1. Questions from the public present at the meeting on subjects other than those on the agenda.
A member of the public raised the matter of whether the reporting of the governance of the parish could be made more inclusive to members of the public.  The parishioner suggested that the Council could make it easier for members of the public to have information regarding discussions leading up to decisions, given that the minutes of meetings are brief and merely record proposals and decisions.  The parishioner suggested that a website be set up for members of the public to hear recordings of meetings and comment on those discussions.  Mr Malir stated that he had set up a Sidlesham Forum on Facebook but that few people had taken advantage of it.
2. Apologies for absence.   None
3. Minutes of the Parish Council Meetings on the 16th November 2011 to be signed as a correct record.
3.1     Mrs Pound raised a proposal to rescind the minute recording the resolution to disband the Hall Work Group passed at the PC Meeting on 16th November 2011 (Item 8).  Mrs Pound stated that she felt that that decision and the minute were based on a misunderstanding and that the minutes could adversely affect any funding applications which the Group might make in the future.  Mrs Pound read out an alternative proposal, seconded by Mrs Hall.  Under this proposal the Village Hall Group would be disbanded but be encouraged to form a Community Association with other groups in the village, independent of, but with the support of the Parish Council.  This group would continue their research and when they have a viable option the group should present it to the Council to seek full support for the plan.   The proposal to rescind the resolution was, following discussion, defeated by 5 votes against to 4 votes for. 
3.2 Mrs Pound requested that, following the minute (Item 11.3) on the Football Club Lease, the following statement be added.  “Mrs Tull stated that no lease should be drawn up which would impede or compromise the building of a village hall on this site”.  All agreed to add this to the minutes.
Mrs Tull proposed, Mrs Smart seconded that the Minutes be signed subject to the above (Item 3.2) alteration.  5 Councillors agreed, 1 against and 3 abstentions.
4. Declarations by Councillors of personal interests in items on this agenda. None
5. Matters arising from the above minutes not dealt with in separate items below. 
5.1   Emergency Plan
Mrs Pound had circulated a statement stating that the Emergency Plan Group had not heard from Mr Lloyd Harris of CDC regarding the draft plan and, until they have, there was nothing further to discuss.   Mrs Pound’s statement had answered questions from the PC Meeting in November regarding the appointment of post holders and their suitability to hold those posts.  
5.2 Village Hall Group.  Mr Bedford stated that he felt, despite the Village Hall Group having been disbanded, the parish still needed a contingency plan for a village hall in the future and that through a Community Association, work on this project should continue.  He proposed that he write a statement laying out an outline contingency plan, the way forward for the group and its time frame.  Mr Bedford will circulate this statement to the council.
6. WSCC Councillor. 
Councillor Whitehead commented on the damage suffered by the village in the recent storm.  Mrs Whitehead reported that WSCC is planning to carry out surface dressing on some of the roads in the area.  No dates have been given but Brimfast Lane, Mill Lane and Rookery Lane have been listed in the report.
7. CDC Councillor.  Mrs Tull reported there had been one Cabinet Meeting but no District Council Meeting since the New Year.   Mrs Tull gave the latest figures on housing numbers in the district.  There have been 12 new homeless applications and 48 new applications for housing in November alone for those sectors that have priority qualifications .  The total number on the District register is now 5,165, of which 3,815 have a local connection to their village.  
8.      Football Club
8.1 Terms of proposed lease.  A letter from the Council’s solicitors had been circulated to Councillors.  This letter laid out options to extend the length of the lease from 7 to 20 years to give the Football Club security of tenure of 15 years or more which would enable them to apply for large grant funding.  Mr Harland had enquired of SALC whether, as owners of the ground, the PC could apply for grants on the Club’s behalf.  This was thought to be possible, but as the grants would be sought from sporting sources the PC would probably not be eligible to apply.  Mrs Hall reported that the Football Club was applying for a grant from CDC and suggested that if that was the case, this discussion should be delayed.  As this information on the grant application was not confirmed, the Council could not consider it in the discussion.   Councillors were asked to vote on whether they would approve, in principle, a lease of more than 7 years.  All councillors agreed not to extend the lease. 
8.2 Football Club Insurance.  Mr Harland had seen the Football Club’s certificate of insurance for PLI of £10,000,000.
8.3 Inspection of the Pylons.  The report of the structural inspection had been circulated to all Councillors.  The pylons have all been inspected and all considered safe until November 2014 when they will be inspected again.  Mr Bedford raised the electrical certificate.  Mr Harland had seen a certificate but confirmed that the FC was waiting to have that certificate extended.  Mr Harland confirmed that the electrician had used a hoist to inspect the lamp fittings and should additionally be able to certify that the fittings were safely attached.  The Football Club is planning to fit new light fittings to the pylons.  The fuses of these fittings will be incorporated into the light fittings and the old fuse boxes near the ground removed.
9.     Memorial Playing Field
9.1 Inspection of Trees.  The inspection of the trees was due to have taken place in the first two weeks of this month.  The Clerk will contact the contractor to establish when the Council may expect his report.
10. Assets & Amenities Workgroup
10.1 Assets & Amenities Report dated 7th December 2011 had been circulated to Councillors.
10.2  Playground Inspection Rota.  This is being drawn up and the Clerk asked that she be sent a copy of the rota and the inspection reports.
10.3 Mr Malir raised the quotation for £650 + VAT from Monsters for an inspection and service of equipment in the playground. Mr Harland recommended that the Council use Monsters who installed the equipment, particularly while that equipment is under warrantee.  Mr Malir asked what that service would include and Mr Malir suggested that he investigate other quotations for this inspection.
10.4 Annual Playground RPI Inspection.  The Clerk had a quotation from Mr Nick Adams who has inspected the playground for the last two years.  Mr Harland suggested using a different inspector this year and has requested a quotation from a company recommended by the Council’s insurance brokers.  The inspection is not due until August.
10.5 Benches.  The benches by the bus stop and by Florence Pond are in need of maintenance.  Mr Hall will investigate what needs to be done and report to the Council.
10.6 Any other matters.   Mrs Hall raised the possibility of putting up a village sign to commemorate the Queen’s Diamond Jubilee.  Mrs Hall had been in contact with the Selsey Tram Company who had informed her that they would donate their signs to the Council which could be adapted for this project.  Mrs Hall will investigate the likely cost of recycling these signs.  The Council has set aside £500 in the budget for the Jubilee but more may need to be raised by fund raising events.  Mrs Ranjbar suggested that the public should be included in this discussion and asked for other suggestions to commemorate the Diamond Jubilee.
11.    Highways, footpaths and cycleways
11.1     Storm damage.  Mrs Foden reported that Chalk Lane, which suffered severe damage, was now back in operation.    It is a private road but Mrs Foden requested that the PC might consider supporting a request to have some of the large trees pollarded. The Clerk will check if any of the trees in Chalk Lane have tree preservation orders on them.  Mrs Foden reported the tree down on the footpath behind Duncan & Davis.  The clerk had reported this and the matter is in hand.   Mrs Hall reported a tree down on the footpath from Street End Lane to Brimfast.  The Clerk will report this. 
A member of the public reported a tree leaning over the highway footpath from the property, Fieldgate.  The Clerk will write to the owner of the tree.
11.2 Damaged Highway’s sign on B2145 directing traffic to Highleigh and Chichester.  The Clerk has reported it and it will be replaced.
11.3  Damage to fencing round electricity substations at the entrance to the Recreation Ground and Mill Lane.  These have been reported; the substation at the Recreation Ground has been repaired and that in Mill Lane is in hand. 
11.4 Rusty electricity junction box in Rotten Row.  The Clerk to report damage to the electricity board.
11.5.1 Mr Bedford reported on a proposed workshop style meeting between WSCC highways officers and Councillors.  This would be a private meeting, not within a PC Meeting.  Mrs Hall suggested that the public input be included by being asked for suggestions of highway problems for the agenda.  Mr Bedford already has 15 items on the agenda at present.
11.5.2 Mrs Smart reported that part of the footpath going north from the Anchor has been cleared.  Mr Harland commented that the footpath from Dyer’s Corner to the flint bus stop urgently needed attention as in places the width has been severely reduced. Mrs Hall requested that the Clerk report the footpath from the Anchor towards the garage.  This footpath is overgrown and part of it is now crumbling into the ditch, and the remainder restricted in width and needs clearing back to original line.
12. Ratification of audit appointments for financial year ended 31.3.11
12.1       Mr Harland reported that neither the Internal Auditor, nor the Councillor Accounts Monitor was formally appointed for the year ending 31.3.11.  Mr Harland sought retrospective ratification of those appointments.  Mrs Harland proposed, Mrs Smart seconded and all Councillors agreed.  Mrs Hall enquired whether Mrs Fields, the auditor, had received a formal letter of appointment.  The Clerk replied that she had.  In addition, the title of ‘internal internal’ auditor has been changed to ‘Councillor Accounts Monitor’.
13. Finance
13.1 It was reported that the Clerk had made the request to CDC for a precept of £19,735.00 for the year 2012/2013.
13.2 Approve Quotations
13.2.1 M Kennedy – grass cutting for year 2012-2013
13.2.2 H Collins – strimming and tidying for year 2012-2013.  Mrs Hall queried whether the Sheep Wash, which is in fact not on Parish Council land should be the responsibility of the PC.   The PC has historically assumed responsibility for the Sheep Wash and it was felt that if the Council did not do it, it would not be maintained. 
13.2.3 Mrs F Fields – £75 (auditor)
13.2.4 Falco – repair wall of shelter in playground £258.00 + VAT.
These quotations were read out to Councillors and unanimously approved by the Council.
13.3     Income
13.3.1 HM Customs & Excise    £6092.46
13.4 Payments from Community Playground Grant
13.4.1 Playground Group has been given extension to 31st March 2012 to spend remainder of grant 
13.5  Payments made since last meeting
13.5.1  M H Kennedy (grass mowing)     £102.00
13.5.2 SPCC (Parish Magazine for Clerk)    £7.00
13.5.3 Royal British Legion  (Poppy Appeal) £60.00
13.5.4 T MacIntyre (November Pay)      £399.73
13.5.5 HM Revenue & Customs (Clerk’s Tax)  £100.80
13.5.6 T MacIntyre (December Pay)  £399.73
13.5.7 M H Kennedy (Grass mowing)  £102.00
Mrs Foden proposed and Mr Bedford seconded that items 13.3.1 to 13.5.7 be taken en bloc.  All Councillors agreed. 
14. Clerk’s Remuneration
Members of the public and the Clerk were asked to leave the hall while the Clerk’s remuneration was discussed.  Mr Harland asked the Council to approve an ex-gratia payment of £500 for the Clerk for unclaimed overtime worked over the past year.  Mr Harland proposed, Mrs Ranjbar seconded and all agreed that the above be approved. 
15. Reports
15.1 Peninsula Community Forum.  The minutes from the meeting had been circulated.
15.2 Pagham Harbour.  Mr Harland reported that there was nothing further to report other than that there has, as yet, been no agreement between WSCC and the RSPB.  Mr Bond’s ‘Good Conduct Group’ had met and agreed what should be in the ‘Good Conduct’ rules and that will go forward to Natural England and the Environment Agency for their approval.
15.3 Manhood Peninsula Steering Group and Pagham Harbour Issues Group.   Mr Harland reported on the Marine Conservation Zones. The whole of Pagham Harbour has been put forward as a conservation area.  The special reference area where rare snails are said to have been found, south of the harbour mouth on Church Norton Spit, is an area of potential concern if it interferes with needs to protect property in the future.  This falls within Selsey Town Council’s area of responsibility but will affect this parish.  This will go forward for confirmation by a government minister and there is expected to be a public consultation starting in July this year.
17.     Correspondence.   None.
18. Matters of urgent public importance.   None
19. Matters of Information.  None

Meeting closed at 9.20pm

1. Questions from the public present at the meeting on subjects other than those on the agenda.
A member of the public raised a number of questions relating of the ‘internal’ audit of the parish’s accounts. These were partially answered, but as the list was long, the parishioner was asked to give the clerk a copy of his questions, which would be fully answered in a written response.
2. Apologies for absence.  Mrs C Hall
3. Minutes of the Parish Council Meetings on the 21st September 2011 and 5th October 2011 to be signed as a correct record.  Mrs Smart proposed, Mrs Ranjbar seconded and all Councillors agreed.
4. Declarations by Councillors of personal interests in items on this agenda. None
5. Matters arising from the above minutes not dealt with in separate items below.  None
6. WSCC Councillor.  Councillor Whitehead stated that the proposed merger of the East Sussex and West Sussex fire authorities and fire services has been postponed.  The final figures are not yet available to work out the precept from West Sussex’s point of view and WSCC needs to establish that the precepts of East and West Sussex fire services are close enough to make a merger possible.  WSCC will, however, proceed with the merger of the two fire control centres which will be somewhere along the A23 corridor.  Councillor Whitehead also reported that gritter lorries had been out.  They now carry SATNAV and are larger lorries so carry more grit and are more economical. 
7. CDC Councillor.   Mrs Tull reported that there had been no major meetings.  She reported on discussions continuing with regard to the probable delay to the LDF.  In addition, the Council is continuing to transform CDC services in order to make ongoing savings.
8.      Hall Work Group.
Mrs Tull expressed surprise that the Hall Work Group Meeting, which she had understood would involve Parish Councillors, the Hall Work Group and Mrs Beaton, had in fact been attended by a large number of invited parishioners.  Mrs Pound stated that she did not think they could have justified a visit by Mrs Beaton for the few Councillors who were able to attend on the day selected for the meeting and had, therefore, invited those parishioners who had expressed an interest in the village hall proposal.  Mr Harland read out the following formal resolution to the Council:
“This council requested that the Village Hall Workgroup set up a meeting between the council, members of the Workgroup, and Mrs Beaton of Action in Rural Sussex, to discuss the subject of a village hall in Sidlesham.
When Councillors (and the clerk), who were not members of the Workgroup, arrived for the meeting arranged on 7th November, they were very surprised to discover a considerable number of parishioners also present.
No prior request had been made by the workgroup to invite members of the public to what was intended to be a private meeting between councillors, the workgroup and Mrs Beaton.
The Council is disappointed that the workgroup took such action, as it was contrary to the objective of the meeting and restricted the ability for all parties to have a full and open discussion.
This fact combined with the continued lack of a substantiated business proposal leads this Council to conclude that the workgroup is no longer working in partnership with the Council and as such has spent enough time supporting its remit.
He therefore tabled a motion that with immediate effect the Sidlesham Village Hall Workgroup heretofore operating under the aegis of the Council is disbanded.”
The resolution was seconded by Mrs Tull.  Mrs Pound felt that the HWG were very pleased with the way in which the meeting had been conducted and that those Councillors who had attended the meeting had had every opportunity to ask questions of Mrs Beaton.   Mrs Pound regretted that Councillors had felt that this was to be a private meeting but this could not have been the case because Mrs Beaton is funded by the County Council to give out as much information as possible and not to attend private meetings. Mr Bedford felt that a misunderstanding over the nature of the meeting should not lead to the Parish Council being diverted from looking at proposals for a new village hall and developing a contingency plan in case the lease on the Church Hall is not renewed in 2021.  Mrs Tull felt that a Community Association could be formed and that Association should then continue with the village hall work.  Although Mrs Pound has found that there is a good level of support for the village hall proposal, Mrs Tull stated that, in her view, there were also many people in the parish who were not in favour on financial grounds, the size of this community and with regard to other facilities in this area.    Mr Harland’s proposal was put to the vote and carried by 5 votes for and 3 against.   Mr Harland then read out the following statement:   
 “The majority of current councillors have not been convinced that, at least in the foreseeable future, a further hall building is needed. They also have strong reservations firstly that such a project could be built without substantial borrowing and the financial burden that would entail on the level of the precept. Secondly, that when built, whether sufficient income could be generated to make such a building self-supporting for running costs and future maintenance, again without adding to the level of the precept.
Clearly, should the Parochial Church Council fail to renew its lease on the Church Hall premises in 2021, then that would force the issue. Until such time, the Council will keep a close eye on the lease negotiations which are due to commence around 2016. The Council notes that the current expiring lease was originally agreed for a term of 50 years.
If in the meantime a Community Association is created with a view to promoting the building of a village hall, it is clear that, if such a scheme is to go ahead at some time in the future, then a very substantial fund would have to be raised by the community towards the cost of the project. Should the fund raising prove successful, then a future council would clearly be influenced by that fact.
The Council, as always, will remain open minded to proposals and suggestions that aim to improve the village and the facilities available to parishioners.”

9.    Emergency Plan
Mrs Pound had circulated  a draft of the Emergency Plan.  Mr Harland proposed that the Council did not discuss the Plan until the final draft version has been completed.  Having read the plan, some Councillors have points which they would like to raise and Mr Harland suggested that they send them to Mrs Pound by email to be considered by the Emergency Plan Group.    Mrs Pound had brought to the meeting the map of the area which will be attached to the Plan.  This is to be used on line to extract information regarding the contact details of those responsible for each area.  Mr Harland added that when the final plan is presented to the PC, the Council will expect to see all the confidential information and, after the meeting, that information will be returned to be kept confidentially or destroyed.  Mrs Tull raised the point that the Emergency Plan should be in the ownership of the Parish Council and therefore the current Chairman, now or in the future, should be referred to as the coordinator.  Mr Malir asked that Mrs Pound supply the Council with a summary of the process by which post holders had been appointed and their suitability to hold those posts.
10.    Playground update
10.1      Mr Harland reported that the project is now complete.  The final tidying up has been done and the playground is now the responsibility of the Assets and Amenities Group.  Following a playground inspection, Mr Harland has written to Monsters to report five points which need attention. 
10.2     Mr Harland requested that the Chairman of the Assets and Amenities Group draw up a rota for inspections of the playground.  Mrs Tull will follow up on her request for a check list of playground equipment from CDC.
Mr Harland expressed his thanks to all involved in the playground project which has proved extremely successful.
11.    Football Club.
11.1     Mr Harland reported that the pylons are to be dipstick tested early next week.  Provided the pylons are fit for purpose, the Council will be issued with a certificate which will give the period of time for which the certificate is valid.  The Council will pay for the inspection but that will be reimbursed by the Football Club.
11.2    Mr Harland had a quotation for a survey of the trees on the Recreation Ground.  Mr Gale will produce a map of the trees, indicate where work needs to be done and how much that work would cost.  The quotation for the initial survey is £320 plus VAT.  The Clerk had also met Mr Hayes at the Recreation Ground and requested a quotation for drawing up the map and conducting a survey of the trees.  The Clerk had not yet received the quote despite reminders and will contact Mr Hayes again to try to obtain the quote within the next 7 days.  If not, the Council agreed to commission Mr Gale to do the work. If there were two quotes, then it was agreed that the cheapest would be accepted.
11.3     Mr Harland and the Clerk had met with Mr Jones (Chairman) and Mr Rowland (Secretary) of the Football Club to discuss the draft Agreement.  The Football Club still has one major difficulty with the Agreement and that is the length of the lease which is, for legal reasons, set at 7 years.  This would not give the Club sufficient security of tenure to apply for any sizeable grant for funding.   Mr Harland had written to the Council’s Solicitor to enquire whether there would be any way that security of tenure could be achieved for the Club within the lease. The Solicitor was unable to provide a solution to the problem.  Mr Harland stated that he would enquire from SALC whether it would be possible for the PC to apply for grants on behalf of the Football Club.  In addition, there are copies of old agreements with a parishioner and Mr Harland had asked the FC to look into these to see if they might provide a way through the problem.  Mrs Tull stated that no lease should be drawn up which would impede or compromise the building of a village hall on this site. 
12.      Highways, footpaths and cycleways
12.1     Signs on the highway.  The Clerk had received a letter from the Highways Authority informing her that they had removed 18 signs from the road side.
12.2    Van parked south of the garage on the B2145. The Clerk, having reported the van, had heard that the van was registered and taxed and therefore the Highways Authority could not demand that it be removed.  There are cars for sale parked in the lay by to the north and south of the van.  These have different telephone numbers but the Chairman will make enquiries as to whether the telephones refer to the same organisation.    If that is the case, the Clerk will report the matter.
12.3    Clearance of vegetation of footpath on main road near Dyers Corner.  Mr Harland requested that the Clerk continue to push for this to be done.  Councillor Whitehead stated that if the Council needed any help in urging action from Highways, the Clerk should contact her.
12.4    Flooding at Challens.  Mr Harland reported that Mr Taylor of Challens had had a reasonable response to his latest email and Mr Harland suggested that the Council leave the matter to be dealt with by Mr Taylor and the authorities for the moment.
12.5    Any other matters.  Mr Bedford reported from the South Chichester Local Committee Meeting on the offer from the Principal Community Highways Officer, Tracey Webb, to attend a Parish Meeting to discuss highway issues with a view to initiating a review of traffic management within the parishes.  Mr Harland suggested that Mr Bedford send an email to Councillors requesting points that could be addressed at a private meeting with Ms Webb.  Once points of discussion were to hand, Mr Bedford will set up the meeting and Councillor Whitehead requested that she be invited to the meeting.
13.    Pagham Harbour
Mrs Smart reported that she and Mr Harland together with Mr C Bond and Mr Openshaw (both current permit holders) had attended a meeting at County Hall on 10th November 2011.  It was decided that boat permits will be withdrawn as they are illegal and they will be replaced by a Code of Conduct.  Mrs Smart also reported that a group was formed to draw up the new Code of Conduct  which WSCC Chairman Mike Coleman will lead.   Mr Chris Bond was also asked and accepted to be on the group.  When the Code of Conduct has been agreed, copies will be placed on boards at the harbour entrance and Sidlesham Quay.  This Code of Conduct requires the approval of Natural England and the Environment Agency. 
14.    Council Insurance
Mrs Pound had sent an email to the Clerk following a discussion with the Clerk of Chidham PC (who have PLI cover of £20m) informing her that their premium was just over £600.  The Clerk had contacted ACRE through whom Chidham had arranged their insurance and they had passed the information on to Zurich Insurance for a quotation.  The quotation for Sidlesham for insurance covering all items covered in their present policy, but with PLI raised to £20m, was £1,833.94.  The reason for the difference in premiums is that Chidham has no assets to insure, where Sidlesham has assets of over £100,000 and, in particular, the playground.  The playground All Risks Insurance adds about £1000 to the premium.  Mrs Tull raised the point that when the matter of Sidlesham’s insurance was last raised, the Clerk had written to the Clerk of Chidham to enquire about their increased PLI and received a reply, which she had circulated, stating that the increase was for the duration of work on their sea defences but would revert to £10m when the work was complete.   
15. Finance
15.1       Audit for year ending 31st March 2011 completed by Mazars for Audit Commission and required notices posted on the PC boards for a period of 14 days. 
15.2       Approve appointment of Mrs F Fields as internal external auditor for the Parish Council for 2011/2012 audit.   Mr Harland proposed and Mrs Tull seconded the appointment and all Councillors agreed.
15.3      Approve appointment of Mr A Harland as internal internal auditor to vet the accounts at least twice a year and inspect the bank statements every other month for the Parish Council for 2011/2012.   Mrs Tull proposed, Mr Malir seconded and 7 Councillors agreed the appointment with one abstention.
15.4  Present and approve proposed precept for 2012/2013 Financial Year.   Following a meeting of the Finance Work Group a suggested amount of £19,735 for the Parish precept was presented to the Council.  Mrs Smart proposed and Mrs Foden seconded that the precept be accepted.  All Councillors unanimously agreed.  The Clerk was authorised to make an application for the amount when called by CDC.    
15.5     Income
15.5.1    Mr P Albrecht   £2.40
15.6 Payments from Community Playground Grant
15.6.1    Timothy Roe            £100.00 
15.7   Payments made since last meeting
15.7.1    Action in Rural Sussex (Village Hall Courses)  £46.00
15.7.2    T MacIntyre (Sept. Salary)    £399.73
15.7.3    H M Revenue & Customs (Clerk’s tax July to Sept)   £100.80
15.7.4    Grab & Tip (Littlehampton)          £456.00
15.7.5    Knight Fencing                 £192.00
15.7.6    M H Kennedy (Grass mowing)    £204.00
15.7.7    Mazars (2010/2011 Audit)    £660.00
15.7.8    H B Collins (strimming Old Quay,Florence Pond,Bird Pond,Old Square,Playground)  £1275.60
15.7.9    Grab & Tip (Littlehampton) (Remove soil from Rec.Ground)    £1140.00
15.7.10   S J Heard (excavate tree stumps,brambles & clear ditches) £805.00
15.7.11    T MacIntyre (Oct Salary)  £399.73
15.7.12    D Forden (Remove old path & lay new)      £450.00
15.7.13    H B Collins (strim playground & Old Mill)  £150.00
15.7.14    PCC (Hire of hall)                                      £38.75
15.7.15    T MacIntyre (expenses August – Oct 2011)  £141.20 
Mrs Smart queried the amount spent on the strimming by Mr Collins.  The Clerk explained that the large invoice for £1275.60 from Mr Collins had included many large items which are only carried out once annually.  In addition, Mrs Smart queried the cost of the work carried out by the Grab & Tip.  Mr Harland stated that this was the final work done on tidying up the playground and came out of the playground fund of £5000 previously allocated by the council.  Mrs Tull suggested that the Play Day had incurred considerable expenses but this expense was explained as funding which came from an additional grant given specifically for such events.  
Mrs Smart proposed and Mr Bedford seconded that items 15.5.1 to 15.7.15 be taken en bloc.  All Councillors agreed.
16. Reports
16.1      Mr Harland read out a report from PCSO Sean Keefe in which he informed the Council that the team has a new sergeant, Alan Fenn.  The team now comprises Sgt Alan Fenn in charge of the Manhood Peninsula, PC Andy Rawlinson, PCSO Sam Treagust and PCSO Sean Keefe covering Selsey, Sidlesham, Hunston and Mundham.  They have a new non emergency number – 101 replaced the 0845 on 1st November 2011.  PCSO Keefe reported on the rise in the number of burglaries across the Peninsula; mainly break ins into outbuildings.  He stressed the importance of a good padlock.  PCSO Keefe stressed that if anyone would like advice, they should get in touch with one of the team.
16.2       Manhood Peninsula Steering Group (MSPG).  Mr Harland reported that matters on the agenda for the meeting did not particularly apply to Sidlesham.  However, Mr Harland had raised the appeal re the Madestein Development. As a result a letter confirming objection to the proposed plans had been sent.
16.3    County Local Committee.  Mr Bedford reported on the 20 mph proposed speed limit within the City of Chichester.  Consultation will start within the City but it is still unclear how this will be carried out.  The likely option is that all main roads will remain at 30mph, but that all side roads will be reduced to 20mph.
16.4    Annual Parishes Meeting.  Mr Bedford and Mrs Hall attended the meeting.  Mr Bedford had circulated a report on the Meeting.  Mr Bedford stated that, following changes to the ELD consultation process, ELD applications are essentially legal decisions, and would be dealt with by the planning officers, and as a result the Council could be unaware of an application being considered.  Mr Bedford requested that the Clerk formally write to the District Council requesting that the information on ELD’s be made available to the Council.
17.     Correspondence
17.1       Poppy Day donation.  It was proposed that the Council increase their contribution to £60.  Mrs Tull proposed, Mr Bedford seconded and all Councillors agreed.
17.2      FWAG Subscriptions.  The Council agreed that the PC should no longer subscribe to FWAG.
18. Matters of urgent public importance.   None
19. Matters of Information.  Mrs Smart reported that people who had been hare coursing had been seen in Church Farm Lane and Rookery Lane.  Mrs Smart requested that should anyone involved be seen, they should be reported to the police, including vehicle registration nos.
Meeting closed at 9.20pm

1 Apologies for absence.  Mr A Harland, Mrs C Hall

2.      Finance

2.1 Clearance of Florence Pond.

Following a letter to Mr Harland complaining about the state of Florence Pond, Mr Harland had obtained a quotation to clear the pond of dead trees and tidy the surrounding area.  The quotation was for £3,940.  Councillors felt that this was a major project for which Councillors should obtain more than one quote. In addition, Councillors wished to investigate alternative methods of clearing the pond which would also protect the wildlife.  The Clerk was asked to contact Mrs Sarah Hughes and request that she meet Councillors at the pond to discuss possibilities.

2.2 Playground Expenses.
Two quotes were presented to the Council to remove the old path between the Football Club and the pitch, which had been damaged during the building of the playground, and relay a new path.  The quotes were for £860 (+VAT) from PSM Building Services and £450.00 (including VAT) from D-J-F Construction.  The Council approved the quotation from D-J-F Construction.
 
2.3 Check on trees round the Recreation Ground.  A quotation of £1,200 had been received to carry out a survey of the trees for insurance purposes.  Councillors requested that the Clerk obtain more quotations to be discussed at the next meeting.

3. Matters of urgent public importance.

3.1 Weekly check on the playground.  Mrs Pound raised the matter of a rota for the weekly check of the playground and a safety checklist.  Mr Malir will arrange a meeting of Councillors at the playground to run through the list of safety checks to be made before the rota is drawn up. 
Meeting closed at 8.20pm

Present: Mr A Harland (Chairman),  Mrs C Ranjbar, Mrs E Smart, Mr A Malir,  Mr P Bedford,  Mrs D Pound, Mrs C Hall, Mrs V Foden.
Cllr M Whitehead (WSCC), PCSO Sam Treagust, Clerk (Mrs T MacIntyre) and at times up to 4 members of the public.   

1. Questions from the public present at the meeting on subjects other than those on the agenda. 
A member of the public asked when the Parish Council intended to put the Council’s Public Liability Insurance on the Agenda of a Parish Council Meeting.  The Council should present advice received concerning the Parish’s insurance, hold an informed public discussion on the issue and vote on a formal resolution on the level of Public Liability Insurance held by the Parish.  Mr Harland replied that the Clerk will reply to parishioner’s question. 
2. Apologies for absence.  Mrs P Tull
3. Minutes of the Parish Council Meeting on the 20th July 2011 to be signed as a correct record.  Mrs Smart proposed, Mrs Hall seconded and all Councillors agreed.
4. Declarations by Councillors of personal interests in items on this agenda. None
5. Matters arising from the above minutes not dealt with in separate items below.  None
6. WSCC Councillor.  Councillor Whitehead stated that she would speak on Pagham Harbour (Agenda item 15).   She had no further business to report.
7. CDC Councillor.   Mrs Tull, who was not present at the meeting, had informed the Clerk that she had no business to report. 
8. Local Police.  PSCO Sam Treagust reported on the Community Messaging initiative introduced to inform the public on action being taken to prevent crime in the area.  This has followed a spate of 12 burglaries in Hunston, Selsey and Sidlesham which police believe have been carried out by one person, possibly from the London area.  PSCO Sam Treagust suggested that he email information to the Clerk for her to circulate to Councillors.  There have been a number of thefts on garden sheds of items such as lawn mowers and bicycles and he suggested that it would be worth post coding these items. 
PCSO Treagust then reported on Operation Airwalk, in which motorists who commit a driving offense are offered the option of either viewing a video on the consequences of an accident in the police’s media van or a fine and endorsement.  This had been scheduled to take place this month, but had to be postponed following an accident in which the media van was damaged.  As soon as the media van has been repaired, Operation Airwalk will be rescheduled.
PCSO Treagust reported that PSCO Ann Bromley had left the Manhood Police and had not been replaced.
PCSO Treagust stated that there have been men with lurchers in the area who are involved with hare coursing.  He asked that the public report the car registration number of people who could be involved to the police.
9.      Hall Work Group.
Minutes of the last two Hall Work Group meetings and a draft specification for the building, drawn up by Mr Bedford, had been circulated to Councillors.  Mrs Ranjbar supported the proposal in the minutes that 4 members of the HWG should go on 2 courses being run on the subject of village halls, particularly concerning the running costs of a village hall which Mrs Ranjbar views as a concern.  Mr Harland felt that any course would be premature until it has been agreed that the Council will approve a village hall project and he would like more information on the courses.  The Council voted on whether to approve the funding for the courses and it was carried by a majority.  Mr Bedford asked the Chairman for approval from the Council to go ahead with the village hall project.  Mr Harland was reluctant, as this is a major project, to hold a vote until the full Council is present. Mr Harland stated that he felt the Council representation on the HWG was becoming top heavy with now four members from the Parish Council. Mrs Smart felt that the Council needed more information before a vote on the project could be taken and suggested that Mrs Louise Beaton be invited to talk to the Council and answer questions.  It was decided that the HWG will invite Louise Beaton to address the Council.
Mrs Pound requested a decision on whether to establish a liaison group, between the Parish Council (possibly from Assets & Amenities) and the Football Club, which would communicate on Recreation Ground matters.  Mr Harland felt that this group should not involve the Play Group, the Toddlers Group or HWG at this stage.     
10.     Emergency Plan
Mrs Pound read her report on the Emergency Plan.  At the July Bi-monthly Parish Council Meeting, Mr Allisstone had requested to speak but been refused by the Council, Mrs Pound felt discourteously.  Mr Harland had received Mr Allisstone’s resignation the following day and had replied that day apologising for the incident and asking Mr Allisstone to reconsider his decision.   Mrs Pound felt that the plan should promote community involvement and needs both a co-ordinator and a deputy and that Mr Allisstone is the best qualified person to act as deputy with wide experience in emergency planning.   Mrs Smart stressed that the Council should move forward and asked Mrs Pound how she would like to proceed.  Mrs Pound asked for the full support of the Council and felt that, with that, Mr Allisstone might reconsider his decision to resign.  It was decided that Mrs Pound will complete the Plan for Councillors to read before the November Bi-monthly Parish council Meeting.
11.     Playground update
11.1 Rubbish Bin
The playground rubbish had been a problem over the summer school holidays.  Mr Harland felt the problem only existed for a few weeks over the summer holidays and was therefore not in favour of investing in a large bin.  He felt that a wheelie bin might be stolen and, in addition, a member of the Council would have to wheel the bin to the road for collection each week.  The Clerk will enquire of CDC what options are available and what they would cost.
11.2 Toilet
The toilet has, on occasions, been left in a disgraceful condition.  The clerk will enquire of other Clerks with play parks in their parish what facilities they provide. 
11.3 Playground Works
Mr Harland had circulated his report outlining work still needed to complete the project.  The southern boundary of the old playground needs to be tidied and brambles and tree stumps cleared.  In addition the mound of earth needs to be cleared.  Some of the soil will be spread to level the ground of the old playground site and the rest will be removed.  Mr Harland had two estimates to do the work, one for £1500 and the other £500.  Mr Heard, who quoted £500, would do the job with a bulldozer.  The Council approved Mr Harland’s recommendation to employ Mr Heard. 
Mr Harland requested that the Council approve, in principle, the replacement of the concrete path between the entrance to the clubhouse and the football pitch.  Mr Harland will obtain estimates and inform Councillors.  Mr Malir offered to enquire whether anyone would wish to take the soil from the heap and so save on the cost.  He will inform the Council if successful.
12.    Football Club.
The Clerk had circulated her report on the meeting between Mr Harland and the Clerk with Mr Noel Jones (Chairman) and Mr Tony Rowland (Secretary) of the Football Club.  Both the Mr Harland and the Clerk had been encouraged by the meeting.  Mr Malir raised an objection to the Council’s solicitor and Football Club’s solicitor discussing a way forward as this would incur high costs.  He suggested the two parties work out a compromise before involving solicitors.  Mrs Hall suggested that the notes of the meeting be published as an attachment to these minutes so that the public can be aware of progress being made.  The Clerk said that she would ask Mr Jones if they would be happy for the notes to be published.  If the Club have no objection, the Clerk will put the notes on the website. 
13.     School House
Mr Harland had circulated his report stating that the builders have completed the project.  Mr Harland had viewed some of the properties which were very impressive.  It is understood that two of the new tenants will be taking up residence soon.  There will be a formal opening of Hardy’s Garden but not before late October.  The ditch by the entrance has now been filled in.

14.     Highways, footpaths and cycleways
14.1 Flooding on B2145 at Challens/Greentrees
Mrs Hall raised the issue of flooding at Challens and suggested that roots of a tree on her property may have broken the pipes.  Mr Harland stated that the matter is in hand;  WSCC plan to put a camera up the drain and if they find damage, will repair it.  Mrs Hall asked to be kept informed.
15.    Pagham Harbour
Mrs Smart had circulated her notes from the Pagham Harbour Nature Reserve Advisory Board meeting on 10th August.  Mrs Whitehead raised the letter from WSCC outlining recommendations for boat permits on Pagham Harbour.  The letter had only been received that day and would not be discussed.  A member of the public was invited to speak briefly on the subject of the boat permits but was informed that the boat permits were not at this time a Parish matter.
16. Finance
16.1     Income
16.1.1 CDC – Precept  £9,420.00
16.1.2 CDC – refund for Hall Hire for Hardy’s Garden exception site registration £33.75
 Income received from Parish Councils for New Councillors’ Session (3 more PCs to pay total of £225.00)
16.1.2 West Wittering PC £90.00
16.1.3 East Wittering & Bracklesham PC £226.00
16.1.4 Oving PC £90.00
16.1.5 Hunston PC £90.00
16.1.6 Fishbourne PC £315.00
16.1.7 Westbourne PC £90.00
16.2 Payments on Community Playground Grant
 Paid up to 20th July 2011                  £1083.97
16.2.1 Anna King (Playday)                     £ 30.00
16.2.2 Woodhorn Group (Orchard mulch) £291.60
16.2.3 P Scott (Playday expenses)  £ 68.75
16.2.4 V Foden (Playday expenses)  £528.34
16.2.5 Elizabeth Baily (Playday expenses) £199.80
16.2.6 S Foden (Playday printing)  £ 14.40
16.2.7 Anna King (Playday)   £ 90.00
16.2.8 Paul Barnett Trees (Orchard)  £432.00
16.2.9 Jane Reeve (bulbs for orchard) £ 62.00
16.2.10 Simon James (catering for playday) £300.00
16.2.11 V Foden (equipment for playdays) £ 46.96
16.2.12 Nancy Froud (craft for playday) £179.90
      £3327.72  less £265.32 VAT = £3062.40
 Grant £3499.00  therefore £436.60 to repay.
16.3   Payments made since last meeting
16.3.1 HB Collins (strimming & tidying) £150.00
16.3.2 D Pound (expenses)  £28.49
16.3.3 R Hall (playground maintenance) £2.99
16.3.4 A Harland (photocopying & playground expenses) £26.10
16.3.5 Manhood Peninsula Partnership £100.00
16.3.6 Monsters (wall) £17,568.00
16.3.7 T MacIntyre (July salary) £399.73
16.3.8 M H Kennedy (grass cutting) £204.00
16.3.9 Monsters £2431.20
16.3.10 SPCC (Hall Hire) £90.00
16.3.11 T MacIntyre (expenses May to August) £76.81
16.3.12 HB Collins (litter picking & strimming) £770.40
16.3.13 Action in Rural Sussex (subscription) £50.00
16.3.14 C Field  (bin liners for playground) £3.50
16.3.15 SALC ( New Councillors’ Course) £1248.00
16.3.16 M H Kennedy (mowing) £204.00
16.3.17 T MacIntyre ( August salary) £399.73
16.3.18 D Forden (playground work) £1350.00
16.3.19 A Harland (postage) £2.23
16.4 Finance Work Group.  Meeting to produce budget/precept proposals for adoption at November PC meeting.  This is in order to meet CDC timetables for Council Tax 2012/2013.
Mrs Smart proposed and Mrs Hall seconded that the items 16.1.1 to 16.3.19 be accepted en bloc.  All Councillors agreed.
17. CDC Core Strategy Preparation Document Consultation
Mr Harland reported that in his opinion, this Consultation is of no concern to this Council.  Whatever decisions are made by CDC, these will not affect Sidlesham apart from on the infrastructure of the area.  The only thing that would affect this Parish is if more housing is developed in Selsey, this would affect the traffic on the B2145 and any building on the peninsula would continue to affect the A27.  Mr Bedford will make a submission that this Council will not support additional development in Selsey.  Mr Bedford will circulate his response before sending it off.
18. Reports
 18.1 Manhood Parishes Road Safety Group. 
The Chairman of this Group had reported that it has been disbanded as no-one was prepared to replace him as Chairman.
18.2 Peninsula Forum.  Mr Harland had circulated his report, notes from the Peninsula Forum meeting and Southern Water’s presentation.  Mr Bedford raised the matter of an offer from WSCC to talk to the PC and asked if Mr Harland intended to take them up on their offer.  Mr Harland did not consider that he would until the Council has had time to produce a list of questions it would like to raise.
18.3 Police Neighbourhood Management Panel.   
No meeting has taken place since the last Parish Council Meeting.  Mrs Hall will attend their next meeting on the 3rd October 2011.
18.4 Manhood Peninsula Steering Group.
Mr Harland had circulated a short report.  He reiterated his concerns regarding the Marine Conservation Zone and the effects it might have on this Parish and its sea defences in years to come.  Mr Harland showed a map of the area showing the bunds and felt that the Council had a duty to monitor decisions by the Marine Conservation Zone which could affect Sidlesham property owners in the future.
18.5 Medmerry Managed Realignment Stakeholders Group.  Mr Bedford had attended a meeting and site visit and circulated his report on the planned work to be done over the next few months.  Work on the project will start within the next few days.  Mr Bedford stated that any queries should be sent to the Medmerry Public Relations Officer.  Mr Harland felt that the bunds were of vital importance to the Parish and therefore the Council should continue to monitor the project.
19.     Future Council Meetings.
Mr Harland had circulated recommendations for future meetings.  Mr Harland stressed that Councillors should speak one at a time and if they wish to communicate with other members of the Council, they should exchange notes.  Mrs Ranjbar stated that the reports which were circulated before the meeting had not given Councillors sufficient time to read and absorb their information.  Councillors agreed that they would try to send them out sooner, preferably giving 3 days before the meeting.  On the question of whether to hold meetings monthly, Mr Harland suggested that as this is a significant decision, the Council postpone it until the full Council is assembled to vote.
21.      Correspondence.   Annual Parishes Meeting on 19th October 2011.  Mr Bedford and Mrs Hall will attend this meeting.
22 Matters of urgent public importance.   None
23 Matters of Information. Mrs Pound asked that the Councillors who attended the New Councillors’ Induction Session submit a short report of their course.
Meeting closed at 9.30pm

Present: Mr A Harland (Chairman), Mrs T Tull, Mrs C Ranjbar, Mrs E Smart, Mr A Malir,  Mr P Bedford,  Mrs D Pound, Mrs C Hall, Mrs V Foden.
Cllr M Whitehead (WSCC), Clerk (Mrs T MacIntyre) and at times up to 8 members of the public.   
1. Questions from the public present at the meeting on subjects other than those on the agenda.  A member of the public raised the matter of Sidlesham Parish Council’s Public Liability Insurance.  The parishioner referred to a reply by the Clerk to his questions under the Freedom of Information Act regarding PLI.  In this, the Clerk had stated that SALC had ‘informed us that £10m is a perfectly satisfactory level of cover and it is not aware of any higher sum across the three counties with which they are involved’.  The parishioner had contacted Mr Leggo of SALC and the parishioner stated that Mr Leggo had informed him that he had not given Sidlesham  such advice.    Mr Harland disagreed with this.   The parishioner then reported on two recent claims of £14,500,000 and £17,000,000 and asked Councillors to take into account the effect of a claim of that size on the parish.   Mr Harland asked the Clerk to report on her conversation with the Brokers about raising the PLI from £10,000,000 to £20,000,000.  The Clerk stated that the insurance limit placed on Aviva (Sidlesham’s insurers) who insure a large proportion of Parish Councils in this area was £10,000,000 and that most parish/town councils have PLI of between £5 – £10,000,000.  The insurance brokers stated that our cover was adequate and that in order to increase the amount Sidlesham would need to take out a further policy and this would cost in the region of £1,000.  A representative of our insurance brokers will meet the Clerk on 2nd August 2011 to inspect the Memorial Playing Field and ensure that the Council abides by the conditions of their insurance.    Mrs Smart requested that this information should be put in writing and the Clerk will request this.    Mr Bedford enquired whether Sidlesham had any special conditions, particularly with regard to the Memorial Playing Field, which would require it to carry more PLI than other Councils and hoped that the meeting with the insurance representative would establish whether this is so.

2 Apologies for absence.  None.

3 Minutes of the Parish Council Meeting on the 18th May 2011 to be signed as a correct record.  Mrs Smart proposed, Mrs Hall seconded and all Councillors agreed.
Minutes of the Parish Council Meeting on 2nd June 2011 to be signed as a correct record.  Mrs Smart proposed, Mrs Ranjbar seconded and all Councillors agreed.
Minutes of the Parish Council Meeting on 22nd June 2011 to be signed as a correct record.  Mrs Hall proposed and Mrs Smart seconded and all agreed.  

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

5 Matters arising from the above minutes not dealt with in separate items below.
Mrs Pound asked which four Councillors had voted for Mr Harland as Chairman as stated in item 2 of the Minutes of the Statutory Parish Council Meeting of 18th May 2011.  Mrs Pound had been one of those who had voted for Mr Harland but she wished it to be recorded that due to the poor acoustics in the Church where the meeting had been held, she had misunderstood the vote and that she had intended to vote against Mr Harland.

6.      Members and Representatives
6.1        Finance Work Group.  It was agreed that as customary the Chairman and Vice Chairman would be members;  in addition,  it was agreed that Mrs Ranjbar would serve for an additional year and Mrs Pound would join the Group.
6.2       Assets and Amenities Work Group.  Mr Malir has agreed to continue as Chairman of the Group.  Mr Harland, Mrs Hall and Mrs Foden will serve on the Work Group.
6.3       Representative to Pagham Harbour Local Nature Reserve Advisory Board.  Although this Board may change when the future of Pagham Harbour has been agreed, Mr Harland suggested that Mrs Smart continue to represent the Council on the Board and Mrs Smart agreed.
6.4        Representative to Chichester District Association of Local Councils (CDALC).  Mr Harland stated that CDALC duplicated much of the business of the Manhood Peninsula Forum.  Mr Bedford volunteered to representative SPC on the Association when there are issues which affect this Parish.
6.5        Representative to Peninsula Community Forum (MCF).  Mr Harland will continue to attend meetings and Mrs Tull attends as a Chichester District Councillor.  Mrs Pound volunteered to attend meetings when Mr Harland is unable to attend.
6.6        Representative to Manhood Road Safety Group (MRSG).  It was agreed that Mrs Ranjbar will continue to serve on this committee.
6.7        Representative to the Manhood Peninsula Steering Group (MPSG).  Mr Harland had originally attended these meetings as an observer but was now a member of the Group and would continue to represent SPC.
6.8 Representative to Medmerry Stakeholder Advisory Group (MSTAG).  Although the Medmerry project is coming to an end, Mr Harland felt it important that this Council continue to attend to support the Ham residents if necessary.  Mrs Pound volunteered to represent the Council.
6.9    Representative to Pagham Harbour and Coastal Issues Group.  Mr Harland will continue to attend meetings.
6.10     WSCC South Chichester County Local Committee (SCCLC).  At present SPC has no representative attending this Committee.  Any member of the Council is invited to attend meetings. Mr Bedford stated that he had attended this Committee in his previous job and volunteered to continue to attend meetings.   The Clerk will circulate the agenda to Councillors so that, if there are issues affecting this Council, other Councillors may choose to attend.       
6.11 North Mundham, Hunston & Sidlesham Neighbourhood Management Panel.  Mrs Ranjbar and Mrs Hall will represent the Council.
Mrs Hall asked that the Clerk notify representatives when dates have been set for meetings involving their Committees and organise for them to receive agendas.

7. WSCC Councillor.  Councillor Whitehead advised that the report on the bus services has been issued but she had not had time to read the full report.  However, she did understand that the Selsey bus service has been affected.  The Clerk will download the report from the internet and circulate to Councillors.  The WSCC  has drawn up a winter plan.  Mr Harland stated that this Parish did not have a winter plan in 2010.  Mr Harland asked whether SPC would have to pay for salt bags.  Mrs Whitehead will enquire and report back. 

8. CDC Councillor.   Mrs Tull had no reports from CDC.  Mrs Tull had had no further information about flooding on the B2145 opposite the garage.  Mrs Pound raised the matter of flooding on the A27.  Mrs Tull agreed that it is a disgrace and should the matter come up at CDC, she will keep SPC informed. 

9.      Hall Work Group.
9.1    Notes from the HWG’s meeting with the Football Club had been circulated by Mr Bill Martin and Mrs Pound.  Mr Harland asked if any Councillors had questions for the five members of the HWG present.  Mr Malir asked whether the HWG had clear terms of reference, and he was informed that it did.   Mrs Pound reported on their meeting with the Football Club. Following discussions an agreement was reached that a proposal should be put to the council that a management group should be formed to look after the Recreation Ground which would include the Club, play area and open spaces.  Mrs Pound reported that, in principle, the Club had agreed to join such a group, Mrs Foden had agreed that she could represent the play area and it had been agreed that a local resident should be invited to join.  It was proposed that this group would be a subgroup of the Assets and Amenities Work Group which would also include the Hall Work Group.  The group’s primary purpose would be direct liaison with all groups who use the Recreation Ground.  Mrs Pound proposed that the Council approve the formation of such a group. Mrs Smart felt that the title ‘Management Group’ implied that the Council would be ‘managing’ the Recreation Ground.  Mrs Hall stated that that was not the intention and that ‘management’ was perhaps not the right word for the title.  Mrs Ranjbar felt that an additional work group could be perceived to create further complications between the Club and the council.  She also felt that the Football Club could see this as the Hall Work Group using the group to further their aims.  Mr Malir stated that in his opinion the group would duplicate much of Assets and Amenities’ work and would introduce an additional layer of bureaucracy. Mr Bedford stated that if the Hall project is to progress, it would need to be in the context of the Recreation Ground site in order to apply for funding.   
Mrs Pound then reported on the work done to ascertain the possible size and cost of a new hall.  It is not possible, until it is known who will use the hall, to give precise figures.  It is assumed that the Sports & Social Club will be major stakeholders as will the preschool group and perhaps the nursery school/toddlers.  Mrs Pound had guidance notes from Sport England which showed a possible building with a main hall, committee room, designated playschool area, kitchen, toilets, store room and bar.  Mrs Pound stated that building costs had fallen in the last year and are now roughly £1000-£1,200 per square metre.  Funding.  Lottery funding specifically for village hall projects, government public work loans and Leader Fund are all possible sources.  Mr Harland asked Mrs Pound to put this information into a proper plan, with costing, and arrange for Mrs Beaton to visit to talk regarding funding and present this to the Council and members of the work group.   Mrs Pound will circulate her report and the Sport England’s designs.

Mr Harland pointed out that the council required more solid information, and as yet there was no agreement by the council to either support or reject the proposal to build a village hall.
 
Mrs Smart asked Mr Harland to express the Council’s appreciation for the work the Football Club has done recently to maintain the clubhouse when he next visits the club.
 
10.       Emergency Plan
Mrs Pound reported that final alterations to the Plan still needed to be approved by the Work Group.  However, Mrs Pound stated that Mr Lloyd Harris of CDC had been asked if SPC is covered through their insurance for damage to any person or equipment in an emergency and does CDC have cover if someone else uses equipment and it is damaged; if there are costs, would CDC cover these and lastly could CDC supply fluorescent jackets.   Mr Harris responded that parishes should not undertake any rescue but act as liaison.  Mr Harris stated that most councils carried insurance which would cover them.  If a representative of the Parish Council is directed by an officer of the District Council then CDC’s insurance would apply.  All actions and reasons for them should be logged.  Certain costs can be claimed back from CDC as long as all receipts and records are presented.  Yellow jackets would need to be purchased locally.

11.     Playground update
11.1       Monsters have completed the installation of the climbing wall and replaced all pieces in need of repair.  The shelter round the new bench should be installed on 21st July (weather permitting).  Knights will return to repair the double gate shortly.  Mr Harland anticipated that the Council will have to pay for that repair.  The plan to shift the earth and repair the old playground site is on hold because Mr Harland felt that the quote he had received was excessive.  Mr Harland has approached a local contractor who quoted £200 per day and Mr Harland did not anticipate that he would take more than a day to complete the task.  Mrs Ranjbar repeated her request for a rota and checklist for inspecting the playground.  Mr Harland is at present inspecting the playground weekly but will call a meeting to draw up a rota on his return from holiday.  Mr Field will inspect the playground while Mr Harland is away.  Mr Harland has a weekly checklist from Monsters.
11.2     The Playground Community Group has grant funds to be used on the playground by 19th August 2011 and Mrs Foden presented a plan to plant a community orchard on the site of the old playground.  Mrs Foden’s proposal was supported by a statement from Mrs Jane Reeve Foster which had been circulated to Councillors.  If Council decide to go ahead with this project, the trees would be ordered and paid for before the 19th August but the trees would not arrive until the autumn.  The project would include layering the boundary hedge and up to 15 fruit trees.  Mr Harland advised that the existing hedge probably did not belong to the SPC as it was sited on the far bank of the boundary ditch, so permission would need to be gained from Rose Farm.  Mrs Tull asked who would maintain the orchard.  Mrs Foden replied that this would need to be done by volunteers.  Mr Malir felt that the Council should have a plan for the playground site, drawn up by Assets and Amenities.  All Councillors approved the proposal to plant an orchard.
12.    Football Club. 
Mr Harland reported that he had spoken and written to the chairman of the Football Club to press for their response to the legal document.  He has had no response.  Councillors suggested that Mr Harland should set a deadline to meet with the Club and discuss any objections they have to the lease.  Mr Bedford stated that in August the Club may have a problem with their registration within the Sussex League with regard to their security of tenure.  Mr Harland stated that under the Heads of Agreement 2001, which were still the operative instruments governing the relationship between the council and the football club, the Council would have to give the Club one year’s notice to quit so the Club has security of tenure for the next year.  Mrs Smart suggested that the Council must press the Football Club to meet to discuss the Lease before the next Parish Council Meeting.  It was recommended that the chairman write a formal letter to Mr Jewiss requiring contact re the draft lease as a matter of urgency. Mr Bedford raised the matter of the safety of the pylons.  Mr Harland had spoken to Mr Jewiss who had assured Mr Harland that they were no longer in use.  Mrs Tull felt that the sound structure of the pylons was a more important issue.  The Clerk will ask the representative of the insurance brokers about the pylons when they meet.  If they are regarded as unsafe, that should be indicated with black and yellow hazard tape.

13.     School House
13.1  Mr Harland reported that the design for the new entrance and boundary ditch has been resolved.  Hastoes has confirmed that they will construct the entrance along the lines of the design drawn up by Mr Brian Kennedy, subject to drafting a plan and costings.
13.2 Mr Harland reported on the meeting for interested applicants to register for Hardy’s Garden’s affordable housing.  33 people had registered but only 7 people had attended the meeting and signed up for a house.  Mr Harland said that in his opinion, those who had registered appeared to qualify for a house.  

14.    Highways, footpaths and cycleways
14.1  Critchells Lane footpath.  The Clerk had written and spoken to Mr Monnington.  Mr Monnington informed the Clerk that he will clear the path when his equipment can get in to the field.  At the moment the field has crops in but as soon as that has been harvested, the path will be cleared.
14.2  Overhanging tree on corner of Lockgate and B2145.  Mr Harland reported that he has pruned the overhanging oak tree.  The owner of the pear tree wished to prune her own tree and assured Mr Harland that it will be done very soon.

14.    Pagham Harbour
Mrs Smart had nothing further to report on Pagham Harbour, but an Advisory Board meeting had been called for 10th August.
 
Mr Harland reported on the Balanced Seas Project (a team set up by Natural England in 2010 under an Act of Parliament) which is directing the setting up of Marine Conservation Zones.  The plans for this project appear to have been carried out to date to the exclusion of all local interest.  No representatives from local Parish Councils, CDC or Arun DC are on the stakeholder group other than one officer from WSCC.  Mrs Tull stated that the first either this Parish or the CDC knew about the Balanced Seas Project was in February.   A proposal has been tabled that a Reference Area of 500 sq mtrs on the spit should be set up to protect this rare snail – this would attract severe restrictions on any human intervention. Mr Harland felt that this project could pose a threat to normal recreational activities in the harbour and could also endanger coastal defences in the area, and the council needed to be vigilant when the proposals come forward for public consultation.

15. Finance
16.1   Payments made since last meeting
16.1.1     Manhood Community College – Stats. Prize (£25.00)
16.1.2    HM Revenue & Customs – Clerk’s tax Jan-March (£135.00)
16.1.3    H B Collins  – March mowing (£210.00)
16.1.4    Sustainable Furniture – benches for playground(£600.00)
16.1.5    SALC (£335.44)
16.1.6    H B Collins – April mowing (£444.00)
16.1.7    SPCC Hire of hall (£45.00)
16.1.8    T MacIntyre (March-May expenses) (£143.32)
16.1.9    T MacIntyre (May Salary) (£406.20)
16.1.10   Falco UK Ltd – Shelter for play ground (£2304.00)
16.1.11   M H Kennedy – May mowing (£204.00)
16.1.12   Mrs V Foden – Expenses for Playground day (£122.23)
16.1.13   S Foden – Expenses for Playground day (£11.94)
16.1.14   J Hudson – Expenses for Playground day (£47.10)
16.1.15   S Webster – Playground day activities (£90.00)
16.1.16   Time Aside – Playground day activities (£287.00)
16.1.17   Davies Sports – Playground day activities (£499.36)
16.1.18   H B Collins – May mowing (£444.74)
16.1.19   Findel Education – Playground day activities (£26.34)
16.1.20   Mrs F Fields – Internal/external audit (£75.00)
16.1.21    T MacIntyre – June salary (£399.73)
16.1.22    M H Kennedy – June mowing (£204.00)
16.1.23    N W Adams – Annual playground inspection (£99.00)
16.1.24    CDC – uncontested election cost (£225.23)
16.1.25    Bognor Regis Town Council – New Councillor Course (£54.00)
16.1.26    HM Revenue & Customs – Clerk’s tax April – June (£102.80)
Mrs Smart proposed and Mrs Ranjbar seconded that the items 16.1.1 to 16.1.26 be accepted en bloc.  All Councillors agreed.
16.2        Request for Approval
16.2.1     Manhood Peninsula Partnership (£100)
Mr Harland requested that the Council approved a donation to the Manhood Peninsula Partnership.  SPC has, in the past, donated £50 towards the salary of an officer who administers the Partnership.  Mr Harland proposed that this be increased to £100 and all agreed.

17. Reports
All reports were deferred to the next meeting.

18.    Yeoman’s Field.  Mr Harland reported that the leak had been repaired and the stock proofing is almost complete.

19.    Bus Services.  As the council was told by Councillor Whitehead, she was not quite sure of the outcome but the decisions have been made.

20.     Future Council Meetings.  Mr Harland suggested that when the Council has Planning Meetings, urgent matters which are not planning should be on the agenda for those meetings.  Mrs Pound felt that it was not legal to include non planning matters in a planning meeting.  The Clerk will clarify the rules and if that is the case, the Council will hold a separate meeting to discuss urgent matters.

21.      Correspondence.
None

21 Matters of urgent public importance. None

22 Matters of Information. None

Meeting closed at 10.35pm

Church Hall, Church Farm Lane, 7.00 pm

Present: Mr A Harland (Chairman), Mrs C Hall, Mrs C Ranjbar, Mrs E Smart, Mrs V Foden and Mr A Malir.

The  Clerk (Mrs T MacIntyre).            

1       Apologies for absence.  Mrs T Tull, Mr P Bedford and Mrs D Pound.

2.      Meeting to approve Annual Parish Accounts of 2010-2011

Mr Harland had completed the internal audit of the annual accounts.  Mrs Felicity Fields had completed the internal/external audit.  Mr Harland proposed that the Council approve the accounts in order that he (as Chairman) and the Clerk sign the completed form for Mazars, the external auditors, which will then be sent to Mazars.  Any discrepancy of more than £200 between expenditure in the previous financial year and this year had been explained in the attachment to the form, as required by Mazars.  Following questions from Councillors which were answered by Mr Harland, Mr Harland proposed that the accounts be approved and Mrs Smart seconded the proposal.  The Accounts were accepted unanimously.

3.      Correspondence.

3.1        Manhood Peninsula Bus Service.   Mr Harland had written and circulated to Councillors a draft response which he proposed to send to WSCC regarding the proposed cuts in bus services.  The 150 bus service which runs between Selsey, Sidlesham, East and West Wittering and Itchenor was not well used by parishioners of Sidlesham.  While Councillors regretted the loss of the service, they felt that it was not defensible in the current economic climate.  However, Mr Harland would put the case for the evening and Sunday service between Selsey and Chichester, particularly as the Manhood Peninsula ICZM plan had recommended that residents use public transport in order to lessen the use of cars.  The WSCC subsidy only applies to the evening and Sunday services; the week day services are considered to be viable by Stagecoach.  It was suggested that if Stagecoach ran a reduced service at certain times of the day, this could help to subsidise the evening and Sunday buses.  This was, however, not considered likely and it was, after a vote, removed from the proposed letter. 

3.2       Manhood Peninsula Partnership – towards ICZM.

Mr Harland had studied the draft ICZM plan, particularly those sections which apply to Sidlesham, and circulated his proposed alterations to Councillors prior to the Meeting.  The Parish Council discussed the document and decided on amendments which they would like incorporated into the document.   Mr Harland will respond before the end of the consultation period when the Manhood Peninsula Partnership will ask the District Council to adopt the ICZM Plan as a material consideration in planning. 

3.3      Manhood Community College.  The Clerk had received a letter and questionnaire from the Manhood Community College informing the Council that the college will be an Academy by September.  The Parish Council did not feel qualified to comment.

4.     Matters of urgent public importance.

4.1      Mrs Smart reported on the state of the footpath from Critchels Lane.  The Clerk will write to the farmer of the land and request that the footpath be reinstated.

4.2      Mr Malir reported on the two 25m windmills to be erected in Donnington close to the border of Sidlesham.  The Clerk will write to the Clerk of Donnington to enquire whether there is a planning application for the windmills.

4.3      Mrs Smart raised concerns about a tree growing on a property on the corner of Lockgate and the B2145 which overhangs the pavement.  The Clerk will write to the owner of the tree to ask that it be cut back.  

5.     Matters of Information.  None.

Meeting closed at 9.05pm  

Church Hall, Church Farm Lane, 7.00 pm

Present: Mr A Harland (Chairman),  Mr P Bedford, Mrs C Hall, Mrs D Pound, Mrs C Ranjbar, Mrs E Smart, Mrs T Tull.
Three Candidates for co-option with a representative for the fourth and the Clerk (Mrs T MacIntyre).  

1 Apologies for absence.  None.

2.      Co-option of 2 local qualified persons to complete the full complement of 9 Parish Councillors

Mr D Blackford, Dr T Dobbins, Mrs V Foden and Mr A Malir had volunteered to be considered for co-option.  All, except Dr Dobbins who was unable to attend but represented by Mrs Dobbins, were present.  The co-option procedure followed was that all four candidates had been asked to write a short piece on why they would like to become a Councillor and what they could bring to the Council.  These had been circulated to Parish Councillors prior to the meeting.  Each candidate was then given the opportunity to address the Council and this was followed by an interview by Councillors.  The four candidates were then asked to leave the hall while Councillors discussed their applications.  A paper ballot was then carried out.  Mrs V Foden and Mr A Malir received a clear majority and were co-opted to be Parish councillors.

Meeting closed at 7.30pm

Minutes of Statutory Annual Council Meeting
18 May 2011 in the Parish Church of St Mary our Lady, Sidlesham at 7.00pm

 1.       Present: Mr A Harland (Chairman), Mrs E Smart, Mrs T Tull, Mrs D Pound, Mrs C Hall and Mr P Bedford, Mrs M Whitehead (WSCC), the Clerk (Mrs T MacIntyre) and five members of the public. 

2.        Election of Chairman. Mr Harland was proposed by Mrs Tull and seconded by Mrs Smart; Mrs Pound was proposed by Mrs Hall but not seconded.  Mr Harland was elected by four votes with two abstentions.                     

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

4.     Members and Representatives.
4.1    Planning Committee. Mr Harland proposed all Parish Councillors to be members. Mr Bedford was proposed for Chairman of the Planning Committee by Mrs Pound and seconded by Mr Harland.   All Councillors agreed.   As Mr Bedford is new to the Council, Mr Bedford proposed that he wait three months before taking over the post and Mr Harland will act as Chairman during this period. This was agreed unanimously.

4.2    Mr Harland welcomed the two new Councillors, Mrs Hall and Mr Bedford, to the Council.  Mr Harland proposed that all other appointments to Committees etc be postponed until after the Co-option Meeting on 2nd June 2011 and that these should be settled at the July Meeting, when the Parish will have a full Council of 9 members.  Mrs Tull seconded the proposal and all members agreed.  Mr Bedford enquired whether there would be any meetings before the July Bi-monthly Meeting at which the Council should be represented.  Mr Harland replied that Mrs Smart would continue to attend the Pagham Harbour Local Nature Reserve Advisory Board and that Mr Harland and Mrs Tull will attend next the Peninsula Forum Meeting.

5.     Apologies for absence.  Mrs C Ranjbar

6.     Minutes of the Parish Council Meeting held 16th March 2011 to be signed as a correct record.
Mrs Tull proposed and Mrs Smart seconded that the Minutes be signed as a correct record.  All members agreed.

7.     Matters arising from the Minutes.
Mrs Tull raised the matter of the Tyre Clinic which has been served notice to tidy up the site.  Mrs Tull had visited the site and felt that little was being done to improve the site.  The Clerk was asked to write to the Enforcement Officer to ask that the matter be followed up.

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

The meeting was then interrupted while the Planning Committee Meeting was held.

9. Questions from the public present at the meeting on subjects other than those on the agenda.
 None.

10.    WSCC Councillor.  Mrs Whitehead reported that she had requested that she be given an opportunity to speak at the Strategic Environmental Services Select Committee Meeting on Pagham Harbour next week, which had been agreed.  Mrs Smart, Mrs Tull and Mr Harland had received the report to be presented at the meeting and Mrs Whitehead suggested that they hold a meeting to discuss matters which they would like her to raise when she speaks at the meeting.  Mrs Tull felt that the financial figures presented in the report needed to be studied.  The figures originally given for costs of the Nature Reserve to WSCC were considerably less than they are now.
Mrs Whitehead raised the matter of the water in Yeoman’s Field which is believed to come from a broken water main.  She will report this to WSCC and ask that the matter be investigated.
Mrs Whitehead reported on the reorganisation of the local bus service.  The bus service from Chichester to Selsey after 6.30 pm (which is subsidised) may be cut, with no services on Sundays.  Mrs Whitehead requested that anyone who has comments on this change to the schedule should send them to her please.
 
11.    CDC Councillor.   Mr Harland congratulated Mrs Tull on her appointment as Cabinet Member for Finance. Mrs Tull reported that the new Cabinet appointments to Chichester District Council have been announced and Mrs Heather Caird is the new Leader of the Council.

12.    Playground.
Mr Harland reported that the climbing wall, the final piece of equipment for the playground, will be installed within the next few weeks. At the same time they will correct the other minor faults which were raised when the equipment was installed.  Mr Harland has ordered the new bench and the shelter which will be installed inside the playground and the two new picnic tables.  These will be put in place as soon as they arrive.  There are plans to remove the heap and clear the old playground site of brambles. Some of the earth from the heap will be placed on the site of the old playground and the ground reseeded.  The rest of the earth from the heap will be removed.  When that has been completed, the pathway between the Clubhouse entrance and the playground will be repaired.   Mrs Pound raised expenditure on the door to the toilet and paint which had not been approved by Council.  Mr Harland pointed out that there had been no expenditure as the door had been donated and Mr Malir had overhauled the toilet etc.

13.    Hall Work Group
The Hall Work Group (HWG) has not met since March when they assessed the responses to the questionnaire.   Mrs Pound reported that the HWG would like the Village Hall project to be given priority and active support by the new Council.   Mr Bill Martin has a list of people who have volunteered to help and the HWG would like to contact those volunteers and hold a meeting with them in the near future in order not to lose their interest and support and discuss the way forward.  Mrs Hall requested that Mr Harland attend that meeting and Mrs Pound would like Parish Councillors to attend.  Mrs Louise Beaton will be invited.   Mr Harland responded that before this Council can give approval for a hall, more work needs to be done but Mr Harland supported the HWG continuing with their work on the project.  In further discussions Mr Harland suggested that the Hall Work Group draw up a rough plan for the new building and assess the size it would need to be in order to accommodate the requirements identified in the survey.  Mr Harland then suggested that they contact a builder to give a rough idea of what that would cost and investigate various sources of funding.  With that information, Mrs Pound should present it at a future Parish Council Meeting and seek approval to hold a public meeting.  Mrs Pound stressed that the Hall will not conflict with the new church rooms when seeking funding.  

13.    Pagham Harbour Local Nature Reserve Advisory Board (PHLNRAB) issues etc.
Mr Harland reported that he, Mrs Tull and Mrs Smart had sat on the Pagham Harbour Service Level Agreement work group (SLAwg)  which had set out the terms under which they felt that WSCC should negotiate with the RSPB.  The SLAwg also included representatives from Pagham Council, Pagham Residents Association, Selsey Town Council, Mrs Whitehead, Mr Mike Coleman and Mr Peter Gadd of the Friends of Pagham Harbour.  This group made suggestions concerning issues that negotiations should be based around and members were pleased that their suggestions had largely been followed.  On the 25th May, the Strategic Environmental Services Select Committee will meet to decide whether to support the recommendations being put forward to the Cabinet Minister, Deborah Urquhart who will make the decision shortly thereafter.  Mrs Hall commented on the excellent talk by Mr Adrian Thomas of the RSPB at the Parish Meeting which she felt had been helpful in putting many people’s minds at rest.  Mrs Tull agreed but felt that it did not address the hard financial decisions to be made.  There is a meeting of the PHLNRAB shortly.  However, Mrs Smart thought that once the Cabinet decision has been made, the Advisory Board will be disbanded.  Mr Bedford raised the issue of visitor numbers and suggested that numbers in the management plan may have been massaged because of the current capacity of the B2145.  If the RSPB is to make charges for certain elements, they will need to increase numbers and therefore the size of the car park and the visitors’ centre.  Mrs Smart stated that that is their plan and that the Medmerry Realignment Scheme could all become part of the Reserve.  Mr Thomas had said in his talk to the Parish Meeting that the RSPB was well aware of the road congestion problems and would keep these in mind.

15.    Highways, Footpaths and Cycleways
15.1      VAS sign on the B2145.  Mrs Whitehead had taken the matter up and the sign is now working and the hole filled in.  A member of the public did, however, point out that the sign just flashes on and off when it should stay on while the car is passing. Mr Harland will investigate.  
15.2      Flooding on the B2145 outside the petrol station.  Mrs Tull referred to her notes from the meeting with Southern Water, the Environment Agency and CDC which established that CDC should be responsible for flooding on the highway.  Mrs Tull will follow this up.
15.3     Rookery/Cow Lane signs.  The Clerk had reported that these signs needed repair and had had an acknowledgement that this would be done.  The Clerk will write again to ascertain how long this may take.
15.4     Other matters.  At the Parish Meeting a parishioner raised the matter of the footpath across the field from Littleton Barn.  The footpath has now been restored but the Clerk will write to Mr Torrance to ask him to ensure that in future his contractors re-establish the footpath after the field has been ploughed.
Mrs Smart also raised the footpath through Slip Field between Slated Barn and Hayes Barn.  The Clerk to write to Mr Monnington of Mapson Farm to ask that the path be restored after the field has been ploughed.

16.    Emergency Plan
Mrs Pound reported on progress to date. The Emergency Plan Group, following the guidance from CDC of what an emergency plan should cover, are now working on their 5th draft.    Mr Allisstone had taken all members at the Emergency Plan Meeting through the 4th draft who agreed that the format of the plan was readily understood and when complete would bring together as much information as could be determined in advance of an unknown threat.  It was agreed to label this revised plan as Version 5.   The Group will invite the CDC Emergency Planning Officer, Mr Lloyd Harris, to update the contact details of one of the appendices which are incorrect.  They will add, under Appendix 7, communications using social networking, via the internet, twitter, facebook, etc so that if everything else fails, people will be able to contact each other via these networks.  To Appendix 10 the group will ask for fluorescent jackets to identify those in authority.  The description of ‘vulnerable people’ will be altered so as not to offend those with special needs.  No confidential information about people will be in the plan.  There will be a limited use of discs or data key fobs so as not to lose all information in a crisis.  The meeting endorsed the plan and agreed that, once amended, should be forwarded to Sidlesham Parish Council.  This would enable the Emergence Planning Group to seek the support of the Parish Council for the work done and apply for advice and resources from CDC as approved in the plan.    The Group looked at accommodation, heavy plant, light plant, tools and materials and people with useful skills and Mr Allisstone agreed to incorporate these assets into version 5 before it is circulated for the Parish Council to approve.  Mrs Tull raised the directive for any District Councillor who holds information about their constituents on their computers to register with the Information Commissioner.  This could also apply to Parish Councillors and needs to be kept in mind.
17.    Finance
17.1      Income
17.1.1    Precept payment  £9,420.00
17.1.2   HM Revenue & Customs (VAT Return)  £1088.08

 Payments. The Clerk requests the following for approval and recording.
 17.2 Payments to be made
 17.2.1    Came & C0.  (Annual Insurance)  £872.97
 Mr Harland requested that the Council approve a 3 year contract which will give the Council a discount on their annual premiums.  Mrs Pound asked what this insurance would cover and Mr Harland stated that all individual assets of the Parish, PLI of £10,000,000 and legal costs related to claims would be covered.  All Councillors voted to continue the 3 year contract.  
 
 17.3. Payments made since last meeting 
 17.3.1   A Harland expenses £2.00
 17.3.2   Samaritans £75.00
 17.3.3   Sidlesham Transport Club £150.00
 17.3.4   Arun & Chichester CAB £75.00
 17.3.5   CPRE (Subscription) £29.00
 17.3.6   Trojan Timber Products (Bus Shelter) £344.40
 17.3.7   T MacIntyre (March salary) £377.50
 17.3.8   A Brand (Bus Shelter) £245.00
 17.3.9   T MacIntyre (April salary) £398.85
 17.3.10  Access by Design (Web site) £144.00
 17.3.11  A R Harland expenses £22.84
 17.3.12  M H Kennedy & Son (grass mowing March & April) £303.00
 17.3.13  Thomas Eggar Llp (Recreation Ground Legal Fees) £900.00 
 17.3.14   Action in Rural Sussex (AH attended Rural Forum) £10.00

Mrs Tull proposed that items 17.3.1 to 17.3.14 be taken en bloc and Mrs Smart seconded.  This was agreed unanimously.

A member of the public raised the insurance covering the parish.  Firstly, the parishioner asked whether the PLI covered the buildings on the football field.  At an earlier meeting it had been resolved to investigate whether the premiums could be increased so as to cover the buildings but the minutes had not reflected whether this was the case.  Secondly, the playing field is held partly by the Football Club under a licence and partly by the Parish Council.  He stated that they are joint occupiers.  Therefore the parishioner considered that the Parish would be responsible for anyone injured on any part of the playing field, including the buildings.  At present the parishioner understood that there is no liability on the Club to maintain building and lights.  Mr Harland replied that the reason why that has not been concluded is that the Council is still waiting for the Football Club to agree, or not, to the Agreement which has been drawn up.  In that Agreement it clearly states that they are responsible for maintenance and public liability to cover all their assets on the field, including the flood lights. However the Football Club now has its own Public Liability Insurance on the clubhouse and associated assets including the floodlights. The Council’s insurance brokers have confirmed that as that is the case, the Council cannot be sued additionally for those same assets.  The Council’s public liability policy states that all assets owned by the Parish are covered. The parishioner’s advice was that the Council should invite the insurer’s representative to inspect the Memorial Playing Field and its structures to ensure that the conditions of the insurance have been met.    

Mr Harland stated that he had been in touch with Mr Tony Rowland, who had advised that lease negotiations had now been taken over by Mr Les Jewiss, the Football Club Chairman, who has been consulting with the Club’s solicitors.  Mr Jewiss is currently away on holiday.  Mr Harland has written to the Club asking when the Council may expect a response to the draft agreement.

18.    School House update
18.1      New School entrance.  
The Clerk was asked to enquire when the Parish Council can expect confirmation that the original entrance will be closed up.  The building is nearing completion and the entrance issue will need to be settled.
18.2      Ditch at school entrance.  Mr Harland enquired whether the ditch on the left hand side of the entrance will be filled in and incorporated within the new development boundary.  Mrs Whitehead will request that this be done.

19.     Annual Parish Meeting matters
19.1       Advertising of local events.  Mr Harland proposed that this be put off to another meeting and Councillors agreed.
19.2      Yeoman’s Field.  Two issues were raised.  Firstly, the flooding which had been discussed under Item 10 above which Mrs Whitehead will seek to resolve with WSCC.   Secondly, the fence which looks stark at the moment will be completed and should weather in.  It will become very much more secure for keeping dogs within the field.

20.     Correspondence.  None

21.     Other reports.
21.1      Police Neighbourhood Management Panel.   Mr Harland reported on vandalism of the flint bus stop.  When police apprehend someone committing a minor offence, Mr Harland proposed that authority be given to the Chairman and Clerk to agree with the police on action which the police intend to take, ie   whether to prosecute or issue a community service task etc.  Councillors agreed.

22.     Proposed meetings for the next twelve months Wednesdays at 7:00pm: -
22.1       Parish Council bi-monthly 20 July 2011, 21 September 2011, 16 November 2011, 18 January                                         2012, 21 March 2012, 16 May 2012 (Statutory Annual Meeting )   
            Annual Parish Meeting 23 May 2012.
22.2 Planning Committee every three weeks if new applications are received, interval and dates subject to change if applications not received.
22.3      Work Groups as required.
23.     Matters of urgent public importance. Any items raised will stand deferred until the next meeting.  None
24.      Matters of Information.
Mrs Tull will inform councillors when she has more information from the Information Commissioner regarding rules governing Councillors when holding information on computer about constituents or parishioners.
Mr Harland raised the Decentralisation and Localism Bill which is progressing through Parliament and likely to be made law towards the end of this year.  Having attended a SALC meeting on the subject, it is unlikely that many of the items in this bill will affect a Parish Council of Sidlesham’s size.  Regarding Clusters, we have Clusters such as the Peninsula forum.

           Meeting closed 21:25

Church Hall, Church Farm Lane, 7:40 pm

Present: Mr A Harland (Chairman), Mrs C Ranjbar, Mrs E Smart, Mrs T Tull, Mrs D Kennedy, Mrs D Pound.
Mr C Field, Mr C Bond and Mr A Malir.  
Cllr M Whitehead (WSCC), Clerk (Mrs T MacIntyre) and at times up to 11 members of the public.   
1. Questions from the public present at the meeting on subjects other than those on the agenda.  A member of the public, following a study of the Village Design Statement (2006) where it states that the Memorial Playing Field is for recreational and sporting activities, requested reassurance that this is to remain the case.  Mr Harland assured him that this was correct.  The member of the public expressed concern that a future arrangement with the Football Club might make it difficult for sporting activities, other than football, to take place on the Memorial Playing Field.  Members of the Council did not feel that this was the case. 

2 Apologies for absence.  None.

3 Minutes of the Parish Council Meetings held 19th January 2011 and 2nd March 2011.  The Minutes of the meeting on 19th January 2011 were amended under Minute 12.1, School House  to state that Mr Hardy was the last Headteacher of School House and not the last occupant.  With that amendment, Mrs Tull proposed that the minutes be accepted and Mrs Ranjbar seconded.  All Councillors agreed.  Mr Field proposed that the Minutes of the Meeting on 2nd March 2011 be accepted and Mr Bond seconded.  All Councillors agreed.  

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

5 Matters arising from the above minutes not dealt with in separate items below.
5.1 The Clerk had written to occupants of the houses on Shotford, north of the Memorial Playing Field, requesting that they do not part on the grass in the Memorial Playing Field.  It was reported that cars no longer parked on the field.
5.2        Following a letter from the Clerk, the Dog Warden visited The Shutters, Selsey Road to investigate a report of aggressive dogs.  The Dog Warden reported no aggressive dogs were seen at the property.

6 WSCC Councillor.    Councillors invited Mrs Whitehead to address the Meeting.  Mrs Whitehead reported on an exercise, Operation Watermark, which addressed action to be taken in the event of Selsey and Sidlesham being cut off by floods.  Mrs Whitehead felt that our Emergency Plan should take this eventuality into consideration.  Mrs Whitehead advised Councillors to report potholes to the County Council.  The County Council had repaired many of the roads in Sidlesham but Councillors advised Mrs Whitehead that planned works in Highleigh Road appear not to have been carried out despite signs saying that work should have been completed over a week previously. Mrs Whitehead agreed to look into this.

7 CDC Councillor.   Councillors invited Mrs Tull to address the meeting. Mrs Tull reported that the Council had balanced its Budget and as a result of prudent management, Council Tax will remained fixed and frozen for the following year.  Mrs Tull reported that she was present at the handover of keys of the Bracklesham  Bay Community Centre to the Parish Council.  It is a superb building which was completed on time and within budget.  Mrs Tull also attended the opening of Portal Close, a small development of affordable, exception site, housing in West Ashling.  This had been supported by the local Parish Council and Mrs Tull was very impressed by the development. 

8.      Hall Work Group.
8.1        The Council had received copies of notes of the HWG Meeting on the 9th February 2011 in which the Group had considered the results of the questionnaire.  Mrs Pound reported that the Group were very pleased with the level of response to the survey and the thoughtful way in which it had been completed.  There was, however, some confusion between Village, Church and School Sports halls and their different functions.  It was felt that there was sufficient interest to warrant a public meeting and suggested setting a date at their next meeting.  This would have to be approved by the Council.  Mr Harland felt that the existing Council should take no new decisions and leave it to the new Council to take the matter further after the May elections.
8.2        Mr Field congratulated the Hall Work Group on an extremely well presented and informative survey report. 
8.3        Mrs Pound stated that the Work Group will précis the report before writing an article for the Parish Magazine and will ask the Clerk to put it on the website.  Mrs Pound thanked Mr Harland for printing the questionnaire.
 
9.       Emergency Plan
Mrs Pound reported that Mr Allisstone has completed a fourth draft of the plan covering all aspects of procedures in an emergency and Mrs Pound and Mr Allisstone were satisfied that it followed District Council guidelines.  Mr Harris, who has been involved in the Operation Watermark exercise, has checked the draft and made some minor adjustments.  Following a meeting with the other eleven members of the Emergency Plan Group, they will submit the plan to the next Council before presenting it to the District Council for formal approval.  Mrs Pound expressed her gratitude to Mr Allisstone for his interest and considerable knowledge in forming this plan.  Mr Harland confirmed that there will be no finance available to implement the Plan.  Mrs Pound stated that lap tops would not now be required as the information can be saved and stored in Mrs Pound’s fire proof safe.  Mrs Pound raised the question of insurance covering unintentional mistakes made in an emergency.  Mr Harland asked Mrs Pound to put the request in writing so that the Clerk can approach the insurance brokers.  Mrs Tull suggested that the District Council is the responsible body in an emergency and may cover the insurance. 

10.     Playground update
Mr Harland reported on the Playground meeting on 27th January to discuss the purchase of certain additional items and make repairs.  It is necessary to spend the remainder of the grant and donations money reasonably quickly.  Mr Harland & Mr Scott had sent out a questionnaire to some parents asking their views on the playground so Mr Harland could respond to a questionnaire from WSCC Grant Authority as to how the playground had been received.  The response included requests for another bench inside the playground, two more picnic benches outside the playground fence and a shelter.  More matting was also required, particularly round the main entrance and the mound directly in front of the gate.  Monsters supplied a quote which was thought expensive (£5084 + VAT).  Mr Harland has obtained quotes for two picnic benches at £380, a rustic bench at £220 and a perspex and iron shelter for £1920.  Monsters will supply the matting at £385.  Mr Harland had obtained quotes from two builders for the installation work, and using the cheaper of the two quotes this gives a total expenditure of £4020 + vat (recoverable).  Mr Harland asked the Council’s approval to place orders for the work.   Mr Harland also raised the wish for the repair of an outside toilet, repair to part of the Football Club concrete path, removal of the soil heap and re-landscaping the old playground site.  The Community Playground Group had suggested having a secure play bin for their play days.  However the Council felt that a bin would not be secure and it was suggested the Group approach the Football Club for a space in the clubhouse.  The Council has £5363 still available in the Playground grant/donations fund and Mr Harland requested approval for the Council to spend up to £1000 in addition to that which is left in the Playground Fund. The expenditure was agreed unanimously. Mr Field expressed the Council’s gratitude for all Mr Harland’s work.

11.    Football Club. 
Mr Harland made public the fact that the document discussed at the Parish Council Meeting on 2nd March 2011 was a draft agreement between the Football Club and the Council.  He stated, however, that the contents of the document are still not for public discussion as the Football Club has not yet seen it.  The amendments discussed at the Parish Council Meeting on 2nd March have now been incorporated and we have copies of the Acts referred to in the document.  Mr Harland and Mr Field will now hold a meeting with the Football Club to discuss the Agreement.  A member of the public asked if SPC was planning to get involved with the Football Management Committee in looking after the Memorial Playing Field site. The answer was that it was not.

12.     School House
12.1       Chichester District Council has confirmed ‘Hardy’s Garden’ as the new name for the School House development.
12.2      The current entrance to the school is to be closed and a new joint entrance to the school and the development opened.  The Head of Capital and Asset Management at CDC has been asked to seek quotations for options for the new entrance.
12.3       The Clerk had written to WSCC to ask that the land and ditch outside the gate should be incorporated into the agreement with Hastoe Homes.  Mrs Goldsmith of WSCC had replied that the Head of Capital and Asset Management has this matter in hand.  SPC will receive a copy of the agreement when it has been drawn up.

13.    Highways, footpaths and cycleways
The Clerk has contacted Mrs Tate of CDC regarding the VAS sign on the B2145 to the north of the Playing Field entrance.  The contractors are not responding to reminders so Mr Harland will contact Mrs Tate’s superior to ask that the sign be connected or, if that is not possible, removed.  Residents are unhappy with the hole in the ground.  Mrs Whitehead of WSCC will make enquiries.

Mrs Pound raised the problem of flooding on the B2145 near the garage.  It is felt that this is caused by the sewage line which is the responsibility of Southern Water. Southern Water however feel that land drainage is part of the problem which is the responsibility of CDC.  Mrs Tull will raise the matter with CDC at their meeting on 4th April 2011.  

Mr Field reported that the road sign at the top of Rookery Lane has been demolished.  The Clerk has reported it and the matter is in hand.  In addition, the sign on Cow Lane is in need of repair.  The Clerk will report it.

14.    Pagham Harbour

Mr Bond reported on a meeting between members/officers of the Parish Council  WSCC and RSPB.  Those councillors who had taken part in drawing up the draft Service Level Agreement (SLA) were concerned that their work on defining the Heads of Agreement for the Service Level Agreement appeared not to have been used in the negotiations that had subsequently taken place with the RSPB .  In fact, the draft SLA document had formed the basis of the working document being drafted between the WSCC and RSPB, which all present were gratified to learn.  It was generally felt that there was a high level of agreement between the two documents.  It is likely that the management of the reserve will be transferred to the RSPB in early May (since council meeting, delayed to June).  The County Council Committee Meeting has been postponed from March to late May .  Mrs Tull stated that it is thought this is due to costings being not yet finalised.  In addition, Mrs Tull had raised the point that if a new visitor centre is to be built, the Council would like it to be on the same footprint as the present building, although not necessarily on the same site, but close to the B2145.  The RSPB were fully aware of this wish.  Mr Harland reported that  an Advisory Board with similar membership to the existing Board would be put in place. 

Boat Permits.   Mr Bond reminded the Council that two years ago we had written to the Advisory Board suggesting that the permits Sidlesham residents currently hold should be kept in perpetuity, and we had requested that this number should be increased, perhaps to ten.  It had been deemed necessary to carry out an Appropriate Assessment which has now been published.  It had concluded that once the existing permit holders either moved away or died, the permits should cease altogether. The Council will continue to argue for boat permits, and it had been suggested that these should be allocated to boats rather than people. There was a measure of support for this amongst those at the meeting, but perhaps not for as many as ten boats.

Marine Conservation Zone. Mr Harland reported that the establishment of a Marine Conservation Zone from Selsey Bill to Pagham is being considered.  This will severely restrict access for professional fishermen to fish the sea from Selsey Bill to the Pagham Village coastline, perhaps for an area as far out as one or two miles. It could also severely impact on any measures that might be deemed necessary to protect the shoreline, so he felt the council should keep a watch on this.  This was raised at the Pagham Harbour & Coastal Issues Group meeting and the Manhood Peninsula Steering Group meeting. The latter have since written expressing concern at the plans, which to date had not consulted local statutory bodies, and Mr Harland recommended that this Council also write and ask to be kept informed.  Called The Balanced Seas Project, it is currently being conducted with the aid of the University of Kent.

15.     Annual Parish Meeting
This normally takes place in May but it was felt appropriate to hold the meeting before the election in May to report on this Council’s activities before it stood down.   Mr Adrian Thomas of the RSPB has been asked to speak.  Mr Harland asked councillors to approve the change of date to Wednesday, 27th April 2011.  Mr Harland proposed and Mrs Kennedy seconded the resolution. Unanimously agreed.

16.     Consider Requests for charitable donations in 2011

Councillors agreed that the sums remaining in the budget should be split 50% to Sidlesham Good Companions Transport Club, and 25% each to CAB & the Samaritans by a show of hands.

17.  Revised Financial Risk Document
Changes to the document include the change of date of the Precept meeting from January to October, changes governing the payment of the Clerk who is now an employee of the Council, the requirement to verify accounts half yearly to ensure that they are up to date and the Clerk to present bank statements at each bi-monthly meeting so Councillors can verify the reported income and expenditure.   Mr Field proposed and Mrs Tull seconded that the revised document should be adopted. Agreed unanimously. 

Mr Harland informed the Council that £21,169.33 has been transferred from the SPC’s Community Account to the Business Saver Account.  This sum is for the most part the remainder of the Playground funds (including items not yet invoiced) and will earn interest until it needs to be paid. The Balance now stands at £25,000.

18. Finance
18.1       Quotations accepted
18.1.1    M H Kennedy quotation for grass cutting in 2011.
18.1.2   Tony Brand (repair northbound brick/flint bus shelter) £245.00
18.1.3    Trojan Timber Products (repair roof to bus shelter) £344.40
18.2 Payments to be made
18.2.1    T MacIntyre Expenses January to March £46.34
18.2.2    PCC Hire of Hall £41.25
18.3  Payments made since last meeting
18.3.1   CDC (Clear dog bins)  £298.53
18.3.2   T MacIntyre January salary £377.50
18.3.3   A Harland expenses (print questionnaire)  £22.37
18.3.4   Thomas Eggar Solicitors £1245.50
18.3.5    W B Collins  (clear Sheep Wash) £240.00
18.3.6    SALC (Clerk’s Course) £57.00
18.3.7    SALC  (Subscription)  £15.50
18.3.8    T MacIntyre (February salary) £377.50

Mr Field proposed and Mrs Pound seconded that the items of 18.2 through to 18.3.8 should be accepted en bloc, the Councillors agreed.

19. Reports
19.1 Manhood Parishes Road Safety Group.  Mr Field reported that the Group had not met since the last Parish Council meeting.   Mr Chris Bayley, Chairman of the Group had been given permission to respond to matters relating to Madestein.  He has responded to reports of remedial work on highways which Madestein are offering.  
 19.2 Peninsula Community Forum. Mr Harland attended the meeting on the 7th March.  The Subject of broadband was raised.  CDC hope to apply for a grant to install fibreoptic broadband in Chichester and from there install it to other areas when funds are available .  Mrs Tull informed the Council that this decision will be in 6 to 9 months.  Mrs Whitney of the Manhood Peninsula Partnership and Coastal Change, Selsey reported on progress to date, and an application for more funds from an EU source.  The Council has contributed £50 per year towards her salary in the past and Mr Harland proposed that the Council continue to do so. Mr Field seconded and all Councillors agreed.  Localism was discussed.  The Standards Board is to be disbanded.  It was not anticipated that a council of Sidlesham’s size will be expected to increase it’s its responsibilities.
19.3     Police Neighbourhood Management Panel.  Mr Field reported on their meeting on 23rd January.  Police reported chasing hare coursers.  PCSO Treagust had issued parking tickets to cars parked on the road along Shotford.  He was not aware that those cars could park in the Football Club car park.   
19.4     Manhood Peninsula Steering Group.   Mr Harland had previously reported on the Marine Conservation Zone. West Wittering, who also suffer from flooding, have raised £650,000 to part fund a coastal defence from the harbour side.   It is considered that in future communities may have to raise substantial funds to contribute to flood defences.
19.5      Medmerry Managed Realignment Stakeholders Group.   Mr Field updated Councillors on the project.  It is expected that bank materials will be taken from the site.  Mr Field enquired about the effect of the Madestein development which could produce a large additional amount of water but was informed that this is considered a small part of the overall catchment of water.  There will be some closing and rerouting of footpaths which will be dealt with under normal planning procedures.  Funding of £15m has yet to be finally confirmed but is considered secure.  Some funding may be available from the EU.      
19.6 Other reports. None

20.      Correspondence.
20.1    Newcomers Party on 14th May 2011.  The Council has been asked to make a contribution of up to £60.00 towards the cost of wine etc.  This was agreed unanimously.
20.2     Mr Harland has received a letter from Mr John Paul thanking the Council and parishioners for their cheque on his retirement.
20.3     CDC informed the Council that most recycling bins are to be removed.  Mr Harland suggested that this be announced in the Parishioner Magazine and on the website.

21 Matters of urgent public importance. Items raised will stand deferred until the next meeting.
21.1      Mrs Smart enquired about the Tyre Clinic.  Mrs Tull assured Mrs Smart that the matter was in hand and the Tyre Clinic has been served notice to tidy up the site.

22 Matters of Information.
As this was the last meeting of this Council before the election, Mr Harland thanked those councillors who will not be standing for election for all their work for Sidlesham, and the remainder for their contributions over the past four years.

Meeting closed at 10.05pm

Church Hall, Church Farm Lane, 7:45 pm

Present: Mr A Harland (Chairman), Mrs C Ranjbar, Mrs E Smart, Mrs D Kennedy,  Mr C Field, Mr A Malir, Mrs P Tull and  Mr C Bond.  
Clerk (Mrs T MacIntyre) and at times up to 5 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 Minutes of the Parish Council Meeting held 17 November 2010.  Mr Field proposed that the minutes of 17th November should be signed as a correct record, Mrs Smart seconded and all Councillors agreed.

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

5 Matters arising from the above minutes not dealt with in separate items below. 
5.1     Mr Field raised the matter of houses on the B2145 north of the Memorial Playing Field parking on the grass in the playing field grounds.  The Clerk will write to them.
5.2        Mr Field asked whether the Churchyard was covered by the Dog Control Order.  The Clerk advised that only land owned by the Sidlesham PC was officially covered by the Control Order but that the Dog Warden at Chichester District Council had no objection to one of their signs being put up in the churchyard.
5.3       Mrs Smart reported on two aggressive dogs at The Shutters, Selsey Road.  The previous Clerk had reported them to the Dog Warden who had visited the site, had not seen the dogs but considered the fence adequate.  However, since that time a parishioner’s dog was able to break through the fence from the public side. By implication the fencing cannot be adequate to keep the dogs within the owners’ boundary, so the Clerk will write to the Dog Warden again.
5.4       Mr Field raised Mr Bowling’s request for the Clerk to check that his application to have the speed limit in Rookery Lane/Mill Lane reduced is still on the list for consideration.  The Clerk confirmed that this has been done; his application is on the list (currently No 28 as against 24 the previous year) but unlikely to be implemented in the foreseeable future.

6 WSCC Councillor.   Mrs Whitehead had sent her apologies as she was unable to attend the meeting.
Mrs Whitehead had sent her County Report to Mr Harland which raised the following points:
6.1         Mrs Whitehead asked if the salting and gritting in Sidlesham had been satisfactory during the cold weather and whether our ‘Winter Plan’ was now in place.  Firstly, the gritting lorries were only committed to grit the main road and Highleigh which they have done.  Secondly, we do not have a winter plan as Sidlesham covers too large an area for us to salt our own pavements.
6.2         Chichester South County Local Committee will meet next on Tuesday, 8th February at Boxgrove Village Hall.  On the Agenda is:   Localism, an update on the 2012 Olympic Games and an open forum for residents to ask questions of the Committee.
 
7 CDC Councillor. Mrs Tull reported that government spending cuts will in fact be harsher on Chichester than at first thought because it has now become clear that the government will take away from the constituent local authorities the cost of those areas which have now become part of the Southdown National Park.  Therefore, the Council will lose an additional £1.2m.   There will be further cuts and changes to come but these have not yet been finalised.  It is expected that the Council Tax will be held within 2010-11 figures.  The Government has said, however, that there is a fund in place which will compensate authorities to the tune of a rise of about 1.5% over the next four years.
               

8       Hall Work Group.   Mr Bill Martin represented Mrs Pound at the meeting.
8.1        Mr Harland will circulate the minutes of the Hall Work Group meeting on 24th November 2010.  The minutes referred to amendments to the questionnaire which have now been delivered to all houses in the Parish.   The closing date for returning the questionnaire is the 31st January 2011.  Mr Martin added that the group will meet next in early February to analyse the results of the questionnaire.  The Clerk will ensure that those minutes are circulated.

9          Emergency Plan.  In the absence of Mrs Pound, Mr M Allisstone represented the Emergency Planning Group.
Mr Allisstone presented a very full report on progress, a transcript of which will be circulated to all Councillors.  A draft emergency plan has been written which Mrs Pound and Mr Allisstone will refine at the end of January.  All members of the EPG are compiling a list of potential local resources and a list of parishioners who may need special help in an emergency.  He stressed that this information will be treated as confidential.
Mrs Tull asked about possible costs of implementing the plan and stressed that there is very little funding at the present time.   Mr Allisstone suggested that a couple of lap tops might be needed but Mr Harland said that most co-ordinators had home computers which could be used.  Mrs Tull will find out if there is funding available for this project.    
Mr Harland asked if a final plan would be available in time for the Parish Council’s March meeting.  Mr Allisstone thought this unlikely.

10 Playground.
Mr Harland met with Knight’s Fencing to discuss the split gate post and the selfclosing device on the gate.  They are looking into providing a more robust closing device and putting up a post and rail to prevent the gate from opening more than 90o.  They will replace the gates as the wood they supplied was considered to be of insufficient quality for the purpose and they will lower the gates to prevent dogs entering.
Monsters will meet Mr Harland on 25 January to look at the problems involved in installing the missing piece of equipment.  The equipment and transport lorry are very heavy and ground very wet so it is unlikely to be installed before May.  Monsters will also investigate other items on the RPI inspectors’ reports which are all minor but will be dealt with.  Mr Harland and Monsters will also discuss putting more matting down and installing more railings for safety.  Mr Harland will call a meeting of the Playground Work Group by the end of January to discuss matters raised at the meeting with Monsters.
The Work Group will discuss the drawing up of a rota of volunteers to check the playground equipment.  Mrs Ranjbar felt that a record should be kept of who had checked the equipment and when.  The Clerk will open a book to record the playground checks and purchase an Accident Book.
 
11 Football Club
11.1 Solicitors consultation.  The Council has yet to receive the draft agreement from Thomas Eggar (Solicitors).  It was agreed that when the draft is received it will be circulated to all Councillors and a special council meeting called. When councillors are agreed on its contents, it will be sent to the Football Club for their views.  Mr Harland read out the letter from Thomas Eggar dated 13th January together with their invoice.  The Clerk will acknowledge the letter and enquire when we may expect the draft agreement. 
11.2      A 5 year electrical certificate has now been issued and sighted by the Chairman.  The Football Club have been given better lights for the pylons and hopes to fit the new lights in the summer.

12.     School House
12.1       New name for development.    Mrs Ranjbar had previously suggested Hardy Close/Garden.  Mr Field had mentioned the name to Mr Hardy who, as Headmaster of the school for 29 years, was the last headmaster of Sidlesham School to occupy the house.  He was very touched by the suggestion.  The Council decided on Hardy’s Garden and the clerk was asked to pass this suggestion on to the developers.
12.2      Mr Harland read a letter from Mrs Louise Goldsmith (Leader of West Sussex County Council) regarding the school access.  Mrs Goldsmith has asked the County Head of Capital and Asset Management to seek quotations from a building surveyor on options to block off the existing entrance.  Once these quotations have been received, the school head will be contacted to agree how this matter should be taken forward.
                          
Mrs Kennedy asked whether there was any news re the small redundant ditch near the school entrance. To date only an acknowledgement had been received.
13. Complaint against the Council Statement.   Mr Harland issued a statement that a complaint by a parishioner has been examined and concluded in accordance with the Council’s complaints policy.  All correspondence connected with this complaint has already been circulated to all Councillors.

15. Highways, footpaths and cycleways.
15.1      Easton Lane.  Mr Field had reported notices in Easton Lane warning motorists of the condition of the road.  These notices have no official marking of WSCC so the Clerk has written to enquire if these are official signs and if there is a plan to repair the road.
15.2      Rural lane speed limits, in particular Highleigh and Rotten Row.  These were originally temporary speed limits for one year.  They have now been made permanent and enforceable.  Signs in Rotten Row are missing and the Clerk will apply to have them replaced.
15.3      Trees along the B2145 opposite Pondtail Cottage .  These have now been cut back and the Clerk will write to the Highways Authority to thank them.
15.4      Mr Harland reported the flooding on the corner of Church Lane and the main road opposite the Anchor Pub.   A fire Engine had been called out.  They were unable to cope so Highways were called to pump the water. Mr Harland, supported by Mrs Whitehead, has been in touch with Mr Johnson of the Highways Authority to clear the ditches and try to find a solution to the problem.
Mr Harland also reported flooding in Rotten Row, the B2145 opposite the garage, Keynor Lane and Rookery Lane below Pondtail Cottage.  The Clerk will follow this up with Mr Hodd.
Mr Field reported flooding in the garden behind Mrs Turner’s house in Shotford.  Mrs Turner felt that the water was running off the playing field.
      
16. Finance

16.4 Payments to be made
16.4.1   H B Collins   strim & litter pick play ground, grass verges and Old Mill Site    £193.88
16.4.2   J Paul final expenses £9.00
16.4.3   Inland Revenue.  QuarterlyTax and National Insurance for Parish Clerk £363.02
16.5  Payments made since last meeting 
16.5.1   Sidlesham PCC (Churchyard Contribution VAT)   £437.50
16.5.2   The Royal British Legion (Poppy Appeal)  £35.00
16.5.3   A Harland (PCC Magazine for Clerk)  £11.84
16.5.4   T MacIntyre Expenses to 20 Dec 2010  £36.13
16.5.5   T MacIntyre – Clerk’s Salary 15 Nov – 31 Dec 2010 £507.15
16.5.6    Sidlesham PCC – Hall Hire  £41.25

Mrs Tull proposed and Mr Field seconded that the items of 16.4 through to 16.5 should be accepted en bloc, the Councillors agreed.

17 Reports
17.1 Manhood Parishes Road Safety Group.  Mr Field reported on their meeting.  The Group have written objecting to the Madestein proposal and because the Group only meet quarterly, their Chairman has been authorised to write on their behalf should the proposal reach Appeal before their next meeting. 
The CASPAR has again been vandalised, this time in Itchenor.  Mr Bailey intends to write an article for the Chichester Observer raising the profile of CASPAR.  There are, however, now no resources to keep them running in the next financial year.  An offer has been made to give CASPAR to the Manhood Peninsula with a tripod so it can be used as a SID.  Mr Field reported that the front office facilities at Selsey Policy Station are likely to be closed.  PCSO funding has been ringfenced for the next 2 years.
              
17.2      PHLNRAB/RSPB.   The final revision of the Service Level Agreement by the Working Party appears not to have been circulated, nor has the report of their last meeting.  Mr Harland attended the PHLNRAB Meeting instead of Mrs Smart.  The question of the production of the Service Level Agreement was again raised by Mr Coleman, supported by Mr Harland with some discussion as to why.  The matter of sailing permits was raised again and reported that the appropriate assessment has still not been finally completed.  Mr Harland understood that the parties to the Agreement, together with Mr Carver, manager of the Reserve, will make a decision.  Mrs Smart recommended that ES, CB, TT & AH should get together soon to discuss the current state of affairs.

17.3 Peninsula Forum.   Mr Harland attended the meeting and reported that the budgets of West Sussex County Council and Chichester District Council were discussed.  The budgets have not yet been finalised so nothing to report yet. 
An ex-policeman gave a report on fly tipping and recent prosecutions, and confirmed that the recycling sites were being far stricter about charges for trade waste. 
The minutes from the meeting will be circulated. 

17.4 Police Neighbourhood Management Panel. Meeting deferred to Friday 21st January 2011.  Mr Field will attend.
 
17.5 Other reports. None

18      Correspondence.  None

19        Matters of Information. 
Mrs Kennedy mentioned the flint bus shelter on the B2145 which needs to be repaired.  She will obtain a quote for the work to be done. Mr Harland also raised the repair to the roof of the bus shelter on the opposite side of the road.

Meeting closed at 9.40pm