Minutes of the Bi-monthly Parish Council Meeting 17 March 2010
Church Hall 7.15pm
Present: Mr A Harland (Chairman), Mr C Field, Mrs C Ranjbar, Mrs E Smart, Mrs T Tull,
Mr C Bond (Part time) and Mr A Malir.
CC Mrs M Whitehead, Clerk (Mr J Paul) and four members of the public.
1 Apologies for absence. Mrs D Pound
2 Minutes of the Parish Council Meeting held 20 January 2010. A proposed amendment was received by email from Mrs Pound stating that a member of the public had accepted the invitation to address the Council on item 5. No Councillors recollected being addressed other than an aside made after the conclusion of the item. Mr Harland therefore proposed that the minutes should be accepted as a true record. Mrs Ranjbar seconded and all present agreed.
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. None.
4.1 (5) Finger now changed to read Mill Lane.
4.2 Traffic metering tubes. Contact with Highways obtained the information that the census was laid down at the persistent request of one resident. The data obtained indicated no statistical violation of speed with almost all vehicles below 25mph and the majority below 20mph. The Councillors considered that the WSCC expenditure was not justified. A set of data and information letters are now on file.
The Chairman requested that the agenda order be changed to 11.3, followed by 7, then 5 onwards. The Councillors agreed.
11.3 Pagham Harbour Local Nature Reserve. It is proposed that the management should be transferred from WSCC to the RSPB. An initial consultation meeting took place on 5 March between SPC, WSCC (Mr Ron Cranke) and RSPB (Mr Mark Underhill). The RSPB stated they were following a due-diligence approach. The subject was tabled also at the meeting of the PHLNRAB where it became the major item of the meeting as the transfer was presented as almost concluded. (Mrs Smart and Mr Bond attended). Other attendees were less informed not having been consulted and many (including County Councillors) were in strong disagreement that there should just be a hand over without further consultation. Local representatives agreed that it was essential that a local members group must be established and that the reserve should not be handed over completely to the RSPB. Due diligence was stated to be completed by 24 March.
Boat permits were discussed also, WSCC had not yet appointed consultants to carry out an Appropriate Assessment of the effect of increasing the number of boat permits but that such an assessment was likely to cost £6000, the EA repeated that it was a legal requirement to have an Appropriate Assessment by a neutral party to consider the impact and consequences of new project, plan or activity.
The Parish Council discussed the topics; it was suggested that if instead of the new plan for 20 licences a request was made to confirm the historic agreement of less licences, no Appropriate Assessment was required. Mr Bond agreed to seek advice and then inform Cllr Whitehead.
7 Recreation Ground.
7.3 Football Club Building survey. A survey by Cranes Chartered Surveyors was carried out on 3rd March 2010 following the instruction to examine the building’s future viability as a clubhouse and the feasibility of upgrading it to provide a community facility.
All Parish Councillors had read the CD copies of the surveyors report as circulated. The Clerk confirmed he had delivered a CD copy to Mr Rowland for attention of the Football Club management.
The surveyor’s report concluded: – The main timber framed building has reached the end of its useful life. Continued expenditure represents “fire fighting” to help prolong its life a little longer. Re-roofing is required but that would be a substantial expense and not money well spent given the general condition of the building fabric below. The brick built changing rooms could be refurbished but at a probable cost of around £30,000. The main building could not be refurbished satisfactorily. Parish Council would be ill advised to assume any responsibility for its upkeep…..not a building that could be upgraded to provide a community facility.
The Parish Council considered the recommendations and concluded that the parish could not take over any responsibility for the clubhouse due to probable financial liabilities. Also that by the agreement Sidlesham Football Club was totally responsible for all aspects of the building maintenance, subsequent removal when it becomes no longer usable and restoration of the ground. The Parish concluded that legal advice should be obtained over the situation and consideration to be given to setting up a fund for any possible future PC responsibilities.
7.1 Playground. Mr Harland reported that the grant decision for £49,999 was expected at the end of May; that a CDC decision for a grant of probably £5000 was expected by 30th March.
Mr Harland reported he had discussed ground preparation with a contractor and that a formal quotation was expected shortly.
On ground around the Clubhouse were observed various items of discarded equipment from the Football Club, to make a safe environment this needed clearing away. One or two rubbish skips would be required to remove it. Mr Field proposed that the Parish Council should pay for the skip hire, Mrs Tull seconded and all Councillors present agree. Action the Clerk to inform Mr Rowland for SFC
Eleanor Scott raised £420 towards the playground costs by an appeal at Waitrose using the charity green token bins. The PC considered this was a very laudable effort.
7.2 Football Club, insurances. The Clerk received assurances that copies of PLI papers would be available for the PC, but to date despite reminding the FC, nothing had been received.
Mr Bond left the meeting due to a prior commitment.
5 Annual Parish Meeting. Discussion took place on agenda items. The PC decided that a general title of ‘Farming Diversification in Sidlesham – What’s Happening?’ should be progressed with local agricultural farmers invited to speak.
6 Highways, footpaths and cycleways.
6.1 Speed management (SIDs / VAS / Variable limits / Pedestrian signs etc)
6.1.1 VAS 1 situated between Mill Lane and Manhood Lane junctions is working for north bound traffic, VAS2 is not. Action Clerk to enquire when to be activated
6.1.2 SIDs. Mr Field suggested these should in future be deployed in different areas of the parish as the use of VAS has superseded the originally agreed locations on the B2145. The councillors agreed.
6.1.3 CASPAR type. Mr Field along with Mr Bailey from Earnley PC attended a meeting to discuss these with the WSCC organisers. The speed indicator devices have not been located on roads in the last several weeks. The organisers were asked why the published locations for the devices were in such anomalous locations, eg very minor roads often without street furniture for location. They were informed that this was in response to communications from individual members of the public. The organisers agreed to inform PCs of requests in the future. A considered list of future locations was decided at the meeting.
6.1.4 A letter was received for the PC disputing the value of the many speed limit changes along the B2145 and requesting a blanket limit of 30mph through the village. The Clerk responded explaining the relatively recent introduction of limits was not through the PC but instigated and carried out by the WSCC Safety Group. A similar scheme is planned for the B2201. Also that past applications for constant 30mph for all of Sidlesham had been refused on the grounds that it was not a built up ‘village’ area but a bisected parish with small built up areas at the hamlets of Sidlesham Common, Sidlesham Church and Sidlesham Quay. Only these areas met the national guidelines for low speed restrictions.
The meeting did consider that the fairly busy minor road of Rookery Lane could possibly qualify for definition as a ‘quiet lane’. The Clerk to investigate.
6.1.5 Many of the road signs in the parish are in a poor state of repair, also the bus stop flag post and guard rail on the west of Paddock straight was demolished following a crash involving a car skidding on the frozen water from the flooded road drain. The Clerk to contact Highways and the bus stop responsible group.
6.2 Flooding of Roads. During the wet periods of the winter many roads in Sidlesham were flooded, usually due to poorly maintained ditches being unable to hold and carry the run off. This caused serious road hazards, damage to property and where the sewers were overwhelmed, risk to health and quality of life. Action: The Clerk to contact landowners and responsible organisations.
Residents of neighbouring parishes with similar problems have set groups to survey the problem areas. A member of the public present volunteered to take part for Sidlesham; this was accepted with alacrity by the PC.
6.3 The pothole situation on all roads in the parish is bad. Over the whole County it is far worse than first realised. WSCC reported that for the County the initial estimate of £2.4m required for repairs increased to £10m after a detailed examination. The County does not have the money available and other budgeted expenditure will have to be diverted to emergency road repair.
8 Amenities and Assets. Nothing to report
9 Emergency Plan. A communication from the District Council required information promptly detailing places where emergency shelter could be provided for evacuated residents. The PC identified the Church Hall and the School as suitable.
Action: The Priest in Charge / Churchwardens and the Headmaster to be contacted, if agreement given the Clerk to send the information about key holders to CDC.
10 Finance
10.1 Standing Orders and Financial Regulations. Mr Bond has this in hand
10.2 Risk assessments for operational and financial procedures. Mr Harland and the Clerk are progressing this document.
10.3 Donations from ‘Free Resource’ £500 budget £280 remaining. Suggestions were made to donate the following amounts to local community organisations:- Samaritans £75, Citizens Advice Bureau £75, Good Companions Minibus £100, Apuldram Centre £30. Mrs Tull proposed the donations, Mr Field seconded and all Councillors present agreed.
10.4 The clerk requested approval and recording of the following transactions.
10.5.1 Payments to be made: -
10.5.1.1 Manhood Peninsula Partnership donation £50
10.5.1.1 Church Hall hire January to March £56.25
10.5.1.2 Clerk Expenses January to March £26.80
10.5.1.3 JK Engineering for Mill Lane fingerboard arm £197.40
10.5.1.4 Cranes survey of FC Clubhouse £528.75
10.5.2 Payments made since 20 January 2010
10.5.2.1 CDC Recreation Ground dog waste bin annual fee £280.78
10.5.2.2 Access by Design website domain fee 2010 & 2011 £47
10.5.2.3 CPRE sub. £29
Mrs Tull proposed the payments should be accepted ‘en bloc’ Mrs Smart seconded and all Councillors present agreed.
11 Reports
11.1 Medmerry Managed Realignment Scheme. Scheme Mr Field reported on some of the topics from the meeting on 24 February; a proposal for car parking access in Easton Lane was not supported by the Parish Councils, access for horses was objected to by Earnley PC. The full proposals will be completed by June 2010, a planning application to be submitted in July for a CDC decision by November, leading to a planned construction start in April 2011. All new sea wall embankments to be completed terminating with the breaching of the current gravel embankment in 2013 (full copies of the proceedings as circulated to all Councillors are held on file). Next meeting June 2010.
11.2 Manhood Peninsula Forum. Meeting held 1 March Mrs Tull reported that an excellent presentation was made on local policing; questions were answered on the LDF and the limited progress of A27 improvement proposals. A full copy of the minutes was circulated to Parish Councillors and the Clerk has a copy on file. Next meeting 2 June.
11.3 RSPB / WSCC Nature Reserve. By request of these organisations a closed informal consultation meeting was held with the Parish Councillors 5 March 2010. (See above for full report)
12 Correspondence.
12.1 Mental Health consultation. There is to be a closure of some wards.
13 AOB. Sidlesham New Comers Event the SPCC plan to hold this on 15 May, all Parish Councillors are invited. Next PC meeting 19 May 2010 (statutory annual meeting), 26 May 2010 (Annual Parish Meeting).
Meeting closed 22:45