YAPTON PARISH COUNCIL

11 March 2002 - At a meeting of the Parish Council held at the Yapton & Ford Village Hall.

Present: Mr Fellows (Chairman), Mr Boxall, Mr Bryant, Mr Caiger, Mr Coe, Mr Haymes,
Mrs Palmer, Mr Ranceford-Hadley and Mr Tompsett.

Also present: Mrs Freeman (County Councillor), Mrs Goad (District Councillor), Mr Tansley (Clerk of the Council) and 8 members of the public.

Apologies for absence were received from Mr Rowlandson (Parish Councillor) and Mr Matthews (District Councillor).

CODE OF CONDUCT FOR PARISH COUNCILS

26. With reference to minute 15e/2002, all members signed the written undertaking to observe the Code of Conduct which had been approved at the last meeting.

MINUTES

27. Resolved - That the minutes of the meeting held on 14 January 2002 be approved as a correct record and that they be signed by the Chairman.

MATTERS ARISING

The Queen's Golden Jubilee Celebrations - Commemoration Beakers (minute 9/2002)

28. Members were pleased to hear that the County Council had recently approved a grant of £500.00 towards the cost of the Golden Jubilee beakers.

Year End Final Accounts 2000/2001(minute 20/2002)

29. The Clerk reported that the District Audit had completed the audit of the Parish Council's accounts and everything was found to be satisfactory.

Canal Road - Dropped Kerb (minute 24/2002)

30. The Clerk reported on legal action being taken by the County Council to resolve the situation.

COUNTY AND DISTRICT COUNCILLORS REPORTS

31. Mrs Freeman (County Councillor) was delighted to hear that the County Council had agreed to make a maximum contribution towards the cost of the beakers from their Golden Jubilee Celebrations budget. Mrs Goad (District Councillor) commented on the widespread criticism of a survey by the Countryside Agency in which many Parish Councils had been categorised as "sleeping". The Clerk advised that he understood the survey had been a selective one and Yapton amongst other Parish Councils had not been included.

CORRESPONDENCE

32. Receipt of the following correspondence was reported by the Clerk and action agreed as indicated:-

a) Local Government Commission for England - Periodic Electoral Review of Arun. The Commission had considered the representations received during the initial stage of the Arun review. It was noted that the Commission's draft recommendations included (i) provision for Hoe Lane to become part of a new Felpham East ward for District Council election purposes and (ii) for Yapton Parish Council to continue to comprise ten parish councillors but for the Parish to be split into two wards: Hoe Lane (returning one councillor) and Yapton Village (returning nine councillors). Having considered these recommendations and the supporting documentation, the Council decided not to make any further representations to the Commission.

b) West Sussex County Council - The Old Post Office, Main Road, Yapton (copy attached to minute book). It was noted the Clerk had since heard that the County Secretary was proposing to write to the proprietor requesting that the footway outside the Old Post Office premises be cleared of all items for sale. The Council looked forward to an early resolution of this longstanding problem.

c) West Sussex County Council - Public Rights of Way. Reporting on the recent work undertaken by the maintenance gang in the parish.

d) West Sussex Tree Wardens - Agreement to volunteer to be an additional tree warden for Yapton. The Council were pleased to agree to Mrs Collins being appointed as a second tree warden for the village.

e) Arun District Council - Biodiversity Forum. Enclosing details of the agenda for the next forum and the minutes of the last meeting and asking if "there is a more direct contact I can make with your Council in terms of a Councillor who has a particular interest in biodiversity or environmental issues to whom you might like this information sent in the future".

f) Arun District Council - Invitation to attend Chairman's Charity Dinner and Dance at the Hilton Avisford Park Hotel on Friday 19 April 2002 at 7.30 pm.

g) Arun Co-ordinated Community Transport, Littlehampton - request for financial support (deferred from last meeting). The Council approved a grant of £60.00.

h) St Richard's Hospital, Chichester - Offer by the Chief Executive to attend a future meeting of the Parish Council to talk about the hospital services and the MRI Scanner Appeal. The Council approved a grant of £50.00 towards the appeal.
i) Yapton & Ford Village Hall Management Committee - letter of thanks for the Council's contribution towards the recent Fund Raising Golden Jubilee/Valentine Dance

VILLAGE HALL
EXTERNAL MAINTENANCE PROGRAMME 2002/2003

33. The Clerk reported on the costings obtained by Philip Acton, Buildings Maintenance Surveyor, for the programme of external maintenance proposed for the village hall in 2002.

34. Resolved - That the maintenance work outlined should proceed subject to (a) checking whether a further coating of anti-climb paint (as quoted) was still required for the storage shed (b) asking Mr Acton to check on the structural conditional of the bin-store and (c) competitive estimates being obtained for all the work involved.

PROJECT FOR NEW CHILDREN'S PLAY AREA AND RESURFACING OF LARGE CAR PARK

35. With reference to minutes 2-7/2002, the Council had before them and considered a copy of a letter from Philip Acton, Buildings Maintenance Surveyor, together with plans for the new children's play area and a provisional budget breakdown prepared by the Clerk (copies attached to minute book).

36. The Clerk advised that Tony Hammond from Arun District Council had indicated that he was happy with the proposed site for the relocation of the recycling bins on the playing field. Mr Hammond would be making arrangements for plans to be drawn up which would incorporate an appropriate surface for the new site as well as landscaping of the area. The detailed proposals and plans would be agreed with the Parish Council and the full cost of the relocation works would be borne by the District Council. The importance of ensuring that the recycling vehicles did not cause damage to the surface of the access road was recognised.

37. As far as the financing was concerned, the Council noted whilst that funding for the children play area was secure, Government approval to the proposed loan to cover the cost of the resurfacing was still awaited.

38. In the ensuing discussion it was agreed that estimates based on alternative specifications for fencing of the children's play area should be obtained. It was also considered desirable that security lighting for the children's play area by the provision of two street lights should be incorporated into the project.

39. Resolved -

a) That proposals for play equipment and associated safety surface works as prepared by Playdale Ltd be accepted subject to further discussions with the Company on the detail and location of the equipment
to be provided;

b) That Philips Chartered Surveyors be engaged to manage the project (excluding the installation of the new children's play equipment and the removal of the existing play equipment and making good) in accordance with the terms set out in their letter dated 8 February 2002;

c) That the project be linked to the Queen's Golden Jubilee Year by naming the new play area "The Golden Jubilee Children's Play Area".

PLANNING COMMITTEE

40. The Council had before them and received (a) the minutes of meetings of the Planning Committee held on 18 and 31 January and 6 and 19 February 2002 (copies attached to minute book) and (b) details of the decisions made by Arun District Council in January/February 2002 on planning applications for Yapton (copy attached to minute book).

PLAYING FIELD

41. Mr Coe reported that there was still a problem with moles on the playing field.

42. The Clerk reported on the quotations received for grass cutting for the 2002 season.

43. Resolved - That the contract for grass cutting be awarded to M H Kennedy for the 2002 season on the basis that normally the cutting would be undertaken on a fortnightly basis with additional cuts, as necessary, being authorised by the Clerk in consultation with Mr Coe.

44. It was agreed that Mr Kennedy should be asked to arrange for a coil of chain link fencing which had been dumped on the field to be removed and for the field to be rolled at the start of the season.

45. Resolved - That the contract for litter collection in the village be awarded to Mrs B J Gomersall for a further year.

46. The Council recorded their appreciation to Mrs Gomersall for her dedicated and excellent work.

ALLOTMENTS

47. Mr Caiger reported that at the start of the year 6½ plots had been vacant. 4 of these had recently been let and it was hoped to find new tenants for the remaining 2½ plots shortly.

48. Resolved - That the annual rental for a 5 rod plot on the Cinders Lane Allotment site remain at £15.00 for the year commencing 1 April 2002.

VILLAGE HALL REPRESENTATIVES

49. The recent fund-raising dance had been a great success with over £600.00 being raised. It was agreed that the Council, in consultation with the Social Services Department, should obtain an estimate to provide for wheelchair access to the side entrance door to the village hall.

FINANCE

50. Resolved -

a) That the Chairman's action in approving a grant of £15.00 to the Yapton & Ford Village Hall towards the cost of organising the fund-raising dance on 9 February 2002, be approved;

b) That the financial statements for January and February 2002 be adopted (copies attached to minute book);

c) That the subscription of £14.99 per month to the Tiscali ISP (Internet Service Provider) be paid by the Parish Council.

ANY OTHER BUSINESS

51. The following matters/concerns were raised by Councillors and members of the public present at the meeting:

a) Mr Caiger reported that there was a need for the new Parish Council street lights on the Loveys Estate to be numbered;

b) Mr Haymes reported that because of duplication of work proposals were being considered to amalgamate the County Council's Downland Area Committee with the District Council's Downland Area Partnership Panel to form a Downland Area Joint Committee;

c) Mr Coe reported that the Yapton Football Club were 2nd in the league in their first season in the West Sussex Premier Division. The Council asked that their congratulations be conveyed to the club.

d) Mr Ranceford-Hadley reported that the direction pointer "To the Church" which was situated on the roadside verge in North End Road (ooposite the entrance to Church Lane) had been broken off from its metal post.

e) Mrs Freeman reported that a street light (column no 7) in Goodhew Close was not working.

52. It was agreed that follow-up action with regard to the matters raised should be taken by the Clerk as appropriate.

CHAIRMAN