Minutes of the Bi-monthly Parish Council Meeting 16 September 2009
Church Hall 7.30pm
Present: Mr A Harland (Chairman), Mr C Field, Mrs C Ranjbar, Mrs E Smart, Mrs D Kennedy,
Mrs T Tull, Mrs D Pound, Mr C Bond (left after item 12) and Mr A Malir.
Clerk (Mr J Paul).
Also in attendance Mrs M Whitehead (County Councillor) and five members of the public.
1 Apologies for absence. None, all present
2 Minutes of the Parish Council Meeting held 15 July 2009. Mr Field proposed and
Mrs Kennedy seconded that the minutes should be signed as a true 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 below.
4.1 (13.2) Application for a CDC Community Chest Grant by PCC for church yard extension purchase. A PCC Church Warden contacted the PC requesting help. Discussion with the CDC officer having proved difficult due to an apparent confusion by the officer between Parochial Church Council and Parish Council. Mrs Tull agreed to discuss the matter with the officer.
5 Hall work group. Part of a letter sent to the Chairman by Mrs Florin was read to the Councillors. Mrs Florin made several comments concerning the long term future of the Church Hall and the necessity for research by the Work Group.
A discussion ensued about the Work Group, that it was set up by the Parish Council and answerable at all times to the PC. Reference was made to the PC decision (minute 10.3 15 July PC meeting) to hold a Group meeting in the Church Hall. The subsequent refusal by the Group to comply was seen by the Councillors as an illustration that the Work Group was apparently being led as an organisation not answerable to the PC.
From the floor a member of the Group asked what the terms of reference were. This was agreed by a majority of the Councillors to have been set simply as a discussion group to produce spontaneous ideas for the PC on what could be done in Sidlesham.
It was decided that business plans, consultations with outside organisations etc were items for the future not now.
In response to a request from Councillors Mrs Pound agreed that a brief written report would be prepared for the November PC meeting on the Group’s conclusions to date and where it thought the topic of ‘A Parish hall’ in Sidlesham was going.
6 Jeremy Vine (DP broadcast). This followed the similar agenda item from the 15 July PC meeting. Mr Harland read out a further extract on this matter from the letter sent to him by Mrs Florin following the July meeting.
A letter was received by the PC from Mrs Pound on 2 August 2009 apologising if the views expressed by her during the broadcast had upset the Councillors but they were her personal views. This interpretation was refuted by the Councillors as Mrs Pound in the broadcast, after stating that she was a Sidlesham Parish Councillor, made no claim that the views expressed were not representative but personal. The Councillors stated they still felt highly insulted and that by broadcasting such statements after declaring herself to be a member of the Council Mrs Pound brought the position of her fellow councillors into disrepute. Serious doubts were raised that Mrs Pound could be entrusted to fairly represent the collective Council views to outside bodies when her personal views were not in accord with those held by the majority of councillors.
With regret it was proposed that Mrs Pound should be removed from officially representing Sidlesham Parish Council to outside organisations. This was carried six votes for and two abstentions. The Council therefore annulled the appointment of Mrs Pound as a representative of Sidlesham Parish Council at the meetings of the Manhood Community Forum (reference minute 4.6 20th May 2009).
7 Affordable Housing. Mrs Pound said she would like to see the PC promote affordable housing. That such housing was needed for people with local connections. Mrs Tull reported that she understood the housing list had now trebled for applicants claiming local connections possibly as a result of the change in registrations allowing the applicants to be on multiple area lists. Of the people on the lists probably only those in the most need (categories A, B, and C) were likely to obtain housing. It was agreed that the PC should visit this subject again and that Sam Irving the CDC Housing Officer be invited to a PC planning meeting probably towards the end of October. The Clerk to contact and invite Sam Irving.
8 School House. As reported in the PC minutes of 15 July Mrs Goldsmith instructed the Hastoe H A to prepare material for a public meeting at the school on suggestions on the development of up to four rented homes on the site. Hastoe’s response is an open School House development consultation event to be held on Tuesday 20th October at the School 3pm until 7pm They have already had the building and site surveyed and their architects have produced ideas on the upgrading of the house. At the open event local residents will be able to examine the proposals, ask questions and where appropriate register interest in the properties. Representatives from Hastoe, the architect and local authority will be in attendance to answer questions.
9 Highways, footpaths and cycleways.
9.1 School Safety Zone. The WSCC Transport Planner informed the PC in late August that a School Safety Zone for Sidlesham School was budgeted to be set up in the 2011 / 2012 financial year. This would consist of a part time 20mph restriction past the school to be indicated by road markings and flashing illuminated signs at each end in Highleigh Road and Keynor Lane. Comments were requested by 9th September. For the PC the Clerk wrote to request that a similar flashing illuminated sign and road markings should be installed in Easton Lane before the junction at the bend opposite the school.
9.2 Agreed cycle route to Selsey imminent. An unofficial communication was received that the Cycle Route extension to Selsey from the PHLNR car park was reaching agreement.
9.3 Manhood Greenways Project Medmerry Stakeholder Advisory Group (MStAG). Mr Field reported that in conversation Mr Peter Brown explained that he is to set up a project with a view to the establishment of a network of permissive bridleways on the Peninsula.
9.4 Mr Field reported that the water course next to the B2145 from Littleton to Willow Glen was cleared in a very efficient way by WSCC Highways as a goodwill gesture due to difficulties identifying the responsible land owner. This should alleviate the flooding potential in that area.
9.5 Any other items. Mrs Tull reported a serious increase of vehicles travelling at excessive speed along Highleigh Road; she asked that the mobile SID could be used again in the area.
10 Recreation Ground.
10.1 Playground. Mr Harland reported that earlier in the day a meeting took place with Ms Lisa Rumbold of CDC. The text of a questionnaire was agreed for distribution to all household in the parish requesting opinions on type of equipment and likely amount of use. The meeting had been informed that planning permission would not be required as the proposed playground was a replacement on the same site.
Through Mr Harland the Parish Council Playground Work Group requested that the Council agree to set aside £5,000 out of reserves towards the project. Mr Field proposed that this should be agreed, Mr Malir seconded it and all councillors agreed.
10.2 Football Club. Notes of a meeting held 24 August 2009 by Mr Harland, Mr Field and the Clerk with Mr Jewiss (FC Chairman) and Mr Rowland (FC Secretary) were circulated in advance to Councillors.
The August meeting was held to obtain information about a proposal by the Football Club to set up two youth teams using the overgrown area to the west of the football pitch. The Club had already cleared and rolled the area. Although the use of the area would be allowed, it was confirmed that the whole of the Recreation Ground was always available to parishioners.
The PC expressed concern about insurances as the PC was the owner of the land and the Football Club was a tenant. The Clerk agreed to ask for copies of youth football insurance schedules also the club house licence schedules and Football Club’s Public Liability Insurance schedules.
At the August meeting the legal position of the Football Club was raised; the Heads of Agreement being based on defunct leases. The FC was informed that a formal lease was required, and it was mooted that an annual rent should be paid bearing in mind that the Football Club now had minimal connections with the parish.
The PC agreed that this should be progressed with solicitors.
11 Amenities and Assets.
11.1 Red K6 ‘phone box at junction of Lockgate Road with Selsey Road. BT had informed the PC that due to low usage (78 calls in 12 months) this box, together with many in West Sussex, was planned to be removed. BT suggested that the PC should ‘adopt’ (ie buy) the box for £1. BT would be removing the telephony. As this particular box is a Grade 2 listed building the situation was unclear to the PC and it was considered the BT closure should be resisted. The Clerk to take up correspondence.
(Subsequent to the meeting the Clerk received notice from Mr Dave Hyland (CDC Senior Community Engagement Officer) that he was resisting the BT proposals for the District. The Clerk agreed to communicate the support of SPC).
12 Emergency plan. An outline requirement document was circulated to the PC from Mrs Pound. The PC considered a work group should examine the proposals and Mrs Pound agreed to produce a detailed document for the next PC meeting.
13 Finance
13.1 The clerk requests approval and recording of the following transactions.
13.1.1 Payments to be made: -
13.1.1.1 Church Hall hire July to September £39.50
13.1.1.2 Clerk Expenses July to September £68.67
13.1.1.3 H B Collins Recreation Ground litter pick and grass cut 14 Aug £109.25
13.1.2 Payments made since 15 July 2009
13.1.2.1 M H Kennedy Paddock Straight grass cuttings 13/27 July £185.15
13.1.2.2 H B Collins Recreation Ground litter pick and grass cut 14 July £109.25
13.1.2.3 M H Kennedy Paddock Straight grass cuttings 11/26 August £185.15
13.2 VAT reclaim payment received from HM Revenue & Customs £605.31
Mrs Tull proposed all the items of section 13 should be approved en bloc, Mr Harland seconded and all councillors agreed.
14 Reports.
14.2 Manhood Parishes Road Safety Group. Meeting 24 August, minutes to be circulated when received by the Clerk. Mrs Ranjbar reported that the mobile SID was considered in need of calibration. The group objected to the Easton Lane glasshouse development. The next meeting is planned for 19 October.
14.3 Peninsula Forum. Minutes of a meeting held on 7 September would be circulated when received by the Clerk. Mr Harland reported that the A27 improvements were said to be under review and likely to be reduced. A ditch monitoring scheme was proposed by Birdham Parish.
14.4 Medmerry Managed Realignment Stakeholders meeting. Mr Field reported that the proposed breach was 130 metres wide. Plans for the bund locations were published and currently comments from Stakeholders were being considered by the Environment Agency. A final proposal was planned to be issued in April 2010 leading to a planning application in July 2010. The Ham Group has proposed an alternative route; this draws attention to a gas main that would be under the new salt marsh of the EA proposal. However, the EA had previously stated that any services under the area would be replaced elsewhere. Members of the EA project team stated would be pleased to make a presentation on the Medmerry Scheme to the Parish Council. The Parish council agreed that the Environment Agency should be invited to attend the November bi-Monthly Meeting.
Action the Clerk to contact Mr Pearce.
14.5 Pagham Harbour Coastal Advisory Group. Copies of Pagham PC correspondence detailing the concern about the sea defences were issued to all Councillors, together with a copy of the letter sent to Mr Andrew Tyrie MP from SPC supporting our neighbouring parish.
14.6 Other reports. None.
15 Correspondence.
15.1 Draft Statement of Community Involvement. This preliminary document received for information from CDC is the start of a revised Local Development Framework review exercise. 15.2 Manhood Peninsula Partnership. A new website is under construction, material about Sidlesham will be included.
15.3 Boat permits PHLNR. In response to the wording of the past set of advisory board minutes, after legal advice, the Clerk wrote to Cllr Acraman (WSCC) reiterating that the views of SPC were as expressed in the paper on the subject, that the minute PGLNR stating the current situation was that permits would simply die away was not held by SPC. Mr Acraman replied that this was understood.
16 AOB. None.
Meeting closed 22:15 John Paul (Clerk)