Minutes of the meeting of Maresfield Parish Council held on Tuesday 15 July 2003

in the Maresfield Village Hall

Present.  Cllr H Fry, Cllr J Gutteridge, Cllr W King (Chairman), Cllr S Leaney, Cllr K Ogden, Cllr T Sparrow, Cllr C Stephens, Cllr R Street, Cllr P Tester, Cllr R Tester, Cllr Miss M Thomas, Cllr R Woodgate.  District Cllr J Hollins, District Cllr Mrs P Kennedy, District Cllr Mrs S Martin.  County Cllr A G Reid.  Mrs M Pegg attended to report on the Parklands Play Area Sub-Committee.  Clerk: Sue Wilson.

Public questions.  There were no members of the public present.

1.1            Apologies for absence had been received from District Cllr N Buck, District Cllr F Brown, Cllr Mrs S Weekes and Cllr G Hardy.

1.2            Declarations of interest.  There were none.

1.3       Any other personal matters.  District Cllr Buck had advised the Chairman that he would not be able to attend meetings of the Planning Committee.

The Chairman thanked Cllr Ogden and Cllr Mrs Weekes who had taken the lead and done a lot of work in connection with the Parish Council stand at each of the village fetes.

Mr C Isitt had drawn the Chairman's attention to the work done by Mr P Selby of Maresfield on behalf of the Parish Council, including selling mugs and Millennium Walk Books and acting as a contact point for the public to obtain copies of the Council's submission on the Wealden Local Plan Review.  Thanks were expressed to Mr Selby and a letter will be written to him.  Action: Cllr King

2.1            Minutes of last meeting for approval.  Cllr Fry drew attention to the typing error in the last line of item 1234.3.  "Haitus" should be typed "hiatus".  Cllr Fry also said that the wording of item 1236.1(b) was incorrect.  Where reference is made to "County Cllr Reid agreed", this should state "County Cllr Reid said this will be done".  The matter was referred to County Cllr Reid who confirmed that as the social case is part of the business plan, it will be done.  The Chairman drew attention to item 1242.2 where the words "It was resolved as set out in the Barclays document attached" should be added to the end of the paragraph.  As regards items 1242.2 and 1243, the Chairman advised that documents referred to in minutes as approved or adopted should be attached to the minutes and all future minutes.  The minutes were approved as amended.

2.2            Matters arising from those minutes.  There were none.

3            Reports by and questions to:

3.1            County councillor.  County Cllr Reid reported as follows:

(a)        The Secretary of State for Transport reported that the government has rejected the recommendations of the study into road improvements for Hampshire to Kent.  Some improvements to the A21 are still being addressed and the level crossing on the A27 east of Lewes is being looked at, but apart from that there is nothing for the south east.

(b)            Regarding the Ashdown Business Park, County interest is ongoing with Wealden District Council (WDC) and the developer.

(c)        East Sussex County Council (ESCC) is aware of growing concern about the speed of traffic, particularly through villages.  Whilst there is funding available when accidents occur, there are few resources for "quality of life" schemes.  Although it is not an easy matter to address, options are being considered.

(d)        A company called RDH has started running buses in rural areas which can be called by passengers like a taxi.  As the company has invested its own funds, it is seeking a commercial advantage.  Cllr Fry queried whether the County Council would welcome an initiative from the Parish Council or the Transport & Environment Working Party to which County Cllr Reid replied that RDH would like to receive feedback, but he did not feel there was much the Parish Council could do.

The Chairman said County Cllr Reid had mentioned the main issue of 400 accidents and queried how many were in rural areas.  County Cllr Reid replied that he thought about half.  It would be helpful to know an accurate figure, whether the people affected are drivers or pedestrians and whether they are local or not.                                                                                      Action: TEWP

3.2            District councillors.  District Cllr Mrs Martin reported that WDC have produced a Comprehensive Performance Assessment of what they do.  After its review in early August the report will be altered and re-issued in November.  She also reported that from the end of July parishioners should be able to recycle plastic bottles.  A review of the two waste sites is to be carried out.

District Cllr Hollins reported that councillors had made a tour of the district including the Ashdown Business Park and it was hoped that proposals would come forward soon.  Improvements to the A27

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will impinge on the Local Plan and housing near Hailsham will be affected.  District Cllr Hollins thanked the Clerk for sending him a copy of the Parish Council's submission to WDC Local Plan Review which he had found very useful.

Cllr Ogden asked the District Councillors to co-operate with the Parish Council in the provision of affordable housing and self-build houses in addition to that provided for in the Local Plan.  Suggestions of suitable sites for a number of small developments have been refused by WDC officers without explanation.  There are at least twelve parishioners who need affordable housing, sooner than in the four to five years as referred to in the Local Plan.  District Cllr Hollins said that organic growth in villages was preferable to large wedges of housing and would, he felt, cover most of the demand.

Cllr Miss Thomas referred to the Ashdown Business Park Section 106 Agreement and asked whether there was any relaxation within the County Council or District Council of the stipulations for vehicular access.  She pointed out that access from a roundabout on the A272 would impact on the parish area and asked that the Council be given notification.  District Cllr Hollins promised to review the situation on behalf of the Parish.

4.1            Committee reports and minutes; Report, questions and issues

            1            Environment and Maintenance.  Cllr R Tester said he had nothing to report.  Minutes had not yet been prepared for the meeting held on 10 July 2003.  The Chairman asked whether District Cllr Mrs Kennedy's idea of renting the field beside the Maresfield Recreation Ground for the exercise of dogs had been followed up.  He suggested this was a matter for the Environment & Maintenance Committee.                                                                              Action: Cllr R Tester

            2            Finance & General Purposes.  Cllr Sparrow said there was nothing to report since the last Council meeting.

            3            Planning.  Cllr Ogden said that the Planning Committee had agreed the minutes under the new system.  He had no comments unless there were any questions on the minutes.  No questions were raised.

            4            Civil Emergency.  Cllr King reported that a meeting was held on 12 June and the targets for this committee show the actions to be taken.  These will be dealt with in the next few weeks.                                                                                                                   Action: Cllr King

Cllr Fry reported that he had looked into the effectiveness of loudhailers for communication in the case of emergency.  He had prepared a report which was with the Clerk for circulation with papers for the next meeting.

            5            Parklands Play Area Sub-Committee.  The Chairman welcomed Mrs Pegg who had attended in order to report on the progress of the Parklands Play Area Sub-Committee.  She said she had been telephoning the Council's solicitors, Dawson Hart, Mr Deller's department and the legal department of WDC.  It has been known since March that the Parish Council wishes to lease the play area land from WDC and there had been no action.  Mrs Pegg had been advised that it would not be possible to lease the small piece of land to Mr Rouse which adjoins his garden.  It was agreed by Council that the whole piece of land should be leased by it, as long as there was no extra rent to be paid.

            6            Traffic & Environment Working Party.  Cllr P Tester asked that residents of Nether Lane be consulted about the possible moving of the speed signs.  He felt that some residents would not wish this to happen.  Cllr Sparrow replied that TEWP had been asked by the Planning Committee that no further action should be taken to move the speed signs until a decision had been reached on the Old Nether planning appeal, and that consultation would happen thereafter.

The Clerk reported on the meeting held on 2 July 2003 and thanked County Cllr Reid, Inspector Steve Long of Sussex Police, Simon Crew and Ian Johnson of ESCC for the time they had spent exploring the possibilities of an experimental partial closure of School Hill.  Further traffic data for surrounding roads will be needed and some can be obtained from the DFT.

In connection with item 6.2 of the TEWP minutes, it was agreed to publicise, through Parish Matters, police recognition of the legality of the Forest 40mph limits.                            Action: Cllr King

4.2            Outside bodies reports

            1            Ford's Green Committee.  Cllr R Tester said a quotation had been received from Penfolds.  It is possible the play area will be upgraded before hand over to the Parish Council.

            2            Maresfield Conservation Group.  Cllr Woodgate advised that the AGM will be held on 22 July.  At the meeting the evening before, discussion had centred around affordable housing and the experimental partial closure of School Hill.

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            3            Maresfield Recreation Ground Committee.  Cllr R Tester reported that a branch of one of the large trees is hanging increasingly close to the ground and the grass is no longer being mown under

it.  The Clerk was asked to ascertain whether there is a Tree Preservation Order in existence.  The Chairman suggested it was a matter for the Environment & Maintenance Committee.            Action: Clerk

            4            Wealden District Association of Local Councils.  Cllr Sparrow reported that Cllr Ogden and Cllr Gutteridge will be attending the Extraordinary Meeting on 23 July 2003 as Maresfield Parish Council representatives.

            5            Action in rural Sussex.  Cllr Sparrow had nothing new to report.

Cllr P Tester asked whether Cllr Sparrow was aware that AirS will only make grants to projects where they are the sole funder.  The fundraiser of Parklands Play Area Sub-Committee (PPA S/C) had received refusals from two AirS staff.  Cllr Sparrow suggested sub-dividing the project so that AirS was funding one specific part.  They had agreed that day to fund the architect's drawings for a project.                                                                                                            Action: Clerk to tell PPA S/C

            6            Wealden Local Strategic Partnership.  Cllr Sparrow said it was important to note the LSP strategy and its eight areas of action.  All partners to the LSP had signed up to action on speed limits, including ESCC and Sussex Police.

            7            Sussex Association of Local Councils.  Again Cllr Sparrow reported as the Maresfield Parish Council representative of SALC. 

At a recent meeting of the Eastern Area, Christine Swan had advised that most Councils could easily achieve Quality Council Status.  There is a probability that in the future additional grants will be available to Quality Councils.  Cllr Fry queried whether Maresfield Parish Council could be a Quality Council as it had not held an election.  Cllr Sparrow explained that the criterion was that a large proportion of councillors had offered themselves for election.  Cllr Leaney suggested that all the criteria should be ascertained and the matter progressed soon.  The Chairman said that Council needed to prioritise its projects.  He suggested the Finance & General Purposes Committee could review the criteria and Council could take a view at its meeting in September.  This was agreed. 

Action: F&GP

The County Council is putting pressure on BT to provide access to Broadband throughout East Sussex.  Concern has been expressed at the proliferation of road signs in the area and surveys are to be carried out. 

5            Chairman's Report.  No-one had any comments to make.  Cllr P Tester thanked the Chairman for the work he had done on the matter of parliamentary boundaries.

6          Clerk's Report.  Cllr Sparrow referred to the paragraph about disability discrimination and said there were also new rules on licensing for village halls which would be available from AirS' Village Hall Newsletter.  He suggested the Clerk should notify the village hall committees.

                                                            Action: Clerk

Cllr P Tester advised he had received information from Wicksteed Leisure about the application of the Disability Discrimination Act to children's play areas.  He will liaise with Cllr R Tester.

Action: Cllr P Tester and Cllr R Tester

The Chairman suggested that the Clerk might put a list of the publications received (referred to in paragraph 11) at the end of the report in future.                                                  Action: Clerk

7            Payments to be made: for approval.  Cllr Miss Thomas queried the payment of rates for Fairwarp and was advised that these related to the Village Green.  Some confusion had arisen because the Conservators were referring to Fairwarp Recreation Ground.

In connection with Lynda Longbottom's invoices, the Chairman advised that the Clerk was receiving forwarded mail but that the actual cost of the forwarding service would be checked.            Action: Clerk

Cllr Fry asked whether the invoice for administration services was a final bill and the Chairman confirmed that the accompanying e-mail had stated this to be the case.  Cllr P Tester advised that Lynda Longbottom had been doing work for the Parish Council since her official leaving date.

Cllr Fry queried the amount charged by Zurich for insurance.  The Clerk advised that this was for all the Council's insurances.  Cllr Sparrow said that Zurich insure many councils and that SALC check their rates. 

Cllr Ogden suggested that if the insurance covered lighting columns, it should be checked, as the Council had been paying charges for some which were not its responsibility.

Cllr Sparrow proposed that the list of payments should be agreed.  This was seconded by Cllr Ogden and carried unanimously.

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8          Other items

            1            Clerk's contract of employment.  The Chairman asked whether councillors would feel inhibited if the Clerk remained in the room whilst her contract was discussed.  No-one felt inhibited.

Mrs M Pegg left the meeting.

Cllr Sparrow said that one or two items in the contract needed further checking and suggested it be brought to the September meeting of Council for ratification.  The Chairman said these related to the number of holiday days, length of notice and a reference to mileage allowance.  Cllr Miss Thomas asked whether there were Heads of Agreement.  The Clerk said she had a letter of appointment which she considered sufficient.  In answer to Cllr Fry's query about a time limit for getting a contract signed by the Clerk, Cllr P Tester replied that he thought it was six weeks.

            2            Bank resolution.  Cllr Sparrow explained that there could not be more than three signatories to the Community Bank Account which allows free banking.  If the Council insisted on four as resolved at the previous meeting, the Bank would change the account and levy charges.  It was proposed by Cllr Sparrow that the Barclays' resolutions be carried on the basis that the Chairman, Chairman of Finance & General Purposes Committee and the Clerk should be signatories and that cheques should be signed by two of the three.  This was seconded by Cllr Leaney and carried unanimously – see attached copy of Barclays' resolutions.

            3            Lease of Parish Office.  The Lease has been received from the solicitors.  The Chairman reported that it allows for an annual increase in rent.  The Social Club are responsible for insuring the building.  Cllr Sparrow proposed that the Lease should be accepted and signed by Cllr King and Cllr P Tester.  This was seconded by Cllr P Tester and agreed.  Cllr Sparrow reported that Councillors and the public are calling in and making use of the office.  The Social Club have said they are happy with the Council as tenants.  Cllr P Tester suggested that Councillors should form a rota to help with opening hours.

            4            Targets.  The targets of the committees were noted.  Cllr Street said that there were elements in all the 'targets' which were processes which should be carried out anyway, rather than goals.  Cllr Leaney said he thought they were a good start and would get processes underway, particularly for future audits.

Cllr Leaney queried whether a goal of twelve affordable houses had been agreed for the Planning Committee targets and Cllr Ogden explained that that is the number required for parishioners.  District Cllr Hollins thought that possibly 16 to 20 houses would by necessary by 2011 but Cllr Ogden pointed out that the target is for achievement by March 2004.

The Chairman drew attention to the fifth target of the Environment & Maintenance Committee which is to walk all footpaths at least once a year.  He pointed out that this includes all Councillors.  He will pass the relevant map to Cllr R Tester.                                                             Action: Cllr King

The Chairman noted that there are no targets for the Council and that that fact and the way in which the exercise is conducted for 2004/05 will be the subject of more extensive review later in the year.

Cllr Sparrow expressed thanks to the Nutley Horticultural Society and the Crowborough Road Residents for the footpath they had cleared.

            5            Nutley and Boundary Commission.  The Chairman said that papers had been sent mid-term so that Councillors were aware of the situation in case parishioners asked questions.  He explained that he had attended the Public Inquiry and had made a submission as there would be no second chance to do so.  In answer to his question, no-one wished the submission to be withdrawn.  Councillors queried whether the Parish would be disadvantaged to which Cllr Street said he thought having two MPs could be an advantage.  District Cllr Mrs Martin said that the MP for Lewes didn't welcome the alteration, but it was being done to even up numbers of voters in the constituencies.  When a vote was taken, six Councillors were for maintaining the submission and four thought it should be withdrawn.  Some Councillors felt it was a waste of time to discuss the matter as parliamentary boundaries change regularly.  Cllr Sparrow said he felt the process had been incorrect and should be referred to the Ombudsman; there was obvious maladministration in the lack of consultation.  Cllr P Tester thought a letter to WDC should make a point about gerrymandering.  After further discussion, a second vote showed that seven Councillors approved to taking some action, although four were still against it.  The Chairman suggested a further written submission to the Boundary Commission to influence WDC to withdraw its submission.  Cllr Miss Thomas felt it was important to take action rather than allow Nutley to be tied to dissimilar areas.  The Chairman asked whether he should continue to take action or whether a sub-committee should be formed.  Councillors were happy for him to take further action.

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            6            Authorities required for action before 16 September meeting.  These were not thought necessary.

            7            Police rural objectives – speeding.  It had become apparent at the Annual Assembly that many people's fear of crime is less than their fear of the danger of speeding vehicles.  The Traffic & Environment Working Party is finalising proposals to the Police Authority for them to adjust their objectives in rural areas. 

            8             Circulation of contact details for Councillors.  The Clerk queried whether all Councillors were happy for their private telephone numbers and addresses to be circulated to the public and displayed on village noticeboards.  Two Councillors had specifically requested that the Parish Office telephone number be shown by their names.

            9            Ashdown Business Park.  The Environment & Maintenance Committee had agreed that a letter should be written to the owners to get the dilapidated signboards cleaned or replaced.  The Chairman suggested that the Finance & General Purposes Committee might take up the economic interest and press the owners to finalise the Section 106 Agreement.  District Cllr Hollins said it would be necessary to get rid of the illegal residents and Cllr Ogden said the fly-tipping would have to cease.  District Cllr Mrs Martin said that development of the Ashdown Business Park was rising to the top of the agenda, but Cllr P Tester expressed concern that development could be a waste transit site, rather than the technical businesses which the Parish Council would welcome.

Action: F&GP

            10            Local Government and Rating Act 1997.  Review of Parish Boundaries and Parish Electoral Arrangements.  The Clerk had circulated a letter from WDC to Councillors for information.  No action needs to be taken for twelve months.

9          Any other business.   Cllr P Tester reported that he had recently seen PC Cook who is moving out of the area and had expressed thanks to Parish Councillors for their assistance.

There being no further business the meeting closed at 10.00pm.