Minutes of the Maresfield Parish Council meeting held on Tuesday 18^th March 2008

 at 7.30pm in the Village Hall, Maresfield

Present:         Cllr K Ogden (Chairman), Cllr R Street, Cllr D Barlow, Cllr W King, Cllr R Galley,

Cllr Mrs V Taylor, Cllr J Gutteridge, Cllr P Harris, Cllr D Finch, Cllr Mrs J Penfold, Cllr H Fry,

Cllr C Stevenson, DCllr Mrs S Martin, CCllr A Reid, Clerk T. Allen and Minutes Secretary Julie Best.

A.        Public Session – None.

1392.    To approve apologies for absence and to note other non-attendance – Cllr A Clarke, Cllr J Handley, DCllr N Buck, DCllr M Hoy, CCllr F Whetstone.

1393.   Declarations of Interests – The Chairman and Cllr Mrs Taylor as members of the Maresfield Conservation Group and the Maresfield Renaissance Group. Cllr King as a Governor of Bonners Primary School.

1394.   Minutes of the previous meeting held on 19^th February 2008:-

1.    For adoption - the minutes were adopted.

2.    Matters arising from these minutes – The letter from Mr Keeys, FGMC, dated 20^th February 2008, was noted. Cllr King noted that, at the time of the last Council meeting, he was correct regarding the monies held by the FGMC.

1395.   Reports by and questions to:-

1. County Councillors - CCllr Reid reported on the following items;-

·         The Government’s view on housing figures for the south east is expected to be issued in July. 

·         SEERA is opposing the Government’s proposal to transfer responsibility for housing policy to the Regional Assembly.

·         The issue of tree works raised by members of FGMC at the last meeting has been looked at again in detail by the Conservators who are clear that legally it is the responsibility of the FGMC as Lessee to carry out these works; however the Conservators are taking the ‘cry for help’ seriously  and will offer assistance if possible.

Cllr King noted that the recent A272 works were very good, but that water still flows across this road. 

Cllr King related the difficulties he found in trying to locate planning applications on the ESCC web site, in order to make comments, citing the recent Bonners School mast application as an example. ACTION: CCllr Reid to find out how members of the public can respond via the ESCC web site.

2.    District Councillors - DCllr Martin reported on the following items:-

Board of Conservators of the Ashdown Forest - Parish Liaison Panel – The Conservators have agreed to set up a Parish Liaison Panel with two representatives to be chosen by each Parish Council with land on the Forest, and one each from Parishes bordering on the Forest.  The purpose being to establish  a better  understanding of both the concerns of residents affected by the Board’s policies and decisions and the reasons for those policies and the decisions that flow from them.  The Panel would meet twice a year and the public would be welcome to attend.

Deer casualties – there is still very grave concern at the speeds on the roads around the Forest and particularly the increasing number of deer casualties (311 in 2007).  Very often a car is written off when hitting a deer and drivers are injured.  Dusk and night-time driving are dangerous times when many deer can be found grazing on grass at the roadside or crossing roads.  Drivers are reminded that the 40 mph speed restrictions around the Forest are mandatory.

Affordable Housing – Wealden DC are planning to promote the construction of 1,250 affordable homes to meet local needs by 2011 through the planning consent regime.  In 2007 Wealden DC granted planning consents for 167 affordable housing units.  Although Wealden DC has granted planning applications for a number of large consents in the last two years, developers have still not started to build.  Wealden DC is investigating the situation but many are of the opinion that it is due to the Government possibly increasing the density of houses per hectare that is holding up the process of the building of these houses.

Regarding deer casualties, it was noted that there are areas on the Forest, such as between the cattle grids on the Crowborough Road, where speed limits should be reduced, and that the Sussex Police policy of allowing vehicles to be slightly over the speed limit before enforcing it should be questioned.

Cllr Street queried the fact that, in the 2008/09 WDC Council Tax demands, the Parish Council’s precept amount was shown as reducing, whereas in fact it had increased slightly. It was noted that this was probably due to the method of calculation used by WDC, either the number of households which may have increased, or even the use of the ‘Band D equivalent’ figure.

1396.   Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions:-
1. Environment:-

I.          Draft Minutes of the meeting held on 26^th February 2008 (for info.). –Cllr Barlow reported that, following a recent inspection, some unsafe equipment in the Fords Green play area is to be removed for repair, noting that the Nutley Mothers & Toddlers group would like to use the Fords Green play area to increase outdoor activities, but currently the play area is unsuitable for these purposes. 

Cllr Barlow stated that a new Radio Operator for Maresfield Village is required.

The Clerk confirmed that all of the issues raised by Cllr Fry in his inspections of the Maresfield Recreation Ground play area are in hand. 

II.            Play areas – urgent repairs required – to seek Council’s authorisation for this expenditure and for the virement of funds between related budget headings  - Cllr Street questioned the timing of this work and whether in fact the payments should now come from the 2008/09 budget. The Clerk stated that this work, as outlined in his report, would be ordered during the current financial year and therefore the amounts involved could be accrued to the 2007/08 expenditure.

It was resolved to proceed with the required works, to vire between related budgets as detailed, and to accrue payments into the 2007/08 budget.

            2. Finance & Administration:-

I.          Month 11 Financial reports – Cllr Street reported that the Month 11 budget figures showed no items of concern.

II.         Councillors audits of accounts - Cllr Street noted that the Clerk has produced a programme for Councillors’ audits of the accounts, stating that it is a requirement of the auditors that these are fully carried out. 

                        III.        Clerk’s annual appraisal and proposal that Council approves an

annual increment step increase in salary –The Clerk stated that he was happy for this Item to be discussed in open session. Councillors agreed that the Clerk should remain in the room for this Item. 

Cllr Street reported that he and the Chairman had conducted the Clerk’s appraisal which was very positive, with several targets & objectives set for 2008/09, and proposed that the Clerk’s salary should therefore be increased by one scale point to LC27. This was resolved unanimously.

            3. Planning:-

I.          Minutes of the meeting held on 25^th February 2008 – Cllr Stevenson spoke about the EU Habitat Regulations, noting that the Forest is included as a Special Conservation Area, and that therefore any proposed land development should include measures of impact on the Forest. Cllr Stevenson noted inconsistencies in the application of this requirement by Natural England and WDC. Cllr King spoke in support of this view, noting that he had followed this matter for 15 months, and will refer it formally to Council as appropriate, but wonders why WDC and the Conservators seem to do nothing when in fact all bodies concerned should be pressing developers to produce measures to mitigate the effects on the Forest.

Cllr Galley spoke about the process of WDC delegation of planning application decisions to officers, noting that if anyone has problems with his managing of such applications, they should approach him directly on the matter.

A short discussion was held regarding the ‘threat’ of planning application appeals on WDC’s decision making process, Government targets for delegation, Local Plan commitments to development, and changes to the planning application forms,

            4. Strategy:-

                        I.          Draft Minutes of the meeting held on 3^rd March 2008 (for info.) – Cllr Galley noted that these draft minutes were a full and accurate report of the current work of this Committee.

            5. Maresfield Recreation Ground Access Sub-Committee – Cllr Mrs Taylor’s report circulated with the meeting papers was noted. It was resolved that this Sub-Committee can have authority for expenditure on legal fees up to an amount of £500.00.

            The issue of parking on the Recreation Ground was discussed. It was resolved that the MRGC lease should be studied to ascertain its obligations in this respect and those of the sports clubs using this facility. ACTION Cllr Mrs Taylor and the Clerk.

1397. Discussion on the future structure of the Parish Council – The Chairman introduced this Item, referring to Cllr King’s memo on the subject dated 29^th February 2008. It was noted that, for some time, some Councillors had been aware that this may be an issue for consideration by Council for the following reasons, as outlined in Cllr King’s memo:-

·         Geographical differences

o   Maresfield Village is not in the AONB

o   Maresfield Village is not affected by the Forest

o   Maresfield Village is not rural in the same way as Fairwarp and Nutley are

·         Introduction of ‘Warding’ to Parish Councils

·         The only major development planned is for Maresfield Village

At the invitation of the Chairman, Councillors gave their initial thoughts on this matter, summarised as follows:-

·         Cllr Mrs Taylor – Fully supports the break-up of the Council for the reasons outlined in Cllr King’s memo and by the Chairman above. Maresfield has different priorities and its population will grow significantly. Also it will be easier to get people to come forward to be a Councillor. The time is right.

The Maresfield Conservation group has had more influence than the Council.

·         Cllr Gutteridge – In favour in principle, but questions the viability of splitting the Council at present, although this may be desirable in years to come. The downsides to this action need careful consideration and the whole matter must be discussed further by Council and with Parishioners.

·         Cllr Fry – The disadvantages of splitting the Council need to be fully explored. It would be desirable to have informal discussions with WDC concerning the consequences of such action, particularly in relation to potential loss of efficiency and effectiveness in representing Parishioners.

·         Cllr Stevenson – Do Maresfield Councillors feel that they can do better and that the current structure of the Parish Council is less effective on behalf of Maresfield Village? Can see no benefits in breaking up the Council, in fact there would be large financial implications.

·         Cllr Finch – Councillors are appointed to represent the whole Parish. How will Nutley and Fairwarp benefit from splitting the Council? There is strength in numbers. Suggests that the matter is dropped.

·         Cllr Mrs Penfold – As a new Councillor is undecided and welcomes further debate.

·         Cllr Galley – Can see the points of the matter but feels that Maresfield Village gets a fair share of Council time. MPC is seen as a most effective Parish Council and by remaining a large council it will be able to ensure a better quality of service, so should stay together; there is strength in numbers.

·         Cllr King – His memo was based mainly on his experience as a past Chairman of the Council; the current Parish structure does not make sense to most people and the Council appears remote. Times change and new types of people are now Councillors. New Law supports devolution of power to local communities. The aim of his memo was to start preliminary discussions; the matter needs to be investigated further before going forward.

·         Cllr Barlow – Totally opposed to splitting the Council.

·         Cllr Harris – Understands the Maresfield Village position, but there is strength in numbers.

·         Cllr Street – The matter should be discussed further. Feels that the Council has had little influence on development in Maresfield Village; the only real influence has been in relation to more local matters, e.g. recreation grounds, village halls, etc, so strength in numbers does not appear to work. Feels also that Fairwarp has mostly been ignored in Council activity and maybe Councillors would prefer to work directly for their own villages.

Cllr Mrs Taylor reported that there has been a move in Maresfield for several years for the Village to have its own council (not from the Maresfield Conservation group), and that representation has now been made to WDC to achieve this and the process will go ahead in the next few weeks, as follows:-

·         The proposal needs support by petition of 10% of Maresfield’s population (287 signatures), which if acquired is sent to WDC with reasons for requesting the split of the existing Council.

·         WDC then consults with the whole Parish and CCllrs and DCllrs.

·         If WDC gives the go ahead, then the existing Council is dissolved and new ones created

It was resolved that, despite the private initiative reported by Cllr Mrs Taylor, the Council should continue with its preliminary discussions and investigations and that the whole matter should be made public right away; Parishioners to be told that Maresfield Parish Council is currently considering whether changes are required to the structure of the Council, in relation to the Wards/Villages that it currently covers and that if Council decides that this is a matter to be taken forward, there will be full and open consultation with Parishioners. Parishioners also to be told that the Council has been made aware of a private initiative for Maresfield Village to form its own Parish Council. ACTION: Clerk to issue a press release. ACTION: Clerk to seek advice and guidance from WDC, SALC and other bodies as appropriate.

CCllr Reid observed that the Council needs to focus on the best means of delivering for its Parishioners, rather than the structure itself, and needs to be clear about what the Maresfield people are worried about by seeking their views and the seeking means to address them.

1398.   Outside bodies reports – No items.

1399.   Working Party report on development of the Parish Office – It was noted that this matter will progress further when the new Committee members of the Nutley Social Club are in place.

1400.   Councillor training courses – ACTION: Councillors wishing to attend any of the courses detailed in the information circulated with the meeting papers to contact the Clerk.

1401.    Preparation for village fetes and Annual Assembly – It was agreed to defer this Item to the next meeting of Council. ACTION: Councillors to let the Clerk know of any ideas or suggestions for these events.

1402.   Chairman’s Report followed by questions to Chairman – The Chairman reported that the Postmistress in Maresfield has had to refuse the latest offer from Post Office Ltd for servicing an Outreach facility in the shop in Nutley Village. It was noted that other Post Offices are to be contacted to see if they will provide this service. Cllr King stated that the Church Hall would be available at no cost if needed.

The Chairman noted that the copy for the Parish Magazines is written a month in advance and therefore  some  items can seem out-of-date once the magazines are published.

1403.   Clerk’s Report followed by questions to Clerk – The Clerk stated that April and May are his busiest times and that he would appreciate some extra help from Councillors regarding actions from meetings.

1404.   Payments to be made: for approval – Payments amounting to £5335.56 were approved.

1405.   Communications – Re. The Parish Matters newsletter, the Clerk asked for volunteers to help with stuffing envelopes and putting stamps on them.

1406.   Date of next meeting – 15^th April 2008 (Nutley).

There being no further business the meeting closed at 21:48 hours.