| Minutes Apr 07
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| Minutes Apr 07
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At this level              beneath this item |
Minutes of the Maresfield Parish Council meeting held on Tuesday 17th April 2007 in the Village Hall, Maresfield
Present:
Cllr W King (Chairman), Cllr D Barlow, Cllr H Fry, Cllr R
Galley, Cllr J Gutteridge,
Public: Ms Renée Godfrey
A. Public Session – None.
1233. To approve apologies for absence and to note other non-attendance. DCllr J Hollins, DCllr N Buck, DCllr Mrs S Martin, Cllr G Hardy, and the Clerk.
1234. Declarations of interest – Cllr King re. Item 1141 –as Secretary of Nutley PCC.
1235. Minutes:- · Minutes of the previous Meeting (20th March 2007) for adoption. Cllr Stephens re. Item 1230, wished to clarify what he had said i.e. that if Mr Baguley had turned up to the appointment he had scheduled with Cllr Stephens, they would have understood each other perfectly but without this meeting it would seem that his expectation was different from that of the Parish Council. The minutes were Approved. · Matters arising from those minutes. Re. Item 1231.2 Annual assembly – Cllr Mrs Taylor made the following comments: o She expressed her concern in relation to the proposed subject matter i.e. talking about hundreds of houses in Maresfield Parish. She is not aware of any such suggestion for Nutley or Fairwarp and therefore considers the topic to be very Maresfield biased, and fears the Parish Council will fail to attract Parishioners from Nutley and Fairwarp at the forthcoming Annual Assembly. o The issue of additional housing in and around the Parish is extremely sensitive. o It would seem that the topic is being used as a publicity tool to get more attendees at a generally poorly attended meeting. o A more topical subject / discussion point might be “Why don’t more people come forward to stand for election?” The following points were noted in discussion: o Mrs Helen Compson recently sent an email to the Parish Office suggesting open forum discussions with Parishioners detailing the roles and responsibilities of Parish Councillors in a bid to seek more applicants. o Mrs Mollie Smith at recent Strategy Committee meeting stated that some parishioners in Nutley feel that the Parish Council is not doing enough. The Annual Assembly may be an opportunity to address such issues. o Cllrs Ogden and Gutteridge confirmed their agreement with Cllr Mrs Taylor. o Although having no issue with a contentious subject, Cllr P Tester noted that discussions should not centre around one village as this is a Parish wide meeting. o Cllr Galley noted that two hot topics which are inter-related are traffic and housing. The Annual Assembly would be an opportunity for the Parish Council to get a view from parishioners as to what they think is feasible and what they would like us to press for in relation to both issues. o Affordable Housing and whether or not there should be any further development are hot topics on which the Parish Council should focus at the forthcoming meeting. o Use of the hot topics to promote discussion in a constructive parish wide way should be the aim of the Annual Assembly. o CCllr Reid noted the key concerns regularly raised with him are housing development and traffic speed and the need to balance the two. Government has a responsibility regarding housing development for without such growth you don’t have children at local school and they subsequently come under threat. Growth is coming and will not stop but needs to be done in as balanced a way as possible with Parish Council working constructively with both District and County Councils. o Cllr King noted that there is a real danger of over-polling the residents of Maresfield village i.e. theoretically discussing housing now when it may need to be discussed in the near future as a real possibility and this may result in the Parish Council not getting feedback when it really is needed. o “What are the risks and problems of the future of the South East Plan for housing and traffic in our parish and area?” o Cllr Mrs Taylor conceded that a discussion around the inter-relationship of housing and traffic is a better proposal although not perfect. o There is always a good attendance by Parishioners in the hosting village where the Annual Assembly is held, and it is therefore necessary to have a subject that will draw people from Nutley and Fairwarp to the meeting. o Prospective housing growth in this area will impact on all Parishioners especially with regard to the resultant increase in traffic volumes throughout the Parish. o Cllr Fry stated that assuming a certain amount of growth in housing within the Parish will occur, a review of current transport plans would be a useful exercise. o Additional housing will bring more pressure to the existing infrastructure, which many already consider to be in deficit. o Many people are concerned about housing either because they are looking for housing, they don’t want it in their back yards or they think they can make a profit from it. o To facilitate a debate, it is necessary to make a statement and then put both sides of the story to it e.g. “The LDF may require more housing in the area; should we always say no or should we look at the possible gains?” o Discussion should not focus on Park Farm, Maresfield in isolation but encompass all possible housing development sites both in Maresfield Parish and surrounding Parishes e.g. Grampian, i.e. the needs of the area generally. o It was Agreed that the subject for the forthcoming Annual Assembly should be “What are the benefits and disadvantages of more housing in the Wealden area?” o It was Agreed that the “panel” should consist of Parish Councillors only. o It was noted that the Chair of the meeting has a very important role.
1236. Reports by and questions to:- 1. County Councillors. CCllr Reid reported the following: o Some of the angst with central government and disappointment with the Parish Council is largely due to the raising of expectations against realities of what can be done. Parish Councils need to say honestly what they can and can’t achieve. o Re. Fairwarp Signage – The ESCC Officer responsible has been in communication with the Clerk and the signing locations and wording have been agreed. CCllr Reid has not been able to confirm that a “Works Order” has yet been agreed but this matter is close to completion. o On Friday 27th April, he will be chairing the first of a number of meetings which will look into how ESCC’s provision of rural transport might evolve in the future, particularly as it is unsustainable under current funding. Cllr Barlow confirmed that he will attend this meeting with Mrs Mollie Smith and Mr Stefan Butler. CCllr Reid thanked all Councillors for their help over the last twelve months and wishes all of those standing again on 3rd May the very best of luck. 2. District Councillors. DCllr Brown reported the following: o Having recently attended a seminar about the LDF, he reported that although the general consensus seemed to be an intention to move development into the villages and away from the towns, the final decision was to move it the other way i.e. major developments in the towns and minor developments in the villages especially where there was demand i.e. to keep local people local. o WDC plans a seminar to provide Councillors with more detail re. planning procedures. Cllr Ogden reported that David Phillips, WDC, was surprised Parish Councillors, contrary to policy, are requesting the High Weald area be used for additional housing to keep the villages alive. The Chairman thanked DCllr Brown as this is his last Parish Council meeting. In their absence, he also thanked DCllrs Hollins and Mrs Kennedy who will be standing for different wards in the election. 1237. Council bodies: Actions, minutes and reports by, and questions to, Chairmen:- 1. Environment. Cllr Ogden thanked those Councillors who are members of the Environment Committee but will not be standing at the forthcoming election, for all their hard work over the years. Cllr P Tester stated that although the roundabout has been re-installed at Fords Green Play Area, he thinks that the gap is larger underneath the roundabout than was recommended by the Play Area Inspector. ACTION: Clerk to refer to Environment Committee. Cllr Barlow reported that he had this week carried out a visual inspection of Fords Green Play Area and the roundabout was one of the issues of concern to him. Additionally, the wood chippings need topping up. Parklands Play Area - The Greystoke apparatus has now been removed from PPA and installed at Maresfield Recreation Ground Play Area. The Assistant Clerk is waiting to hear from Rob Wheway regarding inspection of this apparatus. The new equipment for PPA is scheduled for installation w/c 30th April 2007. MRG Tree works – The necessary paperwork for road closure has been submitted. The works are scheduled for 29th July – this is the earliest possible date as the transport officer at ESCC will only allow diversion of buses on Sunday’s or during school holidays. Simon Birkby confirms that his original quotation will stand for a period of six months to cover the works to be carried out in July 2007.
2. Finance & Administration:- 1. Month 12 Financial Reports. Cllr Street reported the following: o An under-spend of £17,524 on the budget seems large however, taken out of this figure is £6,073 for ongoing contracts which could not be fulfilled this financial year i.e. Maresfield Recreation Ground tree works and Parklands Play Area updates. The money in the budget for these two items will go forward into next year’s budget as earmarked funds. Of the remaining £11,448, £5,000 will be used to bolster the reserves as budgeted and there are some accruals of approximately £500. The result is an under-spend of approximately £6000. o He had predicted that funds available to go forward into next year’s budge would total approximately £3,500. o Annual Return – last year balances carried forward were £30,792, whereas this year the Parish Council will be carrying forward £42,183. £6,073 going through as earmarked funds, £6,570 is carried by the Parish Council for the Community Transport fund. Therefore, by removing these two amounts totalling approximately £12,500, in terms of balances the budget is more or less where it should be i.e. approximately £30,000. o Cllr Fry stated that when these figures are presented to the auditors there should be an explanation of the significant variations and that these explanations should also be there for Councillors and members of the public to see. Cllr Street confirmed that the Parish Council is required to do this and indeed does so. o It was noted that under item 9 of the Annual Return, the total assets are recorded as being the same this year as last; why is there no depreciation? Cllr Street explained that the auditors do not take depreciation into account, although the figures will be under review at the audit later this year. o Cllr Galley questioned the merit of the auditors’ recommendation of having reserves of £30,000. Cllr King confirmed that the recommendation was that the amount was built up to this level and then maintained. It was noted that these reserves would enable the Parish Council to continue to function for a period of six months. The level of reserves is purely advice from the auditors whether we need to follow this advice is a question for the RFO and for further discussion in November/December when the precept is next set. ACTION: Clerk to advise Council. o Cllr P Tester congratulated Cllr Street and members of the F&A Committee for presenting extremely clear figures. o It was noted that the Annual Return will come to Council for Adoption, the one circulated with the meeting papers was a draft by way of information.
2. Approval of revised contracts of employment for Clerk and Assistant Clerk.
The Chairman stated that the
revised contract of employment for the Clerk ought to be
discussed confidentially and due to the presence of a member of
the public, he proposed that he put the appropriate
resolution to exclude the public to
Councillors but suggested that this item be taken at the end of
the meeting. 3. Annual appraisals for Clerk and Assistant Clerk. It was Agreed that Cllr King and Cllr Street would conduct the Clerk’s forthcoming appraisal. It was noted that the Clerk will conduct the appraisal for the Assistant Clerk having sought input from Councillors. ACTION: Clerk to report to Council regarding Asst Clerk’s appraisal having conducted it. Cllr King stated that has requested details of the appraisal scheme used by Crowborough Town Council. 4. Proposed amendments to Remits of Committees It was noted that the Clerk had made a recommendation in his note to Council dated 20th March 2007, as circulated with the meeting papers, proposing amendments to the remits of committees and that this was on the advice of Mrs Pritchett. Cllr King proposed that the remits of committees are amended as outlined in the Clerk’s paper, this was seconded by Cllr P Tester and Agreed by all.
3. Planning. Cllr King reported that recent meetings have been relatively straightforward.
4. Strategy. Cllr Ogden reported the following:
Finally, Cllr Ogden thanked those Councillors who are and have been members of the Strategy Committee but who will not be standing at the forthcoming election, for all their hard work over the years.
1238. Outside bodies’ reports. o Cllr Street is currently the Parish Council’s representative for the Uckfield Line Parishes Committee which meets every other month in Buxted. Having fallen into the job by default he feels Cllr Barlow, with his professional experience would be far more adequate at doing the job than he is. Cllr Barlow Agreed to take over this role from Cllr Street. o Cllr Fry reported that the Wealden Senior Citizen’s Partnership is holding a coffee morning at 10.30am on 21st April at the United Reformed Church, Croft Road, Crowborough. This will be an opportunity to inform people about the work of the WSCP and to recruit more members. o Cllr Ogden reported that today, a meeting took place between Maresfield Conservation Group’s working party, Field End Residents Association, Colin Buchanan and Ian Logan / John Gore’s Group. Cllr Mrs Taylor reported that this was a very useful meeting which she attended as a member of the public having signed up for more information from this group at the first meeting at the village hall in Maresfield last year. Although there is little to report at present it would be useful in future for the Strategy Committee to receive regular updates on this matter. Cllr Street reported that on his recent Councillors course he was informed that Councillors cannot act as members of the public; if they attend meetings they have all the obligations of being a Councillor. ACTION: Clerk to advise. Cllr Ogden explained that both he and Cllr Mrs Taylor were introduced at this recent meeting as Councillors at which time they made it clear that they were not representing the views of the Parish Council.
1239. Chairman’s Report – followed by questions to Chairman. It was noted that there was a typographical error in the Chairman’s report Karl Sparks should be Parks. The Chairman reminded Councillors that on Wednesday 18th April at 7.30pm there would be a service at Nutley Church for the induction of Rev. John Hobbs. 1240. Clerk's Report. The Assistant Clerk reminded Councillors that they must make direct contact with WDC if they wish to participate in training relating to the revised model Code of Conduct. Cllr P Tester confirmed in relation to Item 1. paragraph 3, of the Clerk’s written report, that he will now be present at the Annual Meeting of Council on 15th May 2007.
1241. Approval of payments to be made. The Assistant Clerk reported that “additional” March 2007 payments were needed to ensure these costs were correctly allocated to the O6/07 accounts and that these have already been approved by the Chairman and Vice-Chairman of Council and the Chairman of the F&A Committee. Payments totalling £6832.24 were Approved en-block. Subsequent to this schedule being produced, the Parish Council has now received the first invoice from Playsafe for 50% of the equipment and installation costs for the new items at Parklands Play Area. Councillors Agreed to Approve this additional payment of £2946.00 excluding VAT, which for completeness will be included on the payments schedule for May 2007.
1242. Communications:- 1. Annual Assembly – 18th May 2007. The Assistant Clerk reminded Councillors that reports from Committee Chairmen were requested for receipt in the Parish Office by Friday 13th April. If the Parish Council wants to achieve the target of having the Annual Report available 10 days prior to the event, outstanding reports will be required within the coming week. It was also reported that despite inviting some thirty local groups and organisations to contribute to the Annual Report, to date, only a handful of submissions have been received. It was noted that maybe in future, more lead time is required when asking groups and organisations for written contributions. 2. Village Fetes – Maresfield 28th May, Nutley 30th June, Fairwarp 14th July. The Assistant Clerk reported that a few short meetings would be needed with those Councillors leading on each fete, to progress the input for the fetes. A common approach for all three would make set up much easier. ACTION: Asst Clerk to arrange a meeting to include the various volunteers to discuss practical and theoretical issues for the three village fete. CCllr Reid, DCllr F Brown, Cllr Fry and Ms R Godfrey left the meeting.
The meeting reverted to item 1237.2.2 It was Resolved that in view of the confidential nature of the business to be transacted, it is advisable that the public and press be temporarily excluded and they were instructed to withdraw. Although there are no issues arising in relation to the Assistant Clerk’s Contract which haven’t been previously discussed, it was noted that additional information has since come to light which means there may be a discussion relating to pensions – although the Assistant Clerk has forgone the offer of a pension, the right to it remains in the contract. Therefore it was Agreed to look at the Clerk’s contract first. The following points were noted in discussion:
It was Agreed by majority that Council should proceed with the contributory pension scheme despite the increase from 11% to 17.6%. Cllr Street proposed that the model contracts as circulated be signed on behalf of the Council. This was seconded by Cllr Ogden and Agreed by all. It was noted that there is a discrepancy in the Clerk’s contract regarding holiday under items 13.1 and 13.2 i.e. reference to 20 and 25 days, and that this should be corrected before signature.
1243. Date of next meeting, 15th May 2007 (Fairwarp).
Cllr King said how much he has enjoyed being Chairman and that in this period the Parish Council’s standing has risen significantly on a Local, District and County level. He went on to commend Cllr Ogden for taking on a significant amount of work since the departure of Tim Sparrow, to thank Cllr P Tester on a personal level for his support and finally thanked Councillors Stephens, Hardy and R Tester for their longstanding service on the Parish Council.
There being no further business the meeting closed at 21.30. |
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