Minutes of the Maresfield Parish Council Environment and Maintenance Committee meeting held on Thursday 12^th January 2006 in the Parish Office, Nutley

Present:            Cllr P Tester (Chairman), Cllr C Stephens, Cllr G Hardy, Cllr R Tester, Cllr W King &                     Mrs C Goossens (Asst Clerk)

1.         Public session – None.

2.            Apologies for absence – Cllr Mrs S Weekes.

3.            Declarations of interest – None.

4.            Minutes of previous meeting – 10^th November 2005:-

4.1       Adoption – The Adoption of the minutes was proposed by Cllr Stephens, seconded by Cllr G Hardy and Agreed by all.

            4.2             Matters arising from these minutes not elsewhere on the Agenda – None.

            4.3            Review of outstanding Actions – To be covered by the Agenda.

5.            Parklands Play Area –

• The Assistant Clerk reported the latest position i.e. that no money has been allocated in the budget for the rectification of this issue and that the Parish Council considers it to be the responsibility of the Environment and Maintenance Committee to find a solution to the problem.  Furthermore, the Clerk is awaiting feedback from Anne Karas at Wealden District Council, who is to discuss the issue with Mike Fleming and others in relation to the lease and the acceptability of the existing screening solution.
• The issue of screening was discussed.  It was noted that with hindsight, the unit is too big and badly sited but that it would be too expensive to have it moved. It was noted that

all decisions regarding the screening were taken after consulting with WDC, who even did a safety audit on the proposed structure. Cllr King stated that any request from WDC for retrospective planning permission would be unfounded, and WDC would attract bad publicity should it seek enforcement.

• Cllr P Tester stated that in his view the only viable option would be to re-site the equipment at another play area within the Parish i.e. Fords Green where some of the existing equipment needs urgent attention.  However, removal of the apparatus from Parklands, would necessitate its replacement with an alternative piece of equipment.  Furthermore, if members of the Parish Council were to move the equipment themselves, the warranty on it would be void, although this isn’t necessarily a problem.
• Moving the equipment within the play area would not help.
• To move the apparatus would involve the use of a lot of public money with a view to keeping just one private residence happy.
• The residents of Forest Park need to realise that it is often the case that things change and evolve in the surroundings of a house.
• Have the screening posts been cut to size yet?
• Long before any houses were built in Forest Park, this was still a play area.
• Cllr Hardy stated that if the apparatus is to stay in its current position, he would support extending the height of the fence between the equipment and the apparatus.
• It was Agreed that either an increase in the height of Mr & Mrs Woodgate’s fence subject to planning permission, or a change to the screening material (at the appropriate height) were workable proposals.  Furthermore, the possibility of planting a clump of evergreen trees between the fence and the apparatus was discussed (i.e. not hard up against the fence). 
  ACTION: Cllrs Hardy, Stephens and R Tester to look at suitable trees and revert with information relating to ideal species and the relevant costs.

ACTION:  Cllr Hardy to speak with Mr Cox re. Spruce Trees.

ACTION:  Clerk to ascertain what funds are available for this exercise.

It was noted that any trees provided, must be planted correctly, properly protected and be well looked after.

6.         Parish environmental issues:-

6.1            Play area inspections and maintenance

·         Inspections:

The Assistant Clerk reported that the Clerk will produce the following documents for the next Environment and Maintenance meeting:-

·         Play area policy proposal

·         Updated risk assessment

·         Play area action plan

E&M Minutes 12^th January 2006                                                                                        Page 2

 

·         Proposal that an independent play area inspector be employed instead of Zurich Insurance Engineers (accompanied by e.g’s of reports from various inspectors).

It was noted that it is unlikely the Parish Council would get insurance for the play equipment without inspections from the Zurich Insurance Engineers, as they will want to check the risk they are insuring. 

ACTION:  Clerk to check the above with Zurich Insurance.

Cllr P Tester suggested Mr Peter Kirby be invited to take responsibility for doing regular play area inspections (each time signing an inspection record to say he has carried out the task).
            ACTION:  Clerk to ask Mr P Kirby how much he would charge to do a regular             inspection on a once a week basis. (approx. 1 hour to do all three play areas).

·         Play area signage:
The Assistant Clerk reported that various sample signs have been received to date but that none appear to be robust enough.  It was Agreed that Chilli Graphics and Graffiti (Uckfield) be approached for quotations based on encapsulated / etched signage.
ACTION:  Assistant Clerk.
ACTION:  Assistant Clerk to provide some temporary laminated signs for the play areas in the interim.

·         Maintenance:

ACTION:  Clerk to chase P Kirby re. urgent painting of specific itmes of equipment at Fords Green.

It was noted that at Maresfield Recreation Ground, the fence work has been completed and that an extra gate has been put in.
ACTION:  Clerk to add Agenda item for next E&M meeting re. Fords Green equipment needing immediate attention. (including better safety surface / roundabout / gaps in rails).
It was noted with reference to the roundabout that it may be possible to put the skirt / kerb on the ground rather than attaching it to the roundabout itself.  The equipment would of course need new bearings. 

ACTION:  Clerk to send letter to insurance company asking if the gap were closed under the roundabout and a new bearing was fitted, whether the equipment would then conform to current guidelines.  Cllr R Tester / Cllr P Tester to provide a sketch.  Clerk to provide Cllrs Tester with wording stating exactly what was deemed to be wrong with the roundabout.

6.2            Footpaths

·         Footpath Markers
Footpath 51 – Cllr R Tester confirmed that work to erect new footpath markers has been completed.
Footpath 73 – Cllr Stephens stated that the work on the unsteady step has not yet been done.

·         Cllr Stephen’s note was reviewed and it was noted that the existing Stub stones need replacing with proper footpath posts (x 8) as follows:
(i)      A26 Hendall Gate

(ii)      Crowborough Road to Londonderry Farm
(iii)      Crowborough Road to Windmill at Windmill Lane
(iv)      Hollies Car Park (Crowborough Road)
(v)      Crowborough Road to Windmill at start of Stone Hill
(vi)      B2026 at Barnlea to Old Forge

(vii)Courtlands Farm on the A22 to Nether Lane (at Nether Lane end)
(viii)Picketts Lane to the A22

ACTION:  Clerk to make request to Andy LeGresley re. the above.

NB:  The Parish Council can put these Footpath posts in place if ESCC won’t do the work and just wish to provide the necessary posts.
ACTION:  Cllr Stephens to clean footpath signs at Lampool end of Maresfield Park Top Drive and Crowborough Road to School Lane footpath.

NB:  The Bridle paths should be marked on the new edition of “Showing the Way”.

 E&M Minutes 12^th January 2006                                                                                     Page 3

6.3            Roads & pavements

·         Email from David Short at ESCC Highways re. Request for feedback from the Parish Council regarding service levels: 
(i)            It was noted that for the duration of the footpath widening on School Hill in             Maresfield, Bonners School were delighted with the contractors May Gurney,             being particularly impressed with the workmen on site who were extremely             amenable.

(ii)            The Clerk has found the contractors working on the recent pavement widening in both Maresfield and Nutley to be very courteous and professional, he has received regular telephone and email update from ESCC Highways Officers and the works have run on-time and to schedule.

It was noted that any grumbles should be relayed in a positive way e.g. the temporary traffic lights in Nutley have been a disaster. 
ACTION:  Clerk to make a response once Nutley works have been completed,  including reference to the traffic light problem.

·         Letter from ESCC re. Street-lighting in Queen’s Drive, Maresfield.
Cllr P Tester confirmed that the street lights in Queen’s Drive, Maresfield are indeed the responsibility of the Parish Council as they feature in the survey he recently carried out.  However, there was uncertainty as to whether or not the road has been adopted.
ACTION:  Clerk to find out if Queen’s Drive had been adopted.

ACTION:  Clerk to send details of required works to insurance company and ask if the work can be done.

·         The Assistant Clerk gave a brief history of the problems with the verge opposite the Highlands development, Nutley, and the measures that the site manager has already taken to try and tidy up the area.  Cllr P Tester reported that the site manager has confirmed that attempts will be made to make good the verge in the next 2 to 3 months i.e. when the project has been completed and people have moved in. 
ACTION:  Assistant Clerk diarise to look at the situation again in March 2006 and Cllr P Tester to keep watching brief.
It was noted that Wealden District Council and East Sussex County Council over-ruled the Parish Council’s views with regard to the suitability of the access.  Maybe a form of lay-by will need to be put in.

·         Cllr King reported that he had in the last couple of days seen Wealden vans collecting rubbish on the side of the A22 and he believed that those working were “community service” individuals.  However, at approximately 3.00pm the vans were packed up and the job left unfinished, stopping 2/3 of the way from Lampool to Batts Bridge roundabout.

6.4              Forest & countryside
A recent newspaper article detailing possible plans by the Conservators to extend fencing and grazing on the forest has raised concerns amongst many.  As soon as fencing is erected on the Forest, it raises an access problem / issue on what has been categorised as “Open Access Land”.

Cllr Hardy proposed that a letter be sent to the conservators asking for clarification about their intentions.  There is no current link between Parish Councils and the Board of Conservators, i.e. no consultation with those who represent the people who live in and around the Forest.  Cllr King reported that he had corresponded twice during the course of the day via email with Dr Hew Prendergast, and that both responses he received clearly demonstrated contemplation of consultation i.e. telling people what is going on and listening to their views.
ACTION:  Clerk to send letter to Hew Prendergast as per Cllr Hardy’s draft together with Cllr King’s additional comments.

E&M Minutes 12^th January 2006                                                                                     Page 4

 

6.5            Fingerposts

·         Ownership & Insurance – ACTION: Clerk to contact ESCC Highways to clarify ownership of refurbished fingerpost. 

ACTION:  Clerk to chase Zurich Insurance to establish whether the  are refurbished posts are covered by the Parish Council’s current policy

·         Refurbishment costs for Picketts Lane fingerpost
The Assistant Clerk informed the Committee that a quotation of £80-£100 had been received from Toadman Joinery.  However, it is necessary to establish if this cost also includes the painting of the new finger and the lettering.  It was Agreed to proceed with the works.
ACTION:  Clerk to ask Toadman Joinery to proceed with the works and ask if they have the missing arm.  Furthermore, could they do three coats of Weathershield paint on the new finger?

6.6            Other issues

·         Re-siting of A22 Tourist Board - It was noted that the Fairwarp Village Hall committee consider the Tourist Board to be inappropriate for use in their village.  Wealden District Council has been asked to move the board to Cllr R Testers property with immediate effect.  The final re-siting of the board is an ongoing issue.

·         Batts Bridge Road Bus Stop - The Assistant Clerk reported that Zurich Insurance will pay for like-for-like repairs. Various alternatives were discussed e.g. a wooden base so that Perspex is only used in the upper sections of the bus shelter, an example of which can be seen en-route to Crowborough.  When originally repaired, it was most likely that the damaged panels were replaced with a sub-standard material.  “Makralon” is very strong and used amongst other things, for the Pope Mobile, however, it should be noted that there are many different thicknesses available.

ACTION:  Clerk to send quotes for sturdier panelling to insurance company stating that the longer lasting material is more expensive than originally anticipated and that initial quotation was using the wrong material. 

ACTION:  If insurance company is willing to pay then Clerk to proceed with repair work, however, if not revert to E&M Committee.

·         Trees at Maresfield Recreation Ground – Cllr G Hardy reported that Wealden District Council were asked to come and look at the trees in question and advise as to what work is required, however, no-one was available to do this.  It was noted that these trees are located in the conservation area of Maresfield and must therefore have TPO’s on them and by their very nature warrant investigation by WDC.
It is a matter of opinion as to what works need to be done, although Cllr Hardy reported that it is the upper branches of the lime trees that really require attention.  The quotation from B W Patience and Sons was noted and it was Agreed that the Parish Council would seek further quotations as it is duty bound to do so on the basis of the following:
”To reduce 6 No. lime trees by 1/3, reduce heavy limbs over carriage way.  To fell 1 No. dead pine tree, remove all arisings, leave site clean and tidy.”

The Assistant Clerk confirmed that there are funds of £2000 in the 2006/07 budget for these tree works.  Finally, it was noted that with Spring rapidly approaching and the fact that Parishioners have raised their concerns as to the safety of these trees, the work must be carried out as soon as possible.
ACTION:  Clerk to urgently obtain quotations from two or more of the following, Brockwells Forestry (Heathfield), Simon Young (Uckfield Town Council Contractor), Saxon Tree Surgery, Mark Carter (Danehill), R W Green (Lewes).
It was further noted that a closure order would be required for the road.

7.            Communication

7.1            The Parish Matters (Winter Edition) – Submissions deadline 30^th January 2006

8.         Date of next meeting 16^th March 2006

There being no further business, the meeting closed at 22.00.