Minutes of the Maresfield Parish Council meeting held on Tuesday 16th December 2008

at 7.30pm in the Village Hall, Fairwarp

Present:        Cllr K Ogden (Chairman), Cllr W King, Cllr J Handley, Cllr J Gutteridge, Cllr D Finch,

Cllr H Fry, Cllr R Street, Cllr Mrs V Taylor, Clerk T Allen.

A.        Public Session – See below.

1516.   To approve apologies for absence and to note other non-attendance - Cllr D Barlow,

Cllr R Galley, Cllr P Harris, Cllr C Stevenson, Cllr A Clarke, DCllr Mrs S Martin, DCllr M Hoy,

DCllr N Buck, CCllr A Reid, CCllr F Whetstone.

1517.   To note the resignation of Cllr Mrs J Penfold – The Clerk reported that it should be known by the end of the year whether a by-election or co-option will take place. ACTION: Chairman to write a letter of thanks to Mrs Penfold.

1518.   Declarations of Interests – Cllr King re. Item 1527, as a recipient of a payment.

Cllr Street re. Item 1527, whose Wife is the Hall Bookings Manager for Fairwarp Village Hall.

The Chairman, Cllr Gutteridge and Cllr Mrs Taylor re. Item 1521.2.v, as members of the Maresfield Conservation Group.

1519.   Minutes of the previous meeting held on 18th November 2008:-

1.    For adoption – It was resolved to adopt these minutes.

2.            Matters arising from these minutes – Re. Item 1511, the Clerk reported that he has spoken to the Nutley Historical Society about making a record of Burnside cottage, Old Forge Lane.

1520.   Reports by and questions to:-

1. County Councillors – No reports.

The Clerk reported that CCllr Reid will shortly update Cllr King on the matter of S.106 monies and development at Park Farm, Maresfield.

Cllr King stated that he has raised two matters with CCllr Reid by email; firstly asking what is happening at the Maresfield waste site as there appears to be a delay in it coming on-stream, and secondly regarding a report on Local Government efficiency gains and ESCC’s position.

2.            District Councillors – In relation to the Maresfield waste site, the Chairman reported that WDC had received a request from the contractors for the use of the Luxford field car park site to be extended for a further 12 months; the reason for this request is not known at present.

Reporting on a recent LDF workshop, Cllr King expressed concern that a large proportion of District Councillors seemed not very aware of District wide spatial planning details, and also whether current WDC Officers are aware of previous input by the Parish Council into the LDF process.

1521.   Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions:-
1. Environment – The Clerk reported that Zurich Insurance had awarded the contract for the

replacement of the burnt out bus stop at the A22/Cackle Street to Wilson Builders.

Cllr Finch reported that wood had been obtained for the replacement spring mobiles at Fords Green play area and that they should be back in place early in the New Year.

            2. Finance & Administration:-

                        I.          Month 8 – 2008/09 Financial Reports – Cllr Handley reported that expenditure was on-track and that there were no issues to raise.

II.            Minutes of the meeting held on 11th November 2008 – Received.

III.           Amendment to Standing Orders to note public sessions at meetings – It was resolved that the following wording be included in Standing Orders at Paragraph 3.2:-

“A public session is held at the start of all Council, Committee and Sub-Committee meetings to enable members of the public to make representations; the length of such representations is at the discretion of the Chairman of the meeting concerned”.

IV.        Schedule of Councillors’ monthly audits of accounts – The reissued schedule was noted. The Clerk stated that he will arrange the next audit with Cllr Street and Cllr Finch.

V.         Adoption of Budget and Precept for 2009/10 and S.137 payments – Cllr Handley introduced the proposed 2009/10 Budget/Precept paper, noting the following:-

• The proposed 2009/10 Budget/Precept was the result of three ‘passes’ through the Committee.
• A marginal increase in Precept is possible due to the large projected underspend for 2008/09, due mainly to savings in salary payments resulting from the Assistant Clerk’s maternity leave.
• The Committee had agreed that the required budget should drive the level of Precept.
• Cllr Galley had registered his opposition, stating that he preferred no increase in Precept at all.
• Reserve levels of £30k are approved as sufficient by the auditors.

It was resolved that for 2009/10 a Budget of £88495.00 should be adopted, as detailed in the Committee’s paper, representing an increase over 2008/09 of 4.65%.

It was resolved that for 2009/10 a Precept of £77666.00 should be adopted, representing an increase over 2008/09 of 0.17%.

It was resolved to adopt the S.137 payments as detailed.

            3. Planning:-

                        I.          Minutes of the meetings held on 3rd & 17th November 2008 – Received.

                        II.         Draft Minutes of the meeting held on 1st December 2008 – Noted.

Cllr King spoke on the problems of the validity of information given to the Committee in the public sessions at meetings. It was noted that, obviously, Councillors can only act on the information made available to them.

The Chairman spoke of problems with WDC Officers delegation authority, noting that he is looking into the matter.

The Clerk noted the recent reduction in the number of planning applications received.

Cllr Fry asked that an up-to-date comparison be obtained of the Parish Council’s recommendations for planning applications vs. WDC’s decisions. ACTION: Chairman and the Clerk.

            4. Strategy:-

I.          Minutes of the meeting held on 27th October 2008 – Received

The following points were noted in discussion of the proposed Parish surgery project:-

• Further contact is awaited from the Ashdown Forest Health Centre (AFHC) Project Manager.
• AFHC hopes to put the business and funding case to the Primary Care Trust by the end of the year.
• Nutley School has objected to the use of part of its playing field for siting the surgery.
• There are not many other alternative sites, although Cllr Finch had identified a potential site that he is looking into.
• Exchanges of emails between Committee meetings are causing confusion for some Councillors.

II.         Adoption of revised Parish Plan – It was resolved that the 2009/10 Parish Plan, as circulated, be adopted.

            5. Maresfield Recreation Ground Access Sub-Committee – The Clerk read out the following report from Cllr Mrs Taylor on behalf of the Sub-Committee, previously circulated by email:-

“We have received a copy of the draft `Permission’ supplied by Mr. Sagoo, solicitor to Mr. and Mrs. Watts.  This document is simpler and with compromise on both sides could result in a solution.  However one of their points still insists on MPC having public liability cover over the access road.  Unfortunately I have been ill for two weeks since the last Full Council meeting and have only just been able to contact Zurich, our insurers.  The contact we had at Zurich has now left and we will have to start again with a new contact.  Therefore we have little progress to report this month.  We will try to have more information for the January meeting although the Christmas and New Year breaks will hamper this.”

It was noted that the insurance of all third party risks by the Parish Council was being considered.

            6. Working Party on development of the Parish Office – The Clerk reported that the Committee of Nutley Social Club Ltd (NSC Ltd) appeared to be in some disarray, and it had held an Emergency General Meeting on 8th December 2008; the outcome of which is awaited. It was noted that it may become necessary to deal directly with the Nutley War Memorial Trust which is the landlord. It was resolved to wait for a short time to see if NSC Ltd can form a constitutional body with which the Council can move this matter forward.

1522.   Outside bodies matters:-

            1. MRGC re. vandalism at Maresfield Recreation Ground – The Chairman noted that the main problem was cars being driven over the playing fields. It was noted that this matter was covered more comprehensively in the next item.

            2. Maresfield Conservation Group re. proposals for improvements at Maresfield Recreation Ground  - It was resolved to set up a Working Party to join with representatives from the Maresfield Conservation Group and the Maresfield Recreation Ground Committee. It was resolved that Cllr Mrs Taylor and Cllr Gutteridge should form the Council’s Working Party.

            3. Forest Conservators – consultation re. the use of mountain bikes on the Forest – The following points were noted in discussion:-

• Areas of the Forest will be ruined if this activity is not confined and strictly controlled.
• Mountain bikes can be dangerous as you can’t hear them; there are several known incidents of Parishioners being injured by bikes used on village paths at the moment.
• Horses can also be dangerous and have caused injuries to people on foot.
• It was not that long ago that children used to cycle on the edges of the Forest around the villages and this is a good healthy activity.
• Allow bikes on the Forest on a trial basis in zoned-off areas with permits issued for limited times to local young children; these areas to be away from houses and regular Forest users.
• Permits may not be appropriate for young children.
• For safety, older and younger children would have to be segregated.

It was resolved that the Council’s response was that it has no objections to mountain bikes being allowed on the Forest, on a trial basis, as long as the safety of all Forest users can be assured.

ACTION: Clerk to relate this to Mr Prendergast, along with a summary of the Councillors discussions on the matter.

1523.   Freedom of Information – adoption of a revised Model Publication Scheme – It was resolved that the new Publication Scheme should be adopted, and that no charge should be made for information requested.

By resolution, the Chairman closed the meeting and opened a public session.

PCSO Karen Juniper, PCSO Mark Carter and PCSO Simon French joined the meeting.

The Chairman welcomed the PCSO’s to the meeting and PCSO Juniper introduced her colleagues. PCSO Juniper made the following points in discussion:-

• Whilst PCSO’s do sometimes have problems with getting immediate access to vehicles, these can mostly be overcome e.g. ‘piggy-backing’ on each others vehicles. This is not seen as having a noticeable impact on PCSO’s performing their jobs.
• PCSO’s are increasingly able to do a better job now that more PCSO’s are being recruited, but of course this will place additional demand on transport.
• It is not easy to tell at the moment whether the economic downturn has resulted in an increase in crime, as the crime rate usually rises during the Christmas/New Year period.
• Most PCSO’s are now trained in the use of the ‘speed guns’ and can therefore now support Parish SpeedWatch exercises; PC’s can also issue speeding tickets.
• Forest Row now has an active SpeedWatch programme in place and one is being planned for Hartfield.
• She will investigate areas around the villages where cars for sale are being parked obstructively, e.g. just off Budletts roundabout towards Uckfield.

The Chairman thanked the PCSO’s for attending the meeting and the Clerk reminded them that they are always welcome to drop into the Parish Office.

The Chairman closed the public session and opened the meeting.

1524.   Community Governance Review for Maresfield Parish – The Clerk reported that, at the last meeting of the Finance & Administration (F&A) Committee, Cllr Galley explained that all Maresfield Parish electors will be balloted around March/April next year and asked either (Clerk’s words) “Do you want Maresfield Parish to remain as it is?” or “Do you want a separate Parish for Maresfield Village with Nutley and Fairwarp villages forming another Parish?”.

At the F&A meeting, it was noted that there are other possible options, e.g. all three villages form separate Parishes, so perhaps the ballot should include all the possible options, and if so do these need to be notified to WDC by the Parish Council?

Also, at the F&A meeting, concern was expressed that It is unclear how much, and what type of communication the Parish Council should be having with its Parishioners and that it could be wrong of the Parish Council to try to set out the pro’s and con’s of the matter, as it may be seen to be exerting an inappropriate influence; and perhaps there also needs to be an explanatory leaflet that goes out with the ballot. The Clerk noted that Heather Blanshard, WDC, had kindly provided a factual article for the next edition of the Council’s newsletter.

The Clerk reported that he had raised the above concerns and questions in an email to Heather Blanshard on 10th December 2008 and a reply is awaited.

The following additional points were noted in discussion:-

• As only the one petition has been made, i.e. by Maresfield Village, perhaps this is why there will only be the two questions on the ballot.
• Surely the ballot should also allow for the question of whether Nutley and Fairwarp should split, as this is a Community Governance Review of the whole Parish.
• The format of the Review and the ballot is set by the WDC Scrutiny Committee.
• The whole petition may have to start again if other options are to be included; this will be difficult and funds have virtually been used up for the current petition.
• Are Parishioners in Fairwarp and Nutley overly concerned about the future of Maresfield Village?

It was resolved to carry this matter forward, pending a response from Heather Blanshard.

1525.   Chairman’s Report followed by questions to Chairman – The Chairman reported that the Chairman of WDC, Cllr Mrs Chantal Wilson, had attended a function in Fairwarp Village Hall on 27th November 2008, in order to meet with representatives from Maresfield Parish groups and organisations. The Chairman noted that, whilst the event could have been better attended, Cllr Mrs Wilson had stated that the evening was very successful. ACTION: The Chairman to write a letter of thanks to Cllr Mrs Wilson.

1526.   Clerk’s Report followed by questions to Clerk – The Clerk reported that so far 15 enquiries and two firm applications had been received in relation to the vacancy for an Assistant Clerk, noting that the closing date is 31st December 2008.

The clerk confirmed that he had spoken to Kay Hamilton regarding her offer of help with the co-ordination of SpeedWatch exercises.

1527.   Payments to be made: for approval – It was noted that the payment listed to Pharaohs Press should in fact be to Cllr King, as he had already paid Pharaohs Press for the printing of the Christmas cards. It was resolved to make payments totalling £4273.12, as amended.

1528.   Communications:-

            1.         ‘The Parish Matters’ Winter 2008 edition – The Clerk reported that he will be liaising with Cllr Harris to produce the newsletter by the end of January 2009.

To give consideration to the next item being discussed in closed session; that in view of the confidential nature of the business to be transacted, i.e. the discussion of tenders, it is advisable in the public interest that the public and press be temporarily excluded and that they are instructed to withdraw.

1529.   Urgent tree works required at Maresfield Recreation Ground –   The Chairman reported that an ESCC Forestry Officer had agreed to inspect the tress concerned and the tenders received. It was resolved therefore that there was no need to go into closed session and that the matter should be brought back to Council at its meeting on 20th January 2009.

The Chairman reported that ESCC had agreed to implement measures to stop ‘rat-running’ down the local lanes when School Hill is closed for these tree works.

1530.   Date of next meeting – 20th January 2009 (Nutley).

There being no further business. The meeting closed at 21:21.