Minutes of an Extra-ordinary Meeting of the Parish Council. 7 July 2010.
Church Hall, Church Farm Lane, 7:30 pm
Present: Mr A Harland (Chairman), Mrs C Ranjbar, Mrs E Smart, Mrs T Tull, Mrs D Kennedy, Mr C Field, Mr C Bond and Mr A Malir.
Cllr M Whitehead (WSCC), Clerk (Mr J Paul) and three members of the public.
1. Questions from the public present at the meeting on subjects other than those on the agenda. None.
2. Apologies for absence: Mrs D Pound.
3. Declarations by Councillors of personal interests in items on this agenda. Mr Harland informed the PC that in the past he worked for Chamberlain Martin Solicitors but now did not. The Councillors considered that this did not constitute a personal interest. No other interests were declared.
4. To appoint a firm of solicitors to advise on the legal position of the Council with reference to the Football and Social Club Buildings, and to confirm excess expenditure over budgeted figure for legal fees can be taken from reserves.
Three local solicitor practices were put forward for consideration; Thomas Eggar, George Ide and Chamberlain Martin. The Councillors decided all were suitable. After discussion the PC agreed by vote that Thomas Eggar should be contacted.
The Chairman and Vice-Chairman reported that prior to the meeting information about the Football Club was obtained in discussion with the FC Secretary Tony Rowland;- Sidlesham Football Club is a private members club with over 60 subscription paying members, the organisation is led by elected officers i.e. Chairman, Secretary and Treasurer, the Club is not insolvent. Following a complaint from a member of the public, an inspection on 5 July 2010 was made by David Gibson (CDC Senior Environment Health Officer). As a result, his report drew attention to items now being examined by the Club. The FC has a current electrical certificate; the mobile electrical items will be checked and certified annually; the dead wire at the foot of a flood-light will be removed and new flooring is available to be laid shortly in the clubhouse. Other items of Mr Gibson’s report will receive prompt examination. Football Club conducts fire risk assessments and the extinguishers are checked annually by Chubb. All the relevant documents are located and in future will be held on file in one location by the secretary for easier inspection.
Mr Field proposed that solicitors Thomas Eggar should investigate the legal position of the Football Club with the Parish Council, the PC to be represented by Mr Harland and Mr Field with the Clerk; Mrs Tull seconded the proposal and all Councillors agreed. Action Clerk with Chairman and Vice-Chairman to contact Thomas Eggar.
5. To consider Public Liability Insurance for the whole of the Memorial Playing Field including the Football & Social Club Buildings, and to confirm excess expenditure over budgeted figure for insurance can be taken from reserves.
The Clerk reported that he had made preliminary contact with the Parish Council insurers and gave them a copy of the surveyors report (Cranes 4 March 2010). The response was that if the Parish Council wish to assume responsibility for the Public Liability Insurance on the Clubhouse this would not cost any additional premium as the Aviva policy automatically provides this cover for all property, land, equipment etc either owned by or the responsibility of the Council. The insurers expect any such property to be kept safe and fit for purpose with regular inspections carried out by competent persons.
With regard to arranging material damage (fire and perils) insurance for the building the insurers have reservations as to whether Aviva would offer full cover given the current state of the property.
The Councillors decided that in principle they would assume a liability for public insurance but further information on fit for purpose and inspection requirements should be obtained first. Mrs Smart proposed the motion of in principle acceptance, Mrs Kennedy seconded and all Councillors agreed. Action. Clerk to contact insurers.
6. Reinstatement or replacement of the noisy red road humps on the B2145 at the southern end of the parish. To discuss arrangements for holding a meeting with residents.
This section of road was resurfaced in April, the speed humps were removed. The immediate lack of constant noise of traffic over the bumps was welcomed by residents and requests were made that the bumps should not be reinstated. The Clerk and the Chairman contacted Highways about this and were informed that WSCC could mark the road in other ways provided this was acceptable to residents.
The PC discussed the proposal and found it difficult to see how a meaningful consensus could be achieved. The Councillors considered that all the other road safety features in place at that road section (reflective posts, large reflective yellow boards behind speed limit values, white road markings and the newly installed illuminating Vehicle Activated Sign) made a maximum contribution to road safety without damage to the quality of life due to excessive noise. Therefore as the elected representatives of the parish and with the support already given by noise affected residents the Councillors considered that further contact should be made with Highways expressing the PC’s view that the bumps should not be replaced but a warning flat patch of red road surface should be laid on the north bound carriageway. Proposed by Mr Harland, seconded by Mrs Tull and carried with a unanimous vote. Action Clerk to contact Mr Johnson at WSCC Highways.
7. Parish Clerk retirement. Advertising for a replacement.
A notice was published in the July Church magazine at no cost but some cost would be incurred to publish officially in the Chichester Observer. Mr Harland proposed the advertising should be made, Mrs Tull seconded and all agreed. An interviewing panel was proposed by Mr Field to be Mr Harland, Mr Field, Mrs Kennedy and Mrs Tull, Mrs Smart seconded and all agreed.
8. Matters of urgent public importance. Any items raised will stand deferred until the next meeting.
8.1 Mr Bond drew the Councillors attention to the project time scale of the Pagham Harbour Local Nature Reserve takeover by the RSPB and asked all PC members to be aware of proposals.
8.2 Mrs Smart drew the Councillors attention to the article on Parish Councils in the current copy of the Local Council Review now being circulated (the successor to the NALC broadsheet) and requested that it should be discussed as an agenda item for a future Parish Council meeting.
The meeting closed at 8:40pm