Minutes of the Maresfield Parish Council meeting held on Tuesday 21st October 2008

At 7.30pm in the Village Hall, Maresfield

Present:        Cllr K Ogden (Chairman), Cllr W King, Cllr D Barlow, Cllr R Galley, Cllr J Handley,

Cllr P Harris, Cllr C Stevenson, Cllr A Clarke, Cllr J Gutteridge, Cllr D Finch, Cllr H Fry, Cllr R Street,

Cllr Mrs V Taylor, DCllr Mrs S Martin, CCllr A Reid. Clerk T Allen and Minutes Secretary Julie Best.

A.        Public Session – None.

1488.    To approve apologies for absence and to note other non-attendance – CCllr F Whetstone,  DCllr N Buck, DCllr M Hoy, Cllr Mrs J Penfold.

The Chairman asked Councillors to do their utmost to support all three villages in the Parish as, even if it is approved, the proposed separation of Maresfield Village will not occur for at least 18 months.  The Chairman asked Cllr Finch to arrange a Christmas ‘get-together’. 

1489.   Declarations of Interests – Cllr A Clarke re. Item 1499, one of the people tendering being an acquaintance who has done work at Cllr Clarke’s property.

1490.   Minutes of the previous meeting held on 16^th September 2008:-

1.    For adoption – Page 3, Item 1481.1.I, Cllr King’s amended resolution to read:-

“Resolution by Cllr King that the play areas at Maresfield Recreation Ground and Fords Green, Nutley, be re-built and re-equipped to conform to current standards during the financial year 2009/10 subject to the Financial & Administration Committee advising that financial provision can properly be included in the Council’s 2009/10 budget on the basis of borrowing the necessary funds, with provision for annual repayments of capital and payment of interest”.

Page 2, Item 1481.1, to read “High Street Nutley”.

Page 4, Item 5, Report was from the “Working Party”.

It was resolved to adopt the minutes, as amended.

2.            Matters arising from these minutes – The Clerk reported that the farewell presentation to Mrs Goossens would take place at the December 2008 meeting of Council.

1491.   Reports by and questions to:-

1.            County Councillors – CCllr Reid gave the following report:-

• No ESCC money had been deposited in Iceland Banks.
• The first report from the consultants on the ‘zero-stake’ review of public transport had been received. Parish Councils will be consulted in due course.
• The Uckfield Master Plan Steering Panel had met with Tesco following the public presentation to get a summary of feedback; 1400 people had attended the presentation held in Uckfield.
• At the recent SEERA Plenary meeting all 74 Local Authority representatives agreed comments to the Secretary-of-State’s proposed changes to the SE Plan; agreed to joint working when SEERA is disbanded; and ESCC is to work closely with Mid-Sussex and West Sussex to deliver the requirements of the SE Plan.
• In answer to a question from Cllr King concerning how the £240k S.106 contribution from the Park Farm development to the Uckfield Master Plan was calculated, bearing in mind that this money is needed for mitigation measures in Maresfield Village, CCllr Reid is to investigate and report back.
• As Persimmon has withdrawn its option on the Park Farm site, it is likely that the S.106 commitment will be reconsidered with any new developer.

            Cllr Harris joined the meeting.

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

More than 100 young people attended Herstmonceux Castle from rural schools in Rother, Wealden and Lewes Districts.  Discussion sessions took place regarding young people’s problems in their communities.  Points raised were:

o   25% of the population of Wealden DC are young people.

o   The biggest issue raised was that they had nothing to do when not at school when they would like to meet their friends.

o   Play parks in villages were for under 12 year olds.

o   Would like hard standing area for netball/kick balls etc for over 12’s.

o   Ideally would like seated sheltered areas on village greens.

o   No public transport, particularly in the evenings and at weekends.

o   Parents provide transport.

o   Cinemas too expensive at £6 per ticket for over 14 year olds.

o   No jobs available at 14.

o   No shops in villages – so have to travel to towns.

o   Villages have too many old people living in them.

o   Generation gap in the community.

o   Older people stereotype the young people.

o   Adults think they know what young people want – do not ask them.

o   Each village should have a Youth Parish Council.

o   Young people want their views to be heard.

o   At what age are young people classed as adults.

Cllr Galley reported as follows:-

·         Regarding the Secretary-of-State’s proposed changes to the SE Plan, a letter of objection has been sent in relation to the number of homes proposed and the lack of investment in waste, water and highways.

·         Government rules have meant changes were needed to WDC’s LDF timetable. Following the Issues & Options consultation, the 1200 responses received were analysed to provide evidence based content for the LDF Documents.

·         The Outline Core Strategy consultation will take place in May 2009, following which there will be an Examination In Public. It is not expected that this will be signed-off before 2011.

The Chairman reported that WDC’s current budget of c.£30k for housing homeless families in B&B accommodation had been exceeded, with first quarter expenditure in the region of £100k; and that WDC has the facility to advance up to £1500 to destitute families to allow them to put a deposit on rented accommodation after which benefits can be claimed.

1492.   Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions:-
1. Environment:-

                        I.          Development of Parklands Play Area - recommendation that Council

authorises in principle that the project, as proposed by the Parklands Residents Association can proceed – Cllr Barlow referred to a presentation given at the last Environment Committee meeting, and documents produced by the NPRA, stating that a thorough approach had been taken by a committed team.  The Clerk stated that no funding was being requested at this stage and that NPRA will be conducting wide consultation and will submit final plans for Council’s approval in due course. It was resolved that in principle the project, as proposed by the Parklands Residents Association can proceed.

II.            Rebuilding of bus stop on the A22 at Cackle Street, Nutley – The Clerk reported that quotes are awaited for the rebuilding of this bus stop, which has an insured value of £3510.43.

                        III.        Draft Minutes of the meeting held on 18th September 2008 – noted.

            2. Finance & Administration:-

                        I.          Month 6 – 2008/09 Financial Reports – Cllr Handley stated that there were no issues to report.

II.            Minutes of the meeting held on 9th September 2008 – noted and received.

III.           Draft Minutes of the meeting held on 7th October 2008 – noted.

                        IV.        Replacement of Assistant Clerk – recommendation that Council authorises the immediate filling of the vacancy created by the resignation of the Assistant Clerk – The following points were noted in discussion:-

·        Whilst the recommendation of the Committee is accepted, there were some serious reservations about making a long-term appointment in view of the bid by Maresfield Village to have its own Parish Council.

·        A one year contract, extendable by mutual agreement, would be best.

·        Once the new Assistant Clerk is in place, a set of clear, value added and measurable targets and objectives should be developed for the Parish Office.

·        Whilst the suitability of the current Parish Office accommodation is under review, this should not delay the appointment of a new Assistant Clerk.

It was resolved by majority that a replacement Assistant Clerk should be appointed immediately, subject to the following:-

1.    Appointment will be on a one year contract, extendable by mutual agreement.

2.    Targets and objectives should be developed for the Parish Office by the Finance & Administration Committee and the Clerk.

3.    The recruitment process is to be managed by the Finance & Administration Committee and the Clerk.

V.         Funding for play area works – Cllr Handley reported that this matter had been looked at by the Finance & Administration Committee at its last meeting, noting that it was difficult to give any firm advice on raising funds for these projects at the moment, as the onus seemed to be on ascertaining the level of grants and lottery funding available first; a task which Cllr barlow, Cllr Harris and Cllr Stevenson have just undertaken. The following points were noted in discussion:-

·         Unsecured bank loans are expensive.

·         The possible split in the Council would mean that it is unfair to ask Parishioners in all villages to pay for these projects.

·         The Fairwarp play area was funded mostly from grants.

·         A lot of information and help is available on the internet.

·         Demand for Government funded initiatives is extremely high.

·         WDC has been awarded £2.3M by the Warr Partnership.

·         The cost to develop both the Fords Green and Maresfield Recreation Ground sites could be as high as £100K.

·         The Finance & Administration Committee will discuss this matter again at its next meeting and report to Council at its meeting on 18th November 2008.

VI.        Request that Council authorises the virement of budgeted funds as follows:-

a)         From the Budget Heading 4405 ‘Election Costs’ to the Budget Heading 4506 ‘Street Light Replacements’, to enable the streetlight replacement and repair works at Parklands, Maresfield, to proceed – It was resolved that this virement should be made; details to be agreed by the Finance & Administration Committee.

b)         From the Budget Heading 4020 ‘Stationery & Printing’ to enable the required Electrical Safety Inspection and PAT testing to be carried out at the Parish Office – It was resolved that this virement should be made; details to be agreed by the Finance & Administration Committee.

DCllr Mrs Martin left the meeting.

            3. Planning:-

I.          Minutes of the meetings held on 8th September and 22nd September 2008 – noted and received.

II.            Draft Minutes of the meeting held on 6th October 2008 – noted.

Cllr Stevenson stated that he had nothing further to report in addition to the minutes.

            4. Strategy:-

I.          Minutes of the meeting held on 4^th August 2008 – noted and received.

II.         Draft Minutes of the meeting held on 29th September 2008 – noted.

Cllr Galley reported as follows:-

• The Village Gateways are expected to be installed by the end of March 2009.
• A fixed speed camera has been approved for Nutley High Street.
• The implementation of a weekly Outreach Post Office service for Nutley seems promising; just waiting to see if the Sub-Postmaster approached is willing to do it.

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

• The Sub-Committee would like consideration to be given to investigating the possibility of registering an extra strip of land identified between the edge of the Recreation Ground and Mr Watts’ drive, possibly to claim as common land.
• Caution should be taken with claiming common land rights, as these can prove restrictive.
• Mr Watts now resides in Portugal so direct negotiations are now not possible.
• The Sub-Committee is disappointed that negotiations with Mr Watts had not progressed further.
• The Sub-Committee is worried about how the Council would finance a legal challenge by Mr Watts to a Registration of access by Easement.
• An approach directly to Mrs Watts was not helpful.
• The Council has access already; it just needs Mr Watts to withdraw his objection.

It was resolved that the Sub-Committee should investigate the possibility of registering an extra strip of land identified between the edge of the Recreation Ground and Mr Watts’ drive, in consultation with the Land Registry.

            6. Working Party on development of the Parish Office – Members of the Woking Party stated that there was no progress to report as, despite several efforts, there had still been no formal response from the Social Club. It was resolved that a letter should be sent to the Social Club stating that the Parish Council has no other option but to consider other sites for the Parish Office and will be seeking information from local agents. ACTION: Cllr King and the Clerk.

1493.   Outside bodies matters – Cllr Street reported on the first meeting of the Forest Conservators Parish Liaison group as follows:-

• Objectives for the group are being set.
• The Conservators have decided that they want to deal just with Parish Councils, i.e. not all stakeholders.
• The group will meet four times per annum.
• An annual open public meeting is being discussed.
• Parish Councils can put items on the agenda for meetings of the group.
• Items discussed at the first meeting of the group included:-
  • The use of mountain bikes on the Forest – this is an ongoing debate.
  • The effect of the SE Plan on the Forest.
  • Results of the recent SID exercises.

It was resolved that, as Cllr Mrs Penfold is not currently able to commit time to attending meetings of this group, Cllr Stevenson should be the Council’s second representative.

1494.   Consultation by the Department for Communities and Local Government on the making and enforcement of byelaws – The Clerk reported on the background to the consultation document noting that it appeared to mainly affect authorities who currently make byelaws, although Parish Councils can also make byelaws. It was resolved that no response was required.

1495.   Chairman’s Report followed by questions to Chairman – The Chairman reported on changes to Permitted Development Rights under Planning Law, progress on affordable housing in the Parish, and a forthcoming meeting on the Grampian site.

1496.   Clerk’s Report followed by questions to Clerk – The Clerk reported that a number of Parishioners had commented on the absence of the Council’s marquee at Village Fetes this summer. 

CCllr Reid left the meeting.

1497.   Payments to be made: for approval – It was resolved to approve payments amounting to £3,674.97.

1498.   Communications – The Clerk stated that more articles are required for the next edition of Parish Matters.

To give consideration to the next item being discussed in closed session; that in view of the confidential nature of the business to be transacted, i.e. the discussion of tenders, it is advisable in the public interest that the public and press be temporarily excluded and that they are instructed to withdraw.

It was resolved that the rest of the meeting should be conducted in closed session.

1499.   Urgent tree works required at Maresfield Recreation Ground – After discussion of the merits of all tenders submitted, it was resolved that the tender from Simon Paddon be accepted.

1500.   Date of next meeting – 18th November 2008 (Nutley).

There being no further business the meeting closed at 21:30 hours.