YAPTON PARISH COUNCIL

9 September 2002 - At a meeting of the Parish Council held at the Yapton & Ford Village

Hall.

Present: Mr Caiger, Mr Coe, Mr Haymes and Mr Tompsett.

Also present: District Councillor Mr Matthews, Mr Tansley (Clerk of the Council) and 6 members of the public.

Apologies for absence were received from Mr Boxall, Mr Fellows, Mrs Palmer,

Mr Ranceford-Hadley, County Councillor Mrs Freeman and District Councillor Mrs Goad.

CHAIRMAN

116. In the absence of the Chairman and Vice-Chairman, the meeting was chaired by Mr Haymes.

MEMBERSHIP

117. The Clerk reported the resignation of Mr Peter Bryant as a member of the Parish Council. The vacancy would be advertised on the Parish Council noticeboard and if there were no requests for

an election the Parish Council would be able to co-opt a person at the next meeting.

118. The Council recorded their warm appreciation of the services of Mr Bryant and the interest he had shown in Council affairs, noting particularly his valuable service as a member and past Chairman of the Planning Committee, since his appointment to the Council in May 1996.

MINUTES

119. Resolved - That the minutes of the meeting held on 8 July 2002 be approved as a correct record and that they be signed by the Chairman.

MATTERS ARISING

Vacancy for representative on Village Hall Management Committee (minute 89/2002)

120. Resolved – That the action taken by the Vice-Chairman following the last meeting, in appointing

Mr A S E Faulkner as the Parish Council’s third representative to serve on the Yapton and Ford Village Hall Management Committee, be confirmed.

Direction road sign, North End Road (minute 93/2002)

121. The Clerk advised that Mr Ted Streater who had recently retired as a signwriter had kindly agreed to provide a new sign “To St Mary’s Church” without charge. The Council asked that letter of thanks be sent to Mr Streater.

Old Canal Bridge – accumulation of tree cuttings (minute 97/2002)

122. The Clerk advised that the County Council’s Highways Department had arranged for the rubbish to be removed.

Co-op Store – Community Board (minute 114(b)/2002

123. The Clerk reported that the store had kindly arranged for a community board to be provided next to the Post Office desk. A copy of the agenda and minutes of Parish Council meetings were being displayed on the board and also sent to the Friendship Club which met at the village hall.

DISTRICT COUNCILLOR’S REPORT

124. Mr Matthews reported that he had had complaints from parents about older teenagers swearing at and pushing younger children around in the new children’s play area. Parents were also asking for a signboard restricting the age at which children could use the new equipment. Mr Matthews indicated that Arun District Council provided such boards in their play areas and they were effective. He offered to approach the Parks and Gardens Department to obtain an age restriction board for the Yapton play area.

125. Mr Matthews said that he had recently witnessed someone riding a horse over the playing field. The rider had left the field via the Church Road exit.

126. Mr Matthews reported that he had taken up with Arun District Council complaints about rubbish being deposited within the Loveys Estate.

CORRESPONDENCE

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

a) Commission for Racial Equality – advising that the amended Race Relations Act gave public authorities including parish councils a general duty to promote race equality. It was noted that an information pack giving guidance on meeting the requirements of the new legislation had been made available to all councils.

b) West Sussex County Council – enclosing the Annual Progress Report 2001/2002 on the Local Transport Plan.

c) West Sussex County Council – enclosing a draft of the County Strategy for Gypsies and Travellers in West Sussex which had been published for consultation purposes.

d) Arun District Council – Plant a Bulb Scheme 2002. The Council agreed to purchase a mixed bag of daffodils for planting in front of the Free Church premises and the grass verge near the entrance to the Twitten footpath in Church Road. Mr Caiger undertook to act as co-ordinator.

e) Arun District Council – invitation to the Chairman’s Charity Concert “A Medley of Music and Operetta” in Arundel Castle on 25 October 2002 at 7.30 pm.

f) Resident from Downview Way – New Children’s Play Area . The Council agreed that the Clerk should approach the Local Highway Engineer to pass on the residents’ request (a) for permission to plant trees in the grass verge at the hammerhead in Downview Way to screen off the car park and the new children’s play area and (b) for swing gates (or some other form of deterrent) to be erected either side of the central partition barrier and across the footpaths to deter youngsters from using the paths as a motorcycle race track.

g) Arun Neighbourhood Watch Association – request for grant-aid. The Council declined to make a grant to the Association on this occasion.

h) Yapton Young Person – request for grant-aid in connection with Youth With A Mission project. The Council commended the young person concerned on the project on which she was embarking and agreed to make a grant of £100.00 towards her expenses.

PRESENTATION OF REPLACEMENT UNION JACK FLAG

128. The Chairman reported that the Yapton Branch of the Women’s Institute had kindly presented

the Council with a replacement Union Jack to replace the one that was vandalised.

PROJECT FOR NEW CHILDREN’S PLAY AREA/RESURFACING OF CAR PARK

129. The Council had before them and considered a financial update prepared the Clerk which gave details of the final cost of the project and the funding that had been received (copy attached to minute book). It was noted that the entrance barrier to the car park was due to be erected the next day following which the project would be complete.

STANDING ORDERS

130. The Council noted that the National Association of Local Councils had recently issued updated guidance on Standing Orders and Chairmanship. It was agreed to defer consideration of the matter until the next meeting.

PLANNING

131. The Council had before them and received (a) the minutes of meetings of the Planning Committee held on 29 July and 5 and 23 August 2002 (copies attached to minute book) and (b) details of the decisions made by Arun District Council in June/July/August 2002 on planning applications for Yapton (copies attached to minute book).

132. The Council noted that the applicant had appealed against the decisions of Arun District Council to refuse outline planning permission for either 2 or 3 houses at Church House, Church Lane, Yapton. The Clerk had written to the Inspector reaffirming the Council’s strong objection to the applications.

PLAYING FIELD

133. Mr Caiger reported that youths were still continuing to ride their motorbikes around the playing field. He had spoken to PC Foster who had visited the youths concerned and spoken to their parents to issue warnings. Mr Caiger believed the police had photographic evidence identifying at least one of the youths concerned. Because of the continuing problem, the Council considered that if such photographic evidence was available the individual concerned should be prosecuted under the Council’s byelaws. The Clerk was asked to contact PC Andrews to discuss the possibility of this.

VILLAGE HALL REPRESENTATIVES

134. Mr Coe reported that there had been a problem with backing up of sewage from the village hall drains which fed into the sewer from the Youth Centre which had become blocked. The County Council were dealing with the problem. Mr Faulkner reported that there had been a reduction in private hirings of the hall. The next meeting of the Management Committee was scheduled for Thursday 12 September 2002.

FINANCE

Audit of Accounts for year ending 31 March 2002

135. The Council had before a copy of the Statement of Accounts prepared by the Responsible Financial Officer as part of the Annual Return required to be completed in connection with the new audit arrangements. It was noted that the Annual Return also included a report by the Internal Auditor (previously completed) and a Statement of Assurance which had to be signed by the Chairman on behalf of the members.

136. Resolved - That the Statement of Accounts prepared by the Responsible Financial Officer for the year ended 31 March 2002 together with the accompanying Statement of Assurance, as completed and signed by Chairman, be approved (copies attached to minute book).

Computer software

137. The Council approved the purchase of computer software for managing the Council’s accounts. It was noted that the software package, costing £115 + VAT, would provide for members a monthly report on progress of expenditure against budget, as well as meeting the requirements of the new audit arrangements in preparing final accounts ready for audit.

138. Resolved – That the financial statements for the months of July and August 2002 be adopted (copies attached to minute book).

ANY OTHER BUSINESS

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

a) There were a number of diseased and dead elm trees along the footpath at the rear of Downview road; the footpath itself was also obstructed by a section of fencing.

b) In answer to a question, Mr Matthews advised that the District Council’s Environmental Scrutiny Committee was still considering alternative locations for the siting of the recycling bins in Yapton.

c) The street lamp (YP11) at the hammerhead of Park Drive was reported as still not working.

140. Follow-up action with regard to the matters raised would be taken by the Clerk as appropriate.

CHAIRMAN