Minutes of the Bi-monthly Parish Council Meeting 18 November 2009
Church Hall 8.30pm
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 and Mr A Malir.
Clerk (Mr J Paul).
Also in attendance Mrs M Whitehead (County Councillor) and 24 members of the public.
1 Apologies for absence. None, all Councillors present
2 Minutes of the Parish Council Meeting held 16 September 2009. Mrs Kennedy proposed and Mrs Ranjbar 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 See minute 4.1 16 September. Mrs Tull contacted the CDC officer and explained the separation of PC and PCC. There followed a success for the Parochial Church Council of a grant of £5000 towards the land purchase for a churchyard extension. Mr Harland asked for clarification of the PC promised contribution under minute 13.2 on 15 July 2009. It was agreed to be 50% of the total cost, up to a maximum of £5000 precepted in two halves (maximum £2500 each) over two years.
5 Hall work group. Mrs Pound reported for the group. Noting the recommendations of the interim report as circulated to Councillors; Mrs Pound stated that the group had examined many options for a possible future village hall; School House – not viable; Church Hall – possibly not available after lease expires (in 2021); Pagham Harbour Nature Reserve proposed new building – a possibility but on parish boundary and not yet certain to be built; recreation ground – obvious location, possibly using football club building provided it was found to be sound after survey. From the Group’s report the Working Party recommended that:
1. The PC (in conjunction with the Football Club) obtain a structural engineer’s report of the football club building in order to ascertain its future viability both as a clubhouse and as an upgraded community facility.
2. The PC establish a committee to oversee the organisation and use of the Recreation Ground. This would include all facilities at the site – the football pitch and other recreation land, the football club building, the proposed children’s playground and the recycling facility.
3. Building on the consultation exercise undertaken by the PC in April 2008, the development of the recreation ground should be one of the strands of a future Parish Plan.
Discussion by the Councillors followed.
On recommendation 1 some doubts were voiced on the structural integrity of the FC building, suitability and likely very high cost of repairs. It was found that all costs could fall on the PC as it was established from members of the FC Management present at the meeting that Sidlesham Football Club had no funds available. Doubt was expressed that the current FC building warranted any expenditure; that demolition and rebuild was possibly the only long term solution.
The Councillors agreed that a survey should be contracted by the PC, financed by an increase in the 2010 / 2011 precept. A concern was expressed that if a survey report indicated serious problems the building could be condemned for public use.
Any upgrading of the building would require extensive financial assistance; Mrs Pound said the work group did not see such assistance would come from the PC; that grants were available. However, Councillors agreed that any grant schemes for the next three years, national or local, were likely to be taken up by assistance with the 2012 UK Olympic Games. Other forms of funding eg loans could only be considered when a viable proposal was established.
Recommendation 2 was considered a good idea, to be carried forward for discussion at a later date by the Parish Council.
Recommendation 3 was seen as subject only if the past decision was reversed (not to produce a Parish Plan, minute 5, PC meeting 16/1/08).
Members of the public asked to speak, the PC agreed.
Q. Who owns the Football Club building? A. The Football Club with total responsibility for it but the PC owns the land.
Q. Would decisions on the Football Club building and a hall etc be in private? A. All PC meetings are open to the public, elector’s views and agreement would be sought.
6 School House. This item was discussed at the PC Planning meeting 28 October 2009. The minute recorded then is copied here.
“The house was used until 2000 as accommodation for teachers then a scheme to develop the building for key worker housing failed, the building deteriorated and for several years was boarded up. School House was declared redundant by the County Council in 2007. Schemes were requested by WSCC for alternative housing. Hastoe Housing Association developed a plan for affordable homes and on 20th October the Association held a consultation event at the school; presenting a plan to divide School House into two flats with three family homes to be built in the garden.
Those attending the consultation meeting on the 20th October were asked to complete feedback forms. An analysis of these feedback forms was presented to the Parish Council (Planning) Committee meeting and the views of members of the public at the PC (Planning) meeting were invited also. Several expressed an opinion that the use of the building should be changed from housing to educational purposes eg a Pre-School group. This was realised to be a very expensive proposition, not impossible but requiring a strong financial plan (and very quickly) if the WSCC proposal was to be reversed. The Parish Councillors were asked to vote that if WSCC decide to go ahead with the current plan it should be supported. The vote for was unanimous.”
Since the PC planning meeting the play-group organisers withdrew their interest in the house. WSCC issued a news statement (PR3311) welcoming the plans for affordable housing for local people on the site. (See www.twitter.com/wsccnews ). A planning application is now expected from Hastoe Housing Association to Chichester District Council.
On the play-group location topic Mr Field reported that an approach was made asking if, in principle, the PC would be prepared to discuss the placing of a ‘temporary classroom’ type structure in the Recreation Ground as the FC building was considered not to be suitable. (An interjection from a member of the public present asked ‘why not suitable’. Mr Field did not know the criteria involved). Councillors agreed unanimously that the proposal for a temporary building could be considered.
7 Affordable Housing. No additional information was available.
8 Highways, footpaths and cycleways. Mr Harland asked the Councillors if they would allow item 13.1 of the agenda “Mill Lane fingerboard. Complaint about finger change from ‘Mill Lane’ to ‘Sidlesham Quay” be brought forward to be item 8.3; as a number of the public present were attending only because of this item. The Councillors agreed.
8.1 ‘Slow Down in Sidlesham’ signs and positions. Mrs Ranjbar reported that through the Manhood Road Safety Group free temporary road signs were available customised for each parish. The Councillors agreed that Mrs Ranjbar and the Clerk should obtain some for Sidlesham, Councillors to consider suitable locations.
8.2 Any other items
8.2.1 A resident had asked if permanent signs could be requested for Mill Lane warning motorists of pedestrians and cyclists in Mill Lane. Action Clerk to contact Highways.
8.2.2 Mr Field reported that the CASPAR type temporary but fixed speed indicator device results found that at the Selsey site 85.4% of motorists were above 30mph; at the Hunston site 76.4% violated the 30mph speed to some degree.
8.2.3 Anti-skid surface at Anchor bend. Highways informed the MRSG that re-surfacing was planned to be in the 2010 / 2011 budget.
8.3 Mr Harland introduced the item. In May 2009, as part of the black and white fingerpost refurbishment programme, sponsored with majority grants from WSCC and CDC, the finger at the junction of Mill Lane / Selsey road was re-erected indicating the direction of Sidlesham Quay. Obtaining grants and organisation of the refurbishment was delegated to the Clerk. On 16th September a resident of Mill Lane wrote to take exception to the wording of the sign as he considered it could increase traffic in Mill Lane. Further letters and e-mails were received from other residents mostly containing reasonable comments both for and against. The original objector requested that his complaint should be raised as an agenda item at the bi-monthly meeting. 18 of the public present raised their hands as attending the meeting about this topic. Prior to the meeting the complainant had requested to address the Parish Council.
Mrs Tull called upon the Chairman to allow a proposal for voting. Mr Harland stopped discussion and acceded.
Mrs Tull proposed that “in the interests of community equanimity the Parish Council should request WSCC to remove the fingerboard signed Sidlesham Quay at the junction of the B2145 and Mill Lane, with no replacement at all”
A brief discussion followed with a suggestion of a blank finger replacement by removal of the letters.
Mr Harland asked if there were any amendments proposed. None were put forward.
A Parish Council vote was called on the original proposal; it was carried with seven votes for, one against and one abstention.
The complainant was asked if he would like to make his address to the Parish Council, he declined.
Action the Clerk to inform WSCC of the Parish Council proposal.
9 Recreation Ground.
9.1 Playground. Mr Harland reported that a facilitator was soon to be appointed for the Playground Work Group. The Sidlesham Community Group is making a Lottery Grant application. The Parish Council group will be applying for different items.
9.2 Football Club, insurances. No responses were received to enquiries from the PC about insurances. Members of the FC committee observing the meeting agreed to obtain the information for the PC within two weeks.
10 Amenities and Assets.
10.1 The Clerk reported that an annual contracted weed cutting and general land clean-up had been completed at Florence Pond, Bird Pond, Highleigh Pound and Beggars Lane.
11 Emergency plan. Mrs Pound suggested she should put a paragraph in the Church magazine detailing the requirements of a plan, and then possibly have it as an item in the Annual Meeting of the Parish in May 2010. The other councillors agreed. Action Mrs Pound
12 Finance
12.1 Mazars reminded the PC that Standing Orders and Financial Regulations should be reviewed every four years. Mr Bond agreed to examine the current documents and table amendments at the January PC meeting. The Clerk to first obtain an update of NALC guidelines.
Action Mr Bond & the Clerk
12.2 Mazars informed the PC that risk assessments for operational and financial procedures should be made. Using a template obtained from the internet Mr Harland and the Clerk will produce a document for review.
12.3 Financial work group: The Group met on 27 October 2009, examined the PC financial position and the expected monetary requirements for 2010/2011. The suggested precept for 2010/2011 of £16945 (detailed items as Appendix 1) was presented to this meeting. The Councillors considered an additional £1000 was necessary to cover expenditure as discussed above in item 5. It was agreed unanimously that the Sidlesham precept request in January 2010 should be £17,945, the Clerk was authorised to make this application when called by CDC.
12.4 Manhood Peninsula Partnership request for funding. The council agreed the sum of £50.
12.5 The clerk requests approval and recording of the following transactions.
12.5.1 Payments to be made: -
12.5.1.1 Royal British Legion poppy appeal £35
12.5.1.1 Church Hall hire September to November £31.25
12.5.1.2 Clerk Expenses September to November £68.02 (details on separate sheet)
12.5.1.3 A R Harland, Expenses of Playground Work Group, printing etc (details on separate sheet) £24.57
12.5.2 Payments made since 15 July 2009
12.5.2.1 MH Kennedy Grass on Paddock Straight September £92.08
12.5.2.2 Action in Rural Sussex subscription £40
12.5.2.3 Access by Design website annual fee £130
12.5.2.4 H Collins, Florence Pond, Bird Pond, Highleigh Pound clearance. £626.75
12.5.2.5 FWAG subscription £41.10
Mr Field proposed that the items of section 12.5 should be approved en bloc, Mrs Tull seconded and all councillors agreed.
13 Correspondence.
13.1 Mill Lane fingerboard. Dealt with as item 8.3.
13.2 CDC Newsletter on main service reviews. An email version of this newsletter will be circulated to Councillors by the Clerk.
14 AOB
14.1 Reports of Meetings attended since 16 September 2009.
14.1.1 Manhood Peninsular Steering Group. Mr Harland reported that this group was increasing in influence, with as co-chairmen Andrew Tyrie MP for Chichester & Roland O’Brien (a Selsey CDC councillor). Although mainly concerned with Selsey, the Group had influence over the whole peninsula. A Selsey Coastal Trust was being established with a prime aim to develop a walkway around the entire town with facilities such as cafes, diving centres etc as a means of raising funds for future sea defence expenditure.
14.1.2 Pagham Harbour & Coastal Issues Advisory Board. Mr Harland reported that this group had recently raised concern that Natural England was blocking maintenance of the shingle banks. NE wished to allow ‘natural processes’ to take place even if the housing along Pagham beach was threatened. NE had now reluctantly agreed that some gravel could be moved to protect the Pagham Shingle bank on this occasion. Mr Harland also confirmed that NE had indicated that it would be objecting to the building of bunds as and when required in the future to protect the Sidlesham Quay and northwards around the bottom of Rookery Lane, and it was on this matter that the PC had written to our MP seeking his assistance. Mr Harland also advised that he would we sending out the Terms of Reference for this Advisory Board, and he asked the councillors to respond whether they would be happy for him to sign up to this document at the next meeting due shortly.
14.1.3 The Crab and Lobster management had approached the PC requesting permission to erect a Christmas tree on the Parish Council land of Mill Site, Sidlesham Quay. The Councillors agreed that this could take place.
Meeting closed 22:25