Minutes of the Maresfield Parish Council meeting held on Tuesday 19th July 2011 at 7.30pm in Nutley Memorial Hall

Present:       Cllr R Street (Chairman), Cllr Miss A Bergan-Gander, Cllr Mrs. C Flittner,

Cllr Mrs. C Reynolds, Cllr K Ogden, Cllr D Watson, Cllr Mrs. G Brady, Cllr Mrs. L Reeves, DCllr R Galley, Cllr G Snashfold, Cllr J Unruh, Cllr M Craddock, Asst Clerk Mrs J Bradford and the Clerk T Allen.

A. Public Session – Ms Sarah Norris, a new Councillor of Danehill Parish Council to observe the meeting.

The Chairman welcomed Cllr Ms Sarah Norris and DCllr P Roundell to the meeting.

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

1929. To approve apologies for absence and to note other non-attendance – DCllr C Hardy,       DCllr N Buck, CCllr F Whetstone, and CCllr A Reid.

1930. Declarations of interest – Cllr Ogden re, Item 1939. Payments regarding storm damage works at Maresfield pavilion.  Cllr Street re, Item 1933.1; holds a non prejudicial interest as being a neighbour to the Fairwarp Village Hall.

1931. Minutes of the previous meeting held on 21^st June 2011:-

1. For adoption – The minutes were adopted as a true record.

2. Matters arising from these minutes – The Asst. Clerk made note of Item. 1917 regarding an enquiry made noting the length of grass on the Maresfield by-pass roundabouts.  As CCllr Reid was not at the meeting this enquiry would be passed onto the next meeting of Full Council.

1932. Reports by and questions to:-

1. County Councillors – This item was postponed as there were no County Councillors present to report at the meeting.

2. District Councillors – DCllr Galley reported on the following matters:-

• Cllr Galley has taken over the task of writing the monthly reports to the Parish Magazines from DCllr Mrs. Martin, which he will additionally be sending to the Clerk via email.  It was noted that this report will be a general overview from the whole district.
• The issue of housing was discussed in depth.  It was noted that a total of 709 new homes have been built in Wealden District in the last financial year; 228 of those being affordable homes.
• A new scheme is being set up which will enable WDC to build its own new council properties.  Three sites have been marked for this proposal, comprising of a total of 64 new homes.
• It is anticipated that the David Wilson Homes planning application at Maresfield for 170 new dwellings will be seen late August 2011 by Planning Committee North, and may be strongly resisted by WDC as it does not conform to the Core Strategy.

In answer to questions, DCllr Galley advised as follows:-

• In light of the proposal for the 64 new council properties that are targeted at being built in the Wealden District, Maresfield Parish community may realise the benefits, as one of the sites set for new council homes is in Forest Row; a neighbouring village.
• Approximately one third of the new housing that has been built in the last financial year has been ear marked for affordable housing.
• It was noted that WDC have made an application for an HCA grant.

Cllr Ogden reported on the following matters:-

• Cllr Ogden related the history to the allocation of Affordable Homes in the district, explaining how Affordable housing is allocated to people who have been put on a waiting list; and are not always residents of the village that they would be housed in.  This issue could be seen to raise problems with local people in need of local Affordable housing.
• Cllr Ogden is looking into the matter of Health and Safety for workers of food on the side of roads e.g. fast food vans.

1933. Parish Wards – issues, needs and Councillors’ reports:-

1. Fairwarp Ward - Cllr Ms Bergan-Gander requested more help in the handing out of the Community Plan questionnaires in the Parish.

  Cllr Mrs. Reeves noted that she had received a ‘thank you’ response from the Fairwarp Recreation Ground for the letter of support for its proposed development of the site,  that had been received from the Parish Council.

i. Development of Fairwarp Village Hall – Cllr Mrs. Reeves reported that a consultation is proceeding to extend the Fairwarp Village Hall; and that this process is in its early stages.  It was noted that the proposal document at this time is for information only.

2. Maresfield Ward – Cllr Ogden reported on the building works which are being undertaken to repair the storm damage which occurred at the Maresfield Recreation Ground pavilion recently.  It could be seen that good progress is being achieved in the building works, with the tiling of the roof near to completion.

   Cllr Ogden raised the matter of a Maresfield resident being given a parking fine by a sergeant from Uckfield Police for unlawfully parking in an ‘Urban Clearway’.  However it was thought that this punishment was not justified, and on speaking to Sergeant Mason it could be seen that this imposing fine may be an error; therefore the disciplinary action may now be quashed.

   Cllr Mrs. Reynolds reported that she would attend a meeting of the Parklands Residents Association on the 28^th July 2011.  One of the main topics which will be discussed is the use of a green area of land on the estate.

   Cllr Mrs. Brady reported on the rise in the weed ‘ragwort’ which is growing at a very fast rate in fields and verges in the Parish, and which is highly poisonous to horses if consumed.  The question of “how to deal with this poisonous weed” was raised.  DCllr Roundell noted that this was a problem that Fletching Parish Council were also having to tackle, and that DEFRA was the legal body which has regulations on the way that ragwort should be dealt.  ACTION: Clerk to write to DEFRA to make enquiries as to how to deal with ragwort.

3. Nutley Ward – Cllr Watson reported that some progress had been made with the distribution of the Parish Community Plans in Nutley, but noted that more help is required.  Cllr Watson also reported that the swing gate at the Fords Green Play Area is in urgent need of repair and does not close properly thus allowing dogs to freely enter the site.  ACTION: Clerk to liaise with Michael Tester to fix swing gate at play area as a matter of urgency.

1934. To consider reinstating the Environment Committee – It was resolved to reinstate the Environment Committee on a quarterly basis.  Cllr Mrs. Reynolds volunteered for the role of Chairman of this Committee, there were no other nominations.  It was resolved that Cllr Mrs. Reynolds be duly elected and that the quorum should be three Members. 

Councillors to join the Environment committee:-

• Cllr Mrs. Reynolds (Chairman)

• Cllr Ms A Bergan-Gander
• Cllr J Unruh
• Cllr G Snashfold
• Cllr Mrs. C Flittner
• Cllr Mrs. Reeves

The first meeting of the Environment Committee is scheduled for September 2011.  Exact date as yet to be decided.

1935. To consider appointing additional Councillors to Committees – It was resolved that Cllr Unruh joins the Finance and Administration Committee, and that Cllr Craddock and Cllr Snashfold join the Planning Committee.

It was noted that the Strategy Committee will be reinstated once the Parish Community Plan has been established.

1936. Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions:-

1. Finance & Administration Committee:-

i. Month 3 – 2011/12 Financial Reports – Cllr Mrs. Brady raised the issue that a poor service from WDC has been evident in Maresfield regarding the emptying of dog bins on the recreation grounds.  Cllr Miss A Bergan-Gander noted that the department at WDC that deals with the dog bins is having a large staff reshuffle, which could account for the bad service at this time.  The Chairman thought that it may be a possibility to outsource this role to a private contractor; and should be put as an agenda item on the first Environment Committee meeting in September.  ACTION: Clerk to contact WDC to relate back to this department the poor service which we are currently receiving.

2. Planning Committee:-

i. Minutes of the meeting held on 20^th June 2011 – Received.

ii. Draft Minutes of the meeting held on 11^th July 2011 – Noted.

3. Environment matters:-

i. Environment Action Report – Received and agreed.

ii. WDC proposal for the future of the Parish Emergency Radio Network – The Clerk updated Councillors to the proposals by WDC for the future of the Parish Emergency Radio System.  The following points were noted in discussion:-

• The Clerk has recently discussed this proposal with our Radio Operators, and they all concurred that the present system is out of date.
• A fortnightly radio exercise takes place comprising of  over 40 Parishes, however it is estimated that only  around 5 take part in this exercise.
• The equipment is not used District wide and is difficult to maintain and it is felt that the service would therefore hold no real value if an emergency were to occur.
• If an emergency were to occur, then the Parish Council would be guided by Govt. and the Emergency Services.
• This Parish Council would not want to take on the added expenditure for a new radio system.

It was resolved that WDC should be informed that there is no perceived benefit in continuing with the present system. It was agreed that the equipment is obsolete and ineffective as very few Parishes take part in the radio check exercises, and that the staff and equipment maintenance costs cannot currently be justified.

iii. Dog fouling at Fairwarp Recreation Ground – It was noted that dog faeces are continuing to be placed in the litter bins at the Fairwarp play area, which is deemed as a hazard to health.  The Chairman proposed that notices should be placed around the site saying ‘No Dogs Allowed’.  It was understood that a By-Law of this Forest land states that dogs are not allowed on the village green.

4. Maresfield Recreation Ground Access Sub-Committee – Cllr Ogden reported that that the required agreements are in the final preparatory stages, and should be ready for signing very soon.

5. Parish Plan Development Working Party – It was noted that a further push is required to hand out the Parish Community Plan questionnaire in all villages of the Parish.  Cllr Mrs. Reeves reported that the questionnaire has been added to the local ‘Echo’ newspaper, and the Fairwarp Community newsletter.

It was thought that a proposal to insert the Community Parish questionnaire into the monthly Parish magazines in Nutley and Maresfield may be a positive step to getting more feedback from Parishioners. ACTION: Cllr Mrs Brady and the Clerk.

6. Parklands Play Area Working Party – The Asst. Clerk updated Councillors to the following points:-

• Asst. Clerk and Ms Ellie Boultbee met on Thursday 14^th July 2011 to rake the play area sand pits and to remove all animal faeces; cat repellent granules were distributed around the sand pit areas.  A litter pick was also carried out.
• Cat repellent electronic sonar devices have been purchased, awaiting delivery of these items.
• A new litter bin for the bike track area has been ordered; awaiting delivery from WDC.
• The Asst. Clerk is designing with Ellie Boultbee the two required signs for the play area, and then they will go to the chosen companies for their quotations.

7. Outside bodies matters:-

i. Ashdown Forest Villages Road Safety Partnership (AFVRSP) – Cllr Watson reported that he had attended this meeting, the following matters were discussed:-

• A Speed Awareness campaign is to be held in October 2011.
• It was noted that deer casualty figures on the Ashdown Forest are reportedly down on last year; it could be seen that this figure may not be a true representation of how many accidents take place involving deer in the Ashdown Forest, as not all incidents are reported to the authorities.
• Cllr Mrs. Brady enquired who one would telephone if they were to hit a deer whilst driving in the area.  Should it be the Police, or the Forest Ranger?

ACTION: Clerk to ascertain the correct procedure on what to do if you collide with a deer.

1937. To receive a report from, and put questions to the Chairman – The Chairman’s report was noted.  He updated Councillors on the WDALC Management Committee meeting he attended on 12^th July 2011.  The main topic of discussion being the Localism Bill, and what it means to the Parish Council in terms of additional work load.

1938. To receive a report from, and put questions to the Clerk – The Clerk made note and referred Councillors to the reports of meetings he had recently attended, at AFVRSP and the Churchyard Closing Meeting at WDC.  He also noted that there are training opportunities for all the new Councillors, via SALC.

1939. Payments to be made - for approval – Payments amounting to £10,676.28 were approved.

1940. Communications – web site; ‘Your Parish Brief’; Parish Mag’s – The next edition of the Parish magazine is now due, the Clerk welcomed further articles from all Councillors.

1941. Correspondence:-

1. ESCC re Annual Parish Meeting – It was noted that Cllr Ogden and Cllr Street will attend this meeting on 16^th September 2011.  It was noted that the WDC Parish Conference is to be held at 28^th September 2011, Cllr Street, Cllr Mrs. Reeves and the Asst. Clerk to attend this meeting.

2. ESFRS re. Its potential merger with WSFRS – Councillors discussed the details of this potential merger.  It was resolved that Councillors should look at the consultation paper and bring any comments to the next meeting of Council..

3. WDC re. way forward on Maresfield Closed Churchyard – The Clerk explained the background history to all Councillors.  The Chairman made note of the three options given at this meeting on the 27^th June 2011.  The three options discussed were:-

1. Do nothing and carry on as is currently happening.
2. Go forward with Special Expense Route.
3. Parishes take on the maintenance themselves under an agency agreement with WDC.

It was noted that a response to this consultation is required by the end of September 2011.

ACTION: This Item to be added onto the first Environment Agenda for discussion.

(DCllr Galley and DCllr Roundell left the meeting).

1942. Date of next meeting – 20^th September 2011 (Nutley).

To give consideration to the next items being discussed in closed session; that in view of the confidential nature of the business to be transacted, i.e. employment matters, it is advisable that the public and press be temporarily excluded and that they are instructed to withdraw.

1943. Employment Costs Review Working Party –  It was resolved that there was not a need for this part of the meeting to go into closed session as no specifics relating to employment conditions, contracts, etc. would be discussed. The Clerk and Asst. Clerk were invited to remain in the meeting.

After lengthy debate, Council resolved that the Working Party should focus on the following three points and report back at the September meeting of Full Council:-

1.  To look in detail at the activities of the Clerk and Asst. Clerk regarding work practices, value-for-money and efficiency savings.

2.  To look at the expected impact of the Localism Bill, particularly on the work of Councillors, the Clerk and Asst. Clerk.

3.  The general principle of the need for a review of employment costs at all, with a vote to be taken by Council.

There being no further business, the meeting closed at 21.20.