YAPTON PARISH COUNCIL

10 January 2005 - At a meeting of the Parish Council held at the Yapton & Ford Village Hall.

Present: Mr Fellows (Chairman), Mr Andrews, Mr Caiger, Mr Coe, Mr Faulkner, Mr Haymes,

Mr Jones and Mr Taft.

Also present: County Councillor Mrs Freeman, Sergeant Asser from Sussex Police, Mr Tansley (Clerk of the Council) and 4 members of the public.

Apologies for absence were received and accepted from Parish Councillor Mrs Barnes and from Inspector Mark Hammond of Sussex Police.

DECLARATIONS OF INTEREST

1. Members were reminded to make any declarations of personal and/or prejudicial interest that they may have in relation to items on the agenda.

MEMBERSHIP

2. The Clerk reported that Mr Tompsett had resigned as a Parish Councillor due to increasing business commitments. A letter had been sent to Mr Tompsett to thank him for his services on the Council over the last 10 years. The vacancy had been advertised by Public Notice but there had been no request for an election to be held. As a consequence it was open to the Council to fill the vacancy by co-option.

3. After discussion the Council decided to defer the co-option of a new member until the next meeting.

4. Resolved – That Mr Andrews be appointed to serve on the Planning Committee in place of Mr Tompsett.

MINUTES

5. Resolved - That the minutes of the meeting held on 8 November 2004 be approved as a correct record and that they be signed by the Chairman.

MATTERS ARISING

Provision of gas-fired central heating/hot water system for Village Hall (minute 226/2004)

6. The Clerk reported that the Heating Consultant had drawn up a revised specification for the works and it was now proposed that wall-mounted, high efficiency, boilers should be used for heating the three main zones rather than more expensive modulating condenser boilers which had to be located in the roof space. Edgar & Wood had submitted a quotation based on the revised specification and A D Broughton Ltd had similarly been invited to submit a revised quote.

Sports Equipment Store (minute 230/2004)

7. Mr Taft agreed to obtain quotes for the adaptation work necessary to the storage section at the rear of the village hall so that it could accommodate goal posts and enable the existing sports store to be taken down.

Proposed police/community “drop-in”centre at the Co-op Store (minute 233e/2004)

8. The Chairman reported on a meeting held with Gareth Lewis, Loss & Compliance Manager for Southern Co-op, and Inspector Hammond from Sussex Police. The meeting had been very positive. As a next step the police were to make contact with other forces having experience of operating similar drop-in centres with a view to coming forward with firm proposals for Yapton. A follow-up meeting was planned for 10 March 2005.

Calendar for Yapton Competition (minutes 234-236/2004)

9. The Clerk reported that although the Calendar for Yapton Competition had been successful in promoting community involvement, sales of the Calendar had been disappointing. The Council agreed that the remaining calendars on sale in the Co-op Store and Bilsham Stores should be discounted to half-price.

REPORT FROM COUNTY COUNCILLOR

10. County Councillor Mrs Freeman reported as follows:

a) Although there had been a disappointing grant settlement for highway improvement projects from the Government, the Comet Corner scheme was still expected to go ahead and the preliminary investigative work was continuing.

b) The Area Highway Engineer was supportive of the proposal previously put forward by the Parish Council for banning right hand turns at the Oyster Catcher and this was still being considered.

c) An independent survey of the Downview Estate sewerage system had been commissioned and the results passed to Southern Water by WSCC. It was anticipated that some upgrading/refurbishment work would be necessary when the project to rebuild Warmere Court in 2007 was underway.

d) In her opinion the proposals which had been put forward for the Ford Enterprise Hub were not viable.

CORRESPONDENCE

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

a) The Standards Board for England – enclosing guidance for members on Lobby Groups, dual-hatted members and the Code of Conduct.

b) Sussex Police – new Police Community Support Officer based at Arundel Police Station (copy attached to minute book). The Council welcomed the appointment of PCSO Ian Buckman. Mr Caiger agreed to act as the police contact/ liaison member for the Council.

c) WSCC Highways – consultation on proposed Local Transport Plan 2006 – 2016. The Council agreed that the consultation documents should be passed to the Planning Committee to consider and make any comments.

d) WSCC Highways – consultation on new speed limit proposals for Horsemere Green. The Council agreed to support the proposals for extending the 40 mph speed limit along the B2233 Yapton Road as set out in the letter.

e) WSCC Highways – consultation on proposed horse warning sign for North End Road. The Council agreed to the proposal for the siting of a horse warning road sign for North End Road.

f) Arun DC (Leader of the Council) – proposals for a major housing and industrial scheme at Ford (copy attached to minute book).

g) Arun DC – invitation to bring any concerns about land drainage to Richard Stiles, the new Land Drainage Officer and enclosing a copy of the Council’s new Land Drainage Byelaws. The Land Drainage Byelaws would be circulated to members of the Planning Committee for information.

h) Arun DC – enclosing information on the Joint Local Authorities Seminar on “Travellers – The Way Forward” and enclosing a survey form for completion. The Council agreed that the Chairman and Clerk should complete the questionnaire taking into account the views expressed at the meeting.

i) Arun DC – inviting nominations for the Arun Youth Community Awards 2004. The awards were made to “youngsters aged between 11 and 19 years who had shown themselves to be selfless, brave and caring for others during the last year”.

j) Arun DC – invitation to attend Annual Civic Service at Arundel Cathedral on Sunday 20 February 2005 at 3.00 pm.

QUALITY PARISHES INVESTMENT FUND

12. The Clerk reported that belatedly information had been received about this new Fund which had been established by the Government to help Quality Parish Councils “invest in and deliver a quality service to their communities”.

13. Following consultation with the Chairman, a bid for the maximum grant available of £10,000 had been made comprising (a) provision for a disabled access at the rear of the Village Hall (£1500) (b) a contribution towards the central heating replacement project at the Village Hall (£5,000) and (c) new IT equipment and furniture for the Parish Council Office and the proposed Community “drop-in” centre (£3,500).

PARISH COUNCIL NEWSLETTER (YAPTON NEWS & VIEWS)

14. A proof copy of the January 2005 issue of the newsletter was circulated at the meeting and approved by the Council.

PLANNING COMMITTEE

15. Mr.Haymes declared an interest because of his membership of the District Council’s Development Control Committee and temporarily left the meeting taking no part in the consideration of the Planning Committee’s report.

16. The Council had before them and received (a) the minutes of the meetings of the Planning Committee held on 8 November 2004 and 4 January 2005 and (b) details of planning decisions made by Arun District Council in November/December 2004 (copies attached to minute book).

PLAYING FIELD

17. Following a request from the Football Club, arrangements had been made by the Clerk for the field to be cut and the pitch to be rolled as soon as weather conditions permitted.

18. Mr Coe reported that despite the contract with the Arun Pest Control Service, moles were still proving troublesome on the field. There were also problems with quad bikes on the field. The possibility of closing a “gap” on the north eastern boundary would be investigated.

19. Resolved – That the quotations received from M H Kennedy and Sons Ltd for (a) grass cutting and (b) litter collection (to include the bus shelters in Bilsham Road) for the 12 month period commencing 1 April 2005, be accepted.

ALLOTMENTS

20. Mr Andrews and Mr Caiger declared an interest as they were both allotment tenants and took no part in the consideration and fixing of the allotment rentals for the 2005/2006 year.

21. The Clerk reported that the site rental of £300 per annum would be unchanged and it was not anticipated that there would be any significant increases in other running costs in the forthcoming year.

22. Resolved - That the current annual rental of £15.00 for a 5 rod plot be maintained for the 12 month period commencing 1^st April 2005.

VILLAGE HALL

23. The Clerk reported on quotations received for the external redecoration of the village hall.

24. Resolved – That the quotation from Trevor Routledge of Felpham amounting to £3085.00 be accepted.

25. The Council noted that Mr Routledge had agreed to carry out the work in the late spring/early summer of 2005.

UNITY COMMITTEE

26. Mr Haymes and Mrs Freeman each declared interests in view of their respective memberships of the District and County Councils and temporarily left the meeting taking no part in the discussion on the proposals for the Bognor Regis Relief Road.

27. Mr Taft reported on a special meeting of the Unity Committee on 7 January 2005 which Nick Gibb MP had attended. As a result Mr Gibb had offered to write to the Cabinet Member responsible at WSCC endorsing and fully supporting the unanimous view of the Unity Committee that the proposed new Relief Road should be in place before any of new houses proposed for Felpham and Bersted were built.

28. Mr Faulkner offered to attend the next meeting of the Unity Committee on 11 February 2005 as Mr Taft would be away.

FINANCE

Precept for 2005/2006

29. The Council had before them and considered a report prepared by the Clerk on setting the precept for 2005/2006. The report included the revised estimates for 2004/2005 and the estimates of expenditure for 2005/2006 (copy attached to minute book).

30. It was noted that if the precept was kept at the present level of £40,000 and the projected income and expenditure went to plan, this should allow for the Council’s reserves to be maintained as well as giving flexibility for the implementation of some improvements during the year.

31. Resolved – That the Council precept for the sum of £40,000 for 2005/2006 to cover (a) the estimated cost of maintaining existing services (b) the costs of providing a replacement flagpole (£375) and a maintenance contract for the Millennium Clock (£160) and (c) maintaining the contingency reserves at their present level.

Financial Statements

32. Resolved –

(a) That the financial statement showing the payments and receipts covering the period 1 November - 31 December 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 1 November to 31 December 2004 be received (copy attached to minute book).

NEW SALARY STRUCTURE AND CONDITIONS OF SERVICE FOR CLERKS

33. The Council noted that the National Association of Local Councils had agreed changes to the grading structure and conditions of employment for clerks which were due to come into effect from 1 April 2005. The new arrangements represented a significant departure from the existing arrangements and introduced job evaluation into the process of determining the pay for the job. A half-day seminar was being planned by the Sussex Associations of Local Councils in association with the Society of Local Council Clerks to explain the new arrangements for members and clerks. It was hoped that the Council would be represented at the seminar.

PUBLIC QUESTION TIME

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

a) County Councillor Mrs Freeman suggested that consideration be given to running the village hall as a Parish Church/Village Hall combined enterprise. Mr Coe commented that St Mary’s Church already had representation on the Village Hall Management Committee

b) The placement of advertising boards at the entrance to the Orchard Business Park in North End Road and the overnight parking of coaches on the site would be checked with the Planning Officer of Arun District Council to establish whether planning permission was required.

CHAIRMAN