Minutes of the Meeting of Maresfield Parish Council held on

 Tuesday 20 July 2004 in Nutley Memorial Hall

Present:  Cllr W King, Cllr P Tester, Cllr G Hardy, Cllr J Gutteridge, Cllr K Ogden,

Cllr R Street, Cllr R Tester, Cllr H Fry, Cllr C Stephens, Cllr Ms M Thomas,

Cllr S Leaney, Cllr R Woodgate, Cllr T Sparrow. DCllr N Buck, DCllr Mrs P Kennedy. Clerk: Tony Allen. 

1.            Apologies for absence – Cllr Mrs S Weekes (urgent personal business), DCllr J Hollins, DCllr Mrs S Martin.

2.            Declarations of interest – None.

3.            Minutes:-

                        3.1            Minutes of last meeting for approval – “ACTION: Clerk” to be deleted from the first paragraph of Item 3.2. In Item 8, reference to Rotherfield District Council to be altered to Rotherfield Community Tourism Initiative. The minutes were Approved, as amended.

                        3.2            Matters arising from those minutes – Cllr Fry informed the meeting that a clear description of the WDC Regulatory Committee is on the WDC web site.

4.            Reports by and questions to:-

                        4.1            County councillor – No report.

                        4.2            District councillors – DCllr Buck stated that there was no further information regarding the Ashdown Business Park since the WDC Cabinet discussed the matter on 12 July 2004, from which the Parish Council had been updated. DCllr Buck stated that WDC admitted that the situation is a disgrace and would now maximise this asset by reviewing the S.106 Covenants and seeking more money from Summerthorne and canvassing for other purchasers for the WDC portion of the site.

Cllr Leaney joined the meeting.

DCllr Brown stated that car parking charges were under review. DCllr Buck stated that there would be full consultation with Parish Councils, and maybe even individual households as well, over the options (e.g. car parking charges vs. increases in Council Tax), and in recognition of the effects on Parishioners of introducing charges.

DCllr Brown stated that he had attended the last WDC DCN meeting, now in the new 12 Member format, but that the meeting was still very lengthy.

Several Councillors were concerned as to why the sale of the WDC portion of the Ashdown Business Park had historically only been discussed with Summerthorne, if the intention was to get the best price. DCllr Buck stated that WDC believed the amounts discussed with Summerthorne did represent the best price, in view of the S.106 Covenants proposed. Concern was expressed at the apparent absence of professional advice to WDC and at the way in which the officer negotiating the deal was producing delayed and non-commercial correspondence.

Cllr Ms M Thomas asked whether it was true that WDC had to deal with a financial deficit of £1.8m and that tourism funding was being cut. Cllr Ms M Thomas stated that she had been informed by the Ashdown Forest Tourism Association that the Information Centre at the Llama Farm was to be closed. DCllr Buck stated that all WDC expenditure was under review in order to keep Council Tax increases below 3.5% with the amount needed to be found in the region of £1.2m. DCllr Buck explained that the Tourist Information Centres were under utilised and were no longer affordable. Cllr King mentioned that the portfolio holder had told the WDC Cabinet that there are plans to deliver the work intended to be performed by the TICs by different means.

5.         Council bodies minutes and reports; Reports by and questions to Chairmen:-

                        5.1            Business Park Development Sub-Committee – It was agreed to move this Item to the end of the Agenda, as it was proposed to be discussed in Closed Session.

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                        5.2            Civil Protection – The Chairman stated that Cllr Street hoped that another Cllr would take over Chairmanship of the Civil protection Committee, now that he had been elected Chairman of the Finance & Administration Committee. ACTION: All Cllrs to consider and advise the Chairman.

                        5.3            Communications Team – It was agreed that the costs for the distribution of Parish Matters would be discussed at the next Finance & Administration Committee meeting, to ensure it reaches all households in the Parish, and to ascertain whether the Nutley and Maresfield PCC grants include an element for this.

                        5.4            Environment & Maintenance – Cllr R Tester reported that the sign posts were awaiting lettering, following which they will be installed by the ESCC Village Team, supervised by Bruce Morley.

                        5.5            Finance & Administration – The Clerk stated that he is liaising with the Treasurer of the Social Club regarding the increase in rent agreed for the Parish Office. Cllr Street stated that the Cllr audits were proceeding well.

It was agreed that a ‘crib sheet’ was needed to help interpret the reports from the accounting system. ACTION: Chairman.

                        5.6            Parklands Play Area Sub-Committee – The Clerk informed the meeting that the opening ceremony would be on 21 August 2004, between 4 pm and

8 pm.

                        5.7            Planning – Cllr Ogden thanked DCllr Mrs P Kennedy for speaking at the Local Plan Review Committee meeting on 19 July 2004 concerning the plan for Maresfield. Cllr Ogden noted that the Parish Council’s proposal had not been adopted but that further representation could be made in the Autumn.

Cllr Ogden stated that WDC were proceeding with the Affordable Housing development for Old Forge Lane, despite ESCC reservations, with a Parish consultation to be held in late August/early September, prior to which all households in the Parish will be written to for their views. Cllr Fry expressed concern that Parishioners views should be a major factor and DCllr Buck stated that this should indeed be the case. Cllr Leaney expressed concern that WDC were not fully exploiting all Affordable Housing options. DCllr Buck stated that the WDC team were doing a good job and had identified 240 potential sites already.

The Clerk stated that the complaint regarding A M Skips operating outside its planning conditions had been referred to ESCC as WDC consider it to be a waste issue, not a planning one. It was agreed to review this case at the next Planning Committee meeting. ACTION: Clerk.

DCllrs Buck and Mrs P Kennedy left the meeting.

            5.8       Policy Committee – The Clerk circulated draft minutes of the meeting held on 7 July 2004. Cllr Ms M Thomas confirmed that the issue of compensation for loss of earnings would go to the Finance & Administration Committee once firm proposals and costings had been developed.

The Clerk circulated the proposed response to WDC’s Tourism Strategy paper. Cllr Ms M Thomas outlined the thinking of the Policy Committee behind the response and it was agreed that the document was a good record of the Parish Council’s broad policy, which would need more detailed discussion at a later date. The response was Approved, subject to a check on whether or not the Conservators issue short-term riding permits. ACTION: Clerk.

The Chairman stated that the Policy Committee Remit was that it should only work on issues referred to it by Council, and that Item 4 of the minutes regarding LDF was being handled by the Planning Committee. ACTION: Chairman to discuss with Cllr Ms M Thomas at a later date.

5.9            Strategy Sub-Committee – Cllr Sparrow stated that, in recognition of the danger of over consulting Parishioners, specific topics would be offered for comment in Parish Matters and the Parish Magazines. It was agreed that Andrew Wallace should be invited to join the Sub-Committee. ACTION: Chairman to talk to Mr Wallace and also to Kerry Jenkins who had also expressed interest.

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            5.10     Traffic & Transport Committee – Cllr Leaney stated that the 3 Village Working Groups had met and submitted reports showing a good consensus on traffic issues and possible solutions. Cllr Leaney stated that he had visited Ditchling and Brasted to look at their traffic calming measures. Cllr Leaney confirmed that a consultation document for Parishioners would be put to Council at its September 2004 meeting and that input for 2005/06 budget/precept requirements in the Autumn was on track.

The Chairman reminded the meeting that the Committee’s Remit allowed it to authorise expenditure of up to £500 per item, with an overall limit of £2k. It was noted that in the current budget there was no specific heading for the Committee, but that it could bid for money allocated to the Village Plan.

6.            Outside bodies’ reports:-

                        6.1            Ford's Green Committee – Cllr P Tester stated that the last meeting was the AGM, the minutes to be copied to the Clerk.

                        6.2            Maresfield Conservation Group – Cllr Gutteridge stated that the last meeting was the AGM, combined with a talk by John Dolwin, founder of Green Tourism in Rotherfield. The Clerk circulated a report by Cllr Gutteridge on this talk.

                        6.3            Maresfield Recreation Ground Committee – Cllr R Tester stated that there had been no meeting.

Cllr Sparrow reported on Items 6.4 to 6.8.

                        6.4            Wealden District Association of Local Councils - The recent meeting included a discussion on the Local Development Framework with Jeff Thomas of Wealden and the new organisation to help local community website development – The Local Channel.  There was also confirmation of support for the attempt to reinstate a form of Police Forum and complaints that Wealden Planning Department was allowing poorer standards of plan preparation and not following through enforcement orders.

                        6.5            Action in rural Sussex - With the removal of village plan grants from the Countryside Agency, AirS is working to assist those villages that applied too late so as to ensure that the plans can still be prepared.  As we know the follow-on process after a plan is developed is even harder to achieve and AirS is working with the Wealden LSP to develop assistance for villages within Wealden.

                        6.6            Wealden Local Strategic Partnership - While the LSP has worked hard to create its five year strategy for Wealden, implementation seems to be going far too slowly.  Hopefully the pace will pick up in the Autumn. LSP’s in the Sussex area do not get external funding, but some extra money will come from collecting rates on behalf of ESCC.

                        6.7            Sussex Association of Local Councils - Highlights of the recent executive meeting include continued concern about the state of the infrastructure across East Sussex, especially roads and railways; the lack of a strategy for dealing with travellers (West Sussex and Lewes appear to have adopted one); the need to monitor economic development so as to ensure it both aids rural populations but does not destroy the very nature of the rural environment.  SALC now has a website.

                        6.8            Community Rail Partnership - The Uckfield Line Group work should now take off with the appointment of a line officer based at Eridge.  Cllr Buck is chairman of that Group. Cllr King mentioned a report of a decision by Network Rail as to spending priorities which calls into question any upgrade of services on this line. The funding is also almost in place for the Marshlink line.

7.            Chairman's Report – The Chairman stated that the use of the marquee had been successful, but that the practicalities of cleaning, storage etc. needed to be sorted out. It was agreed that the issues of managing the hiring of the marquee and/or other options would be discussed at the next meeting of the Finance & Administration Committee. It was agreed that the marquee should be made available for the Nutley Village Party on 24 July 2004.

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It was agreed that the Chairman, Cllr Fry and Cllr Woodgate should liaise regarding the options they were investigating for the development of the Parish Council web site.

8.            Clerk's Report – The Clerk was congratulated on his progress with the WWYC course.

The Clerk circulated a new spreadsheet to contain all significant documents referred to the Parish Council for information or comment, noting that some needed a response. It was agreed that the review of RPG9 would be discussed at the next Planning Committee meeting; the WDC Code of Practice for Town & Parish Councils be referred to the Policy Committee; the Sussex Ambulance Community First Responders document to be reviewed by Cllr Street and the WDC Draft Statement of Licensing Policy was for information only. ACTION: Clerk.

Cllr Sparrow informed the meeting that he and the Chairman were devising a programme for the Clerk during August to allow a holiday, more time for training, getting out and about and attending some new meetings.

The Clerk informed the meeting that correspondence received, for discussion at the next Traffic & Transport Committee meeting, indicated that a Speed Indicator Device would be installed on the Straight Half Mile.

9.            Payments to be made: for approval – These were Approved.

10.            Quality Council Report – The Clerk circulated a report prepared by Cllr Fry. Cllr Fry elaborated on the items in the report, noting that there was a need to check whether the ethical framework had been formally adopted by the Council. It was noted that the interpretation of some of the qualification criteria was partly subjective. It was agreed that a further update should be provided at the next Council meeting in September 2004, to include a detailed timetable of events/tasks leading up to an informal submission for Quality Council status. ACTION: Cllr Fry & Clerk.

11.       Police Issues – The response prepared by Cllr King and Cllr Fry, to the Sussex Police consultation regarding contacts with the Chairmen and Clerks of Parish Councils, was Approved. A letter to Sussex Police, prepared by Cllr King and Cllr Fry, regarding Police cover and policy, was Approved. ACTION: Clerk to send these.

It was agreed that more discussion was needed on these subjects at a later date.

12.       Any Other Business – Cllr Ogden reported that 11 travellers caravans, led by a scout vehicle, had been seen circulating Maresfield. ACTION: All to spread the word and Clerk to inform Beryl Easton and Barbara Isitt.

It was decided that the meeting should remain in Open Session.

                        5.1            Business Park Development Sub-Committee – Cllr P Tester informed the meeting that the proposed letter to WDC concerning the Business Park, drafted by the Chairman, was based on discussions at the last meeting of this Sub-Committee with Mr Peter Ross, a highly experienced local commercial property agent.

It was agreed, by majority, that the recommendation for an element of housing on the Business Park should be left in the letter to WDC. Concerns were expressed that such housing would split Maresfield Village across the by-pass, as there was still potential development land within the by-pass; that children would have to cross major roads; and that such a proposal had not been put to Parishioners. However, it was noted that the site is on the WDC Local Plan and that any firm plans would be subject to full consultation; that there were already travellers on the site; that the site would help to meet housing targets; and that a proposal for housing may prevent the building of the waste management site.

After further discussion, it was agreed that the letter should be sent to Charles Lant, CE WDC, and copied to the Ward DCllrs and the press.

13.       Date of next meeting – 21 September 2004

There being no further business, the meeting closed at 23:00