Minutes of the Maresfield Parish Council meeting held on Tuesday 20^th June 2006

 in the Village Hall, Maresfield

Present:         Cllr W King (Chairman), Cllr M Cranfield, Cllr C Stevenson, Cllr J Gutteridge,

Cllr G Hardy, Cllr H Fry, Cllr R Tester, Cllr T Sparrow, Cllr R Street, DCllr Mrs S Martin, CCllr T Reid, CCllr F Whetstone, Mr T Allen (Clerk) and Mrs C Goossens (Asst Clerk)

Public:            Mr & Mrs Woodgate,

Ms Leigh Inglis (Development Officer, East Sussex Community Rail Partnership)

A. 1.     Presentation by Leigh Inglis - East Sussex Community Rail Partnership.

• Cllr Sparrow introduced Leigh Inglis and gave a brief description of the Community Rail Partnership.

Leigh explained the role of the Development Officer and current projects as follows:

• To improve the travelling experience of passengers, including dealing with car parking issues, improvements to stations, the provision of integrated transport e.g. 29 bus meets trains in Uckfield and in Maresfield the 54 doesn’t meet the trains.
• Working towards an increase in the use of trains, buses and taxis by those people coming into the area for leisure.
• Partnership working with Bed and Breakfasts.
• Encouraging the use of station buildings for community purposes, as homes or as office space for small local businesses.  Southern charge a peppercorn rent for space in station buildings and there are currently various available sites.
• Promotion of the East Grinstead area for leisure purposes in conjunction with the local tourism officer.
• Timetable revisions for both the Uckfield and E Grinstead lines.
• East Grinstead has recently been incorporated into the Community Rail Partnership and is subject to plans to redevelop the station into an integrated transport hub, to include the Bluebell Railway in 2008.
• Schools Awareness Programme i.e. a large number of children congregate at Oxted station at school out and in times and they are putting themselves at risk.  This project entails going into schools and talking to children about a number of safety issues and about having respect for other passengers.
• At Uckfield, a permanent station building together with permanent car parking are the key projects, both of which would help towards the re-opening of the line to Lewes (although the CRP is not part of the Wealden line).
• Uckfield Regeneration Partnership i.e. promoting Uckfield as a visitor destination.
• At Buxted, there is a desire to continue with station planting and to find ways of alleviating the car parking problems.

Other information:

• Punctuality on the Uckfield line is now at 97%.
• The majority of commuters from Maresfield travel from Hayward’s Heath, Uckfield, Buxted and East Grinstead.
• The Uckfield line is now competing with Haywards Heath.  An annual Gold Card season ticket from Haywards Heath is £3,500 whereas from Uckfield it is £2,300.
• The CRP quarterly newsletter is widely available and the Parish Council is welcome to advertise events in it.
• 29^th July 2006 there will be a walk from Buxted station – posters available.  Cllr Stevenson confirmed that details are on Maresfield Parish Council’s website.
• There is a revised “Line Guide” which will be available from July, providing information for both local people and tourists, including a detailed map and station information on one side and leisure activities on the other.  Wealden District Council was instrumental in helping to fund and create this leaflet.
• Funding comes from County Councils (Kent, Surrey, ESCC) and District Councils and Southern and made up by “Matched Funding”.  In the longer term, AIRS is the managing agent for three of the four lines and it is up to them to ensure that the funding continues.
• The Countryside Agency funding role is now with SEEDA.

Leigh Inglis leaves the meeting.

A. 2.     Any other Public Matters.

• Mrs Woodgate asked for an update regarding the removal of the Parklands Play Area equipment since the letter received by her from the Clerk on the 24^th May 2006.
• The Clerk stated that until the Parish Council received a letter from the New Parklands Residents Association dated 15^th May 2006, (which is before the meeting tonight for discussion), things were moving along on the part of the Parish Council.
• The letter, signed by the whole of the NPRA, is not what was agreed at the April Parish Council meeting.  Subsequently, the Parish Council needs to discuss the letter.
• The letter requests immediate receipt of the £2500 held back until the current dispute has been resolved, for future development of the play area.  Furthermore, they request £4300 and reimbursement for the screening and various other conditions which have completely changed the picture.
• Mrs Woodgate stated that policing of the play area since the April Parish Council meeting has been non-existent.

ACTION:  Clerk to revert to Mr & Mrs Woodgate in the next couple of days with the outcome of Council discussions.

Mr & Mrs Woodgate leave the meeting.

1114.   To approve apologies for absence and to note other non-attendance.         

DCllr Mrs P Kennedy, DCllr J Hollins, DCllr N Buck, DCllr F Brown, Cllr S Leaney, Cllr P Tester, Cllr C Stephens and Cllr K Ogden.

1115.   Declarations of interest – None.

1116.   Minutes:-

1.      Minutes of the Annual Meeting (16th May 2006) for adoption. 
The minutes were Adopted.

2.      Matters arising from those minutes.  None.

3.      Notes of the Annual Assembly – for information.

1117.   Reports by and questions to:-

1.      County Councillor.  CCllr Reid made the following comments:-

·           The next budget cycle begins at ESCC in the coming week.  The issue now is not how much departments have to spend but how well they spend it.

·           Having attended the recent CiPFA conference, CCllr Reid noted that economic development is becoming more central to Government thinking.  International competitiveness is under threat and there needs to be an awareness of the ability to generate wealth in the UK.  Parish Councils as community leaders are urged to celebrate and support businesses within their community.

·           The GOSE website has published a report by consultant Roger Simms, regarding a required increase in the housing numbers for the South East region according to a number of crude parameters including migration into the South East region and 3.5% economic growth.  The report suggests a 60% increase in numbers of houses as recommended by SEERA from 29,000 to 47,000 houses per year.  Some counties, but not ESCC, are talking of withdrawing from SEERA.

2.      District Councillors.  DCllr Mrs S Martin made the following comments:-

·           Having attended a recent Forest Row Parish Council meeting she has forwarded a report highlighting the impact of the additional 2500 houses on the edge of East Grinstead and the relief road on the A22.

·           The LDF Statement of Community Involvement stipulates 5000 new homes between now and 2026, but this figure is in reality 8000 because there are 3000 houses in the Wealden Local Plan.
Furthermore, it is important to note the impact on our district of additional housing is not necessarily from within Wealden but also from developments in other districts.

It was noted that a paper produced by DCllr Hollins regarding waste and sustainability policy adopted by WDC was circulated prior to the meeting.

The following points were noted in discussion:

• Some of lanes and verges have been cut and others haven’t.  Complaints have been received by the Parish Council from parents at Bonners School regarding the danger of coming out of Parklands due to the height of the grass.  The Clerk has already chased ESCC asking that the grass cutting be carried out as soon as possible. It was noted that this is a Parish wide issue.  Verge cutting is the responsibility of May Gurney but they sub-contract it out.  There are two contracts, rural and urban, the latter stipulating that the grass be cut five times a year where there is a 30mph speed limit.

ACTION:  Parish Office to chase up.  ACTION:  CCllr Reid to chase up. 

• When the road re-patching in Old Forge Lane was carried out, the 40mph sign was knocked down and still hasn’t been reinstated despite requests being made on at least two occasions.

·         Obtaining the complete LDF documentation from the Wealden website is difficult as it is published only via a series of various links.  It was noted that CDs and hard copies are also available therefore every effort has been made to cover all eventualities.  DCllr Mrs S Martin confirmed that it is only a matter of days until the whole document is available in one hit.

1118.   Council bodies:  Actions, minutes and reports by, and questions to, Chairmen:-

1.             Environment.

·                     The Clerk confirmed that he and the approved Inspector recently conducted the annual review and inspection of the Parish play areas.  Nothing too surprising came up except that the main slide at Fords Green is in its current state recommended for removal.  Cllr R Tester confirmed that he had this evening looked at the slide and although require attention, he does not consider it to be of immediate danger.  Subject to recommendations, the roundabout at Fords Green was recently removed and Cllr P Tester is currently investigating how to reinstate the structure that the roundabout sits on.

·                     Allocation of Councillors summer footpath walking maps is underway. Noted that the Clerk is right to expect reports back as cllrs are expected to carry out this work.

                                       I.      Parklands Play Area.

The following points were noted in discussion:

·                     At the last Parish Council meeting it was agreed that the cost of the new equipment could be covered by using the £2500 in the current year’s budget, for works at Parklands Play Area, together with the funds set aside for Maresfield Recreation Ground play area maintenance.  This would then provide sufficient money to remove the climbing frame from Parklands Play Area, put it into MRG play area and fund the replacement unit for PPA.

·                     There are no funds carried over from last years budget to the current year.

·                     The recent letter from NPRA effectively wants to take the £2500 out of the equation which would mean that the Parish Council would have insufficient funds to facilitate the project.

·                      The Parish Council is the tenant of the land at Parklands Play Area.

·                     To state that the problems surrounding the play area result from mistakes made by the Parish Council is not founded.

·                     Decisions and developments in relation to ideas for the site and the equipment placed on it were made openly over a long period of time and involving all parties. There was no lack of foresight or planning.  No blame or fault should be placed on anyone involved in the original process.

·                     Expert suppliers were chosen to select the most appropriate piece of equipment for the site.  The Parish Council and working party trusted their recommendations for the play area and didn’t have expertise to know otherwise.

·                     The Parish Council role is to smooth over issues or problems put before it. 

·                     There was agreement by all parties at the April Parish Council meeting and the demands outlined in the NPRA letter may now make it impossible to resolve the issue in this budget cycle.

·                     The removal of the play equipment from Parklands, its resiting in Maresfield recreation ground and replacement of an alternative piece of equipment in its original site is surely a “win, win” situation as there will be two new pieces of equipment in Maresfield for the children to use.

·                     The matter requires further discussion with both the NPRA and Forest Park residents.

·                     The Parish Council is firmly of the resolve that it stands by its original decision i.e. at the April meeting and that the matter must be resolved as quickly as possible.

·                     The Clerk is to investigate the terms of the Lease from WDC and the arrangement with WDC for management of the Play Area; and to advise on the relative strength of the Parish Council's position

·                     It was Agreed that the issue should be delegated to a small group with authority to resolve the matter and make a recommendation to Council for formal agreement.  Cllrs P Tester, R Tester, R Street and M Cranfield.

·                     It was noted that the team working to resolve this issue must understand the history very clearly.  Cllr Gutteridge to be available to provide background information if need be.  A presentation of the history to date will be made at the first meeting of this group.

2.             Finance & Administration.

                                                          I.           Adoption of 2005/06 Accounts.

These have been fully approved and recommended by the Internal Auditors.

Those issues which need addressing are not to do with financial matters but matters such as record keeping and risk assessment.  The accounts are all in order.

Cllr Street proposed the adoption of 2205/06 accounts, this was seconded by Cllr Sparrow seconds and agreed by all.

                                                        II.           Month 2 Financial Reports.

There is a small error on the reports whereby Parish Newsletter and Annual Assembly appear twice.  This is being resolved by the Clerk.

                                                          III.      MRG Access. – It was Agreed to discuss this item last.

                                                          IV.      Amendment to Committee’s Remit

Cllr Street proposed the adoption of the revised remit, this was seconded by Cllr Sparrow and Agreed by all.

CCllr F Whetstone joins the meeting.

                                                                  V.      Approval of overspend in Budget Heading 4116 ‘Street Light Maintenance’

Cllr Street proposed an overspend of £217 to fund the £395 repair cost, this was seconded by Cllr Sparrow and agreed by all.

                                                                VI.      Approval of an additional S.137 payment – donation to The Uckfield Railway Line Parishes Committee

Cllr Street proposed the donation of £15 to the Uckfield Railway Line Parishes Committee. This was seconded by Cllr Sparrow and agreed by all.

MRG Access

Cllr Street reported that a non-prejudicial meeting will be held with Mr Watts, who will also be represented by his solicitor. Cllr Street stated that he saw no need at this time to have the Council’s solicitor from Wynne Baxter present at this meeting.  This was agreed, with Council attendees having no authority to decide anything.  ACTION: Cllr Street to proceed on this basis.

3.                  Planning.

                                                                    I.      South East Plan

Cllr Stevenson noted that the close of the current consultation is on 23^rd June, and that the Council had responded to first draft, with various sources confirming that there was very little change to the second draft.  It was agreed any response required should be addressed by a small Sub-Committee comprising of Cllr Sparrow, Cllr King and Cllr Stevenson.

4.                  Policy.

The Chairman noted that only two members had been appointed to this Committee, Cllr Ogden (who is away) and Cllr Leaney (currently ill), and that Council may therefore need to rearrange this committee in the near future. It was noted that the Clerk had advised the Chairman of the three issues ongoing with this Committee and that none of these needed the urgent attention of Council.

                                                                    I.      Adoption of Affordable Housing Policy.
(Deferred from April 2006 Council Meeting).

The Chairman led the meeting through the draft policy document, noting that there was a choice for a definition of the policy and that several items would be seen as contrary to WDC’s and national policies.

After much discussion, no consensus was reached on a definition and policy statement for Affordable Housing in the Parish. It was noted that, once agreed, the Council’s policy would have to be an adjunct to WDC’s policy, and that the document should state why the Council wants affordable housing in the Parish.

The Chairman proposed that the Paper should therefore be withdrawn and referred to the Strategy Committee for further development. This was agreed.

Cllr Sparrow stated that the Commission for Rural Affordable Housing had now produced improved definitions and policies for the placing of affordable housing in rural areas, and that he would be attending an AiRS conference on the 26^th June 2006 where more details of the Commissions Report would be related.

CCllr Reid and Cllr Cranfield leave the meeting.

 5.                  Strategy.

Cllr Sparrow gave the following report:-

Youth – Youth group activity in Nutley is taking off, a couple of events have already been held, Cllr P Tester and Mr John Hacker leading on this.

The Parish has been offered the Uckfield Youth Services bus again, details to be finalised, but it is to be suggested that it goes to Maresfield again, but also one or two nights in Fairwarp as well.

Traffic & Transport – The Traffic Management Plan is moving forward with one achievable project in each village to be identified, while the overall Plan continues to be developed.

EasyLink – North Wealden Community Transport Partnership is to be constituted. The project is now grant aided by WDC. Forest Row PC is increasing its interest, with Crowborough TC continuing as a very strong supporter, and Uckfield TC to be approached.

Health– the return of a branch surgery to Nutley is being pursued; the Primary Care Trust seems positive and the issue will be raised at a meeting of the Health Overview Scrutiny Committee to be held on 23^rd June 2006.  A petition will be taken at the Nutley fete which will be lend additional support and added impetus to the campaign.

                                                                    I.      WDC – LDF Statement of Community Involvement

Cllr Sparrow explained that the Statement of Community Involvement (SCI) covers the process of consultation by WDC on its Local Development Framework (LDF) construction and on planning applications, and that the Council’s response to the draft SCI must be sent to WDC by 31^st July.

It was noted that in the next couple of weeks there will be briefing sessions for Parish Councils. ACTION: All Councillors to review the draft WDC SCI and attend briefing sessions if possible; issues to be reported to Cllr Sparrow or the Clerk for a final response to be agreed at the next Strategy meeting,

1119.   Outside bodies’ reports.

1.                  Maresfield Recreation Ground Committee.

                                                                     i.      Approval of the Accounts for 2005/06.  Cllr R Tester proposed that these accounts should be approved. This was seconded by Cllr Hardy and agreed unanimously.

2.         WDALC.  Extensive notes from Cllr Sparrow had been circulated with the meeting papers.  The Chairman noted that there was concern over how the membership of the proposed WDC Planning Panel would be formed, with WDC's different personnel proposing different groupings for closely related topics.

3.         Other reports.  LSP event to review the current Community Strategy will be held on 21^st June 2006 which Cllr Sparrow and the Clerk will be attending.

1120.   Chairman’s Report – followed by questions to Chairman. – The Chairman stated that he has reported to CCllr Reid concerning referral of ESCC’s handling of the Veolia (Onyx) application for a waste site at Maresfield Camp.

1121.   Clerk's Report – followed by questions to Clerk. – The Clerk gave an update on the Quality Council application, stating that he proposed that the Assistant Clerk should be involved as a training exercise and to finalise the presentation of the documents.  The Clerk stated that he had already spoken with Clerk at Willingdon and Jevington PC, which has recently qualified and will also be speaking with the Heathfield Clerk as well.  It was noted that Council’s application would be made by the end of July 2006/early August 2006 and that an informal assessment of the submission would be obtained beforehand.

1122.   Payments to be made: for approval.  The Chairman noted that, in additional to usual payments, the proposed payments included Wynne Baxter solicitors fees, Wicksteed Leisure payment for items for Fords Green play equipment and the reimbursement to Cllr Stevenson for the purchase of the Parish Office laptop computer using his credit card, which was approved as this purchase could not have been made by other means.  The Chairman thanked the Clerk for lending his laptop for use in the Office and for meetings over the past year.

Cllr Street proposed payments amounting to £9,145.11 be approved. This was seconded by Cllr Gutteridge and approved by unanimously.

1123.   East Grinstead Relief Road

The Chairman’s memo on this subject circulated with the meeting papers was discussed.

It was noted that an East Grinstead relief road could enable a substantial increase in traffic on the A22 through Nutley, and that this proposed road was completely without any merit as it is not based on traffic needs from the proposed new housing in East Grinstead. 

It was noted that the deadline for a response to the Mid-Sussex District Council consultation was 3^rd July 2006. It was agreed that the Chairman should draft a response, to be sent after review by Cllr Fry, Cllr R Tester and Cllr Stevenson.

1124.   Clerks Salary Review.  The Clerk stated that he was happy to have the item discussed openly and publicly. The proposed salary increase to Scale LC2 – 26 was approved.

1125.   Assistant Clerks Salary Review.  The Assistant Clerk stated that she was happy to have the item discussed openly and publicly. The proposed salary increase to Scale LC1 – 15 was approved.

Sincere thanks were expressed to both the Clerk and the Assistant Clerk for all the work done on behalf of the Council.

DCllr Mrs S Martin leaves the meeting.

1126.   Councillor Vacancy – The Clerk reported that no requests for an election from Parishioners had been received by WDC and that therefore the post would be filled by co-option.  A Notice of Vacancy has been posted with 30^th June 2006 as the deadline for interested parties to send a note of interest to the Clerk. The Clerk will be approaching previous candidates to see if they want to come forward again.

CCllr Whetstone leaves the meeting.

1127.   Publication of Annual Reports – It was noted that this year the Annual Report was only available the night before the meeting, and was on the internet and available to members of the public on the day of the meeting. Cllr Fry stated that he considers this to be inadequate and recommends that the Council should ensure that next year the Annual Report available a fortnight before.  The Chairman noted that there were no requests this year for advance copies, and accordingly n-one had been disadvantaged. Cllr Street noted that a delay had been caused as the financial reports could not be included until the auditors had completed their audit. Cllr Sparrow noted that the Assistant Clerk had in fact produced a timetable of activities to ensure that the Annual Report was available well in advance of the meeting. It was agreed that, if required, the report could be published without certain input, e.g. financial report, which could be produced as an addendum at a later stage. ACTION:  Cllr Fry to discuss further with the Clerk.

1128.   Village Fetes.  The Assistant Clerk circulated the activity schedule for the Nutley Fete. Cllr Fry asked what the Parish Council’s interest in the fete is as the current Chairman of the Fete Committee, Mr David Finch, is standing down this year. It was agreed to discuss this matter at the next Council meeting.

1129.   Communications. – The Clerk stated that the Summer edition of The Parish Matters is to be produced by 31^st July 2006 – with contributors sought from outside groups.

1130.   Date of next meeting, 18^th July (Nutley).

There being no further business, the meeting closed at 22.10.