MINUTES OF THE MEETING OF MARESFIELD PARISH COUNCIL HELD ON TUESDAY 21^st June 2005 in the Village Hall, Fairwarp.

Present:  Cllr W. King (Chairman), Cllr P. Tester, Cllr R. Tester, Cllr T. Sparrow, Cllr R. Street, Cllr J. Gutteridge, Cllr G. Hardy, Cllr A. Wallace, Cllr S. Leaney,

Cllr C. Stephens, Cllr K Ogden, DCllr Mrs. P. Kennedy, DCllr F. Brown, DCllr N Buck,

CCllr A. Reid, Clerk Mr. T. Allen and Assistant Clerk Mrs. C. Goossens.

A.         Public Session:
Mrs C Flittner attended to observe the meeting.

The Chairman reported that Cllr Ms M Thomas has decided to resign from her position on the Parish Council; the Clerk read her letter of resignation.

There was widespread regret among Councillors at the loss of such a valued Member and agreement that Cllr Ms M Thomas would of course be welcome to return to the Parish Council if her circumstances change in the future. The Chairman was asked to write to her accordingly.

(Cllr A Wallace joins the meeting).

                                                            Council Meeting 

1.                  Apologies for Absence were received from Cllr H. Fry, Cllr Mrs S Weekes and DCllr J Hollins.

2.                  Declarations of Interest – None.

3.         Minutes:-

3.1       Minutes of the AGM meeting held on 17^th May 2005  were Adopted.

3.2       Minutes of the Council meeting held on 17^th May 2005 were Adopted.  

3.3       Matters Arising from the Minutes

·         Cllr Gutteridge referred to item 6.6 regarding the disbanding of the Parklands Play Area Sub-Committee and the transference of matters in this regard to the Environment and Maintenance Committee.  Cllr Gutteridge was keen to know if this decision has yet been publicised to the Parklands Residents Committee.  The Clerk confirmed that he would be speaking with Tony Godden the following day and writing to all members of the now disbanded Parklands Play Area Sub-Committee.

·         Reference Item 5 (page 2) on the AGM Minutes, it was Agreed that the number of Councillors on the Planning and Business Park Development Committees should remain as they stand at present.

·         Cllr King referred to his point made about situations where a Committee may only have a quorum of two.  It was Agreed that no further action was required by Council at this stage but that the Clerk should investigate the matter from a technical point of view and report back to Council.  ACTION:  Clerk.

3.4       Summary Notes of the Parish Annual Assembly – Noted.

3.5       Parishioners Survery from the Parish Annual Assembly – It was Agreed that this should initially go to the Strategy Committee for review and to decide on any action required.

4.         Reports by and questions to:-

4.1.    County Councillor:- CCllr Reid made the following report:-

·         He continues to be responsible for the Finance Portfolio at County Council and will be busy having a detailed look at the budget modelling for the coming year especially taking into account the drive to find 2% efficiencies, made more difficult by the effect of the Childrens Bill and adult social care.

·         South East Plan:  A decision needs to be made by no later than 13 July 2005, as to recommendations to the Secretary of State regarding the number of houses to be built per year in the South East.  The average over the last 5 years is 25,000 per year.  The South East needs the infrastructure to support additional housing.

Council Minutes 21 June 2005                                                                    Page 2

Regarding the Onyx application for a waste management facility at Maresfield Camp, the following points were noted in discussion:-

·         Onyx have been slow in providing background information to support their application

·         The application is expected to be reviewed by the ESCC planning sub-committee at its meeting on 3^rd August 2005

·         There were no obvious advantages for Onyx to delay its application

·         Planning Officers and Waste Management Officers in ESCC were likely to approach the application from different viewpoints

·         The current waste contract works well, but additional facilities are needed on the ground to avoid the need to transfer waste elsewhere and incurring fines

·         The Parish Council could still pursue the issue of alternative sites

4.2 District Councillors:-  
DCllr Norman Buck made the following report:-

• Ashdown Business Park – Currently a stalemate position as Lawson have not accepted the overage clause on behalf of their clients.  The overage clause states that if Summerthorne make more profit than initially projected or they sell the land on to a third party for a greater amount than the purchase price, then financial compensation will be due to WDC.  Finally, WDC have received another offer for the plot.
• Oakwood Park – Application  0225 lapses in May 2006.  It transpires that nothing can be done in the interim as no conditions re. access from the by-pass were applied to the original application.

WDC Portfolios – DCllr Buck informed the meeting that he is responsible for the portfolio entitled “Change”.  His role will be to find greater efficiencies and look to save the district council £150,000 in the first year. DCllr Mrs Pat Kennedy made the following report:-

·         The Chairman of the District Council, John Vincent, has selected the Sussex Air Ambulance Appeal for his preferred charity this year. DCllr Mrs Pat Kennedy will be embarking on a sponsored walk in Peru in a bid to raise funds for this charity.

 

·         Cllr P Tester enquired whether DCllr Buck’s portfolio for “change” actually means “cuts”?  DCllr Buck stated that “cuts” are indeed a possibility although not in services.

·         Cllr Sparrow suggested that in line with the “change” ethos, there might be potential for working in partnership i.e. “One-Stop-Shops”.  Furthermore, with reference to funding for the Air Ambulance, Cllr Sparrow referred to one county which is using funds from speed camera fines to pay for its service.

·         Cllr King congratulated DCllr Mrs Pat Kennedy on her appointment as Vice Chairman of Wealden District Council.

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

5.1       Civil Protection:-  Cllr Gutteridge stated that he and three of the designated radio operators for Maresfield Parish Council attended a Wealden District Council Communications exercise on 8^th June.  This was generally very useful although poorly attended by other Parish Councils.  There will also be a table-top exercise run by WDC on 21^st July and the June meeting of the Civil Protection Committee was postponed to 1^st July to enable discussion prior to this event.  Finally, Cllr Gutteridge stated that agreement has now been received from the Social Club with regards to the installation of the generator. 

Council Minutes 21 June 2005                                                                    Page 3

Cllr Street spoke of the recent flash floods in Yorkshire and stated that with the bad weather forecast for later in the week, it would be a good idea to ensure that the Parish Council is prepared for such an eventuality.

      5.2       Environment & Maintenance:-  Cllr P Tester reported that a Safety Inspection has been carried out by Wicksteed Leisure at both Fords Green and Maresfield Recreation Ground play areas.  One item of play equipment at Fords Green requires urgent attention and the relevant part has now been ordered by the Clerk and will be fitted once received.  Cllr P Tester said that he thought there were funds available from last year from Fords Green Management Committee to pay for these works.  Cllr Street said that he was not sure about the budgetary position for this expenditure and will investigate.

ACTION:  Clerk to investigate.

Cllr Hardy stated that he and Cllr Stephens had met with Bernie Patience (Tree Surgeon) to inspect the trees requiring work between the boundary of Maresfield Recreation Ground and School Hill.  He reported that any works to these trees would be costly, as the road would need to be closed for the duration.  Cllr Hardy recommended that the Parish Council send a letter to WDC, and submit a request for their arboriculturist to inspect the trees in the autumn.  Cllr Stephens raised the issue of the dead tree overhanging power cables at the junction of Middle Drive and Straight Half Mile in Maresfield.  Previous attempts to have been made to engage with the owner of the property but he has not been amenable.  CCllr[W L K1]  Reid agreed to look into the issue of the chestnut tree in question.  Cllr Street confirmed that there are no allocated funds in the budget this year for tree works at Maresfield Recreation Ground.

      5.3       Finance & Administration:-

·         Adoption of 2004/05 Accounts:-  Cllr Street reported that the Annual Return has been approved and signed off by the internal auditors.  Cllr Sparrow asked whether these papers are available to Parishioners and the Clerk confirmed that the availability of the accounts for public inspection has been publicised on the Parish noticeboards.  Cllr Street proposed a resolution that the Annual Return is approved, authorised and signed.  This was seconded by Cllr Sparrow and Agreed by all. 

·         Cllr King raised the question of reserves to which Cllr Street responded that the auditors said these should amount to 50% of the precept as opposed to the existing convention of reserves standing at 3 months operating costs.

·         Month 2 Financial Reports:-  Cllr Street ran through the month 2 financial report, noting that expenditure was slightly above target due in the main to the payment of the first tranche of grants.  Furthermore, expenditure relating to the Fords Green play equipment would need to be addressed and that in all probability money previously allocated elsewhere may need to be used.  Cllr P Tester enquired whether it is possible to re-adjust the budget throughout the course of the year and Cllr Street acknowledged that this is indeed a possibility if need be. 

·         Three year projected spending plan:-  Cllr Street highlighted the fact that Financial Regulations and the auditors recommend that the Council looks at spending plans over a three year period.  The Finance & Administration Committee are in the process of developing a Pro-Forma for Committee Chairmen.

·         With reference to the application for grants for the period 2004/05, Cllr Street reported that an oversight has been made. Nutley Conservation Group were not allocated a grant in the budget despite Finance & Administration Committee approval that they should be paid £250.  Cllr Street proposed that this late payment be made as soon as possible.  This was seconded by Cllr Sparrow and Agreed by all.

Council Minutes 21 June 2005                                                                    Page 4

·         Cllr Street reported that the recent internal audit had also highlighted the requirement for the development of a policy for grant applications and follow-up checks to ensure that the money has been allocated correctly.  He proposed that the development of a relevant grants policy be remitted to the Policy Committee asap.  This was seconded by Cllr King and Agreed by all.

·         Cllr Street informed the meeting that the Clerk is currently investigating the question of liability cover for the Council as a whole and for individual Councillors.  The Clerk gave a brief explanation as to the information he holds at present in this regard, which indicates that individual liability cover is part of the Council’s insurance policy.

(DCllr N Buck leaves the meeting.)

5.4       Planning:- 
Cllr Ogden made the following comments:-

·         Planning Committee has proposed that development and control of LDF work be referred to the Policy Committee.

·         A small sub-committee will work to put together a response to the Onyx revisions to its waste site application.

·         The Wealden HOPE project is very good in principle but none of Maresfield Parish Council’s proposed sites were included in the first wave, and only 5 out of the 12 sites accepted by WDC have gone forward to the planning stage, due mainly to major objections from Parish Councils.  ACTION:  Cllr Ogden to investigate how the sites got into the RDLP.

·         Funding for the first wave of the HOPE project will be agreed at the end of 2006, with funding for the next wave not taking place until 2008. ACTION: Cllr Ogden to review potential sites in the parish and make an assessment of each according to the principles used by WDC for the Hillmead site. The Planning Committee is also look at more direct ways of providing affordable housing in the Parish.

·         Cllr R Tester enquired whether a planning application has been received for Broom Cottage at Fairwarp.  Owners of Bracken Cottage have discovered on the WDC website that their neighbours have made an application and yet they have received no notice or letter. 
ACTION:  Clerk to check status and inform Cllr R Tester.

·         DCllr Mrs Pat Kennedy stated that she will be unable to attend future planning meetings while in training for her charitable walk in Peru.
ACTION:  Clerk to forward copies of Parish Council responses to planning applications to DCllr Mrs Pat Kennedy for information.

(D Cllr Mrs P Kennedy leaves the meeting.)(Mrs Flittner leaves the meeting).

5.5       Policy Committee:-

·         Resolution for the Adoption of Councillors Basic Allowances
The Clerk gave Councillors an update as follows: 
 - An allowance is only paid to those who ask for it
 - This is not an item in the budget for this year
 - The entitlement is £100 per annum pro rata for each Councillor
Cllr P Tester said that to his knowledge there was no start date recommended by the Policy Committee for payment of allowances.  Cllr King said that this was not a time dependent issue.  Cllr Leaney added that although the allowance stands at £100 at present, the Policy committee are trying to get this figure increased as it is considered insufficient.  Cllr Sparrow proposed that the issue be deferred to a later date for consideration by Council.  This was seconded by Cllr R Tester and Agreed by all.

Council Minutes 21 June 2005                                                                    Page 5

·         Remit:- It was Agreed that there is no desire to change the remit of the Policy Committee.

·         LDF – proposal by Planning Committee that development and control of required LDF work is carried out by the Policy Committee.  This resolution was proposed by Cllr Ogden, seconded by Cllr Leaney and Agreed by all.

5.6       Strategy Sub-Committee:- Cllr Sparrow stated that there had not been a meeting of the Strategy Sub-Committee since the last Council meeting.  The Clerk reported that the Youth Bus will be at Maresfield Recreation Ground for the last time on Friday 1^st July.

5.7       Traffic & Transport Committee:- Cllr R Tester said that he had no issues to report on.  Cllr King enquired as to the status of the pavement widening outside Whitewood Stores in Nutley and Cllr R Tester said that he had not received a response from ESCC in this regard.  Cllr P Tester added that a “Parish Traffic Management Plan” is currently being developed.

6.         Outside bodies and Reports:-

6.1  Fords Green Management Committee:- Cllr R Tester reported that he attended the recent AGM and that FGMC is currently in a strong financial position.

6.2  Maresfield Conservation Group:  Cllr Gutteridge reported that there is concern regarding the problem of litter on School Hill and a number of other environmental issues that have been reported to the Clerk.

6.3  Maresfield Recreation Ground Committee:-  

·         Approval of the Accounts for 2004/05 was proposed by Cllr Sparrow, seconded by Cllr Street and Agreed by all.

Cllr King stated that he had attended the recent AGM and noted that the MRGC appeared to be in a good position and had a very positive committee.

6.4  Wealden District Association of Local Councils:- Cllr Sparrow reported that the last meeting took place on 18^th May, when Inspector Allum gave a presentation on local policing and liaison with Parish Councils.  A second presentation was by a representative from the District Council regarding licensing process and future changes in this regard.

6.5  Action in Rural Sussex:- 

·         Annual General Meeting 12^th November 2005:-  Cllr Sparrow will be attending as will Cllr Ogden and the Clerk.

6.6  Local Strategic Partnership:- The next meeting will take place on 6^th July.

6.7  Sussex Association for Local Councils:-  The Clerk reported that input was still required from SALC regarding a review of Councillors allowances.

7.         Chairman’s Report:  Cllr Sparrow stated that he thought Cllr King should wear his Chairman’s Badge at all external functions.

8.         Clerk’s Report:  Cllr King referred to Item 4 of the Clerk’s Report re. LDF Sustainability Assessment highlighting the importance of an accurate assessment of our sustainable assets and how vital a list of our requirements remains. 
ACTION:  Councillors to review and pass comments to the Clerk.

9.         Payments to be made:  The list of payments to be made, as circulated with the meeting papers and totalling £3823.57, was Approved.  

10.       Councillors Portfolios:   The Chairman’s note of 15^th June was discussed resulting in mixed view points and the possible need for further refining the role of portfolios.  ACTION:  Chairman to put up a suggestion for  feedback.

Council Minutes 21 June 2005                                                                    Page 6

11.       Quality Council application timetable:  The Clerk stated that he aimed to make his CiLCA submission by the end of July 2005.  Following that, Council’s submission for informal appraisal for Quality Council Status should be made by the end of September 2005 with the formal application made before the end of October 2005.

12.       Communications

·         Parish Matters:  ACTION:  All to provide Parish Office with suggested input for the Summer edition which will be published before the end of July.

·         Nutley Village Day:  Assistant Clerk circulated timetable of responsibilities to Councillors for the event.  ACTION:  Councillors to provide details of availability.

·         Fairwarp Fete:  As for Nutley Village Day above.

·         Councillor Vacancy:  Following the resignation of Cllr Ms M Thomas, the Chairman urged all Councillors to encourage any known interested Parishioners to stand for the position.  ACTION:  All.
ACTION:  Clerk to send information regarding election/co-option of a Councillor process to all Councillors.

 

13.       Date of next meeting:-  19^th July 2005 (Nutley).   

 There being no further business, the meeting finished at 21.45.

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