Minutes of the Meeting of Maresfield Parish Council held on

 Tuesday 22 June 2004 in Nutley Memorial Hall

Present:  Cllr W King, 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,

CCllr A Reid, DCllr J Hollins. Clerk: Tony Allen. 

1.            Apologies for absence - Cllr P Tester (FGMC meeting), Cllr T Sparrow (holiday), Cllr Mrs S Weekes (urgent personal business), Cllr R Woodgate (business meeting), DCllr Mrs S Martin, DCllr Mr F Brown, DCllr Mr N Buck, DCllr Mrs P Kennedy.

2.            Declarations of interest – None.

3.            Minutes:-

                        3.1            Minutes of last meeting for approval – The minutes for the AGM held on 18 May 2004 were Approved. The minutes for the main Council meeting held on 18 May 2004 were Approved.

                        3.2            Matters arising from those minutes – In reference to Item 6. of the AGM minutes, Cllr Leaney stated that there were now too many Committee and other meetings, with too few Councillors to effectively cover them all. Cllr Leaney proposed that the Policy Committee and Strategy Sub-Committee be amalgamated, with attendees from all other Committees. Cllr Leaney asked for this issue to be put on the Agenda for the next Council meeting. ACTION: Clerk.

Cllr Ms M Thomas stated that she agreed that there was now pressure on Councillors personal lives from trying  to give enough attention to Parish Council work, and this pressure would increase as the Parish Council would have greater involvement in Government in the future.

The Chairman stated that this was not an issue arising from the AGM minutes and that he had difficulty in re-examining areas already discussed and agreed by Council, without first seeing how they work in practice and testing their Remits. The Chairman stated that, of course, Councillors can submit a formal paper and proposal to Council for inclusion on a future Agenda.

Cllr Fry stated that he supported the Chairman’s line on this and that a review should be conducted in 6 months time.

In reference to Item 5.3 of the Council minutes, the Chairman stated that it was essential to get footpath maps issued to Councillors during July 2004, so that walks/inspections could commence.

4.            Reports by and questions to:-

                        4.1            County councillor – See after Item 5.10 below.

                        4.2            District councillors – DCllr Hollins report was included with the Clerk’s report. In response to questions, DCllr Hollins stated the following:-

• The Remit for the Environment Overview & Scrutiny Committee, for which DCllr Hollins was the Deputy Chairman, was contained on the WDC web site
• The Remit for the Regulatory Committee was to basically ratify decisions taken by the DC N&S Planning Committees. The full Remit for this Committee was also published on the WDC web site.

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

The Chairman noted that Council had not yet fully embraced its new range of Committees and Sub-Committees and their Remits. The Chairman stated that it was essential that meetings become more brisk and effective.

                        5.1            Planning – Cllr R Tester stated that AM Skips were working outside of the approved hours of operation for their waste business. ACTION: Clerk to add to list of contraventions lodged with WDC.

Cllr Ogden gave the following report:-

• The Village meeting to discuss Affordable Housing in Fairwarp (Old Forge Lane) was expected to be held in July/August 2004
• After 2 Affordable Housing surveys, WDC have not recorded the names of those who wish to apply, and were therefore relying on the Parish Council to inform those interested that they need to submit a Housing Application form to WDC
• Mr Oldham, WDC, had stated that the Local Plan Review Committee would have its last meeting on 19 July 2004 and would then be wound up

Council Meeting minutes 22 June 2004                                                      Page 2

• The Waste Inspector’s report covering Millpond Depot and the Maresfield Army Camp was circulated

                        5.2            Finance & Administration – No report in addition to the previously circulated minutes. The Chairman stated that the review of the Clerk’s workload was a priority issue.

CCllr Reid joined the meeting.

                        5.3            Environment & Maintenance – No report in addition to the previously circulated minutes. Next meeting to be held on 8^th July 2004.

                        5.4            Civil Protection – No report in addition to the previously circulated minutes. Next meeting to be held on 24^th June 2004.

                        5.5            Traffic & Transport Committee – Cllr Leaney gave the following report:-

• All 3 Villages were now well represented
• The Committee now had 6 non Councillor members, including Mrs P Kennedy
• The objective for the 3 months to September 2004 was to prepare a consultation document, to be sent to the whole Parish, to identify and define traffic issues and produce a range of solutions
• Village Working Groups had been set up and would report before the next Committee meeting
• Work would continue on some of the TEWP projects, e.g. Maresfield by-pass

The Chairman stated that it was essential to keep to the September deadline for the Committee to make its input into the finance, budget and precept calculations.

                        5.6            Policy Committee – Still needs to meet a.s.a.p. to elect a Chairman and agree a work programme.

                        5.7            Strategy Sub-Committee – Still needs to meet a.s.a.p. to elect a Chairman and agree a work programme. Due to meet on 23^rd June 2004.

                        5.8            Ashdown Business Park Sub-Committee – No report in addition to the previously circulated minutes. The Clerk was arranging the next meeting, to be held in July 2004.

                        5.9            Parklands Play Area Sub-Committee – Next meeting to be held on 29^th June 2004. Cllr Gutteridge stated that the fencing had been erected but that some doubts had been expressed as to its adequacy. Cllr Gutteridge stated that he awaited news on the delivery of the equipment.

                        5.10            Communications Team – The Chairman stated that the printing and delivery of Parish Matters needed to be finalised. ACTION: Communications Team.

CCllr Reid’s report was taken at this point.

Reports by and questions to County Councillor:-

The Chairman congratulated CCllr Reid on being elected as Deputy Leader.

CCllr Reid gave the following report:-

• Corporate Resources Division was beginning the process of developing the ESCC 2005/06 budget - modelling around assumed outcomes
• This year had been difficult for ESCC with Central Government’s Revenue Support Grant (resulting from this Government’s new distribution formula) seriously disadvantaging East Sussex
• Government was strongly hinting that they would expect a 2.5% Procurement efficiency saving from Local Government at part of their Grant Settlement
• A new Board had been convened for the East Sussex central rail corridor, comprising of representatives from ESCC, Lewes Council, WDC, SEERA, and private railway and property developers. The Board was in the early stages of scoping a new business model

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• The Inspector’s report on the County Waste Plan had been published. The Inspector broadly supported ESCC's WLP, but with his report running to 297 pages it was taking some time to thoroughly study his response. It was noted that ESCC need to watch the Maresfield Army Camp carefully as the Inspector had assumed that the Travellers would be relocated (not current ESCC policy), and that this was a good site for waste management (not the Parish Council’s position). It was also noted that the Fire Brigade activities also restrict movement on this site
• The East Sussex health economy is quite unstable, financially, and the Parish Councillors were advised to "keep their eyes open" for any comments they may have access to via the press etc.
• The Parish Council also needed to take a bigger interest in business development in the Parish. Our communities took little or no interest in local business which generated the wealth we are all to ready to spend. Only by improving our productivity/competitiveness will be able to afford the quality of life we all desire. As it is, Government spending is increasing (inflating) currently at about 8.5 %, but national wealth is increasing at closer to 2% and personal incomes on average about the same. A SEERA SE Plan had recognised the need for a growing economy as a factor in considering house building. The interest of the Wealden LSP for wealth generation had also been gained; business needed to be driven up to help justify spending levels. GOSE also now recognised that infrastructure was a key element when considering house building
• Freight strategy was still in the consultation stages, although the A22 was still considered as a primary route
• There had been no further developments with regard to the WSCC Structure Plan, but it was thought that WSCC were pushing ahead. The message coming through was "if we can't build the relief road we won’t build the houses". It is true however that the relief road would be funded from a "charge" on the housing developer.

6.            Outside bodies’ reports:-

                        6.1            Ford's Green Committee – No report, but were meeting on 22^nd June 2004.

                        6.2            Maresfield Conservation Group – Cllr Gutteridge reported that MCG had been awarded Charity Status and would be meeting in w/c 28^th June 2004.

                        6.3            Maresfield Recreation Ground Committee – No report.       

                        6.4            Wealden District Association of Local Councils – No report.              6.5            Action in rural Sussex – No report. 

                        6.6            Wealden Local Strategic Partnership – No report.       

                        6.7            Sussex Association of Local Councils – No report. 

                        6.8            Community Rail Partnership – No report.       

7.            Chairman's Report – Circulated prior to meeting.

8.            Clerk's Report  – Circulated prior to meeting. Cllr Ms M Thomas stated that, as a Stakeholder, the Parish Council should be represented on the new Ashdown Forest Tourism Association. ACTION: Clerk to speak to Linda Johnson. Cllr Ms M Thomas stated that she and Cllr Ogden had attended a ‘Walk On The Weald Side’ meeting with Rotherfield Council, who have obtained grants of approx. £0.5m for their footpaths.

9.            Payments to be made: for approval – Previously circulated, these were Approved. It was agreed that budgetary reports should be included in the Council papers. ACTION: Clerk.

10.            Approval of Bank Signatories – The Chairman read the appropriate Barclays Bank Resolutions and Proposed to the meeting that these be accepted, and that he, Cllr P Tester and Cllr Street should be the 3 Signatories. This was Seconded by Cllr Stephens and Agreed unanimously.

11.            Meeting Start Times – The Chairman asked all present for their views on whether Council meetings should start at 20:00, as this may benefit Councillors who work at a distance from the Parish. With a large majority in favour of retaining a start time of 19:30, it was agreed to make no change.

Council Meeting minutes 22 June 2004                                                      Page 4

12.            Quality Council Report – Cllr Fry stated that Quality Council status would give the Parish Council greater powers and financial spending, subject to negotiation with higher levels of Government. In relation to qualification criteria, Cllr Fry referred to the following:-

• 80% of Members must have been elected at the start of the Council Term, and this was expected to be increased to 100%
• The Clerk must be qualified to AQA standard
• For Council meetings, there were criteria for frequency, notices, minutes, etc.
• There were mandatory criteria for communications with Parishioners, e.g. Code of Conduct, accounts and audit reports, accountability, regular newsletters
• There were discretionary criteria (9 to be met) for communications with Parishioners, e.g. email, Parish Plan, web site, links with voluntary organisations. ACTION: Cllr Fry and the Clerk to meet to discuss which of the 9 discretionary criteria should be proposed to Council
• For all qualification criteria, evidence had to be submitted and a preliminary submission could be mad to help identify areas that need further work

13.            Preparation for Nutley and Fairwarp Fetes – Volunteers names were taken for the erecting, staffing and dismantling of the Parish Council marquee at the Nutley and Fairwarp fetes.

14.       Any Other Business – It was noted that the Planning Committee ID cards had expired. ACTION: Chairman to produce new ID cards for Councillors and the Clerk.

Cllr Ogden proposed that Agendas for all meetings should be copied to all Councillors. ACTION: Clerk to raise at the next Finance & Administration Committee meeting.

Cllr Gutteridge reported continuing consistent damage from vandalism in Maresfield Park. Cllr Gutteridge stated that the offenders were known to residents and that a police presence was required to stop this happening. ACTION: Clerk to refer to Inspector Allum at Sussex Police.

15.       Date of next meeting – 20 July 2004

There being no further business, the meeting closed at 21:30.