Minutes of the Meeting of Maresfield Parish Council held on

 Tuesday 21 September 2004 in Maresfield Village Hall

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

Cllr R Street, Cllr R Tester, Cllr H Fry, Cllr C Stephens, Cllr Ms M Thomas,

Cllr S Leaney, Cllr R Woodgate, Cllr T Sparrow. CCllr A Reid. DCllrs F Brown and J Hollins.

Clerk: Tony Allen.

The Chairman opened the meeting with congratulations to Cllr Stephens on the 35^th anniversary of his first becoming a parish councillor; all present applauded.

1.            Apologies for absence – Cllr Mrs S Weekes (urgent personal business), Cllr G Hardy, DCllr N Buck.

2.            Declarations of interest – None.

3.            Minutes:-

3.1            Minutes of last meeting (20 July 2004) for approval – These were Approved.

3.2            Minutes of Special meeting (31 August 2004) for approval – These were Approved.

                        3.3            Matters arising from those minutes – None.

4.            Reports by and questions to:-

                        4.1            County councillor – CCllr Reid reported that budget preparations were the main County Council activity, and meetings had been held with the wider partnership groups (GP’s, Police, NHS, etc.) to discuss budget backgrounds and information, and that consultations with District and Parish Councils, and residents groups, are to follow later in the year. CCllr Reid stated that the biggest single issue was the local health economy/poor health care practice budgeting.

CCllr Reid stated that the SE Plan was picking up pace and that the County Council now had a place on the Regional Assembly Planning Committee. CCllr Reid said that it was essential for residents groups to gain awareness that the Government’s agenda allowed no time for public involvement.

In response to questions, CCllr Reid gave the following answers:-

• CCllr Reid will advise the Clerk regarding the status of pavement widening in Nutley, recently reported in the press
• CCllr Reid stated that currently there was no formal structure for consultation with WDC concerning the SE Plan and Local Development Framework, but that informal discussions were taking place
• Cllr Reid stated that input from the Parish Council concerning the East Grinstead Relief Road and related issues should be sent directly to WSCC, copied to himself and Alistair Robson, Senior Planner ESCC. The Chairman asked CCllr Reid to take this issue on board as our councillor, and to represent our concerns to the County Council.

                        4.2            District councillors – DCllr Brown stated that the new DC Planning Committee structure of only 12 Members would be reviewed later in the year, but that comments so far had been critical, with not all Wards represented.

DCllr Brown stated that he would be meeting with surveyors on 24^th September 2004 to look at the refurbishment of Hillmead houses, in particular to resolve problems for the disabled tenants.

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

5.1            Business Park Development Sub-Committee – Cllr P Tester stated that the Sub-Committee would only meet once there had been significant developments from the parties involved, although he was monitoring the situation and seeking updates with the assistance of the Clerk.

·                     Proposal by the Business Park Development Sub-Committee that Council restates its opposition to a Waste Management facility at the Ashdown Business Park  - This was Approved.

·                     Approval of the Remit for the Business Park Development Sub-Committee - This was Approved.

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5.2            Civil Protection – Cllr Street stated that there had been no meeting of the Committee since the last Council meeting, and that a Mr Glyn Davies of Fairwarp had volunteered to become an active member of the Committee.    

            5.3            Communications Team – Cllr Street stated that the distribution of Parish Matters would be by post, with a total cost for each issue (inc. printing, postage) of £500, noting that the current budget was adequate for the rest of the financial year. Cllr Street stated that he was still waiting for input to the next issue from Committee Chairmen which was required urgently. ACTION: Committee Chairmen.

Cllr Leaney stated that current format of this Team was too loose and that it needed a leader to drive it. ACTION: Communications Team Members to meet and resolve.

            5.4            Environment & Maintenance – Cllr R Tester stated that he had no further reports to add to the issues contained in the minutes of the last meeting that had been circulated. There were no questions.

                        5.5            Finance & Administration

·                     Proposal by Finance & Administration Committee that Council Approve in principle the inclusion of an element of administration support for the Clerk in the 2005/06 budget setting process  - Cllr Street stated that the only other option to the proposal was to reduce the workload of Council, which was not a serious option. It was noted that the ‘background’ Clerk’s work (such as meeting preparation) was substantial, and that the Clerk’s responsibilities would increase with the advent of Local Development Framework. This Proposal was Approved.

·                     Proposal by Finance & Administration Committee that Council Approve the implementation of the NALC/SLCC 2004/05 & 2005/06 salary awards for Local Council Clerks. This Proposal was noted and Approved. – It was noted that Council can award a pay increase to the Clerk in recognition of qualifications obtained

·                     Proposal by Finance & Administration Committee that Council adopt the Draft Register of Assets - This Proposal was noted and Approved. ACTION: All to advise the Clerk of additions and amendments to this document.

Cllr Street reminded Committee Chairmen that budget bids were required by 8th October 2004 .

Cllr Street stated that the Committee had reviewed the Income & Expenditure reports and were satisfied that there were no budgetary problems.

5.6            Parklands Play Area Sub-Committee – Cllr Gutteridge reported that the Play Area was officially opened on 28^th August 2004. Cllr Gutteridge stated that the Sub-Committee had considered complaints from Forest Park residents concerning issues of privacy and security from being overlooked from the climbing frame. Cllr Gutteridge stated that the preferred option of building a high level screen close to this equipment was being investigated, and quotes were being sought, but that there were issues of Health & Safety to consider. It was noted that planning permission may be required.

                        5.7            Planning

·                     Proposal by the Planning Committee that a Special meeting of Council is convened to determine the control and allocation of work for Council’s input to the Local Development Framework - This Proposal was Approved, meeting to be held on 29^th September 2004.

Cllr King stated that WDC appeared to have no accurate figures for affordable housing need in the Parish and that the Committee would be pushing for WDC to define this accurately.

It was noted that there was a lot of concern from residents in Old Forge Lane concerning the proposed Affordable Housing development and that it was likely that a residents committee would be formed.

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Cllr Ogden reported that that Keith Whitehead, WDC Portfolio holder for Development, and Lesley Barakchizadeh, WDC Director of Environmental Services, would attend a meeting with the Parish Council to be held at 14:30 on 23^rd September 2004 at Maresfield Recreation Ground Pavillion, noting that District Councillors would also attend. Cllrs King, Ogden and Thomas were to be present. [Subsequently, WDC postponed this meeting.]

                        5.8            Policy Committee

·                     Council response to a review of the WDC Code for relations with Parish Councils - This response drafted by the Committee was Approved. ACTION: Clerk to send to WDC.

5.9            Strategy Sub-Committee – Cllr Sparrow stated that the last meeting had been held on 20^th September 2004 and gave the following report:-

·                     Youth - Following the Parish Council's endorsement of the pilot "youth bus" in Nutley there had still been no formal acknowledgement of the use of the land adjacent to Fords Green from the Conservators or Fords Green Management Committee. The first evening would be 22^nd September 2004 and some speedy publicity was agreed.  Contact will be made with a possible local lady volunteer.

·                     Website - Cllrs Fry and King had done excellent research and recommended Mr Croxon from Buxted. Council were asked to endorse a two stage project.  Stage 1 design and set up basic pages, £500.  Stage 2 develop and extend and first year's maintenance £500 – This was Approved, noting that there was some budget provision for this in the current financial year.  It was agreed that the Sub-Committee should form a working party to oversee the details of design and build. 

·                     Medical services - After discussions with the Chief Executive of the Wealden & Downland Primary Care Trust, Fiona Henniker, she had volunteered the local PCT nurse manager based at Uckfield Community Hospital, Ethel Trigg, for initial discussions about local health needs.  The Sub-Committee also agreed to approach all local surgery practices (Ashdown, Buxted, Newick and Uckfield) about any thoughts they had to extend services via a more local presence in the village.  The Sub-Committee needs a volunteer to develop these lines of approach.

·                     Public/local transport - The Sub-Committee confirmed that it saw public transport as an urgent issue to be handled by the Traffic & Transport committee.

·                     Non-Councillor members – Andrew Wallace and Ceri Jenkins had been co-opted and welcomed onto the Sub-Committee.

                        5.10            Traffic & Transport Committee

·                          Chairmanship of Committee – It was agreed that the replacement for Cllr Leaney as Chairman of this Committee should be by another Councillor  to ensure strong leadership from someone in the Council ‘loop’ and who is subject to the Code of Practice, and to bring issues to Council.

·                     Proposal by Traffic & Transport Committee that Council contribute £500 towards the cost of the Speed Reactive Sign for the Straight Half Mile, Maresfield - This Proposal was Approved.

The Clerk circulated a draft Parish consultation document produced by the Committee and it was agreed that this be approved in principle and that the Committee should finalise this for input into Parish Matters. Cllr Street said, though, that the plan is for Parish Matters to be circulated with address labels on it (ie not enveloped) so it will not be possible to include any inserts.

The Clerk stated that a response to the East Sussex Transport Plan was required by the 8^th October 2004. It was agreed that, in view of the urgency and importance of this subject, a response would be prepared by Cllr King, Cllr Sparrow and Cllr Ms M Thomas.

CCllr Reid and DCllr Hollins left the meeting.

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6.            Outside bodies’ reports:-

                        6.1            Ford's Green Committee – Cllr P Tester stated that there were no issues to report.

                        6.2            Maresfield Conservation Group – Cllr Gutteridge stated that the last meeting had concentrated on finances. Cllr Ogden stated that there was a proposal to provide signage for the footpaths to Uckfield once landowners affected had been consulted.

                        6.3            Maresfield Recreation Ground Committee

·                     To note the Accounts 2003/04 – These were noted and Approved and the Chairman authorised to sign them.

·                     To authorise the signing of the Annual Return to the Charity Commission – This was Authorised.

·                     To authorise change of Trustee details – This was Authorised.

·                     To approve John Mason as the Authorised Official for Inland Revenue Charity repayment claims – This was Approved and Authorised.

Councillor Sparrow’s report on Items 6.4 – 6.7 was circulated prior to the meeting. The following additional reports were made:-

                        6.4            Wealden District Association of Local Councils – Meeting to be held on 22^nd September 2004 will include a presentation by Chief Inspector Rex Matthews about reconnecting the community and its Police Force. Cllr Fry and Cllr Ogden indicated that they would attend.

                        6.5            Action in rural Sussex -Annual Conference 12^th November 2004 – It was agreed that Cllr Leaney and Cllr Ogden would attend.

7.            Chairman's Report (circulated prior to the meeting) – In addition, the Chairman stated that he would write to Marjory Pegg to inform her of the successful opening of the Parklands Play Area.

8.            Clerk's Report (circulated prior to the meeting) – In addition, the Clerk was commended for the new spreadsheet showing consultation and other major documents received by the Parish Office. Councillors were encouraged to review this to find items of interest to them.

9.            Payments to be made: for approval (lists circulated prior to the meeting) – The payments made under Standing Orders in August were noted. The Payments for September were Approved.

10.       Parish Boundary Review – The Chairman’s paper (circulated prior to the meeting) was discussed and it was agreed that this matter should be referred to the Policy Committee to review further and report back to the October Council meeting.

11.            Standing Orders – Members speaking at Committee Meetings – It was agreed that the current provision in Standing Orders, whereby a Councillor who is not a member of a particular Committee can speak with that Committee’s approval, was sufficient.

12.            Mandate for Clerk to conduct an independent review of the process used for the identification of potential Affordable Housing sites – The Clerk explained that, at a recent Planning Committee meeting, a question was raised concerning the authority for the Affordable Housing sites notified to WDC by representatives of the Planning Committee. The Clerk stated that a review of the Council and Planning Committee minutes appeared to make no clear reference to this authority, and therefore proposed that the matter should be reviewed independently by the Clerk of Lewes Town Council and overseen by SALC. This was Approved.

13.       WDC District/Parish Conference 15^th October 2004 – Council to select 2 Members to attend – It was agreed that Cllr Leaney and Cllr Ogden should attend.

14.       Date of next full meeting – 19 October 2004 (Nutley)

There being no further business, the meeting closed at 22:30.