Minutes of the Maresfield Parish Council meeting held on Tuesday 16^th September 2008 at 7.30pm in the Village Hall, Fairwarp

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

A.        Public Session – None.

1477.   To approve apologies for absence and to note other non-attendance – Cllr R Street,

Cllr Mrs V Taylor, Cllr H Fry, Cllr Mrs J Penfold, DCllr N Buck, DCllr M Hoy, CCllr Whetstone.

1478.   Declarations of Interests – Cllr Barlow re. Item 1481.3.III as an acquaintance of the owners of the neighbouring property. Cllr Galley re. Item 1481.3.III as an acquaintance of the owners of the neighbouring property. Cllr King, prejudicial interest re. Item 1481.3.III as a friend of the owners of the neighbouring property.

1479.   Minutes of the previous meeting held on 15^th July 2008:-

1.    For adoption – The minutes were adopted subject to the following amendments:-

Under matters arising, ‘Attendance’ – should read ‘It was stated by Cllr Street….’.

Item 1470.5 – to read ‘Cllr Mrs V Taylor reported….’.

Item 1471 – to read – ‘1471.   Outside Body matters: Councillor Taylor reported that a large metal storage container had been sited on the Maresfield Recreation Ground without the permission of the Council and contrary to the lease.  It was resolved that Councillor Ogden and Councillor Taylor attend the next meeting of the MRGC. [Clerk’s Note:- Advised by The Chairman that subsequently a letter was sent to the MRG and the Cricket Club drawing attention to the terms of the lease and requesting that the container be removed forthwith failing which further action will be considered}’.

Item 1472 - Chairman’s Report – Item re. Persimmon Homes, to read ‘Persimmon Homes had not attended a recent meeting regarding aspects of the proposed housing development in Maresfield and was not going forward with its planning application [Clerk’s note: Advised by The Chairman that Persimmon Homes had subsequently withdrawn its planning application];’

2.            Matters arising from these minutes – Re. Item 1472 Cllr King stated that he deplored the fact that an allegation had been made by Cllr Fry but not followed up. The Chairman stated that he had asked Cllr Fry to withdraw this allegation but that Cllr Fry had refused to do so. The Clerk stated that this is not a matter for discussion at Council and that it is an individual matter for Councillors concerned to follow up with the WDC Monitoring Officer if they wish. ACTION: The Chairman to update Cllrs Mrs Penfold and Mrs Taylor.

1480.   Reports by and questions to:-

1. County Councillors – CCllr Reid reported as follows:-

·         The budget process for 2009/10 has now started and tenders for a new energy contract show that prices have increased considerably by around 60%. 

·         In relation to the Newhaven incinerator site the Contractors have now started work. 

·         Two Academies in the Hastings area are now under negotiation to improve education standards as replacements for secondary schools.

·         An additional half-million pounds will be spent on rural roads – these windfall funds came from Central Government and will allow around 12km of remedial highway repairs. 

·         SE Plan which is now with the Minister for review and Central Government has indicated already that the Plan needs to be refreshed i.e. take a look at increasing housing numbers.   

·         Noted that the provision of a fixed speed camera at Nutley is in progress. ACTION: Clerk to report back to CCllr Reid.

·         Not sure how Government reconciles required housing numbers contained in the SE Plan, in view of the current economic situation, only that Government state that ‘it is a 20 year Plan’. 

·         The Transport Assessment will be shortly presented to the Lead Member as a working draft; it is a zero based assessment i.e. it assumes there are no bus services operating at present. 

·         The whole region is under review with regard to traveller places available, before requirements at individual sites are assessed.

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

·                     Originally, under John Prescott’s Government Office of the South East, Wealden DC was designated to build 400 new homes per year for the next 20 years.  This figure was then increased to 480 per year and has now recently been increased by 37.5% to 550 new homes per year.  Two years ago WDC was expected to allow for 8,000 new homes to be built in Wealden over the next 20 years.  This has now been increased to 11,000 new homes.  7,000 in the south and 4,000 in the north, the majority in Uckfield.  With two thirds of the Wealden District covered by conservation sites and Areas of Outstanding Natural Beauty, this decision can only put unreasonable development pressure on the rest of the District.  Wealden acknowledges and accepts the urgent need for affordable housing, but the Government seems determined to destroy a lovely part of England whilst showing a complete lack of understanding of the situation.  What is more they are proposing this imposition without any investment in our schools, roads and other services.  In fact the opposite is happening – our hospitals are reducing services. Wealden DC and Brighton & Hove are the only local authorities to have their proposed housing figures in the South East Plan increased. 

Cllr Galley reported as follows:-

·         The next meeting of the WDC Cabinet will include a report that that the rail link between Uckfield and Lewes is on hold for a number of years following the report that this is not currently financially feasible. 

·         The Eastbourne-Hailsham triangle is being looked at to focus on economic regeneration, tourism and increased commercial investment. 

·         The SE Plan will be discussed by WDC and an objection will be made on the basis of insufficient infrastructure investment for this amount of housing, the impact on the AONB, the effects of the proposed East Grinstead relief road and Uckfield’s flooding problems.

·         Next week a meeting of the WDC Local Development Framework Sub-Committee will be taking place. 

·         The Head of Development and Building Control, Kelvin Williams,  has agreed to meet with Parish Councillors and this offer should be taken up. 

·         An analysis has taken place of planning application determinations from April to August 2008, and in 80% of cases WDC and the Parish Council has agreed. 

The Chairman stated that eight suitable sites for affordable homes have been put forward from this Parish and no decision has been forthcoming from WDC as to their suitability; WDC are currently requesting further sites, which seems pointless when a decision cannot be reached on existing sites; the WDC Affordable Housing Team should be asked to attend a meeting with the Parish Council. 

CCllr Reid reported that Tesco will be holding a public exhibition on the development of the Town Centre of Uckfield and he urged Councillors to attend. 

1481.   Council bodies - To receive minutes and decisions, followed by reports from Chairmen and any questions:-

1. Environment – Cllr Barlow reported that the New Parklands Residents Association (NPRA) wishes to upgrade its Playground and will be making a presentation to the Environment Committee at its meeting on Thursday of this week.

Cllr Barlow noted that the Clerk has been requested to raise the issue of overhanging hedges and trees which have not been cutback to the boundary line with property owners.

The Chairman reported on a problem in the High Street, Nutley of the pavement being raised by ESCC Highways Department and now the rain water runs into houses. ACTION: Clerk to follow up with ESCC and the Chairman.

                        I.          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; and if so resolved, with financial provision being 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.

Cllr King outlined the background to his proposal, noting that the condition of the play areas in both Maresfield and Nutley Recreation Grounds are poor and the facilities do not meet modern day standards. 

It was noted that the cost of total refurbishment will be high, in the region of £90,000.00.

Cllr King’s proposal was discussed and there was general agreement that these play areas need total refurbishment.

It was noted that it is usual for funding to come from fund raising activities, grants and other bodies, as well as funds supplied by the Parish Council, e.g. Fairwarp and Parklands Play Area initiatives.

Concerns about the impact on the Precept, the methods of funding and problems raising grants were discussed.

The Clerk stated that a Project Team is required which is bold and dynamic to get together and spend the amount of time required in pursuing this matter. It was noted that there are many successful examples to study, e.g. the new Fletching play area.

Cllr King put forward an amendment to his resolution and asked that it be so moved as follows:-

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.

It was resolved by majority to adopt Cllr King’s resolution, as amended.

Concern was expressed that the Finance & Administration Committee has little time to progress this matter, that it needs valid estimates for the proposed work, and that an assumption of the level of funding from grants, etc. needs to be made. ACTION: Clerk to include this item on the agendas for the next two meetings of the Finance & Administration Committee, for a report to be made back to Council at its November 2008 meeting.

                        II.         Urgent tree works required at Maresfield Recreation Ground – The Chairman stated that he had been unable to secure help and advice in this matter from WDC and ESCC. It was resolved to put this work out to tender. ACTION: Clerk.

Cllr Stevenson asked about the position with the Maresfield Recreation Ground Committee and the Clerk stated that their Lease excludes this work.

            2. Finance & Administration:-

                        I.          Month 5 – 2008/09 Financial Reports – Cllr Handley stated that there was nothing significant to report; that expenditure is generally on budget, and that the second Precept payment is awaited.

II.            Minutes of the meeting held on 8th July 2008 – noted and received.

III.           Draft Minutes of the meeting held on 9th September 2008 – noted.

IV.          Replacement of Assistant Clerk – The Chairman proposed that this matter should be referred to the Finance & Administration Committee to propose options. This was resolved. ACTION: Clerk to provide a discussion paper.

Cllr Galley stated that a long-term commitment should not necessarily be made until a decision is reached on the proposed separate Parish Council for Maresfield Village is reached. 

It was suggested that the employment of assistants for projects on short-term contracts is one possible way forward.

V.            Adoption of 2008/09 Risk Assessment Action Plan – It was resolved to adopt this Plan.

VI.        Committees spending against budgets – Cllr Handley stated that project funds have not been used so far, and if the money is not spent it will be lost.  The Clerk reported that street lighting repair and replacement budget will be utilised.  ACTION: Clerk to include this on the agenda for the next Strategy Committee meeting.. 

            3. Planning:-

                        I.          Minutes of the meetings held on 14^th July 2008, 28^th July 2008, 11^th August

2008 and 26^th August 2008 – noted and received.

II.            Draft Minutes of the meeting held on 8th September 2008 – noted.

                        III.        Application No:         WD/2008/2007/F

Applicant:                              Mr & Mrs Nick Rowland.

Location:                                Stumblewood, The Drive, Maresfield Park, Maresfield.

Description:                           Change of use of part of paddock to a 40x20 metre

                                                outdoor riding arena for private use.

Response date:                     17/09/2008.

Cllr King left the meeting.

The following points were noted in discussion:-

• The arena is required to exercise horses as the surrounding ground is poor.
• The arena will be for private use.
• The area is well shielded.
• The arena will be appropriately sited adjacent to the stable block.
• Only the minimum area required is being sought.
• There is a concern from a neighbour that this arena should only be for private use, but WDC will be asked to make this a Condition if approved.

It was resolved by majority to recommend approval with a Condition that the arena is solely for private use.

Cllr King returned to the meeting. CCllr Reid and DCllr Mrs Martin left the meeting.

            4. Strategy:-

I.          Minutes of the meeting held on 7^th July 2008 – noted and received.

II.         Draft Minutes of the meeting held on 4^th August 2008.B – Noted. Cllr Galley stated that he and the Clerk are having a meeting with David Palmer, WDC, on 19th September 2008, regarding village gateways and it is hoped progress would be made.

            5. Maresfield Recreation Ground Access Sub-Committee - The report by the Working Party, circulated with the meeting papers, was noted.

The Clerk confirmed that the Council’s solicitor’s advice was that the Council has six years from the date of challenge in which to claim its rights of access. Currently the challenge date is August 2005, but Mr Watts has said that he has proof of an earlier challenge, but has failed to produce this.

It was noted that Mr Watts would no doubt challenge any claim to the Land Registry by the Council, but equally to postpone action pending further housing development affecting this access track was not safe as it may be some time before there is any movement on this.

It was noted that the Sub-Committee had not finalised the task allocated to it. It was resolved that the Sub-Committee should report to the November 2008 meeting of Council  on the brief given to it in February 2008, i.e. to try to negotiate a position with Mr Watts that is acceptable to Council.

            6. Working Party on development of the Parish Office – The Clerk stated that he had written to the Chairman of Nutley Social Club Ltd in early August 2008 seeking a meeting, and had received no response. It was noted that Cllr Finch is leading on this matter and has not provided a progress report.  The Chairman stated he will ask Cllr Finch for a full progress report to be discussed at the October 2008 meeting of Council. ACTION: Chairman.

1482.   Outside bodies matters:-

1. Maresfield Recreation Ground – approval of Maresfield Recreation Ground accounts

 and returns to the Charity Commission – It was resolved to approve the accounts and that the Clerk should make the return to the Charity Commission.

2. AiRS Annual General Meeting 7th November 2008 – Noted, anyone wishing to attend should advise the Clerk accordingly.

3. WDC District-Parish Conference 11th November 2008 – Noted, anyone wishing to attend should advise the Clerk accordingly.

4. Proposed Parish visit by Cllr Mrs Chantal Wilson – It was resolved to organise an event during November in the early evening of a Tuesday/Wednesday/Thursday, with representatives of local groups invited to attend. ACTION: Clerk.

5. NWCTP seeks Council’s authority for the Parish Office to be used temporarily as its

correspondence ‘mailbox’ address – Cllr Barlow reported that Mr. Butler has now left the employment of Crowborough Town Council and NWCTP and although Crowborough Town Council is happy to remain as the Registered Office address, a new mailbox address is required.  It was resolved to use the Parish Office for mail forwarding.

1483.   Chairman’s Report followed by questions to Chairman – The Chairman informed the meeting that the Petition regarding the setting up of a separate Parish Council for Maresfield Village has been submitted to Wealden District Council.

1484.   Clerk’s Report followed by questions to Clerk – The Clerk suggested sending a ‘thank you’ letter and a bouquet of flowers to Mrs Claire Goossens now that her resignation has been received.  It was resolved to fund this from the Chairman’s budget. ACTION: Chairman and Clerk.

1485.   Payments to be made: for approval – Payments amounting to £3,468.72 were approved.

1486.   Communications – The Clerk reported that items are required for the next issue of The Parish Matters as soon as possible so that it can be sent out before the end of the year.

1487.    Date of next meeting – 21st October 2008 (Maresfield).

There being no further business the meeting closed at 21:35 hours.