YAPTON PARISH COUNCIL

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

Present: Mr Fellows (Chairman), Mrs Barnes, Mr Caiger, Mr Coe, Mr Faulkner, Mr Haymes, Mr Jones and Mr Tompsett.

Also present: County Councillor Mrs Freeman, District Councillor Mr Matthews, Mr Tansley (Clerk of the Council) and 7 members of the public.

MEMBERSHIP

98. With reference to minutes 66 and 67/2003, the Chairman reported that there had been expressions of interest from three persons for co-option to serve as Parish Councillors, including one from a resident of Hoe Lane. As none of the interested persons were present at the meeting the Council decided to defer any decisions on co-option to fill the two remaining vacancies until the next meeting.

REPRESENTATIVE ON JOINT DOWNLAND AREA COMMITTEE

99. The Council deferred a decision on the appointment of a representative to serve on the Joint Downland Area Committee until the next meeting when it was hoped the two vacancies for co-opted members of the Council would be filled.

MINUTES

100. Resolved - That the minutes of the meeting held on 12 May 2003 be approved as a correct record and that they be signed by the Chairman.

MATTERS ARISING

Siting of recycling bins in Yapton (minutes 75/2003)

101. The Clerk reported that there had been no further developments with regard to a possible site for the recycling bins in Yapton.

Planning Application Y/39/01: Development on Orchard Nursery Site (minute 76/2003)

102. The Clerk reported that District Council's Planning Officer had confirmed that sections of the former glass houses have been converted to light industrial units and as such he considered that they required planning permission. The owner was being advised accordingly.

Canal Road - Dropped Kerb (minute 78/2003)

103. It was reported that the County Council's contractor had recently undertaken the necessary refurbishment works.

Children's Play Area - Signage (minute 80/2003)

104. The Clerk advised that appropriate signs and a nameboard for the children's play were now in place.

Finance - Computer Software (minute 81/2003)

105. The Clerk advised that the problems he had experienced with the new financial software had been resolved.

"Walking Bus" to local school (minute 83/2003)

106. County Councillor Mrs Freeman reported that she had gathered together the necessary information but had not yet had the opportunity to talk to the Headteacher about the matter.

The Countryside Agency -Parish Plans - Guidance for parish and town councils (minute 85b/2003)

107. Mr Faulkner advised that he had studied the materials provided by The Countryside Agency. Although grants of up to £5000 were available towards the cost of producing a parish plan, to undertake the necessary work involved would be a major task involving the whole community and taking, he estimated, upwards of 18 months to complete. Ideally a project manager would be needed and in the absence of volunteers to co-ordinate the work, the Council decided to defer the matter for the time being. It was noted that the proposals for Parish Plans were due to be considered at the next meeting of the Joint Downland Area Committee.

West Sussex Fire Brigade - request for contribution towards cost of SAVED scheme (minute 85i/2003)

108. The Clerk reported that there had been no response to his request for further information.

Village Friends - request for financial support (minute 85j/2003)

109. The Clerk reported that Mrs Lane, the Co-ordinator of the Village Friends, had accepted the invitation to attend tonight's meeting. However as she was not present the matter was again deferred.

Youth Shelters - proposed seminar (minute 88/2003)

110. Mr Haymes advised that the date which had originally been fixed for the seminar had unfortunately had to be cancelled.

The Twitten footpath - chicane wall (minute 96d/2003)

111. The Clerk advised that the Area Highway Engineer was in contact with the Planning Officer as the flint wall concerned was in the Conservation Area. The Council having considered the matter further decided not to pursue their request to have the wall taken down.

The Old Post Office premises - application to establish a pharmacy (minute 96e/2003)

112. The Clerk advised that the Pharmaceutical Committee of the Western Sussex Primary Care Trust had turned down the latest application to open a new pharmacy in Yapton. The decision was now subject to possible appeal.

COUNTY & DISTRICT COUNCILLORS' REPORTS

113. County Councillor Mrs Freeman reported on a numbers of matters including:

a) The recent WSCC notice for the temporary closure of Church Road for drainage works had not included the associated works taking place in Main Road which were causing significant traffic delays. Mrs Freeman would be taking the matter up with the Head of Legal Services.

b) The review of electoral boundaries had proposed for County Council election purposes that Yapton should be grouped with Middleton-on-Sea, Elmer and Clymping rather than the five villages. Mrs Freeman would be requesting a review of this proposal.

c) Mrs Freeman had written to the responsible Cabinet Member expressing her "grave concern" about the proposal by SITA to expand their waste disposal site at Ford.

d) Delays had regrettably occurred in the Rights of Ways Department responding to concerns raised by residents and the Clerk about the maintenance of footpaths in the village. The Council agreed that an estimate should be obtained from Mr Kennedy for cutting back the overgrowth along footpath 200/1 and an application should be submitted to the Rights of Way Department for a grant to cover the cost involved.

e) Severe problems with the foul water drainage system had affected a number of properties in Downview Way. It transpired that Southern Water had never adopted the drains for the properties concerned. Efforts were being made to resolve the problems and the Chairman indicated the Parish Council would be happy to assist in any way it could.

f) The recent decision of the Secretary of State not to include the A27 Arundel Bypass in a future major road improvement scheme was most regrettable.

114. District Councillor Mr Matthews advised that Verdant had recently taken over from Onyx responsibility for the District Council's refusal disposal service. Although it was early days, the experience so far was favourable with the number of complaints over service failures being halved since Verdant took over. Mr Matthews also reported that over the district as a whole there had been a very substantial increase in the number of planning applications submitted. As a result the Development Control Committee would be meeting on two consecutive days to consider all the applications.

115. District Councillor Mr Haymes reported that concerns about the congestion caused by parked vehicles at the northern end of Ford Road, Arundel, had been raised at the last meeting of the Joint Downland Area Committee. A suggestion had been put forward to ban HGVs from using this stretch of road. If implemented this could divert such traffic through Yapton and Ford and the situation needed therefore to be carefully watched.

CORRESPONDENCE

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

a) Defra (Department for Environment Food and Rural Affairs) - enclosing a copy of the guidance to accompany the Quality Parish Council Scheme. Although some reservations were expressed about the benefits of the new scheme to Yapton, on balance members agreed that it would be desirable for the Council to pursue Quality Parish Council status as soon as possible.

The Clerk advised that amongst the mandatory requirements to obtain accreditation it would be necessary as a next step for him seek "qualified status" by obtaining the newly established Certificate in Local Council Administration awarded by the Assessment and Qualification Alliance. It would also be necessary for the Council in future to publish an Annual Report as well as a regular newsletter to local people outlining the Council's activities at least four times a year.

Members agreed to consider the detailed requirements at a future meeting of the Parish Council. In the meantime it was resolved to finance the costs of the Clerk's registration fee for the Certificate in Local Council Administration and the associated training material costs.

It was also agreed that as part of the arrangements already being made to disseminate information about the work of the Council, a copy of the agenda and minutes of the Parish Council's meetings should be made available to the Evergreen Club which met on a regular basis at the Village Hall.

b) West Sussex County Council - detailing the work carried out earlier in the year by the maintenance gang on Public Rights of Way within Yapton.

c) West Sussex County Council - School Governance (Constitution)(England) Regulations 2003. The Council noted that with effect from 1 September 2003 the position of a Parish Council representative on the school governing body would cease to exist with such governors being re-designated at "community" governors. Although there would no longer be an automatic place for a parish council representative on the governing body it would still be open to the governing body itself to approach the Parish Council for nominations when a vacancy for a community governor occurred.

d) Arun District Council -consultation on suitability of polling stations used for District Council and Parish Council elections. No adverse comments were reported about the suitability of Yapton & Ford Village Hall as a polling station.

e) Arun District Council - enclosing a copy of the consultation draft of the Coastal Defence Strategy Study - River Arun to Pagham. The Chairman declared a pecuniary interest and took no part in the discussion. The Council agreed that the consultation draft should be referred to the Planning Committee for consideration.

f) Arun District Council - inviting Parishes to consider hosting a Question and Answer Session within next 12 months. The Council agreed to offer to host a future Q & A Session at the Village Hall in Yapton if a suitable date could be found.

g) Arun District Council - Plant a Bulb Scheme 2003. The Council agreed to order 200 Old English Daffodils for planting around the village. Mr Caiger undertook to act as co-ordinator.

h) West Sussex Community Broadband Society - advising that the Society's recent bid for a grant from the South East England Development Agency had been successful. The new service, which would bring a wireless broadband connection and community information services, was being promoted by leaflet drop to homes and businesses in the six villages area.

j) The Bognor Fun Bus Company Ltd - request for a one-off capital grant to enable the establishment of an Indoor Skate Centre to serve the parishes and neighbourhoods of Arun District. The Council declined to offer any financial assistance to the project.

k) Local resident - proposal for indoor Children's Youth Centre at Ford. The Council had before them and considered outline plans presented by Mrs V Roberts for this private venture project. In principle the members were happy to give their support to the project which it was noted would provide facilities for younger children as well as a range of activities for older youngsters. The Youth Centre would be established by adapting one of the storage barns on the Ford Airfield.

RETIREMENT OF LITTER WARDEN/ARRANGEMENTS FOR REPLACEMENT

117. The Chairman reported with regret that Mrs Gomersall had indicated her wish to relinquish her contract as the Council's litter warden as soon as a suitable replacement could be found. The Chairman commented on Mrs Gomersall's great pride in her work over the last five years and her devotion and dedication to duty which would be much missed throughout the village. Members endorsed and warmly supported the Chairman's comments. A vote of thanks was recorded to Mrs Gomersall for her services to the local community.

118. The Chairman and Clerk reported on the efforts being made to find a replacement litter warden. The position had been advertised locally within the village but this had met with no success to date. An approach had recently been made to Ford Prison to see whether a Community Service scheme could be set up to cover collection of litter within the village. A response was still awaited. The Council agreed that the District Council should also be approached with a view to obtaining costs for Verdant to undertake the work on a regular service agreement basis with an appropriate re-charge being made to the Parish Council.

PROJECT FOR NEW TEENAGER'S ARENA MEETING POINT/SKATEBOARD FACILITY

119. The Clerk reported that the Sussex Police Authority had indicated that they required further evidence of need to support the Council's application for a grant from their Joint Initiative Funding scheme. As a consequence a questionnaire had been devised and circulated to young people attending Westergate Community College. To date some eight, mainly supportive, responses had been received all from youngsters who lived in Yapton and these were tabled at the meeting. In addition details of the crime statistics for Yapton over the past two years had been obtained.

120. The Council agreed that the outcome of survey of young people, the local crime statistics together with a report detailing anecdotal information about known incidents of anti-social behaviour involving young people over the last twelve months, should be submitted to the Police Authority for consideration in support of the Council's application for funding.

PLANNING

121. The Council had before them and received (a) the minutes of meetings of the Planning Committee held on 5 June, 7 and 9 July 2003, (copies attached to minute book) and (b) details of planning decisions made by Arun District Council in June 2003 (copy attached to minute book).

PLAYING FIELD

122. It was agreed that members of the Playing Field Committee should meet to consider what could be done to close the gaps in the boundary at the Church Road end of the playing field. The Clerk undertook to contact the County Council about the broken rustic fencing surrounding Warmere Court. The flagpole had again been vandalised. Mr Haymes agreed to liaise with the Chairman to see whether his tower scaffold would be suitable to carry out the repairs needed.

VILLAGE HALL

123. The application to Transco for the supply of a gas service to the village hall was proceeding. The kitchen ceiling had suffered from condensation damage as a result of the tea urn being left on. An extractor had been donated and some flexible ducting was now being sought to remove the steam from the kitchen area. There were concerns about the revenue implications for the village hall if the Pre-school moved premises to the local school in September.

FINANCE

Audit of Accounts for the year ended 31 March 2003

124. The Council noted that in connection with the audit arrangements, an Annual Return had to be completed by the Parish Council. This included a Statement of Accounts, a report by the Internal Auditor (previously completed by WSCC Management Audit Section) and a Statement of Assurance signed by the Chairman on behalf of the members.

125. Resolved - That the Statement of Accounts prepared by the Responsible Financial Officer for the year ended 31 March 2003 together with the accompanying Statement of Assurance, as completed and signed by the Chairman, be approved (copies attached to minute book);

Financial Statements March - June 2003

126. Resolved -

(a) That the financial statement showing the payments and receipts covering the period March - June 2003 be adopted (copy attached to minute book);

b) That the summary of income and expenditure over the various budget heads for the period up to 30 June 2003 be received (copy attached to minute book).

OTHER MATTERS

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

a) The swimming pool at Arundel would be reopening shortly for the summer season.

b) Mr Dickenson, Chairman of Ford Parish Council, referred to his Council's concerns about the expected increase in traffic generated if the application for development of the Waste Treatment Works at Ford was approved. Mr Dickenson undertook to arrange for a copy of Ford PC's letter to the District Council to be forwarded to the Clerk and members agreed to endorse the concerns expressed.

c) It was reported that Clymping Parish Council had suggested establishing a closer working relationship and regular joint meetings with its neighbouring parish councils on matters of mutual concern.

d) A resident of Downview Way expressed the thanks of local residents for the Council's efforts in obtaining a chicane barrier at the car park end of the cul-de-sac.

e) A resident of Cherry Avenue was concerned that the grassed area in front of the properties was not being cut on a regular basis.

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

CHAIRMAN