appraisal Group will now arrange the printing and circulation of this document, and presentation at a public meeting.
3.2 Bus Shelters – Waste Bins: Cllr Stuart was saddened to report that the recently repaired bus shelter had been vandalised, and the central roof section needs repair. Cllr Stuart will ask SDC about repair and tiles. Agreed to make alternative arrangements for repair if necessary (proposed Cllr Day, seconded Cllr Speakman). Cllr Stuart will contact the Community Police Officer. In view of the recent spate of vandalism, provision of waste bins held in abeyance.
` 3.3 Cesspool Emptying Service: Reply from the National Association of Parish Councils’ Legal Department dated 12.12.07 was tabled. No further action required.
3.4 Speed Limits and Speedwatch: Cllr Stuart advised that Upper Hardres Parish Council are interested in participating in a Speedwatch scheme. Canterbury City Council have arranged a briefing at Christchurch College on 24th January - Cllrs Speakman, Day, Gifford and Stuart to liaise. The equipment costs £2,000 but can be shared between several parishes. Cllr Carey offered to match fund 50% from the KCC Members Grant Scheme and suggested that Upper Hardres could also approach their KCC Councillor. The Police, at present, are able to provide free training sessions but require 10-20 volunteers to attend. Highways advised that additional road signs, gate markings, etc., will cost £5,000 and that the Parish Council would have to contribute 50%. Cllr Carey will ask Highways if the roads can be painted indicating speed limit.
3.5 Stelling Minnis Post Office: Cllr Stuart reported on meeting held with the Postmistress. Post Office opening hours reduced to 3 days, the only concession being that the Post Office will open on the Friday preceding a Bank Holiday Monday.
3.6 KCC – Post Office consultation: Petition with over 200 signatures sent to KCC.
3.7 Elham Parish Council – Talk by Chief Planning Officer: Clerk to contact Clerk at Elham PC again.

4. MATTERS DEALT WITH SINCE THE LAST MEETING
4.1 KCC contract re: web-site – Parish Council link. Signed by Chairman and copy retained.
4.2 Highways Matters – Sandy Lane: Mr Hursey had written about flooding and state of road. Cllr Haffenden will be attending KCC Highways “Pipkin” seminar, which covers prioritisation of rural road maintenance, etc., on 10 January. Cllr Stuart will reply to Mr Hursey.
4.3 Bus contracts for Stelling Minnis service: tenders sought for renewal from April, 2008.
4.4 SDC - Street naming: Clerk had replied confirming agreement to the proposal to change the postal address of properties in Church Lane to Stelling Minnis, currently listed as Petham.

5. CORRESPONDENCE
5.1 To table late items of correspondence:
5.1.1 Lord Lieutenant’s Civic Service at Canterbury Cathedral (4 March). Cllr Day will attend.
5.1.2 SDC Licensing Policy – questionnaire. No action
5.1.2 Dept of Transport Consultation on Bus Passenger representation: Cllr Stuart will raise this at the next KAPC Area Committee meeting.
5.1.3 CPRE – Climate Change Conference on 1.2.08 at County Hall, Maidstone: no action
5.2. KAPC – Parish News – noted
5.3 Kent Fire & Rescue Service – consultation: due to government funding, reduced service in Folkestone. Cllrs Carey and Carr felt rural areas were disadvantaged. No action.
5.4 Kent Air Ambulance - appeal: budget determined for 2008-09, consider for next year.
5.5 Bossingham Pre School – appeal: budget determined for 2008-09, consider for next year.

6. PLANNING
6.1 Planning Matters: SDC weekly lists - applications in Elham Parish: no further action
6.2 To table late applications received for consideration:
6.2.1 Badgers Croft, Mill Lane Roof alterations No objections (6:0)
It was noted that the planning application for a new dwelling is still ongoing.
6.3 To table planning applications dealt with since the last meeting:
6.3.1 Juniper Lodge Extension & alterations Support (7:0)
Replacement garage Objections (4:3)
6.4 To table decisions by the Planning Authority:
6.4.1 Hatch Farm DoE Appeal - Garage Dismissed
6.4.2 Old Telephone Exchange DoE Appeal – Conservatory Allowed
6.4.3 1 Stelling Church Cottage 2-storey rear extension Granted
6.4.4 Stone Hall, Stone Street 2-storey side extension Granted
6.4.5 Courthope Farm, Mill Lane Walls, Units 1 & 2 Granted
6.4.6 Gordon House, Mill Lane Change of use of land Refused

7. REPORTS
7.1 Kent County Council: Cllr Carey reported that the Freedom Bus pass scheme for 11-16 olds is to be extended to the whole county by 2009. M20 Operation Stack – movable barriers to be installed by June 2008 between Junctions 11 & 12, able to stack 700 lorries and looking to extend to Junction 13. Lorry park is on hold as no funds available. Overnight parking still a problem and this matter could possibly be referred to the European parliament.
7.2 Shepway District Council: Cllr Carr reported that the Concessionary Bus service, available at off peak times, becomes nationwide in April. This will have budget implications for SDC, also bus operators are seeking increased reimbursement for tickets issued. Cllr Carr agreed to lobby for use of bus passes on earlier service. SDC audit during Feb/March. The Lydd Airport planning application meeting will be shown on web-cam. Cllr Stuart asked if SDC are going to charge for emptying brown bins - Cllr Carr advised a decision will be made on 16 January.
7.3 Minnis Managers: no report, next meeting on 5th February. It was agreed the Managers should be given a copy of the Parish Action Plan.
7.4 KAPC A.G.M. – written report by Cllr Stuart received.
7.5 SDC/KAPC Joint Committee: - written report by Cllr Stuart received
7.6 Stelling Minnis Village Hall: no meeting
7.7 Bossingham Village Hall: Mr Barlow advised that a grant has been received to repair and tidy up the area in front of the Hall. Bossingham Brownies now use Stelling Minnis Village Hall and this may be in breach of the agreement reached when the Chapel was converted.
7.8 Transport & Highways: Split Lane has been attended to. Cllr Haffenden understood that public consultation/transport order would be required for a new circular road width restriction sign. Cllr Haffenden will explore cost of sign. Cllr Stuart will follow up possible provision of sign on existing post. Cllr Smyth to ask Highways to fill potholes in Sandy Lane.
7.9 Youth Club: 20 dates for coming year and supervisors are needed from Stelling Minnis.
7.10 Windmill & Museum: Social get-together held on 25.11.07 for volunteers and guides. Committee meeting arranged for 16.1.08. Following discussion on the sale of calendars, Councillors suggested that the Clerk could refer the allocation of proceeds to the Committee.

8. FINANCE
8.1 VAT Claim: refund of £432.35 (PC) + £207.71 (Windmill) received on 1.12.07.
8.2 Precept 2008-09: Councillors confirmed this should remain at £3,600 as previously agreed.
8.3 Accounts for Payment: The following were agreed:-
Parish Council a/c (proposed Cllr Speakman, seconded Cllr Gifford)
8.3.1 N Smith Parish Plan – Expenses £19.64
8.3.2 D Stuart Travelling Expenses Sep-Dec £85.80
Windmill a/c (proposed Cllr Day, seconded Cllr Speakman)
8.3.3 Mickle Print Village Calendars £100.00
Clerk to write thanking Tim Ashenden for his help, discount and donation.

9. DATE OF NEXT MEETING: Wednesday, 5th March at 7.30pm

10. QUESTIONS – none

There being no further business, the meeting closed at 9.46pm

Present: Cara Cooper, Barry Thwaites, George Poile, Barry Cox, Pippa Barber, Jeremy Speakman, Jenny Morgan, Margaret & John Leach and Shelagh Carter

1. 2009 SEASON

There had been an increased number of special group and school visits this year which had generated more income for both the Mill (£1,372) and Museum (£2,832). All agreed a “thank you” gathering should be arranged for helpers and guides, SC offered to host again.

2. SIGNS

2.1 Jeremy will speak to ARC Creative Design, Folkestone about new Mill Lane and entrance signs, and will ask if they would be able to help with captions for displays and exhibits. Jenny asked if JS could also enquire about Historical Society signs for their renovated gates.
2.2 If “sandwich-board” signs (Barry T provided info at the last meeting) are used, these would need to be secured into the ground and easily removed at the end of the afternoon.
2.3 SC had previously obtained info from KCC about Brown Country Tour signs for the Stone Street signpost – at that time, an application fee of £185 was required and, if approved, a sign would cost in the region of £700.

3. FRIENDS GROUP

3.1 Jeremy and Pippa reported that the Parish Council are in full agreement with the Committee’s proposal that they be established as an independent Friends Group and take over ownership of the Museum and management of the Mill.
3.2 SC to deal with Items 3.1 – 3.4 from meeting on 9.8.09
3.3 General discussion on start-up costs and anticipated annual costs of running the Museum – paying legal fees for the additional land, Charitable Trust Deed, insurances, rates, electricity, allowing for changes in regulations, building maintenance fund, advertising and publicity, etc. It was felt that a contingency fund of £10,000 would be required.

Funds will also be needed for sorting out problems with drainage/cesspool and, as previously discussed, built-in display cabinets, suggested specialists employed to set up the Museum, purchase of other equipment (freezer, microwave, etc), improving wheelchair access from car parking area and moving of electricity pole.

4. MUSEUM EXTENSION

4.1 A revised deadline of 25th September had been given to all the contractors suggested at the last meeting, and 4 quotations had been received:-

Kevin Hafner Period Restorations, Stelling Minnis 23,494.50
Bob the Builder, Ramsgate 28,864.04
S.A. Jones Ltd., Folkestone 34,531.80
Kevin Knowles, Misling 53,250.00

Following discussion, it was agreed that Kevin Hafner was the preferred contractor (proposed Barry Thwaites, seconded Cara Cooper – all in favour). SC to speak to Kevin to see if any savings can be made, and if members could assist with any of the work.

4.2 SC outlined approximate funds in hand for extension. 2009 figures have not been added as accounts have not yet been verified:-

Museum Funds held by Parish Council 6,939.51
SMWMCF (Fete) 20,258.58
£27,198.09

5. DATE OF NEXT MEETING – Monday, 9th November at 8pm at Cara’s
(Swallows Rest, Bossingham Road)

Note: Monday was the agreed day, but incorrectly calculated as 11th November.

Present: Cara Cooper, Barry Thwaites, George Poile, David McDine, Barry Cox, Jenny Morgan, Pippa Barber and Shelagh Carter

1. APOLOGIES FOR ABSENCE received from Jeremy Speakman, John & Margaret Leach.

2. NOTES OF MEETING held on 15th March were accepted as a true record.

3. MUSEUM EXTENSION
3.1 Acquisition of land: nothing further to report.
3.2 Internal Layout: Graham had prepared an amended drawing. It was agreed that the double door to front of new extension should be altered to a window, and that access to the storage area is by a single door in the new extension and a double door in existing. All doors to be solid wood so that displays can be mounted on these, if required. Members wished to thank Graham for preparing further drawings, and for his advice and patience.
3.3 Timescale for construction: for the safety of visitors, it was agreed to delay the commencement date until the end of the season. Preparation of teas would also be a problem whilst building work is taking place. As September is usually quiet, and with the shortage of guides, it was felt that the season could close after the National Heritage week-end and building works commence on 14th September.
3.4 List of tenderers: It was agreed that Shelagh approach local contractors only.
Tenders to be received by 1st July for consideration at next meeting.

4. HEALTH & SAFETY:
Preferred days for H&S and Fire training are Monday or Wednesday evening or week-ends. Shelagh to contact Allan at KCC. Shelagh to provide a sign in the Mill asking visitors to wait for a guide.

5. GUIDANCE NOTES FOR VOLUNTEERS – No additions required for Windmill guides. Museum helpers to ensure that the toilet door is left open at the end of the afternoon.

6. REPORT FOR ANNUAL PARISH MEETING – 22nd April 2009
Cara will present report for the Museum and George for the Windmill.

7. DATE OF NEXT MEETING - SUNDAY, 19th JULY at 12 noon.

Present: Barry Thwaites, George Poile, David McDine, Barry Cox, Jeremy Speakman, Jenny Morgan, Margaret & John Leach, Pippa Barber and Shelagh Carter
In attendance: Graham Carter (planning consultant, Item 3.2, part-time)

1. APOLOGIES FOR ABSENCE received from Cara Cooper, and non-committee members -
Allan Cox (KCC) and Ivor Champion (re: Item 3.1)
No-one had heard from Wayne Gifford or Paul Jarvis.

2. TO APPOINT OFFICERS – (proposed Margaret Leach, seconded Barry Cox)
2.1 Chairman: Cara Cooper
2.2 Vice Chairman: Barry Thwaites
2.3 Secretary: Shelagh Carter

3. MUSEUM EXTENSION
3.1 Acquisition of land: SDC have granted planning permission for an extension. The land the Museum stands on is owned by KCC, in many ways it would be simpler if the additional land is also owned by them. This needs to be agreed with Ivor and KCC. Shelagh suggested that as Ivor is donating the additional land, the Museum pay for any legal costs he incurs – no objections. Ivor and Graham will peg out the proposed extension, George felt a temporary fence should then be erected so that building work is contained within the site.
3.2 Internal Layout: Storage for exhibits, so that displays can be changed periodically, is required and, if possible, storage for plastic tables and chairs. David suggested that the extended display area could also include information on the village. Margaret and Jenny asked if it would be possible to have the toilet elsewhere, away from the seating area. Meeting then briefly adjourned to measure the rear sloping roof to assess space/height available. Graham advised that a toilet in the rear extension would not comply with the latest regulations. All agreed to leave the toilet in situ. It was felt that screening in front of the toilet could make wheelchair access difficult, and would also detract from the oven painted on the wall and the shop. The extension will provide more space for seating away from the toilet area. Graham will provide an internal layout plan for the next meeting. Built-in display units would be preferable to the existing cabinets. It was agreed to find a new home for the 6’ rectangular table, possibly in the Mill.
3.3 Timescale for construction: to be discussed at next meeting.
3.4 List of tenderers: to be decided at next meeting.

4. INSURANCE:
This was raised with Allan Cox at a Kent Windmills Meeting on 7th March 2009 (Item 5) – Shelagh gave a copy of the minutes to members for their information. Allan had also sent through a copy of the KCC Insurance schedule.

5. HEALTH & SAFETY:
KCC will arrange training days for Health & Safety and Fire Regulations at individual Mills. Committee to agree some dates at next meeting. George advised that Allan had inspected the replacement belt housing and the rotted balcony upright post that he had recently repaired. A fire inspection was carried out 3 months ago. Shelagh to confirm with Allan that George can provide training for operating the machinery in the Mill.

6. 2009 SEASON
6.1 Windmill Guide Rota – Jeremy will organise guides. For H&S reasons, TWO guides are required for each opening. There are 30 dates to fill (8 less than last year), plus several group visits already booked. Everyone was asked to try and recruit new guides for the Mill, and also Museum helpers
6.2 Museum Helpers Rota – Jenny will contact last year’s helpers. Two helpers at least are required each week. Shelagh will then draw up the Rota and circulate to volunteers, etc.
6.3 Sales Items – sufficient supplies in stock for this year. More badges may be required.
6.4 Cream Teas – discussion on possibly increase. Decided to leave at £2.50, £2.00 for those who didn’t want jam/cream, and £1 for pot of tea/cup of coffee. Plain scone would be £1.
6.5 Exhibits – George and Jeremy will do information labels for exhibits
6.6 Advertising – Shelagh to arrange advertisement in KMG What’s On Guide and the Herald/Adscene Group papers. Jeremy will do a Press Release for radio stations and local papers. Kent Windmills/Stelling Minnis mill leaflets – Jenny will take some to Sibton Park; Barry T will circulate in Barham and John will take to local pubs. It was felt copies could also go to local B&B’s, Caravan Parks, camp sites, etc.
6.7 Road signs – Barry T will re-paint the Mill Lane sign. Shelagh to press Allan about providing a brown tourism sign on Stone Street.
6.8 Cleaning working party – agreed this would follow on after the next meeting. Mill has been swept.
6.9 Guidance notes for volunteers – copies of last year’s notes circulated for comments/additions at next meeting.

7. REPORT FOR ANNUAL PARISH MEETING – deferred to next meeting.

8. DATE OF NEXT MEETING

Sunday, 5th April at 10am. (to be followed by a cleaning working party)

Present: George Poile, David McDine, Shelagh Carter, Barry Cox, Barry Thwaites, Wayne Gifford, Jeremy Speakman, Cara Cooper, Jenny Morgan, Margaret & John Leach.
In attendance: Bob Horn, David Maxwell

1. APOLOGIES - Paul Jarvis, Allan Cox (KCC), Pippa Barber

2. TO APPOINT OFFICERS – (proposed George, seconded Jeremy)
2.1 Chairman: Cara Cooper
2.2 Vice Chairman: Barry Thwaites
2.3 Secretary: Shelagh Carter
Everyone supported David McDine in thanking George, as outgoing Chairman, for all the work he has done, and continues to do, looking after the Windmill and Museum.

3. 2008 SEASON – OPENING (Sunday, 23 March)
3.1 Rota: 33 dates to fill. All members asked to find at least one additional helper and one guide for the next meeting. Cara will speak to Helen & Martin Hart. Shelagh will put a request in parish magazine and web site with Open Days on two Sundays - March 9 and 16 at 2pm.
3.2 Training – George happy to train guides, plus video/dvd and volunteer manual available. George will speak to Allan Cox about a Health & Safety “refresher” day for guides.
3.3 Refreshments – Cream Teas to be provided. Any increase in charge should be minimal. John happy to provide scones, Shelagh as back-up. Shelagh will arrange for SDC Environmental Health to inspect home kitchens.
3.4 Kitchen area
Cara/Shelagh to speak to Nigel Phillips about plumbing in additional sink, new water heater, checking hot water dispenser in WC, additional cupboards and moving base units by door. Jenny, John, Cara and Shelagh to attend Food & Hygiene course – Shelagh to organise.
3.5 Exhibits – George and Jeremy will prepare a register and information captions. Contents are insured for £5,000 - Shelagh to arrange for a specialist to inspect the exhibits. David Maxwell advised that Dennis Andrews, who had donated many of the exhibits, had recently died.
3.6 Sales Items and other purchases – Smaller items could be considered, Shelagh to obtain a catalogue. David will photocopy 50 sets of the colouring sheets.
3.7 Key holders, padlocks & keys – it was agreed that the 4 padlocks should be changed and that keys be obtained for George, Barry C, Barry T, John, Cara, Shelagh, Paul and one for the tin. It was queried whether this number of keyholders would be acceptable to the insurers.
3.8 Windmill maintenance/safety items and field – George will check the Windmill, and replace the door opening catches to the Museum. Paving slabs need to be re-laid and paths weeded. George will contact Kim Goddard about cutting hedges. David Maxwell willing to cut grass but with change in type of fuel he can now use, this is likely to cost £5 per cut.
3.9 Cleaning Working Party – Sunday 9th and 16th March at 12 noon. Jenny suggested a regular cleaning rota throughout the season.
3.10 Road Signs, etc – new road sign needed at end of Mill Lane. Shelagh to ask Allan if KCC can provide, also a brown tourist sign for Stone Street, and ascertain cost if necessary.
3.11 Advertising and Publicity – Barry Cox will contact local TV stations. Shelagh to put entry in the Gazette’s Events listing. Jeremy will do a press release for local papers, etc.
3.12 Any additional items – plastic donation box in Mill not suitable. It was understood there was a wooden donation box in the Museum. If so, George will fix this on the entrance shelf in the Mill.

4. MUSEUM
4.1 Extension and acquisition of additional land - Requirements and previous plans were considered. It was decided to look at this again when at the Mill on 16th March. Ivor to be asked to come along.
4.2 Objectives for the future – the discussion document prepared by David Stuart was tabled for consideration at a future meeting.
4.3 Windmill Fete (provisional date 19 July 2008)¬ – Shelagh felt this may not happen in 2008 unless more helpers could be found, and asked if the Windmill Committee would be able to organise the Fete, if necessary. Await outcome of public Fete meeting on Tuesday, 12 February. David will speak to Amanda about publicising this meeting, etc.

5. WINDMILL & MUSEUM
5.1 To explore support for formation of a Friends Society – to be considered at a future meeting. An article the parish magazine and local paper, together with our report at the Annual Parish Meeting, may help establish interest.
5.2 Report for Annual Parish Meeting (16 April 2008) – Cara will present this.
5.3 Kent Windmills Group – committee members – approximately 4 meetings a year. This Group also obtain combined sales items such as mugs, tea towels, teaspoons, etc. George, Shelagh, Barry Thwaites and Barry Cox to represent SM Mill.

6. ANY OTHER BUSINESS
6.1 Calendar – allocation of proceeds to local charities. Canterbury Hospice and the Windmill.

7. DATE OF NEXT MEETING – Tuesday, 11th March at 7.30pm

ADDENDUM – following Open Days, agreed meeting on 11th March not required.

The Parish Council has been asked to respond to the Department of Transport regarding safety improvements that could be made to the National road networks. Only the relevant section of the entire document are reproduced here. If you have any views then please e-mail the Parish Clerk.

Appendix C: List of questions
Vision and targets (Chapters 3 and 8)

1. Do you agree that our vision for road safety should be to have the safest roads in the world? (Chapter 3)

2. Do you agree that we should define a strategy running over twenty years to 2030, but with review points after five and ten years? (Chapter 3)

3. Do you agree that our targets should be to reduce:

4. We are proposing a set of indicators in order to help us to monitor performance (Appendix A). Do you believe these cover the right areas? (Chapter 8)
Context (Chapters 2, 3 and 4)
5. We have identified a number of factors that may affect our ability to deliver road safety improvements in the future world we are planning for. Do you think we have taken account of the key risks and opportunities? Are there others you would add? (Chapter 3)
24 Expressed as a three year rolling average
93 A Safer Way: Consultation on Making Britain’s Roads the Safest in the World

6. We think that the key challenge for road safety from 2010 is better and more systematic delivery, rather than major policy changes. Do you agree? (Chapter 4)

7. This consultation document sets out the current evidence on the key road safety challenges. Do you agree with our analysis? Would you highlight any others? (Chapter 2)

New performance framework (Chapters 4 and 8)

8. We are proposing a number of measures to support the effectiveness of the road safety profession. Do you think they will be effective? What else might need to be done? (Chapter 4)

9. Do you agree that an independent annual report on road safety performance, created on an annual basis, would be a worthwhile innovation? (Chapter 4)

10. Do you agree that the Road Safety Delivery Board should be tasked with holding Government and other stakeholders to account on the implementation of a new national road safety plan? (Chapter 8)

Roads and local authorities (Chapter 5)

11. Do you agree that highway authorities reviewing and, where appropriate, reducing speed limits on single carriageway roads will be an effective way of addressing the casualty problem on rural roads? Are there other ways in which the safety of rural roads can be improved? (Chapter 5)

12. How can we most effectively promote the implementation of 20 mph zone schemes in residential areas? What other measures should we be encouraging to reduce pedestrian and cyclist casualties in towns? (Chapter 5)

13. How can we provide better support to highway authorities in progressing economically worthwhile road safety engineering schemes? (Chapter 5)

Vehicles (Chapter 6)

14. What should Government do to secure greater road safety benefits from vehicles?

15. Do you agree that, in future, crash avoidance systems will grow in importance and will have the potential to greatly reduce casualties?

94 List of questions

16. How can we best encourage consumers to include safety performance in their purchasing decisions?

Behaviours (Chapter 7)

17. We have highlighted what we believe to be the most dangerous driving behaviours. Do you agree with our assessment?

18. What more can be done to persuade the motoring public that illegal and inappropriate speeds are not acceptable behaviours?

19. What more can be done to encourage safe and responsible driving?

20. Should more be done to reward good driving? If so, what?

Page designed and produced for Stelling Minnis Parish Council by Nick Smith - 2 August 2002

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

Contact Stelling Minnis Parish Council e-mail: smpc.clerk@yahoo.co.uk	USE THE LINKS ON THE LEFT TO NAVIGATE WITHIN THE STELLING MINNIS PARISH COUNCIL WEB PAGES. IN SOME INSTANCES YOU WILL BE TAKEN TO A NEW PAGE
List of Councillors (Parish, District, County and MP) and sub committees
Dates of Parish Council Meetings
Minutes of recent Parish Council Meetings
Annual Parish Meeting notes and reports
Notice board
Minutes of windmill sub committee meetings
Cesspools & mains drainage
Village Appraisal 2007/8
Guide for new residents - issued by the Managers of Stelling Minnis Common - June 2007
KCC Car Share Scheme
Commons act 20006
Rights of access over the Minnis
Minutes of meetings of Managers of Stelling Minnis Common and Stelling Minnis Charitable Trust
Search National database for Planning Permission Applications
Street Map (produced by Youth Challenge Group)
Freedom of information act
Joint Bossingham and Stelling Minnis Sports facility
Department of transport Highways questionnaire - 2009

STELLING MINNIS PARISH COUNCIL BUDGET FOR 2010/2011
	Predicted 2009/10	Expected 2009/10	Available 2010/2011		Budget	Spend to 14/10/09	Predicted	Budget	Budget notes
	2009/10	2009/10	2010/11		2009/10	2009/10	2009/10	2010/11
Current Account				KALC Membership	230.00	222.16	222.16	250.00
Balance	55.99	55.99	55.99	ACRK Membership	37.00	35.00	35.00	37.00
Projected surplus at 1/4/2010		387.51	387.51	Insurance	407.00	337.63	337.63	400.00	Fixed for 5 years if shared with Windmill
Expected total in Current account	55.99	443.50	443.50	CPRE Membership	30.00	29.00	29.00	32.00
				Village Hall hire	70.00	59.00	59.00	70.00
Deposit Account				Stelling Churchyard upkeep	200.00	200.00	200.00	200.00
Balance	715.88	715.88		Age concern - annual donation	100.00	100.00	100.00	100.00
Interest		14.21		BCTV Tree/footpath officer	100.00	100.00	100.00	100.00
Expected total on Deposit	715.88	730.09	730.09	Bossingham VH - Youth club hire	200.00		300.00	300.00
				Councillors travelling expenses	170.00	23.40	130.00	130.00
				SDC Lottery renewal	21.00		21.00	25.00	Could be paid from Windmill fund
Precept	3,950.00		4100.00	Audit commission (50%)	75.00	69.00	69.00	75.00
				N Smith (Clerk Salary	1,107.96	549.60	1,107.96	1,140.00	Based on current 11 hrs/month
Assets				N Smith (Clerk Expenses	202.04	145.12	241.90	250.00
Totals	4,721.87		5,273.59	N Smith (Clerk Training costs	100.00	94.84	94.84	0.00
Less predicted expenditure			4,092.18	S Carter RFO salary + expenses	265.00		265.00	0.00
Expected to be in hand		1,173.59	1,181.41	RFO expenses	0.00	0.00	0.00	65.00
				Parish Plan - contribution Joint Sports	150.00		150.00	0.00
				Councillor Training	65.00	0.00	0.00	0.00
				Notice board materials	50.00	0.00	50.00	0.00
				Chairman’s Allowance	50.00	25.00	50.00	50.00
				Sub total				3,224.00
				Contribution to reserve/contingency	320.00	0.00	320.00	350.00	20% of expenditure = £644.8
				Increase to Clerks salary (+5 hrs/month)				518.18
				Totals	3,950.00	1,989.75	3,882.49	4,092.18
				Surplus			67.51

				Precept	3,950.00			4,100.00
				Precept Increase £	290.00			150.00
				Precept increase %	9.72%			3.80%