YAPTON PARISH COUNCIL

13 January 2003 - At a meeting of the Parish Council held at the Yapton & Ford Village Hall.

Present: Mr Fellows (Chairman), Mr Caiger, Mr Coe, Mr Faulkner, Mr Haymes and Mrs Palmer.

Also present: District Councillors Mrs Goad and Mr Matthews, Mr Tansley (Clerk of the Council) and 2 members of the public.

Apologies for absence were received from Mr Boxall, Mr Ranceford-Hadley, Mr Rowlandson, Mr Tompsett and County Councillor Mrs Freeman.

MEMBERSHIP

1. The Chairman reported that unfortunately Mr Ranceford-Hadley was very unwell and had recently been re-admitted to hospital. The members asked that their warmest best wishes be conveyed to him.

CODE OF CONDUCT FOR PARISH COUNCILS

2. With reference to minutes 141-143/2002, Mr Faulkner signed the written undertaking to observe the Parish Council's Code of Conduct.

MINUTES

3. Resolved - That the minutes of the meeting held on 4 November 2002 be approved as a correct record and that they be signed by the Chairman.

MATTERS ARISING

Plant a Bulb Scheme 2002 (minute 146/2002)

4. Mr Caiger reported that with the help of volunteers the bulbs had all now been planted.

Downview Way - footway barrier to car park (minute 147/2002)

5. The Clerk advised that because of priority maintenance work to deal with flooding, the Highways Department had had to defer the installation of the barrier until the new financial year.

Siting of recycling bins in Yapton (minute 153/2002)

6. District Councillor Mrs Goad advised that she had spoken to the officer concerned and the District Council were now investigating the possibility of locating the recycling bins in the parking area at the front of the Youth Club in Main Road, Yapton.

Wreath Laying Service at the Commemorative Garden, Ford (minute 156d/2002)

7. Mr Haymes advised that he had attended the Remembrance Ceremony on 10 November and laid a wreath on behalf of the Parish Council. The ceremony had been very well attended. This year, for the first time, Scouts, Cubs and Beavers from the 1st Yapton & Ford Group had been present to form a guard of honour.

Yapton Community Pre-school - outdoor play area (minute 156e/2002)

8. The Chairman reported that following a meeting with representatives from the Pre-school, the Clerk had obtained a quotation for tarmacing and fencing an area outside the storage accommodation on the playing field and this had been forwarded to the Pre-school for their consideration.

Parking restrictions outside Yapton CE Primary School (minute 156i/2002)

9. It was reported that the new road markings outside the school had been completed earlier in the day.

Freedom of Information Act 2000 (minute 158/2002)

10. The Clerk reported that he had heard from the Information Commissioner that the model scheme adopted by the Parish Council at the last meeting had been accepted. Arrangements had been made for details of the documents available under the adopted scheme to be published on the Council's website and noticeboard.

Future visits to Yapton by Coles Fair (minute 162/2002)

11. Following discussion, it was agreed that the Clerk should relay to Mr Cole the concerns expressed this year about the noise, the level of supervision and siting of the rides close to the village hall, with a view to seeing whether a satisfactory solution could be found to these problems. It was recognised that the fair had been a feature of village life over very many years and there was a general consensus of opinion that if possible the visits should continue.

Village Hall - grant towards new heating system (minute 164/2002)

12. Mr Faulkner advised that he was preparing an application for funding of a replacement central heating system for the village hall to the Countryside Agency under their "Vital Villages" grant scheme.

DISTRICT COUNCILLORS REPORTS

13. District Councillor Mrs Goad reported that she had been pursuing both with the District and County Council officers a problem that had arisen with the build-up of rubbish and litter in the ditch adjoining Victoria Villas in Bilsham Road. The Clerk advised that he too had been in contact with the District Council who had indicated that they would need first to ascertain whether the ditch in question was "maintained at public expense".

14. The Parish Council agreed that the Clerk should reiterate to the District Council the previous concerns expressed about the nuisance and health hazard the litter was causing and if no solution was forthcoming, arrangements should be made to engage a contractor to clear the area and recharge the cost to the District Council.

15. District Councillor Mr Matthews reported on good feedback from staff and residents at Warmere Court about the project undertaken by the Parish Council to resurface the car park and provide a new children's play area adjacent to the home. Mr Caiger indicated however that he personally had received contradictory reports from certain of the staff.

CORRESPONDENCE

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

a) The Countryside Agency - advising that the Countryside Agency's Board had agreed to make a South Downs National Park Designation Order. Maps depicting the boundary agreed by the Board and a written description of the boundary were to be placed on deposit with the Order from 27 January 2003 to 28 February 2003. Any representations had to be made within the deposit period.

b) Arun District Council - Village Centre Enhancement Scheme 2002/2003. The Council endorsed the action taken by the Clerk, in consultation with the Chairman, to submit a bid for funding a skateboard facility and further landscaping for the large car park. The Council noted that the possibility of a grant from the Seagull Trust was also being pursued.

c) Resident of Downview Way - proposed skateboard facility. The Council had before them and noted the concerns expressed by a local resident about the proposed siting for the new skateboard facility. Members agreed that no final decision could be made about the siting until the necessary funding was in place and it was definite that the project would go ahead.

d) Arun District Council - introducing the launch of the Arun Community Wardens scheme. Members were circulated with a copy of the aims and objectives on the scheme.

e) Arun District Council - enclosing a copy of the Council's Housing Strategy 2003 - 2008.

f) WSCC Rights of Way Manager - various queries regarding footpaths No 153 and 166. The Council agreed that the Clerk should reply following consultation with Mr Caiger.

PLANNING

17. The Council had before them and received details of the planning decisions made by Arun District Council in November/ December 2002 (copy attached to minute book).

18. With reference to Y/39/01 (renewal of temporary permission for the use of former agricultural buildings for business and/or storage use), Mr Caiger stated that some 8 industrial units had recently been established in the former greenhouses on the Orchard Nursery site. Details would be passed to the Clerk to check whether planning permission had been granted for these units.

19. The Council noted that the recent appeals by Mr D R Michell against the decision of Arun District Council to grant outline planning permission for the development of two or four houses at Church House in Church Lane, Yapton had both been dismissed by the Inspector.

PLAYING FIELD

20. Mr Coe reported that moles and youngsters riding motorbikes were still proving a nuisance on the field.

Grass cutting contract 2003

21. Resolved - That the contract for grass cutting be awarded to M H Kennedy & Son Ltd for the 2003 season on the same basis as last year, ie with cutting normally being undertaken on a fortnightly basis with additional cuts, as necessary, being authorised by the Clerk in consultation with Mr Coe.

VILLAGE HALL REPRESENTATIVES

22. Disabled access at the side entrance to the village hall was still required. The Clerk would remind Philips Chartered Surveyors of the need to obtain estimates.

FINANCE

Financial Regulations

23. The Council had before them and considered a set of draft financial regulations which had been prepared by the Clerk based on updated guidance issued recently by the National Association of Local Councils and taking into account the existing procedures followed by Yapton Parish Council.

24. Resolved - That the set of financial regulations as prepared by the Clerk be adopted by the Parish Council (copy attached to minute book).

Precept for 2003/2004

25. The Council had before them and considered the revised estimates for 2002/2003 and the estimates of expenditure for 2003/2004 and to fix the precept for the next financial year (copy attached to minute book).

26. Resolved - That the Council precept for the sum of £30,000 for 2003/2004 to cover (a) the estimated cost of maintaining existing services and (b) the additional items of expenditure as set out in section 5 of the accompanying notes, with new street lamps in Loveys Road and Foundry Road being substituted for the lamps proposed for Tack Lee Road.

Financial Statements

27. Resolved - That the financial statements for the months of November and December 2002 be adopted (copies attached to minute book).

ANY OTHER BUSINESS

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

a) District Councillor Jean Goad advised that as a result of the electoral review and change of boundaries, after 17 years service as a district councillor she would no longer be representing Yapton following the elections in May, The Chairman paid tribute to Mrs Goad's dedication, interest and support for the parish of Yapton over the years. His comments were warmly endorsed by the Council.

b) The Council noted that in the Parish Council elections in May, Hoe Lane would be separately warded for election purposes, with 1 member being elected to cover Hoe Lane and 9 members for the remainder of the Parish.

c) Mr Haymes asked whether there had been any progress on the proposed one-way road system for Foundry Road. Mrs Goad offered to check on the position.

d) Mr Haymes reported on the matters discussed at the meeting of the Downland Area Committee held on 2 December 2002.

e) Mr Caiger reported two street lights were not working.

f) Mr Caiger advised that the Canal footpath had been closed for 2 weeks whilst two diseased elms were removed.

g) Mr Caiger advised that the problem with the dropped kerb in Canal Road was still unresolved.

h) A member of the public asked whether the Parish Council had any plans to publish a newsletter for local residents. The Chairman commented that the meetings of the Council were usually fully reported in the Bognor Regis Observer and the Church Magazine and the minutes of all meetings were published on the website as well as being made available in the village Co-op Store.

i) Mrs Palmer stated that this would probably be her last meeting as she and her husband would be moving shortly to France. The Chairman warmly thanked Mrs Palmer for her valuable services and the interest in she had shown in Council affairs as well as the local community since her appointment to the Council in January 1996.

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

CHAIRMAN