MINUTES OF THE MEETING OF MARESFIELD PARISH COUNCIL

 held on Tuesday 19^th July 2005 in the Memorial Hall, Nutley

Present:  Cllr W King (Chairman), Cllr P Tester, Cllr R Tester, Cllr T Sparrow,

Cllr R Street, Cllr J Gutteridge, Cllr G Hardy, Cllr S Leaney, Cllr C Stephens,

Cllr K Ogden, Cllr H Fry. CCllr A Reid, CCllr F Whetstone. DCllr F Brown.

Clerk Mr. T Allen and Assistant Clerk Mrs. C Goossens.

A.         Any public matters

Mrs C Flittner attended to observe the meeting.

Council Meeting

To report the death of DCllr John Vincent - The Chairman reported with sadness the sudden death of Councillor John Vincent. As a mark of respect a short period of silence was observed.

1.         Apologies for absence - Cllr A Wallace, DCllr N Buck.

2.         Declarations of interest – None.

3.         Minutes:-

            3.1       Minutes of the Council meeting (21^st June 2005) for adoption – Regarding the fourth bullet in Item 5.4, Cllr Ogden stated that the two years shown should read 2005 and 2007 respectively. The minutes were adopted, as amended.

            3.2       Matters arising from these minutes – Regarding Item 11, Cllr Fry asked what effect the resignation of Ms M Thomas would have on the minimum requirement for elected Councillors with regard to Quality Council criteria, and whether any exception would be allowed. ACTION: Clerk to investigate.

(CCllr F Whetstone joined the meeting).

Regarding Item 5.2, Cllr Stephens stated that there had been some progress on the removal of the dead tree overhanging power cables at Middle Drive, Maresfield. The Clerk confirmed that the tree would be removed in September, the delay having been caused by Seeboard Energy, who need to drop their cables for this.

Regarding Item 3. the Clerk stated that the investigation into the technicalities of quorums was ongoing. ACTION: Clerk.

Regarding Item 5.3, the Clerk stated that an assurance had been received from Zurich Insurance that Councillors individual liabilities were covered by the Council’s policy, and that at the F&A meeting on 12^th July it had been agreed that the existing policy was sufficient.

4.         Reports by and questions to:-

            4.1       County Councillors – CCllr Whetstone introduced himself stating that he had been a CCllr for eight years, his main involvement being in the areas of adoption and education.

CCllr Reid made the following report:-

• ESCC Cabinet had discussed the first phase of the budget cycle and anticipated a very different financial year, with the budget being modelled on the anticipated 1% increase in Government grants, outside of schools grants, and modelled on a 5% increase in Council Tax which was an increase presumed in the Chancellor’s comprehensive spending review. Outside of adult and child social care, for the first time there would be a reduction in cash terms in the coming year for other departments when inflation was taken into account
• At the SEERA meeting on 13^th July 2005, the building of 28,900 houses p.a. was the recommendation to ODPM, compared with the current Plan’s target of 28,000 p.a. For East Sussex 1,900 houses p.a. was recommended, split 1,600 for the coastal strip and the rest across the three Districts. The comment was made by SEERA that this would only be achievable if the necessary infrastructure was in place, including affordable housing

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• The Onyx application for a waste facility at Maresfield Camp had still not been scheduled for consideration by the ESCC Planning Sub-Committee, due to the slowness of Onyx in supplying detailed information required for this assessment
• The death of Councillor John Vincent, who had recently been elected as a CCllr, was noted with sadness

The following points were noted in issues raised and discussions with the CCllrs:-

• The Beddingham environmental waste site would be closing with waste having to be trucked out of the County. Onyx are addressing this problem, although the Environmental Agency claim that this is not a problem, just a change in the rules
• Proposals from a new developer have been made to acquire the three portions of Maresfield Camp for development as a business park
• On 18^th July 2005, ODPM had issued a consultation paper proposing substantial changes to Green Belt and planning rules to allow Government to direct building in the countryside. Responses required by 19^th September 2005

            4.2       District Councillors – DCllr F Brown made the following report:-

• News was expected soon about the legal case concerning the WDC Revised Draft Local Plan, which had been supported by ODPM
• A very successful Travellers Forum had been held recently and copies of the papers would be sent to the Clerk

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

            5.1       Civil Protection

·         Emergency Plan

·         WDC Emergency Exercise

Cllr Gutteridge reported that the Emergency Plan had been in place for some time and would be tested in the WDC ‘table top’ exercise on 21^st July 2005 called ‘Exercise Summer Fete 2005’ with scenarios, contained in pre supplied envelopes, unfolding as the exercise develops. The Emergency Plan would be further validated later in a Parish focussed exercise.

            5.2       Environment & Maintenance – Cllr P Tester stated that the meeting scheduled for 14^th July 2005 had not been quorate, but that the opportunity was taken to hold the discussion with interested parties concerning issues over the Parklands Play Area. The Clerk circulated notes of this discussion. Cllr P Tester noted that this had been a very productive session, with all parties to look at solutions and report in time for the E&M meeting on 15^th September 2005. Cllr P tester noted that, with the disbanding of the Parklands Play Area Sub-Committee, these discussions had to take place in the public session.

The Chairman referred to new powers proposed by DEFRA to be conferred on Parish Councils concerning the issue of Fixed Penalty Notices. It was agreed that the Policy Committee should look at whether and how the Parish Council would wish to exercise these powers, and to seek advice from SALC. ACTION: Clerk to include on Agenda for next Policy Committee meeting.

Cllr P Tester noted that the recent inspection and risk assessment of Play areas by Wicksteed Leisure would be addressed at the next meeting of the Committee, but that the only high risk item identified was being addressed currently.

The Clerk confirmed that the Committee’s next meeting would be on 28^th July 2005.

            5.3       Finance & Administration

·                     Month 3 Financial Reports – Cllr Street reported that overall expenditure was on-track at 24.9%, noting that a significant amount had already been paid out in grants, and that administration costs were slightly higher at 26.6%, due  in part to payment of the insurance premium

·                     Allocation of funds received for Ford's Green play area - It was noted that the transfer of remaining funds from the Fords Green Playground Appeal, amounting to £996.46, received from the Fords Green Management Committee in May 2004, had not been ring-fenced in the current budget to be specifically used for this Play Area only, as requested by FGMC.

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Cllr Street proposed that an equivalent amount from the current budget be ring-fenced for this purpose; this was seconded by Cllr Sparrow and agreed by all.

·                     Confirmation of Assistant Clerk’s appointment - It was noted that the Assistant Clerk had now completed her probation period. Cllr Street stated that the Committee had no hesitation in recommending confirmation of Mrs Goossens appointment and proposed this to Council. This was seconded by Cllr King and agreed by all.

Cllr Hardy stated that some of the bus shelters needed cleaning. ACTION: Clerk to arrange.

            5.4       Planning – Cllr Ogden stated that he was compiling a list of potential sites for affordable housing and expected to have a report available within three weeks, noting that WDC have a high number of 2,400 on the housing waiting list. Cllr Ogden stated that he would be attending a meeting on the 9^th August to look at the possibilities of the Parish Council providing affordable housing directly.

The Chairman referred to the ODPM consultation paper (see Item 4.1 above) and the need for the Council to formulate a powerful response. It was agreed that this matter should be addressed by the Policy Committee, and noted that work needed to start in advance of the next meeting to be held on 5^th October 2005. The Chairman stated that he would be writing to the press on this matter. ACTION: Clerk to include on Agenda for next Policy Committee meeting.

            5.5       Policy Committee – No chairman of the committee having yet been appointed, the Chairman stated the following:-

·                     The issue of recompense for costs incurred by Councillors continued to be progressed, with the aim of obtaining the assistance of SALC in seeking a review of existing rules by Government

·                     A grants policy was being developed to give a clear and agreed basis for reviewing requests

·                     The Council’s LDF work was not behind schedule, as WDC had slipped on their timetable

5.6       Strategy Sub-Committee – Cllr Sparrow stated that the Village Plan had been enhanced by feedback received from Parishioners at the Annual Assembly and village fetes, noting that the main focus at present was on health support for the Parish; caring for carers; and youth for which the report on the siting of the Youth ’Bus’ in Maresfield was awaited.

Cllr Sparrow stated that the most urgent issue was the threatened closure of the Wealden Easylink bus service on 30^th July 2005, which, due to the urgency, was being progressed by the Sub-Committee. Cllr Sparrow reported that, following discussions with the Rural Transport Partnership (RTP), ESCC had promised to pay £3,000 to keep this service going for an additional three months to allow Parishes to be consulted by SALC and RTP over long-term funding.

ACTION: Chairman[W L K1]  to alert Chairmen of other Parish Councils affected.

ACTION: Chairman to write to the Chairman of Brighton & Hove Community Transport, stating the importance of the Easylink service, and ask that the continuation of the service, at least in the short-term, is advertised to the users[W L K2] . The following points were also noted:-

• The implications of funding for the Easylink Service needed to be built into budget provision for future years
• Funding for the current financial year may need to come from the Projects Contingency budget as this is a Traffic & Transport issue, rough estimate of £375
• An assessment of the use of this service was needed to justify future funding. Useful contacts for this would be Philip Ayers, Senior Development Officer and Nick Smith
• Funding from other sources should be researched, including local benefactors

            5.7       Traffic & Transport Committee – Cllr R Tester stated that there were no matters to raise outside of the minutes of the Committee’s last meeting held on 5^th July 2005, circulated to Councillors.

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            Budgeting: A statement by the Chairman – The Chairman stated that among the duties and responsibilities conferred upon him by his Council Remit, was the need for him to establish and maintain a pattern of work for the Council to ensure best practice, maximum performance and effective handling of its responsibilities, covered by the term ‘good governance’. The Chairman expressed his increasing concern regarding two areas where the Council was failing in its budgeting process:-

1. Failure to plan how the Council goes about spending money in the budget, this being an ongoing weakness of Council. The Chairman stated that he had spoken to Councillors on this matter in December 2004 and issued a memo. to Committee Chairmen in January 2005, but no Committee had yet dealt with it.
2. Failure to accurately anticipate costs for future financial years, for example costs appearing in the current financial year relating to play area repairs, and the Nutley Memorial Hall car park light, should have been predicted.

The Chairman stated that the Council could not go on raising a precept if it could not manage and spend it and sought Councillors views on what needed to be done.

Broadly, but subject to some of the points referred to below, the Chairman’s points were accepted and it was agreed that there was an urgent need to address these issues to prevent them occurring in future financial years. The following points were noted in discussion:-

• Concern at being asked to make budget predictions so far in advance of the next financial year; timescales seemed wrong for Committees such as E&M which dealt with a wealth of responsibilities
• Financial Regulations require Council to agree its budget and precept in December, so the F&A Committee need final input by October
• Setting budgets is an iterative process and Committees need to continue to develop their budgets
• The new three year budget planning process should improve success and reduce pressure on Committee Chairmen
• The moratorium on holding meetings in August may have to be lifted
• The Chairman of F&A could attend meetings to assist Committees in formulating their budgets
• Things do not always occur as planned and the Council needs hopeful budgets for anticipated projects
• Defensive budgeting was sensible but emergencies have to be catered for as well, normally from reserves
• Committees should be certain that items included in the budget will be spent in the financial year to which the money is allocated

Business Park Development Sub-Committee – It was noted that the Sub-Committee had met on 7^th July 2005, the minutes of which had been included in Council papers.

6.         Outside bodies’ reports:-

            6.1       Ford's Green Management Committee – Cllr P Tester stated that a drainage plan was being developed for the access road as it had become higher than the green. The Parish Council may be approached to assist with funding.

            6.2       Maresfield Conservation Group – Cllr Gutteridge reported that a successful summer supper had been held on 16^th July 2005 and the AGM held on 18^th July 2005.

            6.3       Maresfield Recreation Ground Committee – Cllr R Tester reported that a request had been received from the Bowls Club for the erection of a sign at the entrance to the Recreation Ground, so that it can be distinguished from the Bowling Centre. It was agreed that the Clerk be authorised to deal with this matter in liaison with the Committee.

Cllr Ogden reported a high incidence of dog fouling, noting that new signs were needed. The Clerk stated that WDC were not following up on requested Dog Fouling Orders, due to the new Fixed Penalty Notice legislation empowering Parish Councils.

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            6.4       Wealden District Association of Local Councils – Cllr Sparrow reported that the Easylink issue would be addressed by this group and SALC.

            6.5       Action in Rural Sussex – Cllr Sparrow reported that AIRS had reported a good year, were now agents for grants, and were looking for better premises.

            6.6       Wealden Local Strategic Partnership – Cllr Sparrow stated that due to its recent work the LSP had temporarily become a grant aiding agency, although this was not its purpose, and its meeting on 20^th July 2005 would look at whether the new funding agency Global Grants could take this work over. Cllr Sparrow noted two good ideas that had surfaced:-

1. Joining projects together to assist in securing funding or a higher level of funding, e.g. projects for older people in Crowborough
2. ‘Wheels to Learn’ a scheme that loans scooters to youths so that they can get to education establishments, with the Fire and Police Services involved in educating youths in the responsibilities of motoring.

It was noted that the LSP supported improvements in public transport via the Rural Transport Partnership and ESCC’s Local Transport Plan, and that the LSP would be looking at transport and access at its meeting in September 2005.

            6.7       Sussex Association of Local Councils – Cllr Sparrow suggested that SALC should be encouraged to get the issue of Councillors allowances on the agenda for the NALC AGM in October.

7.         Chairman’s Report

The Chairman referred to a head-on collision that occurred on the Maresfield by-pass on 17^th July 2005, stating that he had taken photographs of the scene and sent then to the Courier newspaper, noting that Council had told ESCC that the by-pass was dangerous and badly designed, a view privately expressed by the Roads Policing Sergeant at the scene. It was noted that it could take up to six months for the accident report to be available – Cllr Sparrow said that he would take the matter up with Chief Inspector Rex Matthews. Cllr Fry noted that this incident could be used to push ESCC for more prompt action in making the by-pass safer.

·                     Portfolios – The following allocation of Portfolios was agreed:-

o                    Countryside – Cllr Sparrow & Cllr Leaney

o                    Business Needs – Cllr Street

o                    Infrastructure – Cllr Hardy

o                    East Grinstead Relief Road – Cllr P Tester/Traffic & Transport Committee

8.         Clerk's Report

·                     Arrangements for election/co-option of a new councillor – The Clerk reported that no Parishioner had asked for an election to be held to fill the vacancy created by the resignation of Ms Mairede Thomas, and that therefore the process of co-option was to be followed. ACTION: All Cllrs to identify any persons  they know who may be interested.

Cllr Sparrow stated that he had asked WDC to include topics of major concern at the Parish/District Conference on 23^rd November 2005, e.g. LDF and WDC management, rather than topics such as Quality Council which were old news. It was noted that the Parish Council would be asked to nominate two representatives to attend this conference.

Regarding Fetes, Cllr Fry asked whether the Parish Council would consider taking over the management of the Nutley Village Day if the current organisers did not wish to carry on with it. It was agreed that this question would be addressed if the situation arises.

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The Chairman referred to the ‘Task Manager’ system used by the Parish Office to monitor and progress actions relating to Council and its Committees/Sub-Committees, stating that it encompassed an enormous range of issues, and showed what a vast workload the Clerk and Assistant Clerk have under control, and how well our business is organised.. Cllr Sparrow stated that the Task Manager report was a standard paper for Strategy meetings and proposed that other Committee Chairmen used the report for their meetings.

CCllr Reid and CCllr Whetstone left the meeting.

9.         Payments to be made: for approval – These payments, amounting to £3037.62 were Approved.

Mrs Flittner left the meeting.

10.       Communications

·                     The Parish Matters – The Asst Clerk circulated a schedule showing articles, owners, status and deadline dates. ACTION: Cllrs with articles outstanding to submit them to the Parish Office by 29^th July 2005.

11.       Date of next meeting, 20^th September 2005 (Maresfield)

There being no further business, the meeting closed at 21:25.

 Signed………………………..Chairman                       Date………………………….