Sidlesham Parish Council.

Minutes of the Bi-monthly Parish Council Meeting
19 March 2008 Church Hall 7:35pm (after planning meeting)

Present: Mr Harland (Chairman), Mr C Field, Mrs D Kennedy, Mrs E Smart, Mrs T Tull, Mrs C Ranjbar, Mr C Bond
Clerk (Mr J Paul).
 
1. Apologies for absence. Received from Mrs D Pound, Mr D Pound and Mr A Chaplin (County Councillor).
2. Minutes of the Parish Council Meeting held 16 January 2008.   Mrs Kennedy proposed and Mr Field seconded that the minutes should be signed as a correct record.
3 Declarations by Councillors of personal interests in items on this agenda. None
4 Matters arising from the above minutes not dealt with in separate items on the agenda.
4.1  (4.2) Drainage of B2145 ditch and opposite Rookery Lane junction. The Clerk reported that Highways agreed to arrange for both ends of the culvert to be cleared of foliage debris and silt. 
5 Committees, sub-committees, working parties;
5.1 A ruling of the Sussex Associations of Local Councils was sought (12/02/08) on the necessity to hold SPC finance and amenities sub-committee meetings in public, (Mr Pound had interpreted this was necessary after his training course). The Clerk reported that Mr Leggo replied that these appeared not to be committees or sub committees in the true sense; the recognised hierarchy should be a Council appoints committees then committees appoint sub committees or working parties. He suggested that the sub-committees are in fact working parties that do not operate under the same stringency, are not open to the public and simply advise the Council. This agreed with the meetings understanding as the ‘sub-committees’ have no executive function but always report back to the Parish Council. On the contrary the Planning Committee did have authority.
Following Mr Leggo’s advice the Clerk suggested it be recorded that the Sidlesham Parish Council’s Finance and Amenities /Assets ‘sub-committees’ terms of reference were ‘working-parties’ in function but that the Planning Committee was a ‘committee’. Mrs Tull proposed a motion that this suggestion be put to the Council; Mr Field seconded the proposal, the Councillors voted unanimously to accept the motion.
5.2 Parish Council / Parochial Church Council liaison. Mrs Tull suggested that the PC should have more contact with the Parochial Church Council possibly as an annual meeting. Mr Bond proposed that meetings should be as needed and at least the PC Chairman and Vice-Chairman should meet to discuss matters of mutual interest with SPCC or representatives. The PC agreed and decided that the District Councillor should be invited also to attend liaison meetings.
6 Highways, footpaths and cycleways.
6.1 Manhood Parishes Road Safety Group (MPRSG). Mrs Smart and Mr Field attended a meeting on 25 February. From the minutes:-  “the only mobile SIDS in operation are by Sussex Police in Arun district and by the Sussex Safety Camera Partnership. None by volunteers. WSCC, has units for hire by parish and town councils, at £50 per half-day with an operator in attendance. Cost of a fixed SID eg at Hunston, is between £4,000 and £7,000.  Permanently sited SIDS do not record any data. None of the councils has put forward any possible positions of the mobile SID. Approved sites must provide safety for operators and their vehicles, the equipment not to be left unattended.  A mobile SID only to be operated from sites approved by both Sussex Police and WSCC.
Sussex Police with WSCC will to provide approval criteria for suitability of sites and rules for operating.
Sussex Police and WSCC consider a mobile SID should be freestanding, chained to existing street furniture for security.
Grant from South Chichester County Local Committee towards the purchase of a mobile SID should be spent within 6 months of the issue; WSCC would be able to extend the time requirement on the provision of adequate justification.
A SID would require to be insured. WSCC are unable to include the equipment on its insurance, MPRSG and STAG have to arrange cover. PLI cover to be provided by each participating council. 
Volunteers must wear high Visibility Clothing
Next meeting of MPRSG 7 April, 7:00pm at Earnley Concourse.”

It was noted by the PC that the 6 March STAG minutes stated unequivocally that a SID should collect data. As the Police and WSCC as authors of the rules of use were of the opposite view this appeared to be a stalemate. (Also repeated in Mrs Pound’s report of the Peninsula Forum, see below). However, to further the project the PC requested the Clerk to contact STAG and ask for their suggestions of suggested sites for SIDS.
6.2 Conservation walks: New permissive access. Mr C Spiby wrote to the PC stating he had entered into an agreement with Natural England that the section of cycle path from Church Farm Lane to Chalder Lane should also be ‘permissive footpath’.
6.3 Highway Rangers. A further communication from this department of WSCC stated they would be operating from April. The Clerk agreed to request the Rangers clear the weed growth and soil from the footway edges along the B21445 through Sidlesham.
6.4 Common Land and right to roam. Mr Harland confirmed that the areas known as Sidlesham and Hunston Commons (part of Marblebridge Farm) were designated on the maps as ‘right to roam’ although access was possibly difficult.
7 Amenities and Assets.
7.1 On the 9 March the Clerk reported to the police several acts of vandalism around the parish. The police agreed to make their motor patrols aware.
7.2 The Clerk applied for CDC grants assistance towards replacement of a Mill Site seat and renovation of black and white fingerboard road signs. The Chapel Plaque and Highleigh Pound gate projects had not been applied for this year.
7.3 Bus shelter wall flint stones damage. Mrs Kennedy reported having spoken to the builder that work should start soon.
7.4 Bus shelter, metal roof.  The Clerk reported that covering the roof with corrugated iron would cost approximately £100, it was agreed he should progress this possibly as a work party.
7.5 Recreation Ground roadway. The Clerk obtained quotations ranging from pothole patching to complete replacement. As the costs ranged from just affordable at £1000 to unaffordable at nearly £8000, the PC decided the Clerk should proceed with a contract for the minimum.
8 Finance
8.1 Insurance. Proposed change of insurer. The Clerk obtained a quotation through Cade & Company from Norwich Union. The policy offers a cheaper premium with better cover, including insurance for volunteers. Mr Bond proposed, Mrs Tull seconded and all agreed the Clerk should progress the change of insurers for a three-year period.
8.2 Annual audit, financial year ends 31 March 2008.  Appointment of auditors for accounts 1 April 2008 to 31 March 2009. It was agreed to follow the practice of previous years, Internal / internal audit Adrian Harland, internal / external audit Mrs Karen Cutting, external / external audit Mazars Ltd.
8.3 Donations to charities and organisations. The PC agreed to donate the following from the 2007 / 2008 ‘Free Resource’ :- Samaritans (£50), Citizens Advice Bureau (£50), Sidlesham Mini-Bus (£100), SPCC for Church Hall maintenance (£80). West Sussex Association for the Blind (£50), Sussex Air Ambulance (£50).  It was agreed that at the appropriate time from the 2008/2009 ‘Free Resource’ donations of £25 be made to Manhood College prize, also approximately £60 to the Sidlesham Newcomers Event and approximately £35 to the British Legion poppy appeal.  Proposed by Mr Field, seconded by Mr Bond.
8.4 The clerk requested approval and recording of the following transactions.
8.4.1 Payments to be made: -
CPRE annual subscription. £28
M Brown Recreation Ground grass and tree / shrub cutting £160
PCC Hall hire £21.25
J Paul expenses (details on separate sheet) £69.99 and hall heating May 07 to February 08 £17
J Paul Clerks fees STO  £415
8.4.2 Payments made since 16 January 2008
SALC training fee £188
Mr Harland proposed, Mrs Ranjbar seconded that the transactions should be accepted ‘en bloc’; this was agreed by all Councillors.
9 Annual Parish Meeting. 28 May 2008.
9.1 Consultation letter for circulation. Mr Harland recorded his thanks to Mr Pound for the initial draft. A final version would be produced shortly for the Clerk to have 600 printed and circulated to Councillors for distribution to all Sidlesham households as soon as possible.
9.2 Agenda for annual meeting. In addition to the Chairman’s report it was suggested that a presentation on Chichester Harbour should be invited. Additional ideas of items for inclusion were invited to be sent to the Chairman. The main electors discussion time to be spent on results of the consultation letter replies. Flyers to be produced and distributed nearer the date of the meeting.
10 Electoral review of WSCC. A very urgent electoral review is in hand of West Sussex County Council by the Boundary Committee of England (Part of the Electoral Commission). The review aims to make sure where possible, that every councillor in each division represents the same number of electors, it will also take into account the identities and interests of local communities in the area.  At the last review placing rural Sidlesham with urban South Chichester appeared a mismatch due to over emphasis on numbers, the PC considered much greater emphasis should be placed on the integrity and similarities of the Manhood Peninsula and Manhood parishes.  The Clerk was instructed to make representation to the Boundary Commission in advance of the 21 April 2008 deadline.
11 Correspondence.
11.1 Newcomers to Sidlesham event (PCC) 17 May, Parish Council invited.
11.2 CDALC meeting 31 March 2008
11.3 3/4 Shotford / Recreation Ground boundary. Number 3 had complied with the letter from SPC, it would appear number 4 had not. The PC instructed the Clerk to write another letter, requesting a reply within a short time period with the statement that failure to reply and comply would result in legal action and /or a barrier along the fence line blocking the way. Permission was already obtained from Portsmouth water to erect such a barrier within their easement. 
12 Reports.
12.1 Pagham Harbour Local Nature Reserve Advisory Board. 11 March 2008. Mrs Smart reported that the proposed agenda was altered to accommodate report and discussion of the severe flooding following the breach of Medmery shingle bank at mid-day the previous day 10 March. Severe SW wind with a spring tide caused erosion and inundation of West Sands Caravan Park. 175 caravans were destroyed and many more damaged. Ditches and rifes were blocked,
Pagham Beach was gone with 5 to 20ft depth of beach washed away. Representatives of Pagham considered houses were in danger.
The new Ferry Pool Hide is to return to CDC Planning with a move further south proposed.
Copies of the byelaw enforcement protocol were to be circulated to all relevant parish councils (now on SPC file).  A copy of the 13 November 2007 minutes is now on SPC file.
12.2 Peninsula Forum. 5 March 2008. Copy of the minutes is on SPC file containing reports on Choice Based letting Scheme (housing), SIDs (similar to MPRSG above) and village halls. Mrs Pound attended the meeting and sent the PC meeting a report of her views of the items.
12.3 CLC. 6 February 2008. The Clerk attended the meeting. Minutes are on file. The majority of the discussion was on the proposed closures of local post offices.  
13 AOB
13.1 WSCC. Temporary Closure of Public Footpath 75 Selsey / Sidlesham from 11 March 2008 for 21 days.
Above announcement due to flooding and breach of Medmery bank
13.2 PC meeting dates, 21 May 2008 (AGM), 28 May 2008 (Annual Parish Meeting).