Minutes of the Maresfield Parish Council Meeting held on Tuesday 17^th November 2009 at 7.30pm in Nutley Memorial Hall

Present:       Cllr W King (Chairman), Cllr K Ogden, Cllr D Finch, Cllr P Harris, Cllr D Barlow,

Cllr J Gutteridge, Cllr Mrs V Taylor, Cllr C Stevenson, Cllr A Clarke, Cllr R Galley, Cllr J Handley,

DCllr Mrs S Martin, Clerk T Allen, Asst. Clerk Mrs J Bradford.

A.   Public Session – Ellie Boultbee, Craig Black, Fran Davies and Charlotte Savage in attendance to deliver a presentation of the final project plan of the new Parklands play area scheme.  Mr Nick Dimopolous, Mr and Mrs Cox, Mr and Mrs Compson, Mrs Linda Warren, Mrs Pat Palmer, Mr Ian Foster, AFHC Project Manager, Mr Graham Credland, PCT Primary Care Leader.  Mr Dick Thompson, Vice-Chairman of Maresfield Conservation Group, Mr D Hutchinson, Chairman of Nutley Conservation Group.  PC Kaley Pearce and PCSO Katie Breeds.

The Chairman welcomed everyone to the meeting, including PC Kaley Pearce who is the new leader of community policing. 

A1.      Mr Graham Credland, Primary Care Premises Lead for East Sussex Primary Care Trusts, will be giving an update on the progress towards the establishment of a Satellite Branch Surgery in Nutley – Mr Credland introduced himself to all those attending, and gave a detailed outline of the workings of the PCT and what it strives to achieve.  He spoke about the structure and funding for GP’s surgeries and satellite surgeries, and how the South East Plan has set targets which it needs to achieve from a minimal amount of given funding.  He noted that there are gaps in this rural County where service provision is not accounted for.

Mr Credland emphasised the requirements and priorities for Maresfield Parish achieving its goal of siting a Satellite Surgery in Nutley village, but noted that he could not foresee the PCT board sanctioning a temporary Satellite Surgery at this present time due to the current economic climate and other contributory factors, such as the greater needs of other districts; Mr Credland stated that he had notified the AFHC of this in July 2009.

Mr Credland suggested that the Parish Council should speak to Hartfield Parish Council, as they lost their doctors surgery in 2002, and moved into temporary portacabins from 2002 until 2009 when a permanent surgery for their village was accomplished.  It could be seen as a positive step in understanding the processes they took to achieve a GP’s surgery.

Mr Credland suggested that the Parish Council should set up a partnership/focus group between GP’s, Primary Care Leaders, landowners and the Parish Council working together to discover a strategy which will achieve the Satellite Surgery which the Parish and AFHC require.

Mr Credland spoke about house building pressures on the PCT and noted that Section 106 monies received through the development of new homes in the Parish, especially those new homes that have been allocated to be built in Maresfield, as available to provide the funds that such infrastructure demands; he referred to the PCT’s expectation that in any new development there would be a Community Infrastructure Levy contribution to the PCT of £400 per dwelling. Cllr Mrs Taylor and Mr Thompson noted the potential for conflicting priorities in the Parish as Maresfield village would hope that such monies remain in the village for other more needy projects, such as traffic calming, and not be passed forward to the development of a temporary Satellite Surgery in Nutley.

Councillors and Members of the attending public raised various issues, highlighting their concerns of not attaining a Satellite Surgery in Nutley.  It was noted by several people that the doctor’s surgery in Forest Row is currently operating in premises that are far too small, emphasising the PCT’s obligation to reach the challenge set; to work together with this Parish to attain this surgery.

A2.      Presentation by the New Parklands Residents Association of the final Project Plan for the development of the Play Area – PCSO Katie Breeds spoke on behalf of the Sussex Police in congratulating the new Parklands Residents Association on all their hard work thus far in obtaining funding for the new play area at Parklands in Maresfield.  PCSO Breeds reported that there had been no reports of anti social behaviour around the estate in the last six months, and gave her full support for the project.

Mr Fran Davies, Consultant for the play area scheme, noted that the submission of the second stage of the application has taken place, with funding now near to completion.  A total of £80k will have been raised for the project.

The Chairman asked about the level of support and opposition that the project had received.  It was noted that a massive amount of support had been received from the majority of residents in Parklands.

The only small amount of opposition was originally from residents at Forest Park whose gardens back on to the new play area site.  Any issues have now been resolved following the written consultation, where it was understood that straying footballs being kicked into residents’ gardens were a continual nuisance; therefore a four metre high fence will be built to combat this problem; Mr Black said that the neighbours have accepted the fence proposal.

Both Cllr Mrs Taylor and Cllr Ogden agreed that the work and dedication of the Parklands Residents Association throughout this project has been fantastic, and shared the view that this undertaking be given full support by the Council.

Ellie Boultbee stated that a provision for maintenance is needed towards the upkeep of the new play area, and requested that the Council make a commitment for this provision of £1000.00 per year.  The Chairman explained that the Council is in the process of setting next year’s budget, and this request will be discussed and decided upon during the next Finance & Administration Committee and the next full Council meeting.

At this time the Chairman put to the Committee that final full approval should be granted to the New Parklands Residents Association, for the work presented in the October 2009 project plan to be undertaken at the play area.  It was resolved that this permission be given.

(All members of the Parklands Residents Association, PCSO Breeds and PC Pearce left the meeting).

A3.      Other public matters – None.

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

1661.   To approve apologies for absence and to note other non-attendance – Cllr Mrs Brady,

Cllr Street, CCllr Reid, CCllr Whetstone, DCllr Hoy and DCllr Buck.

1662.   Declarations of Interests – None.

1663.   Minutes of the previous meeting held on 20th October 2009:-

1.    For adoption – It was resolved to adopt the minutes.

2.    Matters arising from these minutes:-

I.              Community Involvement – ‘Making it Happen’: –

a.            Development of the current Parish Plan into a new Community Led Plan (CLP) – The Chairman noted that the first stage of discussions in connection with the Parish Plan took place at the last Strategy Committee meeting on 5^th November 2009.  Cllr Barlow reported that Ms Faustina Bayo who is the Action Plans Development Officer at AiRS will be attending the next Strategy Meeting on the 8^th December 2009 and will be willing to help with the review of the Plan and provide guidance, as well as address any concerns that may arise.  

The Chairman noted that the minutes of the previous Council meeting raise an uncertainty as to responsibility for this exercise as between Council and Strategy Ctee and suggested that Council should take responsibility for it; and that it should set up a Working Party with authority to lead the project and manage the work involved. This approach could enable smaller teams of individuals to work together to create a far more inclusive outcome which could lead to faster moving results and a more effective Plan.

(The Chairman opened the meeting to enable an additional public session).

The Chairman asked Dick Thompson for his thoughts on this matter. 

Dick Thompson (Vice-Chairman of MCG) noted that their Secretary, Michael Wheeler, has responded to this question also, and stated that the Group had endorsed working together in partnership with the Parish Council to collate the necessary information for the new Parish Plan.  He also noted that there is greater flexibility in working in collaboration with various groups in the community; however it must be recognised that different villages carry different ideas and objectives and these notions need to be built upon in order for it to be successful.  It was also recognised that the Plan should carry specific priorities/terms, which it must endeavour to complete.

Mr D Hutchinson, Chairman of Nutley Conservation Group also agreed that consulting all the active community groups, in all three villages is a positive step to developing a Parish Plan that encompasses all focal subjects.

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

It was resolved that development of the Parish Plan be under control of the Council; that a Working Party be set up to manage the process, and Cllrs Clarke, Ogden, King and Stevenson were appointed to it. The Chairman concluded by noting that ‘evidence of need’ is a prerequisite to a functional Parish Plan and suggested a time frame for the finalisation of the Plan at April 2010; Cllr Taylor suggested that this was unlikely to be realistic and it was agreed that June 2010 should be the target for completion, and that the Working Party should report back to Council in February 2010.

b.            Improving Parish Council communications – The following points were noted in discussion in reference to Cllr King’s and Cllr Stevenson’s paper:-

·                    Parishioners have a responsibility to read information that is freely available in order for them to make informed choices.

·                    The question of “how interested are individuals in the work and practices of the Parish Council?”  This is a difficult obstacle for the Council to overcome.

·                    Q2.  Who is the representative group that counts? An issue to be resolved ad hoc.

·                    Q3.  It was agreed that enthusing parishioners is part of the task.

·                    It was suggested that a few people had struggled with this paper in comprehending the issues it raised.  The general aims of the paper were wholeheartedly recognised; i.e. to determine what communications the community needs, but an air of caution was evoked by many for fear of moving too fast, and not fulfilling the task at hand.

·                    Q5, 6 &7.  It was noted that ‘The Parish Matters’ magazine is currently only published twice a year, with publication taking place one month after current issues have been raised, leading to a large time lag in news and information.  The possibility of a Parish news letter was suggested, which could be left by shops for easy distribution, and sent by email. 

·                    Q12.  It was agreed that an editor may be needed to manage the overall running of the project, and this work could be taken on by an individual outside the Parish Council. 

It was noted that the matter of communications will be progressed by a Working Party of the Strategy Committee, comprising of Cllr King, Cllr Stevenson and the Clerk.

c.            Involvement of non-Councillors – It was noted that more non-Councillors are required for participation in committee meetings, i.e. Strategy Committee in particular, in order to maintain fresh ideas and opinions from members of community groups in the Parish. A good possibility is to try to retain those who assist in the development of the Parish Plan. ACTION: Committee Chairmen to investigate this matter.

II.            Other matters arising from these minutes – None.

1664.   Reports by and questions to:-

1. County Councillors – No reports.

2.            District Councillors - DCllr Mrs Martin reported on Wealden District Council and its main focus of activity in the last month across the district.  The following topics were covered:-

·         Wealden District Council is the largest District in East Sussex, with many small businesses and self employed home workers staking their part as the backbone of economic activity in Wealden.

·         WDC has recently retained their Charter Mark Status, and has also been awarded the ‘Investors in People’ award for the sixth year running.

·         Kerbside recycling is hoped to be rolled out across all areas not previously covered by mid 2010.

·         The free swimming to the ‘over 60’s’ has proved to be a huge success with over 7000 people taking part.

·         The current financial recession has affected many different walks of life, with many individuals loosing their jobs.  It was noted that WDC has been able to assist those in need, or to signpost them to agencies that can assist in such matters, i.e. Citizens Advice Bureau.

·         The current financial climate has also affected the District Council, with a reduction in income from investments.  WDC has launched a transformation programme which will look at all areas of the Council’s financial activities and how it passes these on to the community.

Cllr Ogden reported on the shield that Michael Wheeler (Secretary of Maresfield Conservation Group) had been awarded by WDC; the ‘Wealden District Council Civic Award’ for his hard work and outstanding efforts on behalf of the community.

Cllr Ogden informed the Council that signage for the new Waste Site near Maresfield is now in place at various locations around the village.  ACTION: Clerk to write to Lawrence Stringer at ESCC Highways Dept to thank them for undertaking this work.

1665.   Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions:-
            1. Environment Committee – The circulated report was noted.  Cllr Mrs Taylor reported that the new springer horses for the Fords Green play area are near to completion.  Pictures of the new horses were shown to Councillors who all agreed that they looked of very high quality.

I.          Draft minutes of the meeting held on 27th October 2009 – Received.

            2. Finance & Administration Committee:-

I.          Month 7 - 2009/10 Financial Reports – Cllr Handley reported that Pass 2 for the 2010/11 budget/precept had now been completed, with a meeting between himself and the Clerk taking place on Thursday 19^th November 2009 to go through the budget/precept figures in more detail.  The Council’s current banking arrangements with Barclays have been under discussion in recent F&A Committee meetings with the requirement of identifying an improved service for the Council a necessity.

The Chairman noted that in a recent SALC survey, around 80 parishes reported problems with Barclays.

II.         Minutes of the meeting held on 10th September 2009 - Received.

III.           Draft minutes of the meeting held on 15th October 2009 - Received.

            3. Planning Committee – Cllr Harris noted that further discussions in reference to the new planning application delegation process are due to take place at the next committee meeting on the 23^rd November 2009.

Cllr Galley reported on the Northall Clay Pigeon Shooting Club planning application, stating that the noise impact on the surrounding countryside is an important factor in this application; and it will be decided by the WDC Planning Committee North.

I.          Minutes of the meeting held on 12th October 2009 - Received.

II.         Draft minutes of the meeting held on 2nd November 2009 - Received.

            4. Strategy Committee – Cllr Barlow noted that Ms Bayo is to attend the next Strategy meeting on the 8^th December 2009.  Cllr Barlow raised his concerns in connection with Mr Credland’s remarks that the PCT would not currently support the siting of a Satellite Surgery in Nutley.  It was recognised that much effort and hard work had taken place to get to this point of negotiations, and it was most disheartening and totally surprising to hear Mr Credland’s comments.

I.          Minutes of the meeting held on 8th October 2009 - Received.

            5. Maresfield Recreation Ground Access Sub-Committee – The following points were noted in discussion:-

·         Cllr Mrs Taylor reported on the email she sent to Mrs Watts concerning the situation between the land owners and the Parish Council in light of the Maresfield Recreation Ground access road. 

·         Cllr Mrs Taylor explained that she had recently received a letter from Mrs Watts’ solicitor, Mr Sagoo, which she believed contained many inaccuracies of fact, and could be seen as ‘delaying tactics’. It was resolved that a response to Mr Sagoo be sent to highlight these inaccuracies.

·         Cllr Mrs Taylor stated that there now appeared to be little option other than to apply to the Land Registry for an easement by prescription to secure the Council’s access rights in perpetuity.

·         The possibility has now arisen that the Council may have to seek legal advice in order to obtain clarity.

·         It was resolved that a final decision on making an application to the Land Registry to secure the Council’s rights of access be deferred to the next meeting; and the Clerk confirmed that he will work with Cllr Mrs Taylor and the Working Party in view of this recent letter from Mr Sagoo, to look back through previous papers, and take advice if necessary.  ACTION: Clerk, Cllr Mrs Taylor and the Working Party to discuss options.

            6. Working Party on development of the Parish Office – The Clerk noted that the original lease for the Parish Office was drawn up by Dawson Hart Solicitors back in 2003.  The current lease had been slightly updated by the Clerk and sent to the NALC Legal Team for its input and perusal, and it has suggested that the Council appoint a solicitor to produce an updated lease for the new Parish Office set up.  Dawson and Hart have quoted £750.00 to take on this proposal.

The Chairman made reference at the requirement of gaining other estimates from local solicitor firms for production of the new lease; Wynn Baxter was noted as the firm Council had chosen to advise on the access issue to Maresfield Recreation Ground. ACTION: Clerk.

The Clerk reported that the Social Club has agreed that the removal of the partition wall.  

1666.   To receive a report from, and put questions to the Chairman – The Chairman made note of his report and asked Councillors if they had any questions?  No questions were raised.

1667.   To receive a report from, and put questions to the Clerk – The Clerk made note of his report, and asked all Councillors if they had any further names and addresses that they wished to add to the Council’s Christmas card distribution list.  The Clerk also noted that a date for the Veolia Waste Site visit was soon to be finalised, and he would inform everyone involved as soon as he had the information available.

1668.   Maresfield Recreation Ground – approval of the 2008/09 Maresfield Recreation Ground accounts and the return to the Charity Commission – It was resolved that the 2008/2009 Maresfield Recreation Ground accounts be approved and that the Clerk should make the return to the Charity Commission.

1669.   Payments to be made - for approval – It was resolved that payments amounting to £4005.05 be approved.

1670.   Communications:-

            1. Next edition of ‘The Parish Matters’ – The Clerk referred to the next edition of ‘The Parish Matters’ magazine, and suggested that the Council “hold fire” on the publication until January 2010 when all the updated information is available for the new 2010/11 budget /precept for the Parish.

1671.   Date of next meeting – 15th December 2009 (Maresfield).

There being no further business, the meeting closed at 21.45.