Minutes of the Maresfield Parish Council Meeting held on Tuesday 15^th December 2009

at 7.30pm in Maresfield Village Hall.

Present:       Cllr W King (Chairman), Cllr K Ogden, Cllr Mrs. G Brady, Cllr R Street, Cllr P Harris,

Cllr D Barlow, Cllr J Gutteridge, Cllr Mrs V Taylor, Cllr C Stevenson, Cllr A Clarke, Cllr R Galley,

Cllr J Handley, Cllr Mrs. P Palmer, DCllr Mrs S Martin, CCllr A Reid, CCllr F Whetstone, Clerk T Allen,

Asst. Clerk Mrs J Bradford.

A.        Public Session – Linda Graham, Secretary for Wealden Senior Citizens Partnership, Michael Brimacombe, Craig Black, Thomas Black and Matthew Black, Chairman of Bonners School Council.

A1.      Presentation by Mrs Linda Graham on looking after the needs of older people – Mrs Graham’s presentation included the following areas:-

• Wealden Older People’s Forum.
• Wealden Senior Citizen’s Partnership.
• Ways of enabling older people to have a say in services provision and other issues.
• Creating a positive image of older people and provision of information to them.
• East Sussex Seniors Association and its ‘Theme Groups’.
• Publications and events for older people.
• Logistics of reaching all older people in such a big District and difficulties in identifying unmet needs.
• The benefits of the Parish Council providing a central location for assisted internet access.
• The importance of volunteer work carried out by older people and their involvement and assistance in many diverse areas has now become a growing community asset.
• Lack of acceptable transport is a big issue.

Mrs Graham mentioned the proposed meeting to be held in Maresfield to promote awareness of resources to Senior Citizens, with which Cllr Brady is involved. The Chairman thanked Mrs Graham for her presentation.

(Mrs Graham left the meeting. CCllr Whetstone joined the meeting).

A2.      Land near Normans Pond to the west of the A22 declared surplus by ESCC – Mr Brimacombe in attendance to listen to Councillors’ discussion of this matter on the agenda.

A3.      Co-option of a Councillor to fill the vacancy created by the resignation of

Cllr Mr Hanno Fry – The Chairman noted the personal statement from Mrs Palmer that was circulated with the meeting papers.

A4.      Other public matters – None.

(The Chairman closed the public session and opened the meeting).

1672.   To vote for the co-option of a new Councillor to fill the vacancy created by the resignation of Cllr Mr Hanno Fry – Cllr Mrs Taylor proposed that Mrs Palmer be co-opted onto the Council. This was seconded by Cllr Gutteridge and resolved unanimously. Mrs Palmer signed the Declaration of Acceptance of Office.

1673.   To approve apologies for absence and to note other non-attendance. – DCllr N Buck and DCllr M Hoy.

1674.   Declarations of Interests – Cllr Mrs Taylor and Cllr Gutteridge as members of the Maresfield Conservation Group. Cllr Gutteridge as a resident of Queens Drive which is adjacent to Normans Pond.

1675.   Minutes of the previous meeting held on 17^th November 2009:-

1.    For adoption – It was resolved to adopt the minutes as a true record.

Matters arising from these minutes – Re. Item 1663.2.I.c, the Chairman noted the need to encourage the involvement of non Councillors in the work of committees.

1676.   Reports by and questions to:-

1. County Councillors – CCllr Reid covered the following areas:-

·         Budget preparations, allocations and figures; Government and special grants; projected expenditure.

·         Council Tax increase is expected to be no higher than 3%.

·         Potential effects of next year’s general election.

·         Budget allocation levels.

·         Retirement of the Chief Executive.

·         [In answer to a question from Cllr Street] Landfill sites at Beddingham and Pebsham are now closed; landfill taxes and credits; awaiting incinerator to come on stream; consultation and search for another lower capacity landfill site; WSCC has put Freshfield Lane Brickworks back on the agenda; disposal of London waste.

CCllr Whetstone covered the following areas:-

·         Outcome of the Comprehensive Area Assessment; ESCC has been graded a score of three out of four, with the report noting that school results could be better.

·         Highway difficulties following an oil spill at Lye Green.

2. District Councillors – DCllr Mrs Martin covered the following areas:-

·         WDC’s proposed Council Tax increase for 2010/11 is 2.74%, with a lower rise proposed for 2011/12.

·         Transformation Programme.

·         Government grant levels.

Cllr Clarke observed that financial effects on WDC from the Government’s Pre Budget Report appear to have been passed directly on to Council Tax payers.

Cllr Ogden covered the following areas:-

·         The licensing of existing Traveller sites for four years until the 26 new pitches required to be included in the Local Development Framework are available.

·         New planning application expected for the Maresfield Business Park; pre application discussions.

·         Police reports that the majority of road accidents are due to driver errors and not the roads themselves.

It was resolved to take Item 1678 at this point.

1678.   Land near Normans Pond to the west of the A22 declared surplus by ESCC – The following points were covered in discussion:-

• The concern of Queens Drive residents over the future of this site, and that one or two may be interested in purchasing part of the land.
• The pond is overgrown and needs a lot of work; approximately £5,000 to restore plus an ongoing annual maintenance of £500.
• Potential development, especially in the northern part of the area.
• Other possible uses for this land; nature park; email from Michael Wheeler dated 15^th December 2009 suggesting footpath/nature use.
• Poor road access to the site.
• Possible options for development and access if adjoining landowners are involved.
• Too difficult an area for the Parish Council to manage.
• CCllr Reid gave the background to the site and the process for its proposed disposal by ESCC; disposal will add to ESCC’s capital funds; final decision expected in February 2010; a commercial agent will be appointed to deal with the disposal.
• Possibly split the site into two, with the top half sold to the neighbouring farm and the bottom half made good by ESCC and sold to the community for a nominal £1.
• The Parish Council and community groups need to agree proposals and engage straight away with ESCC and later its agents.

Mr Brimacombe, Mr Black, Thomas Black and Matthew Black left the meeting.

1677.   Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions:-

1. Environment Committee – Cllr Taylor noted that the Committee had not met since the last

Council meeting, and in fact meets again on 22^nd December 2009. Cllr Mrs Taylor reported that a meeting is being arranged with representatives from local groups to develop the New Civil Emergency Plan, and that the Working Party looking at grass verge cutting in the Parish has not been able to meet yet.

            2. Finance & Administration Committee:-

I.          Month 8 - 2009/10 Financial Reports – The Chairman reported that there were no issues to raise, with expenditure on track.

II.            Minutes of the meeting held on 15^th October 2009 – Received.

III.           Draft Minutes of the meeting held on 12^th November 2009 – Noted.

IV.          Adoption of Budget and Precept for 2010/11 and S.137 payments – Cllr Handley explained the summary and detailed papers, and related calculations, for the proposed budget and precept for 2010/11, that were circulated with the meeting papers.

It was noted that a poor level of interest and other factors had led to a review of the Council’s banking arrangements with Barclays Bank plc, which is ongoing.

Cllr Handley noted a potential problem that could occur when setting the budget and precept for the financial year 2011/12, due to the current differential between the budget and precept levels. It was noted that this had not been a problem in recent years due to underspending, but should the 2010/11 budget be fully spent, then, to maintain a similar budget level, the differential between the two would need to be made up, resulting in a big precept increase.

Cllr Handley noted that it had been Council’s policy in recent years to keep precept increases at a low level, and that reserve levels of £35,000 were based on advice from the Internal Auditor.

The Chairman noted that, whilst some percentage increase levels could appear high, the actual monetary effect on households was small, e.g. the proposed increase in precept for 2010/11 of c£1,000 amounted to only an additional £0.77 per household, per annum.

Cllr Ogden proposed that a budget of £92980.00, and that a precept of £78740 be approved for 2010/11. This was seconded by Cllr Barlow and it was resolved unanimously to approve these.

V.            Recommendation to Council to approve the Terms of Engagement for the Council’s new Internal Auditors, Mulberry & Co. – It was resolved to approve the Terms of Engagement for the Council’s new Internal Auditors, Mulberry & Co.

VI.          Recommendation to Council to adopt the 2009/10 Internal Audit Plan – It was resolved to adopt the 2009/10 Internal Audit Plan.

VII.         To agree Targets & Objectives for the Parish Office (Parish Clerk) – Cllr Handley introduced this item and explained the background. The differences between targets and objectives were noted.

The Chairman thanked the Clerk for his involvement in this matter, noting that the Clerk was in agreement with the proposals. It was resolved to adopt these targets and objectives for 2010.

To give consideration to the next item being discussed in closed session and in the event that members of the public are present to defer it for consideration after all other business has been completed; that in view of the confidential nature of the business to be transacted, i.e. the discussion of staff matters, it is advisable in the public interest that the public and press be temporarily excluded and that they are instructed to withdraw.

VIII.        Recommendation to Council that the Assistant Clerk’s Contract of Employment is updated to the standard part-time Contract, now that WDC is not proceeding with the Community Governance Review - It was resolved to take this item at the end of the meeting.

            3. Planning Committee – Cllr Harris stated that he had no matters to raise in addition to those contained in his report and the recent minutes that were circulated with the meeting papers. It was noted that the visit to the Maresfield Waste Site was to take place on 18^th December 2009.

I.          Minutes of the meeting held on 2^nd November 2009 – Received.

II.         Draft minutes of the meeting held on 23^rd November 2009 – Noted.

III.        Recommendation to Council that it forms a Maresfield Village Development Sub-Committee to liaise with local groups, landowners, agents and contractors – Cllr Mrs Taylor explained the background to this item, noting that, following the LDF public meetings, a clearer picture of Parishioners views was now to hand which enabled engagement with landowners, agents and contractors to now be considered again.

The Clerk stated that a Working Party now seemed more appropriate to allow flexibility in meetings and discussions, as opposed to Council setting up a Sub-Committee. It was noted that the Maresfield Conservation Group and the Maresfield Renaissance Group were both happy to send two representatives each to the Working Party.

It was resolved that the Working Party should be formed comprising of Cllr Mrs Taylor, Cllr Ogden, Cllr Gutteridge and Cllr Clarke, plus MCG and MRG representatives.  It was resolved that the purpose of the Working Party is to determine and promote Parishioners’ requirements to landowners, agents and contractors, on a ‘non-prejudicial’ basis, with no authority of Council and reporting directly to Council. Cllr Mrs Taylor agreed to be Chairman of the Working Party.

            4. Strategy Committee – Cllr Barlow stated that the circulated draft minutes of the Committee’s meeting on 8^th December 2009 gave a full briefing on the position of all its current activities.

Cllr Barlow referred to the news given by Mr Graham Credland at the last Council meeting, that there was no current intention by the PCT to provide a satellite doctors surgery in Nutley. Cllr Barlow reported that he and the Chairman will be meeting with Dr Baxter at the AFHC to ascertain its current position in this matter.

Cllr Barlow reported that the Cats Protection League HQ at Chelwood Gate is looking to enhance the transport provision for its staff, and that this may present an opportunity for NWCTP.

I.          Draft Minutes of the meeting held on 5^th November 2009 – Noted.

CCllr Reid, CCllr Whetstone and DCllr Mrs Martin left the meeting).

            5. Maresfield Recreation Ground Access Sub-Committee report – Cllr Mrs Taylor referred to the papers circulated with the meeting papers, noting that a report form the Solicitor is awaited regarding advice on the Council’s current position. The Clerk’s recommendations contained in Cllr Mrs Taylor’s report were discussed. It was resolved that, until the Solicitor’s advice had been received, the Sub-Committee should remain in place. It was resolved that, should the solicitor unequivocally advise submission of the case to the Land Registry, then the Sub-Committee will disband and the matter will be progressed by the Clerk; else the matter will be reviewed further by Council at its meeting on 19^th January 2010.

            6. Development of the Parish Office Working Party report:-

                        I.          General report – The Clerk explained the work required. ACTION: Clerk to ascertain whether planning permission is required to effect the layout changes proposed.

                        II.         Budget requirements – The Clerk noted that the current budget allocation of £1,500 for the required work was insufficient, and that a figure of £2,500 was estimated. It was resolved to vire up to £1,500 from reserves to enable all work to be completed.

                        III.        Spending authority – It was resolved that the Working Party be given general authority to spend up to £2,500 on related works in the areas described.

                        Iv.        Appointment of a Solicitor to produce the new Lease – It was resolved to appoint P R Vince of Forest Row.

(Cllr Galley left the meeting.

            7. Parish Plan Development Working Party report – The Chairman referred to the circulated update report from the Working Party, noting that it will be meeting in early January 2010 to move things forward.

Cllr Clarke questioned the need to report to Parishioners on ‘what has not been achieved and why not’, noting that this was a bit negative. The Chairman explained that this was part of the format recommended by AiRS.

1678.   Land near Normans Pond to the west of the A22 declared surplus by ESCC (See above).

1679.   To receive a report from, and put questions to the Chairman – The Chairman referred to his circulated report and expressed his thanks to Cllr Stevenson for his help in restoring the main Parish Office PC, which had failed recently.

1680.   To receive a report from, and put questions to the Clerk – The Chairman referred to the Clerk’s circulated report. The Clerk reminded Councillors that there was little time left for signing the Christmas cards, as they were due to be posted very soon.

1681.   Payments to be made - for approval – Payments amounting to £5274.62 were approved.

1682.   Communications:-

            1. Next edition of ‘The Parish Matters’ – Cllr Harris stated that he and the Clerk will be working on this over the Christmas and New Year period, and that any outstanding articles are now urgently needed.

2. Proposals by Cllrs King and Stevenson as amended by Strategy Committee; and

actions to follow – The Chairman referred to the report circulated with the meeting papers, noting that this work sits under the Strategy Committee.

To give consideration to the next item being discussed in closed session and in the event that members of the public are present to defer it for consideration after all other business has been completed; that in view of the confidential nature of the business to be transacted, i.e. the discussion of staff matters, it is advisable in the public interest that the public and press be temporarily excluded and that they are instructed to withdraw.

The Chairman thanked the Assistant Clerk for the personal letter she had sent to Councillors regarding her pregnancy and offered his congratulations.

(The Assistant Clerk left the meeting).

1677.2.Viii       Recommendation to Council that the Assistant Clerk’s Contract of Employment is updated to the standard part-time Contract, now that WDC is not proceeding with the Community Governance Review – It was resolved for this item to be taken in closed session and it is minuted separately..

1683.   Date of next meeting – 19^th January 2010 (Maresfield).

There being no further business, the meeting closed at 21:45.