March 2013 minutes

SUTTON BY DOVER PARISH COUNCIL

Minutes of the meeting held in Studdal Church Hall on Tuesday 5th March 2013

at 7.30pm.

1. Present and apologies for absence:

Graeme Akhurst (Vice-chairman)

Carolyn Clews

Sarah Doolin

Hugh Densham

Ron Little

Kent County Councillor: Steve Manion

Dover District Councillor: Nick Kenton

Clerk: Veronica Harrop

Apologies for absence: Simon Butcher (Chairman) and Graham Smith.

Members of the Public: Mrs B. Odell, Mrs P. Burton, Mr C. Hogben, Mr D. Vickers,

Mrs J. Bryant, Mrs C. Richardson and Mrs L. Pascoe.

2. Approval of the minutes of the last meeting: Graeme proposed, Ron seconded and all

Councillors approved the resolution to accept the minutes of the last meeting.

3. Declarations of interest: None.

4. Matters arising: Hugh commented that a vehicle had knocked down the road signs at

the Boys Hill / Strakers Hill cross road. The Clerk said she had reported

the incident to Highways who will assess the damage. Highways are also going

rectify the road sign at Roman Road / Strakers Hill cross road which is facing the

wrong way.

Ron mentioned that horse riders and cyclists have been using the footpath between

Strakers Hill and Roman Road and asked the Clerk to inform the local PCSO. Ron

is to mention this in his article for Rural Roundup magazine.

The Clerk said that she had been in contact with DDC enquiring about a ‘Link’ for

the Parish website which will enable parishioners to read individual Councillors

‘Code of Conduct’. DDC replied that they are still in the process of installing the

software for this commodity but hope to have it running soon..

The Clerk had spoken to DDC Planning Enforcement Officer who is investigating

the building work being carried out at Sutton House, Sutton. He will inform the

Clerk of his results. He is also going to visit Parsonage Farm, Sutton. to review

the building work that has been undertaken there.

5. Visitors: Barbara gave praise to ‘Regency’ bus company who managed to run their

buses every day though the parish in the dramatic weather.

Charlie said that although some pot holes in the roads had been repaired many had not.

Parishioners are to give a list of unmade pot holes to the Clerk so that she can report

them to Highways. Individuals can report pot holes to Highways on 08458 274 800.

Steve explained that over 2000 pot holes have been repaired in the last few weeks

And he encouraged the public to phone Highways if they see a pot hole that needs.

filling. He said KCC have 1million pounds to spend on pot hole repair.

6. Correspondence: None.

7. HMRC: RTI (Real Time Information): Mc Cabe Ford Williams (MFW),the chartered

accountant who deals with the Clerks salary and income tax, has informed the Parish

Council that HMRC are introducing a new system so that they will be able to check

every individual’s income tax every time a payment is paid. This will start on April 1st

2013. This meant that the Clerk’s payroll day need to be changed. The payroll day

will now be on the 1st of each month. MFW will need to inform HMRC of the Clerks

payment data on each monthly payment instead of yearly information and because of

the extra administration involved MFW will be increasing their charges to £165 +

VAT. Graeme proposed, Sarah seconded and all Councillors voted in favour of MFW

administering the tax for the sum quoted.

8. Yearly accounts: In order to help the Clerk with the Parish Council’s yearly account’s

it was discussed that Sarah would help the Clerk with the process. The draft accounts

would then be passed to the independent auditor for inspection by mid April. The

finalized accounts would then be presented to the Parish Council Chairman at the

APM in May allowing time for queries to be addressed and the accounts signed off in

the June meeting.

9. Finance:

Clerks wages 236.96 (1x months wage)

Clerks expenses 20.00 (Clerks expenses)

Evergreen 95.00 (Hedge cutting in the Playing Field)

Evergreen 10.00 (£10 owed from September 2012 invoices)

Southern water 10.77 (Water for Allotment)

HMRC 177.60 (Tax on wages)

It was decided by the Council not to sign the cheque for Southern Water as there

had been several bill’s in succession for estimated amounts. The Clerk is to ask

SW if the allotment water bill could be invoiced for at 6 monthly intervals.

Graeme proposed, Ron seconded and all Councillors agreed to the signing of the

cheques save the one to Southern Water. Graeme and Ron signed the cheques.

10. Allotments, Memorial Garden, Playing Field and BMX Track:

Allotment rent letters/water control: The Clerk informed the Council that the yearly

rent letters had been sent out to the Allotment holders who were also informed that

the water had been turned off in the allotment for the present time. Allotment

holders were told that there was a ban on using hose pipes or sprinklers in the

Allotment.

Ron said that he had been combating the rabbits which had been chewing the tree’s

in the Allotment. The tree’s have now been treated and netting put around their bases.

Kingston Tree Care: Kingston Tree Care suggested that the Leylandii trees in the

Playing Field should be cut down completely rather than cut them back further.

They quoted a sum of £800 to take the tree‘s down. The Council decided to consider

this at a later date.

Playing Field: Carolyn suggested that the Clerk should contact KCC Archives and

ask them if they have any item’s in archives that belong to Sutton Parish Council.

The Council is particularly looking for the ‘deed’s’ to the Playing Field so that they

can be shown to Field’s in Trust in order to gain funding for the Playing Field.

11. Any other business/matters to discuss: The date for the Parish Council AGM was

fixed for Tuesday 2nd April at 7.00pm. This will be followed by the PC meeting

at 7.30pm.

12. Date of next meeting: AGM on Tuesday 2nd April at 7.00 pm.

PC meeting Tuesday 2nd April at 7.30 pm.