Minutes of the Maresfield Parish Council meeting held on Tuesday 19^th September 2006 in Fairwarp Village Hall

Present:  Cllr W King (Chairman), Cllr C Stevenson, Cllr C Stephens, Cllr J Gutteridge, Cllr R Street,

Cllr T Sparrow, Cllr Mrs V Taylor, Cllr P Tester, Cllr G Hardy, Cllr R Tester, Cllr M Cranfield,

DCllr N Buck, Cllr T Reid, CCllr F Whetstone, Mr T Allen (Clerk) and Mrs C Goossens (Assistant Clerk)

Mr Brian Pike - Nutley Windmill.

A.         Public Session:-

A1.       Mr Brian Pike, Uckfield & District Preservation Society – support for Nutley Windmill.

Mr Pike gave a brief history of the windmill.   Furthermore, he explained that the windmill is currently open 8 Sundays, 2 Bank Holidays and one Saturday each year.  It takes five people to ensure that the windmill is run safely on these open days and with two volunteers having recently resigned he is in need of additional manpower.  Advice from the Parish Council with regard to societies and groups within the Parish which may be able to offer assistance with regard to the running of the windmill is sought.  Funding is not the main issue.  Mr Pike confirmed that he has already been in contact with the Nutley Historical Society.

CCllr Whetstone joins the meeting.

The following recommendations were made by Councillors:

• Form an association with the Conservators of the Ashdown Forest.
• Contact the Nutley Conservation Group which is thriving and has many members.
• Approach Nutley CofE school to discuss the possibility of adopting the windmill.    Cllr Sparrow confirmed that he will raise this idea at the forthcoming Governors       Meeting.
• The Parish Council provides grants and now is the time to make a request for the next financial year.
• Sponsorship by local businesses e.g. the Nutley Arms.
• Approach the Bluebell Railway to see if they have a surplus of volunteers wishing to do physical works and who may be interested in working at the windmill.
• An approach to Wealden District Council who have a grants system.

            ACTION:  Clerk to provide relevant contact information.

Mr Pike left the meeting.

A2.       Other public matters – None.

1145.   To approve apologies for absence and to note other non-attendance.         

Cllr H Fry, Cllr S Leaney, Cllr K Ogden, DCllr F Brown, DCllr Hollins,

DCllr Mrs P Kennedy and DCllr Mrs S Martin.

1146.   Declarations of interest – None.

1147.   Minutes:-

1.      Minutes of the previous Meeting (18^th July 2006) for adoption.

2.      Page 3 Item 3 – It was Agreed to amend the last sentence to read: 
”There was a general discussion regarding technical matters”. 

The minutes were Adopted as amended.

3.      Matters arising from those minutes. 

Item 1132 – Cllr King reported with reference to Cllr Leaney that he had tried to speak with him earlier this week but he is currently abroad on holiday.   However he will make every effort to speak with him prior to the next Council meeting.

Item 1135 –

·         Reference working hours at the Millpond Depot, CCllr Reid reported that he believes working hours have been curtailed as a consequence of the concern of the local residents.  ACTION:  Asst Clerk to provide feedback.

·         Reference lorries cutting through Fairwarp, CCllr Whetstone reported that the petition is in hand with ESCC Officers and will appear on the Lead Member’s programme for discussion in due course.  CCllr Whetstone will alert the Parish Council when the petition is due for consideration and provide details of the relevant officers dealing with the matter.  Pending its consideration, he said no immediate action could be taken.

 A discussion ensued as to liability for any damage resulting from lorries driving through Fairwarp since County Council have been alerted of the problem.  It was felt that the driver of the vehicle would be liable had he been warned by the appropriate signage.

It was noted that to install a sign to say “This road is unsuitable for heavy goods vehicles” does not require a Traffic Management Order or advertising, and that

ESCC’s system should allow for a prioritisation of works.

Item 1136.1 – Reference safety issues in the play areas, the Clerk reported that all matters are well in hand as follows:

·         The large slide at Fords Green has been inspected and necessary welding will be carried out. 

·         The work on the swings at Fords Green has been completed by Cllr P Tester.

·         The protruding bolts on the fence at Maresfield Recreation Ground play area have been rectified by Cllr R Tester.

Item 1136.5 (ii) – Reference LDF, the Clerk gave a quick update as to the status of the Council’s documents for submission to WDC.

Item 1140 – The Clerk confirmed that the payments schedule had been corrected to include details of the payment to the Inland Revenue.

1148.   Reports by and questions to:-

1.      County Councillors.

CCllr Reid reported the following:

·         The South East Plan will be subject to an Examination in Public in November 2006 running into early 2007.  The panel will advise Central Government as to which elements of the plan are acceptable.  The three key elements of the plan he identified as :

o        A holistic view of future growth in South East England.

o        The main focus being on the number of houses built each year across region

o        Athe provision for developments to be  preceded by supporting infrastructure to ensure that they are sustainable.

Previously the Plan has just dealt with housing numbers.

·         There is a large elderly population of E Sussex, especially over 85’s, many requiring help from ESCC Social Services.  It is hoped that recent restructuring within local Primary Care Trusts (PCT’s) will serve to improve the relationship of these organisations with ESCC and result in a reduction in bed blocking. 

·         Availability of public  transport  - CCllr Reid is chairing a review of ESCC’s transport provision, to include:-

o        Home to School

o        Social Service Clients

o        Supported bus services across the County especially in rural areas.  Due to the funding crisis in this area ESCC will be looking to new and innovative ways of funding these services.

·           It is recognised that there is scope for a more efficient system within ESCC and within the three tiers of local government for Section 106 Agreements.  CCllr Reid is leading  an internal review to improve performance in this area.  Parish Councils will have a role in ensuring that they, the District Council and the County Council work in cooperation to ensure that developers improve local conditions through Section 106 Agreements.

CCllr Whetstone reported the following:

·           19 new children’s centres are to be established within the County but will all be located south of the line from Robertsbridge to Lewes.  When the next tranche of such centres are looked at, the North of the County will hopefully be considered.

·           A map highlighting the number and location of deer casualties on the Forest to the end December 2005 was circulated.  The information illustrates the worst areas for incidents are on the A22 just either side of Wych Cross.

             The following points were noted in discussion:

·           A diversion of monies / subsidies from Transport Companies to Parish Councils who may wish to run a local service may be a reality in time but it was noted that there is little money currently available.

·           It is hoped that the consultants carrying out the study in relation to  transport will take information from the communities themselves and bear in mind the availability of Accessibility Audits data.  It was noted that the Lead Member for Transport is aware of the Accessibility Audits and has suggested that these feature in any review.  ESCC will approach the Parish Council to establish what it sees as being the issues and its recommendations for improvements.

·           It would be useful to look at the effect of free bus passes when carrying out this transport study i.e. bus operators currently have no incentive to carry more passengers.

·           With reference to Affordable Housing, some developers are splitting their sites into smaller developments to avoid AH obligations.

·           Different developments at sites within the same area are currently treated independently and it is therefore very difficult to attain Section 106 benefits e.g. Grampian Site and Park Farm in Maresfield.  However, the need to get developers to consider the overall impact of a number of developments on the community and contribute to one financial pot for Section 106 purposes is recognised.  ACTION:  Clerk to forward copy of Cllr Whitehead’s recent letter to all Councillors.

·           With reference to Deer Fatalities it was noted that these statistics need to be included in the data recorded by the Sussex Safety Camera Partnership.  Deer are a real hazard to road users.  ACTION:  CCllr Reid to take this point to the Superintendent of the Conservators.

2.      District Councillors.  DCllr Buck stated that he had nothing to report.

1149.   Council bodies:  Actions, minutes and reports by, and questions to, Chairmen:-

1.                  Environment:-

                                                                    I.      Parklands Play Area.

Cllr P Tester, Cllr R Tester and Cllr Cranfield met Forest Park residents last week and put the proposed plan to them.  The residents were asked to provide a written acceptance before work proceeds.  The two residents who attended the meeting will take the current information back to other residents for discussion and revert with their comments. The Forest Park residents were informed that the current apparatus will remain until agreement is obtained from them in relation to the new plan.

                                                                  II.      Maresfield Bowls Club site improvements.

The following points were noted in discussion:

·           The Bowls Club have been in touch with the Maresfield Recreation Ground Committee (MRGC) who originally raised no objections.

·           The proposal was discussed at the last Parish Council Environment Committee meeting and no objections were raised other than the fact that it did not seem additional parking would be attained according to the plans submitted.

·           Providing the gate is put in the middle of the fence parking will not be a problem.

·           By fencing off an area for car parking, the Bowls Club would in effect be preventing other Parishioners from using a section of the recreation ground.

·           MRGC have recently raised concerns that the extra space requested by the Bowls Club would impinge on an area currently marked out as a football pitch.

·           Fencing would suggest something becomes exclusively for the use of the Bowls Club and this would be inappropriate.

·           Behind the shed is a mess which the Bowls Club would like to clear and they thought they would enquire about extra parking at the same time.

CCllr Whetstone leaves the meeting.

Cllr R Tester proposed that this item be taken back to the Environment Committee for further consideration and a recommendation be made at the next Council meeting.  This was Agreed by all.

ACTION:  Clerk to add to Agenda for next Environment meeting.

2.                  Finance & Administration:-

Cllr Street reported that he has now received bids from all spending committees and they will be discussed under various budget heads at the next Finance & Administration meeting.  Furthermore, he requests that all Chairmen of spending committees or a nominated representative attend this meeting on Tuesday 10^th October.

                                                                    I.      Month 5 Financial Reports.

·         Much closer to budget targets than we have been in recent times.  There has been a slight overspend on Administration.

Overall expenditure stands at 39.4% (at 41.6% of the financial year)

·         Cllr P Tester noted an anomaly in the reports; whereby the totals for the budget heading 101-Administration for “Budget Year to Date” and “Variance Year to Date” figures do not match the totals for the same categories at the end of the breakdown of expenditure under this heading.

Cllr Street stated that he was sure that this is a matter of interpretation by the accounts software and not an issue for the Council to worry about.

ACTION:  Clerk refer anomaly to RBS Software and report to F&A Committee.

DCllr Buck left the meeting.

                                                                  II.      Maresfield Recreation Ground access.

Cllr Street reported the following:

·        The Parish Council has offered to participate in a without-prejudice meeting with Mr Watts and his solicitors with a view to settling the matter but is still awaiting proposed dates for this meeting.

·        The Parish Council has two options as follows:

o       Forget about the matter and follow up if it arises again in the future.

o       Carry on and press for our prescriptive right of access and try to register this.

             The second option will cost the Parish Council money now and the first option may necessitate expenditure in the future.

·        Concern was expressed that the public's right having been challenged will be lost unless the matter is pursued. 

ACTION:  Clerk to contact solicitors to check the validity of this point.

ACTION:  Clerk to add to agenda for next Council meeting.

The Clerk reported that advice from the Solicitors acting on behalf of the Parish Council suggests that if Mr Watts were to put up a gate the Parish Council could get an injunction against him.

3.                  Planning:-

                                                                    I.      South East Plan.

Information relating to this item was distributed with the meeting papers and noted earlier in the meeting.

                                                                  II.      Response to WDC consultation on the Gambling Act 2005.

Information relating to this item was distributed with the meeting papers.

Cllr King has looked at the statement of principles and has made a number of points which were approved by the Planning Committee for Council to approve.

It was Agreed that these comments should be forwarded to WDC.

                                                                III.      Persimmon Homes South East Ltd – development at Park Farm

Persimmon will be holding a public meeting on 29^th September in Maresfield Village Hall.  The Parish Council has suggested that the timing of this meeting be extended into early evening to enable those villagers who commute to attend. It was noted that the Maresfield Councillors will make every effort to be in attendance.

ACTION:  Clerk to forward copy of the Parish Council’s response to WDC on the original allocation to Cllr Cranfield and Cllr Mrs Taylor.

4.                  Strategy:-

Cllr Sparrow reported that a full outline of the work of this committee was circulated with the meeting papers.

                                                                    I.      Adoption of Affordable Housing policy and definition.

The revised definition of Affordable Housing was discussed at length and it was noted that although Council could spend a great deal of time working on the specific wording of a definition, it will ultimately come from Central Government.

It was felt that the Council’s Affordable Housing policy is the key issue relating to Affordable Housing.  The need to ensure that the design, style and location of the dwellings are right and that such housing in each case be suitable for the occupiers was noted, a sentiment strongly endorsed by CCllr Reid.

It was Agreed to add the following sentence as item 2.5 in the Affordable Housing document:

 “This should be good quality in building and location, suitable for people's needs and integrated with the community”.  ACTION:  Clerk

It was Agreed that this document including the new paragraph 2.5 be submitted with the Parish Council’s LDF papers to WDC and that the definition should be removed.  ACTION: Clerk.

It was noted that Fletching Parish Council will be holding a meeting on 29^th September at 2.00pm regarding proposals for the A272.  Maresfield Parish Councillors were encouraged to attend.

1150.   Outside bodies’ reports:-

1.      WDALC meeting 27^th September 2006. 
Cllr Sparrow and Cllr King will be in attendance.  Cllr Street is unable to attend.

2. AiRS Annual Conference – 12^th October 2006.

This conference doubles with the SALC AGM. This is a very useful networking event which is also open to non-Councillors.  Cllr Sparrow will be attending and Cllr King confirmed that he will attend if his diary permits.  Cllr P Tester noted that there are some people who would like to attend a number of conferences but are unable to do so during the day. 

1151.   Chairman’s Report – followed by questions to Chairman.

• Item 14 – the Chairman explained that one of the outstanding issues for the maladministration complaint was as follows:
  •  The Officer handling the case thought it was not in the LGO's jurisdiction to deal with the timing of the lease decision.  She has subsequently sent the rules to the Chairman and he has argued why he thinks she is wrong.
• The Chairman has received and is currently reviewing ESCC’s response to the Ombudsman.  Cllr Gutteridge has also received this as one of the complainants.
• CCllr Reid confirmed that finalisation of Section 106 agreements is currently underway with regard to the waste site.
• CCllr Reid stated in relation to Item 15 that it is untrue that District Councils are capped on recycling. In order to gain the contract with Veolia, District Councils needed to tell ESCC roughly what they were prepared to recycle with the balance going to Veolia.  Councils can recycle as much as they like but it all comes down to money.  WDC can recycle 100% but it will have to pay for it.
• 1152.   Clerk's Report – followed by questions to Clerk.

Cllr Sparrow stated with reference to Councillors Allowances, that it would be helpful if SALC could give the Clerk a swift response especially as we are reaching a crucial point in setting the budget for the next financial year.

The Clerk reminded Councillors that Electric Blanket testing will take place 2^nd October at 2.00pm in Maresfield Village Hall.  Councillors may be asked for some help ferrying parishioners to the event.

CCllr Reid left the meeting.

1153.   Approval of payments to be made.  Payments totalling £3861.20 were Approved.

1154.   Communications:-

1.      Autumn edition of The Parish Matters (TPM).

The following points were noted in discussion:

o        It is important that we put into the document what we are doing / Need to address issues.

o        Hot topics are required to get Parishioners interested.

                 o        Canvassing Parishioners to establish what they would like to read about in TPM.  ACTION:  Clerk.

o        The Parish Magazines will be out at the beginning of October and the Chairman’s article mentions Quality Status, outlining the added challenges that this standing brings with it.

ACTION:  Assistant Clerk to send all Councillors details of articles and deadlines for the Autumn edition of TPM.

2.      Other communication matters.

The Assistant Clerk gave a brief outline ofthe planned Quality Status presentation event to be held towards the beginning of November.

ACTION:  Asst Clerk to speak with Chairman of F&A re budget.

ACTION:  Asst Clerk to circulate details to Councillors.

1155. Clean Neighbourhoods and Environment Act 2005 – to appoint Councillors to review whether Council should use Fixed Penalty Notice Powers.

It was noted that this issue naturally fits with the Policy Committee which consists of

Cllrs Fry Leaney & Ogden none of whom are currently available.  It was Agreed that

Cllrs Cranfield, Gutteridge, Hardy and P Tester would meet to discuss the matter in further detail i.e. whether Council should use Fixed Penalty Notice Powers, and if so which and how?

ACTION:  Asst Clerk to arrange a meeting for these Councillors.

1156.   Council – main areas of focus/forward plan.

It was noted that the document as circulated with the meeting papers does not refer to the Parish Council’s focus but rather to its whole portfolio.  It was Agreed to focus on achieving the projects as outlined.

1157.   WDC – District/Parish Conference 1^st November 2006.

This is an all day event in Uckfield.  Cllr Street has said he is available to attend, Cllr Sparrow will attend separately and Cllr King will make every effort to attend.  ACTION:  Cllr Street to confirm his attendance with the Clerk.

Cllr Hardy proposed an item for discussion at this meeting should be relations with the Forest and a push for greater democracy in the Government of the Forest.

1158.      Date of next meeting, 17^th October 2006 (Maresfield).

There being no further business the meeting closed at 21.50