Minutes of the Maresfield Parish Council meeting held on Tuesday 17th March 2009

at 7.30pm in the Village Hall, Maresfield

Present:       Cllr W King (Chairman), Cllr D Barlow, Cllr Mrs G Brady, Cllr D Finch, Cllr R Galley,

Cllr P Harris, Cllr R Street, Cllr J Gutteridge, DCllr Mrs S Martin, CCllr A Reid, CCllr F Whetstone,

Clerk T Allen, Asst. Clerk Mrs J Bradford.

A.        Public session – Mr Ridley, Parishioner of Oakwood Park, Nutley, asked the following questions regarding the siting of a doctors branch surgery in the Parish:-

1. Who has the ultimate say in planning consent?
2. What sites are actually being considered; for the meeting in the Nutley Church Hall on 5th March 2009, two sites were proposed, the Tennis & Squash Club and Nutlin Fruit Farm, but now the Nutley Arms also seems to be a consideration?

It was agreed with Mr Ridley that his questions would be covered at the appropriate agenda point in the meeting.

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

1561.            To approve apologies for absence and to note other non-attendance - Cllr K Ogden,

Cllr A Clarke, Cllr H Fry, Cllr J Handley, Cllr C Stevenson, Cllr Mrs V Taylor, DCllr N Buck, DCllr M Hoy.

The Chairman noted that Cllr Mrs Taylor is away on a break from Council duties until the end of April 2009.

The Chairman welcomed Cllr Mrs Brady and Asst. Clerk Mrs Bradford to their first full Council meeting.

1562.   Declarations of Interests – Cllr Barlow and Cllr Street re. Item 1568, as Trustees of NWCTP.

1563.   Minutes of the previous meeting held on 17th February 2009:-

1.    For adoption – It was resolved that the proposed amendments from Cllr Mrs Taylor and Cllr Stevenson be accepted en bloc.

2.     Matters arising from these minutes – Re. Item 1550.1, the Chairman asked CCllr Whetstone whether deer culling was discussed at the last meeting of the Conservators. CCllr Whetstone confirmed that this matter is regularly discussed; the Conservators cannot carry out any culling mainly due to public relations and health & safety reasons.

Re Item 1551.1.II, the Clerk reported that instructions have been given to ESCC Highways Lighting for the Parklands street lights to be reverted to all night working.

Re Item 1551.3, it was resolved that the Clerk should invite Kelvin Williams, WDC, to a meeting of Council in the near future. ACTION: Clerk.

It was resolved that the Chairman should send the supplementary input to the Local Development Framework process to WDC, as discussed and approved in Strategy Ctee. ACTION: Cllr King.

Re. Item 1551.4.III, the Clerk reported that a meeting was held on 25th February 2009 to discuss safety issues concerning the crossing at Nutley School, attended by himself, Cllr Fry, School Head Teacher, ESCC Officers and PCSO Pilston; a number of possible follow up actions were identified to improve safety.

Re. Item 1553, Cllr Galley reported on the progress of the Community Governance Review, outlining the details of the ballot paper and associated survey form, noting that these will be sent out to electors very soon, to be returned to WDC by 17th April 2009. Cllr Galley outlined the various permutations on the survey form  for a separation of Maresfield Parish Council and it was noted that it is for Councillors, not Council, to discuss the perceived pro’s and con’s of the process with Parishioners if they wish.

Re. Item 1559, the Clerk reported that Climpson’s has been instructed to carry out the tree works at Maresfield Recreation Ground, and that it has applied to ESCC for a road closure order, and will notify the dates for this work in due course.

1564.   Reports by and questions to:-

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

·  ESCC has been graded as a four star Council by the Audit Commission, with a special recognition of its financial management, but noting that its social services procedures need further improvement and that a reduction is needed in road deaths.

·  Impending road closures in the Parish and surrounding area, noting that he is trying to ensure that adequate signage is in place, and that road closures are needed more nowadays due to health & safety requirements.

·  Forest Conservators are still deliberating over the development of the Forest Centre.

2. District Councillors – DCllr Mrs Martin reported on the following matters:-

·  An update on WDC procurement strategy and best value policy, noting that it is working with other councils on the “Best Deals” annual programme.

·  An explanation of the roll-out of household recycling facilities and related budgetary constraints.

Cllr Galley reported that the house building applications for Downlands and Bird-in-Eye, which had been refused by WDC, had also been turned down at appeal by the Secretary of State, noting that there will therefore be less building in Uckfield than anticipated, although the related road and amenity improvements will also be lost.

1565.   Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions:-
            1. Environment – Cllr Barlow stated that he had no issues to raise in addition to those contained in the draft minutes of the Committee’s last meeting which were circulated with the meeting papers.

                        I.          EDF review of street light energy unmetered supply usage – The Clerk’s report circulated with the meeting papers was noted. The Clerk reported that he is awaiting some more information from ESCC Highways Lighting, upon receipt of which he can complete the required inventory for EDF Energy; EDF then can assess the case to determine whether the Council has been underpaying for its street light energy charges.

                        II.         ESCC Village Maintenance Teams – ACTION: Councillors to let the Clerk know of any suitable work for the two teams in the Parish.

            2. Finance & Administration:-

                        I.          Month 11 – 2008/09 Financial Reports – The Clerk stated that he was aware of no issues to raise and that expenditure is as predicted, with a possible small increase in the underspend for Salaries.

II.         Appointment of Assistant Clerk – The Clerk stated that Mrs Bradford will first be trained in the office and meeting procedures, and some urgent projects, e.g. SpeedWatch, will be picked up straight away.

            3. Planning:-

                        I.          Minutes of the meeting held on 16th February 2009.

                        II.         Draft Minutes of the meeting held on 2^nd March 2009.

Cllr Harris stated that he had no issues to raise in addition to those contained in the minutes of the Committee’s last meetings which were circulated with the meeting papers; noting that the number of planning applications received has reduced recently.

            4. Strategy – Cllr Galley stated that Cllr Stevenson has made an application to the Awards For All grant funding to replace the roundabout at Fords Green play area.

I.          Minutes of the meeting held on 15th January 2009.

II.         Draft Minutes of the meeting held on 12th February 2009.

III.        Parish branch surgery – In response to Mr Ridley’s questions from the public session, Cllr Galley stated that he had received written reports on the meeting held in Nutley Church hall on 5th March 2009 and was aware of what transpired. Cllr Galley stated that, at its last meeting, the Committee had decided that, due to the lack of confidence and the large level of objection from local residents, the site at the Tennis & Squash Club should be discounted. Cllr Galley stated that Committee’s surgery team has been disbanded and that Cllr Barlow is to take the proposed Nutlin Fruit Farm and Nutley Arms sites forward in liaison with the AFHC project manager, the PCT and District Council as the Planning Authority.

Cllr Finch stated that he felt the Committee had made a poor decision to exclude himself and Mr Thorogood from this project and that its decision is insulting, noting that in fact he believes that the Committee had no authority to do this as the team was formed by Mr Thorogood who had invited him [Cllr Finch] to join it. Cllr Finch stated that he intends to stand by Mr Thorogood and continue to work with him on this project.

Cllr Barlow stated that he had offered his resignation from the surgery team to enable Council to reappoint someone so as to re-establish the credibility of the surgery team and the project. Cllr Finch’s statement was noted.

IV.        Reinstatement of Post Office services in Nutley – Cllr Galley reported that, in view of the fact that an operational Sub-Postmaster has not yet been found to run an Outreach service, Cllr Fry is to liaise with AiRS, WDC and other bodies as appropriate to seek help on this matter, and to explore other possible options, e.g. a mobile service shared by a number of villages.

Cllr Finch stated that he held the Chairman of the Committee responsible for the fact that Nutley will probably not get Post Office services back in the village; noting that the Committee had been involved in the matter for a long time with no result, and that it had wrongly failed to check with the owner that the premises at Whitewoods Stores continued to be available. Cllr Finch stated that he has been involved in his own research on this matter, looking at potential sites, including the premises at Whitewoods Stores, and has also had discussions with Post Office Ltd. Cllr Finch stated that he is prepared to fund a Postmaster and premises to run a service. In answer to a question from the Chairman, Cllr Finch confirmed that he had decided not to appraise the Committee about his research and findings.

The Clerk reported with regard to Cllr Finch’s criticism that the Committee had wrongly failed to check with the owner that the premises at Whitewoods Stores continued to be available that he had established with Post Office Ltd that they had checked the availability of these premises; they had done so and they had told him (and he had told the Committee) that the owner was not willing for the premises to be re-instated to Post Office use.

Cllr Finch’s statement was noted.

Cllr Street stated that , as reported at the last Strategy Committee meeting, a new village entry sign at the north end of The Street in Fairwarp had been agreed with ESCC, local groups and the Forest Superintendent, but that the Parish Council must pay for it, the cost being £231.95. The Committee was unable to approve this expenditure at the time as the exact cost was not known. It was resolved that the amount of £231.95 should be allocated for this purpose from the Roads & Transport Projects budget. ACTION: Clerk to follow up with ESCC.

Cllr Street reported on a new youth project for Fairwarp based around drama and art activities for 14-18 year olds. Cllr Street stated that the new group urgently needs a grant of £200.00 towards the costs of CRB checks and equipment.  It was resolved that £200.00 should be vired from the Roads & Transport Projects budget as a grant to this new group, under the Council’s specific grants power.

            5. Maresfield Recreation Ground Access Sub-Committee – Cllr Gutteridge stated that one of the conditions in the agreement proposed by Mr Watts is that the Council insures against claims made from those using the part of his track for access to the recreation ground. Cllr Gutteridge reported that Zurich Insurance had eventually confirmed that the Council has the appropriate insurance in place for this, but as this appeared contrary to previous advice, further confirmation is being sought from Zurich Insurance.

            6. Maresfield Recreation Ground Improvement Working Party – Cllr Gutteridge stated that, following an initiative from the Conservation Group, measures are proposed to protect and improve the area, particularly to allow new bollards to be put up to stop vehicles having direct access onto the pitches. Funding from the various groups has been discussed, but input is awaited from the MRG Committee, which will be discussing the matter at its next meeting on 26th March 2009.

(It was resolved that Item 7 should be moved to the end of the agenda.)

1566.   Outside bodies matters – Cllr Barlow reported that the transfer of Easylink operations from Brighton & Hove CT to Lewes CT is progressing well and that he expects everything to be in place for 1^st April 2009, noting that the service will be renamed WealdLink. Cllr Barlow stated that he hopes that the application to WDC’s Community Grants scheme will be successful.

Cllr Barlow reported that Lewes TC, Crowborough TC and Uckfield TC are funding a consultant to review the decision not to proceed with the re-opening of the Uckfield-Lewes rail link.

(Cllr Whetstone left the meeting)

1567.   Proposed amendments to Standing Orders to include new sections on convening of meetings, agendas for Council meetings and agendas for Committee and Sub-Committee meetings – The Clerk explained the background to this item, noting that it revolved around discussions at the last Council meeting concerning the allowing of electronic distribution of agendas for Committee and Sub-Committee meetings. The Clerk noted that the draft amended Standing Orders, circulated with the meeting papers, addressed this issue by including new paragraphs on convening meetings and meeting agendas, based on advice from a recognised authority on Council procedures [Knowles]. It was resolved that the Standing Orders, as amended, be adopted. The Clerk was authorised to make amendments to the Standing Orders as circulated to the extent of conforming the cross-reference numbering in several places.

1568.   Payments to be made - for approval – It was resolved that payments amounting to £5018.36 be approved.

1569.   Communications:-   

            1. Annual Parish Assembly 2009 – Friday 22nd May 2009 at Fairwarp Village Hall

            2. Village fetes 2009.

It was resolved that the main theme for the Annual Assembly should be the Community Governance Review; if the Council is to remain as is, then Parishioners views can be sought on the ‘way forward together’; if the Council is to split then Parishioners views can be sought on ‘what happens next?’. This theme can be rolled over to the village fetes, with other recent ‘hot topics’ topics possibly included at both events such as getting opinions on the new speed camera, street lighting energy saving, speeding on the Forest roads, development consultation, the siting of affordable housing and a branch doctors surgery in the Parish. It was resolved that the Council’s marquee will be taken to the village fetes this year and people invited to express their views in a friendly and relaxed environment. ACTION: Councillors to advise the Clerk on their detailed ideas for these two events.

(DCllr Mrs Martin left the meeting).

1570.   Date of next meeting – 21st April 2009 (Nutley).

It was resolved that the next item be discussed in closed session; as in view of the confidential nature of the business to be transacted, i.e. the discussion of commercial strategy, it is advisable in the public interest that the public be temporarily excluded and they were instructed to withdraw.

(Mr Ridley left the meeting).

            1565.7. Working Party on development of the Parish Office – Discussed in closed session and minuted separately by the Clerk.

There being no further business, the meeting closed at 21:09.