Minutes of the Maresfield Parish Council Meeting held on Tuesday 20^th October 2009 at 7.30pm in Maresfield Village Hall

Present:       Cllr W King (Chairman), Cllr K Ogden, Cllr Mrs G Brady, Cllr D Finch, Cllr P Harris,

Cllr J Gutteridge, Cllr Mrs V Taylor, Cllr C Stevenson, Cllr A Clarke, Cllr R Galley, Cllr R Street, DCllr Mrs S Martin, CCllr A Reid, Clerk T Allen, Asst. Clerk Mrs J Bradford.

A.        Public Session – Mr Fred Thorogood in attendance to support Cllr Finch.  Ms Vivien Levy from the Courier Newspaper was observing the meeting.

Mr Thorogood spoke to Councillors, to act in support of Cllr Finch.  He referred to particular events which related to Cllr Ogden’s working ethos, noting that on previous occasions he has not satisfied requests that were expected, and asked of him, in turn leading to a lack of confidence in his ability to complete tasks.

Mr Thorogood requested that Cllr Ogden feel free to ask him any questions in response to his comments.  Cllr Ogden declined to comment.

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

1648.   To approve apologies for absence and to note other non-attendance – CCllr Whetstone and Cllr Handley. 

1649.   To report on the resignation of Cllr Hanno Fry – The Chairman reported on the resignation of Cllr Fry, expressing his gratitude towards his time as a Councillor.  It was noted that Cllr Fry worked hard to press for Quality Council Status, and showed forward thinking and tenacity in all areas of his work.  This notion was supported by Council.

1650.   Declarations of Interests – In relation to several items, Cllr Mrs Taylor, Cllr Gutteridge and Cllr Ogden as members of the Maresfield Conservation Group.  Cllr Mrs Taylor and Cllr Gutteridge as members of MRGC.  Cllr King in relation to Item 1656, as Secretary of Nutley PCC.

1651.   Minutes of the previous meeting held on 15th September 2009:-

1.            For adoption – Item 6, 3^rd paragraph; Cllr Finch stated that at no time had Cllr Ogden reported the correct procedure when raising a cheque.  Cllr Finch noted that during the meeting with the Social Club Committee Cllr Ogden stated that he would be able to raise the cheque for the payment of additional rent for the Parish Office space.

Cllr Finch noted that it was his thinking that it was the Clerks charge to draw up the new lease agreement for the new office space, but that Cllr Ogden had stated that the interim lease document was all approved and that he would sign it at the following Council meeting.

Cllr Finch concluded by saying that neither he nor Cllr Fry implied that they wanted to sign cheques on the Council’s behalf, and requested that the paragraph relating to Cllr Ogden reporting on cheque issuing protocol be removed from the minutes.

The Chairman noted that both he and the Clerk consider that the draft minutes show an accurate record of what was said at the meeting, and therefore they should not be changed.  It was resolved  that the minutes of the  20th October 2009 meeting will show that Cllr Finch noted that what was said at the previous meeting, as recorded in the minutes was wrong.

The Chairman noted the inaccuracies of fact on page 1. ‘Public Session’ where it was incorrectly minuted that “Uckfield Town is to receive monies from S106 agreement (£3/dwelling)”.  It should read “Uckfield Town is to receive monies from S106 agreement (£3000.00/dwelling)”.

It was resolved to adopt the minutes as amended.

2.            Matters arising from these minutes – Cllr Galley made a clarification to page 1, stating that the matter of S106 procedures is still to be discussed by the WDC Planning Improvement Working Party, however this meeting has been delayed until 3^rd November 2009.  Cllr Galley reported that the Planning Improvement Working Party can only make recommendations, not decisions.

At this point the Chairman raised item 1644, Page 4, noting that Cllr Finch had asked for his item             ‘Handling of complaints against Councillor’s’ to be added to the last meeting agenda, although it was not discussed; and asked if he wished for the item to be placed onto the Council agenda for 17th November 2009.  Cllr Finch stated that he was unsure at this point and wanted to discuss the matter further, and that he would advise the Clerk in due course.

3.                     Resolution by the Chairman of Council, Cllr King, THAT this Council 1: deplores the      use by Cllr Finch at the September meeting of Council of the words “dishonest” and “liar” both with reference to Cllr Ogden; 2: rejects such allegations by Cllr Finch; and 3: expresses its confidence in Cllr Ogden – The Chairman read out the resolution as per the agenda. The Chairman then moved the resolution which was seconded by Cllr Gutteridge.

Cllr Finch proposed amendments to the resolution which had the effect of creating a new resolution; the Chairman explained that this was not allowed. Cllr Finch raised his concerns in the handling of this episode, and expressed his strong feelings towards the way in which the matter was responded to.

The resolution was then put to the vote and was carried by majority.

(Cllr Street joins the meeting).

1652.   Reports by and questions to:-

1.            County Councillors – CCllr Reid reported on the Cabinet Meeting which took place to discuss cash allocations for the coming year.  He noted that the growth in budgets differentiate on present recommendations:-

o   Adult Social Care 2.5% Increase in budget for 2010.

o   Children’s Services 8% Increase in budget for 2010, which has been driven by the ‘Baby P’ incident.

o   Service budget 5.5% Increase in budget for 2010.

CCllr Reid commented on the opening of the Veolia Waste site on 19^th October 2009, stating that it had some technical issues which needed to be addressed.  He also noted that the bund that was built around the site was in line with agreed planning regulations, but understood the need to press for more planting to take place on these open areas.

CCllr Reid spoke of the “New World of Government Financing” where County Councils aim to work together and share services to try to keep costs down in areas of local Government.

Cllr Barlow spoke on the potential allocation of Section 106 monies which have been attained through the siting of two new supermarkets, Lidl and Morrisons in Crowborough, and asked CCllr Reid if some of this money could be allocated for community transport?  CCllr Reid agreed to speak to those dealing with this subject, to gain more information.

CCllr Reid reported on a new service that is being launched at a number of County Libraries, where a ‘smart key’ is available for hire for up to three weeks, which checks the amount of electricity one uses in the household.  It aims to teach individuals where they use electricity the most in the home.  If this scheme is successful it will roll out throughout the County. Cllr Finch explained that such a device is only useful for those who pay maximum demand, but that householders cannot be charged less.

2.            District Councillors – DCllr Mrs Martin reported on the Lifeline – ‘Wel being’ monitoring service.  This service is the only telcare response service for vulnerable people living on there own based in East Sussex.  Lifeline assists carers or people with memory problems, dementia, learning disabilities, physical disabilities or sensory problems, victims of crime or domestic violence, people returning home from hospital or with long term conditions.

Cllr Galley reported that WDC is striving to achieve a transformation programme, where by services are shared in order to keep costs to a minimum.  He noted that an improved programme has been established in the collection of refuse, and the kerbside recycling system is to spread beyond Danehill.  Cllr Galley explained that WDC is looking at every opportunity to maintain high levels of service and not to increase taxes.

Cllr Ogden noted that the Planning Department at WDC has reported that they are receiving approximately 19% less planning applications at this time than in previous years, and so to maintain the current workforce at full capacity, WDC Planning Dept is going to work together with Eastbourne Borough Council’s Planning Dept, in doing so sharing services on building control in taking on some of their projects.  It was recognised that this is a chargeable service that WDC is offering to Eastbourne Borough Council, and the Wealden tax payer will therefore be protected.

1653.   Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions: -
            1. Environment Committee – Cllr Mrs Taylor noted that her article on ‘dog fouling’ will appear in the next issue of ‘The Parish Matters’ magazine.

            2. Finance & Administration Committee:-

I.          Month 6 - 2009/10 Financial Reports – The Clerk noted that he had no issues to raise in addition to matters contained in Cllr Handley’s circulated report  The Chairman commented on the Assistant Clerk’s six monthly review, and recognised that it was a positive report, and congratulated her on her work so far.

II.         Adoption of 2009/10 Risk Assessment Action Plan – It was noted that re-wording on the Risk Assessment Action Plan should take place for the ‘Provision of Office Accommodation’ in the ‘Action by person/position box’.  It should read ‘Working Party’ and not ‘Clerk and Chairman’.  It was resolved to adopt the Risk Assessment Action Plan as amended.

III.        Draft minutes of the meeting held on 10th September 2009 – The Clerk noted that Cllr Clarke’s position regarding additional budget allocations for Fairwarp simply referred to certain items in the Services budget heading, and that this point had been fully clarified in the Committee’s October 2009 meeting minutes.

            3. Planning Committee:-

I.          Minutes of the meeting held on 21st September 2009 – received.

II.         Draft minutes of the meeting held on 12th October 2009.

Cllr Harris reported on the Planning Committee’s objective to streamline the Planning process for reviewing applications, and noted that it was agreed to move the meeting to a three weekly cycle for a trial period until March 2010.

            4. Strategy Committee:-

I.          Minutes of the meeting held on 3rd September 2009 – received.

II.         Draft minutes of the meeting held on 8th October 2009.

Cllr Barlow made note of his report to Council, stating that he had nothing more to add.

 Cllr Finch raised his concerns over a Council letter that was dated 19^th March 2009, sent to the Doctors Surgery and others, in connection with the siting of a temporary Satellite Surgery in Nutley.  He asked the floor to whom the letter was sent and who authorised the sending of it.  Cllr Galley read out the salient points of the letter and noted that the Strategy Committee asked the Clerk to compose the letter and send it to the Doctors Surgery and the PCT; stating that the letter in question contained wording to the effect that ‘Cllr Barlow had been appointed to lead in this matter, and the Council would be grateful if all communications are made directly to Cllr Barlow or the Parish Clerk’.  Cllr Mrs Brady recognised this to be a true fact.

The Clerk noted that Mr Graham Credland, Primary Care Development Manager for the PCT has accepted an invitation to attend the next Full Council meeting on November 17^th 2009, to talk about the plans and options for opening a temporary Satellite Surgery in Nutley.

The Chairman stated in his Chairman’s Report that he had requested for Councillors to review the Strategy Committee objectives for the Parish Plan and see if there were any changes that they wanted to implement; or raise any concerns with the Committees work.

                        5. Maresfield Recreation Ground Access Sub-Committee – Cllr Mrs Taylor reported on the meeting that took place on the 21^st September 2009 between the Working Party, Mrs Rhonnie Watts and Mr John Gore. A draft agreement was proposed to Mrs Watts, which she agreed to take to her partners for their consideration.  Cllr Mrs Taylor noted that time is of the essence, and her concern that the land owners and the agents appear to be using delaying tactics. Cllr Mrs Taylor noted that, if the Working Party has not heard from Mrs Watts in due course, then another option is to seek registration of the right of access from the Land Registry.

            6. Working Party on development of the Parish Office – Cllr Finch stated that he no longer wanted to be a member of the Parish Office Development Working Party.  The Clerk noted that both he and Cllr Ogden have attained quotations for electrical work to be carried out in the new Parish Office.  It was also recognised that the office rates will double in price starting in the New Year, January 2010.

The Clerk reported that the lease for the new Parish Office has been passed to the legal team at NALC, National Association of Local Councils, for its advice.

Cllr Ogden questioned the reasoning behind the rental of additional office space for the Parish Council, as he recognised that in addition to extra work space for the Clerk and Asst. Clerk the office should also be utilised for some evening Committee meetings in order to keep hall hire charges to a minimum.

Councillors discussed the elements of expanding the extra office space.  It was resolved that a new working party be set up by Council; Cllr Ogden, Cllr Stevenson, Cllr Harris and the Clerk as members.

            7. Working party on community interaction; to discuss its proposals – Cllr Street read out his proposals for ‘Greater Community Interaction and Responsiveness’, and related to areas which he believes need further energy and influence in order to create more involvement from the local community.  He spoke of ‘Objectives’ and ‘Actions’ throughout his proposals, which received a great deal of positive feedback from all Councillors present.  The following points were noted in discussion:-

·                     Internet sites such as ‘Facebook’ and ‘Twitter’ are a popular medium for young people; a possibility of setting up a Maresfield Parish Council site on either of these internet forums was discussed which may assist in gaining a wider interest in the works of the Parish Council.  The option of advertising for individuals to help set up such a site was noted.

·                     It was recognised that “getting out face to face” with the public to raise and tackle sensitive issues is an important ethos and would assist in strengthening local relationships.

·                     It was noted that it is the day to day things that matter most too local people, the need to raise issues that are current and important in peoples daily lives.

·                     Cllr Mrs Taylor thought that a monthly ‘surgery’ type approach where a number of Councillors could meet and make themselves available to speak to parishioners could be an interesting opportunity.

ACTION: Chairman and Cllr Stevenson to develop proposals for enhancing the Council’s communications.

(Ms Vivien Levy from the Courier Newspaper left the meeting).

It was resolved that the Parish Plan should be reviewed and developed by Council with the full involvement of representatives from the main Community Groups. If required this should be at a special meeting of the Strategy Committee. Strategy Committee to report on progress in this matter at the next meeting of Council.

(CCllr Reid left the meeting).

1654.   To receive a report from, and put questions to the Chairman – The Chairman referred to his report and read its opening sentence, apologising to his fellow Councillors for his ‘tantrum’ at the last meeting of Council.

The Chairman touched on items 5 and 6 in his report which refer to Council and Committees’ working, meetings, objectives, and current structure.  He noted that it was his intention to “reduce time spent on “formality” and to “concentrate on effectiveness”.

Re Item 7. The Chairman highlighted that he was keen for Councillors to look at the current priorities of the Strategy Committee for the Parish Plan and give feedback if necessary.

1655.   To receive a report from, and put questions to the Clerk – The Clerk made note of his report and asked Councillor’s if they had any questions?

The Clerk then read out the following statement:-

“I would also like to offer my sincere apologies to Councillors for the fact that I also left the last meeting prematurely.  This was because I was feeling extremely unwell. 

That same evening I emailed the Chairman with a full and sincere apology.  At the same time I had intended to also express my sincere apologies and explain in detail, in a personal letter to all Councillors.  But, as you will see in the Closed Session this intention was superseded by notification of other actions being taken against me”.

1656.   Payments to be made - for approval – It was resolved that payments amounting to £5753.57 be approved.

1657.   Communications:-

            1. Next edition of ‘The Parish Matters’ – It was noted that the next edition of ‘The Parish Matters’ is in hand and due to be published around the end of November.  If any Councillor has any other articles or input this would be gratefully accepted.

Resolution by the Chairman of Council, Cllr King, that in view of the confidential nature of the next item of business to be transacted, i.e. an employment matter, it should be conducted in closed session, and that it is advisable that the public and press be temporarily excluded and that they are instructed to withdraw.

1659.   Employment item – This item went into Closed Session and is minuted separately.

1660.   Date of next meeting – 17th November (Nutley).

There being no further business, the meeting closed at 21.39.