Minutes of the Bi-monthly Parish Council Meeting 15 July 2009
Church Hall 7.30pm
Present: Mr A Harland (Chairman), Mr C Field, Mrs C Ranjbar, Mrs E Smart, Mrs D Kennedy and Mrs T Tull (left after item 13.1). Clerk (Mr J Paul).
Also in attendance were five members of the public and three candidate Parish Councillors.
1 Apologies for absence. Received from Mrs D Pound, Mr C Bond and County Councillor
Mrs E Whitehead (elected 4 June).
2 Minutes of the Parish Council Meeting held 20 May 2009. Mr Field proposed and
Mrs Smart seconded that the minutes should be signed as a true record.
3 Declarations by Councillors of personal interests in items on this agenda. None other than item five, where all councillors present expressed personal interest.
4 Matters arising from the above minutes not dealt with in separate items below. None
6 Cooption of Parish Councillor. Mr Harland proposed and all Councillors agreed that this item should be dealt with next. Mr C Tennent, Mr A Malir and Dr T Dobbins had volunteered to be considered; all were present. The cooption procedure followed was that the three candidates removed themselves from the room; each was invited back individually for interview by the current Councillors. After all three had been interviewed, without further discussion, a paper ballot was made. Mr A Malir received a clear majority and was co-opted to be a Parish Councillor.
5 Jeremy Vine (DP broadcast). On 4 June 2009 Mrs Pound took part in the Radio 2 Jeremy Vine programme topic ‘dying villages’. The programme was then available on BBC iPlayer.
The Councillors discussed statements made on the show by Mrs Pound about the Parish Councillors’ intransigence and lack of understanding of affordable housing and planning. Mr Bond had communicated his views prior to the meeting. The Parish Councillors were unanimous in their condemnation of the broadcast statements. They felt insulted and considered some statements were totally untrue, were disrespectful to Sidlesham Parish Councillors and brought the position of Parish Councillor into disrepute. It was considered that, on a national broadcast with no opportunity available to refute, Mrs Pound should not have made such statements.
Unanimously the Councillors concluded that Mrs Pound should apologise for the inappropriate and inaccurate remarks made in the broadcast. It was agreed that a letter would be drafted and circulated to all Councillors for approval. Upon agreement the Clerk to produce an official letter from the PC to Mrs Pound.
7 School House: Report of meeting with WSCC. Mr Harland, Mr Field and Mrs Tull plus the Clerk attended a meeting called by SPC on 14 July with WSCC led by WSCC Cabinet Member for Finance, Mrs Goldsmith, also attended by CDC Planners and Affordable Housing Officer, Hastoe Housing Association, the County Councillor, the School Headmaster and the Chairman of Governors. This meeting was a culmination of many meetings over eight years of discussion and proposals. With the declaration by WSCC Education Department that School House was surplus to their requirements WSCC property instructed Hastoe H A to consider development proposals, including using the existing School House. The preferred option decision of Mrs Goldsmith, supported by the CDC planning department, was that to re-use School House and build an additional 3 units on the adjacent site. All for rented housing. Contrary to previous statements the school representatives were not in favour, citing perceived problems of overlooking and noise. The Hastoe H A representatives stated they were experienced in overcoming such structural problems and that the tenancies of the proposed rented houses would be under strict control. Mrs Goldsmith instructed Hastoe H A to prepare material for a public meeting at the school in mid September. The Headmaster said he would inform the parents of the proposals and that a public presentation was to be made.
8 Affordable Housing. Mrs Pound requested this item for the agenda, in her absence it was deferred until the September meeting.
9 Highways, footpaths and cycleways. General items.
9.1 Immediately it was brought to the attention of the farmer he had the potentially dangerous tree on the main road approximately opposite Church Farm Lane felled.
10 Amenities and Assets.
10.1 Boat permits PHLNR. Mrs Smart reported on the PHLNRAB meeting held 14 July. Letters written in March anti to the permits were received by Mrs Smart only three days before the meeting. English Nature et al were anti; stating that the boats would disturb the birds, papers published by EN about Chichester Harbour state the opposite. The paper produced by SPC was praised as a very clear document. The boat permit issue was discussed for 1 hour 35 minutes then a vote taken resulting in 8 for the permits and eight against. The Chairman left the item for future consideration. However, subsequent to the meeting it was found that one of the people at the table voting against the permits was not an Advisory Board member, therefore had no vote. The decision for the permits will be claimed.
10.2 Recreation Ground; an email letter was received by the Clerk from an eight year old parishioner. A similar letter was received by CDC and the Observer Newspaper. The letter asked why other parishes had play areas and cycling areas but Sidlesham did not. The Clerk replied that the PC was in the process of investigating the building of a play area and informed her that all inhabitants of Sidlesham could use the Selsey Road Recreation Ground as it was the property of the parish not the football club.
10.3 Hall work group; Notes of a meeting held 3 June 2009 were circulated to Councillors in advance of the meeting. The Councillors were surprised to read that a meeting took place with CDC Senior Planners and another was planned with an Affordable Housing Officer. It was considered that such advanced discussions were premature as this Parish Council Work Group had not yet reported any conclusions or proposals to the PC. Linking with affordable housing was considered outside the remit of the group.
The PC was informed by the PCC than an approach to the Church Commissioners regarding renewal of the lease received a response that re-negotiation was not possible earlier than 2016.
It was noted that Church Halls can obtain grant funding.
In view of the disparity in perceived objectives, the Councillors decided that the next meeting of the Work Group should be open to all Councillors and should take place in the Church Hall. The Clerk to contact Mrs Pound and agree a suitable date.
10.4 Bird Pond. CF reported that Sarah Hughes will contact WSCC to arrange regular mowing of the western end of pond bank and verge as a first phase of improvement and restoration.
11 Emergency Plan. Mrs Pound requested this item for the agenda, in her absence it was deferred until the September meeting.
12 Finance.
12.1 The Clerk requested that the following items should be recorded and approved.
12.1.1 The Annual Return and the Annual Governance Statement for the year ended 31 March 2009 were presented to the PC.
12.1.2 The PC agreed the Audit for year end March 2008 as presented after agreement by the internal/external auditor was ready for the external auditors.
12.1.3 After discussion the Councillors agreed that the financial risk of the Parish Council was covered adequately by the procedure of an annual review by the Financial Workgroup and the subsequent presentation by the group of the proposed Precept for the coming year.
12.1.4 To clarify a statement for audit the minute entry dated 19 March 2008 page36 item 8.4.1 ‘J Paul Clerks fee STO £415 was a monthly order, annual payment therefore £4980
12.2 The clerk requested approval and recording of the following statements and transactions.
12.2.1 Payments to be made: -
12.2.1.1 Church Hall hire March to July £32.50
12.2.1.2 Clerk Expenses May to July £73.56
12.2.1.3 Internal/external auditors fee to Mrs K Cutting £57.50
12.2.2 Payments made since 21 January 2009
12.2.2.1 Donation to Sidlesham Festival for hire of drama group. £100
12.2.2.2 JK Engineering. Supply and fit new finial to Lockgate Rd/Boxham Lane fingerboard £299
12.2.2.3 M H Kennedy Paddock Straight May grass cuttings £185.15
12.2.2.4 M H Kennedy Paddock Straight June grass cuttings £185.15
12.2.2.5 H B Collins Recreation Ground litter pick and grass cut £109.25
Mr Field proposed all the items of section 12 should be approved en bloc, Mrs Ranjbar seconded and all councillors present agreed.
12.3 The Clerk reported receipt of £800 pound grant from CDC for the black and white fingerboard renovation; WSCC also paid £1200 direct to the contractors. Therefore the final cost to SPC was £400. The signposts are situated at Highleigh Road north end, Mill Lane south end and junction of Ham Road with Easton Lane. This completes the renovation of all these cast iron sign posts in Sidlesham (total of six). WSCC announced earlier this year that Parish Councils are now totally responsible for such posts.
13 Reports.
13.1 Pagham Harbour Local Nature Reserve Advisory Board. Mrs Smart added to her report of item 10.1 that the Visitors Centre project leader stated that more readings were proposed to examine the site and a study report is proposed for the autumn.
13.2 Churchyard extension. Mr Field reported a successful negotiation by the PCC with the Church Commissioners to buy 0.43 acres of pasture adjacent to the churchyard for use as an extension subject to planning permission. This was predicted to be enough for the parish for 100 years. The PC agreed that 50% of the total cost up to a maximum of £5000 could be precepted to assist with the purchase, spread over 2 years.
13.3 Manhood Parishes Road Safety Group. Mr Field reported that the fixed SID (CASPAR type) when used just south of the Paddock fuel station had experienced battery problems. This was a preliminary experimental site and much experience was gained.
13.4 Peninsula Forum. The latest report was circulated earlier.
13.5 Medmerry Managed Realignment Scheme. Minutes of the work shop are expected shortly. The Ham group propose that when formed the new inlet and salt marsh should be called ‘Ham Harbour’.
13.5 Pagham Harbour Coastal Advisory Group. Mr Harland reported that the communication received from English Nature that no protection would be allowed for the Pagham Spit or within the Pagham Harbour area, including bunds shown on previous documentation, was unacceptable to all local parishes. This was to be taken up with the local Members of Parliament at Westminster. Pagham PC want the Advisory Board to become a Management Group, the Councillors have drafted new terms of reference.
14 Correspondence.
14.1 Playground Grants. Playbuilder Funding SPC application for a grant from WSCC was successful with a proposed grant of £45,000, an underfunding by £5000 of the amount requested. There are strict criteria associated and the money will be available for year 2 projects to be completed by 31 March 2011. It was agreed that the Playground working party should be expanded now that a successful bid had been received.
14.2 Policy for Gypsies & Travellers. Comments to be submitted from SPC before 1 September 2009.
15 AOB
15.1 The Pagham Sailing Club annual sail day to Sidlesham Quay will be on 6 September 2009
Meeting closed 22:30 John Paul (Clerk)