1.        Election of Chairman. The outgoing Chairman called for nominations for the position of Chairman.  Mr Harland was proposed by Mrs Tull, seconded by Mrs Smart.  No other nominations were received therefore Mr Harland was elected unopposed.
2.        Election of Vice-Chairman. Mr Bedford was proposed by Mr Harland and seconded by Mrs Hall.  Mr Bedford was elected unanimously.
3.        Election of Chairman of Planning Committee.  Mr Bedford was proposed by Mr Harland and seconded by Mrs Hall.  All agreed that Mr Bedford should continue as Chairman of the Planning Committee

4.     Members and Representatives.
4.1    Planning Committee. Mr Harland proposed that all Parish Councillors continue as members of the Planning Committee. This was agreed unanimously.
4.2     Finance Work Group.  In addition to the Chairman and Vice Chairman, who sit ex-officio, it was proposed by Mr Harland, seconded by Mrs Tull and agreed unanimously that Mrs Ranjbar and Mrs Hall serve on the Work Group.
4.3     Parish Council Accounts Monitor.  Mr Harland proposed and Mrs Hall seconded the appointment of Mrs Tull as Accounts Monitor.  All councillors agreed.
4.4     Assets and Amenities Work Group.  Mrs Foden agreed to continue as Chairman of the A&A Work Group.  Mr Harland proposed and Mrs Tull seconded that Mrs Hall, Mrs Ranjbar and Mr Kennedy serve on the Work Group.  All agreed.
4.5     Representative to Pagham Harbour Local Nature Reserve Community Meetings.  Mr Harland proposed that Mrs Smart continue to attend meetings.  All agreed.
4.6     Representative to Chichester District Association of Local Councils (CDALC).   Mr Harland proposed and Mrs Tull seconded that Mr Bedford continue to represent SPC at Association meetings when there are issues which affect this Parish.
4.7     Representative to Peninsula Community Forum (PCF).  It was proposed by Mrs Smart and seconded by Mrs Ranjbar that Mr Harland will continue to attend meetings.  Mrs Tull attends as a Chichester District Councillor.  Mr Bedford will attend meetings when Mr Harland is unable to attend.
4.8      Representative to Manhood Peninsula Steering Group (MPSG).  Mr Harland, as a member of the Group, will report to the PC on meetings.
4.9      Representative to Police Neighbourhood Management Panel.  It was agreed that Mrs Hall will continue to represent the Council.
4.10    Representative to Medmerry STAG.  Mrs Pound will represent the Council.
4.12    Representative to Pagham Harbour and Coastal Issues Group. Mr Harland will continue to represent the Council.  All agreed
4.13    Representative for Manhood Wildlife and Heritage Group. Mr Bedford will represent the council.

5.     Questions from the public present at the meeting on subjects other than those on the agenda.    None
6.     Declarations by Councillors of personal interests in items on this agenda.  None
7.      Apologies for absence.  None
8.      Minutes of Parish Council Meetings held 20th March 2013 and 15th April 2013 to be signed as a correct record.
Mrs Smart proposed and Mrs Hall seconded that the Minutes be signed as a correct record.  All members agreed.
9.       Matters arising from the Minutes.
9.1     Mrs Pound enquired whether Mr Kennedy’s considered his training course to have been useful.  Mr Kennedy replied that it had.
9.2     Mrs Pound stated that, following work on the Memorial Playing Field to level the ruts left by the circus, the ground is still very uneven.  Mr Harland replied that, without ploughing the field, the contractor had done as much as he could.  It is hoped that, over time, it will improve.
9.3    Mrs Foden enquired about the application for an alcohol licence at Units 1A and 2A Keynor Farm, Keynor Lane.  The Clerk replied that the licence had been granted.  It was pointed out that many local residents are unhappy about the retail sale of alcohol from the premises and it was decided that, should this cause a problem to neighbours, it would be reported to Planning Enforcement.
10.    WSCC Councillor.   Councillor Whitehead reported on the results of the WSCC elections.  48% of councillors (34 members) are new members.  Cllr L Goldsmith remains Leader of WSCC and Cllr A Jupp is now Chairman of WSCC.  Mr M Coleman, former Chairman of WSCC, lost his seat and therefore will no longer serve on the Pagham Harbour Committee.  His place will be taken by Cllr Whitehead.  The Public Health and Wellbeing Board is, as from 1st April 2013, part of WSCC.
11.    CDC Councillor.  Cllr Tull reported that the Local Plan remains a significant part of CDC’s business.
Cllr Tull attended the hearing on the gypsy site in Sidlesham Lane.  The applicant is claiming gypsy status (this is disputed by CDC) and his application has now changed from 1 gypsy inhabitant to a possible site for several caravans.  It has been reported that much work has been done on the site in preparation for multiple pitches.  CDC is looking for a transit site for gypsies but Cllr Tull doubted that this site in Birdham would be suitable.
Cllr Tull had arranged a meeting with Mr D Sanders of WSCC in Sidlesham to view the damage to Boxham Lane and discuss progress.  (The condition of Boxham Lane was reported to WSCC in November 2012.)  Shortly before their meeting, WSCC had filled holes at the side of Boxham Lane with topsoil.  However, they had not tamped the soil down or cordoned off the ground with tape so the ground had been driven over and will need to be redone.  Mr Sanders did not make the meeting with Mrs Tull.  WSCC has since placed tarmac in the holes despite the Clerk’s original letter which had specifically asked that no hardstanding be put on the verges as there is no foundation.
Finally, Cllr Tull stated her objection to the graffiti on the side of the Tyre Clinic building.  Mrs Pound proposed and Mrs Tull seconded that the Clerk write to the owner of the Tyre Clinic to ask that it be cleaned off.   5 councillors wished to wait until after the Annual Parish Meeting, 4 councillors were in favour of writing immediately.  The Clerk will write after the Annual Parish Meeting if that is the wish of the community.
12.    Assets & Amenities Workgroup
12.1  Florence Pond.    SPC had received and circulated MW&HG’s Management Plan and timetable for proposed work on Florence Pond.  Mr Harland requested that work on the creation of the bund at the eastern end of the pond be brought forward.  This will allow the water to flow over in heavy rain and not flood the road.  Mrs Foden disagreed with the wording of the section on Habitat Management on Page 3 of the plan.   The strimming round the edge of the pond had been carried out by the PC’s contractor before the agreement with the MW&HG was in place and where work is carried out by a riparian landowner, their consent should be sought not to damage wildlife and its habitat.  Mr Harland had pointed out to Ms Reeve that the edge of the pond along the road should be kept reasonably short to ensure the safety of those walking or driving in Church Farm Lane.  Mrs Hall suggested that posts be installed along the edge of the road at the top of Church Farm Lane to prevent cars and lorries churning up the grass verge.  Mr Bedford will investigate the possibilities.  Mrs Smart queried the 10 year length of the agreement while the management plan covers 5years.  Mr Bedford replied that this is correct.  The £500 voted by the parish council for the project is a one off payment for one year.  Any future request for funding will be considered by SPC.  In addition, the MW & HG will apply for grants to pay for work to be carried out.   Mrs Ranjbar suggested that SPC appoint a councillor to represent the council at meetings with the Manhood Wildlife & Heritage Group.  It was agreed that Mr Bedford will represent the council.
12.2   Playground Maintenance Plan.  The cost of the annual maintenance has been reduced from £750 to £450 under a three year agreement.  Monsters have agreed to increase the size of the fall area of the wall free of charge so as to comply with British Safety Standards.  Monsters were to have carried out the work on 16th May 2013 but work was put on hold while the travellers were on the field and the work will now have to be rescheduled.  Mr Harland thanked Mrs Ranjbar for her hard work in negotiating this agreement.
12.3  Mrs Hall reported that Mr Hall had removed the seat at the Anchor bus stop to revarnish the seat and replace with new bolts.
13.    Memorial Playing Field
13.1  Sidlesham Football & Social Club.  Mr Bedford had drafted and the Clerk had circulated a draft ‘Comfort Letter’.  This document, when signed, would exist in conjunction with the existing Heads of Agreement.  Mr Bedford proposed that members of SPC meet with members of the Football Club to walk the ground and agree a list of assets stating which assets belong to whom.  Mr Bedford had also drawn up a diagram showing the layout of the Football Club building showing all items which might present a health & safety concern.  Mr Bedford reported that the Football Club had raised no objection in principle to the document.
13.2  Height Barrier at Memorial Playing field
A height barrier has been erected at the entrance to the playing field.  Mr Harland reported that a local builder had dug the holes for the barrier on Saturday, 11th May and O.B.E. Fabrications then installed the height barrier on 13th May 2013.  The bolts will be concreted in by Mr Harland and Mr Kennedy and more keys to the lock will be cut.  Mr Kennedy will paint the bar in hazard stripes with a board warning drivers of the height of the barrier.  Mr Harland thanked Mr Kennedy for organising the installation of the barrier. An invoice has been received from O.B.E. Fabrications for £1275.00.  The invoice from the local builder for digging the holes has not yet been received. The Clerk reported that her application for a Fast Track Grant from CDC had not been successful.
13.3  Travellers on Memorial Playing Field.  Mr Harland reported that travellers in 6 caravans arrived on the Memorial Playing Field on 8th May 2013.  The Clerk had contacted a bailiff who had been recommended by other parish clerks.  He conducted a Health and Welfare inspection on the travellers and their caravans.  Formal Notice to Quit was served on the travellers and posted at the entrance to the ground on Friday 10th May.  The bailiff had pointed out to the travellers that there was a possibility that they might be joined by travellers at present at Southern Water’s sewage works who were due to be evicted on 14th May 2013.  The travellers left the Memorial Playing Field, without SPC having to obtain an eviction order from the court, on 11th May, thus saving the parish court expenses.  An invoice has been received from the bailiff for £260 + VAT.  The Clerk and Mr Harland had been able to clear refuse left by the travellers without employing contractors.  The travellers at Southern Water’s sewage works were evicted on 14th May and are now installed on a playing field in Tangmere.  Mrs Smart proposed and Mrs Tull seconded a vote of thanks for Mr Harland and the Clerk for achieving a quick and relatively inexpensive outcome.  There is a small amount of wood left behind which Mr Harland suggested should be burnt with some brushwood near the perimeter fence.  Mrs Hall pointed out that our insurance documents state that, before any bonfire or fireworks, our insurance company should be informed.  The Clerk will inform the insurance company before the wood is burnt.
Mrs Smart reported on the lack of response from the police to reports of theft by travellers.  Cllr Whitehead suggested that the Police Commissioner be informed.
14.    Flooding
The Flood and Land Drainage Work Group, together with local farmers, had met with Mr Macknay of WSCC.  Mr Macknay represents WSCC’s Operation Watershed which has £1.25m to allocate in grants for community projects to tackle flooding issues.  The Flood & Land Drainage Work Group has submitted an application for a grant from the fund and Mr Bedford reported that the application was presented to the panel on 15th May 2013.   Mr Bedford felt that if the proposed work stops surface water entering the system, this could improve the flooding opposite the garage.  If this is successful, the group’s next project will be drainage problems in Highleigh.  Mr Bedford proposed a formal resolution that the Flood and Land Drainage Group join the National Flood Forum.  Mrs Smart seconded the proposal and all agreed.
Mr Harland informed the PC that after the interval at the Annual Parish Meeting, Mr Bedford will give a report from the Flood and Land Drainage Work Group.
15.    Highways, Footpaths and Cycleways
15.1  Mr Harland requested that the Clerk report a tyre and plastic gate dumped on the eastern side of the B2145 south of the Anchor Pub.
15.2   The Clerk was asked to report potholes in Rotten Row, travelling west.
15.3   Mr Kennedy reported that Rookery Lane, where Southern Water’s lorries turn near the pumping station, is in need of maintenance.  A hard standing may be needed with the number of lorries turning at that point
16.     Monthly Parish Council/Planning Meetings
Mrs Tull had circulated a document for discussion regarding monthly Parish Council and Planning Meetings.   Mrs Tull suggested that Planning could become an integral part of PC meetings.   Mr Bedford raised his concern that the timetable for planning applications will often not coincide with PC meetings.  Mrs Tull commented that in future parish councils may not be consulted on domestic planning applications and there will therefore be fewer applications.  Mrs Ranjbar requested that all councillors come to meetings prepared, having read all reports and that reports must be circulated by Friday of the preceding week.  If meetings are held monthly, agendas should be shorter, any response not ready to be tabled should be deferred, questions from the floor no longer than 3 minutes, councillors should not speak directly to members of the public, written reports and responses should be circulated one week before the meeting and no reports will be circulated after Friday of the previous week.   Mrs Tull proposed and Mrs Pound seconded a trial period of 6 months after which the situation will be reviewed.  8 councillors agreed, Mr Bedford opposed the motion.  Mrs Tull suggested that the parish not meet in August when several councillors are likely to be away.
17.     Review of Internal Audit Procedure
Mrs Tull reported that she had carried out the internal audit of the accounts, checking all invoices, the Clerk’s PAYE entries, parish council minutes and cheque book entries.  Mrs Tull and the Clerk had, using the NALC checklist in Governance and Accountability, reviewed the internal audit procedure.  All items on the list had been complied with.  One item, recommended in Governance & Accountability, but not on the essential checklist was that the Clerk provides parish councillors with a statement of expenditure against budget under each heading quarterly.  This will be done in future
18.    Finance
18.1      Income
18.1.1   Precept  £9599.00 + Grant £746.36
18.1.2   HM Revenue & Customs (VAT Rebate to 31st March 2013)  £750.72
18.2     Payments made since last meeting
18.2.1   T MacIntyre  (Feb salary)  £416.43
18.2.2   Apuldram Centre (Bench for bus stop)  £120
18.2.3   T MacIntyre (Expenses Nov-March)  £ 130.74
18.2.4    Sidlesham PCC (Hire of Hall)   £61.25
18.2.5    HM Revenue & Customs (Clerk’s Tax) £88.00
18.2.6    T MacIntyre (March salary)   £416.63
18.2.7    Good Companion Transport Club  £100.00
18.2.8    Home Start  £45.00
18.2.9    Stonepillow   £100
18.2.10  Citizens Advice bureau   £100.00
18.2.11  Samaritans   £100.00
18.2.12  S J Heard      £700 (Repair Circus damage on Recreation Ground)
18.2.13  West Sussex (ALC)  (SALC – subscription)  £339.55
18.2.14  Earnley PC (Councillor Course for B Kennedy)   £20.00
18.2.15  The Academy Selsey (Donation for prize)  £20.00
18.2.16  R Hall (Replacement Drill) £50.00
18.2.17  M H Kennedy (Mow Paddock Straight)  £106.08
18.2.18  H B Collins (Strim & Litter Pick) £463.20
18.2.19  T MacIntyre (April Pay)  £447.33
18.2.20  Computer Solutions (Service Clerk’s Computer + memory stick) £72.00
18.2.21  Mrs F Fields (Internal Audit) £75.00
Mrs Hall proposed and Mr Kennedy seconded that 18.1 to 18.2.21 be taken en bloc.  All councillors agreed.
18.3.1      Approve expenditure against budget statement.
A statement of expenditure against budget had been circulated to all councillors and was approved by councillors.
18.3.2      Approve 2012/2013 Accounts and Annual Return.  Copies of the Annual Return with accompanying documents and a full set of accounts had been circulated and was approved by all councillors.
18.3.3      Approve Insurance proposal for 2013/2014.  The insurance documents for the coming year had been circulated to all councillors.  All councillors approved and the annual premium of £896.85 will be paid.
18.3.4      Approve appointment of Mrs F Fields as Internal Auditor for 2013/2014 at cost of £75.  All councillors approved the appointment of Mrs Fields.
19.    Reports
18.1     Neighbourhood Management Panel.  Minutes of the meeting had been circulated.  Mrs Hall reported that there had been several small thefts from garden sheds.  It had been recommended that parishioners mark implements with serial numbers
20.    Proposed meetings for the next six months, 3rd Wednesdays at 7:00pm: – 19th June 2013, 17th July 2013, 18th September 2013, 16th October 2013, 20th November 2013 and 18th December 2013.
Annual Parish Meeting 28th May 2014
Planning to be discussed within monthly parish council meetings if within response period allowed by CDC.  If not, a Planning Committee Meeting will be called.
Work Groups as required.
21 .      Correspondence.  None
22.    Matters of urgent public importance.   None
23.    Matters of Information.  None

Meeting closed at 9.10p

Sidlesham Parish Council

Minutes of the Parish Council Meeting 15^th April 2013

Church Hall, Church Farm Lane, 7.30 pm

(Unapproved)

Present: Mr A Harland (Chairman), Mr P Bedford, C Ranjbar, Mr B Kennedy, Mrs E Smart and Mrs T Tull.

Clerk (Mrs T MacIntyre).

1. Apologies for absence. Mrs V Foden, Mrs D Pound, Mrs C Hall

2. Discuss quotations for height barrier at entrance to Memorial Playing Field.

Two quotations from local contractors and quotations obtained from the internet had been circulated to councillors. Those from the internet quoted for the barrier alone and there would be the additional cost of erecting the barrier. The two quotations for the complete, installed barrier were for £1591 + VAT from Trident Structural Limited and £2370 + VAT from Southern Fabrications Ltd. The quotation from Trident included two bollards on either side of the gate which were not thought necessary and therefore this quotation may be reduced. Mr Kennedy suggested that he obtain one more quotation. This was agreed but it was stated that now the travellers have returned to the area, it is important to have the barrier installed as soon as possible. It was proposed that the council approve the erection of a barrier at a cost of no more than £1600 + VAT. Councillors voted and approval was unanimous. Mr Bedford stated that the council would need to erect a sign on the road stating that a height barrier is in place.

Mrs Tull questioned whether the Sidlesham PC’s S106 money, which may not be used for the TRO application, could be used for this purchase. Mr Bedford will enquire of Ms Cunningham. It was also suggested that the PC could apply for a fast track grant from the Discretionary Grants Panel. The Clerk will write to CDC to apply for a fast track grant.

3. Approve Councillor Training for Mr Brian Kennedy.

The Clerk of Earnley Parish Council has organised a councillor training session with SALC. This is at a cost of £20. The council approved the funding for Mr Kennedy to attend this course.

4. Report on levelling of ruts on Memorial Playing Field.

Mr Harland reported that, as a result of damage by the circus in June 2012, S J Heard had been employed to level the ruts on the Memorial Playing Field at a cost of £700. This has been done.

Meeting closed at 8.00pm

1.    Questions from the public present at the meeting on subjects other than those on the agenda.    None
2.    Decision Notice from Monitoring Officer regarding complaint to the Standards Committee. Following a complaint by Mr Paul Albrecht, a member of the public, against Mr Adrian Harland, Chairman of SPC, the Decision Notice had been received from the Assessment Sub-Committee of the Standards Committee.   The Clerk read the Decision Notice to the council as requested by the Standards Committee.
3.         Apologies for absence.   Mrs C Ranjbar
4.    Minutes of the Parish Council Meeting held on 16th January 2013.  Mrs Hall proposed and Mrs Smart seconded that the minutes be signed as a correct record.  All councillors agreed.
5.    Declarations by Councillors of personal interests in items on this agenda.  None
6.    Matters arising from the above minutes not dealt with in separate items below.
6.1       Mr Bedford, referring to item 6 in the minutes, reported that SPC had written to CDC in support of Donnington Parish Council’s objection to the planning application for 112 new houses.
7.      WSCC Councillor.
Cllr Whitehead reported that the planning application for 112 new houses in Donnington, has been referred to the Planning Application Referral Committee.  The Committee will investigate sustainability, transport and whether the land in question is an arable field.  This will be heard on the 12th April 2013.  Cllr Whitehead thanked SPC for their support.
WSCC approved their budget at the February 2013 full council meeting.  There will be no increase in Council Tax.
WSCC elections take place on 2nd May 2013 so from 25th March until the election, no political decisions will be made.
From 1st April, 2013, the Health and Wellbeing Board (which has been in shadow form for the last year) returns to the county and will become fully operational with the leader of WSCC (Cllr Louise Goldsmith) as chairman.  In addition, reorganisation of the NHS is to take place from 1st April.
8.     CDC Councillor.
Mrs Tull reported that the Local Plan continues to dominate council business.  A meeting of parishes on the Manhood Peninsula took place on 14th March, attended by Mr Harland and Mr Bedford, to introduce the parishes to the Local Plan.  The Clerk has received a copy of the Plan.  Mrs Tull reported that CDC’s budget has been approved and that there is to be a rise in the Council Tax of 10p per week for a band D property.
9.     Assets & Amenities Workgroup
9.1   Bench for Bus Stop.    Mr Harland thanked Mr and Mrs Hall for their work in building and installing the new seat at the bus stop.  Mr Harland reported that in installing the bench, Mr Hall’s drill had burnt out.  Considering the work that Mr Hall has taken on for the council, Mr Harland proposed that SPC contribute £50 towards a new drill for Mr Hall.   Mr Bedford seconded the proposal and all councillors agreed.
9.2    Florence Pond – Management Agreement with MW&HG.  The Chairman of the MW&HG has been away but the Clerk had received an email from her stating that the Group has no objections to the agreement and she will sign it on her return on 20th March 2013.   The annual Management Plan will be drawn up which will set out, in detail, work to be done on Florence Pond and associated watercourses and how it is to be carried forward.
9.3     Florence Pond Planning Applications.  Mr Bedford reported on two planning applications submitted to CDC by a tree surgeon on behalf of the MW&HG.  Councillors met at the pond on 16th March 2013 to discuss the proposed work with the tree surgeon.  Councillors, in general, supported the proposed work.  There are, however, 2 boughs of 2 trees which they would like to remain as a habitat for kingfishers.  These two boughs are identified on the 2nd application and the tree surgeon has agreed to amend that application.  The Clerk will write to CDC Planning Department to confirm that they have no objection to the applications with those amendments.  All agreed.   Mr Harland confirmed that the tree surgeon will be employed by the MW&HG.  SPC has set aside £500 in their 2013-2014 budget towards the cost of work on Florence Pond and will assist in any way it can to obtain grants for the work.  MW&HG will make an application to the CLC for funding.
9.4     Playground maintenance update.   Mrs Foden reported that the A&A Committee had considered the original quotation of £750 from Monsters for a maintenance agreement too high.  Mrs Ranjbar had written to Monsters to query that quotation and the work required as listed in the inspection report.  Mrs Foden had received an amended quotation of £450.  Mrs Foden had sought 2 further quotations but these had not been successful.  Therefore, Mrs Foden recommended that the council accept the quotation of £450.  In addition, the inspection had indicated that the sandpit did not conform to British Safety Standards.  Monsters have been informed of this and Mrs Foden is awaiting confirmation that this will be rectified by increasing the width of the pit and adding new sand under the 5 year warrantee.  Mrs Foden proposed that SPC accept the quotation, Mr Kennedy seconded the proposal and the decision was unanimous.
10.        Memorial Playing Field
10.1    Pigeon Club on Memorial Playing Field.  The Clerk reported that the Sidlesham Football and Social Club had reached an agreement with the Chichester Racing Pigeon Club.  25 members of the Pigeon Club have joined the Sidlesham Football & Social Club.
10.2     Meeting with Football Club.  A report on a meeting between Mr Harland, Mrs Foden and Mr Bedford had been circulated to all councillors.  A parishioner, acting for Sidlesham Football and Social Club (SF&SC), had made a request to the Clerk to speak at the meeting.  The parishioner outlined the situation and gave an account of meetings between SF&SC and SPC, as recounted to him by the Football Club.  The parishioner stated that paragraph G of the Schedule in the amended Heads of Agreement, in which the Football Club would be held responsible for the removal of the Football Club buildings, should they vacate the ground, was unacceptable to the club.  The parishioner stated that the club would be willing to discuss anything affecting their long term interests but at present the new agreement is not legal.  One way in which the club could become a legal entity with which the PC could enter into an agreement, would be to form a limited company.  He proposed that in the short term the parish council and SF&SC could exchange ‘Comfort Letters’ to clarify anything in the current agreement.  The parishioner distributed copies of his summary of the situation in which he explained the covenant under which the PC owns the land, stated that, although the PC is a legal entity, the SF&SC is an unincorporated body and therefore any agreement with the ‘club’ may not be valid and as such, may not create obligations which the council could enforce. The parishioner stated that the insurance of the property is conditional on proper maintenance and that, under the present agreement, the council is primarily responsible for everything on the Memorial Playing Field.  The parishioner addressed the objectives of the PC to a) have a document making someone legally responsible; b) show who is responsible for which parts of the field and c) clarify the relationship between the three insurance policies. In the parishioner’s view, the club, in its present form, cannot be held responsible under a binding contract unless they appoint trustees by a deed empowering them to contract as trustees.  A discussion followed and Mr Bedford outlined his suggestion of a multi sports club, linked to Sidlesham Primary School, which could give the club a base through which it might obtain grants.  Mr Bedford suggested that the council could then move towards establishing a Memorial Playing Field association which would act as an umbrella for different groups using the Recreation Ground. The club’s adviser reiterated SF&SC’s objections to the following items in the amended HoA:  a) ‘interim’ and b) that the club buildings be removed by SF&SC in the event of the club vacating the ground.  He stated that no progress could be made until those items had been removed from the document.    Mr Harland proposed that both parties meet within the next month to discuss a way forward.  Mrs Tull seconded the proposal and all agreed.  The Clerk will arrange a meeting.
10.3     Circus Damage.   The PC was presented with quotations from Bridger Hortitrac and S J Heard to repair damage to the Recreation Ground.  After discussion, Mr Harland proposed and Mrs Hall seconded that the council accept the quotation of £700 from S J Heard.  All agreed.  The Clerk will confirm the PC’s acceptance with SJ Heard.
10.4     Request from Sidlesham Festival Committee for permission to use Recreation Ground for sporting activities at the Big Lunch and Coronation Games.  The council had no objection to this request.  The Clerk will investigate who is responsible for insurance for the event
10.5     Travellers.   Mr Harland reported on the travellers on a property off Brimfast Lane and in the lane itself.   The owners of the property have applied to the courts for an eviction order. The lane is thought to be an unadopted highway, and therefore the responsiblity of residents who use it. Mr Harland stated that attendees at the Peninsula Forum meeting had been informed that the police have no instructions to stop travellers from moving on to private or public land.  Mrs Tull stated that travellers are employed locally and that it would be preferable if parishioners did not employ travellers.  The Secretary of the SF&SC informed the PC that they are investigating the possibility of installing a height barrier at the entrance to the Recreation Ground.  Mrs Pound requested that Mrs Tull approach CDC regarding allocating sites to travellers.  Mrs Tull replied that provision is made for this in the new Local Plan Consultation.
11.    Highways, footpaths and cycleways
11.1    TRO Update.    Mr Bedford informed the council that the TRO to reduce the speed limit on the B2145 and B2201 from 40 mph to 30 mph (Sidlesham TRO One) had been presented to the CLC, supported by county members, and will be advertised in April.   Mr Dan Sanders of WSCC, following a site meeting, informed Mr Bedford that, because SPC’s second application to reduce the speed limit on Rookery Lane, Mill lane and Lockgate Road is within the requisite distance from the first Sidlesham TRO, they could possibly be linked; WSCC may, therefore, adopt this application and there would again be no requirement for SPC to use its S106 money to support the application.
11.2     Any other matters.   Mrs Hall raised the matter of the verge markers being ignored by drivers and the damage caused by lorries driving over grass verges.  Mr Bedford produced a map showing the B2145 near the petrol station and possibility that the garage will replace road markers.  WSCC will, in future, only replace markers at strategic points.
12.        Consider Charitable Donations for financial year 2012-2013
The Parish Council approved the following charitable donations:
Samaritans                                              £100
Citizens Advice Bureau                         £100
Stonepillow                                             £100
Good Companions                                  £100
Homestart                                                £ 45
Mr Harland requested that the council also consider a request from the Selsey Academy to continue to support a £20 donation towards a statistics prize.  The above donations were approved unanimously.
13.      Loss Adjuster Insurance.  A description of the insurance, supplied by the PC’s brokers had been circulated to councillors.  The Clerk will obtain a quotation from the PC’s insurance brokers.
14.     Speaker for Annual Parish Meeting 22nd May 2013.  Mrs Hall suggested the new Police Commissioner as a speaker for the meeting.  Mr Harland suggested asking someone to talk on flooding.  Mrs Tull suggested a speaker to talk on rural crime.  Mrs Smart will make enquiries into approaching someone to speak on rural crime.
15.      Election of Officers at Statutory Annual Meeting.   Mrs Pound asked the council to consider separating the posts of Vice Chairman and Chairman of Planning.  This would give more councillors experience of the skills of chairmanship.  Secondly, Mrs Pound suggested the council consider holding PC meetings monthly in future.  Mrs Pound expressed concern that the PC starts the Statutory Annual Meeting with the election of Chairman and Vice Chairman without any previous discussion.  The Clerk informed Mrs Pound that the election of the chairman of the council is required to be the first action of that meeting.  Councillors will consider these suggestions and the matter will be on the agenda for the next PC meeting.
16.    Finance
16.1    The PC was informed that the Clerk had received confirmation from CDC that the precept for 2013/2014, including grant, will be forwarded in two instalments on 12th April, 2013 and 13th September 2013.
16.2     Approve donation towards wine for Newcomers’ Party.
The PC approved a £60 donation towards the cost of wine for the Newcomers’ Party.  It was confirmed that the Newcomers’ Party is to be on15th June 2013. Approved unanimously.
16.3    Approve quotation for service of Clerk’s computer
The PC approved a quotation of £45 + VAT for the Clerk to have her computer serviced. Approved unanimously
16.4    Payments made since last meeting
16.4.1  T MacIntyre  £416.43 (January salary)
16.4.2   Sidlesham School Fund  £25.00 (donation for prize)
16.4.3   SALC  £16.00 (subscription)
16.4.4   CDC  £345.07  (weekly emptying of dog bin)
16.4.5   Campaign to Protect Rural England £29.00  (subscription)
16.4.6   SALC  £60  (Chairman’s course to be refunded, less VAT)
Mrs Tull proposed and Mrs Foden seconded the proposal that items 16.4 to 16.4.6 be taken en bloc.  All councillors agreed.
17.       Approve revised Financial Risk Document.   The Financial Risk Document had been circulated to councillors.  All councillors accepted the document with one amendment.
18.      Licence Application to sell Alcohol at:  Unit 1A and 2A Keynor Farm Keynor Lane Sidlesham Chichester West Sussex PO20 7LL.  (Application No: 13/00287/LAPRE).  This application is to sell alcohol through the internet and by direct sales at the property.  The council objected to the direct sale of alcohol on the premises.  The Clerk to write to the Licensing Manager at CDC.
19.      Reports
19.1    Neighbourhood Management Panel.  The minutes from the Panel’s meeting on 6th March 2013 had been circulated.
19.2    Peninsula Community Forum.  Mr Bedford had circulated his brief update from the meeting.  The Clerk will circulate minutes when available.
19.3     Medmerry STAG.  Mrs Pound had attended a meeting on 4th February 2013.   Work on the Medmerry realignment has been delayed due to bad weather.  The breach will not be open until October.
19.4     Mr Bedford reported that he had attended an Internal Drainage Board Meeting.  This was an update but no formal decisions have yet been made.
20 .      Correspondence.  None
21.    Matters of urgent public importance.   None
22.    Matters of Information.  Mrs Hall presented the Clerk with a receipt from the Records Office for the original artwork for the village sign.  The artwork has been deposited with the Records Office.

Meeting closed at 9.30pm

1.    Questions from the public present at the meeting on subjects other than those on the agenda.    None
2.    Apologies for absence.   None
3.    Minutes of the Parish Council Meetings held on 21st November 2012 and 2nd January 2013.  Mrs Hall proposed and Mrs Smart seconded that the minutes be signed as a correct record.  All councillors agreed.
4.    Declarations by Councillors of personal interests in items on this agenda.  None
5.    Matters arising from the above minutes not dealt with in separate items below.   None
6.    WSCC Councillor.
Cllr Whitehead expressed her regret at being unable to attend the blessing of the village sign due to illness.
Cllr Whitehead had received a request from Donnington PC requesting that SPC write in support of their objections to the planning application for 112 new houses on Southfields Road, Donnington.
Cllr Whitehead reported on improvements to the bus service. The late evening service between Chichester and Selsey will be restored to run every day on Mondays to Saturdays and the Sunday service will be increased from hourly to every 30 minutes.
WSCC will make £8.5m available to improve flood defence schemes and push forward projects to clear ditches and repair potholes.  Cllr Whitehead advised the PC to report pot holes to WSCC.
Mrs Tull asked Cllr Whitehead to report the flooding near The Blacksmiths Arms in Donnington.  The water has been over both sides of the carriageway for 8 weeks.
7.    CDC Councillor.
Mrs Tull reported that the draft consultation on the Local Development Plan has been sent to CDC members.  This has not yet been issued to Parish/Town Councils for their comments.  The only issue affecting Sidlesham is a provisional application to reassign Eastern Farm as employment/development land.  Mrs Tull has lodged an objection to this.
Mr Harland commented on the proposed 2013/2014 drainage rates which had been circulated.  The Clerk will put the new rates on the boards.
8.    Appointment of Councillor by Co-option
Mr Brian Kennedy was co-opted on to Sidlesham PC on 2nd January 2013.  Mr Harland welcomed Mr Kennedy to the council.
9.     Village Sign Update.
Mrs Hall reported that the project is now complete.  A statement of all expenditure on the village sign had been sent to WSCC (Community Initiative Funding Award from WSCC of £554).  Councillors felt that the article and photograph on the village sign, published in the Chichester Observer, had been good publicity for the village.  Mr Harland congratulated Mrs Hall and thanked both Mr and Mrs Hall for all their hard work on the project.
10.     Assets & Amenities Workgroup
10.1   Bench for Bus Stop.  Mrs Hall stated that a bench along one side of the bus stop, as suggested at the PC meeting in November 2012, would be a very small bench.  Mrs Hall proposed a bench to run along the back and one side of the bus shelter.  Mrs Hall had a quotation from Apuldram Centre to build the bench for £100 which would include wood and labour.  Mr Hall had offered to install the bench and secure it to the ground.  Mrs Pound proposed and Mr Bedford seconded that the council accept this quotation and proceed with installing the bench.   All councillors agreed.
10.2    Florence Pond – Management Agreement with MWG.  The final draft of the agreement had been circulated to councillors.  Mr Harland requested that the grass verge by the road be kept short and that this should be included in the Management Plan.  Mr Bedford informed the council that this agreement covers not only Florence Pond but also associated watercourses.  A newsletter will be sent to those whose land adjoins this watercourse informing them of the Management Agreement and Plan.  Mr Bedford raised the £500 allocated to this project in SPC’s precept for 2013/2014.  Mr Harland pointed out that this is a one-off payment and that the MW&HG could draw on the fund for capital expenses.  Mr Bedford reported that Japanese knot weed has been found downstream from the pond and this has been reported to DEFRA and the EA.  Mr Bedford requested that the council approve the signing of the Management Agreement by a member of the PC.  All agreed.
10.3     Playground maintenance update.   Mrs Ranjbar had written to Monsters regarding their Maintenance Agreement requesting answers to queries raised by A&A.  It was felt that a number of items, identified in the inspection report as requiring attention, would be in addition to the £750 quoted by Monsters under the Maintenance Agreement.   Monsters’ reply stated that some of the items in need of repair would be covered by the warranty and the piece of equipment listed in the inspection report as not complying with BS regulations will be rectified by Monsters free of charge.  It was felt that £750 for the work covered by the Maintenance Agreement was high.  Mrs Foden requested that the PC wait until the A&A workgroup has met to discuss the agreement before making a decision.
11.        Memorial Playing Field
11.1    Pigeon Club on Memorial Playing Field.  2 members of the Pigeon Club were present at the meeting.  Mr Harland informed the Pigeon Club members that the PC would not agree to them erecting a shed on the ground.  The Clerk informed the council that she had received a reply from the Football Club saying that they would negotiate an arrangement with the Pigeon Club for the storage of pigeon crates and arrangements for Pigeon Club events.  In addition, the Pigeon Club will wish to erect a tent for the marking of birds before meetings.  Mrs Tull raised concerns regarding the parking.  A parishioner stated that regular meetings are held on Thursday or Friday evenings in summer when the Football Club is not using the ground.  These events would involve about 12-15 cars.  There are 4/5 national events each year which would involve about 40/50 cars but these would be spread over an afternoon and not all in the car park at one time.  The council agreed that they had no objection in principle to the Pigeon Club using the Recreation Ground for events and that an arrangement regarding facilities should be negotiated with the Football Club.   All agreed.  Mr Harland requested that the PC be informed of arrangements agreed with the FC.
11.2     Meeting with Football Club.  The Clerk reported that she was trying to arrange a meeting with the Football Club to finalise the amended interim Heads of Agreement.  The Clerk requested that, should an agreement not be reached on the HoA at the next meeting with the FC, she write a formal letter of warning to the Football Club.  This would lay out a time scale by which time the HoA must be in place.  If not, the PC would consider giving the FC formal notice to vacate the ground.
Mr Bedford requested approval for him to approach the FC with proposals to start a multi sports club.  Mr Bedford stated that the Sidlesham Sports Association exists as a body with a formal constitution and could be reactivated for this purpose.  Mr Harland did not consider that the PC should be directly involved in organising a sports association, but would give backing to such a project .  A Management Committee could be established which would include representatives of all those with an interest in using the Memorial Playing Field.
11.3     Circus Damage.  The Clerk had spoken to the farmer who had offered to repair the damage to the ground but would not now be able to do so due to weather conditions and pressure of work.  The Clerk had been given the name of a contractor and will contact him to request that he inspect the damage and give a quotation to flatten the ground.
11.4     Mr Harland reported on the Community Orchard which has been planted on the Memorial Playing Field between the playground and the perimeter fence.  The Clerk was asked put the trees on the tree register.  Mr Harland had written to Jane Reeve to thank her and the volunteers for their work on the project.

12.    Highways, footpaths and cycleways
12.1    Flooding and Groundwater Study and Meeting with Water Board representative.  Mr Bedford reported that the report by the flooding and drainage work group has been submitted to WSCC and an application made to the Community Flood Fund.  This report had concentrated on areas in the public domain, mainly on highways.  Mr Harland, Mr Bedford, Mrs Smart and the Clerk had met with Mr Bialas of the Southern Water.  The Clerk has written a report of the meeting which will be circulated.  Mr Bialas had stated that the drainage capacity of the system in Sidlesham is considered adequate in normal circumstances.  However, this can become inundated by surface water entering the system in heavy rain. Therefore, the main concern is to manage ground water by finding out where surface water enters the system, thereby overwhelming it.  Mr Bedford stated that it is important to work with others across the peninsula to ensure a proper ground water strategy.  Working on one part of the system in isolation will simply move the problem elsewhere.  The ground water is not strictly the concern of Southern Water, but they are aware that, due to groundwater entering and overloading the foul water system during heavy rain, they need to work with other organisations to improve drainage problems.  It is hoped that Southern Water will apply to OFWAT to release capital for an upgrade in the system, for example installing sealed joints.  Mr Bedford showed councillors a map showing areas being tested by Southern Water for leaks and blocked pipes.  This testing is not being carried out in Sidlesham but, following the meeting, Mr Bialas hopes to extend the testing scheme to include Sidlesham, particularly between the pumping stations near the Anchor Pub on the B2145 and that on Rookery Lane.  In addition, Southern Water will test the pumping station on Rookery Lane.
The Clerk will circulate the report submitted and notes from the meeting with Southern Water.
12.2       TRO Update.    The TRO to impose an overall speed limit of 30mph on the B2145 and B2201 through Sidlesham will be confirmed at the WSCC meeting on 26th January 2013.  A second petition, funded by S106 money, will be submitted to WSCC to extend the 30 mph limit to include Rotten Row, Lockgate and Rookery Lane.  Mr Bedford requested that petition sheets with signatures be returned to him.
13.    Finance
13.1    Precept submitted to CDC  -  £19,197.64
13.2    Payments made since last meeting
13.2.1    MH Kennedy (Grass Cutting)  £106.08
13.2.2    K Viner  (Welding of cockatrice on Village Sign) £100
13.2.3    Royal British Legion Poppy Appeal £60.00
13.2.4    R Hall (Varnish for village sign)  £10.15
13.2.5    T MacIntyre (Nov. Pay) £416.63
13.2.6    XL Graphics (art work for village sign) £388.80
13.2.7    HB Collins (strimming and litter picking) £1652.40
13.2.8    Sidlesham PCC (hall hire) £116.25
13.2.9    T MacIntyre (expenses Aug-Nov)  £155.69
13.2.10 D Edwards (brick plinth for village sign)  £408.00
13.2.11 Mrs C Hall (reimburse for brass plaque for village sign) £68.76
13.2.12 M H Kennedy (grass mowing) £106.08
13.2.13 T MacIntyre (Dec pay)  £416.43
13.2.14 HM Revenue & Customs (Clerk’s tax Oct-Dec) £88.00
13.2.15 H B Collins (Strimming) £512.40
13.2.16 E Smart (reimburse WI for coffee/tea for village sign reception) £14.99
13.2.17 A Harland (parish magazine for Clerk + 12 stamps)  £13.00
Mrs Smart proposed and Mrs Foden seconded the proposal that items 13.1 to 13.2.17 be taken en bloc.  All councillors agreed.
14.    Annual Prize for Sidlesham County Primary School.
The head teacher had suggested a “Good Citizenship Award” for the child who had contributed most to the school community.  Councillors proposed an award of £25 towards a prize for the pupil who, in the opinion of the Head Teacher and staff, has contributed most to the school community.  The school should decide what the prize is to be.  Mrs Ranjbar requested that the donation should be made annually for the life of this council.  After the next election in 2015, the newly elected council will reconsider the donation.  Mr Harland proposed and Mrs Pound seconded the proposal.  All councillors agreed.
15.      Reports
15.1    Neighbourhood Management Panel.  The minutes from their meeting on 3rd December 2012 had been circulated.
15.2    Peninsula Community Forum.  Minutes from the last meeting have been circulated.  In the minutes it was stated that a letter be written to the their MP to raise concerns regarding the capping of increases in precept for small parishes and that there should be a de minimis figure for those on very small budgets.  Mr Harland had done so and had received a reply informing him that his letter had been passed to the minister concerned.
15.3     Pagham Harbour & Coastal Issues Group.  Mr Harland attended the meeting.  Minutes from the meeting will be circulated when available.  The main item discussed concerned 10-15 houses on the southern end of Pagham beach front which are now under threat from the sea.
19.2     Medmerry STAG.  Mrs Pound reported on progress on the Medmerry realignment.  A report had been circulated stating that the opening of the breach has been delayed due to the wet weather.  The next Medmerry STAG meeting will be on 5th February 2013.
20 .      Correspondence.  None
21.    Matters of urgent public importance.   None
22.    Matters of Information.  Mrs Hall raised the matter of the guest speaker for the Annual Parish Meeting in May.  Mrs Hall suggested the new Police Commissioner and asked parish councillors to make suggestions early so that this can be settled in good time.

Meeting closed at 9.00pm

Present: Mr A Harland (Chairman),  Mrs V Foden, Mrs C Hall, Mrs D Pound, Mrs C Ranjbar, Mrs E Smart and Mrs T Tull.
1 candidate for co-option and the Clerk (Mrs T MacIntyre).

1.    Apologies for absence.  Mr P Bedford
2.      Co-option of 1 local qualified person to complete the full complement of 9 Parish Councillors
Mr B Kennedy, who had volunteered to be considered for co-option, was present at the meeting.  Mr Kennedy had been asked to write a short piece on why he would like to become a Councillor and what he could bring to the Council.  This had been circulated to Parish Councillors prior to the meeting.  Mr Kennedy was given the opportunity to address the Council and this was followed by questions from Councillors.  Mr Harland proposed that Mr Kennedy be co-opted to the Parish Council and Mrs Hall seconded the proposal.  All councillors agreed.

3.         Confirm precept for 2013/2014.
Mr Harland confirmed that there will be no cap on parish and town council precepts for 2013/2014.  Mr Harland informed the council that the grant Sidlesham PC will receive from CDC for 2013/2014 has been set at £1492.36 and that this sum will be deducted from Sidlesham PC’s budget figure of £20,690.00 (approved at November 2012 Bi-Monthly PC meeting).  Therefore, the precept to be requested from CDC for 2013/2014 will be £19,197.64 (£20,690.00 less £1492.36 CDC grant).

Mr Harland informed the PC that he had written to his MP to voice his concerns regarding the capping of increases in precept for small parish councils.  He felt there should be a de minimis figure for those on very small budgets.  Mr Harland had received a reply informing him that his letter had been passed to the minister concerned.

4.      Request from Chichester Racing Pigeon Club to hold events on memorial Playing Field.
The Clerk had received, and circulated, a request from Chichester Racing Pigeon Club that they be granted permission to hold meetings on the Memorial Playing Field.  The Racing Pigeon Club would like to either erect a shed or hire a room from the Football Club for the Club head quarters.  The Parish Council’s view was that the erection of a shed was unacceptable.  If, however, the Racing Pigeon Club wish to hire a room from the Football Club, that would be a matter of negotiation between the Football Club and the Racing Pigeon Club.  Mrs Foden raised the problem of more cars parked on the car park and the effect on the structure of the car park surface.  The Clerk will forward the letter from Chichester Racing Pigeon Club to the Secretary and Chairman of the Football Club and request a response to this request before the Bi-monthly PC Meeting on 16th January 2013 when a decision will be made.
5.      Matters of Information
5.1        Mr Harland raised the appeal by Hillfield Car Sales (Enborne Business Park) to park cars for sale on their forecourt.  Mr Bedford and the Clerk will prepare a draft response based on the PC’s previous objections to this application.  This will be circulated to councillors for their approval before it is sent to the Planning Inspectorate.
5.2      Mrs Smart commented on the water flowing down the B2145 following the recent heavy rain.  It had been reported to her that the water contained sewage.  The Clerk was asked if she had received confirmation of the date of a meeting between the Mr Bialas of the Water Board, Mr Harland, Mr Bedford and Mrs Smart.  The Clerk had not but would contact Mr Bialas.

Meeting closed at 7.45pm

Present: Mr A Harland (Chairman),  Mrs P Tull, Mrs C Ranjbar, Mrs C Hall, Mrs E Smart,  Mr P Bedford,  Mrs D Pound and Mrs V Foden.
Cllr M Whitehead (WSCC), Clerk (Mrs T MacIntyre), 7 members of the public and 1 member of the press.

1.    Questions from the public present at the meeting on subjects other than those on the agenda.    None
2.    Apologies for absence.   None
3.    Minutes of the Parish Council Meeting held on 19th September 2012.  Mrs Hall proposed and Mrs Smart seconded that the minutes be signed as a correct record.  All councillors agreed.
4.    Declarations by Councillors of personal interests in items on this agenda. Mr Harland declared an interest in Agenda Item 13.1.  Mr Harland will join members of the public and Mr Bedford will chair the meeting for that item.
5.    Matters arising from the above minutes not dealt with in separate items below.
5.1        (Minute Item 5.1)  Mr Harland enquired if Mr Bedford had acquired statistics in support of the TRO put forward by the council.  Mr Bedford replied that he did not have the indicator information but that there had been further developments which would be discussed under Agenda item 12.2.
5.2        (Minute item 10.1 – CCTV for Playground)  Mr Harland reported that due to the resignation of the Chairman of the Assets and Amenities Workgroup, the group had not met since the September PC meeting and, therefore, there had been no further development on CCTV for the playground.
5.3        (Minute item 10.3) Mr Harland enquired whether the Clerk had contacted Mrs Quarm to obtain information on how to keep travellers from moving on to Sidlesham land.  The Clerk had not but will do so.
5.4        (Minute item 11.2)  The Clerk had queried the arrangements to close the B2145 and B2201 while road work was carried out.  The Clerk now has information on alternative arrangements for road closures.  No roads will be completely closed during the day.  The Clerk will keep parishioners informed on road works by placing notices on the village notice boards.
5.5         (Minute item 11.4.1)  Mrs Smart had enquired whether WSCC was responsible for mowing the grass 14ft in to the field from the footpath opposite the Anchor Pub.  Councillor Whitehead has enquired but has not yet had a reply.  Councillor Whitehead will inform the PC when she has a reply.
5.6         (Minute item 11.4.2)   The Clerk confirmed that she has written to WSCC to request that the grass verge on the east side of the B2145 north of the garage be cut.  Mrs Hall stated that this has still not been done.  The Clerk will chase WSCC.
5.7       (Minute item 11.4.3)   Councillor Whitehead was asked if she had had a response to the council’s enquiry as to whether the PC could obtain data from the road traffic indicator on the Paddock Straight.  Councillor Whitehead had not had a response.
5.8       (Minute item 11.4.4)   Mrs Ranjbar enquired whether the Clerk had written to houses on Keynor Lane to request that they cut their hedges where they obstructed the footpath.  The Clerk confirmed that she had.
6.    WSCC Councillor.
Councillor Whitehead reported on work to be carried out to improve drainage on the A27.  WSCC expect to be able to keep at least 2 narrow lanes on the A27 open at all times.  No work will be carried out over the Christmas period.  The junction between the B2145 and the A27 will be closed for 4 nights in December.
The gritters have been out on a couple of nights.  Councillor Whitehead enquired whether the PC had ordered salt to keep pavements clear.  Mr Harland replied that it had been decided in previous years that the parish covered too large an area to organise volunteers to salt the footpaths.  Councillor Whitehead informed that Council that some parish councils had clubbed together to buy a salt spreader.
Councillor Whitehead announced that the TRO, to reduce the speed limit through the village to 30mph, for which SPC had applied to use S106 money, has been accepted by WSCC.  Therefore Sidlesham’s S106 money will not be required for this application.  Councillor Whitehead thought that, following the legal procedure, it could take a year before the 30mph speed limit is finally in place. The S106 funds can now be used to reduce the speed limit on other roads in the village. Mr Bedford thanked Councillor Whitehead for her help with the application.
Mrs Katy Bourne has been elected as Sussex Police and Crime Panel Commissioner and will take office on 22nd November 2012.
Mrs Tull stated that she had informed WSCC of the state of Boxham Lane.  This had been caused by the re-routing of traffic through Boxham Lane while the B2145 was closed for 12 hours following a fatal accident on the Anchor bend.  In addition, the Clerk had written to WSCC to request that the grass verge on Boxham Lane be reinstated and that tarmac not be used.  Councillor Whitehead will follow this up.
Mr Harland raised the breakdown in the pumping station between the Witterings and Sidlesham sewage works.  This had resulted in tankers travelling through the village 24 hours a day.  The breakdown had now been repaired.
7.    CDC Councillor.
Mrs Tull reported that CDC is busy writing the Local Development Framework, taking briefing sessions from developers, Southern Water and the EA.  In addition, CDC has a questionnaire on housing numbers.

8.    Resignation of Councillor.  Mr Harland announced that Mr Alastair Malir has resigned from Sidlesham Parish Council.  A notice has been on the notice boards and website for 14 working days announcing the vacancy and requesting that should anyone wish that an election be held, they should contact CDC.  The Clerk expects to hear shortly from CDC if an election is required.  If not, the PC will replace Mr Malir by co-option.

9.     Village Sign Update.   A report from Mrs Hall had been circulated.  The sign is now ready to be erected but, having not been able to contact the builder (who had offered to do all work voluntarily apart from the brick plinth), this has caused a delay. Mrs Hall has now had an email from the builder and hoped that a date could be set for the work to be done in the very near future.  Mrs Hall showed the council the time capsule from the children of the village and the plaque to be attached to the plinth.   Mrs Hall will keep councillors informed.
10.     Assets & Amenities Workgroup
10.1   Elect chairman of Assets & Amenities Work Group.  Mr Harland proposed Mrs Foden, Mrs Tull seconded the proposal and all agreed.  The PC also wished to appoint one more councillor to the Workgroup. Mrs Ranjbar volunteered to join the group.  Mrs Tull proposed Mrs Ranjbar, Mr Harland seconded and councillors voted unanimously.  .
10.2     Florence Pond – draft Management Agreement between SPC and Manhood Heritage & Wildlife Group.  Mr Bedford had circulated the draft Agreement to councillors.  Mr Harland commented that he did not consider it necessary that a report from the group should be on the agenda at every bi-monthly meeting.  A report should be made when necessary but at least once half yearly.  Mr Bedford had not yet had a response in writing from the MH&WG to the draft agreement.  A parishioner asked what was planned for Florence Pond.  Mr Bedford explained that Florence Pond and associated watercourses will in future be managed by MH&WG.  This will involve cooperation with riparian land owners bordering the pond and watercourses.  Work will be carried out mainly by volunteers.  Mrs Tull queried whether the draft agreement should be legally checked.  This was not thought to be necessary.
10.3    Upkeep of Playground.  Following the inspection of the playground, funds for a service of playground equipment by Monsters (the original suppliers of playground equipment) had been approved at the September PC Meeting.  The A & A Workgroup will arrange for this service to be carried out.
11.        Memorial Playing Field
11.1    Meeting with the Football Club.  Mr Harland reported that he, Mr Bedford, Mrs Foden and the Clerk had met with Mr Jones, Mr Rowland and Mr Jewiss of the Football Club.  At the meeting, Mr Bedford had floated the idea to the Football Club of becoming a multi sports club, possibly linked to the Sidlesham Primary School sports hall.  This could open up the asset and form the foundation of a new association.  This association could be set up as a legal entity to which the PC could grant a lease.  The association would include representatives from the FC, playground, orchard and all those involved with the common asset of the Memorial Playing Field. It would give a wider base for school and recreational sports facilities and help with the acquisition of grants.   Members of the PC had presented those from the FC with copies of a revised interim Heads of Agreement and it is hoped that both parties will sign the document at their next meeting.  This interim agreement itemises equipment on the Recreation Ground owned by the FC and lists all safety inspection certificates to be current at all times, copies of which will be held by the PC.   This interim agreement will run for one year, by which time Mr Bedford hopes the multi sport association will have been set up and a lease granted.  Mrs Pound requested a report on the meeting which will be circulated.  Mrs Tull pointed out that because the Football Club now has fixtures on the Recreation Ground, this could make it difficult to play other sports on the ground.  Mr Harland pointed out that Mr Bedford, as a Sport and Recreation Consultant, has considerable knowledge with which to take this project forward.  Mr Harland informed the council that a further meeting with the Football Club has been requested as soon as possible.
11.2     Circus damage.  Following heavy rain, the Recreation Ground was now too wet for work to be done to level out the damage created by the circus.  However, the farmer who agreed to help has not forgotten and it will be done when ground conditions are right.
Clerk
12.    Highways, footpaths and cycleways
12.1    Flooding and Groundwater Study.  This group had been convened to make a study of flooding and land drainage and draw up a report in response to a letter from Councillor Louise Goldsmith of WSCC.  Mr Bedford had circulated a summary of the report.  Considerable research has been carried out by members of the workgroup who now have a better picture of watercourses and strategic flash points which are likely to flood in heavy rain.  Mr Bedford has collated this information into a report and large scale map showing all known watercourses.   Mrs Pound queried whether local farmers had been contacted.  Mr Bedford and Mrs Smart confirmed that they had, and that farmers were now communicating with each other on flooding issues.  One local farmer had attended the group’s last meeting.
Mr Bedford raised the Medmerry Managed Retreat and coincidence of flooding on the Manhood Peninsula in June.  An investigation by independent consultants has now produced a more precise map of the area showing the watershed from which the water goes towards Medmerry and elsewhere.  This shows that some water from that watershed flows towards Street End Lane and the Anchor bend on the B2145.  This problem may be solved by the Medmerry realignment but, if not, the drainage will have to be readdressed.
12.2      Consultation paper on future of internal drainage boards.  A consultation from the Environment Agency pointing out that changing legislation means it is no longer appropriate for the EA to act as the South West Sussex Internal Drainage Board.  Three options were presented for councils to discuss.  It was felt that despite the opinion amongst councillors that these options had not been properly thought through, Option 2 was the only viable option, if properly resourced.  Local communities do not have the resources to take on this financial responsibility.  Option 2 is as follows:
Dissolve the existing IDD so that:
•    Riparian landowners become responsible for the maintenance of the watercourse and structures;
•    District and borough councils gain permissive powers to undertake maintenance;
•    West Sussex County Council takes on responsibility for enforcement and consenting.
Mr Harland has requested that this consultation be on the agenda for the next Manhood Peninsula Forum meeting.
12.3    Mr Bedford had attended the Flood Protection Exhibition at Bracklesham Bay.  He gave information on the National Flood Forum, a charity which provides a good lifeline and suggestions for action in an emergency.  Mr Bedford suggested that, depending on the cost, the PC might join the Forum to receive information.  In addition, Mr Bedford reported on the new Resilience Plan for parishes.  This would not only cover flooding but other aspects of an emergency plan, including the economic aspects of an emergency.  Mr Bedford suggested that SPC should consider producing such a plan.  Mr Harland will copy the document and circulate to councillors.
12.3    TRO for 30 mph on B2145 and B2201.  Mr Bedford had circulated a report informing councillors that WSCC had accepted the proposal to set a single speed limit through the parish without the parish using its S106 money.  Brimfast lane will not be part of this TRO due to an objection by traffic engineers to the possible danger of slow traffic on a blind corner.  Mr Bedford would like to keep his petition live and add more signatures to it.  Mr Bedford stated that the S106 money expires in 2020 and this money will now be used to extend the 30 mph throughout the village.
12.4   Any other matters.   Mr Bedford reported on the bad condition of grass verges on the B2145 north of the garage.  Councillor Whitehead will report the matter.
13.    Finance
13.1      Request from Sidlesham PCC for a contribution towards mowing of the churchyard.  The churchyard has, in the past, been mowed by volunteers.  However, due to retirement, the PCC now proposes to employ a gardener for 3 hours a week.  The PC has been asked to contribute £1000, 50% of the cost.  The Finance Workgroup proposed including a donation to the PCC of £500 in the 2013-2014 precept.  Mrs Pound felt that the PC should remain secular and had contacted SALC on the legality of contributing to such an organisation.  Mrs Pound stated that this was a significant sum of money for the PC to contribute and that perhaps the church could canvas its members on alternative ways in which the churchyard could be maintained.  The church warden present at the meeting pointed out that the churchyard was open to all parishioners, whatever their religion.  Mrs Ranjbar sought clarification that this would be a one off donation in the next financial year and not an ongoing commitment.  The Church Warden agreed. Mrs Hall stated that considering restrictions on the 2013-2014 precept, this could be too much.  It was agreed that the PC could not confirm any donation until CDC’s cap on the precept has been clarified.  A vote was taken on a £500 donation and the proposal carried by 4 in favour, 2 abstentions and 1 vote against.
13.2    Request for donation towards Sidlesham Primary School Fete.  The PC did not support a donation to the Primary School Fete, but did support writing to the headmistress of the school to offer £25 for a prize to be awarded to a pupil at the end of the school year, and it was suggested that this could be in connection with the pupil’s contribution to the school.  All councillors agreed.
13.3     Request for £100 for welding of metal cockatrice on village sign.  All councillors agreed to this request.
13.4      Approve quotation from Mr H Collins for strimming.  Mr Bedford requested that Mr Collins not strim the perimeter of Florence Pond now that it is to be maintained by the MH&WG.  The quotation, amended as above, was accepted by all councillors.
13.5     Approve quotation from Mr M Kennedy to mow grass on Paddock Straight.  This was accepted by all councillors.
13.6     Grant dispensation for councillors to vote on precept.  Councillors agreed unanimously.
13.7     Approve draft precept for 2013-2014.  Following a meeting of the Finance Work Group a suggested sum of £20,690 for the parish precept was presented to the council.  CDC may impose a cap on the precept, above which the parish would be required to hold a parish referendum.  Therefore, council was asked to approve this precept on condition that the increase is within that permitted.  The council agreed unanimously
13.8    Income
13.8.1    Grant for Village sign   £554.00
13.8.2   HM Revenue & Customs (VAT return)  £932.41
13.9     Payments made since last meeting
13.9.1     SALC  (Clerk’s Networking Day)   £60.00
13.9.2    M H Kennedy  (Grass Cutting)    £211.20
13.9.3    AiRS Subscription   £50.00
13.9.4    SALC  (Councillors’ Mediation Session)   £360.00
13.9.5    Play Inspection Company (Playground inspection)  £150.00
13.9.6    T MacIntyre (September pay)   £416.43
13.9.7    HM Revenue & Customs (Clerk’s Aug., Sept. & Oct Tax)  £88.00
13.9.8    M H Kennedy  £106.08
13.9.9    CDC  (New Playground bin)   £479.11
13.9.10 T MacIntyre (October pay)     £416.43
13.10    Payments to be made
13.10.1 M H Kennedy  £106.08
13.10.2 Royal British Legion Poppy Appeal  £60
Mrs Smart proposed and Mrs Hall seconded that items 13.8 to 13.10.2 be taken en bloc.  All councillors agreed.
14.      Code of Conduct
A new Code of Conduct had been issued by CDC.  It has been recommended that all councils adopt this Code of Conduct.  Mrs Pound proposed and Mrs Tull seconded that Sidlesham PC adopt this CoC.  All councillors agreed.
15.     Bench for Anchor bend bus stop.
A parishioner has requested that the PC install a bench inside the bus stop opposite the Anchor pub.  Councillor Whitehead suggested that the PC apply to CLC for a grant towards the cost.  It was felt that if the bench was across the back of the shelter, those waiting would not see or be seen by an oncoming bus.  In addition, replacing the sides with Perspex was not an option due to cost and vandalism.  Therefore, Mr Harland suggested that the PC look into the possibility of installing a small bench on one side from which the person on the end would have a view of the road.  The cost will be investigated.
16.     Lane Drainage Consultation.   This was discussed under item 12.2 above.
17.      Pagham Harbour Draft Management Plan.  This had been circulated to all councillors.  Councillors  accepted the plan.
18.      Pagham Harbour Code of Conduct.   All councillors approved the proposed Code of Conduct.  The document will now be presented to the Environment Agency and Natural England for approval before it can be adopted.
19.      Reports
19.1    Neighbourhood Management Panel.  The minutes from their meeting on 9th October 2012 had been circulated.  Mrs Hall had attended the meeting and had nothing further to add to the minutes.  Mrs Ranjbar will not attend future Neighbourhood Management Panel Meetings;  Mrs Hall will attend meetings.
19.2     Medmerry STAG.  A report had been circulated by Mrs Pound.  Mrs Pound had nothing further to add. Earlier, a draft management plan had been circulated, and the clerk had received no adverse comments.
20 .      Correspondence.  None
21.    Matters of urgent public importance.   None
22.    Matters of Information.

Meeting closed at 9.50pm

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

2.    Apologies for absence.   Mr A Malir
3.    Minutes of the Parish Council Meetings on the 18th July, 25th July and 14th August 2012 to be signed as a correct record.  Mrs Tull requested that under item 4.1 of the minutes of the PC meeting on 15th August 2012, the word ‘alleged’ be inserted so that the sentence reads “This stated that Mrs Pound had felt it had been her duty to report to the Standards Board alleged breaches of the Code of Conduct which could bring the council into disrepute.”  All councillors agreed to this alteration.   With this amendment, Mrs Smart proposed and Mr Bedford seconded that the Minutes be signed as a correct record. 6 councillors agreed with 2 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        Mrs Hall enquired whether Mr Bedford (ref item 8 of minutes 18th July 2012) had acquired statistics in support of the TRO put forward by the council.  Mr Bedford replied that he had not yet.
6.    WSCC Councillor.
Councillor Whitehead reported that WSCC Highways Dept is investigating flooding problems.  The Chichester Canal Project Board is to raise funds to instal a hydraulic bridge on the B2201.  This will impact on the traffic while being installed but this should not take long.  This bridge will never be up for more for 5 minutes or during the rush hour.
Mrs Tull commented that WSCC had recently put in considerable work on road markings in Sidlesham which had been appreciated.  Councillor Whitehead will pass this on.

7.    CDC Councillor.
Mrs Tull had nothing significant to report.  CDC had been congratulated on the way in which the Olympic torch arrival and the children’s show in Oaklands’ Park had been organised.

8.    Village Sign Update
Mrs Hall reported that the grant cheque from WSCC Local Committee for £554 had been received and banked in the PC account.  XL Graphics are in the final stages of the art work.  Mr Hall has the surrounding frame to varnish.  The metal cockatrice, designed by Kate Viner will be completed by 8th October to be welded to the top of the metal frame.  Mr Edwards plans that his staff will dig the foundations for the site on 10th October.  The primary school and Sunday school are organising work to be placed in a time capsule in the footings to be completed by 8th October.  The metal sleeve is expected to be in position for Knights Fencing to erect the sign on 16th October.  Mr Edwards will then complete the brickwork round the sign post.  Lastly, the plaque will be placed on the post.   Mrs Hall is still awaiting confirmation from Knights Fencing but it is anticipated that the work will be complete by the end of October.  Mrs Hall proposed that the PC invite a reporter from the Observer and all people who have supported the project to an event when the plaque will be officially placed on the sign.  The date for this to be announced.
9.     Assets & Amenities Workgoup
9.1   New bin for playground.  The new bin has been installed and, after an initial delay, the emptying of the bin by CDC will start this week.  The Clerk has asked for a spare key to open and empty the bin, should it become too full, between the weekly emptying by CDC.  Mr Harland reported that he had the old bin at his home and asked if anyone knew of an organisation which could use an open bin.  A parishioner offered to enquire whether Pagham Harbour Nature Reserve could use it.  If no one can be found, the bin will be sold for scrap.
9.2    The Broken Perspex bubble.  This has been replaced by a Perspex disc.  The original rubber mounting round the top still needs to be repaired.
9.3    Florence Pond bench.  The bench has been expertly rebuilt by Mr Hall.  Mr Harland thanked Mr Hall very much.   Mr Harland informed the council that Mr Hall has kindly offered to work on the bench at the bus stop.
9.4    Playground Inspection Report.  The report had been circulated to all councillors.  It raised several minor items in need of attention.  As Mr Malir was not present at the meeting, Mr Harland requested that Mr Malir convene a meeting of the A&A workgroup as soon as possible to approve the quote from Monsters for a full ‘service’ including the repair of all items raised in the inspection, for £750 + VAT.   Councillors agreed that should the A&A workgroup approve the service by Monsters, councillors could agree the quote by email.
9.5    Florence Pond and possible management agreement with Manhood Wildlife Group.  Mr Bedford circulated a summary of proposed Heads of Terms for an agreement between the MWG and Sidlesham PC.  This agreement would be to jointly manage Florence Pond, other ponds and connected watercourses.  Because the watercourses are interconnected, work in one area can cause difficulties elsewhere, so Mr Bedford proposed a coordinated approach to the water and flooding problems in the area. Local land owners would also be invited to help with clearing ditches and restoring the water system to help prevent future flooding.  Mr Bedford suggested using Florence Pond and its lead ditch system as a pilot study into watercourses and their associated wildlife and habitat.  Mrs Smart asked that a proposed Management Agreement be drawn up and circulated to be approved at the November PC meeting. A member of the MWG, present at the meeting, informed the council of the quarterly work days to be held in Sidlesham involving parishioners and volunteers from the MWG to study and record wildlife and habitats.  Florence Pond is a particularly good example to study.  There is to be a work day with Environment Agency volunteers on 2nd October.  The EA is the lead agency on water voles and invasive species and this day would give them practical experience.
10.        Memorial Playing Field
10.1     CCTV on playground.  Mrs Hall had made investigations into the cost of installing a CCTV camera and had had a meeting with the Senior Community Safety Officer.  Mrs Hall had posters, warning members of the public of a camera, even though there may not be one.  This would be intended to act as a deterrent.  Mrs Hall stated that the council could borrow a CCTV camera for a couple of weeks but this was not considered a solution.  Mrs Hall had had a meeting with someone involved in defence security who had installed CCTV at Aldingbourne Social Club.  Similar equipment could be installed at the playground in Sidlesham at a cost of £5,800.   It is possible that a grant could be obtained to offset the cost to the council. Mrs Hall had asked parents at the playground whether they would have any objection to CCTV at the playground and all had replied that they considered it a safety deterrent and had no objection.  Mrs Tull felt that this was a large outlay.  One other suggestion was to install a dummy camera which, combined with warning signs, could act as a deterrent and Mrs Hall will investigate this.  This should be discussed at the next A&A meeting and a decision will be made at the November PC meeting.
10.2    Proposed meeting with the Football Club.  A meeting is planned for 26th September between the Chairman, Secretary and possibly one other member of the Football Club and Mr Harland, Mr Bedford and Mrs Foden of the PC, with the Clerk in attendance.  Mr Harland, Mr Bedford and Mrs Foden will meet on 24th September to discuss proposals to be discussed at the 26th September meeting.  Mr Harland informed the council that Hedleys, solicitors for SALC, have experience in agreements with sports clubs and this will be discussed.  The Football Club’s request for funds will form part of the discussion.  Mr Harland assured councillors that those attending the meeting will act in the council’s best interests without making any firm decisions.
10.3    Damage by Circus to playing field.   A local farmer has very kindly offered to help repair the damage by lifting the ground, rolling it flat and then the ground will be reseeded.  The ground was too wet initially to do this and since drying out, the farmer has been busy with his harvest.   The Clerk stated that the Council had the £500 charged to the circus plus £100 deposit, which had not been refunded to the circus, to cover the cost of reseeding.  Mrs Ranjbar suggested writing an article for the parish magazine explaining what was being done regarding the damage to the Recreation Ground.  Mrs Ranjbar will write an article.
10.3   Mrs Foden requested news on where the travellers, who have been in the area recently, now are.   They are still in the area and, it is believed, have work locally until the end of September.  Councillor Whitehead informed the council that Fridays was the travellers’ preferred night to move as this gave them a full week, including the weekend in one place.  A height barrier at the entrance to the Recreation Ground had been suggested.  This will be investigated but will need to be extremely strong.  Mrs Tull doubted that a height barrier would be robust enough. Mrs Ranjbar stated that the residents of Shotford were unhappy about using their own cars to create a barrier to the ground on a long term basis.  Councillor Whitehead suggested that the Clerk contact Mrs Quarm of WSCC to obtain information on keeping travellers out.
11.    Highways, footpaths and cycleways
11.1    TRO for 30 mph on B2145 and B2201.
Mr Bedford reported that the TRO to convert the existing 40 mph sections on the B2145 and B2201 to 30 mph is now registered with WSCC. Two supplementary areas have now been included.  One is to extend the 30mph on the B2145 from the current 40mph to include Brimfast Lane.  The second is to set a 30mph limit through Rookery Lane from the B2145 to Mill Lane.  The petition has been submitted to CLC.  Councillor Whitehead will enquire who will be dealing with the application and will do what she can to ensure that this application is on the agenda for the next CLC meeting on the 6th November, in order to be within the time limit to claim Sidlesham’s S106 money to be used to support the claim.  Mr Bedford is seeking more signatures for the petition in support of the application.
11.2    Road closures on B2145 and B2201.  The Clerk had queried the notice advising the PC of road closures on the B2145 and B2201.  She has been advised that the notice had been premature and that neither of these roads will be completely closed at any time during the day.
11.3    Flooding and groundwater study.  Following the floods in June, the PC had received a letter from Mrs Goldsmith requesting information on flooding.  Mr Bedford intends to produce mapped information regarding where flooding occurred in the parish, together with other information about ditches and culverts.  Mr Bedford, Mrs Smart and other interested members of the community, with knowledge of the local waterways, had met to pool information and move towards producing this report.  Mr Bedford had acquired maps which had been drawn up following a study in 2006 and showed areas which had or are likely to flood.  In addition, Mr Bedford felt that any work on ditches should consider its affect on the wildlife and its habitat and also work should be not be undertaken without attention to the affect it might have in other areas further down the drainage system.  The system as a whole should be understood before work is done.  Mrs Tull stated that this would be a major project involving local landowners and the WSCC.  When the group conducting the study has been set up, it would be useful to place an article in the parish magazine explaining the project and requesting information.
11.4     Any other matters.
11.4.1  Mrs Smart raised the mowing of the corner of the field opposite the Anchor.  When the grass is long, drivers cannot see round the corner.  Mrs Smart stated that the agreement with WSCC had been that they would cut the grass 14ft in from the footpath.  Mrs Smart has recently had the grass cut at her own expense.  Councillor Whitehead was asked to make enquiries.
11.4.2   Mrs Hall requested that the Clerk report that the grass verge on the east side of the B2145 from the garage going north towards the Anchor has not been cut. Parishioners cannot cut this grass; being so close to the road, barriers need to be erected while the cutting is being carried out.
11.4.3   Mr Bedford enquired of Councillor Whitehead whether the PC could obtain data from the road traffic indicator on the Paddock Straight which would give volume and speed of traffic.  Councillor Whitehead will enquire.
11.4.4    Mrs Foden asked that the Clerk write to the houses in Keynor Lane whose hedges have overgrown over the footpath.  If these are not cut, WSCC will be asked to cut the hedge and the owners would be charged.
14.    Finance
12.1    Income
12.1.1    Donation from Mr Keith Jamieson towards upkeep of playground  £130 (to be paid 6 monthly)
12.1.2   Precept payment received from CDC  £9867
12.2    Payments from Community Playground Grant
12.2.1    N Froud  £4.24
12.2.2    Beneficial Foundation  £85.00
12.3     Payments made since last meeting
12.3.1    Falco  (Repair Shelter)  £496.00
12.3.2    H B Collins  (Strimming)  £840.00
12.3.3    MH Kennedy (Mow grass)   £318.24
12.3.4    T MacIntyre (July Pay)   £416.63
12.3.5    Sunlight Plastics (Perspex disc to replace dome on playground)  £216.00
12.3.6    CDC (Donation to Manhood Peninsula Partnership)  £100.00
12.3.7    Mazars (Annual Audit)  £480.00
12.3.8    MH Kennedy (Grass mowing)  £318.24
12.3.9    R Hall (Expenses for repair of bench and work on Village Sign)  £110.26
12.3.10 J Bunyan (Repair of car window following strimming accident)  £60.00
12.3.11 HB Collins (strimming £184.80 less £60 to reimburse PC for strimming accident)                           £124.80
12.3.12 Sidlesham PCC (Hall hire )  £73.13
12.3.13 T MacIntyre (August pay)  £416.43
12.3.14  T MacIntyre (expenses May – August)  £161.02
12.4      Payments to be made
12.4.1   M H Kennedy  (grass mowing)   £211.20
12.4.2   Action in Rural Sussex  (annual subscription) £50
Following questions from councillors, and answers, Mr Harland proposed that items 12.1 to 12.4.2 be taken en bloc.  Mrs Tull proposed, Mrs Ranjbar seconded and all councillors agreed.
12.5     Approval for payment of £100 excess on windscreen repair following strimming accident.  This accident had occurred at the same time as one claimed in August (see 12.3.10 above).  Mr Collins has offered to contribute £50 towards the payment by deducting it from his next bill.  All councillors agreed to the payment.

13.    Referral Panel
Mr Bedford had circulated outline Terms of Reference for a proposed Referral Panel.  This was not intended to supersede the existing Complaints Procedure but to create a mediation process to prevent arguments escalating.   Mrs Ranjbar commented this approach was more formal than anticipated, may result in the problem being prolonged and create further divisions within the PC.  One could potentially have 6 councillors involved leaving 3 uninformed.  Mrs Pound agreed that she had hoped that the process would be more immediate and informal.  Mrs Tull stated that in any complaints procedure it was, in her opinion, essential that those not on the panel investigating the complaint should remain uninformed on the matter.  Mrs Tull felt that this would be an additional layer to the complaints process which could prolong the problem.  Mr Harland hoped that in the event of a dispute the parties should get together as soon as possible, in a more informal way, to resolve the issue.  Mrs Hall proposed that the PC shelve the proposed referral panel
for 6 months.  All agreed.
14.     Standing Orders
The Clerk had circulated proposed Standing Orders to replace those adopted in 2010.  These have been taken, in full, from the model Standing Orders issued by NALC.  The only amendments to that model have been to remove sections that apply to Welsh Councils only, to alter the figure above which the council should go out to tender in the section on finance to keep that in line with Sidlesham’s Financial Risk Document, and to insert the number of days notice (3) required when requesting an item on the agenda of a PC meeting. The new Standing Orders were adopted by the council unanimously.
15.      Reports
15.1    Peninsula Community Forum.  Both Mr Harland and Mr Bedford had been unable to attend.   Councillor Whitehead had attended the meeting and reported that the meeting had covered the way in which the new rates and precepts will operate.  The housing benefit grant given by the government to CDC to cover money paid back to parishioners in benefits, will be withdrawn.  The parish therefore hope to receive 90% of the precept from CDC and the remaining 10% should be made up in the form of a grant. Mrs Tull stated that this is likely to be raised by charging the full 100% rates on 2nd homes.  The meeting then discussed the building projects on the Manhood Peninsula.  Sidlesham PC is working in cooperation with other parishes on the peninsula to produce a coordinated response to large property developments.
15.2    Neighbourhood Management Panel.  The minutes from the last meeting had been circulated.
15.3     Any other reports.   None.

16.     Correspondence.
Mr Harland had a letter from Mrs Christine Morris, a former Chairman of Sidlesham School Governors.  Mrs Morris regretted that Sidlesham has an excellent sports hall which younger members of the parish are not using, and had made suggestions for how the hall could be used.  Mr Harland had replied that he did not think that the PC, as a body, should be organising such events.  If parents organise use of the hall, those (apart from parents) running the events would need to be CRB checked.  In addition, the school would probably insist on strict safety measures.  Mr Harland stated that while this is a good idea, the practicalities are more difficult.  Mr Bedford, who is involved in youth sport, was invited to carry this proposal forward.  Mr Bedford stated that when the hall was built, it was understood that there would be 40% community use.  There is a body, the Sidlesham Sports Association and one of its prime directives is to increase young people’s participation in sport.  Mr Bedford requested that Mr Foden (Chairman of school governors) be asked to place the matter on the agenda for the next School Governors’ Meeting.
19.    Matters of urgent public importance.   None
20.    Matters of Information.  The council was informed that the Paddock Service Station has changed ownership from Total to Esso and erected a new sign which is larger than the previous sign and a possible breach of planning permission.  Mrs Tull offered to contact CDC to request that they investigate..

Meeting closed at 9.20pm

1.    Questions from the public present at the meeting on subjects other than those on the agenda.
1.1      A parishioner read out a statement in which he stated that the wording of the Chairman’s report to Sidlesham’s Annual Parish Meeting in April 2011 suggested that the parishioner’s actions, although he was not mentioned by name, had cost the parish about £3000 in legal fees.  The parishioner stated that he had simply warned the council about the playing field and advised the council that it should take professional advice.  The parishioner felt that many people in the village believed that the suggestion referred to him and asked the Chairman to acknowledge that he did not cause the legal fees incurred by the Council.  The Chairman stated that he would need to consult with those who were members of Sidlesham Parish Council at the time of that Parish Meeting and would reply in writing.
1.2    A second parishioner read out a question to the council.  This concerned item 3.1 on the agenda to approve £300 for a Conciliation Session with SALC.  The question referred to a complaint to the Standards Board regarding conduct by certain councillors towards the public.  The parishioner questioned whether the money would be better spent on councillors receiving a course of instruction on proper conduct at meetings and on how to behave towards the public than on a conciliation meeting between councillors who have fallen out.  Mr Harland stated that the parishioner will receive a written answer.
1.3    A third parishioner made a statement regarding reasons which, in his opinion, account for discord among some members of the council.  He also stated that, at times, certain members of the council are under intense pressure from members of the public.
1.4    A last parishioner made a strong plea for residents of the village of Sidlesham to pull together and work for the good of the parish.
2.    Apologies for absence.   Mrs T Tull and Mrs D Pound
3.    Declarations by Councillors of personal interests in items on this agenda. None
4.    Finance
4.1    Approve £300 + travel expenses + VAT fee for Conciliation Session with SALC.
Mrs Hall read out a statement from Mrs Pound who was unable to attend the meeting.  This stated that Mrs Pound had felt it had been her duty to report to the Standards Board breaches of the Code of Conduct which could bring the council into disrepute.   Mrs Hall read that the Standards Board Committee has suggested reconciliation as an alternative to a full hearing at which proof would be given.  Mr Harland stated that the final decision from the Standards Board was that there was no case to answer and that there would be no further hearing.  Mrs Smart stated that, therefore, the recent article in the Chichester Observer had been incorrect and Mr Harland agreed.  In addition, Mrs Ranjbar objected to the reference in the newspaper article to ‘Councillors Tull and Harland and others’ which was incorrect; no ‘others’ were involved.  Mrs Smart stated that should this session be approved, this should be an end of the matter.  Councillors voted by 4 to approve the cost with 3 abstentions.  The Clerk will write to SALC to arrange a date for the session.
4.2    Approve £60 excess for broken car window following strimming accident.
While employed by the PC to strim the grass at the bus stop, Mr Harvey Collins hit a stone which then shattered a passing car window.  The Council unanimously approved the payment of £60 to the owner of the car.    Mr Harvey Collins has offered to deduct the £60 from his next invoice.
5.    Recreation Ground
5.1    Select new bin for Playground and approve cost.
The parish council were presented with two possible bins and selected one to be installed at the playground at a cost of £399 + VAT.   All agreed.  The Clerk will write to order the bin.
5.2    Security on Memorial Playing Field
Following reports that travellers have been evicted from the recreation ground in Bosham and are now on the cricket ground in West Wittering Parish who have, in turn, started eviction proceedings, the PC considered whether it could take any action to prevent the travellers moving on to Sidlesham’s Memorial Playing Field.  Mr Harland considered that it would be difficult to block the entrance;  some residents who live in Shotford park their cars on the Memorial Playing Field so that any barrier would have to be removed early in the morning and replaced late at night.  A parishioner suggested that a height barrier be erected.  Mr Harland considered that this might be a possibility and asked the Assets and Amenities Committee to investigate.
18.    Matters of Information.  None

Meeting closed at 8.50pm

Present: Mr A Harland (Chairman),  Mrs P Tull, Mrs C Ranjbar, Mrs C Hall, Mrs E Smart, Mr A Malir,  Mr P Bedford,  Mrs D Pound and Mrs V Foden.
Cllr M Whitehead (WSCC), Clerk (Mrs T MacIntyre) and 12 members of the public.

1.    Questions from the public present at the meeting on subjects other than those on the agenda.  None
2.    Apologies for absence.   None
3.    Minutes of the Parish Council Meeting on the 16th May 2012 to be signed as a correct record.   Mrs Hall proposed and Mrs Foden seconded that the Minutes be signed as a correct record. All councillors agreed.
4.    Declarations by Councillors of personal interests in items on this agenda. None
5.    Matters arising from the above minutes not dealt with in separate items below. None
6.    WSCC Councillor.
Councillor Whitehead reported that, following complaints regarding the management of traffic on the B2145, the gas board will not carry out further work on the gas mains until after a project meeting with WSCC to ensure that, in future, they comply with the conditions of their agreement.  Mrs Foden asked that the PC be kept informed when work has been scheduled.
Cllr Whitehead informed the council of investigations into flooding in the area and particularly the gulley in the vicinity of the Anchor Public House which is blocked and the gulley opposite the filling station on the B2145 which is not.  This is an ongoing problem which will continue to be monitored by WSCC, in consultation with Southern Water.
A further complaint from a parishioner had been received by WSCC regarding the van parked in the lay by south of the filling station.  The van is legally parked and WSCC cannot therefore request that it be moved.  Mrs Tull felt that as it is parked on WSCC land, something could be done and gave the Clerk a website address which may give further information.  The Clerk will investigate.
Cllr Whitehead reminded the PC of the Fire Service Consultation and requested that the council respond.  The fire service must save £2.5m without affecting front line services.
7.    CDC Councillor.
Mrs Tull reported on a high level peer review being carried out by the Environment Agency into the recent flooding.
8.    Report by PCSO J Etteridge
PCSO reported on the main police concerns in this area: traffic offences, burglaries, antisocial behaviour and vandalism.  He reported that following a spate of Apple ipod, iphone & laptop thefts, police traced these items using Apple technology and the handler of these goods was then arrested.  These thefts have since decreased.  Mrs Hall enquired about the caravan stolen from Street Lane;  PCSO Etteridge replied that all the camp sites in the area have been searched and the caravan was no longer in this area.  Mr Harland enquired about the marine thefts;  PCSO Etteridge replied that having fitted pieces of marine equipment with tracking devices, these were subsequently stolen, traced and an arrest followed.
PCSO Etteridge stressed the importance of making a house appear as difficult to enter as possible.
PCSO reported on the success of Operation Airwalk.  In this operation police officers stationed on the road stopped all drivers committing a driving offence and those caught were given the option of a fine and points on their licence or were invited to accompany the police officer to the ‘media van’ to view a very graphic video of the consequences of accidents.  The last Operation Airwalk to take place had resulted in 41 drivers caught.
With regard to vandalism, PCSO Etteridge stated the importance of reporting incidents.  The vandalism to the playground shelter had been reported and the clerk will report the damage to the Perspex dome in the playground.  The suggestion was made to place a CCTV camera on the playground and this will be considered.
Mr Bedford raised the parish’s application for a Traffic Regulation Order on the B2201 and B2145 for an overall speed limit of 30 mph.  PCSO Etteridge stated that he would be happy to send a letter in support of the TRO.  Mr Bedford enquired how the PC could acquire statistics in support of the application and it was suggested that Mr Bedford contact Mr Brian Hubberman through the police switchboard.

8.        Village Sign Update
Mr Harland congratulated Mrs Hall on the grant of £554 from the County Local Committee which, together with the £200 from SPC gives £754. Mrs Hall anticipated that this would cover the cost of the art work and installation.  (The graphics are expected to cost £324 and the brickwork £340)  The artists who have contributed to the design attended the meeting and their proposed design had been circulated.  The sign, when heading south towards the sea will show the Quay and when heading north towards Chichester, will show the church, an LSA house and tomatoes.  Welded to the top of the sign will be a metal cockatrice similar to the weather vane on the church.  In this way it was felt that the sign would incorporate many aspects of the village of Sidlesham.  Mrs Hall stated that if all were happy with the design, she would see the graphic artist next week. All councillors voted to accept the design and Mr Harland thanked those artists who had contributed: Sue Martin, Zena Macdonald, Moira Grice, Stephen Guise, Kate Viner and Sally Tynan. Mrs Hall then requested a decision on the wording on the brass plaque. After consultation, the following wording was agreed ‘In commemoration of Her Majesty Queen Elizabeth II’s Diamond Jubilee – 2012’.  Mrs Hall had spoken to Sidlesham Primary School and the Sunday School regarding the time capsule to be produced by the children of the village which will be placed under the sign.  This will show what children were doing at the time of the Diamond Jubilee.   Mrs Hall suggested making an occasion celebrate the completion of the project which, it is anticipated, will be in of September.  Mr Harland enquired whether planning permission had been granted by WSCC.  Mrs Hall replied that she had had nothing in writing.  Cllr Whitehead will enquire at WSCC.  Mr Harland asked the council to formally approve the design.  This was approved unanimously.  A parishioner thanked Mr and Mrs Hall for all their hard work.
9.    Assets & Amenities Workgroup
9.1     New bin for playground.  Mr Harland has made enquiries of CDC regarding the installation of a new bin (with fox proof lid) which would be emptied by CDC once a week.  The cost is still to be confirmed.  Mr Harland proposed that when he has the cost, and assuming it is not too high, he will email this to Councillors and request their approval.  As the school holidays start soon, councillors agreed to approve the cost by email and ratify it at the next PC meeting in September.  Mrs Foden informed the Council that a parishioner has offered sponsorship of £5.00 per week for one year to pay for the bin to be emptied each week.  The Clerk will write to the parishioner to accept and thank him for his offer.  Mrs Tull suggested that a sign be put on the bin asking that no nappies be placed in the bin.  Mr Malir suggested that the PC charge the fish and chip van a fee for selling fish and chips on the Recreation Ground.  Some Councillors felt he provided a good service and that his profit margin was too small to make the van viable, and counselled against charging a fee.
9.2    Broken Perspex bubble on playground.  Mr Harland had received a quote from Monsters for a replacement bubble at £450.  This cost was considered too high and Mr Harland proposed replacing the bubble with a flat Perspex disc of unbreakable polycarbonate for which the clerk had a quote of £180 +VAT.  Mrs Ranjbar enquired why the PC is not claiming on the parish’s insurance.  The excess on the insurance is £250 which is greater than the cost of the disc.  Mrs Hall raised the possibility of a camera on the playground.  Mr Malir will investigate the cost and Mrs Tull suggested he also investigate the rules regarding photographing children.
9.3    Florence Pond and letter from Mrs Jane Reeve of Manhood Wildlife & Heritage Group to a parishioner.   Since the initial letter to the parishioner, a further exchange of letters had taken place which had resolved the issue.  Mrs Smart still felt strongly that the initial letter had been unnecessarily strong.  Mrs Pound suggested that as Florence Pond is one of the PC’s assets, the MW&HG include the PC with copies of correspondence regarding the pond.  Mr Harland introduced Dr Jill Sutcliff, Chairman of MH & HG, attending on behalf of Mrs Jane Reeve who was unable to attend the meeting.  Dr Sutcliff reminded councillors that the MH&HG had been asked to maintain Florence Pond in October 2011.  There are issues of ownership round the pond still to be resolved.  The water vole is a protected animal which has been sighted in the pond this year.  Dr Sutcliff stated that MW&HG will be seeking volunteers to help draw up an action plan to proceed with the project.  Mr Bedford suggested a common agreement between the land owners surrounding the pond and drainage system, and the MW & HG.
9.4    Request for funds from Football Club to repair club house.
A letter from the Secretary of the Football Club to the Clerk requesting funds to repair the brick changing room building adjacent to the club house had been circulated to Councillors.  Mr Harland stated that the building was owned by the PC before the clubhouse was built but that the Football Club had had the use of the building, rent free, for many years.  Mrs Pound suggested that the FC apply to CDC for a grant for the cost but as the work has now been completed, it was felt they would be unlikely to be awarded a grant.  The Secretary’s letter included invoices for materials purchased.  Mrs Ranjbar pointed out that these invoices were not made out to the FC, and were dated 2011.  Secondly, the letter raised the maintenance of the car park.  Mr Harland stated that he understood that the PC is responsible for the drive from the road to the edge of the car park and that the Football Club is responsible for maintenance of the car park.  The third issue raised in the letter stated that as the FC has now been promoted to a higher standard of football, the club would like to lay a concrete path on the west side of the pitch to enable the club to reach the next level of league.  The Parish Council decided that the Clerk write to the FC to request a meeting between 2/3 officers of the club and Mr Harland, Mr Bedford, Mrs Foden (representing A&A) with the Clerk to discuss these matters and an agreement between the FC and SPC.
9.5    Any other matters:
9.5.1    Circus on the Playing Field.  Mr Harland raised the condition of the playing field following its use by the circus in the recent wet weather.  The football club have offered to use their large roller to try to flatten the ground.  Mr Malir has photographed the playing field to record the damage.  The Clerk was asked to write to the circus and enquire whether they have insurance to repair the damage.  In addition, the Clerk was asked to write to the Clerk of Southbourne Parish Council, who suffered similar damage when the circus visited their recreation ground.  The Clerk will keep councillors informed.
9.5.2    Mrs Foden raised the long grass on the Recreation Ground.  Mr Harland stated that the FC had intended to cut the grass before the visit by the circus but had been asked not to do so by the circus so that circus personnel did not tramp cut grass in to their caravans.  It is now difficult to mow due to the damage to the ground.
10.    Memorial Playing Field
10.1    Meeting with parishioner.
Mr Harland stated that the Council was very grateful to Mr Albrecht for legal advice given to the Council at their meeting on 4th July.  Following the discussion under 10.4 above, Mr Harland suggested that he, Mr Bedford and Mrs Foden, together with the Clerk, meet to review the notes from the meeting with Mr Albrecht, consider his legal advice and outline possible proposals to put to the FC at a meeting.  The Clerk will then set up a meeting between officers of the Football Club, 3 representatives from the Parish Council and the Clerk to seek a way forward on an agreement.  (See also 10.4 above)

11.    Highways, footpaths and cycleways
11.1    TRO for 30 mph on B2145 and B2201.  Mr Bedford stated that the petition had been put to the South Chichester CLC at their last meeting.  The petition also included the 50 mph section up to Brimfast Lane, and Rookery Lane/Mill Lane.  Advice had been received not to widen the application to include other roads as this would delay the application and thus make it impossible to use the Section 106 money to expedite the process.  It is hoped that this application will be fast tracked.  The application is currently with officers of WSCC and Cllr Whitehead, who promoted and supported the application will keep the PC informed.
11.2    Flooding.  Response to letter from WSCC.  Mrs Louise Goldsmith had asked the PC to put in writing all areas considered to be flood areas.  These include Highleigh, the Challens area of Church Lane, Church Farm Lane by the pond, the outflow by the petrol station, top of Rotten Row, top of Keynor Lane, Rookery Lane and Chalder Lane.  Mr Harland asked if councillors knew of any properties flooded recently.  Councillors knew of only two properties.  The Clerk will respond to the letter from WSCC.  Mrs Smart informed the PC that a map has been drawn up showing the flood areas.  Mr Harland thanked Cllr Whitehead for coming to Sidlesham following the flooding to take photographs.  Mr Bedford added that the proposed work on Florence Pond includes the building of a weir and suggested that this should be investigated by an engineer with a view to the effect this may have on flooding in the area.
12.    Finance
12.1    Income
12.1.1    Cheque received from Circus  £500
12.2    Payments from Community Playground Grant
12.2.1  V Foden (Playmosaic paid by V Foden)  £120.00
12.3     Payments made since last meeting
12.3.1  H B Collins (strimming & litter picking)  £316.80
12.3.2    M H Kennedy  (grass mowing)   £106.08
12.3.3    T MacIntyre (Fed-May expenses)  £131.83
12.3.4    Came & Company (annual insurance)  £870.73
12.3.5    A Harland (Printer paper for Parish Meeting)   £7.35
12.3.6    T MacIntyre (May salary)   £416.63
12.3.7    K Cruttenden (Work on Playing Field Trees)   £400.00
12.3.8    Sidlesham Festival  £100.00
12.3.9    R Hall (Keys)   £12.00
12.3.10 F Fields (Audit)   £75.00
12.3.11 M H Kennedy (Grass mowing)  £212.16
12.3.12 Sidlesham PCC (Hall hire)   £118.13
12.3.13 H M Revenue & Customs (Clerk’s tax)  £88.00
12.3.14 T MacIntyre (June salary)   £416.43
12.3.15 Access-by Design (annual fee for website)   £144.00
Mrs Tull proposed and Mrs Smart seconded that items 12.1 to 12.3.15 be taken en bloc.  All Councillors agreed.
12.4     The Clerk had received a letter from Mr Hall concerning the refurbishment of the bench from Florence Pond.  The work needed to complete the work will involve a cost of £60 for the manufacture of a new seat and £16 for other expenses such as new mounting bolts.  Councillors unanimously approved these costs.
12.5    Request for donation from Manhood Peninsula Partnership.  Mrs Pound proposed and Mrs Tull seconded that the PC donate £100 to the Manhood Peninsula Partnership.  The vote was unanimous.
12.6    Sidlesham Community Association funds.  Mrs Pound informed the PC that the Sidlesham Community Association is in the process of forming a constitution and that, until the association has been ratified, it is unable to open its own bank account.  Mrs Pound requested that, should the association apply to the Small Grants Funding Committee at CDC, the PC’s bank account be specified as the bank into which any grant should be deposited and the association’s funds then be managed by the Clerk until they open their own bank account.  All Councillors agreed.
12.7    Quote from Play Inspection Company to inspect playground (£125+VAT). It had been agreed at the last PC meeting that the PC use a different company to conduct the inspection this year.  The quote had been circulated to Councillors and all councillors agreed.
13.    Code of Conduct
CDC is drawing up a new Code of Conduct under the Localism Bill.  CDC recommends that all parish councils conform to this new Code of Conduct and Mr Harland recommended that the Sidlesham PC adopt this document when it is published.  This is expected to be in September.  All councillors agreed.
14.    Referral Panel  (PB)
Mr Bedford circulated a document outlining the terms of reference for a Referral Panel.  Mr Bedford asked that councillors study the document and send their comments to the Clerk.  The document will then be revised and circulated again.
Mrs Pound presented the Chairman with a letter signed by herself and Mrs Hall requesting an Extra-ordinary Meeting of the Parish Council.  The Clerk was asked to book the hall and set up a meeting for Wednesday, 25th July 2012.
15.    Reports
15.1    Peninsula Community Forum – (AH)
Mr Harland reported that he, Mr Bedford and Mrs Tull had attended the Peninsula Community Forum meeting. Following recent flooding on the Manhood Peninsula, this was the main item on the agenda with the emphasis on flooding on the Western side of the Peninsula.  Mrs Tull stated that the Environment Agency is to conduct a major investigation into the flooding, employing consultants, and will look into the Medmerry scheme to establish whether the scheme has had any adverse effect.
CDC had suggested changes to the forums, one of which would result in Oving moving outside this Community Forum.  Suggestions for change included the Peninsula Community Forum meetings being chaired in future by a District Councillor, other local bodies to be invited to join Manhood meetings and the public be invited to attend meetings. The Manhood Peninsula Forum felt that these meetings were for local Parish Councils to talk about local issues, and therefore in general opposed the proposals other than the move of Oving PC to an alternative Forum.
15.2    Pagham Harbour (AH/ES)
A report on the meeting had been circulated.   This was the first meeting of the organisation with the RSPB and WSCC.  19 Questions were tabled in advance, and answered and Mrs Smart has notes on those questions.  The new boating code of conduct is still to be finalised.  Full minutes of the meeting will be circulated when available.
15.4    Medmerry STAG.  A meeting has taken place but Mrs Pound, due to not being informed of the meeting, had not attended.  Mrs Pound has asked to be sent the minutes which she will circulate to councillors.
15.5    Chichester District Association of Local Councils.  Mr Bedford had attended the meeting.  The main item was the letter setting out arrangements for liaison between councils regarding applications for 25 houses or more.
15.6     South Chichester Local Committee. Mr Bedford attended the meeting and will write a report on the meeting to be circulated to Councillors.
16.     Correspondence.
The Clerk read out a letter from Mr Pound thanking the PC for their contribution to the   Sidolympics run by the Sidlesham Festival Committee.
17.    Matters of urgent public importance.
Mr Malir asked that there be a deadline of three days before a meeting for all supporting documentation to be circulated.  The Clerk was asked to collect the material and then circulate to councillors in one block.  There may be exceptions but as a general rule councillors were asked to ensure that the Clerk has all reports by the end of Thursday of the preceding week.
18.    Matters of Information.  None

Meeting closed at 10.40pm

Present: Mr A Harland (Chairman), Mr P Bedford, Mrs P Tull, Mrs C Ranjbar, Mrs C Hall, Mrs E Smart, Mr A Malir, Mrs D Pound and Mrs V Foden.
Clerk (Mrs T MacIntyre) and 15 members of the public.

The chairman opened the meeting by reading out the formal request in writing to the chairman made by Councillors Mrs Pound and Mrs Hall to call this Extra-ordinary Parish Council Meeting.

1.       Apologies:  None

2.        Vote of no confidence in the Chairman of Sidlesham Parish Council

Mrs Pound read a statement withdrawing her proposal for a vote of no confidence in the Chairman.

Mrs Tull asked Mrs Pound whether this was a final withdrawal of the proposal or did Mrs Pound intend to defer the matter to a later date.   Mrs Pound replied that the motion was withdrawn; she had no intention of raising it at a later date.

A short discussion followed in which Mr Bedford was asked why the Referral Panel could not have acted sooner to avoid this meeting.  Mr Bedford replied that the Referral Panel’s Terms of Reference have not been agreed and that there had not been time to do so.  Mr Bedford had, however, in his capacity as vice chairman, done all he could to mediate in this matter.

Mrs Tull asked Mrs Hall, who had seconded Mrs Pound’s proposal, whether she intended this to be a final withdrawal of the proposal.  Mrs Hall replied that she did.

Meeting closed at 6.43pm