Minutes of the Maresfield Parish Council Meeting held on Tuesday 21^st July 2009

at 7.30pm in the Memorial Hall, Nutley

Present:  Cllr W King (Chairman), Cllr Mrs G Brady, Cllr D Finch, Cllr P Harris, Cllr J Gutteridge,

Cllr Mrs V Taylor, Cllr R Galley,  Cllr Handley, Cllr R Street, Cllr H Fry, DCllr Mrs S Martin, CCllr Whetstone, Clerk T Allen, Asst. Clerk Mrs J Bradford.

A.           Public Session:-

The Chairman welcomed the guest speakers from WDC, Kelvin Williams, Head of Planning & Building Control and Doug Moss, Team Leader North.

            A1.      Discussion with Kelvin Williams, WDC, on planning application processes – Both Kelvin Williams and Doug Moss gave a presentation on the specific issues that are relevant to the Council’s  planning application processes.  The key topics that were discussed were:-

·                     General Planning Updates.

·                     Wealden Design Guide, Supplementary Planning Document (SDP).

·                     SDP adopted November 2008.

·                     South East Plan.

·                     Core Strategy Consultation.

·                     New Model Wealden Planning Conditions.

·                     Commenting on Planning Applications.

·                     Householder Appeals.

·                     Permitted Development Rights (PD).

·                     Building Control.

The following points were noted in discussion to some of the specific questions that were raised by the Council in the letter to Kelvin Williams dated 2^nd July 2009:-

·                     Item 1.1.2. Doug Moss noted that errors in the planning cycle are infrequent and any information given by WDC is crucial to getting the right results.  WDC has the ability to invalidate an application and start the process again if it is required.

It is an aim that over time a greater number of planning applications will be dealt with electronically.

·                     Item 3.       It was noted that regular liaison is needed between Planning Officers to keep consistency in all applications.  A review policy is also needed across all departments at WDC.  There are many factors that have to be taken into consideration when addressing the policies in the Local Plan and Non Statutory Plan; ecological and landscape issues are important in evaluating all applications for assessment.

It was resolved that Cllr Harris and the Clerk should arrange a further meeting with Mr Williams and Mr Moss, to discuss the remaining issues of concern raised by the Parish Council processes.  ACTION: Clerk.

            A2.      Other public matters – None.

(Kelvin Williams and Doug Moss leave the meeting)

1620.   To approve apologies for absence and to note other non-attendance – CCllr Reid, DCllr Hoy, Cllr Ogden, Cllr Stevenson, Cllr Clarke and Cllr Barlow.

1621.   Declarations of Interests - Cllr Mrs V Taylor and Cllr Gutteridge as members of the Maresfield Conservation Group and members of the Maresfield Recreation Ground Committee.  Cllr King re Item 1624.2.111 as Secretary of Nutley PCC.

1622.   Minutes of the previous meeting held on 16^th June 2009:-

1.    For adoption - It was resolved to adopt the minutes.

2.    Matters arising from these minutes – None.

1623.   Reports by and questions to:-

1. County Councillors – Cllr Whetstone reported as follows:-

·                     The Cabinet has now been finalised; members are as before save that Cllr Maynard is the Economic Development Portfolio Holder.  There is no major change reported to the Scrutiny Committee appointments.

·                     A road blockage was reported along the Hartfield road northbound.  The incident involved cooking oil being spilt along the road costing ESCC £20k to make good.  A gentleman’s details have been found at the site, and the incident presently being looked into.

·                     Inductions are being arranged for new members.

·                     ESCC has reviewed the way that compensation is given when drivers claim on damage to their vehicles when hitting pot holes on the roads.  It is stated that a test of reasonableness is made; when ESCC are not aware of the offending pot holes then they will not pay out.  It is the responsibility of all motorists and the public to report on all findings of damaged road surfaces.  This can be done via the ESCC website or via the incident telephone number.

Cllr Fry noted that this implies that the County Council do not own the roads, or control their condition.  CCllr Whetstone reported that the highways are ESCC’s responsibility but that it entirely depends on facts as to how cases are understood.

2.            District Councillors– DCllr Mrs Martin reported on WDC’s Recycling plans for the area, giving details on the ‘journey of household waste’.

1624.   Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions:-
1. Environment:-

                        I.          Proposal to Council that the footpaths, AONB & SSSI Portfolios are abolished – It was resolved to accept the proposal and to abolish both AONB & SSSI footpath portfolios.

II.            Draft minutes of the meeting held on 30th June 2009 – Noted.

Cllr Mrs Taylor reported on the meeting that was held with Andy Brooke, ESCC Team Manager for Reactive Maintenance, reporting on their tour of Maresfield Village which highlighted all the areas that need attention i.e. broken posts, grass cutting and fence painting.  It was noted that a three monthly inspection would be worthwhile in keeping maintenance to a high standard.

It was noted that Cllr Clarke is taking part in a similar exercise in Fairwarp and it is suggested that a Councillor may volunteer to take part in the same kind of exercise in Nutley.  Cllr King recognised these worthwhile actions of his fellow Councillors in this matter.

Cllr Taylor asked the Clerk if the list of issues for the Village Maintenance Teams had been sent to Andy Brooke.  The Clerk responded that the email had been sent and that he would re send it to Mr Brooke. ACTION: Clerk.

It was also noted that the resurfacing of the road along the A22 by Nutley School is to take place in August 2009, which will allow for the school crossing stop lines being altered at the main crossing at the same time.

            2. Finance & Administration:-

I.          Month 3 - 2009/10 Financial Reports – Cllr Handley stated that he had no issues to report.

II.         Recommendation by the Clerk to Council that the Assistant Clerk’s

            appointment is confirmed - Discussed in closed session at the end of the meeting and minuted separately by the Clerk.

III.           Request from Maresfield & Nutley Churches for funding for a Youth Worker – The following points were noted in discussion:-

·                     It is essential that the Council helps the youth groups in the Parish as best as it can.

·                     The Council’s budget holds £1500.00 which is dedicated to youth work, which has not yet been allocated.

·                     The total shortfall that the Church needs is £2500.00.

·                     Around 70 children attend the two youth clubs that Brendan Martin works with.  He is said to give a lot of his free time and energy to both groups he is involved with.

·                     It is felt that it was inappropriate to contribute directly, and on a long term basis to the salary for the youth worker.

·                     The Council should support the two youth groups by donating £500.00 to each project, thus giving the ownership of the donation to the groups for them to use the money where they see fit.

It was resolved by majority that additional grants of £500.00 be given to each of the two clubs.  This money is to be used as directed by the organisers of both clubs.

            3. Planning:-

                        I.          Minutes of the meeting held on 29^th June 2009 – Received.

Cllr Harris reported that he and the Clerk are looking at developing proposals to streamline the work of the Committee and how its meetings are structured.  One possibility is that a move to a three weekly cycle of meetings could be a positive change; however this proposal needs to be discussed further.

Re. Bunters Field, Bell lane, Nutley, it was noted that this application is being put forward at the next WDC Planning Committee meeting on the 30^th July 2009.

            4. Strategy:-

I.          Minutes of the meeting held on 11^th June 2009 and Draft Minutes of the meeting

held on 9th July 2009 – Received and noted.

Regarding the proposed satellite surgery in Nutley, the Clerk reported on the email that Cllr Barlow has received from Ian Foster, AFHC Project Manager, giving details on the site visits conducted with the representative from Portacabin. 

Cllr Street recognised the relevance of gaining planning permission on the chosen site, stating that “this will be the deciding factor”.

Cllr Finch noted that it had previously been promised that the community should get involved in choosing a preferable site; It was resolved that this topic should be referred and discussed at the next Strategy Committee meeting on the 6^th August 2009.

            5. Maresfield Recreation Ground Access Sub-Committee – Cllr Mrs Taylor reported on the positive outcome with reference to Zurich Insurance and the issue of liability indemnification.  It was noted that a letter had at last been received stating that “we will indemnify the Council against claims arising out of the responsibilities that the Council assumes as a result of this agreement”.  Cllr Mrs Taylor is now able to progress matters further with the land owner Mrs Rhonnie Watts.

It was noted that Cllr Mrs Taylor needs to clarify three points that were raised in the draft access agreement, and this will hopefully be concluded by the next Council meeting in September 2009.

            6. Working Party on development of the Parish Office – The following points were noted in discussion:-

·                     Cllrs Finch, Harris, Fry and Ogden are the members of the Working Party.

·                     As directed by Council at its last meeting, the Clerk wrote to David Heffer, Chairman of Nutley Social Club (NSC), terminating the lease agreement from the 31^st December 2009.

·                     Cllr Finch reported that on the 29^th June 2009 the Council received a letter from NSC accepting the Council’s proposals as set out in a letter from Cllr Finch dated 6th May 2009. It was also agreed in order to cover the additional area an interim agreement be formatted by the Clerk.

·                     The extra 181 sq. ft. will give a total working space of 306 sq. ft.

·                     It was also reported that in the letter from NSC the proposed the start date for the new area should be 1st June 2009. It was agreed by all Councillors that MPC could not back date this arrangement. Therefore after some discussion it was agreed that 1st September would be the earliest date for the interim agreement to start. Cllr DF said this date would be put forward to NSC for their approval. Hopefully the new arrangement can start on this date at the rent of £204.18 per calendar month.

·                     Cllr Finch reported farther from 1st January 2010 the new rent for both areas will be £4130.00 per annum. He also stated this rent agreement bears fair comparison to other commercial properties in this area.

·                     The current Lease has anomalies and is not fit for purpose. For example, there is uncertainty as to who is required to pay the rates for the office area and who is responsible for its external upkeep ie windows / frames.

·                     The fire exit ie office window does not conform with the current fire regulations.

It was resolved to arrange a meeting with Nutley Social Club in order to agree 1st September 2009. as the start date for the interim agreement and to address the fire exit situation.

1625.   To receive reports from, and put questions to the Chairman, including:-

            1. Chairman’s Report – The Chairman’s report circulated with the meeting papers was noted.

            2. Working together – The Chairman referred to his circulated report, reflecting on the need to work together effectively as a Council, and with our community societies, striving to identify things that matter the most. 

Cllr Street stated that he and Cllr Finch will aim to get the draft ‘working together’ action plan ready for the meeting of Council on 15th September 2009, and will let the Chairman have an advance draft copy if time permits.

1626.   To receive reports from, and put questions to the Clerk – The Clerk reported on the benefits already accruing by having an Assistant Clerk in place.  By way of example the Clerk referred to his discussions with some of the local groups regarding the development of a proactive maintenance group to be set up to look after  the many public footpaths in the Parish.

1627.   Payments to be made - for approval - It was resolved that payments amounting to £9554.66 be approved.

(CCllr Whetstone leaves the meeting).

1628.   Correspondence:-

            1. WDC re. District/Parish Conference – 4th November 2009 – The Clerk gave notification of the conference.  Cllr King expressed the possibility of a fellow member of the Planning Committee attending this ‘very useful’ conference.

(DCllr Mrs Martin leaves the meeting).

            2. WDC re. kerbside recycling – It was noted that the kerbside recycling collection service will be fully operational throughout WDC by the end of 2010.     

3. SALC re. Sussex Crimestoppers – It was resolved that this request for a grant should be processed in the usual way via the Finance & Administration Committee.

            4. WDC re. Annual Housing Summit 2009 – It was noted that Cllr Ogden will attend this year’s Annual Housing Summit on the 16^th September 2009.

1629.   Resolution proposed by the Chairman that Council congratulates Mrs Amanda Gander-Miller

for her hard work and the successes achieved during her tenure as Head Teacher of Nutley CE

School – Cllr King expressed the wish to congratulate Mrs Gander-Miller on her time at Nutley CE School, stating that she achieved great success; Cllr Fry suggested that this be extended to wishing her well for the future: these proposals were agreed.  It was resolved that the Clerk will write a letter to congratulate Mrs Gander-Miller on behalf of the Council.  ACTION Clerk.

Cllr Finch thought that it would also be a nice gesture to send a letter of thanks to the local Women’s Institute for their hard work in litter collecting throughout Nutley in previous weeks.  ACTION: Asst. Clerk to write a letter of thanks to the local WI.

1630.   Communications – It was noted that the Clerk and Cllr Harris will start work on the new edition of the Parish Matters newsletter in September 2009.

1631.   Date of next meeting – Extraordinary Meeting – Thursday 20th August 2009 (Fairwarp) – Cllr Galley and Cllr Harris gave their apologies for absence for this meeting..

It was resolved that in view of the confidential nature of the next business to be transacted, i.e. a matter relating to employment, specifically the confirmation of the appointment of the Assistant Clerk following her probation period, it is a requirement of Council’s Standing Orders that the public and press be temporarily excluded and they are instructed to withdraw.”

The meeting went into closed session.

1624.   Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions:-
            2. Finance & Administration:-

II.         Recommendation by the Clerk to Council that the Assistant Clerk’s

appointment is confirmed – Minuted separately by the Clerk.

There being no further business the meeting closed at 21.16.