Sidlesham Parish Council
Minutes of the Bi-monthly Parish Council Meeting 21st March 2012
Church Hall, Church Farm Lane, 7.00 pm
(Unapproved)
Present: Mr A Harland (Chairman), Mrs P Tull, Mrs C Ranjbar, Mrs C Hall, Mrs E Smart, Mr A Malir, Mr P Bedford, Mrs D Pound and Mrs V Foden.
Cllr M Whitehead (WSCC), Clerk (Mrs T MacIntyre) and 3 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. None
3. Minutes of the Parish Council Meetings on the 18th January 2012 and 22nd February 2012 to be signed as a correct record.
Mrs Ranjbar proposed and Mrs Smart seconded that the Minutes be signed as a correct record. All councillors agreed.
4. Declarations by Councillors of personal interests in items on this agenda. None
5. Matters arising from the above minutes not dealt with in separate items below.
5.1 Village Hall Statement. Mr Bedford and those members who had supported the proposed rider to the resolution on the winding up of the Village Hall Group had produced draft statements on the Village Hall position and the setting up of the Sidlesham Community Association. After due consideration, they decided to note the statements and not amend the resolution which had been carried by a majority vote. Mr Bedford felt that it would be helpful if the Parish Council could record in the minutes the PC’s support for the setting up of the Community Association. This would not imply any direct involvement by the Parish Council. Mr Harland suggested that the PC offer a sum of £100 towards the initial expenses incurred in setting up a Community Association. This would cover the hire of the hall and small start up expenses incurred during their first year. Thereafter the group would raise their own funding. Mr Harland proposed and Mrs Smart seconded 8 Councillors agreed with 1 abstention to the proposal. Mr Bedford stated that the Association would have a formal constitution. Mr Bedford added that he expected the Community Association to have a wider remit than just the village hall. Mr Harland requested that those Councillors on the Community Association Committee keep the Parish Council informed of developments.
6. WSCC Councillor.
Councillor Whitehead informed the Council that WSCC are on track to make the necessary savings this year. There will be further savings next year as WSCC is required to save £79m over 3 years. WSCC has signed a new waste contract. This is a large contract but by recycling everything the Council will save in the long run by not land filling for which the Council would be charged. Councillor Whitehead reported on their OFSTED inspection which stated that they were good overall with some outstanding areas. Regarding the Fire Brigade merger, Cllr Whitehead reported that there will be no merger but East and West Sussex, Hampshire and Surrey will collaborate where possible with an aim of saving £2.5m. Some of these savings are already in hand by working with East Sussex in a joint Control Centre.
Mrs Tull raised her concern that the meeting of parish councillors from the Manhood Peninsula to discuss planning applications for large building projects may lead to a conflict of interests between one parish which approves an application and other parishes objecting to all large planning applications on the Peninsula. Cllr Whitehead felt that the purpose of the meeting was to have a coordinated response from the parishes, particularly with regard to infrastructure in the area, and not simply to object to all applications.
7. CDC Councillor. Mrs Tull reported that she had presented the District Council’s budget on the 6th March 2012. Mrs Tull was pleased to report that the Council has balanced its budget, the Council Tax has been frozen and CDC is in a good position to take on the next few years with all the cuts required. Mrs Tull reported on changes to come, one of which will be the localisation of business rates to replace government funding. The Band D Council rate for Sidlesham has been set at £1465.47 for this year. Finally, Mrs Tull reported that CDC has appointed a new Chief Executive. Mrs Diane Shepherd has been appointed with overwhelming support and is now in post.
8. Memorial Playing Field
8.1 Approve quotation to carry out work on trees.
3 quotations were presented to the Council for £1000, £1050 and £400. The Clerk was asked to contact KFC Trees (whose quotation was for £400) and confirm that this will cover all work recommended by the survey and that he carries the correct insurance. Councillors voted by 6 for and 3 against to accept the quotation from KFC on condition that the sum would cover all work and his insurance is satisfactory.
8.2 Meeting between Mrs Smart, the Clerk and Mr Albrecht.
The Clerk had circulated Mrs Smart’s and the Clerk’s report on the meeting, together with the questions posed by Mr Albrecht for discussion. Mrs Foden, Mrs Pound and Mrs Hall felt strongly that all Councillors should have been informed of the meeting before it took place. Mr Malir stated that the PC had spent a large sum of money on legal advice for a draft lease and regretted that the Council now appeared to be ignoring that advice. Mr Bedford felt that Mr Albrecht should have time to respond to Mrs Smart’s and the Clerk’s report and if Mr Albrecht felt it would be helpful, there could be a further discussion.
8.3 Heads of Agreement.
Mr Harland and the Clerk had produced an amended Heads of Agreement for discussion. These changed are intended to make clear who owns what, which valid inspection certificates the Football Club should hold at all times and tighten up the terms for serving notice. Mrs Pound proposed that the Council hold a closed special meeting, with Mr Albrecht, when he has had time to study the revised Heads of Agreement and the report on his previous meeting with the Clerk and Mrs Smart.
8.4 Repair to Dog Walking Sign.
The sign has been knocked over and needs to be repaired or replaced. Mr Harland stated that the sign could be drilled out and repositioned. The Clerk will investigate the repair of the sign and Mr Harland asked Mrs Hall whether Mr Hall would be prepared to look at what would be required to repair the sign.
8.5 Circus on Recreation Ground
The Clerk had circulated the Circus’ insurance certificate and holds a copy of their full risk document. The Clerk had asked other Parish Clerks what they charged for similar events and had been told that it is roughly £100 per day. The Council agreed to charge £500 for the 4 days with a deposit of £100. Mr Bedford suggested that a member of the Council should inspect the site before the circus leaves to ensure that there has been no damage. Mrs Tull suggested that the council take photographs before and after. The Council all agreed to the fee. Mrs Hall requested that the Clerk write to occupants of the adjoining houses to inform them of the event. The Clerk to ask the circus whether alcohol will be sold.
9. Assets & Amenities Workgroup
9.1 Quotation for annual inspection and service by playground contractor.
Mr Malir, who had initially considered the quotation for the inspection and service to be excessive, now felt that, following inspections of the playground, it would be right to authorise a service by the company who supplied the equipment so that work needing to be done can be carried out under warrantee. The service agreement should be reviewed annually. All agreed.
9.2 Rota for weekly inspection.
Mr Malir reported that he is drawing up an inspection list. When that is complete, volunteers will meet at the playground to be instructed on the inspection. Mrs Foden will then draw up a rota. It was agreed that the rota should be in place before the Annual Meeting in May.
9.3 Maintenance of Benches.
Mrs Hall reported that Mr Hall felt that the benches at Florence Pond and the bus shelter should be removed from their positions to be treated under cover. Mr Harland felt that the bench at Florence Pond could be cleaned with a pressure hose and then treated in situ.
9.4 Any other matters.
9.4.1 Mr Bedford reported that he had attended the meeting of the Manhood Wildlife Group. The group had done an appraisal of Florence Pond and found water voles and orchids and were therefore happy to carry out the work. The group asked if the Council had a plan showing the boundaries and who owns the land surrounding the pond. Mrs Smart thought that the WI may have a plan and will look for the plan in their archives.
9.4.2 Quote for repair of shelter panels on playground.
The quotation presented by the Clerk appeared only to cover the replacement of the back panel. The Clerk will seek clarification for a quotation to repair both the side panels and the back panel of the shelter. Mrs Hall reported that the police, since the vandalism was reported, have been keeping an eye on the Memorial Playing Field when on their rounds.
11. Highways, footpaths and cycleways
11.1 Meeting with West Sussex Highways.
Mr Bedford informed the Council that the proposed date (not yet confirmed) for this meeting is 23rd April and stated that this is about a new way of working with WSCC following the adoption of the Localism Bill. Mr Bedford stated that the Sidlesham Traffic Action Group (STAG) is now back in operation. Mr Bedford would like to collect issues raised by STAG and other issues raised by the PC and parishioners into a document to circulate to the PC before the meeting. This is to give West Sussex Highways an agenda of issues in the area. Mr Bedford asked whether the Council would like to incorporate STAG as a working group of the PC. Mr Harland stated that he would like to see what STAG has in mind before supporting any issues. It was pointed out that STAG was not to be included in the meeting with West Sussex Highways. Mr Bedford stated that unless Sidlesham can get items in need of work on to the County Council list, they will not be achieved. In addition, Mr Bedford again pointed out that Sidlesham has £6000 of S106 money and if the parish would like to use those funds, they need to identify projects within the next year. Mr Bedford expressed the need to confirm the request for a 20 mph limit near the Sidlesham Primary School.
10.2 The Clerk had received and circulated the new layout of the footpaths on the Medmerry area.
10.3 Keynor Lane direction sign. The Clerk had received a reply from Highways stating that WSCC has a backlog of signs to be repaired, but was given the job number and advised that the matter is in hand.
10.4 Any other matters.
The Clerk confirmed that she had reported the damaged electrical box in Rotten Row and will inspect the box to ensure that it has been repaired.
11. Recording of Minutes
Mrs Ranjbar had reformatted the agenda for this meeting and the minutes of the January meeting. The layout of the minutes had been altered to include an ‘action’ column and a ‘date action required’ column. The agenda should itemise actions from the previous minutes to ensure that actions have been completed. If items have not been completed, they should remain with an entry in the action column to be carried forward to the next meeting. This would avoid actions falling through the net. All Councillors considered that this was a good suggestion.
12. Approve revised Financial Risk Document March 2012 (attached)
The amended Financial Risk Document had been circulated to Councillors. The title of the internal/internal auditor has been changed to Councillor Accounts Monitor. In addition, on page 2, under Best Value & Accountability, the sum above which formal competitive tenders would be required has been changed to £15,000. Mr Harland proposed and Mrs Pound seconded that the revised Financial risk Document be adopted and all Councillors agreed.
13. Village Signage
Mrs Hall had written and circulated a report on progress and costs of the village sign to commemorate the Diamond Jubilee. Mrs Tull asked who would be consulted on the design for the sign. Mrs Hall stated that she was looking for suggestions and Mrs Pound felt the PC should ensure adequate consultation within the village. Mrs Pound suggested that Mrs Hall place an article in the May edition of the Parish Magazine to request suggestions and inform parishioners that the village sign will be on the agenda for discussion at the Annual Parish Meeting. Mrs Hall stated that there are two Selsey Tram signs, one of which should be used for this Jubilee sign and the other to be put in storage for a later event. Mr Harland felt that a decision should be made as to where the sign would be erected and suggested Paddock Straight as the safest stretch of road where the sign would not obstruct any driver’s line of vision. Following lengthy discussions, Mr Harland proposed the middle of Paddock Straight as a site, Mrs Pound seconded and all councillors agreed. Planning permission will have to be applied for but Mr Bedford informed the council that the PC would not have to pay for the application. Mr Bedford agreed to put in a planning application. Mrs Hall had received a quotation for the art work on the sign of £400 and in addition to that there would be the cost of the bricks and mortar to erect the sign. Mrs Hall had spoken to CDC regarding the council applying for a grant of up to £500. The officer had informed Mrs Hall that as this is a community project it would be sympathetically received. The Parish Council agreed that the council would be prepared to allocated up to £200 of secured funding towards the project should it be needed. The Clerk will write to CDC to apply for the £200 Jubilee / Olympic celebration grant.
14. Finance
14.1 Consider requests for charitable donations.
The Parish Council approved the following charitable donations by a show of hands:
Selsey Academy £25.00
(contribution for a statistics prize to come from the PC’s 2012/2013 budget)
Good Companions Transport Club £80.00
Stonepillow £80.00
The Samaritans £80.00
Citizens Advice Bureau £80.00
14.2 The Parish Council approved a donation of £60 towards the Newcomers Party. All agreed.
14.3 Donation of £200 to Sidlesham Festival.
A report on the plans for the Sidlesham Festival, together with likely costs had been circulated to Councillors. Mr Harland questioned the £300 allocated to the printing of the leaflet and suggested that he print the leaflet which would cost approximately £50. Mrs Pound will consult with the Festival Committee on the matter. If the Festival Committee approves Mr Harland printing the leaflet, that would be the PC’s contribution. However, should there be unforeseen expenses, it was agreed that the Committee should come back to the Council to request funding.
14.4 Approve fee for Clerk to attend Clerk’s Networking Day 9th November 2012 – £50
All agreed that the Clerk should attend the course.
14.5 Payments from Community Playground Grant
14.5.1 J Reeve (bulbs for orchard) £100.00
14.6 Payments made since last meeting
14.6.1 H B Collins (strimming Rec.Ground, Old Mill, Beggars Lane) £606.00
14.6.2 CDC (dog bins) £318.24
14.6.3 Electrical Testing re floodlight pylons inspection £460.04
14.6.4 T MacIntyre (Jan pay + overtime payment) £799.73
14.6.5 A Harland (expenses) £24.47
14.6.6 R Hall (lock for rec.ground toilet) £20.88
14.6.7 Falco (replacement Perspex for shelter) £309.60
14.6.8 Andrew Gale (tree survey) £384.00
14.6.9 SPCC (Hall hire) £66.25
14.6.10 T MacIntyre (expenses) £106.49
14.6.11 T MacIntyre (Feb salary) £399.73
Mrs Smart proposed and Mrs Hall seconded that items 14.5 to 14.6.11 be taken en bloc.
15. Reports
15.1 Peninsula Community Forum. The minutes from the meeting and a report from Mr Bedford who attended the meeting had been circulated. Mr Harland confirmed that the next meeting will be held in Sidlesham. Mrs Smart noted the date so that the WI can provide refreshments. Mr Bedford stated that the Manhood Development Meeting to coordinate a Manhood Peninsula response to large housing applications had been discussed at the meeting. Mr Harland suggested that in future Mr Bedford and/or Mr Harland attend the housing Manhood Development Meetings.
15.2 Pagham Harbour. Mr Harland informed the Council that the RSPB formally took over the running of Pagham Harbour on 31st January 2012.
15.4 Any other reports.
15.4.1 Neighbourhood Management Panel Meeting. Mrs Ranjbar and Mrs Hall attended the meeting and reported that the tents south of the A27 occupied by homeless persons have been relocated north of the road. Mrs Ranjbar reported that a number of people have been deported and that 10 homeless people are to be deported next month. Mrs Hall reported that priorities of the police at the moment are small burglaries, of which there have been many recently, a purge on driving offences and dealing with vandalism and antisocial behaviour in the area. It was stated that most small burglaries are caused by people not locking their doors or cars.
17. Correspondence.
The Clerk informed the Council that she had received a letter from the insurance brokers outlining conditions should the Council wish to light a beacon for the Diamond Jubilee.
18. Matters of urgent public importance.
19. Matters of Information.
19.1 Mr Harland informed the Council that the Annual Parish Meeting is scheduled for 23rd May. Mr Harland asked Councillors to make suggestions for a speaker at the meeting.
19.2 Mr Malir reported that vandals have painted white stripes down the cars parked in Mill Lane.
Meeting closed at 10.35pm
