Annual Meeting 2008

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Minutes of the Annual Meeting of Maresfield Parish Council

held on Tuesday 20th May 2008 at 7.30pm in the Village Hall, Fairwarp

Present: Cllr K Ogden (Chairman), Cllr J Gutteridge, Cllr D Barlow, Cllr Mrs V Taylor,

Cllr J Handley, Cllr A Clarke, Cllr P Harris, Cllr R Galley, Cllr R Street, Cllr J Penfold, Cllr W King, Cllr D Finch, DCllr Mrs S Martin, CCllr Whetstone, DCllr M Hoy.

Clerk T Allen and Minutes Secretary Julie Best.

A. Public Session – None.

1422. Election of a Chairman for the next year –Cllr Galley proposed Cllr Ogden for Chairman; this was seconded by Cllr Mrs Taylor and resolved unanimously.

1423. Chairman's Declaration of Acceptance of Office and opening remarks – Cllr Ogden signed the Declaration of Acceptance of Office.

1424. To approve apologies for absence and to note other non-attendance - CCllr A Reid,

DCllr N Buck, Cllr C Stevenson, Cllr H Fry.

1425. Declarations of interest – None.

1426. Election of a Vice-Chairman – Cllr Mrs Taylor proposed Cllr King as Vice-Chairman; this was seconded by Cllr Gutteridge and resolved unanimously.

1427. To agree the number of Councillors to serve on Committees (Chairman and Vice-Chairman of Council serve on Committees ex-officio) – The number of Councillors to serve on Committees was resolved as follows:-

Environment Committee 5 Members
Finance & Administration Committee 4 Members (plus Committee Chairmen invited as required)
Planning Committee 9 Members
Strategy Committee 7 Members

1428. To agree the quorum for each Committee – The quorum for each Committee was resolved as follows:-

Environment Committee 3 Members
Finance & Administration Committee 3 Members
Planning Committee 4 Members
Strategy Committee 4 Members

1429. To Adopt Remits – It was resolved to adopt the Remits.

1430. To Adopt Standing Orders – It was resolved to adopt the Standing Orders.

1431. To adopt Financial Regulations – It was resolved to adopt the Financial Regulations.

1432. To agree the Portfolios reporting to Council and their holders – It was resolved that the Portfolios reporting to Council should be allocated as follows:-

Affordable Housing – Cllr K Ogden.
Ashdown Forest Villages RSP – Cllr R Galley.
Business – Cllr R Street.
Carers – It was resolved that this Portfolio is no longer needed as a direct report to Council as it sits within the Strategy Committee.
Older People – It was resolved that this Portfolio is no longer needed as a direct report to Council as it sits within the Strategy Committee.
Health – It was resolved that this Portfolio is no longer needed as a direct report to Council as it sits within the Strategy Committee.

Local Development Framework – Cllr W King, Cllr R Street & Cllr Mrs V Taylor.
Police – Cllr W King & Cllr H Fry.
Primary Schools – It was resolved that this Portfolio is no longer needed as a direct report to Council.
Speedwatch – It was resolved that this Portfolio is no longer needed as a direct report to Council as it sits within the Strategy Committee.
Sussex Safety Camera Partnership – It was resolved that this Portfolio is no longer needed as a direct report to Council as it sits within the Strategy Committee.
Traffic Management – It was resolved that this Portfolio is no longer needed as a direct report to Council as it sits within the Strategy Committee.
Transport – Cllr D Barlow.
Youth – Cllr P Harris & Cllr Mrs J Penfold.
Civil Protection – Cllr D Finch.
Countryside, AONB & SSSI – Cllr J Gutteridge.
Footpaths – Cllr J Gutteridge.
Forest/Conservators – It was resolved that this Portfolio will be allocated at a later date.
Play Areas – Cllr D Finch.
Roads & Pavements – Cllr D Barlow.
Tree Warden Work/TPO’s – Mr G Hardy & Mr C Stephens.
Mobile Phone Masts – It was resolved that this Portfolio is no longer needed as a direct report to Council.

1433. To elect Councillors to serve on Committees – The membership for each Committee was resolved as follows:-

Environment Committee – Cllr D Barlow, Cllr A Clarke, Cllr D Finch, Cllr P Harris, Cllr Mrs J Penfold.
Finance & Administration Committee - Cllr J Handley, Cllr C Stevenson, Cllr J Gutteridge,Cllr Mrs V Taylor, (plus Committee Chairmen by invitation).

Planning Committee – Cllr C Stevenson, Cllr D Barlow, Cllr A Clarke, Cllr D Finch,Cllr J Gutteridge, Cllr J Handley, Cllr P Harris, Cllr Mrs V Taylor, Cllr R Street.
Strategy Committee – Cllr R Galley, Cllr C Stevenson, Cllr D Barlow, Cllr H Fry, Cllr P Harris, Cllr R Street, Cllr Mrs J Penfold.

1434. To appoint Chairmen of Committees – Environment – The Chairmanship for Committees was resolved as follows:-

Environment Committee Cllr D Barlow
Finance & Administration Committee Cllr J Handley
Planning Committee Cllr C Stevenson
Strategy Committee Cllr R Galley

Cllr Galley noted that he is happy to continue as Chairman of the Strategy Committee for a short while, but that an expected appointment will mean that he will have to stand down within the next month or so.

It was noted that Committees will elect their Vice-Chairmen at their next meetings.

1435. To appoint representatives of Council on outside bodies:-

i. Maresfield Recreation Ground Committee – Cllr J Gutteridge and Cllr Mrs V Taylor.

ii. Fords Green Management Committee – Cllr Finch.

iii. Wealden District Association of Local Councils – Cllr W King and Cllr R Street.

1436. To appoint Council representatives as follows:-

I. Press Officer - Chairman and the Clerk.

II. Tree Wardens - The Clerk reported that Mr G Hardy and Mr C Stephens will continue in this role for one more year, in order to complete their survey of TPO’s in the Parish; during this time replacements are to be sought with the assistance of ESCC. ACTION: Clerk.

III. Maresfield Recreation Ground Patrol – Cllr H Fry.

IV. Fords Green Patrol – Cllr D Barlow.

V. Civil Protection Officer – Cllr D Finch.

1437. To appoint an additional holder of the Definitive Map (one copy held in Parish Office) – Cllr C Stevenson.

1438. To appoint signatories of cheques – Chairman, Vice-Chairman and Cllr J Handley as Chairman of the Finance & Administration Committee

1439. To note the Chairman’s Allowance - Noted as £200.00.

1440. To note the Clerk’s and Assistant Clerk’s salary scale points – Noted as:-

Clerk Salary Scale Point LC27
Assistant Clerk Salary Scale Point LC16

1441. To appoint Internal Auditors – The Clerk stated that it is recommended to change auditors every 5-10 years; the existing Auditors (Mr & Mrs Pritchitt) have been used for at least the past five years. It was resolved that new Internal Auditors should be appointed at the end of the financial year. ACTION: Clerk to seek recommendations for alternative auditors.

1442. Minutes of the previous meeting held on 15^th April 2008:-

1. For adoption – It was resolved that the minutes should be adopted.

2. Matters arising from these minutes – None.

1443. Urgent reports by and questions to:-

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

· ESCC has had its Annual Meeting and CCllr Reid is still in charge of the budget.

· ESCC priorities for the next year include establishing a waste authority in liaison with District Councils; Schools Federation to be set up in Hastings; adult social care; improvements to libraries.

· Additionally ESCC Transport and Environment will look at road improvements and public transport improvements, including the sharing of resources between all councils.

· Dropped kerbs – where do more of these need to be positioned in the Parish?

· Top marks have been recommended for ESCC’s short break and fostering services.

· The East Sussex Disability Association will be carrying out walks to celebrate its 70th anniversary.

Cllr Harris joined the meeting.

In response to questions, CCllr Whetstone made the following points:-

Regarding a programme of improvements in public transport in rural areas, Cllr Whetstone raises this at every opportunity which is the best he can do; there is now more talk within ESCC about community transport needs.
The development of the North Wealden Community Transport Partnership is now being looked at by the Leader of ESCC and is a higher priority with all CCllrs.
With regard to a recent Court of Appeal case about adoption and ESCC’s Social Services exclusion of the father when establishing the facts of the case; CCllr Whetstone had raised his concerns with the Lead Member involved early in the proceedings.
Regarding the operations of the waste site at Maresfield Camp, CCllr Whetstone to look into whether these may encroach into West Sussex.

2. District Councillors – DCllr Martin reported as follows:-

Private Sector Renewal - Together with other partnership authorities in the South East, Wealden DC applied for, and has received an allocation of £630,540 which will go towards ensuring that at least 70% of vulnerable households living in the private sector are in decent accommodation by 2010, rising by 75% by 2020.

Whilst households in the Wealden area meet the 2010 target a further 300 dwellings occupied by vulnerable households need to be made decent. Thermal comfort accounts for three quarters of the failures to meet the decent homes standard in our district. These grants will be for renewable energy to householders in fuel poverty, energy efficiency insulation, and loans to households to make their property decent etc.

Affordable Housing - Wealden DC obtained an allocation of £13m from the Housing Corporation for 2006/08, the second largest allocation in the country. However, as the majority of this funding (£12m) was unspent the money has had to be returned to the Housing Corporation. Only 62 affordable homes were built in 2006/07 and 13 in 2007/08. Wealden is still very anxious to find exception sites for affordable housing and the hunt for sites is still very active in the District.

Cllr Hoy reported as follows:-

An Appeal was turned down for an Eco house in Blackboys by the Planning Department; the Planning Inspector stated that there were better ways to manage the landscape.
The Chairman of the Safer Wealden Partnership has reported that crime reduction in Wealden has put the District in the top 17 of the 66 SWP’s.
Removal of permitted development rights unless written approval is given by WDC, so items like fences, windows, walls, solar equipment can no longer be approved in this way.
There is a crackdown in Wealden on lazy litter louts; Street Scene Enforcement Officers are conducting random patrols and are issuing Fixed Penalty Notices.

1444. Council bodies - To receive minutes and decisions, followed by urgent reports from Chairmen and any questions:-
1. Environment:-

I. Draft minutes of the meeting held on 29th April 2008 – Cllr Barlow stated that a carpenter to repair the spring mobiles from the Fords Green play area was still being sought and that their foundations may be potentially dangerous may have to be removed; also that the roundabout in the Fords Green play area needs removal for the fitting of a new bearing.

Cllr Harris stated that the draft minutes were a full reflection of the Committee’s activity at this time.

2. Finance & Administration:-

I. Month 12 - 2007/08 (end-of-year) Financial Reports (unaudited) – Cllr Street noted that the reserves for 2008/09 have been increased to £35,000 to keep pace with rising precepts, and that the agreed accruals are set out in the draft minutes of the Committee’s last meeting, held on 13th May 2008.

II. Month 1 – 2008/09 Financial Reports – Cllr Street noted that, at this early stage in the financial year, the report figures are really only a representation of the new budget.

III. Risk Assessment: Lone Working – Council’s authority is sought for the

implementation of the WE Lifeline service in the Parish Office – The Clerk described the service as a good solution to the issue of lone working in the Parish Office, identified in the Council’s Risk Assessment Action Plan. It was resolved that this service should be operated in the Parish Office. ACTION: Clerk.

3. Planning:-

I. Minutes of the meeting held on 21st April 2008.

II. Draft minutes of the meeting held on 6th May 2008 - Cllr Mrs Taylor stated that the minutes were a full reflection of the Committee’s activity at this time.

4. Strategy:-

I. Draft minutes of the meeting held on 28th April 2008 -Cllr Galley stated that the draft minutes were a full reflection of the Committee’s activity at this time.

5. Maresfield Recreation Ground Access Sub-Committee – Cllr Mrs Taylor reported as follows:-

· The draft access licence provided by Mr watts is unacceptable and a counter version will be drafted by the Sub-Committee for approval by Council.

· The Sub-Committee had met with the sports clubs on 15th May 2008 but the chance of them using overflow parking at the school is minimal, but existing posts on the Recreation Ground parking areas could be repositioned to improve matters.

· A survey is needed to identify the exact location of the boundary stones. ACTION: Cllr Mrs Taylor to get a quote and submit it to the Finance & Administration Committee.

· ‘No Parking’ signs need replacing and additional ones purchased.

· Authority is sought for the expenditure of the 2008/09 budget for legal fees. ACTION: Cllr Mrs Taylor to raise this with the Finance & Administration Committee

6. Working Party on development of the Parish Office – Cllr Finch stated that he had met the new Social Club Chairman who will do some more accurate research into realistic rent levels and report back.

1445. Outside bodies reports – No reports.

1446. Consideration of changes to the structure of Council – It was resolved that this item be deferred to the next meeting of Council when more time will be available.

CCllr Whetstone & DCllr Hoy left the meeting.

1447. Preparation for village fetes and Annual Assembly – The Clerk noted that whilst it was resolved at the last meeting of Council that the Council’s marquee could be loaned to the Maresfield Fete Committee, providing that a corner is reserved for a Council display and that it is used for non commercial purposes, no one has yet come forward to use it.

The Parish Annual Report, and Annual Assembly agenda, circulated with papers, were noted. The Clerk reported he had only received two requests for advance copies of the Annual Report.

1448. Forthcoming training courses - The Clerk requested anyone interested in these courses to contact him.

1449. Chairman’s Report followed by questions to Chairman – The Chairman made the following points:-

Sussex Police Authority is tackling under age drinking in Nutley and Maresfield.
EDF contractors have been cutting back trees around power lines and it appears that the wood chippings have been dumped in the Forest. It was noted that the contractors should have commercial waste certificates to show how these chippings were disposed of. ACTION: Clerk to raise with EDF Energy Ltd.

1450. Clerk’s Report followed by questions to Clerk – The Clerk reported that he is awaiting a response from the Assistant Clerk as to whether she is available to cover the Office during his annual leave in July.

1451. Payments to be made: for approval - Payments amounting to £5,191.94 were approved.

1452. Communications – No items

1453. Date of next meeting – 17th June 2008 (Maresfield).

There being no further business the meeting closed at 21:02 hours.