Minutes of the Meeting of Maresfield Parish Council held on

 Tuesday 15 February 2005 in the Memorial Hall Nutley

Present:  Cllr W King (Chairman), Cllr P Tester (Vice-Chairman), Cllr K Ogden,

Cllr R Tester, Cllr T Sparrow, Cllr R Street, Cllr H Fry, Cllr C Stephens, Cllr S Leaney, Cllr Ms M Thomas. DCllr J Hollins, DCllr F Brown, DCllr Mrs P Kennedy. CCllr A Reid. Clerk: Tony Allen.

A.         Public Session:-

Mr A Wallace and Mr D Barlow were present as candidates for co-option as the Councillor to fill the vacancy created by the resignation of Mr R Woodgate.

Mrs C Flittner attended to observe the meeting.

A.1       Co-option of a Councillor to fill the vacancy created by the resignation of Mr Robert Woodgate – prospective Councillors personal statements and questions to/from Councillors – Mr Derek Barlow and Mr Andrew Wallace made personal statements and answered questions from Councillors.

A.2       Any other public matters – None.

Council Meeting

The first order of business was for Councillors to vote for the co-option of a new Councillor – It was proposed by Cllr Ogden and seconded by Cllr Stephens that the voting for the co-option of the new Councillor should be by signed ballot.

By a majority vote Mr Andrew Wallace was elected.

The Clerk explained that Mr Wallace’s position as Councillor would be finalised once the Declaration of Interests and Code of Conduct forms had been signed and sent to WDC.

1.         Apologies for absence - Cllr J Gutteridge, Cllr G Hardy, DCllr Mrs S Martin,

DCllr N Buck.

2.         Declarations of interest – Cllr King and Cllr Street re. Item 9., both having payments to be made.

3.         Minutes:-

                        3.1       Minutes of the last meeting (18 January 2005) for adoption – These were Adopted.

                        3.2       Matters arising from those minutes – It was agreed that the theme for the Annual Assembly would be ‘Quality Council’, where the Parish Council would put up displays showing Committee work with space for Parishioners comments; followed by a full debate; to include issues such as affordable housing. It was agreed that the 2005 Annual Assembly would be held in Nutley – date to be agreed urgently.

Clerk's Qualification

CCllr Reid presented the Clerk with his Certificate for completing the Working With Your Council foundation course for Clerks. The Clerk was congratulated by the Chairman and other Councillors.

4.         Reports by and questions to:-

                        4.1       County councillor –

CCllr Reid made the following report:-

·       The digital sign at the Crowborough Civic Amenity site that recorded recycling rates was operational and that similar signs were to be rolled out to other recycling sites

·       The SEERA South East Plan was out for consultation and all should be encouraged to return the questionnaire that is being sent to all households

·       The County Council budget for 2005/06 was being considered by Cabinet on 22^nd February 2005

·       CCllr Reid would be meeting Cllr P Tester shortly to discuss pavement widening in Nutley High Street

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                        4.2       District councillors – DCllr Mrs P Kennedy stated that WDC were rated 12^th in the Country for recycling rates, (compared with Eastbourne which is 129^th). Regarding the Onyx waste site application, DCllr Mrs P Kennedy stated that she was in contact with the ESCC Cabinet and would be meeting its Members soon to lobby for support for rejection of this application.

DCllr Mrs P Kennedy stated that she would be attending the meeting of the Local Plan Special Review Committee, to be held on 22^nd March 2005 at which Maresfield would be discussed, and would support the removal of Park Farm into the LDF to enable a fuller plan for Maresfield to be made.

DCllr Hollins stated that budget discussions were ongoing in WDC and that the development of a Medium Term Financial Strategy had been found to be a prudent method of budgetary control.

DCllr Hollins stated that alcohol, entertainment and sex establishment Licensing was now devolved to WDC and that the training required was almost complete, noting that the new application form was 21 pages long and that the scale of charges had just been released by Government. DCllr Hollins stated that applications would be dealt with by Officers on a delegated basis, unless they were controversial or had been challenged; that the Licensing Policy was available on WDC’s web site; in answer to a question from Cllr Fry, that licensing was not a function likely to be devolved to ‘quality’ Councils; and that the Parish Council would continue to be a consultee for entertainment license applications.

5.         Council bodies actions, minutes and reports by, and questions to, Chairmen:-

                        5.1       Business Park Development Sub-Committee – Cllr P Tester stated that the work of this Sub-Committee had been overtaken by work on the Onyx waste site application.

                        5.2       Civil Protection – Cllr Street stated that Cllr Gutteridge had now been appointed as Chairman of this Committee, with himself now as Vice Chairman. Cllr Street stated that the Parish Council’s Emergency Plan exceeded WDC guidelines, allowing for a better response to Parishioners, and that more work on the Plan was required, including its integration with WDC/ESCC Plans.     

                        5.3       Communications Team – The Chairman stated that an Editor or Chairman for this Team should be appointed to keep the production of Parish Matters on track, and that the Team should meet a.s.a.p. to finalise the February 2005 issue. ACTION: Clerk to arrange this meeting. ACTION: All to provide input. It was noted that the Quality Council standard required certain aspects to be covered in newsletters and that a check should be made to ensure that Parish matters conforms with these requirements. ACTION: Clerk.

                        5.4       Environment & Maintenance – Cllr P Tester reported that Zurich Insurance had asked for a risk assessment to be carried out on the roundabout at the Fords Green play area.

Cllr R Tester stated that the woodchips to top up the Nutley and Maresfield play areas had been ordered.

Cllr Sparrow stated that the rusted water inspection covers, on the edge of Fords Green, had been replaced, and that the Crowborough Road Residents Association had expressed their thanks for the replacement of the stile at Londonderry Farm.

Cllr Stephens reported that the pavement from Fords Green to Courtlands had been resurfaced, but that it was not very level.

The Chairman stated that the 14^th March 2005 marked the start of National Outdoor Week, and that this would be a good time for Councillors to inspect their allocated footpaths.

                        5.5       Finance & Administration

·                     Month 10 financial report – Cllr Street reported that finances were on course to meet the projected end-of-year figures, and that the Councillor audits of accounts were now happening regularly. The Clerk confirmed that the Internal Auditors had been contracted for the end of year accounts.

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·                     Recruitment of an Assistant Clerk – Cllr Street reported that 5 application forms had been requested so far for this post and that the people appeared to be of a high standard, with the closing date being 25^th February 2005, short listing on 28^th February and interviews commencing from 7^th March.

                        5.6       Parklands Play Area Sub-Committee – The Chairman stated that discussions on the equipment screening proposals had been put on hold due to work on the Onyx waste site application, but that the matter was now very pressing for the owners of the three adjacent properties in Forest Park. ACTION: Clerk to arrange a meeting of the Sub-Committee.

                        5.7       Planning – Cllr Ogden reported on the success of working with WDC to ensure that overlooking problems with the proposed development at Highlands, Nutley, were solved.

·                     Onyx waste site application response – The following points were noted in discussion:-

·                     The Village meeting in Maresfield had been well ordered and very effective

·                     Maresfield Conservation Group (MCG) had consulted a waste planning expert who had stated that planning rules and policies were the key to the response on the Onyx application

·                     WDC only appeared to be objecting to the Onyx application due to its impact on the Business Park plans/policies, and not on the many other issues of concern

·                     A meeting was being held with WDC’s Environmental Health officer on 16^th February 2005

·                     It was agreed that a skeleton of the final response should be drafted. ACTION: Chairman to draft and circulate; all to comment by c.o.p. 16^th February 2005

·                     ESCC had removed references to the Maresfield Camp and Millpond depot from the Waste Local Plan issued in response to the Waste Inspector’s Report.

                        5.8       Policy Committee – It was agreed that the date of the next meeting should be changed as the proposed date of 1^st March 2005 clashed with a consultation event on the South East Plan. ACTION: Clerk to rearrange.

Cllr Ms M Thomas proposed that the following additional Standing Order recommended by Steve Brigden, Lewes Town Clerk, should be adopted:-

“The document entitled “REMITS of standing Committees and Sub-committees, the Chairman of Council and Chairmen of Committees and of the Clerk” shall form part of these Standing Orders.”

This was seconded by Cllr Sparrow and resolved unanimously.

5.9       Strategy Sub-Committee – Cllr Sparrow stated that the work of the Sub-Committee was very wide ranging at present and that it may have to focus more on one or two issues.

The development of the web site was discussed and it was agreed that the sign-off for Stage 1 of development would be at the next meeting of the Sub-Committee on 9 March 2005, where Cllr Fry , Mr Wallace and Peter Coxon would give a presentation, prior to authorisation for ‘go live’ being given. Thanks were expressed to Cllr Fry and Mr Wallace for their work on the web site.

Cllr Sparrow stated that Cllr Fry was investigating the idea of the Parish Council facilitating ‘Film Clubs’ and that Cllr Fry would be looking at the possibility of using portable digital projectors.

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·                     Response on NHS proposed service changes ‘Best Care Best Place’ consultation - The following points were noted in discussion:-

·                     The proposal was that the most effective and professional way to deliver healthcare was to have most of the specialisms in one place, principally Brighton Hospital, so that these departments remained busy and up-to-date with procedures

·                     An A&E department would be retained at the Princess Royal Hospital in Haywards Heath, but this would be used for less critical injuries and ‘blue light’ cases would now go to Brighton

·                     Ambulance staff were now very highly trained and able to deal with patients to enable them to be taken directly to Brighton

·                     Traffic congestion around Brighton could cause problems for this plan

·                     Tunbridge Wells services may be transferred to Pembury, making the situation worse for the north part of East Sussex

·                     It was agreed to support the building of a new doctors surgery in Uckfield, as between 800 and 1,000 Parishioners used the current surgery, but on the basis that we did not comment on the competing sites within Uckfield

·                     It was agreed that Cllr Sparrow’s draft response should be finalised and sent. ACTION: Cllr Sparrow and the Clerk.

                        5.10     Traffic & Transport Committee - The following points were noted in discussion:-

·         There was increasing perception that the Speed Reactive Signs (SRS) in Nutley were not very effective. A study by Mr Fred Thorogood, Parishioner of Nutley, indicated that more work is needed to address the issue of speeding

·         Cllr Fry would shortly be talking to Colin Clark, ESCC, concerning the feasibility and options for making the Maresfield By-pass less dangerous

·         Public transport improvements were still being considered by the Committee

·         The response to the Committee’s survey of Parishioners was very poor and the data was currently being analysed

·         The Association of Chief Police Officers were looking to Government to relax the criteria for the placement of speed cameras

6.         Outside bodies’ reports:-

                        6.1       Ford's Green Management Committee – It was agreed that the extent of the Parish Councils involvement with this Committee should be reviewed. ACTION: Cllr R Tester to discuss informally with FGMC

                        6.2       Maresfield Conservation Group – Cllr Ogden reported that the Groups activity was being directed at the response to the Onyx waste site application, and that a ‘fighting fund’ had been established to assist with this.

The Chairman noted the generous support of the Group in arranging a visit to the Burgess Hill waste site and in hiring a waste planning consultant. ACTION: Chairman to write a letter of thanks to MCG

                        6.3       Maresfield Recreation Ground Committee – It was agreed that further investigation into the replacement of the hedge at the play area on Maresfield Recreation Ground was needed. ACTION: Cllr R Tester to speak to John Mason

It was agreed that the Policy Committee should review the reporting to Council of outside groups activities, for both existing reports and for new reports.

CCllr Reid and DCllr Hollins left the meeting.

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Cllr Sparrow’s report on Items 6.4 – 6.7 was circulated prior to the meeting and is reproduced in the relevant sections below:-

6.4       Wealden District Association of Local Councils - The next meeting of the Wealden District Association of Local Councils will take place on 16 February at 19.30 in Uckfield Civic Centre.  The agenda includes discussion on the local police/community project meeting on 11 February and the Police Authority Policing Plan.  There will also be a discussion on the SE Plan Consultation; licensing of some establishments; the East Sussex Local Transport Plan (and the Uckfield-Lewes link).

                        6.5       Action in rural Sussex - AirS has a project from the Wealden LSP to help develop Parish Plans in all Parishes across Wealden.  This is to bridge the gap between the Wealden Community Strategy and the local parish needs as identified in Parish Plans.  There will be a special conference on 13 May at Uckfield when representatives from all the Parishes can meet and discuss the eight themes of the Wealden Community Strategy with the theme champions and other members of the Wealden LSP.

The East Sussex Rural Transport Partnership made a key presentation to the East Sussex Strategic Partnership (E. Sussex LSP) to demonstrate the need to pay more attention to rural transport needs and provision and to offer the services of the RTP in helping the LSP achieve its objectives.  Similar offers were being made to the other five District LSPs in Wealden.

The Community Rail Partnership, already helping to develop services and activity on and around the Uckfield Line, had now appointed a line officer for the Marshlink Line (Ashford to Hastings through Rye) and much activity is already in train there to get increased awareness of the service; better connections; cleaner, safer stations and so on.  An Uckfield Line update is included with this report. TONY; Is it attached to the mins or the be deleted??

                        6.6       Wealden Local Strategic Partnership - The next meeting is on 23 February when the LSP Partners will start to concentrate attention on Wealden's infrastructure; Cllr Sparrow said that he will report more fully at the next Council meeting.  One aspect of the LSP's work is (as reported in AirS above) to help Parishes develop their own Parish Plans.  This will also include assistance, where appropriate, for Parishes which have a Plan and were trying to implement it and Maresfield should keep a close watch on this opportunity.

In addition to the above report, Cllr Sparrow made the following points:-

·         The LSP would be directly involved with WDC regarding input into the LDF, although WDC was still agreeing its consultation process timetable

·         The work of the LSP was starting to show results, for example the first consultation by the Safer Wealden Partnership had been very well received by Parish Councils

·         It was agreed that a presentation regarding the structure and work of the LSP would be useful. ACTION: Cllr Sparrow

                        6.7       Sussex Association of Local Councils – No items to report.

7.         Chairman's Report – The Chairman stated that the next big challenge was the work required on the LDF, and sought assistance with this task. The Clerk noted that his availability would be better with the recruitment of a part-time Assistant Clerk. It was agreed that the LDF documents would be produced via Council and then put to Parishioners for consultation.

8.         Clerk's Report  - The Clerk stated that he had no additional items to add to his report that had been circulated prior to the meeting.

9.         Payments to be made: for approval – These were Approved. It was agreed that the use of a credit card was becoming increasingly necessary for purchases. ACTION: Finance & Administration Committee to investigate options.

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10.       Quality Council application status – Councillor Fry gave the following report:-

• Summary

There had been substantial progress since the last report. Little additional work needed to be done to achieve quality status. Present scheduling suggested that quality status may be achieved in July 2005.

• Mandatory Requirements

Only 2 mandatory requirements remain unfulfilled:-

o        Qualification of the clerk - The clerk had completed the foundation course for the necessary qualification. Before qualifying he needs to submit a portfolio to prove his performance. He expects to do this by the end of May.

o        Synopsis of Annual Report - A synopsis of the annual report including a brief summary of accounts needed to be included in a newsletter

• Discretionary Requirements

There were 19 such requirements of which 9 had to be satisfied. MPC would satisfy 12 of these after the website had become functional. Cllr Fry suggested the following additional requirements might be satisfied:-

o        Re-establish councillor surgeries

o        Making the annual report available at District and County Council

·            Accounts

Only 1 requirement was not satisfied at present:-

o                    To review accounts with respect to NALC/SLCC Practitioners Guide and to provide a risk assessment of the accounts. It was expected that this will be achieved within a month from now.

Cllr Sparrow stated that CiLCA, the new Quality Council assessors would be in place from 1^st April 2005.

It was noted that the content of the Parish Matters newsletter should be checked to ensure its compliance with the quality standard.

11.       Police initiatives/issues update – The Chairman’s report of his and Cllr Fry’s meeting with the Sussex Police Authority on 9^th February 2005 was circulated. The following points were noted in discussion:-

·         The intention of the SPA was to get more priority for rural areas , although an assurance was not forthcoming from Sussex Police, particularly with regard to speeding offences

·         Assistance and training would be given with Speedwatch and other local methods of speed control, but a volunteer force was needed to work with the Parish Council and Sussex Police. Occasional local speed enforcement by Sussex Police was possible

·         B2026 traffic issues were specifically discussed

·         PCSO Juniper had still not made contact in person

·         Police support for communities was on the WDALC meeting agenda for 16^th February 2005. ACTION: Cllr Fry to attend to represent the Parish Council’s issues and report

12.       Date of next meeting – 15 March 2005 (Maresfield)

There being no further business, the meeting closed at 22:05