Sidlesham Parish Council.

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Hand-drawn Sidlesham signpost with lapwing bird.

Minutes of Statutory Annual Parish Council Meeting 17th May 2017

Statutory Annual Parish Council Meeting to be held on
Wednesday 17th May 2017 in the Church Hall, Church Farm Lane at 7.30 pm

Present:  Mrs C Ranjbar (Vice-Chairman), Mr P Bedford, Mr A Harland, Mrs C Hall, Mrs M Monnington, Dr F Lewis and Mrs D Pound.
Cllr P Montyn (WSCC), Cllr P Tull (CDC), 2 members of the public and the Clerk, Mrs T MacIntyre.
Members of the council and the public were informed that the evening’s meeting would be recorded.

1.    Election of Chairman.  Mrs Ranjbar called for nominations for the position of Chairman.  Mr Harland proposed that Mr Mellodey continue as Chairman and Mrs Monnington seconded the proposal.  Mr Mellodey was elected unanimously.
2.   Election of Vice Chairman.  Mr Harland proposed that Mrs Ranjbar continue as Vice Chairman, Mrs Hall seconded the proposal and Mrs Ranjbar was elected unanimously.
3.     Questions from the public present at the meeting on subjects other than those on the agenda.    None.
4.     Apologies for Absence:  Mr M Mellodey and Mrs U Pearce.
5.     Election of Chairman of Planning Committee.  Mrs Hall proposed that Mr Bedford continue as Chairman of the Planning Committee.  Dr Lewis seconded the proposal and all agreed.
6.         Members, Representatives and other appointments.
6.1     Planning Committee.  It was proposed that all members of the PC remain on the Planning Committee.  Mrs Pound stated that she did not wish to be a member of the Planning Committee.  All agreed that all Councillors, except Mrs Pound, form the Planning Committee.
6.2     Finance Work Group.  In addition to the Chairman and Vice Chairman, who sit ex-officio, it was agreed unanimously that Mrs Hall and Mr Harland serve on the Finance Work Group.
6.3    Appoint Parish Council Accounts Monitor.  Mr Harland offered to continue in his role as Parish Council Accounts Monitor and this was agreed unanimously.
6.4    Appoint signatories for bank mandate.  It was agreed unanimously that Mr Mellodey, Mrs Ranjbar and Mr Harland remain as signatories on bank transactions.
6.5     Assets and Amenities Work Group.  It was agreed unanimously that Mrs Hall, Dr Lewis, Mrs Ranjbar and Mrs Pearce continue on the Assets and Amenities Work Group.
6.6    Village Plan Work Group.  It was proposed that Mr Bedford act as co-ordinator initially but that the appointment of other members of the Work Group be deferred.  The Work Group should also include members of the public.  Mrs Hall offered to help with a Village Plan. Work Group.  Mr Harland endorsed Mr Bedford’s appointment as co-ordinator and all agreed.
6.7    Memorial Playing Field Work Group.  Mrs Ranjbar proposed that Mr Mellodey, Mr Bedford and Mrs Monnington, continue as members of the Work Group; Mrs Hall seconded the proposal and all agreed.
6.8     Representative to Pagham Harbour Local Nature Reserve Community Meetings. Mrs Monnington offered to continue to represent SPC at Pagham Harbour LNRC Meetings and all agreed.
6.9     Representative to Chichester District Association of Local Councils. (CDALC).  Mr Bedford will represent SPC at CDALC meetings.  If Mr Bedford is unavailable, Mr Harland will attend.  All agreed.
6.10     Representatives to Peninsula Community Forum. Mr Mellodey and Mrs Pearce will represent SPC at meetings of the Peninsula Community Forum.  All agreed.
6.11    Representative to Medmerry STAG.  The Clerk was asked to establish that Medmerry STAG is still in operation.  If it is, Dr Lewis will attend meetings.
6.12    Representative to Pagham Harbour and Coastal Issues Group.  Mr Harland will attend meetings for SPC.  All agreed
6.13    Approve membership of SSALC and appoint representative.  All agreed;  Mrs Pound will represent SPC at SSALC meetings.
6.14    Representative to Flood and Land Drainage Group.  Mr Bedford is, independently, Chairman of the Flood and Land Drainage Group. Mrs Monnington will represent SPC at meetings.  All agreed.
6.15    Representative to Ferry Farm Solar Community Company.  Mrs Pound and Dr Lewis will attend meetings.  The organisation will be reviewed after one year.
7.    Declarations by councillors of personal interests in items on this agenda.
7.1  Mrs Pound declared an interest in Item 16.
8.    Minutes of the Parish Council Meeting held on 19th April  2017 to be signed as a correct record.  Mr Harland proposed and Mrs Hall seconded that the minutes be signed.  6 agreed with 1 abstention.
9.    Matters arising from the above minutes not dealt with in separate items below.    None.
10.    WSCC Councillor.
Cllr Montyn was welcomed as Sidlesham’s new County Councillor and congratulated him on his election.  Cllr Montyn reported on WSCC’s Annual Meeting at which Cabinet posts were decided.   Cllr Lional Barnard was elected Chairman and Mrs Louise Goldsmith will remain as Leader of the Council.  Cllr Montyn was elected Chairman of Performance and Finance Committee.
The new Operation Watershed fund is ready for applications.
The first Local County Committee Meeting will be held on 27th June 2017.
11.    CDC Councillor
Cllr Tull reported on CDC’s Annual Meeting.  Cllr E Hamilton was elected Chairman of CDC and Cllr Tull will continue as Chairman of Corporate Governance and Audit Committee. Two District Councillors will stand for parliament in the General Election on 8th June. The Conservative candidate is to hold public meetings in North Mundham village hall on 18th May 2017 at 7.30 and Donnington village hall on the 27th May at 11 am. Other meetings have been arranged, the last of which will be in St Paul’s Church, Chichester on Monday, 5th June 2017.
12.     Highways, footpaths and cycleways.
12.1   Broken finger post on junction of Highleigh Road and Rotten Row.
The Clerk had circulated a quotation for £250.00 from Mr P Carver to repair the finger post on the corner of Highleigh Road and Rotten Row.  All agreed that the Clerk contact Mr Carver to carry out the work.
12.2   Mr Bedford reported that the metal back to the bus shelter on Dyers Corner has been kicked and dented.  The Clerk was asked to enquire about the cost of replacement panels for the shelter.
12.3   Mrs Monnington raised the parking near Sidlesham Primary School.  The new zigzag markings to the side of the road have resulted in cars parking on the bend.  This was considered dangerous as drivers cannot see round the corner and the road is regularly used by large lorries and tractors.  The headmistress of the school has expressed concern and reported the matter to the police.  Double yellow lines are urgently required on that corner and Clerk was asked to write to Highways to report the matter.
13.      Memorial Playing Field
13.1    Structural Survey of foundations of clubhouse on Memorial Playing Field.
The PC awaits the report from the surveyor.
13.2    Cover for lock on Barrier Gate
The Clerk had circulated a quotation for £160.00 + VAT from Osborne Fabrications (who built and installed the gate) to manufacture and fit a cover over the lock.  All agreed that it was necessary to make it difficult for anyone to cut through the lock.  The Clerk was asked to confirm the PC’s acceptance of the quotation.
14.     Assets and Amenities Workgroup
14.1  The new grass laid on the Memorial Playing Field for the junior pitch has inadequate fencing and children have been seen playing on the new grass.  The Clerk was asked to write to Burley’s to ask that they install stronger fencing.
14.2   The Clerk had made enquiries regarding the cost of 4 sticky back posters asking people to take their rubbish home.  This would be attached to each side of the bin at the playground. All agreed that the Clerk should order the posters.
14.3   Mr Bedford raised the fence erected on the Memorial Playing Field along the ditch by a resident of Keynor Lane.  The Clerk has spoken to the parishioner and arranged a meeting for 25th June 2017 with Mr Mellodey and Mr Bedford.
15.   A27 Community Workshop.  A meeting has been arranged between Mr Mellodey, Mr Baker (Chairman of Hunston PC) and Ms Turnbull (Chairman of North Mundham and Runcton) to discuss a united approach to present at the WSCC A27 Workshop.
16.   Ferry Farm Community Grant Fund.  Discussed under Item 6.15.
17.   Bi-annual PC Newsletter.  Mrs Ranjbar suggested that councillors consider publishing and circulating a bi-annual PC newsletter.  The letter should be no more than 2 sides of A4 and include PC news and useful contact numbers.  Mrs Ranjbar offered to bring an example and asked that the PC and the Clerk enquire about other examples. Councillors supported the suggestion.
18.   Finance
18.1    Income
18.1.1    CDC (CIL Payment) £625.48
18.2    Payments
18.2.1    T MacIntyre (April salary) £504.16
18.2.2    Mrs F Field (Annual audit) £80.00
Mr Harland proposed that the PC approve Items 18.1.1 to 18.2.2 en bloc.  All councillors agreed.
18.3    Approve Annual Governance Statement (Section 1 of Annual Return).  The Statement had been circulated and all councillors agreed.
18.4    Approve Accounts and Annual Return for 2016-2017.
The end-of-year accounts, having been examined by the PC Accounts Monitor and audited by Mrs F Fields (internal auditor) had been circulated by the Clerk. Mrs Ranjbar proposed and Mr Harland seconded that the PC approve the Annual Return and attachments for the financial year 1st April 2016 to 31st March 2017.  All councillors agreed.
18.5    Appoint Mrs F Fields as Internal Auditor for 2017/18 at cost of £85.  Mrs Fields was reappointed unanimously.
18.6    Approve Financial Risk Document for 2017/2018.  The Clerk had amended the document to cover internet banking and it had been circulated.  Mr Harland proposed and Mrs Ranjbar seconded that the PC approve the revised document and all councillors agreed.
18.7    Approve SPC Asset Register.  The Asset Register had been circulated to councillors.  Amendments had been made to update the document.  The amended document was approved unanimously.
19.     Reports.   None
20.     Correspondence.   None
21.     Matters of urgent public importance. Items raised will stand deferred until the next meeting.  None
22.     Matters of Information.

Meeting closed at 8.55 pm