Minutes of the meeting of Maresfield Parish Council held on Tuesday 17 June 2003

in the Conference Room, Nutley War Memorial Hall

Present.  Cllr H Fry, Cllr J Gutteridge, Cllr G Hardy, Cllr W King (Chairman), Cllr K Ogden, Cllr T Sparrow, Cllr R Street, Cllr P Tester, Cllr R Tester, Cllr Miss M Thomas, Cllr Mrs S Weekes.  District Cllr Mrs P Kennedy, District Cllr Mrs S Martin.  County Cllr A G Reid.  Clerk: Sue Wilson.

1224.   Public Questions.  Mr S Leaney attended the meeting in connection with Co-option.

1225.            Apologies for absence were received from Cllr C Stephens, Cllr R Woodgate, District Cllr F Brown, District Cllr N Buck, District Cllr J Hollins.

1226.            Declarations of interest.  The Chairman said that the correct procedure was for declarations of interest to be dealt with at each item rather than at the start of the meeting.

1227    To receive and adopt the minutes of the Annual General Meeting held on 20 May 2003.  The minutes were adopted.

1228            Matters arising from those minutes not on this Agenda.  There were no matters arising.

1229    To receive and adopt the minutes of the Council meeting held on 20 May 2003.  Cllr King pointed out that in the fourth line of paragraph 1212 the word "is" is unnecessary.  In paragraph 1221, second paragraph, second line, the Farming & Advisory Group should read "Farming & Wildlife Advisory Group".  Cllr Sparrow proposed that the minutes be adopted.  This was seconded by Cllr Miss Thomas and carried unanimously.

1230            Matters arising from those minutes not on this Agenda.  In connection with Item 1212, Cllr King asked the Clerk to check whether Cllr Woodgate had inspected the bus shelters.

Action: Clerk

In connection with Item 1213.4 Cllr P Tester advised that when Mr McDonnell had attended at Londonderry Farm to fit the kissing gate, he found that a better gate has been fitted by the owners.  Cllr King suggested that the Environment & Maintenance Committee should consider whether the kissing gate could be put to good use elsewhere in the Parish.              Action: E&M

Cllr Sparrow pointed out under Item 1214 that the minutes of the Finance & General Purposes Committee were missing from Item 1213.

Under Item 1218, reference to paying for the lights for ten years should read "seven" years.

Under Item 1219, Cllr Ogden reported that he and Cllr Mrs Weekes had manned a stall for the Council at the Maresfield Fete.

Under Item 1220 about the laurel hedges, Cllr Ogden advised that he would be knocking on the owner's door and requesting that it be cut.  Cllr King suggested a note should be sent to the owner if a visit did not produce the required action.             Action: Cllr Ogden and Clerk

Cllr Mrs Weekes reported that in Maresfield main road the hedges are growing so far across the verge that people have to walk in the road.  It was suggested that this matter should be referred to the Environment & Maintenance Committee with a note of the house names.              Action: E&M

Cllr Ogden reported that the hedge on the north side of School Hill, Maresfield had been trimmed.

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1231    To receive and adopt the minutes of the Annual Assembly held on 25 April 2003.  The minutes were approved and signed.

1232            Matters arising from those minutes not on this Agenda.  Most of the matters raised at the Annual Assembly have been referred to the relevant authorities.  A letter has been written to Inspector Allum raising a number of concerns and copies sent to The Chief Constable and the Police Authority. 

Cllr Ogden advised that the flagpole at Maresfield Bonners School has been painted.

Parishioners have been asked, via the Parish Magazines, to ring the clerk with concerns throughout the year, rather than reserve them for the Annual Assembly.

1233            Matters arising from those minutes not on this Agenda.  See 1232 above.

Co-option.  The Chairman had notified Councillors on 12 June 2003 that this matter would be added to the Agenda if candidates were available.

Mr S Leaney was at the meeting.  The second candidate who had offered his services had rung the Clerk to advise that he was taking a new job involving shift work and would therefore be unable to carry out a councillor's duties.

The Chairman asked the Clerk to check whether the co-option notice was legal.            Action: Clerk

Mr Leaney made a short statement to the meeting.  He is married with a married daughter and grandson.  He has lived in Fairwarp since 1997 and is interested in rural matters.  He has been self-employed for four years and sits on various sporting committees. 

Mr Leaney left the room to enable Councillors to consider his application for co-option.  Cllr King pointed out that he is the applicant of a retrospective planning application but Councillors did not feel this was a material factor to his ability as a councillor.

Cllr Miss Thomas felt it had been tougher for Mr Leaney to go through the selection process for co-option than for the other Councillors who had been nominated and appointed without an election.  Cllr King advised that the Council did not have to co-opt at this meeting; this was not a casual vacancy and there was no time limit.  Cllr Miss Thomas said she believed he could be valuable and there were advantages to having the full number of councillors.

Cllr Sparrow proposed that Mr Leaney should be co-opted.  This was seconded by Cllr P Tester and agreed unanimously.

Mr Leaney was invited back into the room, thanked for his interest and advised that he had been co-opted.

1234            Minutes of the following Committees, for information:

            1234.1 Minutes of the Planning Committee of 27 May 2003

            1234.2  Minutes of the Planning Committee of 9 June 2003

            1234.3  Minutes of the Finance & General Purposes Committee of 3 June 2003

1235            Matters arising from the above 1231 minutes.  Should read "Matters arising from the above 1234 minutes".

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1234.1 Cllr Ogden said these minutes were fine and there were no queries.

1234.2 Council was advised that Bruce Morley had prepared draft minutes of the planning meeting on 9 June 2003 while the Clerk was on holiday.

1234.3 Cllr Sparrow reported briefly on the minutes of the Finance & General Purposes Committee of 3 June 2003.  Item 4.1 refers to Councillors' agreement that in future the agendas for Council meetings should include an item allowing County and District Councillors to report any items of direct relevance to the parish and for Councillors to seek information from them.  Item 4.3 reports that the Finance & General Purposes Committee felt the paper on the Ashdown Business Park was valuable.  It was agreed that the Parish Council should write to the parties involved, including SEEDA as there was a haitus in discussions between the three owners.

Action: Cllr Sparrow and Clerk

In connection with Item 5.1 of the minutes, Cllr R Tester reported that the Council leases Fords Green Recreation Ground from the Ashdown Forest.  Cllr P Tester said that the Fords Green Committee would undertake the fencing work around the play area and thereafter about £1,500 will be transferred to the Council for play area maintenance.  All agreed that this should be done.

Under Item 5.6, Cllr King reported that he had written articles for the parish magazines including the agreed office opening hours.

Cllr Sparrow referred to Item 6.1 and explained that it had been decided to pay only expenses to councillors and therefore the remuneration panel would not be necessary.  All were in favour of this option.  Wealden District Council should be notified.                                                Action: Clerk

1236            Reports by and questions to:

1236.1  County Councillor.  County Cllr Reid apologised for missing the first meeting of Council after the election.  He then reported on the following:

(a)        The waste contract was signed at the end of March.  The Civic Amenity Site at Forest Row had been improved.  Changes in Crowborough were expected next summer.  The County Council still preferred the Bellbrook site option for waste transfer.  Cllr Gutteridge queried the status of planning for the waste site at Maresfield and was advised that views would be sought from the County and District Councils.  It will be necessary for Onyx to lodge an application if they require a site at Maresfield. 

(b)        County Council and the central rail corridor.  Cllr Fry said that not only the business reason for the rail link but also the social case should be considered.  County Cllr Reid agreed.

(c)        East Grinstead Relief Road.  West Sussex County Council requires 2,500 houses at East Grinstead plus the link road which  will impact on the A22.  Cllr Miss Thomas said that a by-pass of East Grinstead would add to A22 traffic through Nutley.  There was a difference of opinion by Wealden DC.  County Cllr Reid and District Cllr Mrs Kennedy said they were not aware of any different views.

(d)        Danehill – Freshfield Lane Brickworks site.  Cllr King queried whether the site would handle commercial waste or waste from Crowborough to which County Cllr Reid replied that it would be a commercial site which could accept any waste, not only from West Sussex.  Cllr King said he had alerted Cllr Ogden and Cllr R Tester to the issues of lorry traffic along Crowborough Road.  District Cllr Mrs Martin reported that there would be approximately 120 lorry movements per day which would have a serious impact.

(e)        Traffic calming at Maresfield.  There will be a meeting in Maresfield on 2 July 2003.

(f)         East Sussex is quite poor in respect of economic activity which the County Council would like to stimulate.   It would be helpful if parish councils could take a greater interest in the businesses in their area.  Cllr Sparrow said that support for business was raised in the village survey but the response had suggested that the Parish Council did not have a role to play.  It should be included in village plan development.  Cllr King suggested it was a matter which the Finance & General Purposes Committee could take on.  This was agreed.     Action: F&GP

1236.2  District Councillors.  District Councillors had nothing to report.

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1237            Minutes of the following Sub-Committees and Working Groups, for information:

            1237.1  Civil Emergency Sub-Committee

            1237.2  Parklands Play Area Sub-Committee

            1237.3  TEWP

There were no minutes from these sub-committees.

1238    To receive reports from Members and Council Representatives on outside bodies and matters arising:

1238.1  Action in rural Sussex.  Cllr Sparrow had nothing to report.

1238.2  Wealden District Association of Local Councils.  Cllr Sparrow is one representative.  Another councillor is needed as the Maresfield Parish Council link.  Cllr Gutteridge said he would fulfill this role.  Agreed.

1238.3  Maresfield Conservation Group.  Cllr Gutteridge had nothing to report.  The clerk had received copies of a letter written by Mr R Thompson, the Chairman of the Conservation Group, to District Cllr N Buck and District Cllr Mrs P Kennedy.  She drew attention to the last paragraph which contained a request that the whole community be allowed to participate in the siting and design of any new developments. 

1238.4  Maresfield Recreation Ground Committee.  The question of the ban on dog walking in the recreation ground was again raised.  Cllr Sparrow suggested the matter might be raised with the Wealden District Association if it was necessary to have more villages seeking the Order.  District Cllr Mrs Kennedy said there is a square of land adjacent to the recreation ground and wondered whether the Council could purchase it, level and mow it and designate it for dog walkers.                                                                                               Action: E&M to consider

1238.5  Fords Green Committee.  Report above in 1234.3.

1238.6  Wealden Local Strategic Partnership.  The LSP was providing grants to Wealden Parishes to encourage them to carry out Village Plans.

1239            Clerk's Report.  The Clerk drew Councillors' attention to a letter received from Little Horsted about their 'Beating of the Bounds of the Parish' on 5 July 2003.

1240            Training for Councillors.  A training course for new Councillors will be held on 26-28 September 2003.  The Clerk will circulate details.  It is essential for all Councillors to attend a training course if they have not already done so.                                Action: New Councillors

1241            Parklands – agreement of rent, District Council legal fees and Parish legal fees.  The Chairman said that the length of term of the lease would need to be ascertained and the likely maximum rent by the end of the term.                                                                       Action: Clerk

1242    Bank account

1242.1  Signatories to bank account.  It was agreed that the Clerk, as the Responsible Financial Officer of the Council, should be added as a signatory to the account and should have a sole signing right on cheques up to £500.  Two out of four signatures will be required on all other cheques.  It was also agreed that Cllr King should be added as a signatory and Cllr P Tester and Cllr T Sparrow confirmed as signatories. 

1242.2  Adopt resolutions of Barclays Bank (copies available at meeting).  Cllr Sparrow advised that the Resolution which has recently been received from Barclays should be confirmed. 

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Cllr Sparrow answered in the affirmative when Cllr Fry queried whether the Council is paying bank charges.  He suggested that perhaps a comparison should be made with other banks.

Cllr King queried whether the previous Clerk's national insurance contributions had been paid, to which Cllr Sparrow replied that he and Cllr P Tester had done some calculations and it appeared there may have been an overpayment of contributions.  The Inland Revenue had been informed.

1243    June payments list.  The list was agreed.

1244    Any other business (previously notified, at the discretion of the Chairman).  Thanks were expressed to Bruce Morley who kindly attended the Planning Committee meeting to take notes and prepare the minutes while the Clerk was on holiday.

The Chairman said that in future minutes would be passed to Committee Chairmen for review before circulation to Councillors, to engender a more vital relationship between Council and its committees.  Cllr P Tester felt that as some committees don't meet very frequently, this could result in long review times.

The Chairman also asked committees to set targets for actions to be achieved in the Parish by the end of March 2004.  Ideas for targets should be sent to the Clerk by 8 July for circulation with the papers for the Council meeting on 15 July.

Cllr P Tester reminded the new Councillor to choose which committees he wished to join.  Cllr Leaney was advised that there was a vacancy on the Planning Committee which he agreed to fill.

Cllr Leaney will also need to complete a Declaration of Acceptance of Office and Register of Interests form.                                                                          Action: Cllr Leaney and Clerk

Cllr P Tester said there was Council equipment at Fords Green Pavilion and Mrs Pegg's house.  Cllr King said he would assist with sorting and removing these items.

Councillors expressed interest in a questionnaire received from The Countryside Agency relating to the new Country Code.  Copies will be circulated.            Action: Cllr Sparrow and Clerk

Cllr Street advised that he had booked a stall for the Council at the Fairwarp Village Fete on 12 July 2003.  Cllrs King and Ogden said they would be available to help man the stall.

Cllr P Tester reminded Councillors that there will also be a stall at the Nutley Village Fete.  Cllr Ogden said he would be the co-ordinator.  Cllrs Miss M Thomas, Street, Sparrow and Mrs Weekes will assist.

There being no further business the meeting closed at 9.30pm.