Minutes of the meeting of Maresfield Parish Council held on

 Tuesday 20 April 2004 in the Memorial Hall Nutley

Present:  Cllr W King (Chairman), Cllr P Tester, Cllr T Sparrow, Cllr G Hardy,

Cllr J Gutteridge, Cllr K Ogden, Cllr R Street, Cllr R Tester, Cllr Miss M Thomas,

Cllr S Leaney, Cllr Mrs S Weekes. Cllr R Woodgate. DCllr F Brown, DCllr Mrs S Martin.

CCllr A Reid. Mr R Warren TEWP, Mr D Thompson TEWP. Clerk: Tony Allen. 

1.            Apologies for absence - Cllr H Fry, Cllr C Stephens, DCllr J Hollins, DCllr N Buck.

2.            Declarations of interest – None.

3.            Minutes:-

            3.1            Minutes of last meeting for approval – Item 5.4 – 2^nd Para. Replace ‘MPC had a generator’ with ‘MPC were due to have a generator’. The minutes were approved as amended.

            3.2            Matters arising from those minutes – Cllr Ogden confirmed that he had arranged for the AIRS Village Shop Adviser to assist Mr Patel from the Maresfield shop to put his case to the Council at the Special Council meeting to be held on 23^rd April 2004, to discuss the TEWP School Hill proposal.

The Clerk confirmed that all outstanding grants, donations and subscriptions from 2003/04 had been paid.

The Chairman stated that the report on policing in the Parish by himself and Cllr Fry would wait until the current Sussex Police review of neighbourhood policing had been completed.

4.            Reports by and questions to:-

            4.1            County councillor – CCllr Reid gave the following report:-

• The Regional Transport Strategy document issued by central Government had removed reference to the central rail corridor (Uckfield-Lewes) which was disappointing. ESCC consider its inclusion to be imperative and would continue to lobby Government. In answer to questions CCllr Reid confirmed that there would be no funding from the SRA, but that ESCC were endeavouring to raise funding, which could be helped if the SE Regional Assembly would share information they had on fund raising.
• ESCC had received authority from central Government to raise funds to enable road replacement required as a result of the shrinkage to roads caused by last summer’s dry weather. Authority was given for £4.6m against an estimate of £5.5m for the repairs. Repaired roads would then have a 25 year lifespan. In answer to questions CCllr Reid confirmed that this could not be funded from Council Tax or the EU.
• ESCC were encouraging input to the consultation on road and freight strategy, particularly as the A22 should continue to be recognised as an important major route.

District councillors – DCllr Brown gave the following report:-

·         There would be an experimental change to the WDC planning system to be trialled for one year. A single Planning Committee comprising of twelve Members would be used, with the aim of reducing the load on Planning Officers. The public would still be able to speak at these meetings.

·         Licensing of premises in Wealden had now been handed to WDC who were in the process of appointing a Committee for this.

·         The WDC Planning Regulatory Committee had approved the Application for the Melbourne development in Crowborough Road.

It was agreed that Items 5.5 and 12.2 should be dealt with at this point.

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5.5              Traffic & Environment Working Party – The Chairman stated that the Parish Plan showed that traffic and transport were a major issue to Parishioners, and that in the light of this he found the minutes of the last TEWP meeting to be sad, as an element of bickering was indicated. The Chairman stated that he was concerned regarding TEWP’s ability to address Parishioners aims and it was agreed that he would attend the next TEWP meeting to help TEWP move forward.

The following points were raised and noted by the meeting. It was agreed to suspend Standing Orders in order to include the comments of Mr Warren and Mr Thompson:-

·         TEWP had got too deep into one issue (School Hill) at the expense of the range of other issues before it, and it needed to refocus

·         TEWP was fragmented, with most of the work being done by 3 or 4 people

·         TEWP had a procedure of assigning projects to groups of its members, but on numerous occasions no action was taken, so this procedure was dropped

·         TEWP was not looking at Parish wide solutions and seemed to be biased towards Maresfield Village issues

·         TEWP had worked hard with special issues affecting all three villages and should have no problems moving on once the School Hill proposal had been dealt with

·         Some issues relied heavily on support/funding from other bodies, e.g. ESCC re. speed cameras for A22 Nutley

·         TEWP had realised a Parish wide plan for walking, cycling and riding

·         It was agreed that a Vice-Chairman for TEWP should be elected at the next meeting to be held on 29^th April 2004.

12.2          Format of Special Council Meeting on 23 April 2004 re. School Hill  - The following points were discussed and noted:-

·         The Chairman, the Clerk, Cllr Sparrow, Cllr Mrs S Weekes and Cllr R Tester to arrive early to set up the School Hall for this meeting

·         Cllr Sparrow proposed that amplification and recording equipment be used at this event, with static and roving microphones. This was agreed

·         Mr Warren stated that Mr Morley, Chairman TEWP, was confined to bed with a bad back, and was unlikely to be at this meeting, in which case Sue Wilson would read out a pre-prepared statement from Mr Morley. Mr Warren stated that he would be happy to deal with questions on the facts of the School Hill proposal and would arrange for the plans to be displayed at the meeting

·         It was agreed that the Agenda should be displayed, but that it may be hard to keep to, as people would want to speak over several items and the debate may get heated. The Agenda needed updating to include other roads, e.g. Straight Half Mile

·         Alan Wyle from AIRS would be helping Mr Patel, owner of Maresfield shop, to put his views to the meeting

·         ESCC, as the ultimate highway authority would make the final decision on whether the experiment would proceed, but must give great consideration to the views of MPC and Parishioners

·         The Council session of the meeting would decide whether the proposal should proceed to a referendum or not

·         ACTION: Cllr Sparrow and the Clerk to research in what way payment towards the cost of the experiment was within MPC’s powers. There was potential in MPC’s budget re. Village Plan implementation and possibly Section 137 Grants. It was noted that statutory Parish Council powers can include highway issues with the support of ESCC

Council Meeting minutes 20 April 2004                                                       Page 3

·         Common sense should prevail to allow some road closures, even if these appeared to be contrary to policy, e.g. RPG which seeks to maintain the road infrastructure in the South East.

5.         Committee & Working Party minutes and reports; Reports by and questions to         Chairmen:-

            5.1            Planning – Cllr Ogden referred to the Wealden Local Plan Special Review Committee meeting held on 29^th March 2004, on which MPC had written to Mr C Lant, CE, WDC, expressing several misgivings. Cllr Ogden stated that a counter email had been received from DCllr N Buck, which would be reviewed at the next Planning Committee meeting to be held on 26^th April 2004. Cllr Ogden confirmed that, at the SRC meeting on 29^th March, Mr Oldham, WDC, had indeed presented a different plan showing a smaller ‘green’ area to be retained, which was slightly increased in size after that meeting. Cllr Ogden confirmed that only Mr Oldham and DCllr Buck had seen these variations, and that other councils had also complained about the WDC LP SRC process and Mr Oldham’s agenda. It was agreed that the ‘green’ area of land to be retained should be accurately measured for future reference.

Cllr Ogden stated that completion of the recently circulated AIRS (on behalf of WDC) Affordable Housing survey was very important.

            5.2            Finance & General Purposes – The Clerk circulated income/expenditure Accounts for 2003/04, minutes of the F&GP Committee meeting held on 8^th April 2004, and the Annual Return of Accounts for 2003/04. The following points were discussed and noted:-

·                       Research into the provision of disabled access to the Parish office was progressing

·                       The Clerk confirmed that the order for the Parklands Play Area fencing had been placed

·                       2002/03 accounts, finally approved, awaiting external auditors' certificate

·                       Month 11 & 12 accounts, on target

·               2003/04 Accounts - Major thanks to Clerk for producing these Accounts in record time and tabled tonight in "draft".  Still to be Internally Audited within the next few weeks and then would be formally tabled for Council to approve at its next meeting.  The approved accounts would then passed to External Auditors

·                       The Accounts software had been set up for 2004/05 and revised printouts for Management reports had been arranged. It was agreed that the breakdown of the Closing Balance should include reserves

·                       An updated Asset Register was being prepared with the assistance of Bruce Morley

·                       Councillor Audits rota had been circulated

·                       Payments for loss of earnings were still being investigated. It was noted that, as peoples earnings varied, a nominal sum may be appropriate, and that self-employed people should be catered for as well. It was agreed that this matter should be formally considered at the next annual review of Councillors allowances

·                       An events marquee was to be purchased, the Clerk was getting quotes. The marquee would be hired out

5.3            Environment & Maintenance – No meeting of this Committee had been held since the last Council meeting in March 2004.

            5.4       Civil Protection - No meeting of this Committee had been held since the last Council meeting in March 2004. Cllr Street reported the following:-

• The boxes to contain the emergency kits had been built
• Advice from South Coast Radio was being sought over the acquisition of walkie-talkie radios

Council Meeting minutes 20 April 2004                                                       Page 4

• A Maresfield Emergency Co-ordinator and CP Committee Member was required. ACTION: Cllr Street to speak to the Maresfield Village Hall Committee and seek recruits at the Annual Assembly

            5.6            Ashdown Business Park Working Group - No meeting of this Committee had been held since the last Council meeting in March 2004. New correspondence from ABP owners had been received and the Clerk would be calling a meeting of the ABP WG shortly

            5.7            Parklands Play Area Sub-Committee – Cllr Gutteridge reported that the site for the play area had been cleared and the ground levelled. Installation of the fencing was now awaited.

6.            Outside bodies’ reports:-

            6.1            Ford's Green Committee – Cllr P Tester reported that the handover of the play area to MPC would take place as soon as the audit of accounts was completed.

            6.2            Maresfield Conservation Group – Cllr Woodgate reported that two issues dominated the last meeting of this Group; the TEWP School Hill proposal and the WDC Local Plan housing proposals, and that there was no consensus on either issue.

            6.3            Maresfield Recreation Ground Committee- No meeting of this Committee had been held since the last Council meeting in March 2004, with the next one to be held on 22^nd April 2004. The Chairman reported that he was producing a comparison paper, with the help of Cllr R Tester, to show the requirements of the MRG Lease against real world practices.

The Chairman stated that a reply had been received from the Charity Commission concerning the MPC/MRGC relationship, which suggested that this was currently irregular and should be covered in a Scheme to put it on a more solid basis – this would be discussed fully at the next E&M meeting.

Cllr R Tester reported that the area next to the playground had now been cleared and should be included in the grass mowing programme to keep it tidy.

            6.4            Wealden District Association of Local Councils- No meeting of this Committee had been held since the last Council meeting in March 2004.

            6.5            Action in rural Sussex – Cllr Sparrow reported that the pending re-organisation of the Countryside Agency had led them to prematurely, and without due notice, terminate the Vital Villages programme so cutting off grant aid to Parishes for Village Plans and some follow-up work.  This would directly affect us in that if we had projects which might have come under that programme we would now had to look elsewhere for funding help.  In due course there may well be a similar programme, but run by another agency, possibly the Government Office for the South East Region. Cllr Sparrow stated that more discussions were to be held before representations from MPC were needed.

Cllr Sparrow also encouraged the three villages to enter the Village of the Year Competition. ACTION: Clerk to get application forms from AIRS and distribute to Cllr Ogden, Cllr P Tester, Cllr Gutteridge and Cllr Street to pass on to community ‘leaders’.

Cllr Sparrow reminded the meeting that we were getting help on youth from AIRS and that local help should be sought at the Annual Assembly

            6.6            Wealden Local Strategic Partnership- No meeting of this body had been held since the last Council meeting in March 2004.

            6.7            Sussex Association of Local Councils- No meeting of this body had been held since the last Council meeting in March 2004. Cllr Sparrow encouraged all Councillors to take full advantage of training courses offered by SALC.

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            6.8            Community Rail Partnership – Cllr Sparrow reported that the post of support officer for the Uckfield Line was currently being advertised.  DCllr Buck would be able to provide updates on progress of initiatives on that line. There was to be a meeting on 23^rd April 2004 of the Uckfield line group, and Cllr Sparrow would get more news shortly.

Cllr Sparrow stated that the news that the SRA was not supporting re-opening of Uckfield-Lewes link was no surprise.  However, the continued ‘deathly hush’ from East Sussex County Council was more worrying. [It was subsequently discovered that ESCC had contributed].

Cllr Sparrow referred to the re-introduced hourly Sunday service offer from South Central Rail and that all local Councils except ESCC had contributed. South Central Rail had agreed to give refunds from any profits.

7.            Chairman's Report – This had been circulated prior to the meeting. The Clerk circulated the latest report from Sussex Police.

Cllr Sparrow volunteered to assist the Chairman with the presentation and content for the MPC web site.

The Chairman stated that he would be producing extensive notes from his recent SALC Advances Councillors course, particularly with regard to Committees and especially the Planning Committee. The Chairman stated that this was one of the best courses he had attended.

8.            Clerk's Report – This had been circulated prior to the meeting.

CCllr Reid left the meeting.

9.            Payments to be made: for approval – The Schedule of Payments had been circulated prior to the meeting. Payments were Approved with the proviso that grants and donations scheduled for April would not be paid until the first Precept payment had been received from WDC.

The Clerk left the meeting.

10.              Confirmation of Clerk’s Appointment – The Clerk’s appointment was confirmed.

The Clerk returned to  the meeting.

11.            Review of Remits & Standing Orders and to consider their adoption - The following points were discussed and noted:-

• The PPASC Remit had now been included, although it would have to be amended when the day-to-day management of PPA passes to the Parklands Residents Association, particularly with regard to authorities for spending. Administration would stay with PPASC in the interim
• Section 9/Page 12 - it was agreed to expand the Clerk’s Remit to read “To manage the operation of the Parish Office..”
• It was agreed that TEWP should be a Committee of the Council, with Councillors appointed to it at the AGM to be held in May 2004. Appointed Councillors could then elect non Councillor members and a Chairman who could be a non Councillor. A non Councillor Chairman should still have the option of using a casting vote as an expression of Councillors confidence in their own appointment of the Chairman, although non Councillor members of the Committee would not be able to vote. It was agreed to defer defining the structure and rules of this Committee until after the Special Council meeting on 23^rd April 2004
• It was agreed that a Policy and Strategy Committee should be set up and would meet on an ad hoc basis to be decided by Council
• The new name for the E&M Committee would be decided at the AGM in May 2004

Council Meeting minutes 20 April 2004                                                       Page 6

12.       Any Other Business:-

            12.1            Update on Annual Assembly – The Chairman stated that it was tradition for the male Council Members to wear a jacket and tie at this event. No special guests had been invited this year, but they would be next year.

13.       Date of next meeting – 18 May 2004 – including AGM