Minutes of the Maresfield Parish Council meeting held on Tuesday 16^th October 2007

in the Memorial Hall, Nutley

Present:         Cllr K Ogden (Chairman), Cllr D Barlow, Cllr R Galley, Cllr A Clarke, Cllr D Finch,

Cllr J Gutteridge, Cllr P Harris, Cllr W King, Cllr C Stevenson, Cllr R Street,

Cllr Mrs V Taylor, Cllr Mrs J Penfold, DCllr Mrs S Martin, DCllr M Hoy, CCllr F Whetstone, Mr T Allen (Clerk) & Mrs C Goossens (Asst Clerk)

A.        Public Session.  None.

1326.   To approve apologies for absence and to note other non-attendance.           

Cllr H Fry and CCllr T Reid.

1327.   Declarations of Interests.  None.

1328.   Minutes of the previous meeting held on 18^th September 2007:-

1.    For adoption.  These were Adopted.

2.    Matters arising from these minutes.

o        Cllr Stevenson, re Item1318, enquired as to the Clerk’s findings with regard the possibility and cost of rotating planning meetings around the three village halls.

The Clerk reported that there is availability at present at both Fairwarp and Maresfield at an approximate cost of £12 per session.  Current costs for planning meetings held in Nutley War Memorial Hall are around £12-£15 depending on length of meeting i.e. approx £150 per year, a provision for which has been proposed for the 2008/09 budget.

1329.   Reports by and questions to:-

1. County Councillors.

CCllr Whetstone reported as follows:

o    In the recently published Area Review for Children’s Services, ESCC was graded as being in the top 17% for the country and achieved a good rating in all areas.

o    The Corporate Assessment as published this week also gave ESCC a good report.  Ranking it at level “3” i.e. “performing well”.  There are no areas where ESCC has performed less than reasonably well, although transport in rural areas is highlighted as an area in need of improvement.  Cllr King asked for increased effort with regard to Rural Transport provision.

o    Last year there was disappointment from many living on the Forest that they were not being kept in touch with what works were being carried out by the Conservators.  A map and schedule of works was circulated illustrating areas of scrub to be cleared out in the coming months.  Anyone with ongoing concerns should be encouraged to look on the Forest website or to visit the Forest Centre for more information.

o    Cllr Barlow referred to a meeting on 8^th August 2007 at Crowborough he attended with Don Ben to discuss the use of S106 monies, relating to development in Crowborough, for community transport purposes, specifically NWCTP.  Cllr Barlow reported that he has heard nothing.  Cllr Whetstone stated that he had no knowledge of the meeting or subsequent developments.

2. District Councillors.

DCllr Mrs S Martin reported as follows:

o    WDC has recently been promoting democracy via road shows at local schools and colleges.

o    WDC is currently preparing its budget for 2008/09 and 30^th November is the closing date for community grant applications.

DCllr M Hoy reported as follows:

o    The Purpose and Priority Report from WDC sets out the District Council’s “Priority and Purpose” for the next 4 years and is available on the website.

o    On the 21^st November 2007 the annual meeting of District and Parish Councillors will be held.

o    On the 29^th November 2007 will be the Safer Wealden Partnership meeting at Barnsgate Manor.

o    Work continues on Wealden’s Sustainability Project.

o    Wealden is promoting an Ancient Tree Hunt and hopes to subsequently find those trees which haven’t so far been noticed.  Local schools may be interested in working on this project.

DCllr R Galley

o    Council Tax Increases are currently being considered as WDC carries out its 3 year financial strategy review.  However, any increases will be on a consistent basis.

o    Annual increases of between 3.5 and 5% are expected.

o    LDF update – 1400 detailed representations from various individuals and organisations have been received.  There will be some difficult decisions to be made.  The only consistent view relates to opposition to extensive development in villages, with a strong urban focus for development which may mean Uckfield and Hailsham.  It has also been noted that there is a limited need for development in rural areas which may include the AONB but with focus on the necessity of maintaining rural identity.

o    East Grinstead Relief Road – discussions are being held between ESCC, WSCC and Mid-Sussex District Council.  What has emerged is that the Development Frameworks of these councils need to be consistent in order for the Government to consider them sound. 

o    Community Transport – a study was carried out in relation to Rural Transport in 2006 and ESCC is also working on this issue.  It was noted that the Parish Council needs to tap into the work that has and is being done.  Cllr Barlow would like this item carried forward as a key matter.  ACTION:  District Councillors.

DCllr K Ogden reported as follows:

o    Affordable Housing – MPC was one of 6 Parish Councils out of 44 who “knew what they were talking about” on this subject in a recent WDC Affordable Housing Survey.

1330.   Council bodies:  Actions, minutes and reports by, and questions to, Chairmen:-
1. Environment.

Cllr Barlow reported that there was no September meeting and as such there is nothing of significance to report at this stage.  The next meeting is scheduled for 30^th October.

As Chairman of the committee he has made the first pass at a budget bid for 2008/09.

The Committee is currently looking at the cost of updating and maintaining the Parish play areas.

            2. Finance & Administration:-

                        I.          Month 6 Financial reports.

There is nothing of great note to report other than that there may be an overspend on salaries, tax and NI, however, this is affected by the Asst Clerk’s maternity pay.

II.            Budget/Precept 2008/09.

It has previously been discussed that any increase in the precept for 2008/09 should, if possible, be limited to 1.5%.  Although, it would be nice if the Parish Council could operate without any increase at all.

The Chairmen of the spending committees met with the F&A committee at its last meeting.  Initial bids suggest that cutting back of the draft budget by some £2000 will be required.

                        III.        To discuss and agree Council’s position regarding the payment of

                                    allowances and expenses.

                        The Clerk reported the following:

o        3 years ago Council discussed Councillors’ basic allowances.

o        It was noted that some Councillors spent considerably more than others and this raised the question as to whether expenses should be paid rather than the allowance.  Advice was subsequently sought from SALC, NALC and the ODPM.

o        Current advice from NALC suggests there is no legal basis on which expenses can be paid.

o        The ODPM says there is no reason why expenses can’t be paid although the Clerk feels that this advice is very unclear.

o        Although legally the Council as a body must vote on whether it thinks an allowance should be paid, individual councillors can then decide whether or not to take the allowance.

o        This is an item which needs to be budgeted for in 2008/09 if agreed by Council.

o        Research suggests that the majority of Councils don’t pay Councillors allowances.

The Clerk proposed that having looked as far as possible into the matter of expenses versus allowances, that the issue of paying expenses had run its course and that the payment of a Basic Allowance be brought back to the table for discussion and agreement at this meeting. 

This was Agreed.

The following points were noted in discussion:

o        There may be individuals who are deterred from standing for Council because they live on a tight budget.

o        The Remuneration Panel sits in the District Council and reviews the level of Councillors allowances.  However, the Parish Council does not have to pay the recommended amount i.e. it could set more or less than the recommended £130 but for a larger amount would need to make a clear justification to Parishioners as it would ultimately have an impact on the precept.

o        Any amount taken by Councillors but not used can be paid back to the Council.

o        Cllr Street noted that the ability has been there for Councillors to claim expenses ever since he has been a Councillor and yet no-one has done so.

o        Councillors can only legally claim expenses for travel and subsistence outside of the Parish.  Paper and ink cartridges etc cannot be claimed for.

o        Cllr Galley noted that there have to be occasions when one says they will work for the community without recompense.  To discourage voluntary work would be a very bad thing.  There are a number of items in the budget which have to be put in for contingency purposes and to add additional contingency items i.e. for payment of Councillors Allowances would be unacceptable. 

o        Cllr Street added that he is not aware of anyone who has been put off applying to become a Councillor for financial reasons.  If the Parish Council knew that someone might be a good Councillor but wouldn’t apply for financial reasons it could address the issue at such a time.

Cllr Galley proposed that the Council does not pay allowances to Councillors, this was seconded by Cllr Street and Agreed by majority.

            3. Planning.

Cllr Stevenson reported the following:

o    O2 is currently appealing against WDC decision to refuse permission for a mast at Tyelands Farm.  In O2s submission they stated that they had fully investigated alternative sites and mast sharing.  In the last two weeks, O2 have received approval for mast sharing at Pippingford with Orange.  In the justification for this recent application, O2 states that it has fully considered all possible sites for Nutley and that Orange mast at Pippingford would provide good coverage on the A22 South of Pippingford including Nutley.  Cllr Stevenson has alerted Planning Inspector to this anomaly but has today received a letter thanking him for his comments although the consultation period has now ended.

o    It is hoped that WDC’s design guide on telephone masts will encourage a more holistic approach to the whole issue.

o    The Planning Committee meets every two weeks, often with a great deal on the agenda.  He would like to thank those who attend regularly and prepare in advance of the meetings.

o    The Ganges restaurant in Nutley recently had an application for a conservatory which the Parish Council recommended refusal, a decision which was mirrored by WDC.  Although the restaurant is currently being refurbished, there is no evidence of the addition of a conservatory to date.

            4. Strategy.                                                                  

o    Cllr Galley reported that further work has been done on the Parish Plan which has today been sent to AIRS.  This document provides a clear statement of the strategic direction of the Parish Council for the next year or two and as such is an important step forward.

o    Cllr King read excerpts from a letter he recently received regarding his queries about the statistics on which the possible closure of the A&E department at the Princess Royal Hospital were based.  It would appear that the decision was made based on economics and that the true customer base for the hospital was in fact ignored i.e. not taking into account half of East Sussex.

o    Cllr Harris reported that the Parish Council “Renaming Competition” will be advertised in the forthcoming Parish Magazines which are to be distributed at the end of this month.

o    Regarding the development of the Parish Office, the Chairman stated that in a recent conversation with the Chairman of the Social Club with regard to the possibility of the Parish Council taking on the use of the adjacent meeting room, he had intimated that only a marginal increase would be feasible.  He also made it clear that the Parish Council is keen to remain in the existing premises if possible.  The Social Club Committee will discuss the matter and revert to Council in due course.

1331.   Outside bodies reports.

o        Cllr King reported that a paper relating to a recent Sussex Police Authority meeting had been circulated and that he was happy to take any questions.

o        Cllr Mrs Taylor reported that under the hat of Maresfield Conservation Group, she together with Mr M Wheeler, Mr D Thompson and Cllr Ogden had met with Lawrence Stringer at ESCC to discuss S106 monies relating to the Persimmon development in Maresfield and that this was an extremely useful meeting.

o        Traffic calming expenditure from the Persimmon S106 monies will be primarily for School Hill and Batts Bridge Road in Maresfield but with consideration also that no displacement onto the lanes should occur.

o        It has been suggested that S106 monies from the Grampian site should also cover measures to prevent rat-running through the lanes i.e. Cobdown Lane, Underhill and Nursery Lane.

1332.   AiRS/SALC Annual conference 9^th November 2007 – to appoint Members to attend.

Cllr King and Cllr Ogden to attend.

1333.   Chairman’s Report followed by questions to Chairman.

o        The Post Office has now re-opened in Maresfield and the Postmistress reports that the original level of business has been maintained.

o        The first small Affordable Housing site (5-6 houses) in the Parish is likely to be in Fairwarp.  Once formal agreement has been obtained from the landowner, WDC officers will meet with the Parish Council prior to consultation with villagers.

o        All Committee Chairmen are running their Committees extremely well.

o        It has been noticeable that a number of “smoking tents” have recently been erected outside local pubs and that these may cause potential disturbance for neighbours.

1334.   Clerk’s Report followed by questions to Clerk.

o        The week before last the Parish Council took part in the latest Forest SID Exercise.  Figures relating to the findings have been circulated to Councillors.  The result of the exercise as a whole will be debated at the next Ashdown Forest Villages Road Safety Partnership meeting.

o        A great deal of work is currently being done in conjunction with Cllr Street regarding budgeting for 2008/09.

1335.   Payments to be made: for approval.  Payments totalling £6953.50 were Approved.

1336.   Communications. The Clerk asked Councillors to consider items for the next edition of The Parish Matters.

1337.   Date of next meeting – 20^th November 2007 (Maresfield).

There being no further business the meeting closed at 20.55.