Minutes of the Maresfield Parish Council meeting on Tuesday 20^th March 2007

held in the Memorial Hall, Nutley

Present:            Cllr W King (Chairman), Cllr D Barlow, Cllr H Fry, Cllr R Galley, Cllr J Gutteridge,

Cllr G Hardy, Cllr K Ogden, Cllr P Tester, Cllr R Street, DCllr Mrs P Kennedy,
DCllr Mrs S Martin, DCllr J Hollins, CCllr T Reid, CCllr F Whetstone, Mr T Allen (Clerk) & Mrs C Goossens (Asst Clerk)

Public:            Dan Frost (Kent & Sussex Courier)

A.         Public Session – None.

1221.   To approve apologies for absence and to note other non-attendance -

Cllr J Handley, Cllr C Stephens, Cllr Mrs V Taylor, Cllr R Tester, DCllr F Brown and DCllr N Buck.

It was noted that Cllr R Tester’s absence was due to his attending the Fords Green Management Committee as the Parish Council’s representative.

1222.            Declarations of interest – None.

1223.            Minutes:-

1.      Minutes of the previous Meeting (20^th February 2007) for adoption.

Page 4 –After “PCSO Juniper joined the meeting” – There is a typographical error under the third bullet the word “carried” should be deleted.

The minutes were Approved subject to this amendment.

2.      Matters arising from those minutes.

Page 7 – “Cllr Galley suggested that a future discussion is held concerning whether salary costs have become too great”.  Cllr Galley stated that this is not to suggest that the staff don’t do a splendid job or should not be offered a pension entitlement but rather that one or two Parishioners have questioned the salary costs as a proportion of the Parish Council’s total spend.  He continued by suggesting that the issue be remitted to F&A and that they report their findings to Council in due course. 

Cllr Fry suggested that this might be a matter for discussion at the next Annual Assembly.

ACTION:  Clerk to add to Agenda for next F&A meeting.

DCllr Mrs Kennedy joined the meeting.

o     The Clerk reported with regard to the Maresfield Recreation Ground tree works, that the contractor has applied to ESCC for a Road Closure Order and once this has been obtained work will proceed.

o     Cllr P Tester reported with regard to Parklands Play Area that since the last Council meeting he has had a telephone conversation with Mr and Mrs Woodgate during which he gave his word that he would provide details i.e. measurements etc of the additional play equipment which has been ordered over and above that to which they had agreed.

Cllr P Tester noted that we are still waiting for this information from the suppliers which he finds surprising as another Councillor has been able to obtain details and measurements quite easily direct from the manufacturer.

The Chairman noted that the Clerk had approached the supplier whereas Councillor Ogden had gone directly to the manufacturer; however, he recommended that Cllr P Tester deals directly with the Clerk on this issue.

1224.            Reports by and questions to:-

1.      County Councillors.

CCllr Reid made the following report:

o The Government has recently introduced legislation stipulating that so called “windfall sites” i.e. for housing growth over next 20 years should not be used by local authorities in calculating their site capacity to fulfil their obligations under the South East Plan / Local Plans. This would add potentially an additional 50% to housing growth in the South East over the next 20 years.  Temple Grove and Grampian are local examples of “windfall” sites.

o ESCC has appointed a new Director for Transport and Environment, Rupert Club, who is replacing Bob Wilkins and is currently employed by the Environment Agency in Worthing.

o A new Assistant Director, Carolyn Dwyer, has also been appointed in the Transport & Environment department.

The following points were also noted:

o                   The Chairman thanked CCllr Reid for the new Vehicle Activated Sign for the School crossing on the A22 just on the boundary of Nutley heading South. CCllr Reid stated that there had been some delay in the installation of this equipment due to the necessity of finding the right equipment for the requirements and justification of the expenditure.  It was noted that the determination and persistence of local residents were largely responsible for the project getting the go-ahead.

o                   Cllr Street reported that the “Unsuitable for HGV’s” sign still hasn’t been installed in Fairwarp, despite being discussed and agreed at an ESCC meeting some six months ago.  Having driven past Oldlands Hill Cottage the other day he noticed further significant lorry damage to the front garden.  ACTION:  CCllr Reid to speak with Ian Johnson on this matter.

2.      District Councillors.

DCllr Mrs S Martin made the following report:

o Smoke Free Legislation - From 1 July 2007 all enclosed and substantially enclosed public places and workplaces will become smoke-free. 

o Recycling – Wealden comes 137^th out of 393 Councils in the official comparison table of local authorities for their recycling policy.  ESCC was positioned 172^nd and Lewes District Council 322^nd.

o Scrutiny Committees – WDC will reduce the number of their Scrutiny Committees from four to three, with twelve members on each committee.

DCllr Mrs P Kennedy congratulated the Parish Council for attaining Quality Council status and for the successful presentation event which was enjoyable for all who took part.

DCllr J Hollins made the following report:

o WDC is soon to sign the Nottingham Declaration on climate change joining nearly 200 signatories

o Thanks to WDC’s Community Grants Scheme, there has been a boost of £150,000 to Wealden’s organisations

o WDC is demanding that the Government keeps the Districts rural Post Offices open.

o WDC has re-launched its “Applications on the web” which provides links to Planning Applications, Building Control, Enforcements and Tree Preservation Orders

o An LDF meeting is scheduled for 27^th March to discuss sustainability and future Development in Villages, for which Cllr King’s briefing was most welcomed.

The following points were also noted:

o                   Despite the reduction in the number of Scrutiny committees, no subjects have been excluded.

o                   There is a recurrent problem with regard to the recycling bins in the Fairwarp Village Hall car park becoming overfull or not being emptied regularly enough and people leaving piles of paper and bottles on the ground.  Perhaps a notice asking that recycling items are not left on site if the bins are full might be a solution.

CCllr F Whetstone joined the meeting.

A similar situation has this week occurred in Nutley although this is unusual.

o                   In addition to smoking being banned at railway stations, it will also be banned on platforms.

o                   Litter picking was today carried out on the A22 by WDC.  Litter is collected on the A22 once every six weeks except for the stretch from Nutley to Forest Row which doesn’t seem to get so much litter.  Community service individuals are being used a lot more for the purpose of litter collection and the Waste Department has been given money to employ two more litter collectors for the Wealden area.

DCllr Hollins left the meeting.

1225.            Council bodies:  Actions, minutes and reports by, and questions to, Chairmen:-

1.                        Environment.

Cllr Ogden reported the following:

o More Councillors are required on the Environment Committee, especially representing Fairwarp village.  The Clerk noted that the Council is fast approaching the Annual Meeting in May when Committee membership will again be considered. Agreed that councillors be encouraged to attend this committee and that some may be co-opted to it.

o With reference to recycling bins, he has discussed the matter with Mike Fleming, Director in Environmental Services at WDC, who has stated that if specific problem areas are highlighted he will endeavour to provide additional recycling bins.

o Having recently spoken with the Maresfield Travellers, they are concerned about the works being carried out at the waste site and about their potential loss of privacy.  A bund has been put in place and assurances have been received that the entrance to the Travellers site will be made as private as possible.

Cllr Hardy reported that having attended the last Maresfield Recreation Ground Committee meeting with Cllr R Tester he recommends that there should be a co-option from that committee onto the Parish Council’s Environment Committee which would help to increase numbers.  The MRG Committee is extremely diligent and makes enormous efforts to look after the Parish Council’s asset.

2.                        Finance & Administration:-

1.      Month 11 Financial Reports.

Cllr Street reported that the budget is on target.  However, there are two ongoing contracts at present, one for MRG tree works and the other for works at Parklands Play Area and as a consequence the money that has been set aside in the budget for these items has not yet been spent and it looks likely that they will go beyond the current financial year.  The Clerk has spoken with the auditors who have no problem with these funds being classified as “earmarked reserves” in the new budget. This is not standard practice and should not become so.

He said that the Clerk’s revised contract has been approved and is ready to be signed.

3.                        Planning.

In the last month the affairs of Planning Committee have been business as usual with the exception of the recent application by O2 for a mobile telephone mast at Tyelands Farm.  This was more or less a repeat of the September 2006 meeting when O2 put in their previous application and there were some extremely good representations from those Parishioners present.

T Mobile UK Ltd having made an application to increase the power at an existing mast in Nursery Lane, Maresfield, has been allowed to proceed on appeal.  The Inspector decided in favour of the appeal despite the Parish Council’s and WDC’s objections.

ACTION:  Clerk to send copy of response to WDC re O2 application to DCllr Mrs  Martin.

4.                        Strategy:-  Cllr Ogden reported the following:

o After a meeting with Mary-ClaireDeane at WDC regarding Affordable Housing, attended by both himself and the Clerk, the Old Forge Lane site is back on the table with a view to developing six affordable homes.  Assurances have been received that the tenants for these affordable homes will be selected according to those most in need and in closest proximity to the site.  This will hopefully ensure that some of the 214 individuals from within Maresfield Parish, who are currently on the housing list, will benefit.

o Traffic – discussions continue between various parties with regard to traffic solutions for the Parish.  Last week’s discussions with experts working for a housing consortium were to look at the traffic flow through Maresfield Village and their assessment is expected to be available by the end of June 2007.

o Health – nothing new to report at present.

o Police – nothing new to report at present.

1.      Ashdown Forest Villages Road Safety Partnership’s ‘SID week’.

Cllr Galley reported that during the week commencing 16^th April 2007 a further SID week is planned at various locations in various parishes and the question is whether or not Maresfield Parish wishes to participate.  There will be a training day on 11^th April.  He understands that MPC did participate last year, that the site was at Duddleswell and that there were a number of volunteers.  The Clerk confirmed that he has a list of some 12 parishioners who are trained to use SIDs and details of other volunteers who still require training.

Cllr Galley added that there is to be an exhibition regarding speed issues at Forest Row School and there may be an opportunity for Nutley School to hold a similar event should they wish.

ACTION:  Cllr Galley to progress SID week with the Clerk and make a direct approach to the Head Teacher of Nutley CE School.

The Chairman reported that the Head Teacher of Nutley CE School has created a school transport plan and speeding is considered to be the big issue.

1226.            Outside bodies’ reports:-

1.            Fords Green Management Committee – minutes 16.01.2007 – Noted.

DCllr Mrs P Kennedy left the meeting.

1227.            Chairman’s Report – followed by questions to Chairman.

Item 6 – The Chairman, having circulated to Councillors a list of suggested Parish Organisations to whom the Election leaflet should be circulated, had received no input which he found to be disappointing. The Chairman has sent out approx 60 or 70 leaflets to 20 or so individuals asking that they circulate the document as widely as possible. 70 copies have gone to Bonners School for distribution to parents and the Clerk confirmed that he will this week distribute further leaflets at Nutley School.  The closing date for nominations for the Election is 4^th April 2007.

Cllr Galley noted that if the Chairman’s workload is untenable there is a need for devolution and clarity is required as to which Councillors are to pick up which elements of the Chairman’s work.  The Chairman agreed that he would work with Councillors to enable him to devolve more work.

1228.            Clerk's Report – followed by questions to Clerk.

Cllr P Tester referred to Councillors footpath walking and the fact that there are certainly outstanding actions in this regard which do not feature on the outstanding task list.  The Assistant Clerk confirmed that the footpath walking concerns had indeed been reported to ESCC, that a response had been received from them and that this has already been put before the Environment Committee; therefore the item is not currently a live task. 

ACTION:  Clerk and Asst Clerk to copy all future correspondence to ESSC Officers to CCllr Reid.

Councillors were asked to be vigilant in progressing the tasks that they own.

1229.            Response to Sussex Police re. Parish Council funding of PCSO transport.

The following points were noted:

o          The Clerk confirmed that the Council has a Power to assist in this regard if deemed appropriate by Council.

o          Cllr Street reported that this matter came up at the last WDALC meeting and it was cause for great concern.  Parish Councils are being asked to top up money for policing mainly due to the fact that we live in a rural area.  It is unfair in the extreme that our parishioners are being asked to pay extra for policing above and beyond what others in the County are paying. 

o          There is insufficient money in the Police Authority’s budget to enable PCSOs to carry out the duty for which they have been recruited.

o          If the Parish Council agrees to additional funding now an approach may be made year after year to help the Police Authority supplement their budget.

o          A slight reduction in the number of PCSOs could fund the motor cars required.

o          Cllr Ogden handed a letter to the Clerk on this subject which he had received from Mr Peter Royall, highlighting the fact that three cars last year were hired at the cost of £16,000; and asking what is wrong with PCSO’s using bicycles, small mopeds or even buses?

o          There are a large number of police vehicles regularly travelling to Kings Standing which could transport our PCSO to the Parish where she could then use a bicycle to get around and about.

o          If the Parish Council says ‘no’ to the request by Inspector Allum, the Police Authority can expect a furore if they reduce the level of policing in the Parish.

It was Agreed that the Parish Council should refuse this request for additional funding citing the reasons outlined above and copying the letter to Inspector Neil Honnor. A challenge should also be made to the suggestion by Inspector Allum that those failing to contribute won’t get policing in their Parish.  It was noted that there should also be the inclusion of some positive suggestions e.g. bicycle and bus.

ACTION:  Clerk, Cllr Street and Cllr Fry to draft a response. A copy of the letter to be sent to both the Chair of the Police Authority and the Chief Constable.

1230.            Approval of payments to be made.

o          £3094.00 to the Crowborough Partnership came from the WDC Easylink grant funding money.

o          A new column has been added to the payments schedule, where minute references are included for non standard items.

o          The payment for £175.00 to I Bagguley relates to the cutting of the hedge along the roadside boundary of Maresfield Recreation Ground.  Prior to paying this invoice, the Clerk wanted to check with the tree wardens whether they are happy with the job.  Cllr Stephens has reported to the Clerk that the hedge has been substantially cut back although it could have been cut back more, however, Mr Bagguley has done the work for a very good price and he is therefore happy that the payment be made.  Cllr Hardy would have liked Cllr R Tester to have a look as on visiting the site some 10 days ago, it appeared that nothing had been done.  He confirmed that he is not quite clear what the agreement with Mr Bagguley was.  Cllr Ogden reported that this is a very sparse area of tree/hedge and he thought a good quick job had been done of the trimming, with the hedge being chopped well back from the road.  It was Agreed that on the strength of opinion reported above this invoice should be paid.

Payments totalling £6733.14 were Approved en-bloc.

1231.            Communications.

1.            Elections – 3^rd May 2007.

The Chairman reported that he has put details of the forthcoming Election into each of the Parish Newsletters, on the front page of Parish Matters and a banner has been placed on the Parish Council website.

The Clerk added that Councillors need to generate as much interest as possible.

Nomination papers can be collected by Councillors either at the end of this meeting or from the Parish Office.

If there is an uncontested election, the Parish Council does not have to pay any costs but otherwise it will be a proportion of the cost for the polling stations.

2.            Annual Assembly – 18^th May 2007.

Cllr Street has kindly agreed to lead on this together with the Clerk and Assistant Clerk.  A plan is in place as to what is to happen at this event.

It was noted that the Annual Report must be complete and ready for circulation to parishioners 10 days in advance of the event.

3.            Village Fetes – Maresfield 28^th May, Nutley 30^th June, Fairwarp 14^th July.

The Chairman noted that he will be unavailable for the Maresfield fete.

Cllr P Tester stated that he is willing to help at each of the fetes with the exception of Nutley when he will be unavailable.

The “show” in the Parish Council tent at each event needs to be on a subject/topic specific to each of the villages.

It was Agreed that one or two Councillors from each Ward would take the lead on identifying what should be in the tent for each fete as follows: Fairwarp – Cllr Street and Cllr Handley, Maresfield – Cllr Ogden and Cllr Gutteridge and Nutley – Cllr Fry and Cllr Galley.

1232.   Date of next meeting, 17^th April 2007 (Maresfield).

There being no further business the meeting closed at 21.03.