Minutes of the Annual meeting of Maresfield Parish Council held on Tuesday 16^th May 2006, in the Memorial Hall, Nutley

Present:         Cllr W King, Cllr H Fry, Cllr J Gutteridge, Cllr G Hardy, Cllr K Ogden, Cllr R Street, Cllr P Tester, Cllr R Tester, Cllr C Stephens, Cllr C Stevenson, DCllr F Brown,

DCllr J Hollins, DCllr Mrs S Martin, DCllr Mrs P Kennedy, CCllr T Reid, CCllr F Whetstone, Mrs C Goossens (Asst Clerk), Mr T Allen (Clerk).

Public:            Mr M Cranfield, Mr D Finch, Mrs C Flittner.

A.         Public Session         

A.1       Co-option of a Councillor to fill the vacancy created by the resignation of
Cllr Andrew Wallace.

Mr D Finch made the following comments:

• He has lived in Nutley for 26 yrs.
• He has been Chairman of Nutley Social Club, Secretary of the Crowborough Road Residents Association and for last 15 years has been Chairman of the Nutley Village Fete Committee.
• His special interests are planning and road safety.
• Additionally he would like to instigate a bulk buying scheme for energy in order to pass savings onto Parishioners.
• He is aware that the Councillor vacancy is to represent Maresfield Ward noting that there are a number of big issues specific to that Village, although he is not aware of the exact details of them.
• He confirmed that he would be available for evening meetings but that days may be a problem as he runs his own company.

CCllr Tony Reid & CCllr F Whetstone join the meeting.

Mrs C Flittner made the following comments:

• Having already supplied her CV she stated that she was happy to take any questions from Councillors.
• She confirmed that she is available for both evening and daytime meetings.
• She noted great concern over traffic problems and the need to work together to solve these issues.  Furthermore, she highlighted the problem of more traffic once the Onyx waste site opens.
• Feeling that continuity is important, she confirmed that she would stand for two full terms and then stand down from the Parish Council.

Mr M Cranfield made the following comments:

• He has been a resident in Maresfield for three years and previously lived in a number of small villages around the UK.
• He works from home 2 or 3 days a week and could therefore be available during the day.
• He confirmed that evening meetings could be worked into his schedule.
• He has a general interest in all areas of the operations of the Parish Council and is keen to contribute to its smooth running.
• He noted that strategy and action should go hand-in-hand and had recently been involved in a project to raise money for Bonners School.
• He noted that the onset of further house-building and the need for proper infrastructure to support it would be a major issue over the next four years in Maresfield.

The Chairman thanked the three candidates for putting themselves forward for the position.

A.2                   Any other public matters – None.

1083.   Election of a Chairman for the next year.

Cllr Ogden proposed Cllr King as Chairman; this was seconded by Cllr Street and Agreed unanimously.  There were no other nominations for Chairman.

1084.   Chairman's Declaration of Acceptance of Office and opening remarks.

Cllr King signed his Chairman’s Declaration of Acceptance of Office and stated that he was honoured to once again take on this responsibility.  He noted that his circumstances may change later in the year which would mean some reduction in the time he puts into Parish Council activities.

Cllr King reviewed the main issues that would affect the Parish over the next year and stated that he looked forward as Chairman to keeping an eye on these issues and developing them with the new committee structure.  He said that though Quality Council status is now a happy prospect , we cannot be complacent; whilst the volume and quality of what we do has raised in recent years, he has received five or six complaints over the last year about things which parishioners thought should have been done better. This is indicative of raised expectations on the part of parishioners and it is important that the Council needs to raise its game to meet Parishioners’ increasing awareness of its activities and finances.

1085.   To vote for the co-option of a new Councillor to fill the vacancy created by the resignation of Cllr Andrew Wallace.

It was Agreed to hold a paper ballot.

Round 1 - No candidate having an absolute majority.  Mrs Flittner dropped out having the least number of votes.

Round 2 – Both candidates received the same number votes.  The Chairman not wishing to use his casting vote asked Councillors to further reflect on their choice and vote again.

Round 3 - Both candidates received the same number votes.  Mr Finch kindly volunteered to withdraw from the running in favour of Mr Cranfield noting that this is a position for the Maresfield  Ward, where Mr Cranfield is a resident.

The Chairman thanked Mr Finch for this gesture and declared Mr Cranfield as the newly co-opted Councillor.

Mr Cranfield signed his Declaration of Acceptance of Office.

1086.   To approve apologies for absence and to note other non-attendance.         

Cllr T Sparrow, Cllr S Leaney and DCllr N Buck.

1087.   Declarations of interest

Cllr P Tester – re 1104 Parklands Play Area as the supplier of materials.

Cllr R Tester – re. 1104 Parklands Play Area as contractor of this work if agreed by Council.

1088.   Election of a Vice-Chairman.

Cllr King proposed Cllr P Tester as Vice-Chairman; this was seconded by Cllr Street and Agreed unanimously.  There were no other nominations for Vice-Chairman.

1089.   To agree the number of Councillors to serve on Committees.

(Chairman and Vice-Chairman of Council serve on Committees ex-officio).

It was Agreed that we should seek to have[W L K1]  six Councillors to serve on each Committee excluding the Chairman and Vice-Chairman as ex-officio, with the exception of the Policy Committee which will only have a Chairman and a Vice-Chairman and to which Councillors will be co-opted as and when required.

1090.   To agree the quorum for each Committee.

A quorum of four members for each committee was Agreed.

1091.   To agree the main Portfolios reporting to Council and their holders.

It was Agreed that portfolio holders would be nominated by respective committees and that a portfolio for Quality Council status was no longer needed due to the advanced state of this project.  ACTION: Clerk to draft document explaining remit etc of portfolio holders.

1092.   To Adopt revised Remits.

It was  suggested by Cllr Fry that the Environment Committee’s responsibility for “immediate” traffic and highways issues should be better specified.  ACTION:  Clerk to amend the remit to clarify this point.

With this amendment the remits were Adopted.

1093.   To Adopt revised Standing Orders.

The Clerk explained that the only main change was in relation to the new Quorum for committees and it was noted that “AGM” should be replaced by “Annual meeting” in all instances.  Subject to these points of detail it was Agreed to adopt the standing orders.

1094.   To elect Councillors to serve on Committees:   

It was noted that each committee should have representation from each village.

                                      i.      Environment.

The following Councillors were appointed to this committee ; Cllr G Hardy, Cllr R Tester, Cllr K Ogden, Cllr C Stephens & Cllr M Cranfield.

                                    ii.      Finance & Administration.

The following Councillors were appointed to this committee; Cllr R Street, Cllr T Sparrow, Cllr C Stevenson, Cllr J Gutteridge, Cllr H Fry.

                                  iii.      Planning.

The following Councillors were appointed to this committee; Cllr C Stevenson, Cllr K Ogden, Cllr G Hardy, Cllr C Stephens, Cllr J Gutteridge, Cllr M Cranfield.

                                  iv.      Strategy.

The following Councillors were appointed to this committee, Cllr T Sparrow, Cllr H Fry, Cllr R Street, Cllr G Hardy, Cllr C Stevenson, Cllr R Tester, Cllr K Ogden.

                                    v.      Policy.

The following Councillors were appointed to this committee; Cllr S Leaney and Cllr K Ogden.

The above appointments were proposed by Cllr P Tester, seconded by Cllr K Ogden and Agreed unanimously.  ACTION:  Clerk to circulate details of Committee membership to Councillors.

1095.   To appoint Chairmen of Committees.       

The Chairmen of Committees were appointed unanimously as follows:

Environment –Cllr K Ogden

F&A – Cllr R Street

Planning – Cllr C Stevenson

Strategy – Cllr T Sparrow

The Chairman thanked previous committee Chairmen for their hard work.

1096.   To appoint representatives of Council on outside bodies:

Representatives were appointed unanimously as follows:

                                      i.      Maresfield Recreation Ground Committee.

Cllr R Tester & Cllr M Cranfield.

                                    ii.      Fords Green Management Committee.

Cllr R Tester & Cllr P Tester.

                                  iii.      Wealden District Association of Local Councils.

Cllr T Sparrow & Cllr R Street.

                                  iv.      Maresfield Conservation Group.

Cllr J Gutteridge & Cllr K Ogden.

ACTION: Clerk to inform these bodies accordingly

1097.   To appoint Council representatives as follows: 

                                      i.      Press Officer.

It was unanimously Agreed that this responsibility should be shared by the Chairman and the Clerk.

                                     ii.      To delegate the appointment of the following Council representatives to the Environment Committee:-

a)      Tree Wardens.

b)      Maresfield Recreation Ground Patrol.

c)      Fords Green Patrol.

d)      Civil Protection Officer.

It was Agreed unanimously to delegate these appointments to the Environment Committee.

1098.   To appoint an additional holder of the Definitive Map (one copy held in Parish Office).

It was Agreed unanimously that Cllr R Tester will hold the Definitive Map.

1099.   To appoint signatories of cheques.

It was Agreed unanimously as per Financial Regulations that the cheque signatories will remain as Cllr W King, Cllr P Tester and Cllr R Street, i.e. the Chairman and Vice-Chairman of Council and Chairman of the Finance & Administration Committee.

1100.   To note the Chairman’s Allowance.

It was noted that the Chairman’s Allowance is £150.

1101.   To note the Clerk’s salary scale point.     

It was noted that the Clerk’s salary point is LC 24 (£19053.00) and[W L K3]  that the Assistant Clerk’s salary is £7280.04 (pro rata salary of £13468).  Both of these salaries are subject to current annual review.

1102.   Minutes:-

                                      i.      Minutes of the last meeting (18th April 2006) for adoption.

Adopted.

                                    ii.      Matters arising from those minutes.

None.

1103.   Reports by and questions to:-

                                      i.      County Councillor.

CCllr Reid – Reported on the following items:

o     County Council and District Council communication with Parishioners regarding the relationship between tax paid and services delivered.

o     Budget balancing - local authorities versus the ability of local resources to provide them and provision of services to the vulnerable versus provision to the broader community.

o     Comprehensive spending review to take place in 2007.

o     SE Plan to be presented to Communiites and Local Government, noting four important points as being:-

o                   Implementation

o                   Infrastructure

o                   Sustainability

o                   Housing density

o     Local transport provision versus costs/budget.

o     Rural policing and the Sussex Police Plan.

o     Central rail corridor.

o     Government proposal for two PCTs in East Sussex instead of the current five.

o     Proposed increase in ESCC Cabinet from 7 to 8 members to increase focus on the role of Economic Regeneration.

o     Repairs to Chelwood Gate Road – use of curbing and posts to protect repaired area, with posts to be removed in approximately three months time.

CCllr Whetstone - Reported on the following items:

o   Schools are now funded directly by the Government with the new “Kelly Hours” scheme meaning that they will be open all hours and days including through holidays, and producing concerns as to how this will be funded.

o The cleaning of drains is an ESCC responsibility but the lack of road cleaning by WDC has caused them to block up.

o The East Grinstead relief road will have an impact on the A22 in Maresfield Parish.

                                    ii.      District Councillor

DCllr Mrs Kennedy reported on the launch of new Youth website[W L K4]  ACTION:  Clerk to put posters on noticeboards.

DCllr J Hollins gave a synopsis of the District Council’s Annual Report which included the following:

o        Council Tax

o        “Cleaner, Greener Scheme”

o        Medium term financial strategy contingency

o        House-building and design

o        The new Director of Planning, David Phillips will be speaking to Parish Councils regarding the LDF

o        Local housing needs survey – with figures available for Maresfield Parish but just looking at needs within the Parish and not the needs of those who may wish to return to the Parish

o        District Council annual audit

o        District Council help points

o        Environmental Health Officers programme for Bed & Breakfast owners

o        Free bus travel

o        Wealden Sussex Youth Games

o        Website for community groups

o        Ancient Woodland Survey

o        Crime and disorder strategy

o        Wealden nappy initiative

o        Lifeline service

o        Local Strategic Partnership

o        Youth services

DCllr Hollins noted that the full text of this annual report is available from the Chairman or Clerk.

Cllr Ogden reported that the development of Affordable Housing at Old Forge Lane, Fairwarp, was now able to proceed as the District Council had overcome the issue concerning the local requirement for a village green.  It was Agreed that the Parish Council should urge the District Council by letter to push forward with this development.  ACTION:  Cllr Ogden and Clerk.

1104.   Urgent matters and reports concerning Council’s and its Committees’ activities:-

                                  i.          Re-siting of Parklands Play Area climbing apparatus.

Cllr P Tester reported that following site inspections with Cllr R Tester it is considered that the climbing apparatus at Parklands Play Area (PPA) can be suitably sited at the Maresfield Recreation Ground Play Area in place of the concrete tunnels and the embankment slide.

The following actions were Agreed:

o          Climbing apparatus to be removed from PPA at cost to the Parish Council

o          Climbing apparatus to be installed at Maresfield Recreation Ground Play Area at cost to the Parish Council

o          Cllr  R Tester’s tender of £850 + VAT for the above work to be accepted subject to two other tenders being obtained and being less satisfactory

ACTION:  Cllr R Street and Clerk.

o        Supply and install new equipment at PPA

o        Installation of surround surface for the re-sited equipment at Maresfield Recreation Ground, noting that the present surface is not a safety surface, but anti-wear.

o        Update New Parklands Residents Association (NPRA) and ask it to liaise with the Forest Park Residents Association in this matter, particularly with regard to the choice of the new piece of equipment. ACTION:  Clerk.

o        Re-sited equipment to be assessed by the Council’s play area Inspector prior to use.

It was noted that the Parish Council cannot remove the PPA equipment straight away because it has given an undertaking not to take the equipment out until NPRA have something to replace it.

Cllr Gutteridge stated that Maresfield Conservation Group will provide £500 towards the cost of the replacement equipment.

CCllr Reid, CCllr Whetstone, DCllr Hollins, DCllr Mrs Martin and Mrs Flittner leave the meeting.

                                ii.          Proposal to Adopt a Play Area Provision Policy.

It was unanimously Agreed to adopt the Play Area Provision Policy as circulated with the meeting papers.

DCllr Mrs Kennedy leaves the meeting.

                              iii.          Proposal that Council approves that it acts as ‘Lead Council’ for EasyLink/NWCTS and as recipient for grant monies.

Agreed unanimously, noting that grant monies in respect of Easylink/NWCTS will be held in a separate part of the Parish Council accounting system and will be reported on separately.

                              iv.          Accounts Reports for Month 12 2005/06 and Month 1 2006/07 – to note.

Last years accounts have been subject to an inspection by the internal auditor who has passed them.  £30,972 is the starting balance, with the first part of precept having come in.  It was noted that the internal auditors as well as checking the accounts, also look at the way the Parish Council operates in terms of a whole host of office processes.

                                v.          Other urgent reports to Council and questions to Committee Chairmen.

Cllr Fry stated that in relation to the minutes of the Planning Committee meeting on

24^th April 2006 and his comments regarding the LDF documents, some corrections were needed.  Furthermore, it was noted that the minutes do not state that the Councillors present at the that meeting agreed with Cllr Fry’s comments.  Cllr King has seen Cllr Fry’s comments already.  ACTION:  Clerk to meet with Cllr Fry to discuss his comments.

1105.   Outside bodies’ reports - Cllr Sparrow's report was circulated prior to the meeting.

1106.   Chairman’s Report – followed by questions to Chairman – It was noted that this report was circulated with the meeting papers.  There were no questions from Councillors.

1107.   Clerk's Report – followed by questions to Clerk - It was noted that this report was circulated with the meeting papers.  There were no questions from Councillors.

1108.   Payments to be made: for approval.         

It was noted that some of the grants and donations as already approved by Council are now being paid.

Payments totalling £3457.68 were Approved.

1109.   Annual Assembly.

The Assistant Clerk reported that the due to the late submission of several reports, the Annual Report will be completed only a couple of days in advance of the Annual Assembly. Cllr Fry expressed concern that Parishioners will have difficulty reading the document in advance of the event.  However, it was noted that no requests for the document have been received by the Parish Office to date.

1110.   Village Fetes.

The displays for this event will mirror many of those to be used at the Annual Assembly.

1111.   Communications.

o        The Parish Matters Spring edition is approximately two weeks away from distribution.

o        It was noted that Cllr Ogden would invite Mr Dick Thompson to attend a Listed Building meeting at WDC on Thursday 18^th May 2006 at 5.45pm.

DCllr F Brown leaves the meeting.

1112.   Date of next meeting, 20^th June (Maresfield).

The Chairman thanked the Clerk and Assistant Clerk for their hard work both prior to this meeting and during the meeting itself.

Resolution under the Public Bodies (Admission to Meetings) Act 1980, as amended by the Local Government Act 1972 (s.100):-

“That in view of the confidential nature of the next item of business to be transacted, it is advisable in the public interest that the public and press be excluded and they are instructed to withdraw.”

It is considered that without this exclusion, there is a danger of the Council losing some tactical advantage in seeking the most suitable development of the Maresfield Camp/Ashdown Business Park site on behalf of its Parishioners.

It was unanimously Agreed to move the meeting into “Closed Session” for the remainder of discussions.

Minutes of this session are recorded separately and held by the Clerk.

There being no further business, the meeting closed at 10.13.