Minutes of the Maresfield Parish Council Meeting held on Tuesday 16^th March 2010

at 7.30pm in Fairwarp Village Hall.

Present:       Cllr K Ogden (Chairman), Cllr D Barlow, Cllr R Street, Cllr J Gutteridge,

Cllr R Galley, Cllr Mrs. G Brady, Cllr Mrs. V Taylor, Cllr A Clarke, Cllr C Stevenson, Cllr D Finch,

Cllr Mrs. P Palmer, CCllr A Reid, DCllr Mrs. S Martin, Clerk T Allen and the Asst. Clerk J Bradford.

A.        Public Session – In attendance to observe the meeting Mr D Hutchinson, Chairman of the Nutley Conservation Group.

1705.   To approve apologies for absence and to note other non-attendance – Cllr King,

Cllr Handley, Cllr Harris, DCllr Buck and DCllr Hoy.

1706.   Declarations of Interests – Re.Item 1713. Payments for Approval; Cllr Barlow and Cllr Street regarding the NWCTP payment.  Cllr Ogden re. his purchase of Parish office storage heaters.

1707.   Minutes of the previous meeting held on 16^th February 2010:-

1.    For adoption - It was resolved to adopt the minutes as a true record.

2.    Matters arising from these minutes – None.

1708.   Reports by and questions to:-

1. County Councillors – CCllr Reid covered the following areas:-

·                    It was reported that Ms Becky Shaw was appointed as the new Chief Executive for ESCC.

·                    It was noted that the issue of potholes along all roads is currently being tackled by the Highways Division at ESCC and is a major challenge across the whole Country.  It was noted that the existing scheme for tackling these pot holes is progressing well; with two thousand miles of road which is in need of repair after the adverse weather conditions earlier this year.

·                    Council Tax notifications have been sent out to all householders.

Cllr Clarke reported on the pot hole repair work that has been carried out in Fairwarp Village, and thanked Andy Brooke at ESCC Highways Dept for his part in ensuring this work was undertaken.

Cllr Stevenson enquired as to the number of Contractors that deal with the Highway Maintenance in the County, and noted that it could be seen that some roads seem to fare far better than others.  It was noted that the current road surfacing problems are especially challenging for motor bike users. CCllr Reid reported that May Gurney is the main contractor, but it and ESCC do sub contract work.

CCllr Reid reported that a meeting was to be held on the 17^th March 2010, incorporating five Principle Authorities in the South East to tackle such issues as Highway Maintenance, with hopefully cost savings being realised from a joint major maintenance contract.

The Chairman recognised the bad weather that affected the local area earlier this year and noted ways in which local people could play a part in using their own machinery, i.e. tractors to help maintain the highways in the Parish and surrounding areas.  CCllr Reid noted that currently ESCC is reassessing their policies for their winter maintenance programme, and reported that such use of third parties equipment is one idea that will be taken into consideration.

2.            District Councillors – DCllr Mrs. Martin spoke on the topic of tourism in the Wealden District, especially recognising the impact of tourism as the second largest employment sector in the local economy/community.  Various figures were reported on tourism activity during 2008 in the Wealden area. DCllr Mrs. Martin also reported on many statistics specific to Visitor Patterns for the Ashdown Forest.

Cllr Street enquired as to what WDC is doing to increase tourism in and around the Ashdown Forest, noting that it could be seen that although the Forest is a magnet for tourism, there is a perceived lack of enthusiasm on the part of the Conservators for highlighting the Forest as a tourist attraction due to the need to balance this with the conservation of the Forest.

DCllr Mrs. Martin made note of the new Tourism Strategy at WDC which is being finalised over the next few months, and is aimed at tackling all areas to help develop Tourism in the District, including the Ashdown Forest.  An estimated 2.91 million people visit the Ashdown Forest every year.  It was noted that the Ashdown Forest Board of Conservators aspire to re-vamp the Ashdown Forest Centre with a café, a shop and improved education facilities.

DCllr Mrs. Martin referred to the points which Cllr Street raised, noting the difficult situation; as the Forest is a huge part of the AONB where heath land has to be preserved and maintained.  Two other issues which are to be looked into by the Board of Conservators are cycling on the Forest and the culling of dear.

DCllr Galley made note of the balance that is needed to conserve the Ashdown Forest and gave his support for the upgrading of the Forest Centre noting that the LDF Core Strategy has looked at the tourist issues of the Ashdown Forest and surrounding area .

The Chairman referred to the report that Kelvin Williams gave in the local paper ‘The Sussex Express’ on planning issues.

Cllr Stevenson referred to the EU Habitats Regulations, noting the manner in which they should be both regarded and utilised by WDC, especially in view of S106 agreements and the Development Boundary that surrounds the Ashdown Forest for the building of Homes. It was noted that these Regulations apply to any development that may have an impact on the Forest.

Both the School Lane site in Nutley and the Banner Homes Development in Fairwarp were discussed with regard to these Regulations.

1709.   Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions:-
1. Environment Committee - Cllr Mrs. Taylor’s Chairman’s report was noted.

I.          Minutes of the meeting held on 22^nd December 2009 – Received.

II.         Draft minutes of the meeting held on 23^rd February 2010 – Noted.

The Clerk reported on the Nutley Ward Inspection meeting that was held on the 16^th March 2010 with Andy Brooke and Brian Young from ESCC Highways Division.  It was noted that this is to be the last inspection under this current format; with the future meetings to be dealt with under the ‘Strengthening Local Relationships’ format

            2. Finance & Administration Committee:-

I.          Month 11 - 2009/10 Financial Reports – The Clerk reported that he had spoken to Cllr Handley and that there were no issues to raise, with expenditure on track.

II.         Minutes of the meeting held on 10^th December 2009 – Received.

III.        Draft minutes of the meeting held on 8^th February 2010 – Noted.

IV.        Review of the Council’s system of Internal Audit; to consider and adopt the 2010 reports – The Clerk referred to his circulated report, explaining the background and requirement.  It was resolved to adopt the 2010 reports on the review of the Council’s system of Internal Audit.

            3. Planning Committee - The Clerk made note of Cllr Harris’ Chairman’s report.

I.          Minutes of the meeting held on 25^th January 2010 – Received.

II.         Minutes of the meeting held on 15^th February 2010 – Received.

III.        Draft minutes of the meeting held on 8^th March 2010 – Noted.

The Clerk reported on the WDC training session that both he and the Assistant Clerk attended at the Clerks Seminar regarding the Planning Electronic Consultation Trial.  It was noted that the trial will go live at the forthcoming Planning Committee Meeting on the 19^th April 2010.

            4. Strategy Committee – Cllr Barlow reported that he had no minutes to report on this month due to the previous two Committee meetings being cancelled; due to bad weather conditions in January 2010 and being non quorate at the meeting in February 2010.  Cllr Barlow reported on Cllr Mrs Pat Palmer recently joining the Strategy Committee and welcomed her to the group.

Cllr Barlow reported on the comprehensive presentation on Traffic Calming Measures for Maresfield Village that was given by the Maresfield Community Group at the last Strategy Meeting held on the 11^th March 2010.  It was resolved at this Committee meeting to recommend that these measures are seen and adopted at the Full Council meeting on April 20^th 2010. 

It was reported that the NWCTP had begun a new service, from the 15^th March 2010; covering Buxted, High Hurstwood, Hadlow Down and certain parts of Uckfield.  A grant from ESCC has been received which will enable the hiring and garaging of a bus in the local area enabling resources to be conserved.

Cllr Barlow spoke in great detail on the current situation of siting of a Satellite Doctors Surgery in Nutley.  Cllr Barlow reported on an email that he had only just received from Doctor Baxter, indicating that Dr Baxter has been awaiting the return of Ian Foster from his holiday before any further discussions were to take place with the PCT.  In this email, Dr Baxter had expressed concern over other parties’ involvement and the inappropriate manner in which they have been approaching him to gain information. Cllr Street recognised the upsetting nature of Doctor Baxter’s complaint and proposed that the Vice-Chairman writes to Dr Baxter informing him of the fact that Maresfield Parish Council abhors such activity and is not associated with it.  It was resolved that a letter be sent to Doctor Baxter.  ACTION: Cllr Ogden to write a letter to Doctor Baxter on behalf of the Parish Council.

The Chairman reported on the Maresfield Traffic Calming Plans and informed Councillors that a further display to the general public was to be held at the Chequers Public House in Maresfield on the 22nd and 23^rd March 2010.  It was noted that the Parish Council will receive full documentation and information from MCG.

            5. Maresfield Recreation Ground Access Sub-Committee report – Cllr Mrs. Taylor’s report was noted.

                        I.          To note and approve actual and projected expenditure on Solicitor’s fees – The Clerk explained the background and the requirement for Council to note and approve in principle the circulated expenditure plan for legal fees associated with hiring a solicitor to work on the Council’s behalf to pursue the Agreement that has been drafted for Mrs. Watts in the dealings over the access road to the Maresfield Recreation Ground.

The outcome and further implications of not granting such permission for the projected solicitors fees was discussed and it was seen that if the Parish Council does not pursue this agreement then the rights of access to the Maresfield Recreation Ground could be lost in future years; and that as the Trustee of the Recreation Ground it is the Council’s duty to pursue this matter.  It was resolved to note and approve the projected expenditure for solicitor’s fees. 

            6. Development of the Parish Office Working Party report – The Clerk gave an update to the development of the Parish Office, stating that the required planning application for change of use from WDC has been granted.  Electrical works are now also underway; the new storage heaters have been fitted.  It is hoped that decorating will begin shortly, subject to availability of volunteers.

            7. Parish Plan Development Working Party report – It was noted that the Working Party is scheduled to meet in the forthcoming week.  It was noted that both the local Schools and Youth Groups in the Parish have been asked for their input towards a possible young persons Questionnaire.

            8. Maresfield Village Development Working Party report – Cllr Mrs. Taylor’s report was noted, with no further issues raised.

1710.   To receive a report from, and put questions to the Vice Chairman – The Vice-Chairman covered the following areas:-

·                    The proposed Banner Homes development in Fairwarp.

·                    Maresfield Traffic Calming Measures proposal.

·                    The refurbishment of the Maresfield Traveller’s site.

·                    The site visit attended by Councillors, the Clerk and Asst. Clerk to the Veolia Waste Site at Maresfield.

·                    The forthcoming Electronic Planning Consultation from WDC.

1711.   To receive a report from, and put questions to the Clerk – The Clerk made note of his report.  The Clerk also reported on the very well received WDC Clerks Seminar which he attended with the Asst. Clerk on 15^th March 2010.  Two of the main topics that were covered at the seminar to be followed up were:-

1.         No Cold Calling Zones.

2.         ‘Operation Time’ run by Sussex Police.

It was noted that more information on these subjects will be circulated to Councillors in due course.

            1. Presentation – overview of the Power of Wellbeing – The Clerk gave Councillors an overview to the Power of Wellbeing.  After much discussion it was resolved to review this proposal once elections have taken place; June 2011.

1712.   Consultations:-

            1. WDC re. list of buildings and structures of local importance – The Clerk reported on the request of  WDC  Planning Officer Mr G Kavanagh; asking for detailed information on buildings and structures of interest in Maresfield Parish.  It was noted that this assessment is not related to ‘Listed Building criteria’.  After much deliberation it was thought that such a project may be too large for the Parish Council to tackle and it was resolved to forward the relevant information to all local Community Groups in the Parish for their action.  ACTION: Clerk to pass on relevant information to all local Community Groups.

            2. WDC re. LDF – facilities and amenities in the Parish – The Clerk gave the background to the request for the Community Facilities List by WDC, regarding up to date local information for the LDF Core Strategy.  It was resolved that Councillors from all three wards in the Parish collate local knowledge together with the Clerk, and that this information is passed to WDC in due course.  ACTION: Clerk to circulate relevant details of this request to all local Community Groups for their input.

(DCllr Mrs. Martin and CCllr Reid leave the meeting).

1713.   Payments to be made - for approval - Payments amounting to £7017.90 were approved.

1714.   Communications – web site; ‘Your Parish Brief’; ‘The Parish Matters’; Parish mag’s – The Clerk emphasised the requirement for any relevant information or news that Councillors may wish to communicate to the local community.

1715.   Date of next meeting – 20^th April 2010 (Nutley)

There being no further business, the meeting closed at 21.08.