YAPTON PARISH COUNCIL

 

 

15 March 2004 - At a meeting of the Parish Council held at the Yapton & Ford Village Hall.                  

 

Present:   Mr Fellows, Mr Andrews, Mrs Barnes, Mr Caiger, Mr Faulkner, Mr Haymes and Mr Taft.

 

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

 

Apologies for absence were received and accepted from Mr Coe, Mr Jones and Mr Tompsett.

 

 

 

MEMBERSHIP

 

39.  The Council noted that due to business commitments, Mr Tompsett had been unable to attend meetings of the Parish Council for a six month period.   The Council having previously approved the reasons for his absence confirmed that Mr Tompsett should not be disqualified from membership of the Council. 

 

DECLARATIONS OF INTEREST

 

40.  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 Haymes declared an interest in agenda item 15 (a) Planning Committee,  and Mr Caiger declared an interest in agenda item 15 (c) setting the allotment rentals for 2004/2005.

 

MINUTES

 

41.    Resolved - That the minutes of the meeting held on 12 January 2004 be approved as a correct record and that they be signed by the Chairman.               

       

MATTERS ARISING

 

Felling of diseased elms in Church Road (minute 5/2004)

 

42.   Although as yet there was no sign of regeneration of the elms, in order to improve the appearance of the area for local residents, the Council agreed that the Clerk should obtain an estimate for the removal of the existing posts and rails and for replacing these with concrete post and metal pipes to extend the whole length of the bank which adjoined Church Road.   It was agreed that approval be given for the work to proceed providing the estimate did not exceed £500.00 

 

Replacement of vandalised play equipment (minute 6/2004)

 

43.  The Clerk reported that the various items of equipment in the play area had been replaced by Playdale Ltd but he was not satisfied with the work which had been carried out to reinstate the safety surface around the loudspeaker.   The company had agreed to send an engineer to inspect the work and to undertake any necessary remedial work. 

 

44.  Mr Caiger reported that the catches to both of the gates in the children’s play area had been removed by vandals.

 

Downview Way – sewerage problems (minute 9/2004)

 

45.  The Clerk reported that he had had further correspondence with the Southern Water Authority who had promised to “fully review the position” in view of the continuing representations made to them by the Parish Council and County Council.

 

46.  County Councillor Mrs Freeman advised that in order to bring greater pressure on the company she would be pursuing the possibility of a meeting with the Managing Director and Senior Management of Southern Water and involving local residents.

 

Traffic calming measures in North End Road (minute 10/2004)

 

47.  The Clerk reported that WSCC’s response to the suggested measures was still awaited.

 

Project for Teenagers’ Arena Meeting Point/Skateboard Facility (minutes 11 -12/2004)

 

48.  The Arena Meeting Point had been installed in February and a delivery date was now awaited from Playdale Ltd for the skateboard ramp.  A pre-contract site meeting was due to take place at the end of March with the equipment supplier and the contractor who would be undertaking the tarmac surface.

 

49.  Contact had been made with the Council’s insurers about insurance cover for the skateboard ramp. The insurers had advised that a minimum additional premium of £315 would apply for public liability insurance. A safety notice would need to be provided advising users of the facility that they did so at their own risk and that they should wear appropriate protective clothing.

 

50.  The insurers had also advised that an annual risk assessment should also be carried out for this equipment as well as other equipment and facilities provided by the Council.   The Clerk advised that a special software package for this purpose was now available for local councils at a cost of £65.00.  The Council agreed that a copy of the Local Council Risk Software should be obtained.

 

Recycling compound (minute 14(c)/2004)

 

51.  The Council noted that work on the new compound was due to start that week.

 

Dates of Parish Council Meetings in 2004 (minute 37/2004)

 

52.  The Council endorsed the decision taken by the Chairman to change the date of the July meeting back to Monday 12 July because the Downland Area Committee had since decided to alter its meeting to 19 July.

 

REPORTS FROM COUNTY & DISTRICT COUNCILLORS

 

53.   County Councillor Mrs Freeman reported that she had just heard that Lake Lane, Barnham, would be closed for 4 weeks in April due to maintenance works being undertaken by Portsmouth Water Authority.  She was obtaining further details and would advise the Clerk accordingly. 

 

54.   Mrs Freeman also referred to the plans by Viridor Waste Management to establish a Materials Recycling Plant at Ford and the expectation that this would result in a significant increase in the number of HGVs using the local village roads.   She had already written to Mark Hammond, Director of Environment & Development at WSCC, to voice her concerns and following discussion the Council agreed to do likewise.  

 

CORRESPONDENCE

 

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

 

a)  Office of the Deputy Prime Minister/The Standards Board for England  - consultation on the proposed arrangements by which local authority monitoring officers may investigate allegations of misconduct by members.      The Clerk advised that the National Association of Local Councils and the Society of Local Council Clerks would be responding to the consultation documents.  The Council agreed in the circumstances to take no further action.

 

a) West Sussex County County (Highways) - consultation on proposals to reduce the speed limit to 40 mph for a section of Bilsham Road from the junction with the A259.  The Council agreed with the proposals as set out.

 

c) Arun District Council : consultation on Arun Draft Priorities 2005 – 2009 (a copy of the proposals was included in the The Arun Times which had been circulated to all households in the District).  No further action/comments was proposed.

 

d) Arun District Council : consultation on the possibility of delivering its Leisure Services via a Leisure Trust.   The Council agreed to refer the consulation documents to the Planning Committee to consider if they wished to make any comments.

 

e) Sussex Police – invitation to councillors to attend a presentation on “Crime in Your Community – Get the Fact”s on 29 March 2004  at 6.15 pm at St Mary’s Centre, Felpham.

 

f) Felpham Parish Council  - inviting the Council to support a campaign for the early implementation the Relief Road for Bognor Regis (copy of letter and Chairman’s reply attached to minute book).

 

g) Felpham Parish Council – invitation to send representatives to an informal meeting of local councils to discuss the Site 6 Relief Road and proposals for “A United Strategy”.  Mr Taft agreed to attend as the Council’s representative.

  

h) Sussex Association of Local Councils – invitation to attend an Advanced Councillors’ Course at Dunford House, Midhurst : 16 - 18 April 2004.    Members were asked to contact the Clerk if they were interested in attending.

 

i) Resident of Downview Close – requesting further lopping of  trees on boundary of playing field where it adjoins her property.   Mr Caiger reported that he had inspected the trees which were the Parish Council’s responsibility.  Two trees were diseased elms which needed felling and one was an ash tree which required pruning.  An estimate had been obtained for the work and, subject to getting one further estimate from a local contractor,  it was agreed to go ahead with the work as soon as possible.

 

 

 

AQA CERTIFICATE IN LOCAL COUNCIL ADMINISTRATION/QUALITY PARISH COUNCIL APPLICATION

 

56.  The Council noted that the portfolio of evidence submitted by the Clerk had been assessed and as a result the Clerk has been awarded the AQA Certificate in Local Council Administration.   The holding of this qualification was an essential prerequisite to an application by the Council for Quality Parish Council status.   

 

57. It was agreed that a report on the Council’s proposed application for Quality Parish Council status should be brought to the next meeting.

 

SOCIETY OF LOCAL COUNCIL CLERKS : “QUALITY PARISH” REGIONAL CONFERENCE

 

58.  The Council noted that the Clerk had attended the Society of Local Council Clerks Regional Conference held in Crawley on 5 March 2004.   Amongst the items discussed were: The Quality Parish Scheme and how the Accreditation Panel Works; Partnership working with Parish Councils; Quality Councils and future developments in the Clerk’s Profession and Legal Pitfalls affecting Clerks.

     

GRANTS TO VOLUNTARY ORGANISATIONS

 

59.  The Clerk reported that at present the Council made provision in its budget for the award of grants to local voluntary organisations (including clubs and charities) and considered such applications on an ‘ad hoc’ basis as they were received throughout the year.    He recommended that the Council regularised its procedures by confirming its established but unwritten policy of normally only to give grants to “local organisations who are able to provide a service or benefits to people living in the village” and that publicity be given to the confirmed scheme for grant-aid through its next newsletter and on the Parish Council noticeboard.

 

60. It was suggested that as part of the procedures a standard application form (copy attached to minute book) should be completed by those seeking grant-aid and that all grant requests received for the 2004/2005 financial year should be determined at the Council’s meeting on 12 July 2004.

 

61.  Resolved – That the Council endorse the policy and procedures for the award of grants to voluntary organisations as set out in minutes 59 – 60/2004 above. 

 

COMPLAINTS PROCEDURE

 

62.  It was noted that in July 1995 the Council had adopted a complaints procedure based on guidance given at that time by the National Association of Local Councils (NALC).

 

63.  A new Code of Practice for Local Councils in handling complaints had recently been drawn up by the NALC.  Based on this a revised procedure and code of practice for hearing complaints had been drawn up by the Clerk (copy attached to minute book).

 

64.  Resolved – That the Council adopt the new complaints procedure as drawn up the Clerk (copy attached to minute book).

 

 

 

 

“DESIGN-A-FLAG FOR YAPTON” COMPETITION

 

65.  A further 37 entries for the competition had been received all from children attending Yapton CE Primary school.  It was agreed that all the entries should be circulated and councillors should indicate their preferences for the two age categories of entries “under 16” and “over 16”.    A final decision on the winners would be taken at the next meeting.

 

TACK LEE ROAD, YAPTON – PROVISION OF PARKING BAYS

 

66.   In the absence of Mr Jones, this item was deferred to the next meeting.

 

VILLAGE SIGN

 

67.  The Council considered a proposal for a Village Sign at the entrance to Yapton village.  The proposed sign would be based on a design by a local resident which reflected aspects of village life as well as commemorating the 100th Annual Flower Show by the Yapton & District Cottage Gardeners’ Association which was to be held in August.  

 

68.  It was suggested, subject to the approval of WSCC Highways, that the new sign might be located at the corner of Burndell Road with Bilsham Road. The Council agreed as a next step to obtain estimates for the casting of the proposed design in black ironwork.

 

 

PARISH COUNCIL NEWSLETTER (YAPTON VILLAGE NEWS & VIEWS)

 

69.  With reference to minute 25/2004, the Clerk reported that the local primary school had agreed to   arrange for copies of the newsletter to be given to the children to take home.  The option of using the Royal Mail delivery service had been investigated but this would involve a minimum service charge of £500 per issue.

 

70.  The Council agreed in the circumstances to continue the practice of making the newsletter available to residents via local shops, doctors surgeries and other service outlets in the village as well as providing a supply to the school for distribution to parents and staff.

 

71.  The Council had before them and approved a draft of the 5th edition (March 2004) of the newsletter which had been drafted by the Clerk and which he hoped would be available for distribution by the end of the week.

 

 

PLANNING COMMITTEE

 

72.  Mr Haymes declared an interest because of his membership of the District Council’s Development Control Committee and took no part in the discussion on the Planning Committee’s report.

 

73.  The Council had before them and received (a) the minutes of the meeting of the Planning Committee held on 22 January 2004 and (b) details of planning decisions made by Arun District Council in January/February 2004 (copies attached to minute book).

 

 

 

PLAYING FIELD

 

74.  Further damage by vandals to the equipment store at the rear of the Village Hall was reported.  Mr Taft agreed to inspect the damage with the Clerk and advise on what could be done to secure the premises.  Mr Taft would also see if arrangements could be made at the same time to reduce the height of the brick built store which held the village hall waste bins.

 

Grass cutting contract 2004

 

75.  The Clerk reported that only one quotation had been received for the grass cutting contract this year. The prices quoted by MH Kennedy & Son Ltd (the present contractor) for mechanical gang mowing had increased this year by £2.00 to £72.00 per cut and for hand cutting/strimming by £3.00 to £59.00 per cut.

 

76.  Resolved  - That the contract for grass cutting on the playing field be awarded to M H Kennedy & Son Ltd for the 2004 season on the same basis as last year, i.e. with cutting normally being undertaken on a fortnightly basis with additional cuts as necessary being authorised by the Clerk in consultation with Mr Coe.

 

ALLOTMENTS

 

77.  Mr Caiger declared an interest because he was an allotment plot tenant and took no part in the discussion on fixing the annual rental for allotment plots.

 

78.  The Clerk reported that the estimated income and expenditure for managing the Cinders Lane  allotment site this year (after discounting the administrative costs) balanced.  The budget agreed at the last meeting had been prepared on the basis that there would be no increase in the allotment rentals for 2004/2005.    The Council noted that all the plots for 2004 had been let.

 

79.  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 2004.

 

VILLAGE HALL REPRESENTATIVES

 

80.  With reference to minute 14(d)/2004, the Council noted that a contract for the engagement of the heating consultant was expected to be finalised shortly.  The consultant would draw up a specification of works, seek tenders and manage the project for the replacement of the heating system at the village hall.    The plan was to undertake the work during the summer months with a final completion date of 31 August 2004 at the latest.

 

81.  The Valentines Day disco/dance held at the Village Hall had been a success.

 

REPORTS FROM REPRESENTATIVES

 

82.  Mr Taft gave an oral report on his attendance as the Council’s representative at the following meetings:-

 

a) HGV vehicles in the Downland Area: meeting held on 10 February 2004.  The meeting had highlighted a growing problem with HGVs using the rural road network and raised questions inter alia about safety, road maintenance costs and traffic congestion.   The proposed Materials Recycling Facility at Ford would exacerbate the problem with a significant increase in HGV vehicle movements if planning permission was to be granted.   The Council agreed to make reference to these points in their letter to Director of the Environment & Development  at WSCC (minute above 54/2004 refers).

 

b) Recycling and Waste Handling Contract and Proposed Facilities: meeting held on 23 February 2004.

 

c) Joint Downland Area Committee: meeting held on 8 March 2004.

 

B2233 BARNHAM ROAD, EASTERGATE : SOUTHERN WATER SEWER REPLACEMENT

 

83.  The Council had before them and received notes of a meeting held at the Western Area Highway Office on 26 February 2004 (copy attached to minute book).   It was noted that the programme of works would require the road closure for part of the B2233 road from Barnham to Eastergate for the period 5 July – 17 August 2004 inclusive.  

 

FINANCE

 

84.  Resolved –

 

(a) That the financial statement showing the payments and receipts covering the period 1 January - 29 February 2004 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 29 February 2004 be received (copy attached to minute book).

 

 

PUBLIC QUESTION TIME   

 

85.  A resident from Downview Way raised concerns about the arrangements being made for the demolition and rebuilding of Warmere Court and the impact the contractor’s vehicles might have on the already congested  Downview Estate roads.  

 

86.   County Councillor Mrs Freeman indicated that the plans for the new building had recently been approved by the County Council but she was still pursuing  the issue of the conservatory which had been financed by voluntary fund raising and she would take up the issue of the timetable and the arrangements being made for  the building works at the same time. 

 

87.  It was noted that the Council had previously written to the Director of Social Services concerning the future of the conservatory but a reply had not been received.   It was agreed that the Clerk should write again seeking a response and also raising the concerns expressed about congestion in the nearby roads whilst the rebuilding works were taking place.  

 

 

 

 

CHAIRMAN