Minutes of the meeting of the Maresfield Parish Council held on

 Tuesday 16 December 2003 in the Maresfield Parish Hall

Present:  Cllr W King (Chairman), Cllr H Fry, Cllr J Gutteridge, Cllr G Hardy, Cllr K Ogden, Cllr T Sparrow, Cllr C Stephens, Cllr R Street, Cllr R Tester, Cllr Miss M Thomas. District Cllr F Brown, District Cllr N Buck.  Clerk: Tony Allen. 

There were no members of the public present.

The Chairman opened the meeting.

1.1            Apologies for absence were received from Vice-Chairman Cllr P Tester, Cllr Mrs S Weekes, Cllr R Woodgate,   District Cllr J Hollins, District Cllr Mrs S Martin, District Cllr Mrs P Kennedy.  County Cllr T Reid. 

1.2            Declarations of interest – there were none.

2.1            Minutes of last meeting for approval – it was agreed that on Page 4, in Item 8/3 "Portfolio Allocation", the words "Cllr Leaney would lead on Parish Matters, newsletters, mobile phones and Affordable Housing", be changed to "Cllr Leaney would lead on Parish Matters, newsletters, mobile phones and jointly with Cllr Ogden on Affordable Housing".

The minutes of the meeting of 18 November 2003 were approved as amended.

2.2            Matters arising from those minutes – with regard to Page 1/Item 3.2, DCllr Mrs S Martin's report on the WDC review of the Planning Committees' structure, the Chairman sought confirmation that a Ward Member would still be able to submit planning applications to the WDC Planning Committees. DCllr Buck confirmed that this would still be possible and that he anticipated approximately 10% of applications would still be submitted in this way. Ward Members would still be able to address the Planning Committees, but not vote, to safeguard against interests. DCllr F Brown confirmed that Local Members can ask for an Application to be brought before the Planning Committee, rather than being dealt with under delegated powers.

3            Reports by and questions to:

3.1            County councillor – the Chairman had spoken to CCllr Reid prior to the meeting. One point of note was the that County Council funding problems meant that only approximately 4-6 issues p/a from the highways action register were being cleared, out of a total of around 300. This means that any we manage to get on the register could take up to 35 years to be dealt with.

3.2            District councillors – DCllr Buck reported that the complete review of the planning process had been completed and the results and recommendations would be put to Cabinet, Resources Committee and then to full Council. The meeting noted the following points from this review:-

·         The numbers on both Planning Committees would be reduced

·         Future possibility of having one Committee only

·         The Application form had been simplified with comprehensive instructions for completion included on it

·         Prior to the review, there were 20 types of Application form and this number would be reduced significantly

·         The aim of the review was to simplify and speed up the planning process to meet the Government's 8 week target

DCllr Buck stated that the final report from the Comprehensive Performance Assessment (CPA), which had looked at all aspects of the WDC operation, would be produced in January 2004. Expectations were for a rating between 'high good' and 'low excellent'. The Audit Committee had already given WDC the highest score of '4x4s'.

The following planning issues were noted in Parish Councillor questions to the District Councillors:-

·         Only in exceptional circumstances (e.g. large projects) would consultations be required to be completed before an application would be accepted

Council Meeting minutes 16 December 2003                                        Page 2

·         WDC appeared to the Parish Council not to be checking the following aspects of planning applications:-

o        Ordinance Survey extracts, which were sometimes out-of-date

o        Site Plans which were sometimes inaccurate with poor descriptions given

o        Applicants interest can be misrepresented on the application form. There had been cases where "Freeholder" was wrongly used

·         Although the planning issues raised were of a general nature, WDC need to continue to rely on Maresfield Parish Council to raise issues as they occur, as the best way of improving this process. WDC would look at all issues identified by Maresfield Parish Councillors

The Chairman reported that, as a result of what he heard officers of WDC saying at the recent Review Committee meeting, he was concerned that some of the Uckfield projects in the Local Plan could be inherited by Maresfield Parish, e.g. houses would need to be built in other areas if the Bird In Eye plan did not proceed. DCllr Buck confirmed that he was sensitive to villages and their protection and very aware of this issue. DCllr Buck would be watching the situation carefully, and as the Portfolio holder, he would determine any proposals to be put to Cabinet. Cllr Ogden expressed concern that the Review Committee had voted to reject Bird-In-Eye before reports on it had been completed.

4.1       Committee & Working Party minutes and reports; Reports by and questions to         Chairmen:

            1            Planning – Cllr Ogden reported that he had attended the following meetings:-

o        An AIRS convention on Affordable Housing with other Parish and District Councillors. It was noted that WDC now use the term "household" in place of "family"

o        An Affordable Housing review with Ashley Brown and Amanda Hodge from WDC, as part of the WDC consultations with Parishes to identify possible sites. Maresfield Parish Council were the first to be invited and were highly praised by WDC. The Chairman attended this meeting as well and Maresfield Parish Council would be invited back in approx. 1 month's time

o        A Travellers meeting with the WDC Environment Section which reported that a Court Order had been granted to remove the 'new age' travellers from the Army Camp, and that the Government had not said that councils have to provide traveller sites

The Clerk informed the meeting that he had written to Mr Kay at WDC Planning, to query when the next meeting with Vodafone would be, and also what was happening re. communications masts in general, as Maresfield Parish Council were keen to keep the momentum going on this issue.

            2            Finance & General Purposes – The Chairman stated that the previous Clerk had indicated that retrospective VAT claims would be possible for more than the last three financial years. Now that HM Customs & Excise had confirmed that this was not possible, the Chairman questioned whether a claim could be brought under the Council's fidelity insurance. Cllr Sparrow reported that he was not sure of the position, but that any such actions would involve a lot of time and effort for the Clerk and Councillors in defining the problem. Cllr Street estimated the amount involved to be approximately £350 p/a and suggested that any claim was unlikely to succeed, and thus not worth pursuing further. It was agreed that no further action should be taken on this matter.

            3            Environment & Maintenance – Cllr Ogden asked the meeting to note that Mr Timms and Mr Roberts, referred to in the minutes of the 10 July 2003 meeting, were the ex owners of TR Fasteners.

            4            Civil Protection – Cllr Street reported that he was still looking at the issue of acquiring a generator and was comparing the cost of buying and repairing the used generator from the Nutley Bowls Club, against the cost of buying a new one.

Cllr Fry asked that the Vicars were advised that they would be asked to a meeting in the near future, to discuss CP matters. ACTION: Clerk.

Council Meeting minutes 16 December 2003                                        Page 3

            5            Traffic & Environment Working Party – The Chairman reported that Bruce Morley was unwell and had submitted a written strategy paper dated 5 December 2003. On the proposed closure of School Hill, the following points were noted from this paper and in discussion:-

o        Despite the fears of some residents, TEWP were not in favour of shifting the traffic problem to other minor roads

o        Approximately 1000 motorists use Maresfield as a 'rat-run' every day and need to be moved back onto the by-pass

o        Further consultation was needed with Maresfield residents to seek approval of the whole village. TEWP were in discussion with ESCC as to whether this should be a full-scale consultation

o        The temporary closure of School Hill would cost approximately £9K, which TEWP expect to raise from the Parish Council, Maresfield Conservation Group, Councillors and private individuals

o        Some concern was expressed about the private funding of an initiative that should be paid for by ESCC, and the fact that acceptance of this creates a situation where it could be said that this was double taxation and that only the wealthy in the Parish get what they want. ACTION : Clerk to include private funding as an Agenda item for the next meeting

o        ESCC can move funding down to 'grass-roots' but this should be offset by ESCC in other areas

o        A 'ring-fenced' bank account had already been set up for use after the consultation process

o        There was a need to consult all three villages in the Parish, as the Closure of School Hill would have a wider impact with regard to traffic movements

o        Ultimately the issues surrounding the funding of the closure of School Hill may have to be accepted on this occasion so that a valuable project was not lost

Another item referred to in the TEWP strategy paper concerned speeding problems on the B 2026 Lampool to Fairwarp Church stretch. Two TEWP members had met with ESCC officers on this matter, but ESCC would not put a high priority on this. Cllr Hardy stated that a more useful deterrent was needed, such as double-white lines down the middle of that section of the road. ACTION – TEWP Councillors to pursue at the next meeting.

Cllr Ogden raised two issues with regard to the minutes of the TEWP meeting held on 27 November 2003:-

o      He was concerned that the issue regarding the revised road plan for Budletts roundabout was not developed further at the meeting. ACTION: Clerk to check this point with Bruce Morley and, if necessary,  ask for the issue to be re-reviewed and considered in full

o      Discussion regarding fingerposts was not a TEWP matter, and was being dealt with by the E&M Committee. ACTION – TEWP Councillors to remind TEWP members not to stray from their remit

DCllr Buck left the meeting.

4.2            Outside bodies reports:

            1            Ford's Green Committee – nothing to note.

            2            Maresfield Conservation Group – the last MCG focussed mainly on the proposed closure of School Hill.

            3            Maresfield Recreation Ground Committee – no meeting held since last Council meeting and nothing else to note.

            4            Wealden District Association of Local Councils – nothing to note.

Council Meeting minutes 16 December 2003                                        Page 4

            5            Action in rural Sussex – Cllr Ogden reported that AIRS had confirmed that, based on their Affordable Housing report, 55 households would need Affordable Housing in Maresfield Parish. The Chairman stated that the actual total of houses needed would be higher, e.g. to take account of need from outside of the Parish, and that Amanda Hodge at WDC estimated up to 100 households needed Affordable Housing.

Cllr Sparrow reported that, in the AIRS Village Of The Year Competition, one village in E Sussex and one in W Sussex were given awards. The W Sussex village, Ashington, then went on to win the SE Regional finals and then won the National final to become Calor Village Of The Year. ACTION: Chairman and Clerk to visit Ashington Village.

            6            Wealden Local Strategic Partnership – nothing to note.

            7            Sussex Association of Local Councils – nothing to note.

            8            Community Rail Partnership – nothing to note.

Cllr Sparrow stated that, due to his recent illness, he would not be able to make a full report on Items 4.–8. until the next meeting.

5            Approval of Budget & Precept for 2004/05 – A summary of the Budget and Precept proposals, along with Income and Expenditure statements for the F/Y up to Month 7, had been circulated prior to the meeting. Cllr Sparrow reported that current budget spend was on target and that the 2004/05 budget figure of £73K before the meeting was almost the same as that for the current year. There was a slight increase in Administration due mainly to a projected increase in the Clerk's salary. The Grants figure was higher due to more money being proposed for the village halls. The Miscellaneous figure was the same, but composed of completely different spend areas, as it comprised amounts for the advancement of the Village Plan. Capital expenditure was lower due to less money expected to be needed for grants.

The meeting considered the following points in relation to the proposed budget:-

o        Cllr Hardy said that the large amount attributed to Miscellaneous expenditure was unsatisfactory as we should only budget for known expenditure that can be specified. Cllr Hardy stated that he had made the same objection in discussions on the last two budgets, and felt that we should not allow the proposed budget to contain non-specific items.  Cllr Sparrow explained that at this stage only the areas of possible expenditure could be stated, such as youth, older people, traffic, medical, and that it was in Council's plans to work on these. It was agreed that the Miscellaneous category should be sub-divided into these headings. ACTION: Cllr Sparrow

o        Each Committee and Working Party should have put a detailed budget proposal to F&GP by November. The Chairman stated that this was an area where all involved must do better, as Parishioners had a right to expect more detailed financial planning for areas identified in an already ageing Village Plan

o        It was recognised that the Village Plan was easier to progress in partnership with Parishioners

Cllr Sparrow stated that he was confident that the figure of £31.5K for cash-in-hand at the end of this financial year was an accurate estimate, and that the proposed retention of £15K for Reserves was based on the accepted financial best practice of retaining at least 3 months operating costs.

Cllr Sparrow proposed that the Budget for 2004/05 before the meeting, of £73K, be Approved. This was seconded by Cllr Street, with nine Councillors voting 'for', Cllr Hardy abstaining and none 'against'. The 2004/05 Budget of £73K was Approved.

Council Meeting minutes 16 December 2003                                        Page 5

Cllr Sparrow proposed that the Precept request to WDC of £56.5K for 2004/05 before the meeting be Approved. This was seconded by Cllr King, and agreed unanimously. The 2004/05 Precept of £56.5K was Approved.

6            Chairman's Report – this had been circulated prior to the meeting. Referring to press relations, the Chairman asked that all Committees keep PR in mind and stated that CCllr Reid had told him that Maresfield Parish Council should be praised for its excellent reputation. ACTION: Clerk to ensure that each Committee nominates a single Member to liaise with the Chairman and Clerk on PR issues.

The Chairman referred to the previously circulated note of a meeting he had with John Mason on 4 December 2003, concerning Council's position in relation to the Maresfield Recreation Ground (MRG), the Maresfield Recreation Ground Committee (MRGC) and the Charity Commission. It was noted that this relationship needed to be more clearly defined, particularly with regard to raising charitable funds and financial accounting and reporting. ACTION: Clerk to raise the matter with SALC.

The Chairman stated that the annual return to the Charity Commission was overdue. ACTION: Chairman to arrange for a holding letter to be sent to the Charity Commission.

The Chairman referred to the proposal which had been put to him that each Committee should appoint a Vice-Chairman, and it was agreed that this was a good idea and should be discussed by each Committee. ACTION: Clerk to raise in Committees.

The Chairman informed the meeting that, as the Maresfield Village Hall was not available for the Annual Assembly on 23 April 2004, a new venue was needed. It was agreed that Bonners School would be acceptable. ACTION: Clerk to arrange.

The Chairman stated that the second meeting of the Remits review group was held on 11 December 2003 and that the notes would follow shortly. The Standing Orders review group had its first meeting on 15 December 2003, with papers being prepared for either the January 2004 or February 2004 Council meeting.

7          Clerk's Report – The Clerk had circulated his report prior to the meeting. In addition the Clerk circulated details for the Council dinner to be held on 17 January 2004, and urged the return of forms showing Councillors' availability and meal requirements, to either himself or Cllr Mrs S Weekes, by 30 December 2003.

The Clerk was praised for his early sign-up for the "Working With Your Council" correspondence course, a pre-requisite for the Clerk's AQA Quality Council assessment. It was agreed that Cllr Fry should assist the Clerk in producing a timetable for Council's preparation for Quality Council assessment. ACTION: Cllr Fry to meet with the Clerk.

8            Payments to be made: for approval – the Clerk circulated a revised Schedule Of Payments (Version 2 16/12/2003). The Chairman proposed that these payments should be approved and this was seconded by Cllr Sparrow, and agreed unanimously.

9          Other items:

            1            Approval of new Clerk's Contract of Employment – The Clerk's Contract Of Employment had been circulated prior to the meeting. The meeting noted that, whilst there appeared to be an imbalance in the notice periods required (Council to give 1 month; Clerk to give 3 months), this had been accepted by the Clerk and was custom and practice in this field of employment, in view of the time needed to recruit and train a new Clerk.

The Chairman stated that the Clerk's Contract of Employment was now ready to be signed and asked the meeting to approve it and authorise the Chairman to sign it on behalf of the Council.  This was proposed by Cllr Sparrow, seconded by Cllr Gutteridge, and agreed unanimously. The Contract was then signed by the Chairman and the Clerk.

Council Meeting minutes 16 December 2003                                        Page 6

            2            Approval of new Lease for Maresfield Recreation Ground – A summary of the contents of the new Lease had been circulated prior to the meeting. The Chairman stated that MRGC had signed this Lease two years ago. Council had also signed, but there was no resolution to authorise this and the Lease had been left undated. The new proposed Lease allowed the lease period to be extended to allow qualification for Football Council funding. Cllr Sparrow proposed that the Lease be Approved, and that the Chairman and Cllr Gutteridge be authorised to sign it. This was seconded by Cllr Gutteridge and agreed unanimously. Cllr Hardy advised that the Council needs to do more to maintain trees, boundary walls & hedges, fences, gates, etc.

            3            Approval of new Lease for Parklands Play Area – A summary of the contents of the Lease had been circulated prior to the meeting. The Chairman stated that this Lease related to the land at the far end of Parklands. Cllr Gutteridge proposed that the Lease be Approved, this was seconded by Cllr Sparrow and agreed unanimously. The Lease was then signed and witnessed. ACTION: Clerk to inform Toni Birkbeck and Tony Godden that the Lease had been signed.

            4            Approval of return to Charity Commission (re. Maresfield Recreation Ground) – This Agenda was no longer appropriate, this matter having been dealt with under 'Item 6. Chairman's Report'.

            5            Remits of Committees – This Agenda was no longer appropriate, this matter having been dealt with under 'Item 6. Chairman's Report'.

            6            Portfolio allocation – The meeting discussed the previously circulated table, and noted the following with regard to Portfolio allocation and ownership:-

·         Cllr Mrs S Weekes and Cllr Woodgate had no Portfolio allocations. ACTION: Chairman to discuss with them.

·         Portfolio owners to keep abreast of and lead on their allocated subjects, bringing issues to Council and Committees, and receiving issues from Council and Committees.

·         Citizens Advice Bureau was a fully self-sufficient organisation, so not considered as a main Portfolio for Councillor ownership. Cllr Street stated that he would be happy to lead on CAB matters, including any input into the Annual Assembly information papers.

·         As well as the CAB, other bodies should be encouraged to provide input for the Annual Assembly information papers, with the aim of producing a compendium of services in the Parish.

·         Cllr Miss M Thomas to be allocated 'Countryside/Land Use/Ashdown Forest'.

·         Cllr Hardy to be allocated 'Countryside Agency/Environment'.

·         Portfolio needed for adult areas of recreation, e.g. fishing, lakes, bowls, cricket, etc. ACTION: Cllr Ogden to provide a specification for this new Portfolio.

·         Cllr Ogden to lead on Tourism with Cllr Sparrow.

Portfolio ownership (Vn 2: 9 Dec 03) was agreed, as amended. ACTION: Chairman to provide updated version following his discussions with Cllr Mrs S Weekes and Cllr Woodgate.

            7            Maresfield Recreation Ground Review meeting held on 4 December 2003 – The Chairman stated that the notes of this meeting would also serve as a point of reference for policy relating to MRG. It was noted that the issue of insurance was not covered at the MRG review meeting, with respect to travellers risk assessment. The Chairman stated that property was insured but the position regarding recovery of legal costs needed to be established. ACTION: Clerk to speak to Linda Butcher, Clerk at Crowborough, regarding insurance and the recent travellers problem in that area.

Council Meeting minutes 16 December 2003                                        Page 7

            8            Council & Committee meeting dates 2004 – The Clerk reported that the Fairwarp Village Hall could not accommodate any Council meetings in 2004, and Maresfield Village Hall could not accommodate one meeting, due to ongoing block bookings. It was agreed that the Council had tried to honour its policy of rotating its meetings between the villages, and therefore these meetings would now be held in the Nutley Memorial Hall.

            9             Letter received from Marjory Pegg – prior to the meeting, the Clerk had circulated a letter from this past Chairman of Maresfield Parish Council, now living in France.

            10            Approval of reply to letter from Mrs P Kennedy – The Chairman stated that the issues of bonfire processions and car boot sales, raised by Mrs Kennedy in an email to the Clerk dated 21 October, would be covered in a draft reply from the Clerk, to be considered at the next meeting of the Planning Committee. ACTION: Clerk to seek approval for reply to Mrs Kennedy at the next Planning Committee meeting.

The draft response to the letter given to the Chairman at the last meeting by Mrs Kennedy, had been circulated prior to the meeting. The Chairman stated that he only had a few minor further drafting amendments to make. In discussing the draft reply, the meeting noted the following:-

·         The draft reply was a fair, diplomatic and strong response

·         It should be made clear that the Chairman was replying on behalf of the Council

·         With regard to Para. 4 of the draft reply, and to confidently refute that Maresfield Parish Council were at fault over parking considerations, it would be necessary to research WDC records for the Planning papers relating to Mrs Kennedy's house

·         Maresfield Parish Council can only make recommendations to WDC, who have the final say, which may be a better way to approach the parking issue in the reply to Mrs Kennedy

·         Many villages in fact have parking areas outside of the village centres, to keep them free of most traffic.

The reply to Mrs Kennedy was Approved unanimously and it was agreed that the Chairman would decide on the final approach and choice of wording relating Maresfield Parish Council's position regarding parking considerations at the time of building Mrs Kennedy's house.

10        Any Other Business – None.

DCllr Brown left the meeting.

11            Closed Session:-

            11.1            Minutes of Closed Session of 21 October 2003 for approval – The Chairman stated that the Closed Session was necessary to retain commercial confidence and this was agreed unanimously.

The Clerk handed out numbered minutes of the Closed Session held on 21 October 2003 and the Chairman asked the meeting to comment on their accuracy.

The minutes were approved as amended.

            11.2            Matters arising from those minutes

Due to the commercially confidential nature of the Closed Session discussions, the Clerk has minuted them separately

There being no further business, the meeting closed at 10:07