DRAFT Minutes of the Maresfield Parish Council meeting

held on Tuesday 17th January 2012 at 7.30pm in Maresfield Village Hall

Present:  Cllr R Street (Chairman), Cllr K Ogden, Cllr Miss A Bergan-Gander, Cllr Mrs. G Brady,         Cllr Dr P Handley, Cllr Mrs. C Flittner, Cllr M Craddock, Cllr J Unruh, CCllr F Whetstone,                    DCllr P Roundell, CCllr A Reid, the Clerk T Allen and Asst Clerk Mrs J Bradford.

A. Public Session.

1. Mr Barry Mulady to give a presentation on Broadband Service in East Sussex.

The Chairman welcomed Mr Mulady to the meeting and introduced him to Councillors.  Mr Mulady gave a presentation on broadband services in rural areas.  The following points were noted:-

• Mr Mulady lives in Oldlands Hall in Fairwarp, where it was noted that residents are currently receiving a 1 Mb broadband speed from British Telecommunications (BT).  It was noted that BT is not able at this time to inform residents as to when there broadband service will improve.
• Some residents of Fairwarp have joined together and are looking at ways in which they can upgrade the broadband service in the village.  It was noted that an investment in satellite broadband would cost around £30 per week, a much higher cost than from BT, although a far better/faster broadband speed.
• A company called Core Flow Solutions, which is a BT Openreach partner, can provide the village with broadband speed of 20 Mb per second, at £16 per month.  It could be seen that this is a vast improvement from the 1 Mb service that they are currently used to with BT and at a similar cost.
• Capital needs to be raised to fund this new, upgraded service.  Around £25k.  It was noted that it would take around six months to install.
• Mr Mulady noted that he will look into the various options to help upgrade the broadband service in Fairwarp village, and liaise with ESCC and the Parish Council on this matter to take this project further.

(The Chairman closed the public session and opened the meeting).

(Mr. Mulady left the meeting).

2. Other public matters – None.

1998. To approve apologies for absence and to note other non-attendance – Cllr Mrs. L Reeves, Cllr Mrs. C Reynolds, Cllr D Watson, DCllr N Buck, Cllr G Snashfold, DCllr R Galley and DCllr C Hardy.

1999. Declarations of interest – None.

2000. Minutes of the previous meeting held on 20^th December 2011:-

1. For adoption - The minutes were adopted as a true record.

2. Matters arising from these minutes – The Chairman reported re. Item1996.  noting that ESCC had stated that in was in their interest to maintain the integrity of the railway track bed at the lower end of Uckfield town.

2001. Reports by and questions to:-

1. County Councillors – CCllr Reid reported on the following topics:-

• ESCC budget setting meeting to be held on 7^th February 2012.  The initiative is to achieve an approximate reduction of 12%.  It will be recommended that council tax should not increase for the forthcoming financial year.
• In relation to the high-speed broadband project the required plan will be put to Government by the end of February 2012 and the adoption of a formal contract process needed to satisfy EU legislation on procurement should allow roll-out by the end of 2012.
• ESCC is progressing on the matter of the manorial waste land at St James Lane, Nutley; with the aim of claiming back the land that has been taken by public encroachment. 
• The issues faced with regards to the Bonners school parking are still on the agenda with ESCC, noting the need to interact with local people.

CCllr Whetstone apologised for the initial confusion regarding ESCC’s new project for faster broadband service in rural areas.  It was noted that on receiving more information, he will report on any updates at forthcoming Council meetings. CCllr Whetstone also questioned whether the Hastings-Bexhill link road will actually receive Government funding.

2. District Councillors – DCllr Roundell reported on the following topics:-

• Recycling rates have increased in the District to 47% from 42% last year.
• 306 new homes have been completed in the District over the first half of 2011.  It is estimated that 562 will be built by the end of 2012; 195 of those being ‘affordable’.
• A new LDF Core Strategy document that has been published has brought forward twelve new proposed sites for development purposes.  The major site which would impact Uckfield is designated to build approximately 1000 homes; west of Uckfield on land across from the Bellbrook Industrial Estate.  A consultation process has been launched to discuss this proposal.
• The Joint Waste Procurement scheme is currently proceeding and continually being implemented throughout the year.  WDC’s aim is to save £500k by going ahead with this project.
• A freeze on Council Tax will be proposed to the next meeting of the District Council.

2002. Parish Wards – issues, needs and Councillors’ reports:-

1. Fairwarp Ward – No issues to raise.

2. Maresfield Ward – Cllr Mrs. Brady reported that the group of local residents who were finding it difficult to pay their heating bills are currently getting advice and will be assisted by the CAB scheme.

The Clerk reported that issues regarding MRG waste bin emptying by WDC has again been flagged up, as refuse has been seen to be overflowing at various times.  The Chairman noted that the Parish Council currently pay a substantial sum to the District council for this service, and it should be acceptably carried out.  ACTION: Clerk to look into the refuse collection at MRG and liaise with WDC on this matter.

Cllr Ogden noted that currently 42 homes out of the proposed 80 have been built at the Park Farm site in Maresfield and that presently only 6 more will be allowed to be built.

3. Nutley Ward – No issues to raise.

2003. Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions:-

1. Finance & Administration Committee:-

i. Month 9 –2011/12 Financial Reports – The circulated cash book, bank reconciliation and management report for month 9 were received and noted.  Cllr Ogden and the Clerk reported that expenditure was as expected and that there were no issues to raise.

ii. Minutes of the meeting held on 10^th November 2011 – Received.

iii. Draft Minutes of the meeting held on 15^th December 2011 – Noted.

iv. To approve the use of the LAA Quality Council Reward Grant towards the AiRS Neighbourhood

Development Plan contract payment – The Clerk reported that when Maresfield Parish Council had Quality Council Status in 2010, a cheque for £766 was awarded to the Council by SALC/LAA as a ‘reward grant’ to be used in the ‘spirit of community engagement’.  The Clerk noted that this sum of money has not yet been allocated to a cause, and it was thought that this gift could be put to good use in supplementing the first payment of the AiRS invoice to support the Council with its Neighbourhood Development Plan/Community Led Plan.  It was resolved unanimously to approve spending the LAA Quality Council Reward Grant towards the AiRS Neighbourhood Development Plan contract payment.

v. To approve the Internal Audit Plan for 2011/12 and to note the Interim Internal Audit report for

2011/12 – The Clerk referred Councillors to the circulated Internal Audit Plan for 2011/12 and also noted the excellent outcome from the Interim Internal Audit report for 2011/12.  It was resolved to approve the internal audit plan for 2011/12.

2. Planning Committee:-

Cllr Ogden stated that the Committee is working well and that he had no matters to raise.

i. Minutes of the meeting held on 28^th December 2011 – Received.

3. Environment Committee – No issues to raise; all outstanding matters are being monitored and progressed by Cllr Mrs Reeves and the Asst. Clerk.

4. Maresfield Recreation Ground Access Sub-Committee:-

i. Update on the ongoing situation regarding legalising access – Cllr Ogden reported that he would be engaged in a meeting with two of the land owners of the track on the 18^th January 2012.  It was noted that both parties have signified that they are keen to progress further with the drafted agreement.  The Chairman noted that there were also further demands voiced from a third party regarding additional requirements to the agreement.  Cllr Ogden thought that he may receive answers to this question at his meeting with the land owners on the 18^th January 2012.

Cllr Ogden noted that Mr Watts has stated that he will not be giving permission for parents to fill in the pot holes along the track at the MRG.

Cllr Ogden also noted that the lease for the MRG was granted to the Recreation Ground Committee in 2003.  Cllr Ogden informed Councillors that there are no signatures on the documentation by Parish Councillors and referred to two areas in the lease document which should be raised for consideration:-

1. The Maresfield Recreation Ground Committee must maintain the ground.
2. The Maresfield Recreation Ground Committee should make the recreation ground available for use for Maresfield sports teams that want to utilise the field.

The Clerk reported that a Trustees meeting should be initiated to discuss the Council’s obligations relating to all aspects of the MRG.  ACTION: Clerk.

ii. Residents and other access and parking issues – Cllr Ogden reported that it would cost around £5k to site a further entrance at the MRG, which could be utilised by Bonners School parents as well as the users of the recreation ground.  Councillors noted the following points:-

·         The MRGC must be included in all issues regarding access and parking at the MRG.

·         Funding contributions would play a vital part to a scheme, by parents, Bonners school and ESCC.

·         The impact on the cricket and football pitches at the ground must be incorporated in any plans to develop the parking at the MRG.

·         The Charity Commission will have to be consulted regarding any final proposals.

5. Neighbourhood & Community Plan Development Steering Group – The Clerk noted that the next meeting for the Neighbourhood & Community Plan Development Steering Group is due to take place on the 26^th January 2012.  The three Vice-Chairmen of the steering groups are:-

• Cllr Mrs. Reynolds – Maresfield Ward.
• Cllr Mrs. Reeves – Fairwarp ward.
• Cllr Watson – Nutley Ward.

6. Outside bodies matters – The Clerk made note of a meeting organised by Sussex Police named ‘Operation Quality Street’ which is to be held on the 7^th February 2012 in Parklands.  He requested the availability of Councillors to attend where possible.

2004. To consider setting up a Working Party to investigate and report on the use of on-line social media by the Council – The Chairman referred to the documentation included in the Councillors papers which aimed to demonstrate the pro’s and con’s of on-line social media, and the possibility of the Parish Council using such interactive media in its every day business.

Cllr Unruh gave Councillors an overview to the social media sites ‘Facebook’ and ‘Twitter’, and suggested how they could play a part for the Parish Council in both a social and informative context.

Cllr Ms  Bergan-Gander  reported that currently WDC is trialling the use of both ‘Facebook’ and ‘Twitter’ in an exploration exercise to see how much work is involved in the running of these social media sites, and to also gain knowledge of the usefulness and involvement of local government with on-line social media.  It was noted that there must be strict guidelines and controls set when dealing with both running of social media sites and the Parish Council.

It was resolved that  a Working Party should be set up to look into all aspects of the Parish Council utilising and working with social media sites such as ‘Facebook’ and ‘Twitter’. It was resolved that the following Councillors along with the Assistant Clerk would be members of this Working Party: - Cllr Unruh, Cllr Mrs. Brady, Cllr Ms Bergan-Gander and Cllr Craddock.  It was resolved that Cllr Unruh becomes Chairman of this Working Party.

2005. To receive a report from, and put questions to the Chairman – The Chairman referred Councillors to his circulated report and in particular the items arising at the Executive Committee meeting of SALC that he attended on the 10^th January 2012.  The following points were discussed:-

• Council’s external audit procedures are to be changed as there are no longer officially appointed auditors as the contract has been withdrawn.
• The Local Standards Committee is to cease on the 1^st July 2012.
• The new Crime Commissioner for Sussex is set to be in place by 22^nd November 2012, which will replace the Police Authority system.  The post holder will be elected for a four year term.

The Chairman informed Councillors of Wealden District Council’s Strategic Development Area Consultation.  It was reported that Uckfield is in the Consultation for a large development of up to 1000 new homes to be built at the site of Ridgewood Farm.  It was noted that this development would incorporate a new school with additional recreational facilities, and an industrial/community area.  A Strategic Development Area was also stated for a site in Crowborough.

Cllr Mrs. Brady noted the current road infrastructure issues that affect Uckfield high street.  CCllr Reid reported that these issues will actively be looked at throughout this Consultation.

Cllr Ogden noted that Maresfield Parish Council and the Maresfield Conservation Group have a traffic plan for Maresfield village which has been adopted by ESCC Highways dept.

It was resolved that a Working Party of one Councillor from each Ward should be set up in order to give a draft response to this consultation by the next Council Meeting on the 21^st February 2012.  It was noted that there will be weekend exhibitions in Uckfield and Pine Grove in Crowborough regarding both developments.  It was resolved that Councillors involved in the Working Party are:- Cllr Craddock, Cllr Mrs. Brady, Cllr Ogden and Cllr Street. Working Party members to review the relevant consultation documentation independently and share their comments by email with each other to allow the collated draft response to be produced.

The Chairman reported that Wealden District Association of Local Councils is to hold a meeting on the 18^th January in Uckfield Town Hall where WDC will be giving a presentation on this Consultation.

2006. To receive a report from, and put questions to the Clerk – The Clerk’s report was noted.  It was reported that the Councils Christmas dinner arrangements are in the latter stage of planning; date set for the 2^nd February 2012.

2007. Payments to be made - for approval – Payments amounting to £3640.44 were approved.

2008. Communications – web site; ‘Your Parish Brief’; Parish Mag’s:-

1. Your Parish Brief E-Newsletter – January 2012 edition - The next edition of the e-newsletter is now due, the Clerk welcomed further articles from all Councillors by the 26^th January 2012.

2009. Date of next meeting – 21st February 2012 (Nutley).

There being no further business, the meeting closed at 20.53.