YAPTON PARISH COUNCIL

YAPTON PARISH COUNCIL

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

Present: Mr Fellows (Chairman) Mr Andrews, Mrs Barnes, Mr Coe, Mr Faulkner,

Mr Haymes (from item 179/2003 onwards), Mr Jones and Mr Taft.

Also present: County Councillor Mrs Freeman, Mr Tansley (Clerk of the Council) and 5 members of the public.

Apologies for absence were received from Mr Caiger, Mr Tompsett and District Councillor Mr Matthews.

At the start of the meeting, the Chairman made a presentation to Mrs Betty Gommersall, who had recently retired as the Council’s litter warden, for her dedicated service to the village over the last 5 years.

MR IVOR SMITH

159. The Council and members of the public stood for a minute’s silence in respect of Mr Ivor Smith , a well known and respected resident of Yapton, who had recently died.

DECLARATIONS OF INTEREST

160. Members were reminded to make any declarations of personal and/or prejudicial interest that they may have in relation to items on the agenda. Mr Taft declared an interest in respect of Agenda item 6 (appointment of representative to serve on Arun District Council’s Members’ Advisory Group).

MINUTES

161. Resolved - That the minutes of the meeting held on 8 September 2003 be approved as a correct record and that they be signed by the Chairman.

MATTERS ARISING

Children’s Play Area – Signage (minute 136/2003)

162. The Clerk confirmed that an order had been placed for a new sign. The sign would be made of aluminium and hopefully more vandalproof.

“Walking Bus” to local school (minute 137/2003)

163. County Councillor Mrs Freeman reported hat the school had been sent the necessary information. She hoped to arrange a meeting shortly with the Headteacher to discuss the matter.

Church Road – Drainage Works (minute 138/2003)

164. The Chairman reported that the completion of the contract had, as expected, been delayed by a few weeks. There were believed to still be problems with the system particularly on the road outside The Olive Branch Public House where after recent heavy rainfall it was still flooding. The situation would continue to be monitored.

Flagpole Repairs (minute 143/2003)

165. The Chairman reported that although now operational, the gold roundel on top of the flagpole was missing. Mr Jones thought he might be able to provide a replacement in copper material.

Felling of diseased elms in Church Road (minute 145(b)/2003)

166. The County Council’s contractors had now taken down the diseased trees and it was hoped that these would regenerate in the Spring. Meanwhile the gap created, coupled with the barriers which the Parish Council had previously installed to discourage youngsters on bikes from using the bank as a dirt track, was somewhat unsightly. It was agreed that the position would need to be monitored.

Replacement of swing seats (minute 153/2003)

167. The Chairman reported that replacement swing seats had been obtained but there had been difficulties with fitting the new seats which it was hoped to resolve shortly.

Village Hall – replacement central heating system (minute 156/2003)

168. The Clerk reported that following on from the last meeting, contact had been made with the SITA Environmental Trust who had indicated willingness to consider an application for a grant if this was submitted by the Parish Council, acting on behalf of the Village Hall Management Committee. Accordingly, following consultation with the Chairman of the Management Committee, an application had been submitted by the Clerk to SITA. The Council’s application was due to be considered by the Board on 25 November 2003. If successful, it was expected that the project would be managed by the Parish Council and this would entail additional work for the Clerk.

REPRESENTATIVE ON JOINT DOWNLAND AREA COMMITTEE

169. Resolved – That Mr Taft be appointed as the Council’s representative on the Joint Downland Area Committee.

REPRESENTATIVE ON MEMBERS’ ADVISORY GROUP FOR POLICY SITE 6 DEVELOPMENT BRIEF

170. The Clerk reported that the Parish Council had been invited to send a representative to meeting of the Members’ Advisory Group which had been set up to advise on the development brief for Planning Policy Site 6 (which would cover the new housing planned for Bersted and Felpham as well as the route of the new Relief Road).

171. Mr Taft indicated that if appointed he would relinquish his position as Treasurer of the Hoe Lane Bognor ByPass Association.

172. Resolved - That Mr Taft be appointed as the Council’s representative on the Members’ Advisory Group for the Policy Site 6 Development Brief.

COUNTY AND DISTRICT COUNCILLORS’ REPORTS

173. County Councillor Mrs Freeman reported (a) on the efforts being made by the County Council to resolve the continuing odour problems at Ford arising from Southern Water’s Sewerage Treatment Plant and (b) that regrettably there had been problems at the local primary school with the new toilets installed over the summer holiday break. As a result the school had had to be closed at the start of term for 2 days. Problems with blockages were however still being experienced and she was pressing the Property Department to ensure these were resolved as a matter of some urgency.

CORRESPONDENCE

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

a) West Sussex County Council (Lt Col Tex Pemberton, Cabinet Member for Strategic

Environmental Services) – Junction A259/B2132 Comet Corner (copy attached to the minute). The

Council noted that since the letter, the County Council had issued a press release which gave details of

a feasibility study being carried out by highway engineers, the outcome was expected to be available by

the early summer next year. In the meantime “slow” road markings had been installed on both sides of

the carriageway to warn drivers to reduce speed at the approaching junction.

b) Arun District Council – Parking Problems in Cobham Close and surrounding area. Proposal for joint funding project to provide extra street lighting in the area. Whilst being fully supportive of the proposal to provide extra lighting in the parking area at Cobham Close, the Council felt that because of limited resources and its existing commitments to improve the street lighting on roads within the Loveys Estate, it could not offer any financial assistance towards the project.

c) Verdant Group Plc – quotation for providing litter collection service in the village (copy attached to minute book). The Council considered and discussed a breakdown the Clerk had obtained of the various.components of the quotation.

Resolved – That the quotation provided by Verdant Group plc for a weekly collection service in the village be accepted, subject to the deletion of The Twitten footpath from the contract, with a review at the end of March 2004.

d) Yapton & Ford Village Hall Management Committee - request for contribution towards the cost of renewing the village hall heating system.

Resolved - That pending a decision by the SITA Environmental Trust on the Council’s application for grant-aid (minute 168/2003 above refers), the request from the Village Hall Management Committee be deferred.

e) Resident of Downview Way - Sewerage Problems. The Clerk reported that he had written to the Southern Water Authority to try and establish the reasons for the backing up of sewage on the Downview Estate and urging the Authority to find an early solution.

f) Yapton Football Club – problems with dog excrement on the playing field. It was felt that the Council were doing all it could by the provision of signs and bins to avoid this health and hazard and continuing nuisance. It was suggested that the District Council’s dog wardens should be asked to make regular monitoring visits.

g) Resident of North End Road – Traffic calming measures and signs. The Clerk reported that he had passed on the resident’s request to the local Highway Engineer and was awaiting a response.

h) The following reports were tabled for members’ information:

· WSCC: West Sussex Minerals Local Plan July 2003

· WSCC: Wastes Management Service Annual Report 2003

· Arun District Council: Homeless Strategy July 2003

· Arun District Council: Housing Allocation Policy and Procedures July 2003

PROJECT FOR TEENAGERS’ ARENA MEETING POINT/SKATEBOARD FACILITY

175. With reference to minute 147/2003, the Council had before them an up-to-date summary of costs and the funding available for the project (copy attached to minute book). It was noted that a further grant of £100 from Westergate Youth Wing should be included in the funding available. The Council were pleased to hear that confirmation had been received that the SITA Environmental Trust had approved a grant of £9,000.00 subject to registration with ENTRUST (the regulatory body which ensures that each project complies with the Landfill Tax regulations), and congratulated the Clerk on his efforts.

176. The Chairman advised that site meetings had been arranged with the contractors/suppliers and it was proposed to site the skateboard facility to the west of the basketball area with the Arena Meeting Point alongside. The Clerk had obtained quotations from three local contractors for the groundworks necessary and had negotiated discounts from the equipment suppliers.

177. Resolved - That once the funding from the SITA Environmental Trust was confirmed, the lowest of the three quotations received for the groundworks from PSM Building Services Ltd be accepted as well as the quotations from SMP Playgrounds (for the Arena Meeting Point) and Playdale Playgrounds Ltd (for the Fun Box 4 skateboard ramp and rail).

“DESIGN-A-FLAG FOR YAPTON” COMPETITION

178. The Chairman suggested a competition should be held to design a flag for Yapton to be flown at all village occasions other than on national days when the Union Jack would be flown. In order to publicise the competition the Clerk had already drafted an appropriate item for inclusion in the next edition of the Village Newsletter. The Council welcomed the proposal and agreed the competition details as set out in the draft newsletter prepared by the Clerk.

PARISH COUNCIL NEWSLETTER

179. With reference to minutes 148-151/2003, the Council agreed that the new distribution arrangements for the October edition of the newsletter had worked well.

180. The Council had before them and approved a draft of the 3^rd edition of the newsletter which it was proposed would be distributed in mid November. The Clerk advised that he would be arranging for the printing to be undertaken by the Reprographics Department at Westergate Community School as they had quoted a lower cost for the work.

BROADBAND FACILITY FOR YAPTON PC OFFICE

181. The Clerk reported that a broadband facility was now available for connection to the Parish Council’s Office. The cost of a new modem and the connection fee etc was £60.00 + VAT and the additional cost for the service provided by Tiscali Internet Service provider was £5.00 per month. As well as being more efficient, the broadband facility would ensure that a separate telephone access to the office could be maintained at all times.

182. Resolved – That the Council approve the office connection to broadband, the additional cost of which could be met from the existing budget provision.

WEBSITE STATISTICS

183. The Council had before them and received a statistical report showing the daily number of “hits” to the Parish Council’s website www.yaptonpc.gov.uk (copy attached to minute book).

PLANNING COMMITTEE

184. Mr Haymes declared an interest in and left the meeting for the discussion on the Pollards Nursery site application.

185. Mr Faulkner, Chairman of the Planning Committee, reported that Mr Taft had attended the District Council’s Development Control Committee and spoken as the Council’s representative when the application from Pollards Nursery (Y/14/03) to which the Parish Council had previously objected, was being considered. As a result the Committee had decided to arrange a Site Inspection Panel visit which Mrs Barnes had attended as the Council’s representative. The Site Inspection Panel was recommending refusal of the planning application. The Development Control Committee was due to determine the application at its meeting on

5 November 2003.

186. The Council had before them and received (a) the minutes of a meeting of the Planning Committee held on 28 September 2003 (copy attached to minute book) and (b) details of planning decisions made by Arun District Council in September/October 2003 (copy attached to minute book).

PLAYING FIELD

187. It was reported that vandals had knocked a large hole in the brickwork at the rear of the sports storage accommodation. The Clerk indicated that this was the subject of an insurance claim.

188. Mr Faulkner reported that residents of The Poplars had been disturbed by the smell of diesel fumes and on one night of the fair’s visit in October, it had been rather noisy. The Clerk would pass on these comments to Bill Cole, the operator.

VILLAGE HALL REPRESENTATIVES

189. Mr Faulkner passed on the Management Committee’s thanks to the Clerk for arranging for an application to be submitted to the SITA Environmental Trust for a grant towards the replacement of the central heating system in the village hall.

190. An extractor hood was to be fitted in the kitchen and a new telephone had been ordered for the hall. Future fund raising events included a visit by The Yetties later in the month and a Valentine’s night dance in February next year.

JOINT DOWNLAND AREA COMMITTEE

191. Mr Taft reported on the meeting of the Joint Downland Area Committee held on 13 October 2003 which he had attended in the capacity of an observer. Amongst the items discussed were:-

(a) Lake Lane, Barnham – traffic surveys had been arranged but the results were not yet available;

(b) Tetra Masts – Arun DC on legal advice was deferring all applications pending guidance from GOSE and further medical advice;

(d) A27/A259 roads - the recent closure of the A27 due to an accident had caused gridlock on the A259 because of the volume of traffic diverted to it.

FINANCE

192. Resolved –

(a) That the financial statement showing the payments and receipts covering the period 1 September - 31 October 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 31 October 2003 be received (copy attached to minute book).

DATES OF MEETINGS IN 2004

193. The Council agreed the following dates for meetings in 2004:

12 January; 8 March; 10 May; 12 July; 13 September; 8 November.

PUBLIC QUESTION TIME

194. A number of questions/concerns were raised by members of the public present including:

a) the need for more street lighting in Maypole Lane

b) traffic/parking problems in Church Road when services were being held at the Church

c) the need for a pedestrian crossing point on the road outside Bilsham Stores

d) the need for a greater police presence in the village

e) the state of the Old Post Office premises

f) youngsters on motor cycles using the old canal footpaths as a dirt track.

REMEMBRANCE DAY SERVICE

195. The Chairman reminded members that a Remembrance Day Service would be held at The Memorial Garden, Ford, on Sunday 9 November at 12.30 pm. A wreath would be laid on behalf on the Council by the Vice Chairman, Mr Haymes.

CHAIRMAN