Minutes of the Statutory Annual Parish Council Meeting 20 May 2009
Church Hall 7:00pm
Present: Mr Harland (Chairman), Mr C Field, Mrs D Kennedy, Mrs E Smart, Mrs T Tull, Mrs D Pound, Mrs C Ranjbar, Mr C Bond. Clerk (Mr J Paul).
Mrs M Whitehead (WSCC candidate) attended and Mr Wright (Pagham resident)
1. Election of Chairman. Mr Harland was proposed by Mrs Tull seconded by Mrs Kennedy. There being no other nominations Mr Harland was elected.
2. Election of Vice-Chairman. Mr Field was proposed by Mr Harland seconded by Mr Bond. There being no other nominations Mr Field was elected.
3. Apologies for absence. The chairman announced that Mr D Pound tended his resignation and was therefore not present. The Parish councillors unanimously wished it to be recorded that Mr Pound had contributed greatly to the parish council.
Mr A Chaplin (CC) was unable to attend.
4. Appointment of Committee, Work groups and Representatives.
4.1 Planning Committee. It was agreed that as by custom the Vice-Chairman Mr Field would be the chairman of this sub-committee. All Councillors were invited to be on this sub-committee; this was agreed.
4.2 Finance Work Group. It was agreed that as by custom the Chairman Mr Harland would chair this Work Group and that Mr Field, Mrs Ranjbar and Mr Bond would be members.
4.3 Assets and Amenities Work Group. It was agreed that Mrs Pound should chair this Work Group with Mrs Ranjbar, Mrs Kennedy and Mr Harland as members.
4.4 Representative to Pagham Harbour Local Nature Reserve Advisory Board. Mrs Smart was appointed.
4.5 Representative to Chichester District Association of Local Councils. Mr Field was appointed.
4.6 Representatives to Peninsula Community Forum. Mrs Pound and Mr Harland were appointed.
4.7 Representatives to Manhood Road Safety Group. Mr Field and Mrs Ranjbar were appointed.
4.8 Representatives to Manhood Peninsula Steering Group. Mr Field and Mr Harland were appointed to maintain a watching brief.
4.9 Representative to Pagham Coastal Issues Advisory Board. Mr Harland was appointed.
5. Minutes of the Parish Council Meeting held 18 March 2009. Mr Field proposed, seconded by Mrs Ranjbar and agreed by all present that the minutes should be signed as a correct record.
6. Matters arising from the above minutes not dealt with in separate items on the agenda.
6.1 (9.2.1) Donation. Mrs Pound on behalf of the Festival organisers thanked the PC for the proposed donation.
7. Declarations by Councillors of personal interests in items on this agenda. None.
8. School House. Mr Harland read a letter received from Mrs Louise Goldsmith (newly appointed portfolio holder at WSCC). The Parish Councillors considered the points raised in the letter were a re-iteration of past items already agreed and progressed with WSCC in past years. i.e. sound proofing of joining wall etc etc. The Councillors regretted that so little progress appeared to have been made and old issues were to be raised again despite the many meetings that had already taken place; that the ideas and plans produced by developers; that positive discussions and agreements with CDC planners and WSCC Highways were apparently disregarded or misinterpreted. The building and grounds were again becoming eyesores and falling into disrepair. It was agreed that the Parish Council should call a meeting of all parties to avoid further circular considerations. Action CF and JP
9. Highways, footpaths and cycleways.
9.1 Drainage problems. B2145 / Rookery Lane junction. Mr Field reported that a site meeting took place on 30 April with Steve Hodd (WSCC) and Gavin Holder (CDC).
a. The outlet from the ditch at the side of Littleton Cottage going under the B2145 was identified. SH agreed for this to be unblocked and repaired.
b. WSCC do not accept responsibility for the rife but SH considered he can arrange a one-off dig out of the reed lined section opposite Littleton Cottage.
c. GH will establish with the Environment Agency the responsibility for the rife on the east of the B2145 bordering Bell Field and the Harbour Reserve willow carr.
d. GH will contact the land-owner(s) regarding the poor maintenance of the ditches along the B2145 and Rookery lane. Action. JP to contact SH and GH for time plans.
9.2 Speed Indicator Device (SID). Mrs Field reported a meeting with Craig Voke (PCSO) on 16 April when rules of use, roadside training etc took place. Three more volunteers have come forward to use the device and Mr Richard Hall has agreed to be the coordinator for Sidlesham. During the roadside operation of the SID CF noted a marked effect on the speed of vehicles.
9.3 Dog fouling of footpaths and cycle tracks. An increase in this unpleasant activity was reported. Notices instructing dog walkers to clear up were considered necessary. Action JP
10. Amenities and Assets.
10.1 Play areas. Mrs Pound and Mr Harland reported on that likely costs and size of grant funding needed to install a facility would be in the wide region of £18,000 to £70,000. They had prepared and sent grant applications to meet the dead line of 22 May to CDC and WSCC.
10.2 Recreation ground. Nothing to report. Mrs Kennedy and Mr Harland agreed to be the PC contacts with the Football Club.
10.3 Hall work group. A meeting had taken place.
10.4 Boat permits for Pagham Harbour. Mr Bond reported that Cllr Acraman of WSCC had formulated recommendations to be considered by WSCC and EA that 10 permits should be issued to Sidlesham residents.
The Chairman asked the PC if the Pagham resident could address the meeting briefly, it was agreed. He stated his contention was the revised bye-laws for the PHLNR. That as drafted two items should be removed. The PC responded that these items were to be considered at the next meeting of the PHLNRAB on 11 July.
11. Finance
Payments. Request for approval and recording.
11.1 Payments. The Clerk requests the following for approval and recording.
11.1.1 Payments to be made
11.1.1.1 Church Hall hire £27.50.
11.1.1.2 J Paul expenses (see separate sheet) £51.80
11.1.1.3 SPCC contribution to Newcomers Event £60
11.1.2 Payments made since last meeting
11.1.2.1 Manhood C C donation for statistics prize £25.
11.1.2.2 Samaritans £50
11.1.2.3 CAB £100.
11.1.2.4 4-Sight £40.
11.1.2.5 Victim Support £40.
11.1.2.6 MH Kennedy grass cutting 17&31 March £185.15.
11.1.2.7 J Paul clerk fee monthly STO change to £433.
11.1.2.8 J Paul (audit adjustment of expenses) £5.69.
11.1.2.9 CPRE subscription £29
11.1.2.10 M H Kennedy grass cutting 15&28 April £185.15.
11.1.2.11 Insurance £444.22
11.1.2.12 Kennedy’s (grass cutting) £185.15
11.1.3 Payments noted at audit not minuted previously.
11.1.3.1 CDC grass cutting 25 July 07 £82.07
11.1.3.2 M Brown 27 June 07 £140 shown in minute 25.10.2.2.2 as £40.
The items were explained where necessary by the Clerk and Mr Harland as internal / internal auditor.
Mrs Tull then proposed that the items should be accepted en bloc, this was seconded by Mr Field and agreed by all councillors.
12 Annual Parish Meeting 27 May.
Flyers to all household had been distributed. PCSOs would be attending to demonstrate the mobile SID and discuss local policing.
13 Resignation of Parish Councillor. Procedure for replacement
A notice to be displayed on the notice boards informing the electors that a vacancy has occurred. That if requested by ten Sidlesham electors in application to the CDC electoral office an election would be organised by CDC. All costs associated with an election to be met by SPC (approximately £800).
Failing a request for an election the Parish Council would co-opt a replacement councillor.
14 Correspondence.
14.1 European Parliamentary and WSCC Elections 4 June 2009. Polling station Church Hall
14.2 Red phone box Dyers Corner (grade 11 listed building) to be cards only, not cash.
14.3 Freedom of Information DVD issued, available from the Clerk.
15 Other Reports.
15.1 Chichester Association of Local councils. Mr Field reported on the last meeting. There was a planning department presentation. The A27 development costs are being reviewed by a series of studies this summer; then a consultation. The local sewage treatment plants can only cope with a very limited number of new houses. At the next meeting Southern Water will present their proposal on treatment.
Discussion took place on whether CALC was redundant due to proliferation of general forums; therefore decided agenda of CALC should be parish council led and only two meetings per year.
15.2 Manhood Road Group Mr Field reported on a meeting. A ‘bolt on’ unattended SID would be available in June. Funded by £5000 centrally and £2000 held by STAG obtained from WSCC CLC. Sidlesham proposed several sites, three accepted, a forth near the service station was not but will be re-applied for. Due to lack of street furniture permanent poles will be installed.
15.3 Wild Life pond day. This was organised by Sarah Hughes of CDC. Pond dipping in the lined pond on the reserve revealed a lot of organisms. Bird Pond was very deficient, possibly due to pollution.
15.4 Pagham Coastal Issues. Mr Harland reported that it had been decreed by the EA that gravel from the spit could not be used for sea defence purposes. Defence gravel can only be obtained from off shore or be brought in by road. Bunds will be placed if necessary around the harbour. Pagham PC has refused to accept the terms of reference of the group.
16 Proposed meetings for the next twelve months Wednesdays at 7:00pm: -
16.1 Parish Council bi-monthly and Annual Parish Meeting. 15 July 2009, 16 September 2009, 18 November 2009, 20 January 2010, 17 March 2010, 19 May 2010 (statutory annual meeting),
26 May 2010 (Annual Parish Meeting).
16,2 Planning Committee every three weeks if new applications are received, interval and dates subject to change if applications not received.
16.3 Work Groups as required.
17 AOB
17.1 Neighbourhood Management Forum. Meeting on 24 June, Mrs Tull will attend as DC and PC.
17.2 Highleigh Sewage. Resurgence occurred in the winter and spring. CCTV down the pipes indicated an error in the system at Bremire Lane plus the recurring problem after rain of huge amounts of fresh water run-off entering the system from the direction of Rotten Row and Fletchers Lane.
Meeting closed at 10:00pm