Minutes of the Maresfield Parish Council meeting held on Tuesday 21^st June 2011 at 7.30pm in the Village Hall, Maresfield

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

Cllr Mrs. C Reynolds, Cllr K Ogden, Cllr D Watson, DCllr R Galley, DCllr C Hardy, CCllr F Whetstone, and the Clerk T Allen.

Mr G Snashfold, Mr J Unruh and Mr M Craddock standing for co-option.

A.         Public Session – In answer to Councillors’ questions:-

• Mr Craddock stated his support for affordable housing to be built in appropriate locations in the Parish, noting that as a non executive Director of a Housing Association, he has a lot of experience to offer in this area.
• Mr Unruh stated that he is community minded and willing to commit time to becoming more involved as a Councillor.
• Mr Snashfold confirmed that he is Parish minded and has no problem in being co-opted for the Nutley Ward if required.

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

1913.   To vote for the co-option of new Councillors to fill the vacancies remaining after the

May 5^th 2011 elections:–

Councillors requested a paper ballot.

It was resolved to co-opt Mr J Unruh to fill the Maresfield Ward vacancy and to co-opt Mr M Craddock, Mr G Snashfold and Mr H Street to fill three of the Nutley Ward vacancies.

1914.   To approve apologies for absence and to note other non-attendance – Cllr R Street,

Cllr Mrs. L Reeves, DCllr N Buck, DCllr P Roundell, CCllr A Reid, Asst. Clerk Mrs. J Bradford.

and Mr H Street standing for co-option.

1915.   Declarations of interest – None.

1916.   Minutes of the previous meeting held on 17^th May 2011:-

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

2. Matters arising from these minutes – None.

1917.   Reports by and questions to:-

1. County Councillors – CCllr Whetstone reported on the following matters:-

• Changing County Councillors’ Portfolios, with CCllr Glazier taking over the Finance Portfolio from CCllr Reid and noting that CCllr Jones will stand down as Leader next year.
• Road works programme.
• Survey for community transport, road works and rights-of-way being sent to 4,500 residents.
• Drive to recruit more foster carers.
• Ashdown Forest Conservators have held the first meeting with local residents (non Commoners).

In answer to questions, CCllr Whetstone advised as follows:-

• He will look into the matter of trees on roundabouts obscuring motorists’ vision.
• He will pass the matter of blocked drains on the A22 in Nutley Village to CCllr Reid.
• Concerns regarding recent white lining in Maresfield Village should be addressed to CCllr Reid.
• He will look into the matter of the programming of road works for the B2026 at Fairwarp.

2. District Councillors – DCllr Hardy reported that DCllr Standley had been re-elected as Leader of WDC and DCllr Mrs Fox had been elected as Chairman of WDC and gave a reminder about the forthcoming planning training sessions.

DCllr Ogden reported that the WDC Planning Team has a full workload; that Mr Barker, the Listed Building Officer, will work part-time after his forthcoming retirement and that WDC meetings are now mostly being held in the Crowborough Church hall.

1918.   Parish Wards – issues, needs and Councillors’ reports:-

1. Fairwarp Ward – No items.

2. Maresfield Ward – Cllr Mrs Flittner reported that she had attended the recent Sussex Police ‘Big Street’ meeting.

Cllr Mrs Reynolds reported on a proposal to use a green area in Parklands for allotments, noting that this is to be discussed at a meeting of the Parklands Residents Association on the 5^th July 2011.

Cllr Ogden noted that building by Charles Church of the 80 homes at Park Farm had started, with some roads already in place and some houses now being built; noting that a careful watch was being kept on this development to ensure compliance with building permission conditions; work on the Roman bungalow discovered had now been completed.

3. Nutley Ward – No items.

1919.   Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions:-

1. Finance & Administration Committee:-

i. Month 2 –2011/12 Financial Reports – Cllr Ogden reported that there were no issues to raise at this early stage in the financial year.

ii. To approve annual Risk Assessment, Action Plan and Health & Safety Policy – It was noted that this Plan and Policy had been approved by the Finance & Administration Committee and that the Plan had also been informally reviewed and approved by Mrs Bergan-Gander from WDC whose role there covers this area. It was resolved to adopt the annual Risk Assessment, Action Plan and Health & Safety Policy.

iii. To consider a Long Term Agreement with Zurich Insurance for the Local Council Policy – It was resolved to enter into a five year Long-Term Agreement with Zurich Insurance for this Policy.

2. Planning Committee:-

i. Draft Minutes of the meeting held on 31^st May 2011 – Noted.

ii. Response to DCLG Consultation on Planning for Travellers Sites – It was resolved that the Parish Council would not make a direct response to CLG but would feed any views via WDALC, WDC and ESCC for inclusion in their responses.

In discussion it was felt that no further sites should be allocated in Maresfield Parish as it already has one permanent site and that this point along with the comments from Councillors Watson and Mrs Flittner, who studied the CLG paper, should be forwarded to the above bodies for inclusion in their responses.

3. Environment matters:-

i. Environment Action Report –Noted and agreed.

ii. Play Areas inspection reports - Noted and agreed that actions required are to be included in the Environment Action Report and followed up by the Clerk and Asst. Clerk.

iii. Report from Parklands Play Area Working Party – The minutes of the meeting held on 6^th June 2011 to discuss issues were noted. It was resolved that this body should have Working party status.

It was noted that a budget of £1,000.00 is held for repair and maintenance and that it is within the Clerk’s remit to allocate expenditure in this area.

The following main issues were discussed:-

• Problem of animal faeces in the safety sand.
• Height of the protective fence to stop balls travelling into neighbouring properties.
• The need for additional rubbish bins.
• Police agreement to increased patrols in the area.
• Mowing of grass areas.
• Provision of a water fountain.

ACTION: Asst. Clerk to progress matters with the Working Party members and arrange its next meeting.

iv. To approve the sending of a letter of support for the Fairwarp Sports Pavilion Project – It was resolved that this project be formally supported by Council and that a letter to this extent be provided.

4. Maresfield Recreation Ground Access Sub-Committee report – Cllr Ogden reported that the required agreements should be ready for signing very shortly.

5. Community Plan Development Working Party – It was noted that no further action would be possible until the response to  latest questionnaire was reviewed, probably in September 2011.

(DCllr Galley joined the meeting)

6. Outside bodies reports:-

i. Parish Liaison Panel of the Board of Conservators of Ashdown Forest – Noted.

ii. Uckfield Railway Line Parishes Committee – Noted.

It was resolved to revert to Item 1917.2 to allow DCllr Galley to make his report.

DCllr Galley reported that the planning application by David Wilson Homes to build 170 dwellings in Maresfield Village would be strongly resisted by WDC as it did not conform to the Core Strategy.

1920.   Maresfield Recreation Ground – approval of the 2010/11 Maresfield Recreation Ground accounts and the return to the Charity Commission – It was resolved to adopt the 2010/11 Maresfield Recreation Ground accounts and that the Clerk should make the return to the Charity Commission.

1921.   To receive a report from, and put questions to the Chairman – Cllr Street’s report was noted. Cllr Ogden stated his support for Cllr Street’s position on affordable housing and Cllr Miss Bergan-Gander noted the need for improved communications regarding planning applications and related issues.

1922.   To receive a report from, and put questions to the Clerk – The Clerk reported that the annual round of audits, annual meetings, etc. was nearly over, noting that the Council had received a glowing report from its Internal Auditor.

1923.   Payments to be made - for approval – Payments amounting to £3856.24 were approved.

1924.   Communications – web site; ‘Your Parish Brief’; Parish Mag’s – It was noted that the next edition of the ‘Your Parish Brief’ (YPB) e-newsletter was due out in July. Cllr Craddock suggested that, at the village fetes, people should be asked to put their email addresses in a box for subscribing to YPB with a small prize to be awarded to encourage this.

1925.   Nutley and Fairwarp Village Fetes 2011 –arrangements for Council’s participation – Councillors availability for attending the Nutley and Fairwarp fetes was noted.

The Chairman proposed that the Marjory Pegg salver, awarded for outstanding contribution by an individual in Maresfield Village, should become a Parish wide award, linked in to the Annual Parish Assembly and coordinated by the Parish Council. This was resolved.

1926.   Date of next meeting – 19^th July 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.

It was resolved that there was no need to go in to closed session as the Clerk’s annual appraisal could be approved without any discussion needed, and that as the Employment Costs Review Working Party was still gathering information, further discussion on this matter should take place at the next meeting of Council.

1927.   To note and approve the Clerk’s Annual Appraisal­ – It was resolved to approve the Clerk’s annual appraisal

1928.   Employment Costs Review Working Party - further discussion on this matter to take place at the next meeting of Council.

There being no further business, the meeting closed at 21:12.