Minutes of the Maresfield Parish Council meeting held on Tuesday 18^th September 2007

in the Village Hall, Fairwarp

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

Cllr J Handley, Cllr R Street, Cllr P Harris, Cllr Mrs V Taylor, CCllr F Whetstone, DCllr Mrs S Martin,

DCllr M Hoy, Mr T Allen (Clerk).

A.        Public Session – No public matters.

1313.   To approve apologies for absence and to note other non-attendance - Cllr D Finch,

Cllr H Fry, Cllr C Stevenson, Cllr W King, DCllr N Buck, CCllr T Reid. The Chairman gave an update on the absence of the Assistant Clerk.

1314.   Declarations of Interests – Cllr Street re. Item 1317.4.2, as a Friend of Uckfield Hospital. Cllr Street re. Item 1323, payment to Fairwarp Village Hall.

1315.   Minutes of the previous meetings held on 17^th July 2007 and 7^th August 2007:-

1.            For adoption – Re. the minutes of 17^th July 2007, Page 1, Cllr Mrs Taylor stated that the last bullet point in reference to her comments should read “Mrs Taylor invited Cllr Fry to resign and stand for Election in Maresfield Ward”. These minutes were adopted, as amended.

The minutes of 7^th August 2007 were adopted.

2.            Matters arising from these minutes – Cllr Galley stated that he had asked the WDC LDF Team to take account of the Parish Council’s statement, in its response to the Issues & Options consultation, that “WDC’s interpretation of its own criteria in relation to Nutley is incorrect and inaccurate and therefore Nutley should be defined as a village with limited growth potential”.

Cllr Galley reported that WDC Officers had confirmed that in principle they will carry out assessments of the impact of LDF allocations on the Ashdown Forest.

The Clerk reported that Cllr King had written to Natural England concerning its approach to the Habitats Regulations.

1316.   Reports by and questions to:-

1. County Councillors – CCllr Whetstone’s report covered the following areas:-

·         A new organisation being set up to look after carers

·         County population statistics

·         A new post graduate degree course in being a councillor

In answer to a question, CCllr Whetstone stated that he is not aware of any staff shortage issues and agreed to look into the example quoted.

CCllr Whetstone left the meeting.

2.            District Councillors – DCllr Mrs Martin gave an overview of the Draft Wealden Design Guide and the consultation arrangements.

DCllr Galley’s report covered the following areas:-

·         High response to the LDF Issues & Options consultation

·         Heavy concentration on delivering more affordable housing

·         Assessment of the recycling scheme trial and expected roll-out District wide

DCllr Hoy’s report covered the following areas:-

·         Success of the dual collection recycling scheme in Hartfield

·         Wealden Design Guide consultation

·         WDC development of a policy on climate change

DCllr Ogden’s report covered the following areas:-

·         Saving money by turning off streetlights in the early hours of the morning

·         Developers appear to be waiting for new Government housing density figures before starting building on allocated sites in the NS Local Plan

1317.   Council bodies:  Actions, minutes and reports by, and questions to, Chairmen:-
1. Environment – Cllr Barlow reported that:-

• The issues highlighted by the annual play area inspections were in the course of being addressed
• He and Cllr Finch are looking at issues concerning the care and protection of trees at fords Green

·         The Committee is meeting less frequently to allow more time for action and less time for repetitive reporting

            2. Finance & Administration – Cllr Street stated that the next meeting of the Committee will start the preparation of the 2008/09 budget and precept proposals, and that all Committee Chairmen will be present to discuss their bids for the next financial year.

                        1. Month 5 Financial reports – Cllr street reported that expenditure was on course and that the only area to highlight was a projected overspend in the ‘Salaries’ budget heading of c£1700.00 (5%).

                        2. Parish Office Lease review – The Clerk explained the background to this item. The Lease Extension and Variation document was approved for signature by the Chairman and Vice Chairman.

                        3. To approve Council’s Risk Assessment Action Plan – Cllr Street explained the background to the production of this Action Plan, noting that it is a requirement of the auditors. The Council’s Risk Assessment Action Plan was approved for signature by the Chairman and the Clerk.

            3. Planning – No items.

            4. Strategy – Cllr Galley reported that the response to WDC’s LDF Issues & Options consultation was completed, and that the Committee is making good progress in a number of areas, particularly with regard to youth and carer issues, with special thanks due here to Cllr Mrs Penfold and Mrs Mollie Smith.

Cllr Barlow made the following report:-

·         A local company had come forward to make up the shortfall in the EasyLink service payments created by the withdrawal of support by Hartfield Parish Council

·         He and the Clerk will shortly be attending a meeting with WDC to discuss the allocation of the Community Grant awarded to EasyLink/NWCTP

·         Still waiting to hear from ESCC concerning the allocation of S.106 money arising from the Morrison and Lidl developments in Crowborough

·         The NWCTP is in the process of being formed as a company

                        1. Draft WDC Design Guide consultation response – It was noted that the consultation period finished before Council’s next meeting. It was agreed that the LDF Working Party should prepare the response to this consultation, for approval at the meeting of the Strategy Committee on 1^st October 2007. The Clerk reminded Councillors of the WDC stakeholders event on 27^th September 2007.

                        2. Council response to proposed changes to NHS services affecting Parishioners – There was a long discussion of the proposed changes and the issues surrounding them, which included the following areas:-

·         Closure of the obstetrics and A&E units at the Princess Royal Hospital, and the proposed bed closures at Uckfield Community Hospital are the main issues

·         Cllr Gutteridge gave feedback from a West Sussex PCT consultation meeting he had attended. Cllr King attended the same meeting, and his memo on this was noted

·         Concerns of a lack of co-ordination between East Sussex and West Sussex PCT’s

·         Proposed changes appear to be finance driven and already decided; the consultation seems more like a briefing

·         Travel times to other hospitals for obstetrics and A&E facilities are unacceptable

·         Centrally based services in the County are essential

·         Parking facilities at Brighton Hospital are unacceptable

·         Services at Eastbourne Hospital must also be protected

·         With the increase in proposed in house building, more hospitals should be built

It was agreed that the Council should formally register its opposition to the Closure of the obstetrics and A&E units at the Princess Royal Hospital, and any proposed future bed closures at Uckfield Community Hospital, and also register its support for the establishment of centres of excellence in addition to retaining the services under threat. ACTION: Clerk to draft letters to East Sussex and West Sussex PCT’s for signature by the Chairman.

It was agreed by majority that the Council should express its support for, and be officially represented at Charles Hendry MP’s protest rally and march against these proposed closures, to be held on 6^th October 2007. Cllr Mrs Taylor, Cllr Gutteridge and Cllr Galley will be attending.

ACTION: Chairman to inform Charles Hendry MP.

                        3. Adoption of proposed programme for Parish Plan review – Cllr Galley referred to Cllr King’s memo of 10^th September 2007, which set out the background to the Parish Plan review, the revised Plan and future work resulting from it; and proposing that the revised Plan is adopted.

            Cllr Ogden proposed that the revised Plan be circulated to the Nutley and Maresfield Conservation Groups, and the Fairwarp Community Society for agreement. There was no seconder for this proposal.

It was noted that all comments received in this year’s consultations on the Plan were taken account of in its preparation, and that there were no significant changes in areas to be addressed. It was agreed that the revised plan, as drafted by Cllr King, should be adopted.

1318.   Report from Council’s Working Party looking at renaming the Council and at the suitability of the Parish Office – Cllr Harris reported that the Working Party had met to discuss the renaming of the Council and proposed that a competition to find a name and logo should be held with a small prize offered, a draft of which had been circulated to Councillors and the Clerk for comment. It was noted that the wording of the competition would have to refer to the fact that the Council is looking at changing its name (i.e. has not yet formally agreed to do this) and that winning entries may not be used; also that any name/logo chosen will become the property of the Council. It was agreed to proceed with a competition on the above basis. ACTION: Working Party.

The Chairman reported that the Working Party had met to discuss the suitability of the Parish Office facilities, and has come up with a proposal to extend the Office into the adjacent meeting room to create better working conditions for the Clerk and Assistant Clerk, as well as providing small scale meeting facilities. The Chairman sought approval for him to meet with representatives of Nutley Social Club Ltd for exploratory talks on 19^th September 2007. This was agreed.

It was noted that a fair additional rent would have to be agreed and that this and any other costs, such as costs of converting the existing office, must be factored into the 2008/09 budget.

The Chairman noted that the Council and Planning Committee meetings would have to continue to be held in the village halls, and suggested that the Planning Committee meetings be rotated around the villages as currently happens with Council meetings. ACTION: Clerk to investigate.

DCllr Mrs Martin left the meeting.

1319.   Outside bodies’ reports:-

1. Maresfield recreation Ground – approval of accounts and return to the Charity Commission – The accounts were approved for signature by the Chairman, and it was agreed that the Clerk should make the return to the Charity Commission.

1320.   WDC District/Parish Conference 21^st November 2007 – to appoint two Members to attend – It was agreed that Cllr Barlow and Cllr Gutteridge should attend this event.

1321.   Chairman’s Report followed by questions to Chairman – The Chairman stated that he is working closely with WDC regarding Affordable Housing and is hoping that proposals for the Parish will be forthcoming before Council’s next meeting, in which case a WDC representative will be asked to attend.

The Chairman noted that the funding remaining in the ‘Roads & Traffic’ budget needs to be addressed and that possibly this could be done in liaison with the Nutley and Maresfield Conservation Groups, and the Fairwarp Community Society; and possibly that the Strategy Committee’s Traffic Working Party should be re-established. Cllr Galley noted that, from the Council’s Integrated Parish Traffic Management Assessment, what was feasible has been done,  with ESCC being pressed for the resolution of the remaining items which will be monitored by the Strategy Committee; and that under these circumstances the previous Traffic Working Party had naturally disbanded. Cllr Galley stated that ongoing issues will continue to be monitored by the Strategy Committee, and that budgetary matters will be discussed at its next meeting.

1322.   Clerk’s Report followed by questions to Clerk – The Clerk noted that the forthcoming maternity leave for the Assistant Clerk would necessitate him requiring additional help and support from Councillors; and that the Assistant Clerk’s current absence for her bereavement clearly demonstrated what an asset she is to the Council as her input has been sorely missed.

1323.   Payments to be made: for approval – Payments amounting to £8792.95 were approved.

1324.   Communications – No items.

1325.   Date of next meeting – 16^th October 2007 (Nutley).

There being no further business, the meeting closed at 21:24.