Minutes of the Maresfield Parish Council meeting held on Tuesday 21st April 2009

at 7.30pm in the Memorial Hall, Nutley

Present:       Cllr K Ogden (Chairman), Cllr W King, Cllr Mrs G Brady, Cllr D Finch, Cllr P Harris,

Cllr J Gutteridge, Cllr Mrs V Taylor, Cllr C Stevenson, Cllr A Clarke, DCllr Mrs S Martin,

Clerk T Allen, Asst. Clerk Mrs J Bradford.

In Attendance – PCSO J Pilston.

A.         Public session – PCSO Pilston updated the meeting regarding crime incidents in the Parish over the last couple of months. PCSO Pilston answered Councillors questions in regard to various subjects including Operation Crackdown, motorcyclists on the Maresfield by-pass, various acts of minor vandalism in Maresfield, burglaries in Down Street and Picketts Lane, the new Nutley speed camera, and feedback in relation to reported incidents.

(PCSO Pilston left the meeting)

1571.   To approve apologies for absence and to note other non-attendance – DCllr M Hoy,

CCllr F Whetstone, CCllr A Reid, Cllr D Barlow, Cllr H Fry, Cllr J Handley, Cllr R Street, DCllr N Buck.

1572.   Declarations of Interests – Re. Items 1575.1.I & 1575.6.I, Cllr Mrs V Taylor, Cllr J Gutteridge, Cllr K Ogden as members of the Maresfield Conservation Group and Cllr Mrs V Taylor and Cllr Gutteridge as members of MRGC.

1573.   Minutes of the previous meeting held on 17th March 2009:-

1.            For adoption – Re. Item 1565.4.III, last paragraph, Cllr Finch stated that there were some salient points not minuted. The Clerk replied that the minutes are not meant to be a verbatim report but a broad reflection of what was discussed, and he is happy that this minute is accurate in this respect. In the absence of any specific details from Cllr Finch, it was resolved to adopt the minutes.

2.            Matters arising from these minutes – Re. Item 1563, the Clerk confirmed that Kelvin Williams has been invited to attend a full Council meeting.

1574.   Reports by and questions to:-

1.                 County Councillors – No reports.

2.                 District Councillors – DCllr Mrs Martin gave an overview of the District in respect of population, housing, local economy, deprivation and community safety. DCllr Mrs Martin also spoke about the impending LDF Core Strategy consultation.

Cllr King noted that the WDC LDF Core strategy consultation will be out at the same time as the ESCC public transport consultation.

The Chairman spoke about upgrades to the EDF network, and to the sewage plant in the Parish, noting that these improvements have been linked to future housing growth.

The Chairman noted that there had been some question as to whether there is a need for WDC to provide green waste recycling facilities in countryside locations.

Cllr King noted that WDC consultation papers refer to difficulty in housing allocation south of Hailsham because of difficulty in enlarging the sewerage system; that the largest number of homes expected to be built in the Parish is 151 (excluding the 80 homes already allocated for Park Farm); and that the ESCC Recession Task Force had indicated that referral to agencies for domestic violence incidents had increased over the last 12 months by 40%.

1575.   Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any

questions:-
1. Environment – The Clerk reported that the next meeting of the Committee is on 28th April 2009 and

that he was not aware of any major issues that need to be addressed beforehand.

I.          Water damage to Pavilion – reimbursement of costs to MRGC pending payment by

Zurich Insurance – The Clerk explained the background to this item. It was resolved that, unless these payments put the MRGC in financial difficulty, these costs should be met from its reserves until the insurance claim is settled.

            2. Finance & Administration:-

                        I.          Month 12 – Interim unaudited 2008/09 Financial Reports – The Clerk reported that he

was not aware of any issues, and that following the impending audits the end-of-year accounts will be finalised.

                        II.         Approval of Contract of Employment for Assistant Clerk – It was resolved to adopt

the contract of employment for the Assistant Clerk.

3. Planning:-

                        I.          Minutes of the meeting held on 16th March 2009.

                        II.         Draft Minutes of the meeting held on 6th April 2009.

Cllr Stevenson stated that he had nothing to report in addition to the items contained in the circulated minutes.

Cllr Stevenson described possible options he had been looking at for managing the work of the Committee more effectively, in particular a potential ‘on-line’ forum solution. The Clerk stated that this raised a number of concerns, particularly with regard to legality, and said that he will work with Cllr Stevenson as there is definitely room for improvement in current procedures.

The Chairman stated that he is looking into WDC procedures for delegated planning application decisions, in particular the need for Officers to communicate with the Clerk and/or the Chairman of the Planning committee.

            4. Strategy:-

I.          Draft Minutes of the meeting held on 12th March 2009.

The Clerk stated that Cllr Galley had asked him to report on the following two items:-

a.     Cllr Galley will be finding out the latest position from WDC with regard to potential affordable housing projects, following which he and the Clerk will produce an information sheet for circulation to Parishioners.

b.    As referred to in Cllr Barlow’s circulated report, two potential sites for a satellite surgery in Nutley have been passed to the Ashdown Forest Health Centre (AFHC) for its project manager to follow up with the landowners and the Primary Care Trust (PCT); the two sites being the Nutley Arms and the Nutlin Fruit Farm.

Cllr Barlow’s circulated report regarding NWCTP was noted.

Cllr King spoke about his concerns regarding ESCC’s handling of community transport reviews, in particular that the Parish Council’s and others input seemed to be being ignored, e.g. diversion of the 249 bus route via Fairwarp. Cllr King stated that he will be raising these concerns in a meeting in w/c 27th April 2009 with Roger Williams, ESCC Head of Transport Provision.

            5. Maresfield Recreation Ground Access Sub-Committee – Cllr Mrs Taylor reported that, along with

Cllr King and the Clerk, she had been chasing Zurich Insurance for a definitive position regarding Mr Watts’ requirement that any agreement regarding access to the Maresfield Recreation Ground via his track must indemnify him against any claim arising from the visitor's use of the access track. The Clerk reported that the latest statement from Zurich Insurance did not give this assurance fully.

            6. Maresfield Recreation Ground Improvement Working Party:-

                        I.          Request by Maresfield Conservation Group for a grant – Cllr Mrs Taylor explained the background to this item, noting that the MRGC had agreed to help with the funding of this project and this had allowed the Conservation Group to allocate £4000.00 up front which had allowed work to commence on 20th April 2009. Cllr Mrs Taylor described the programme of work and noted that there will also be fund raising events in support of this project. Mrs Taylor stated that as Trustees it is appropriate for the Parish Council to make a grant towards the project costs. After discussion it was resolved that £750.00 should be allocated to this project from the Council’s reserves.

(DCllr Mrs Martin left the meeting)

It was resolved that the next item be discussed in closed session; as in view of the confidential nature of the business to be transacted, i.e. the discussion of commercial strategy, it is advisable in the public interest that the public be temporarily excluded. The meeting went into closed session.

            7. Working Party on development of the Parish Office – Discussed in closed session and minuted separately by the Clerk.

(The meeting went back into open session)

1576.   Outside bodies matters – None.

1577.   Community Governance Review (CGR) – The Chairman reported that at the CGR meeting on the 16^th April 2009 in Maresfield, only a small number of parishioners attended, plus Mr C Lant and Mr T Scott from WDC who advised that Parishioners’ comments are welcome up to 29th June 2009.  The Chairman recognised that the low attendance at this meeting was in part due to the fact that Parishioners in Maresfield Village had seen the original proposal for the CGR, unlike those in Nutley and Fairwarp, noting that the main concerns related to increased costs.

Cllr Clarke noted that following the CGR meeting in Fairwarp on 6th April 2009 that was very well attended, he was satisfied that as much as possible had been done to disseminate information in this village.

The need for a similar meeting in Nutley was discussed and it was noted that this should be a WDC responsibility as the CGR is being conducted by it. It was resolved that at this late stage an article in the WDC section of Nutley Parish News would now be the best and quickest way to further inform Nutley parishioners. ACTION: Cllr Finch to liaise with DCllr Mrs Martin and DCllr Galley.

1578.   Payments to be made - for approval - Cllr Clarke enquired about the Parklands street lights night cells and the Clerk confirmed that these lights are now operational throughout the night.

Cllr Stevenson referred to the photocopier maintenance charges and the fact that recent papers for meetings have been of poor quality. The Clerk reported that there had been several related faults recently with the photocopier which had now been isolated and it will be fully repaired within the next day or two. The Clerk stated that he is more than satisfied with the service received from ICA.

It was resolved that payments amounting to £7,568.71 be approved.

1579.   Communications:-    

            1. Annual Parish Assembly 2009 – Friday 22nd May 2009 at Fairwarp Village Hall – The question “what do we want to do” was discussed.  Cllr King raised the idea of getting the Community/Conservation groups to give a presentation on their aims and objectives, and to say what they want from their Parish Council. It was resolved that this should be this year’s ‘theme’.

            2. Village fetes 2009 – It was resolved that the Historical Societies should be allowed to share the Council’s marquee at the Nutley and Maresfield fetes.

Cllr Finch noted that he was aware of some of the Nutley Social Club Ltd committee Members being unhappy about the Council’s marquee being stored in the loft of the Social Club. The Clerk and Cllr King confirmed that permission to do this had been given in the past; it could easily be stored elsewhere if NSC want this.

1580.   Date of next meeting – 19th May 2009 (Fairwarp) – Annual Meeting of Council.

There being no further business the meeting closed at 21.30hours.