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

1. Election of Chairman. Mr Harland was proposed by Mrs Tull, seconded by Mr Bond and elected unopposed.                     

2. Questions from the public present at the meeting on subjects other than those on the agenda. There were none.

3. Election of Vice-Chairman. Mr Field was proposed by Mr Harland, seconded by Mrs Smart and elected unopposed.

4. Apologies for absence. CClr Mrs Whitehead (attending Hunston PC Annual Meeting).

5. Members and Representatives.
5.1  Planning Committee. Mr Harland proposed all Parish Councillors to be members with Mr Field as Chairman. This was agreed.
5.2  Finance Work Group. It was agreed that as customary the Chairman and Vice Chairman would be members; after discussion it was agreed that Mrs Ranjbar and Mr Bond would   serve for an additional year.
5.3  Assets and Amenities Work Group. Mr Malir was proposed as chairman by Mr Harland, seconded by Mr Field. Mrs Pound, Mr Harland and Mrs Kennedy volunteered to be    members, this was agreed.
5.4  Representative to Pagham Harbour Local Nature Reserve Advisory Board. (PHLNRAB). Mr Harland proposed Mrs Smart, this was agreed.
5.5  Chichester District Association of Local Councils. (CDALC). It was suggested that SPC should resign from this group as most of its functions were superseded by other    forums. The PC decided that membership should continue, to be reviewed in 2011; that   Mr Field should continue as the nominated representative but without     obligation to attend meetings unless an agenda item was novel and relevant to SPC.
5.6  Peninsula Community Forum. (PCF). It was agreed that Mr Harland should continue as SPC representative.
5.7  Manhood Parishes Road Safety Group. (MPRSG). It was agreed that Mrs Ranjbar and Mr Field should continue to represent SPC
5.8  Manhood Peninsula Steering Group (MPSG). To date Mr Harland attended as an observer, recently he was invited to be a member. It was agreed Mr Harland should be   a member to represent SPC.
5.9 Medmerry Stakeholder Advisory Group (MStAG) It was agreed Mr Field should continue to represent SPC.
5.10 Pagham Harbour & Coastal Issues Group. (PH&CIG) It was agreed that Mr Harland would continue as the SPC representative.

6. Minutes of the Parish Council Meeting held 17 March 2010. 
 Mr Field proposed and Mrs Tull seconded that the minutes should be signed as a correct record. All Councillors agreed.

7. Matters arising from the above minutes.
 7.1 (6.1.1) The Vehicle Activated Sign near entrance to Recreation Ground is still not working. After the March PC meeting the Clerk contacted WSCC about this sign and   was informed that contact was being made with the contractors to find out why not.   The Clerk agreed to repeat his enquiry.       Action Clerk.
 
8. Declarations by Councillors of personal interests in items on this agenda. None.

9 Playground (AH).
9.1 Update. Mr Harland reported that budget for the new Parish Council children’s playground was approved by CDC and WSCC after a huge amount of work by his PC  Work Group and the Community Group led by Mr Mark Scott. Mr Harland thanked Mr  Scott for his work. The Councillors agreed the Parish Council should minute their  thanks to Mr Scott and also their great appreciation of the work of Mr Harland.
 A late suggestion was that to give children direct access from the equipment to the  field, the playground should be sited in the SW corner of the Recreation Ground on the  far side of the Football Club’s building rather than on the grass square next to the car  park. Consultations with the police saw no problem, CDC agreed the planning  permission  covered anywhere in the ground, the PC insurers also agreed that the insurance would  not be affected. Discussion was lengthy, it was agreed that a site visit by the  Councillors should be made on Friday 21 May and a decision made on site to be ratified  at the next bi-monthly Parish Council meeting.
 
9.2 Work Group recommendation to Council to proceed to place orders for equipment and other works. Mr Harland informed the meeting that quotes were obtained from    manufacturers. The ‘Monster Group’ quoted for equipment most suited to the    Sidlesham requirement. Mr Harland proposed that the Parish Council should authorise   that through the Clerk equipment and works should be ordered and contracted. Mr    Field seconded this proposal and it was agreed to unanimously by all Councillors.
 
10 Hall Work-group
10.1  Mrs Pound reported that the Group proposed the production of a questionnaire to ascertain parishioner’s views on current and possible future community facilities in    Sidlesham. The Councillors agreed that a questionnaire could be produced by this PC    work group but the text must be agreed to by the Parish Council before printing and   circulation.        ACTION Mrs Pound.

10.2 Future of the Hall Work-group after one year of activity.  Mrs Tull asked if a survey had been made by the work group on current use of facilities in the parish. Mrs Pound   said this had been done and the findings would be given to the Parish Councillors    immediately, including an estimate of income and expenditure. ACTION Mrs Pound
 Mr Field asked if the work group needed to continue. After discussion the Councillors agreed that it could continue for one more year; it was re-iterated that    there must be no money spent on the questionnaire or any other items without Parish   Council sanction.
 
11 Pagham Harbour Local Nature Reserve issues. Mr Bond reported there were three issues.
11.1 The transfer of management to the RSPB. This was now to be more democratic than  reported previously. The discussions and negotiations by WSCC with the RSPB would   continue but with local representatives involved.
11.2 Revised by-laws. Any representations had to be made before 22 May; none were proposed from SPC.
11.3 Boat Permits. WSCC decided that ‘appropriate assessment’ was a necessity. On behalf of SPC and as a parishioner Mr Malcolm Davis-White QC requested Ms Lisa Creaye-   Griffon of WSCC that she ensure that the Sidlesham PC paper (February 2009) on this   subject be forwarded by WSCC to the consultants.
 The Councillors agreed that their grateful thanks to Mr Bond and Mr Davis-White for the work concerning the harbour should be recorded in the minutes.
11.4 Mr Harland reported that after writing to various WSCC members asking that Sidlesham be represented on the PH working party he received an invitation to join.    However, he indicated that his place should be delegated to Mrs Smart and/or  Mr    Bond. 

12. Amenities and Assets. No report
 
13. Highways, footpaths and cycleway.
13.1 Fatality on Paddock Straight. The Parish Council recorded with regret the subsequent death of a moped rider after a collision with a scooter in the road next to the Paddock  Filling Station. His death is believed to be the result of an existing medical condition.
13.2 Restoration of damaged roads; ditch maintenance. To date no replies were received to letters from the PC to Southern Water Company about road damage and drainage at  the sewage pump site.
 Although no written response to a letter to Mr Torrence had been received concerning land drainage and subsequent road flooding in Rookery Lane, Mr Field reported that Mr  Torrence had indicated verbally that contractors would be asked to carry out remedial  work in the area concerned.
 Further follow up to the letters was agreed.
 The Clerk was requested also to write to Highways about the need for repairs to Highleigh Road.
13.3 Other items: 1. At a previous meeting Mrs Robinson volunteered to start a group examining ditches and drainage in the parish. Mrs Pound agreed to make contact on the  subject. 2. Vehicle recording strips were seen in Rookery Lane. ACTION The Clerk to  request data.

14. Finance
14.1 Payments. The Clerk requests the following for approval and recording.
14.1.1 Payments to be made
14.1.1.1  Church Hall hire £39.38
14.1.1.2 SPCC contribution to Newcomers Event £70
14.1.2 Payments made since last meeting 
14.1.2.1  Manhood C C donation for statistics prize £25.
14.1.2.2  Samaritans £75
14.1.2.3  CAB £75.
14.1.2.4  Apuldram Centre £30.
14.1.2.5  Sidlesham Good Companions mini-bus £100.
14.1.2.6  MH Kennedy grass cutting 17&31 March £185.15.
14.1.2.7  J Paul clerk fee monthly STO change to £445.
14.1.2.8  SALC Local Council Review £13.50
14.1.2.9  SALC Subscription. £311.60
14.1.2.11  Insurance annual premium £434.67                                           
14.1.2.12  Kennedy’s (grass cutting) 7&22 April £193.88
14.1.2.13  Mrs Pound fee for attendance at AIR Sussex meeting November 2009 £6.00
 
Mr Field proposed and Mrs Smart seconded that the items of 14.11 through 14.1.2.13  should be accepted en bloc, the Councillors agreed.
14.2 Sidlesham Festival; request for donation to funds. The Councillors agreed that up to £100 could be contributed for a specific item of expenditure for the Festival.

14.3 To adopt a SPC Financial Risk Management document. Mrs Tull proposed, seconded  by Mr Field that the draft document be adopted and published (website), all agreed.

15 Update on a revised SPC Standing Orders Document. Mr Bond reported that completion of a draft was close. 
 
16 To adopt a Complaints Procedure. Mrs Smart proposed seconded by Mrs Kennedy and agree by all to be adopted and published (website).

17 Annual Parish Meeting 26 May 2010.   Agenda and flyers all organised.

18 Correspondence. None to report.
 
19 Other Reports.
19.1 Chichester Association of Local councils (CF) Nothing to report.
19.2 Manhood Parishes Road Safety Group. Mr Field reported on the deployment of SIDs; car sales on roadsides was being dealt with by WSCC; the area was to have a new PCSO   as Craig Voke had been accepted for PC training.

20 Proposed meetings for the next twelve months Wednesdays at 7:00pm: -
20.1 Parish Council bi-monthly 21 July 2010, 15 September 2010, 17 November 2010, 19 January 2011, 16 March 2011, 19 May 2011 (statutory annual meeting),
 Annual Parish Meeting 26 May 2011. ACTION Clerk to publish on notice boards and website
20.2 Planning Committee every three weeks if new applications are received, interval and dates subject to change if applications not received. Agreed
20.3 Work Groups as required. Agreed
 
21 Matters of urgent public importance. Any items raised will stand deferred until the next meeting. None raised.
 
22 Matters of Information. None

Meeting closed 22:05

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 30^th 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

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

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.   
CC Mrs M Whitehead, Clerk (Mr J Paul) and seven members of the public.
      
1 Apologies for absence. None, all Councillors present

2 Minutes of the Parish Council Meeting held 18 November 2009.   Mr Field proposed and
Mrs Kennedy seconded that the minutes should be signed as a true record. All Councillors 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.
 
5 Fingerboard, Mill Lane. Following conversation with Mr Whittington (WSCC). It was  understood by the Clerk and passed to the Councillors that to resolve the issue of the  fingerboard a ballot could be made of Mill Lane residents, choices to include Sidlesham Quay  and Mill Hamlet. Further conversation found this to be in error that Mill Hamlet was not an  option.  In the light of this and the general unsatisfactory situation Mr Harland proposed and  Mrs Pound seconded that the board should be reverted to Mill Lane, this was carried  unanimously.
 Mr Harland invited members of the public to address the Parish Council, none accepted.
 Action The Clerk to organise the change of signage as quickly as possible.

6 Highways, footpaths and cycleways.
6.1 B2145 Sidlesham Vehicle Activated Signs (VAS). The posts to hold these signs are already  erected final completion and activation dates not yet known.
6.2 Caspar (semi-permanent VAS) 3 monthly programme. Mr Field reported that the programme  has serious flaws; no signs were seen in Keynor Lane in January probably due to adverse  weather; Easton Lane is listed for February and Winchester Road, West Wittering; the latter  does not exist and Easton Lane is not restricted other than the National Limit. It was agreed  that the programme must be compiled with active parish input to have any credibility. The  Manhood road group will be contacting WSCC; Councillors agreed that SPC should support the  Group with a letter to WSCC Highways.
6.3 Traffic metering tubes. Pairs of tubes were seen recently across Church lane and Church Farm  Lane. The PC has no knowledge of why.  Action The Clerk to enquire and request data copies.
6.4 Pot Holes. Following the County wide heavy snowfalls, prolonged very low temperatures, heavy  rain and road flooding many roads are severely damaged. Many potholes are evident of all  sizes, it is expected repairs will take some considerable time. In addition to the importance of  roads’ to prioritise repairs, the County Highways Department has size and depth criteria. Mr  Field agreed to request publication of the criteria in the Parish magazine.
6.5 Should similar snow conditions occur it was suggested the PC should request that bins or bags  of rock salt be placed at hazardous junctions. This was agreed but the logistics were not clear.

7 Hall work group.
 Mrs Pound reported that the course she attended at Action in Rural Sussex was excellent and  the answers to organisation issues could be obtained from there. Mrs Pound suggested that  Louise Beaton should be invited to address the PC at an open meeting. Discussion on the topic  concluded that such an address would be premature as no decision by the PC about a hall had  been made and a positive decision was unlikely for some years. It was highlighted that the  population of Sidlesham was too small to support another hall in addition to the Church Hall and  on that no decision would be made on the Church Hall until at least 2016, two PC elections in  the future.  The PC decided that an AiRS speaker should not be invited.
 (Mrs Tull gave apologies and left to attend another meeting) (Two members of the public left.)

 8 Recreation Ground.
8.1 Playground.  Mr Harland reported on progress. The aim was to raise £110,000. Tenders for  £82,000, £84,000 £96,000 were received. The next CDC grant consideration will be in  March/April. The Community Group will meet on 2 February to deliberate on Stage 2  application.  A grant of £49,999 is the likely request.
8.2 Football Club, insurances. The Clerk reported that following contact with the Football  Association confirmation was obtained that their insurance cover of Football Clubs only  extended Public Liability Insurance for football associated activities, third party no football  activities were not covered. The Football club responded to the Clerk that additional PLI was  taken out for each hiring of the Club premises and that example certificates would be  forwarded. As none were received prior to the PC meeting the Clerk was instructed to make  further request.
8.3 Club Building surveys. The Clerk reported that three suitable survey estimates were obtained  two at likely cost of £450, one at £1000. The Clerk was instructed to follow up a quote by  Cranes of £450.

9 Amenities and Assets.
9.1 K6 red phone box, Sidlesham Common. The Clerk reported vandalism of glass panes. As this box  (a Grade 2 listed building) is still the responsibility of British Telecom the Clerk was instructed  to seek repairs by that company. ACTION Clerk
9.2 Bird Pond: A member of the public (two still present) asked to address the PC. He reported  that the outlet from Bird Pond was blocked; leading to local flooding. The PC agreed that the  Clerk should enquire of Highways that the culvert should be cleared. ACTION Clerk.
(Mrs Pound left 8:45)

10 Local Development Framework. Focus on Strategic Growth consultation. Mr Harland reviewed  at length possible replies. The PC agreed that Mr Harland should collate responses and pass  the document to the Clerk for despatch to CDC.
(Mrs Whitehead left 9:30)

11 Finance
11.1 Standing Orders and Financial  Regulations. (The Clerk reported that he was waiting revision of  national guideline document by NALC.)
11.2 Risk assessments for operational and financial procedures. (Mr Harland reported that a  document was in progress of production)
11.3 Precept for 2010/2011 £17945, the Clerk reported that he had made the request to CDC.
11.4 The clerk requested approval and recording of the following transactions.
11.4.1 Payments to be made: -
11.4.1.1 Manhood Peninsula Partnership donation £50
11.4.1.1 Church Hall hire November to January £22.50
11.4.1.2 Clerk Expenses November to January £49.12
11.4.2 Payments made since 18 November 2009
11.4.2.1 MH Kennedy Grass on Paddock Straight £92.58
11.4.2.2 Mazars audit fee 08/09 £155.25
11.4.2.3 H Collins, Beggars Lane clearance. £155.25
11.4.2.4 Post Office redirection fee Parish Clerk mail to January 2011 £76.10
 Mrs Smart proposed and Mr Bond seconded that the items of 11.4 should be accepted en bloc,  the Councillors agreed.

12 Reports
12.1 Annual Meeting of the Parishes. Mr Harland and Mr Field attended this CDC event. Mr Harland  reported the major topics:- * Parishes should make best use of their DC representatives for  contact. *Current position on the Local Development Framework first stage. *Community  forums, south is more active than north. *Enforcement; feed-back improvement particularly  through Ward Members (TT). From the floor the problems of slow Broadband was raised.
12.2 Peninsula Forum, minutes already circulated by email to PC.
12.3 Road Group, Clerk to ensure minutes are circulated by email.
 
13 Correspondence.
13.1 SPCC to increase Church Hall hire cost to £7.50 per hour.

14 AOB           
14.4 Mr Field reported that he attended the Ham Walk, it was not organised by RSPB but by the  Ham Residents Group.
14.5 Pagham Harbour Pagham Harbour & Coastal Issues Group Terms of Reference. Mr Harland  reported that he had signed this document.
14.6 Mr Bond reported that he had been assured that Sidlesham local boat permits for Pagham  Harbour issue would not be a problem. It was not known if the consultants had been appointed  yet. ACTION. The Clerk to enquire.
14.7 Hare Coursing. Groups of people from the Midlands were seen recently in Rookery Lane taking  part in  this illegal activity. Their transport was a blue Transit type van. Any one seeing this  should call the police immediately and record the van registration number.
14.8 Mr Field reported that he had reviewed the WSCC Transport Plan consultation document and  would pass it to the Clerk for sending.
 
  Meeting closed 22:00

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

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)

Present: Mr A Harland (Chairman), Mr C Field, Mrs C Ranjbar, Mrs E Smart, Mrs D Kennedy and Mrs T Tull (left after item 13.1).      Clerk (Mr J Paul).
Also in attendance were five members of the public and three candidate Parish Councillors.
      
1 Apologies for absence. Received from Mrs D Pound, Mr C Bond and County Councillor
Mrs E Whitehead (elected 4 June).

2 Minutes of the Parish Council Meeting held 20 May 2009.   Mr Field proposed and
Mrs Smart seconded that the minutes should be signed as a true record.

3 Declarations by Councillors of personal interests in items on this agenda. None other than item five, where all councillors present expressed personal interest.

4 Matters arising from the above minutes not dealt with in separate items below.  None
 
6 Cooption of Parish Councillor. Mr Harland proposed and all Councillors agreed that this item should be dealt with next. Mr C Tennent, Mr A Malir and Dr T Dobbins had volunteered to be considered; all were present. The cooption procedure followed was that the three candidates removed themselves from the room; each was invited back individually for interview by the current Councillors. After all three had been interviewed, without further discussion, a paper ballot was made. Mr A Malir received a clear majority and was co-opted to be a Parish Councillor.

5 Jeremy Vine (DP broadcast). On 4 June 2009 Mrs Pound took part in the Radio 2 Jeremy Vine programme topic ‘dying villages’. The programme was then available on BBC iPlayer.
The Councillors discussed statements made on the show by Mrs Pound about the Parish Councillors’ intransigence and lack of understanding of affordable housing and planning.  Mr Bond had communicated his views prior to the meeting. The Parish Councillors were unanimous in their condemnation of the broadcast statements.  They felt insulted and considered some statements were totally untrue, were disrespectful to Sidlesham Parish Councillors and brought the position of Parish Councillor into disrepute.  It was considered that, on a national broadcast with no opportunity available to refute, Mrs Pound should not have made such statements.
Unanimously the Councillors concluded that Mrs Pound should apologise for the inappropriate and inaccurate remarks made in the broadcast.   It was agreed that a letter would be drafted and circulated to all Councillors for approval. Upon agreement the Clerk to produce an official letter from the PC to Mrs Pound.

7 School House: Report of meeting with WSCC. Mr Harland, Mr Field and Mrs Tull plus the Clerk attended a meeting called by SPC on 14 July with WSCC led by WSCC Cabinet Member for Finance, Mrs Goldsmith, also attended by CDC Planners and Affordable Housing Officer, Hastoe Housing Association, the County Councillor, the School Headmaster and the Chairman of Governors. This meeting was a culmination of many meetings over eight years of discussion and proposals. With the declaration by WSCC Education Department that School House was surplus to their requirements WSCC property instructed Hastoe H A to consider development proposals, including using the existing School House. The preferred option decision of Mrs Goldsmith, supported by the CDC planning department, was that to re-use School House and build an additional 3 units on the adjacent site. All for rented housing. Contrary to previous statements the school representatives were not in favour, citing perceived problems of overlooking and noise. The Hastoe H A representatives stated they were experienced in overcoming such structural problems and that the tenancies of the proposed rented houses would be under strict control. Mrs Goldsmith instructed Hastoe H A to prepare material for a public meeting at the school in mid September. The Headmaster said he would inform the parents of the proposals and that a public presentation was to be made.

8 Affordable Housing. Mrs Pound requested this item for the agenda, in her absence it was deferred until the September meeting.

9 Highways, footpaths and cycleways. General items.
9.1 Immediately it was brought to the attention of the farmer he had the potentially dangerous tree on the main road approximately opposite Church Farm Lane felled.
 
10 Amenities and Assets.
10.1 Boat permits PHLNR. Mrs Smart reported on the PHLNRAB meeting held 14 July. Letters written in March anti to the permits were received by Mrs Smart only three days before the meeting. English Nature et al were anti; stating that the boats would disturb the birds, papers published by EN about Chichester Harbour state the opposite. The paper produced by SPC was praised as a very clear document. The boat permit issue was discussed for 1 hour 35 minutes then a vote taken resulting in 8 for the permits and eight against. The Chairman left the item for future consideration. However, subsequent to the meeting it was found that one of the people at the table voting against the permits was not an Advisory Board member, therefore had no vote. The decision for the permits will be claimed.
 
10.2 Recreation Ground; an email letter was received by the Clerk from an eight year old parishioner. A similar letter was received by CDC and the Observer Newspaper. The letter asked why other parishes had play areas and cycling areas but Sidlesham did not. The Clerk replied that the PC was in the process of investigating the building of a play area and informed her that all inhabitants of Sidlesham could use the Selsey Road Recreation Ground as it was the property of the parish not the football club.

10.3 Hall work group; Notes of a meeting held 3 June 2009 were circulated to Councillors in advance of the meeting. The Councillors were surprised to read that a meeting took place with CDC Senior Planners and another was planned with an Affordable Housing Officer. It was considered that such advanced discussions were premature as this Parish Council Work Group had not yet reported any conclusions or proposals to the PC. Linking with affordable housing was considered outside the remit of the group.
The PC was informed by the PCC than an approach to the Church Commissioners regarding renewal of the lease received a response that re-negotiation was not possible earlier than 2016.
It was noted that Church Halls can obtain grant funding.
In view of the disparity in perceived objectives, the Councillors decided that the next meeting of the Work Group should be open to all Councillors and should take place in the Church Hall. The Clerk to contact Mrs Pound and agree a suitable date.
 
10.4 Bird Pond. CF reported that Sarah Hughes will contact WSCC to arrange regular mowing of the western end of pond bank and verge as a first phase of improvement and restoration.

11 Emergency Plan. Mrs Pound requested this item for the agenda, in her absence it was deferred until the September meeting.

12 Finance.
12.1 The Clerk requested that the following items should be recorded and approved.
12.1.1 The Annual Return and the Annual Governance Statement for the year ended 31 March 2009 were presented to the PC.
12.1.2 The PC agreed the Audit for year end March 2008 as presented after agreement by the internal/external auditor was ready for the external auditors.
12.1.3 After discussion the Councillors agreed that the financial risk of the Parish Council was covered adequately by the procedure of an annual review by the Financial Workgroup and the subsequent presentation by the group of the proposed Precept for the coming year.
12.1.4 To clarify a statement for audit the minute entry dated 19 March 2008 page36 item 8.4.1 ‘J Paul Clerks fee STO £415 was a monthly order, annual payment therefore £4980
12.2 The clerk requested approval and recording of the following statements and transactions.
12.2.1 Payments to be made: -
12.2.1.1 Church Hall hire March to July £32.50
12.2.1.2 Clerk Expenses May to July £73.56
12.2.1.3 Internal/external auditors fee to Mrs K Cutting £57.50
12.2.2 Payments made since 21 January 2009
12.2.2.1 Donation to Sidlesham Festival for hire of drama group. £100
12.2.2.2 JK Engineering. Supply and fit new finial to Lockgate Rd/Boxham Lane fingerboard £299
12.2.2.3 M H Kennedy Paddock Straight May grass cuttings £185.15
12.2.2.4 M H Kennedy Paddock Straight June grass cuttings £185.15
12.2.2.5 H B Collins Recreation Ground litter pick and grass cut £109.25
Mr Field proposed all the items of section 12 should be approved en bloc, Mrs Ranjbar seconded and all councillors present agreed.

12.3 The Clerk reported receipt of £800 pound grant from CDC for the black and white fingerboard renovation; WSCC also paid £1200 direct to the contractors. Therefore the final cost to SPC was £400. The signposts are situated at Highleigh Road north end, Mill Lane south end and junction of Ham Road with Easton Lane. This completes the renovation of all these cast iron sign posts in Sidlesham (total of six). WSCC announced earlier this year that Parish Councils are now totally responsible for such posts.

13 Reports.
13.1 Pagham Harbour Local Nature Reserve Advisory Board. Mrs Smart added to her report of item 10.1 that the Visitors Centre project leader stated that more readings were proposed to examine the site and a study report is proposed for the autumn.
13.2 Churchyard extension. Mr Field reported a successful negotiation by the PCC with the Church Commissioners to buy 0.43 acres of pasture adjacent to the churchyard for use as an extension subject to planning permission. This was predicted to be enough for the parish for 100 years. The PC agreed that 50% of the total cost up to a maximum of £5000 could be precepted to assist with the purchase, spread over 2 years.
13.3 Manhood Parishes Road Safety Group. Mr Field reported that the fixed SID (CASPAR type) when used just south of the Paddock fuel station had experienced battery problems. This was a preliminary experimental site and much experience was gained. 
13.4 Peninsula Forum. The latest report was circulated earlier.
13.5 Medmerry Managed Realignment Scheme. Minutes of the work shop are expected shortly. The Ham group propose that when formed the new inlet and salt marsh should be called ‘Ham Harbour’.
13.5 Pagham Harbour Coastal Advisory Group. Mr Harland reported that the communication received from English Nature that no protection would be allowed for the Pagham Spit or within the Pagham Harbour area, including bunds shown on previous documentation, was unacceptable to all local parishes. This was to be taken up with the local Members of Parliament at Westminster. Pagham PC want the Advisory Board to become a Management Group, the Councillors have drafted new terms of reference.
 
14 Correspondence.  
14.1 Playground Grants. Playbuilder Funding SPC application for a grant from WSCC was successful with a proposed grant of £45,000, an underfunding by £5000 of the amount requested. There are strict criteria associated and the money will be available for year 2 projects to be completed by 31 March 2011.  It was agreed that the Playground working party should be expanded now that a successful bid had been received.
14.2 Policy for Gypsies & Travellers. Comments to be submitted from SPC before 1 September 2009.

15 AOB
15.1 The Pagham Sailing Club annual sail day to Sidlesham Quay will be on 6 September 2009
          

Meeting closed 22:30        John Paul (Clerk)

Present: Mr Harland (Chairman), Mr C Field, Mrs D Kennedy, Mrs E Smart, Mrs T Tull, Mrs D Pound, Mrs C Ranjbar, Mr C Bond.                Clerk (Mr J Paul).

Mrs M Whitehead (WSCC candidate) attended and Mr Wright (Pagham resident)

1. Election of Chairman. Mr Harland was proposed by Mrs Tull seconded by Mrs Kennedy.  There being no other nominations Mr Harland was elected.

2. Election of Vice-Chairman. Mr Field was proposed by Mr Harland seconded by Mr Bond.  There being no other nominations Mr Field was elected.

3. Apologies for absence. The chairman announced that Mr D Pound tended his resignation and was therefore not present. The Parish councillors unanimously wished it to be recorded that Mr Pound had contributed greatly to the parish council.
Mr A Chaplin (CC) was unable to attend.

4. Appointment of Committee, Work groups and Representatives.
4.1  Planning Committee. It was agreed that as by custom the Vice-Chairman Mr Field would be the chairman of this sub-committee.  All Councillors were invited to be on this sub-committee; this was agreed.
4.2  Finance Work Group.  It was agreed that as by custom the Chairman Mr Harland would chair this Work Group and that Mr Field, Mrs Ranjbar and Mr Bond would be members.
4.3  Assets and Amenities Work Group. It was agreed that Mrs Pound should chair this Work Group with Mrs Ranjbar, Mrs Kennedy and Mr Harland as members.
4.4  Representative to Pagham Harbour Local Nature Reserve Advisory Board. Mrs Smart was appointed.
4.5  Representative to Chichester District Association of Local Councils. Mr Field was appointed.
4.6  Representatives to Peninsula Community Forum. Mrs Pound and Mr Harland were appointed.
4.7  Representatives to Manhood Road Safety Group. Mr Field and Mrs Ranjbar were appointed.
4.8  Representatives to Manhood Peninsula Steering Group. Mr Field and Mr Harland were appointed to maintain a watching brief.
4.9 Representative to Pagham Coastal Issues Advisory Board. Mr Harland was appointed.

5. Minutes of the Parish Council Meeting held 18 March 2009.  Mr Field proposed, seconded by Mrs Ranjbar and agreed by all present that the minutes should be signed as a correct record.

6. Matters arising from the above minutes not dealt with in separate items on the agenda.
6.1 (9.2.1) Donation. Mrs Pound on behalf of the Festival organisers thanked the PC for the proposed donation.

7. Declarations by Councillors of personal interests in items on this agenda. None.

8. School House. Mr Harland read a letter received from Mrs Louise Goldsmith (newly appointed portfolio holder at WSCC). The Parish Councillors considered the points raised in the letter were a re-iteration of past items already agreed and progressed with WSCC in past years. i.e. sound proofing of joining wall etc etc. The Councillors regretted that so little progress appeared to have been made and old issues were to be raised again despite the many meetings that had already taken place; that the ideas and plans produced by developers; that positive discussions and agreements with CDC planners and WSCC Highways were apparently disregarded or misinterpreted. The building and grounds were again becoming eyesores and falling into disrepair. It was agreed that the Parish Council should call a meeting of all parties to avoid further circular considerations.   Action CF and JP
  
9. Highways, footpaths and cycleways.
9.1 Drainage problems. B2145 / Rookery Lane junction.  Mr Field reported that a site meeting took  place on 30 April with Steve Hodd (WSCC) and Gavin Holder (CDC). 
 a. The outlet from the ditch at the side of Littleton Cottage going under the B2145 was  identified.  SH agreed for this to be unblocked and repaired.
 b.  WSCC do not accept responsibility for the rife but SH considered he can arrange a  one-off dig out of the reed lined section opposite Littleton Cottage.
 c.  GH will establish with the Environment Agency the responsibility for the rife on the  east of the B2145 bordering Bell Field and the Harbour Reserve willow carr.
 d.  GH will contact the land-owner(s) regarding the poor maintenance of the ditches  along the  B2145 and Rookery lane. Action. JP to contact SH and GH for time plans.
9.2 Speed Indicator Device (SID). Mrs Field reported a meeting with Craig Voke (PCSO) on 16 April when rules of use, roadside training etc took place. Three more volunteers have come  forward to use the device and Mr Richard Hall has agreed to be the coordinator for Sidlesham.  During the roadside operation of the SID CF noted a marked effect on the speed of vehicles.
9.3 Dog fouling of footpaths and cycle tracks. An increase in this unpleasant activity was reported. Notices instructing dog walkers to clear up were considered necessary. Action JP

10. Amenities and Assets.
10.1 Play areas. Mrs Pound and Mr Harland reported on that likely costs and size of grant funding needed to install a facility would be in the wide region of £18,000 to £70,000. They had prepared and sent grant applications to meet the dead line of 22 May to CDC and WSCC.
10.2 Recreation ground. Nothing to report. Mrs Kennedy and Mr Harland agreed to be the PC contacts with the Football Club.
10.3 Hall work group.  A meeting had taken place.
10.4 Boat permits for Pagham Harbour. Mr Bond reported that Cllr Acraman of WSCC had formulated recommendations to be considered by WSCC and EA that 10 permits should be issued to Sidlesham residents.
The Chairman asked the PC if the Pagham resident could address the meeting briefly, it was agreed. He stated his contention was the revised bye-laws for the PHLNR. That as drafted two items should be removed. The PC responded that these items were to be considered at the next meeting of the PHLNRAB on 11 July.
 
11. Finance
Payments.  Request for approval and recording.
11.1 Payments. The Clerk requests the following for approval and recording.
 11.1.1 Payments to be made
 11.1.1.1 Church Hall hire £27.50.
 11.1.1.2 J Paul expenses (see separate sheet) £51.80
 11.1.1.3 SPCC contribution to Newcomers Event £60
 11.1.2 Payments made since last meeting 
 11.1.2.1 Manhood C C donation for statistics prize £25.
 11.1.2.2 Samaritans £50
 11.1.2.3 CAB £100.
 11.1.2.4 4-Sight £40.
 11.1.2.5 Victim Support £40.
 11.1.2.6 MH Kennedy grass cutting 17&31 March £185.15.
 11.1.2.7 J Paul clerk fee monthly STO change to £433.
 11.1.2.8 J Paul (audit adjustment of expenses) £5.69.
 11.1.2.9 CPRE subscription £29
 11.1.2.10 M H Kennedy grass cutting 15&28 April £185.15.
 11.1.2.11 Insurance £444.22                                           
 11.1.2.12 Kennedy’s (grass cutting) £185.15
 11.1.3 Payments noted at audit not minuted previously.
 11.1.3.1 CDC grass cutting 25 July 07 £82.07
 11.1.3.2 M Brown 27 June 07 £140 shown in minute 25.10.2.2.2 as £40.
The items were explained where necessary by the Clerk and Mr Harland as internal / internal auditor.
Mrs Tull then proposed that the items should be accepted en bloc, this was seconded by Mr Field and agreed by all councillors.

12 Annual Parish Meeting 27 May.
 Flyers to all household had been distributed. PCSOs would be attending to demonstrate the mobile SID and discuss local policing.

13 Resignation of Parish Councillor. Procedure for replacement
 A notice to be displayed on the notice boards informing the electors that a vacancy has occurred. That if requested by ten Sidlesham electors in application to the CDC electoral office an election would be organised by CDC. All costs associated with an election to be met by SPC (approximately £800).
Failing a request for an election the Parish Council would co-opt a replacement councillor.

14 Correspondence.
14.1 European Parliamentary and WSCC Elections 4 June 2009. Polling station Church Hall
14.2 Red phone box Dyers Corner (grade 11 listed building) to be cards only, not cash. 
14.3 Freedom of Information DVD issued, available from the Clerk.

15 Other Reports.
15.1 Chichester Association of Local councils. Mr Field reported on the last meeting. There was a planning department presentation. The A27 development costs are being reviewed by a series of studies this summer; then a consultation. The local sewage treatment plants can only cope with a very limited number of new houses. At the next meeting Southern Water will present their proposal on treatment.
Discussion took place on whether CALC was redundant due to proliferation of general forums; therefore decided agenda of CALC should be parish council led and only two meetings per year.
15.2 Manhood Road Group Mr Field reported on a meeting. A ‘bolt on’ unattended SID would be available in June. Funded by £5000 centrally and £2000 held by STAG obtained from WSCC CLC. Sidlesham proposed several sites, three accepted, a forth near the service station was not but will be re-applied for. Due to lack of street furniture permanent poles will be installed.
15.3 Wild Life pond day. This was organised by Sarah Hughes of CDC. Pond dipping in the lined pond on the reserve revealed a lot of organisms. Bird Pond was very deficient, possibly due to pollution.
15.4 Pagham Coastal Issues. Mr Harland reported that it had been decreed by the EA that gravel from the spit could not be used for sea defence purposes. Defence gravel can only be obtained from off shore or be brought in by road. Bunds will be placed if necessary around the harbour. Pagham PC has refused to accept the terms of reference of the group.

16 Proposed meetings for the next twelve months Wednesdays at 7:00pm: -
16.1 Parish Council bi-monthly and Annual Parish Meeting. 15 July 2009, 16 September 2009, 18 November 2009, 20 January 2010, 17 March 2010, 19 May 2010 (statutory annual meeting),
26 May 2010 (Annual Parish Meeting).
16,2 Planning Committee every three weeks if new applications are received, interval and dates subject to change if applications not received.
16.3 Work Groups as required.
 
17 AOB
17.1 Neighbourhood Management Forum. Meeting on 24 June, Mrs Tull will attend as DC and PC.
17.2 Highleigh Sewage. Resurgence occurred in the winter and spring. CCTV down the pipes indicated an error in the system at Bremire Lane plus the recurring problem after rain of huge amounts of fresh water run-off entering the system from the direction of Rotten Row and  Fletchers Lane.

Meeting closed at 10:00pm

Present: Mr A Harland (Chairman), Mr Field, Mrs C Ranjbar, Mrs E Smart, Mrs D Kennedy, and Mr C Bond.  Clerk (Mr J Paul).
        
Also in attendance Mr C Chaplin (CC) {for items 1 to 10.1} and Mrs M Whitehead
 
1. Apologies for absence. Mrs T Tull, Mrs D Pound and Mr D Pound.

2. Minutes of the Parish Council Meeting held 21 January 2009.   Mrs Smart 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.  None
 
5. School House. Mr Chaplin was invited to speak. He reported that as County Councillor for Sidlesham he made enquiries about the situation on the development of the redundant house and garden. He had received from the Clerk letters concerning the house and was surprised that so little progress had been made over the past six years of communications with WSCC and developers. He understood there was a difference of views between the governors and the PC. This was explained that as the consideration of the house had taken so long, new governors were now raising suggestions that had already been resolved by previous negotiations. Mrs Louise Goldsmith (CC) was new to the portfolio but undertook a site visit with WSCC Officers. Contacts will now be re-established between WSCC and CDC concerning possible planning permissions. Mrs Goldsmith favoured affordable housing. Mr Chaplin agreed to keep the PC informed any progress.
 
6. Parish Consultation. 
6.1 “Transport, Recreation and Amenities”
Topic / number of replies/ PC consideration         
*Allotments / 1 / Insufficient requirement
*Annual village ball and other community events / 2 / Dedicated organisers needed.
*Barn dance / 1 / As above.
*Bus service improve in Highleigh / 3 / Clerk to contact the bus company.
*Bus shelter Lockgate/Boxham / 1 / Expense not justified.
*Businesses list / 1 / Website has suitable page, Clerk to publicise.
*Children’s play area, Manhood Lane / Church Hall / 11 / Communications already started.
*Church Hall improvements / 1 / PCC responsible but lease with only limited time to run.
*Cricket ground and club / 1 / Insufficient demand and potential village players
*Drop-in centre on some days eg hall / 1 / Lunches and coffee mornings started.
*Encourage Sidlesham festival / 1 / Donation was made, committed helpers required.
*Farmers Market / 1 / Not viable.
*Football club, to be more attractive / 2 / The FC is a separately funded organisation not PC.
*Hall, construct a new one somewhere / 5 / Think tank formed, long term task.
*Recreation ground.  Make more obvious it belongs to Parish not football club / 1 / New signs?
*Sailing association be formed / 1 / Wait progress of permit negotiations with PHLNR.
*Tennis court at Recreation Ground / 1 / Very high expense not justified at present.
*Good neighbour awards scheme / 1 / Nice idea, needs a skilled organiser.
*Police Station open 24 hours on Manhood Peninsula / 1 / Chichester is not, how open is Selsey?

7 Highways, footpaths and cycle ways. General items.
7.1 Kerbing, hedge removal, grass verge establishment at Jolly Fisherman bend. WSCC will be carrying out this work to improve visibility.
7.2 Footways along the B2145. The PC instructed the Clerk to write again asking that the edges be cut back. Also that the ditch alongside the footway opposite Rookery Lane junction be cleared.

8 Amenities and Assets.
8.1 Boats permits PHLNR. A meeting with WSCC is planned but dates to suit all parties are proving elusive.  15 April suggested. Clerk to contact WSCC and all other parties.
8.2 Recreation Ground; Mr Pound reported in advance of the meeting no further progress but he had informed the Football Club they had not fulfilled their Agreement Obligation to cut recreational grass areas. 
8.3 Hall work group; Mrs Pound reported in advance of the meeting that with seven volunteers a meeting would be held on 8 April to discuss the way forward and consider who else should be invited to join the group.
 
9. Finance
9.1 Appointment of auditors for accounts 1 April 2008 to 31 March 2009. Three proposals were made and agreed to by the PC.
* Mr Harland as internal / internal auditor.
* Mrs K Cutting as internal / external auditor.
* Mazars (appointed as external auditors)
9.2 Donations, requests from charities etc.
9.2.1 Donations / Free Resource budget for 2008/2009 is £500, spent to date £270. (Manhood College prize £25, Sidlesham Festival £100, Sidlesham newcomers event £60, Poppy Appeal £35,   CDC for MPP Officer £50,)
9.2.2 Remaining budget £220 for 2008/2009, the PC decided the donations to be Samaritans (local office) £50, Citizens Advice Bureau (local office) £100, 4SIGHT £40, Victim Support Sussex £40.
In budget for 2009/2010:- Manhood Community College, Newcomers, Poppy Appeal, (Festival?).
9.3 The clerk requests approval and recording of the following transactions.
9.3.1 Payments to be made: -
9.3.1.1 Church Hall hire January to March £22:50
9.3.1.2 SALC subscription £304:06
9.3.1.3 Clerk expenses £60:25
9.3.2 Payments made
9.3.2.1 CDC Recreation Ground Dog waste bin annual emptying charge £263:72.
9.3.2.2 SC Timber (tree surgeon) felling of large, dead ash tree at Florence Pond £200.
9.3.2.3 M Brown (Grass cutting paid 19 November 2008) £120
Mr Field proposed all the transactions should be approved, Mrs Kennedy seconded and all councillors present agreed.

10 Reports.
10.1 Pagham Harbour Local Nature Reserve Advisory Board. Mrs Smart reported that another very fraught meeting took place on 11 March. A major item was the Visitors Centre proposals with the consensus against such an expensive project on the edge of the harbour. Majority agreed something required at present site. RSPB representative considered that was unsuitable. The meeting also received a glossy publication of the ‘Harbour Plan’; this document although signed off in 2007 had been amended since without consultation and without costing. Full minutes of the PHLNRAB meetings are now available on the WSCC website.
10.2 Annual meeting with the parishes CDC. Mr Field reported that the meeting covered items of community strategy; local salaries, low compared with other parts of the county; local housing needs; District Watch on fly-tipping, road rubbish picking, etc; the merger of the hospital trusts; Parish Plans (Clerk to check that David Hyland has details of Sidlesham review); District Action Chest. (CF)
10.3 Manhood Parishes Road Safety Group. Mobile SIDS- Community Speed Watch assessment of Sidlesham completed. Six agreed sites named; one near recreation ground entrance; two in Keynor Lane; two in Highleigh Road; one on Paddock Straight. None agreed suitable in B2201. The specific hazards listed for each site. The proposals now forwarded to WSCC for approval. Further requirements are that each parish must have a designated lead person (STAG?) and a police representation (PCSO). Parishes will have a SID for two week slots, volunteers have to be CRB checked. Training courses are not required but whole volunteer team will be required on first day to observe.
Bolt on SIDS (CASPAR) CF attended at the Selsey Fire station 2 March. Mr Andy Horner has sufficient money to run the scheme for a year (including £2000 grant from CLC held by STAG). Locations in Sidlesham proving difficult as existing street furniture used. Normally this would be lampposts. Other posts are too short. Bolt on extensions may be used. Equipment only suitable for B2145 and possibly near the school.
The Young Drivers Skills courses will now continue.
Mrs Smart requested that another Parish Councillor should replace her on this Safety Group.
10.4 Peninsula Forum and LDF update. Mr Harland reported the meeting was addressed on Parishes and the Law; for work groups it was stressed that the Code of Conduct applies. LDF 355 new houses / annum required in the sub-coast area; strategic gap designations are at risk of abandonment. However, LDF production cannot progress without the A27 improvements and an increase in sewage capacity at Apuldram Works; both requirements currently at risk of no progress in the foreseeable future.
10.5 Medmerry Managed Realignment Scheme. Mr Field reported that a meeting brought items up
to date. The earth bunds will have heavy clay cores topped with compacted soil. The clay will be transported into the area by road, the soil probably won by ditch digging alongside the bunds. The large number of clay bearing lorries would come along the B2145 then probably across to Ham via the Sidlesham sewage works roads.

11 Correspondence.  
11.1 CDC Leisure Grants Programme
11.2 CHOPP; Chichester Older Peoples Partnership (send to Good Companions Club).
11.3 LDF Core Strategy update on potential delays. (see above 10.4)
11.4 Friends of Pagham Harbour newsletter (Visitor Centre and Ferry Pool hide)
11.5 Culvert problem, Highleigh Road. Mr Tynan copied to the PC communications with Highways.
11.6 Sewage resurgence problem, Highleigh Road. Mr Tull informed the PC by email of the still ongoing problems and lack of activity by Southern Water to alleviate the problem.

12 AOB
12.1 Dates for Diaries; Newcomers event (PCC) 16 May;   Parish Council AGM / bimonthly meeting 20 May; Annual Parish Meeting 27 May.