Minutes of the Meeting of Maresfield Parish Council held on

 Tuesday 16 November 2004 in Nutley Memorial Hall

Present:  Cllr W King, Cllr P Tester, Cllr J Gutteridge, Cllr K Ogden, Cllr R Tester,

Cllr H Fry, Cllr Mrs S Weekes, Cllr C Stephens, Cllr G Hardy.

DCllr J Hollins, DCllr Mrs P Kennedy. Clerk: Tony Allen.

Public Session - DCllr Mrs P Kennedy stated that she had received copies of correspondence between Mr & Mrs Watts, of Park Farm, Maresfield, and ESCC concerning the inclusion of the Watts’ driveway as part of a footpath route. It was agreed that this matter should be referred to the Environment & Maintenance Committee’s next meeting on 13 January 2005, if it was still a live issue.

Cllr King left the meeting. Chairmanship passed to Cllr P Tester.

Mr D Finch attended to seek support from Council for action against WDC concerning the Melbourne property in Crowborough, Road Nutley. Mr Finch explained that he had received a letter stating that the Planning Committee had agreed to support the action that he and Cllr Fry were taking against WDC alleging maladministration and mismanagement over the development of the Melbourne property, which was now being investigated by the Ombudsman. Mr Finch stated that the Planning Committee had indicated that it could not support the case lodged with GOSE, who had been asked to revoke the WDC planning approval for this property. Cllr Fry stated that if action was not taken, a bad precedent would have been set for the Parish, and that they were therefore seeking Council’s support to have the planning approval revoked.

Cllr  King returned to  the meeting.

1.            Apologies for absence - Cllr R Street, Cllr T Sparrow, Cllr S Leaney.

CCllr A Reid. DCllr F Brown, DCllr N Buck, DCllr Mrs S Martin.

2.            Declarations of interest – Cllr Fry as a neighbour of the Melbourne property. Cllr King, prejudicial interest, as the owner of the Melbourne property was an ex client.

3.            Resignation of Cllr Woodgate – The Chairman stated that it was with sadness that he had to report the resignation of Cllr Woodgate, which had been accepted with regret. The Chairman explained that Cllr Woodgate felt that he could not devote the time required for the position of Parish Councillor, and was stepping down to give someone else the opportunity. The Clerk explained that the Notice Of Vacancy would be posted on 17 November 2004, which gave Parishioners 14 days to declare if they want a ballot to be held, and that if 10 or more Parishioners request this a ballot would be held, otherwise the vacancy could be filled by co-option.

4.            Minutes:-

                        4.1            Minutes of last meeting (19 October 2004) for approval – Item 6.2 – Cllr Gutteridge stated that in the last bullet point “…Local Development Framework” should be replaced by “Wealden Local Plan”. The minutes were Approved as amended.

                        4.2            Matters arising from those minutes – None.

5.            Reports by and questions to:-

                        5.1            County councillor – No report or questions raised.

                        5.2            District councillors – DCllr Mrs P Kennedy stated that, at a recent reception held by the Chairman of WDC, it had been noted that WDC were highly rated and hoped to obtain Beacon Status.

DCllr J Hollins reported on the following issues:-

• Telecommunications Masts – the recent Appeal Court decision, overturning health risks as a reason for refusing planning permission for masts, meant that requests for mast siting will increase, and that the 3G masts needed to be closer together than currently. In response to a question by Cllr Ogden, DCllr Hollins stated that WDC were still looking at setting up a special Sub-Committee to control mast applications and sharing
• Car Parking Charges – WDC Cabinet recommendation to go to Council by the end of the year, with the final decision made in February 2005
• Funding - Government financial strategy was causing a redistribution of grants to the north of the country

Council Minutes 16 November 2004                                                    Page 2

• Help Points – user friendly touch type screens were to be installed at WDC offices, giving public access to information about WDC, ESCC and Parish Councils. These would be extended to outreach sites, e.g. Parish Offices
• SEERA – infrastructure appears to have been ignored in proposals for house building in the District
• Road Gritting – in response to a question raised by Cllr Mrs S Weekes, DCllr Hollins stated that this was an ESCC function. Gritting of minor roads was sporadic due to lack of funds. DCllr Mrs P Kennedy stated that Buxted Parish Council had supplied their own grit bins, and also paid for them to be filled up, but that the Parishioners had to spread the grit. It was agreed that this matter should be raised in writing with the Parish Council’s Environment & Maintenance Committee, with CCllr Reid involved as necessary

Cllr P Tester stated that a customer of his had been surprised recently when looking for 100 tons of recycled plastic, only to find out that WDC had 18 tons. DCllr Hollins stated that WDC had just started recycling plastic, which was normally sent on for processing.

DCllr Hollins left the meeting.

6.         Council bodies actions, minutes and reports by, and questions to, Chairmen:-

                        6.1            Business Park Development Sub-Committee – Cllr P Tester stated that a meeting had been arranged for 23^rd November 2004, at which recent correspondence from Lawson Commercial would be reviewed.

                        6.2            Civil Protection – The Clerk circulated copies of the minutes of the last meeting, held on 11^th November 2004. Cllr P Tester reported that the Emergency Plan was well advanced, which would be tested and also reviewed with ESCC and WDC. Cllr P Tester stated that the generator had now been obtained. The Chairman noted that emergency preparations were almost as advanced as they could be.

                        6.3            Communications Team – With regard to the web site, Cllr Fry stated that he had met with Andrew Wallace, fellow member of the Parish Council’s web site Work Group, and that the information required for Peter Coxon, who was developing the web site, would be provided within the next two weeks.

With regard to Parish Matters, the Chairman explained that publication had been delayed due to the illness of Cllr Leaney, and that Cllr Leaney had passed the prepared copy for the issue to the Chairman, which was subsequently passed on to the Clerk. The Clerk stated that he would be meeting with Ms Di Miles, parishioner of Nutley and Chairman of the Nutley Horticultural Society, who was an experienced newsletter publisher, in order to seek help in getting the next issue of Parish Matters produced and distributed as soon as possible. The Clerk stated that, in order to meet the Quality Council requirement of publishing newsletters at least quarterly,  production of all future issues of Parish Matters would be controlled by the Parish Office, hopefully assisted by a couple of Parishioner volunteers, with input from Committees and Councillors.

                        6.4            Environment & Maintenance – Cllr R Tester stated that the Hopgarden in Fairwarp was an adopted road, but considered a low priority for maintenance due to limitations on ESCC resources. Cllr R Tester stated that the two sign posts had been replaced with the help of the ESCC Village Maintenance Team; one at Old Forge Lane and the other at the Duddleswell crossroads.

Cllr Ogden stated that the footpath at Parklands, near the telephone box had several pot holes. ACTION: Cllr R Tester to raise with Alan Stevens, ESCC.

                        6.5            Finance & Administration

·                     Income/Expenditure to Month 7 – Cllr P Tester reported that the Council’s income and expenditure position to date was satisfactory, and that there were no problems to report.

Budget/Precept 2005/06 – Cllr P Tester reported that preparations were well advanced for presentation to Council in December 2004, noting that the Committee Chairman, Cllr Street, was taking a firm line with regard to justification of required funding. It was agreed that Council would decide, at its next meeting on 21 December 2004, whether this Committee had struck the right balance, or was being too restrictive.

Council Minutes 16 November 2004                                                    Page 3

It was noted that Cllr King was now the contact for the Royal British Legion.

It was noted that the purchase of any speed check devices would hopefully be in liaison with other Parishes, and that these devices could be loaned to other groups in the Parish, rather than providing grants for them to be bought separately, e.g. the recent application for a grant from the Crowborough Road Residents Association.

Cllr Hardy stated that the Traffic & Transport Committee may wish to write to the Forest Conservators, inviting them to explain their requirements for hazard analysis.

                        6.6            Parklands Play Area Sub-Committee– Cllr Gutteridge reported that the screening of equipment, to ensure the privacy of Forest Park residents, had been delayed whilst waiting for WDC advice on Health & Safety and the risks associated with the proposed solutions, but that a site meeting with WDC was to be held on 23^rd November 2004. Cllr Gutteridge stated that once WDC approval had been obtained, mock-ups of screens would be produced to identify the best type to be used and the best position for siting, with the full involvement of Forest Park residents affected. The Chairman stated that, once this issue had been addressed, it may be possible for the Sub-Committee to be disbanded. Cllr P Tester stated that the New Parklands Residents Association had requested the option of a meeting of the Sub-Committee to be called on an ad-hoc basis.

                        6.7            Planning – With regard to matters concerning the Melbourne property, raised in the public session, Cllr Fry stated that the Ombudsman would be visiting the site in early December, and asked that the Parish Council write a letter to the Ombudsman expressing its support. This was agreed, noting that this support had already been approved by the Planning Committee. ACTION: Clerk.

Cllr Fry asked that Council overrule on the second issue concerning the revocation of the planning permission, which had not been supported by the Planning Committee. It was agreed that this would be discussed at the next meeting of Council on 21 December 2004.

Cllr Ogden stated that the WDC consultation held on 12^th November 2004 in Nutley, regarding the proposed HOPE Affordable Housing at Hillmead, was well attended. The Chairman stated that WDC were there ‘in force’, but that there had been a poor turn out of Parish Councillors.

·                     Wealden Local Plan – The Chairman stated that, as WDC were not holding an event in Maresfield, the Parish Council would be holding a Village consultation at Bonners School, Maresfield, on 29^th November2004, and that he was currently working on the papers and displays for this event.

                        6.8            Policy Committee – The Chairman stated that changes to Parish boundaries had been submitted to the WDC review, as follows:-

·                     External boundary - to return to the previous boundary at the North of the present Parish, to include the Pippingford Estate and across the A22 to The Chelwood Vachery, then to join Beaconsfield Road and the present boundary near the property Chapelwood Manor.

·                     Internal boundary - the current boundary between Nutley and Maresfield at Picketts Lane is deleted, with the new Ward boundary coming from the ‘Sloop’ at the A22, along the stream to the SW, through the lake and on to the Fletching Boundary.

The Chairman stated that the issue of Councillors Allowances, with regard to loss of earnings, was still being addressed, and that the Committee may suggest that this is a matter for public debate at the next Annual Assembly, but will first seek more advice on what the procedure was for pursuing this course of action, and what limitations (if any) would apply.

The Chairman stated that the Committee sought the approval of Council that consumable stationery items could be supplied to Councillors at the Clerk’s discretion. This was agreed.

Council Minutes 16 November 2004                                                    Page 4

6.9            Strategy Sub-Committee – The Clerk read out the following statement from Cllr Sparrow :-

·                     Excellent report on youth bus pilot in Nutley.  Twenty-three different youngsters attended over the eight weeks.  All really enjoyed the experience.  A survey has given the sub-committee an excellent set of preferences to work on.  Awaiting final report but we are already considering action in Nutley.  Maresfield pilot starts after Christmas and will be publicised.

·         The website working group is gathering essential data.

·         The health needs work is proving difficult.

·                     Public transport needs now taken up by the Traffic & Transport Group. 

·                     Old people's needs to be reviewed through village organisations and churches.

                        6.10            Traffic & Transport Committee – The Clerk circulated copies of the minutes of the last meeting, held on 10^th November 2004. The Chairman stated that due to the resignation of Cllr Woodgate, a Councillor appointment for Chairman of this Committee still needed to be found, and that steps are in hand to do this;  Derek Barlow had kindly agreed to remain as Chairman in the interim.

The Clerk confirmed that the consultation questionnaire would be circulated with the next issue of Parish Matters.

Cllr P Tester stated that the Committee had an issue with the Finance & Administration Committee’s requirement for detailed justification of its budget bid for 2005/06.

7.            Response to Local Plan – The Chairman explained that there were three areas that needed to be addressed:-

1. Affordable Housing in Hillmead, Nutley
2. Local Plan Housing at Park Farm, Maresfield
3. Tourism and development of the countryside

The Chairman stated that he was leading on the first two items and that Cllr Ms M Thomas was leading on the third issue.

The Chairman stated that he was preparing a draft presentation for Councillors regarding Affordable Housing in Hillmead, Nutley, and suggested that Councillors may wish to acquaint themselves with this site. ACTION: Cllr King to produce a briefing document for Councillors.

The Chairman stated that one major local issue of concern regarding Hillmead was the possible demolition of 2 buildings in order to provide access to the Affordable Housing site. Cllr P Tester stated that the architect for this project had informed him that WDC had not yet decided on the means of access.

The Chairman stated that, in relation to the proposed additional 100 houses at Park Farm, he was trying to identify in particular issues that had not been clarified by WDC, including:-

• Village Hall capacity is currently not adequate
• Potential flooding issues
• Educational and medical services

Cllr Ogden stated that he had attended a meeting in Maresfield Village Hall on 15^th November 2004, arranged by the Maresfield Residents Forum and supported by the Maresfield Conservation Group. Cllr Ogden stated that approximately 60 people had attended to support the outright opposition to the proposed housing at Park Farm, and to retain a ‘gap’ between existing and new housing.

8.            Outside bodies’ reports:-

                        8.1            Ford's Green Committee – Cllr P Tester stated that he had been replaced as Chairman by Bert Keeys, and that future reports would be given by Cllr R Tester. Cllr R Tester stated that Mike Francis will continue with the play area inspections.

                        8.2            Maresfield Conservation Group – Cllr Gutteridge stated that the last meeting, held on 28^th October 2004, started the work of looking at the proposed Park Farm housing, which would be finalised at the next meeting on 7^th December 2004. Cllr Gutteridge stated that the Group would oppose the housing and suggest other sites away from the green belt between The Paddock and Park Farm.

Council Minutes 16 November 2004                                                    Page 5

                        8.3            Maresfield Recreation Ground Committee – Cllr R Tester stated that the Committee proposed to remove the hedge which separates the football field and Mr Watt’s field and replace it with a beech hedge. Cllr P Tester stated that the existing hedge was an iron fence with mostly thorny shrubs which had burst footballs. DCllr Mrs P Kennedy advised that planning permission should be sought for this. ACTION: Clerk to speak to Jen Sensier, MRGC Secretary.

The Clerk circulated a report from Cllr Sparrow on Items 8.4 to 8.7, reproduced in the relevant Items below:-

                        8.4            Wealden District Association of Local Councils – “Significant progress in the Police/Parish co-ordination programme.  A letter shortly to all Parishes from the Crime & Disorder Reduction Partnership, Sussex Police and the LSP to ask each Parish to nominate a councillor as the Police contact.  Then a conference (one North Weald, one South Weald) to develop the co-ordination programme which, it is proposed, include real, local, police partnership projects.”

The Chairman stated that liaison with the Police was an important issue and that he and Cllr Fry had attended a recent consultation event, held by Sussex Police in Heathfield, and would be meeting Inspector Richard Allum in December 2004 to discuss the Policing Plan.

The Chairman noted that other Parish Councils were also not satisfied that Sussex Police appeared to have no wish to connect directly with rural communities. It was noted that Buxted Parish already had Police Community Support Officers (PCSO’s) and that PCSO’s were expected in Maresfield Parish who would need help in settling in to the community.

                        8.5            Action in rural Sussex – “The AGM at Ardingly included presentations to the East Sussex (Mayfield) and West Sussex (Fittleworth) Villages of the Year.  Presentations by GOSE and the Regional Assembly identified their greater interest in process, i.e. structures, than in delivering real help and support to rural communities, especially Parishes.  Discussion demonstrated that many Parishes are carrying forward ideas and projects which directly help their communities.  Hopefully these will be captured and published.  There was a call for AirS to reinstate the East Sussex Rural Forum.”

                        8.6            Wealden Local Strategic Partnership – “Apart from Police Forums (above) no further developments as does not meet until 8 December.  Meetings and action will, thereafter, speed up.”

                        8.7            Sussex Association of Local Councils – “At the recent AGM, very serious concern expressed that although government pays lip service to the value of Parish Councils, they are not being written into legislation and actions and this has to be addressed.”

9.            Chairman's Report – The Chairman stated that the current treatment of hunting by Parliament was causing him great personal concern, to the point that he may feel compelled to withdraw from public duties, as he saw this issue as an abuse of political power.

The Chairman was thanked by the meeting for his hard work and tremendous input, particularly with regard to the Local Plan and Local Development Framework and for his approach taken at a recent meeting with Nigel Coltman, Leader of WDC.

With regard to Item 6., the Chairman stated that he wanted Councillors to talk to him personally about the issue of increasing work for the Council and the limited resource available to address it.

10.            Clerk's Report – Re. Item 6., the Clerk explained that he would monitor the progress of the proposed Code of Conduct for Local Government Employees, as if this was enacted, it would form part of his Contract of Employment

Re. Item 7., It was agreed that the appointment of a Police Liaison Councillor should be an Agenda Item for the next meeting.

11.            Payments to be made: for approval – These were Approved.

Council Minutes 16 November 2004                                                    Page 6

12.            Independent review of the process used for the identification of potential Affordable Housing sites - Report by Clerk – The Chairman explained that, over the past few years, the Planning Committee had considered potential Affordable Housing sites for discussion with WDC, and that in late 2003 Cllr Ogden, Cllr Leaney and himself met with WDC to suggest these sites for the Parish. The Chairman stated that a few months ago a couple of Councillors on the Planning Committee stated that they had not previously heard of Hillmead in Nutley as being a potential site, and that this had caused him to ask the Clerk to investigate whether the Councillors involved in the discussions with WDC had acted properly; the Clerk subsequently setting up the Independent Review.

Cllr King and Cllr Ogden left the room to promote free discussion of this Item. Chairmanship passed to Cllr P Tester.

Cllr P Tester stated that he felt the review was very good and commended the Clerk and Steve Brigden, Clerk of Lewes Town Council who lead the Review, for their approach and hard work. Cllr P Tester noted that there had been a minuted authority for the discussion with WDC, but that it would have helped if the outcome had been reported to Councillors at the time. It was agreed that the findings of the Review should be accepted.

Cllr King and Cllr Ogden returned to the room.

The following Actions were Agreed:-

• Policy Committee to look at the detailed comments in the Review concerning Remits, Standing Orders and Council’s ‘culture’
• Clerk to copy the original list of proposed Affordable Housing sites to Councillors
• Clerk to send a letter of thanks to Steve Brigden, Clerk of Lewes Town Council

DCllr Mrs Kennedy left the meeting.

13.            Disability Discrimination Act – Council access policy and action required – It was agreed to adopt the Policies contained in the Clerk’s paper dated 4^th November 2004, subject to the amendment that meetings would be moved to more accessible venues “when requested by a Parishioner”. It was agreed that the Finance & Administration Committee should progress the actions contained in the Clerk’s paper.

14.            Freedom of Information Act– adoption of model Publication Scheme – It was agreed to adopt the model Publication Scheme for Parish Councils. ACTION: Clerk to submit the Scheme to the Information Commissioners Office.

15.       Dates of next meetings:-

15.1            8^th December 2004 – Special Council meeting at Bonners school

15.2            21^st December 2004 - Full Council meeting at  Maresfield Village Hall

There being no further business, the meeting closed at 22:00.