Minutes of a meeting of Maresfield Parish Council Environment Committee held on Tuesday 6th September 2011 at 7.30 pm in the Parish Office, Nutley.

Present: Cllr Mrs. L Reeves (Chairman), Cllr Mrs C Flittner, Cllr Mrs C Reynolds, Cllr R Street, and Asst. Clerk Mrs J Bradford.

1.            Public session – None.

2.            Apologies for absence – Cllr Mrs. G Brady, Cllr G Snashfold, Cllr Ms A Bergan-Gander, Tree Wardens, John Bury, Ian Johnstone and Alan Easton; Radio Operators G Allt, D Endacott and P Easton, and the Clerk T Allen.

3.            Declarations of interest – None.

Cllr Mrs Reeves explained that she would like to take on the role of Chairman of the Environment Committee; and Cllr Mrs Reynolds raised no objection to this request.

It was resolved that Cllr Mrs. Reynolds steps down as Chairman of this Committee thus to allow Cllr Mrs. Reeves to take on this role.

It was resolved unanimously and supported by all present that Cllr Mrs. Reynolds becomes the Vice-Chairman of this Committee.

4.            Minutes of previous meeting –22^nd February 2011:-

4.1          Adoption – The minutes were adopted as a true record.

4.2             Matters arising from these minutes not covered in the Environment Action Report or elsewhere on the Agenda – Cllr Street enquired to Item 7.1.4 the matter of positioning signs around the site of the play area at Fairwarp saying ‘No Dogs Allowed’ due to the fact that dog faeces are continuingly being placed in the litter bins at the site, which is deemed as a hazard to health.  This point was also discussed at the Full Council meeting on the 19^th July 2011.  It was noted that no signs have currently been organised.  ACTION:  The Chairman and Asst. Clerk to liaise with the Fairwarp Village Hall Committee to arrange for appropriate signage at the play area.

5.   Environment Action Report - Items requiring further discussion and to agree any actions – Councillors took time to look over the Environment Action Report presented to them in their papers.  It was noted that the installation of grit bins in the Parish is soon to be finalised; the Clerk is awaiting payment from various sources that requested the siting of a grit bin in their neighbourhood.

6.   Civil Emergency – It was resolved that Cllr Mrs. Reeves becomes the Civil Protection Officer for Maresfield Parish Council, and a copy of the Emergency Plan documents should be passed to her forthwith.

It was noted that a copy of the Parishes Community Emergency Action Plan must reside with the Chairman of Council, the Civil Protection Officer and also at the Parish Office.  The Asst. Clerk noted that it would be a positive step for a meeting to be arranged with Mr Foster (Emergency Planning Officer at WDC) in order to outline and conclude the Parishes Community Emergency Action Plan document.  It was resolved that a meeting will be arranged with Mr Foster at WDC to discuss all factors of the Parishes Community Emergency Action Plan.  ACTION: Asst Clerk to arrange a meeting with Mr Foster (WDC) and Cllr Mrs. Reeves.

6.1             Radio Operations – awaiting WDC’s decision regarding the future of the current system – The letter from the Clerk to Jim Foster at WDC was noted regarding the Parish Council and Radio Operators views that the current present radio operation system “shows no perceived benefit in continuing”.  The Asst. Clerk reported that a decision on this matter has still not been given from WDC, and that this matter is ongoing.

7.            Trees & Hedges:-

7.1.1      Tree Wardens Reports – No additional reports given.

7.1.2              Summary notes of the Tree Wardens meeting held on 26^th July 2011 and any matters arising – The summary notes of the Tree Wardens meeting held on 26^th July 2011 was noted and discussed.  The Committee noted some issues regarding trees in the Parish which carry Tree Preservation Orders (TPO’s).  It was noted that the Council is still awaiting a full response from WDC regarding the felling of a tree on a property in Fairwarp which carried a TPO order. 

It was resolved that a letter would be sent on behalf of the Committee asking on the current situation regarding the tree felling issue.  ACTION: Asst. Clerk to write to Ms. Chris Arnold at WDC Tree and Landscaping Dept. of notification on this issue.

8.   Play Areas – inspections, maintenance & development: - Safety Inspections have taken place on all the play areas in the Parish by Wicksteed on 31^st August 2011.  A copy of this report was attached to the meeting papers.  The Committee and Asst Clerk took time to look through these reports and raise the following issues.

8.1.1              Fords Green Nutley – The Asst. Clerk raised the matter of the main gated entrance to this play area.  It was noted that the gate was continuing to be a problem as the spring had broken through the gate opening too far and allowing the gate to remain open, thus enabling dogs and other animals to freely enter the site.  The Wicksteed report noted the point that “decay was evident” and they recommended replacement of this item.

The Asst Clerk noted that £2k of funds had been set aside in a budget heading ‘Fords Green Play Area Development’ which it was hoped would be matched funded by Veolia through a grant application that had been put forward by Cllr Stevenson.  It was noted that this grant application has since been declined by Veolia.

Cllr Street noted the possibility of utilising some of the £2k from the noted budget heading to fix/replace the pedestrian gate; but recognised the requirement of taking this question to Full Council on the 20^th September 2011.  It was resolved that the allocation of budget for Fords Green play area will be noted on the Full Council Agenda for the meeting of the 20^th September 2011.

The festival whirl roundabout was also highlighted on the Safety Inspection report as being of an “obsolete design” and to recommend replacement.  It was noted by the Committee that the replacement of this item would be a positive but costly proposal.  The possibility of raising funds to replace such apparatus was discussed; it was thought that a fresh approach into fund raising for this play area should be developed. 

The Chairman noted that she would speak to a family member for a list of organisations which may be beneficial in the quest to raise funds.  Cllr Street noted that there may be a department at WDC which deals with play areas; and that they too could be involved.

ACTION: Asst Clerk to add the Festival Whirl funding possibilities/development onto the Environment Action Plan.

8.1.2              Maresfield Recreation Ground: - The Wicksteed report noted that ‘damage/wear and seat distortion’ was observed on the two infant cradle seats at this play area, and that replacement of both items was recommended.  Cllr Mrs. Reynolds offered to visit the site and report back to the Parish Office on her findings of these items.

8.1.2.1  Issues regarding the disposal of refuse and dog waste – The Asst Clerk highlighted the operational issues currently faced by the department at WDC which deal with the disposal of dog waste, and noted that the Clerk has spoken to Mr Ashdown at WDC to put this matter in order.

8.1.3              Parklands Maresfield – The Asst Clerk made note of Ellie Boultbee’s email dated 5^th September 2011 which gave an update to all the repair works that have recently been carried out at the play area.  Cllr Reynolds reported that this site looks of very good quality.

Cllr Mrs. Reynolds reported on the repair works carried out by ESCC Highways Dept. on pot holes in the main entrance road to the Parklands Estate, noting that the works were carried out swiftly and to a good standard.

8.1.4              Fairwarp Village Green – It was noted that the Fairwarp Village Play Area is overseen by Mrs. Di Bowley, and any matters concerning this site will be dealt with by her in association with the Parish Council.

9.            WDC’s proposals with regard to Maresfield Village closed churchyard – recommend response to Council.

The Chairman gave an over view of WDC’s proposal with regard to Maresfield Village closed churchyard.  The Clerk’s General Briefing on this matter was also circulated and noted.  The Committee took time to discuss the details of the three options proposed by WDC.  The three options were:-

1. No change to current practices.
2. WDC raises a Special Expense on the Council Tax bills for only the Parishes that have closed churchyards maintained by WDC.
3. Parishes take on the maintenance themselves under an Agency Agreement with WDC.

The following points were noted in discussion:-

• The closed churchyard in Maresfield is the one that surrounds the church grounds.
• It could be seen that it is not the Parish Councils responsibility to take on this additional task.
• Many churchyards are full, or have very little ground left.
• If the Parish Council were to take on this maintenance, it would be very difficult to then pass it back to the District Council.
• Hadlow Down Parish Council has given their views on this matter and they have opted for option 1, to make no change to the current practice.

It was resolved to recommend Option 1 (No change to current practices) to Full Council on the 20^th September 2011.

10.          Communication – None.

11.          Date of next meeting – Thursday 8^th December 2011.

There being no further business, the meeting close at 20:19.