YAPTON PARISH COUNCIL
8 May 2006 - At a meeting of the Parish Council
held at the Yapton & Ford Village Hall.
Present: Mr
Andrews, Mrs Barnes, Mr Caiger, Mr Faulkner, Mr Fellows, Mr Haymes, Mr Jones
and Mr Taft.
Also present:
County Councillor Mrs Freeman, PC Brian Towner, Mr Tansley (Clerk
of the Council) and 10 members of the public.
Apologies for absence were received and
accepted from Parish Councillors Mr Coe and Mrs McDonagh. Mr Coe had indicated that he would be
resigning as a member of the Parish Council with immediate effect.
CHAIRMAN
70. Resolved - That Mr Fellows be re-elected Chairman of the
Parish Council for the ensuing year.
VICE-CHAIRMAN
71. Resolved - That Mr Haymes be re-elected
Vice-Chairman of the Parish Council for the ensuing year.
DECLARATIONS
OF INTEREST
72. 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
73. The
Clerk advised that arising from the resignation of Mr Coe, the casual vacancy
on the Parish Council would be advertised and if ten or more electors so
requested, an election would have to be held; otherwise the vacancy would be
filled by co-option.
APPOINTMENT
OF COMMITTEES
74. Resolved - That the membership of the
committees for the ensuing year be as follows:
Playing
Field: Mr Caiger, Mr Jones
Planning:
Mr Andrews, Mrs Barnes, Mr Faulkner, Mr Jones.
Allotments:
Mr Caiger.
(The Chairman was an ex-officio member of each
Committee)
VILLAGE
HALL MANAGEMENT COMMITTEE REPRESENTATIVES
75. Resolved - That Mr Andrews, Mr Faulkner
and Mr Jones be appointed as the Council's representatives on the Village Hall
Management Committee for the ensuing year.
REPRESENTATIVE
ON JOINT DOWNLAND AREA COMMITTEE
76. Resolved - That Mr Taft be re-appointed
as the Council's representative on the Joint Downland Area Committee for the
ensuing year.
REPRESENTATIVE
ON JOINT MEETING OF BOGNOR REGIS & DISTRICT LOCAL COUNCILS (KNOWN AS
“UNITY” COMMITTEE)
77. Resolved - That Mr Taft be re-appointed
as the Council's representative on the “Unity” Committee for the ensuing
year.
REPRESENTATIVE
ON POLICE DOWNLAND NEIGHBOURHOOD MANAGEMENT TEAM
78. Resolved - That Mr Caiger be
re-appointed as the Council's representative on the Police Downland
Neighbourhood Management Team for the ensuing year.
MINUTES
79. Resolved - That the minutes
of the meeting held on 13 March 2006 be approved as a correct record and that they be signed by the
Chairman.
MATTERS
ARISING
Developer contributions towards the provision of play area
facilities/proposed Arena Sport System (minutes 41 - 42/2006)
80. The Clerk reported that a sum of £12000 had been received from
the District Council in respect of the developer contributions for the West
View Drive and Wayside developments in Yapton.
He had however since heard that the District Council, despite all the
efforts made over a considerable period of time to remind them of the Parish
Council’s specific interest, had failed
to seek a contribution for the Noble Autos site development when planning
approval was being granted. As a consequence the opportunity to obtain a sum in
the region of £9000 which might have been expected from this development had
regrettably been missed.
81. With regard to the Kings Close development, the Clerk reported
that the District Council was waiting to hear further from the developer with
regard to the 106 planning agreement.
In the meantime he would approach the SITA Trust about the possibility
of a grant to cover the shortfall.
Lettings of King George V Playing Field (minute 46/2006)
82. The Clerk advised that he had checked the conveyance and it was
clear that there was no problem in hiring out the field and making a charge for
specific one-off events such as fetes and other fund raising activities; indeed
the National Playing Fields Association which had responsibility for the King
George V Playing Fields across the country expected local councils managing
such fields to raise money in this way to offset their running costs.
The Flying Fortress –Inter-Village “It’s a Knockout” Competition (minute
48e/2006)
83. No volunteers had so far been forthcoming to form a village
team. The event was being advertised
in the May issue of Yapton News &
Views and a further appeal for volunteers to join a village team would be
made at the same time.
Proposed Drinking Control Order for the District (minute 48f/2006)
84. The Chairman reported that officers from the District Council and
Sussex Police had offered to meet with representatives of Barnham, Eastergate
and Yapton Parish Councils to explore how specific problems relating to
drinking in each of the villages might be addressed. The Chairman and Clerk would represent the Council at the
meeting the date of which was still to be arranged.
The YAP Information Centre (minute 54/2006)
85. Following the official launch ceremony of 31 March 2006, the YAP
Centre was now open to visitors each Saturday morning from 9.00 to 12
noon. The Chairman reminded members
that it had been agreed that the centre would be manned each week by representatives
from Sussex Police and Parish Council.
It was agreed that the Clerk should circulate the dates so that a rota
of volunteers could be set up for the next two months. A couple of members of the public who were
present offered their services if this would help.
Access into Kings Close (minute 65/2006)
86. The Clerk referred to a response he had received from WSCC
Highways. It was noted that
unfortunately the County Council was unable to assist as Kings Close was not
maintained as a public road.
Japanese Knotweed (minute 66/2006)
87. Mr Jones and Mr Faulkner circulated copies of advice they had
obtained on dealing with the problem of this pernicious weed.
Damaged Seat on Playing Field (minute 67/2006)
88. The Clerk reported that damaged seat was one which was formerly
sited in the old children’s play area and it was facing at right angles to the
field. As a consequence the Chairman
had agreed that the seat and the concrete base should be removed rather than
being repaired. The Clerk was currently waiting for quote from Michael Kennedy
& Son Ltd to carry out the work.
COUNTY
& DISTRICT COUNCILLORS REPORTS
89.
County Councillor Mrs Freeman reported on a number of county matters
including (a) the traffic problems along North End Road (b) the discussions
taking place within the Viridor Consultative Group on the plans for the Waste
Materials Recycling Plant at Ford (c) the decision, following consultation with
the Police and Parish Councils, not to reduce the speed limit at Comet Corner
and (d) there had been some encroachment of the Public Footpath at the rear of
Goodhew Close due to potatoes being grown in the field. The matter was being pursued by the County
Council’s Rights of Way Department.
90. Mr
Haymes reported that he would be taking over from Councillor Tony Squires as
Chairman of Arun District Council later in the month. He had chosen the Chestnut Children’s Hospice at Angmering as the
Chairman’s Charity to support throughout the year. The Chairman and members congratulated Mr Haymes on this honour
and wished him every success during his term of office.
CORRESPONDENCE
91. Receipt of the following
correspondence was reported by the Clerk and action agreed as indicated:-
a)
South East England Regional
Assembly – enclosing for consultation a copy of the South East Plan. The Plan set out proposals for the scale of
change, pattern of development and policies for the region over the next 20
years to 2026. The Council noted
that the set of documents which comprise the South East Plan had been passed to
the Planning Committee for members to consider whether any comments should be
made.
b) Defra (Department for Environment, Food and Rural Affairs) – Getting to
grips with the Clean Neighbourhoods and Environment Act 2005 (copy attached to
minute book). The Council noted that a copy of the free guide to which the
letter referred had been requested by the Clerk.
c) WSCC Highways & Transport – Consultation on proposed traffic
management measures for Main Road, Yapton. The Council supported the
proposals put forward for a mini-roundabout at the Main Road junction with
North End Road and a similar roundabout at the junction of Main Road with Canal
Road.
d) WSCC – enclosing a copy of the West Sussex Transport Plan 2006 -2016 on
a DVD. The Council agreed that this
should be circulated to the Planning Committee to consider.
e) Yapton student at University of East Anglia – seeking sponsorship for a
planned swim across the Solent from the Isle of Wight to Portsmouth. The
Council agreed to reconsider the request at its July meeting when other
applications for grant-aid from voluntary organisations were due to be
considered.
f) Yapton Football Club – request to leave the goal posts up permanently
on the playing field. The Council
were reminded that the storage area at the rear of the village hall had
recently been adapted by the Council to accommodate the goal posts. It was decided to decline the request as it
was felt there would be problems with grass cutting and over use of the area
around the goal posts and also there would be a risk of accidents and
vandalism.
g) WSCC Street Lighting – quote for additional street lamp along Maypole
Lane. The Council agreed to defer a
decision for the time being.
DRAINAGE SYSTEM ON DOWNVIEW ESTATE
92. With reference to minutes 52 -53/2006, the Clerk reported on the
contents of a recent email from Richard White, Head of Property Services at
County Hall. The Council noted that
despite sustained pressure on Arun District Council and Southern Water, both
authorities remained resolute in their opposition to accept any responsibility
for the drainage system on the Downview Estate. In order to facilitate a resolution to this longstanding problem,
as a next step residents’ representatives were being asked to indicate the
extent to which each household would be willing to contribute towards the cost
of the recommended remedial works estimated at £70,000.
93. County Councillor Mrs Freeman indicated that she was taking over
as Chairman of the Joint Downland Area Committee in July and she would ensure
that the matter was raised with members of the Committee at that meeting.
PARISH COUNCIL NEWSLETTER (YAPTON NEWS & VIEWS)
94. Details of the contents of the May 2006 edition of the newsletter
which had been prepared by the Clerk were reported to the Council.
95. The Chairman advised that Yapton
News & Views had now been in production for three years and this latest
edition would be the 18th issue. From a
single photocopied sheet of A4, the newsletter had now developed into a 16 page
quality colour publication which he believed was much appreciated within the
local community. Advertising in the newsletter now covered some two thirds of
the printing costs.
96. The Chairman indicated that
initially the Clerk had undertaken the editorship and production work in his
own time to ensure the government’s requirements for quality parish council
status could be met. However he was now
finding it increasingly difficult to manage all the extra work involved. The Chairman had therefore asked the clerk
to produce for the next meeting an estimate of the number of extra hours work
involved in the preparation and production of each issue of the newsletter so
that the Council could consider and review the options available.
PLANNING COMMITTEE
97. The Council had before them and received (a) the minutes of the
meeting of the Planning Committee held on 13 March 2006 and (b) details of
planning decisions made by Arun District Council in March/April 2006 (copies attached to minute book).
98. Reference was made to Planning Application No Y/54/05, an already
approved development along Bilsham Road.
The Chairman of the Planning Committee undertook to check the position.
PLAYING FIELD
99. The Clerk reported that the resurfacing work on the children’s
play area had just been completed under guarantee. The safety surface had been re-laid in one day and consequently
there were no joins which gave an improved finish to the job.
100. Mr Caiger advised that the pyracantha shrubs which had been
planted on the border of the large car park would benefit by the addition of
some top soil if anyone had some available.
VILLAGE HALL
101. Mr Faulkner reported on the activities, letting and finances of
the village hall. The Annual General Meeting was due to be held on 15 May 2006.
It was expected that the Chairman and Secretary would resign at the meeting and
there was concern that there would be no volunteers to take their places.
JOINT DOWNLAND AREA COMMITTEE
102. Mr Taft reported on the meeting held on 24 April 2006.
FINANCE
Audit of Accounts for the year
ended 31 March 2006.
103. The Council were reminded that
in connection with the audit arrangements, an Annual Return had to be completed
by the Parish Council. This included (i) a report by the Internal Auditor
(audit to be undertaken shortly by WSCC Management Audit Section) (ii) an
explanation of any significant variances between 2004/05 and 2005/06 financial
years and a bank reconciliation statement and (iii) a Statement of Assurance to
be signed by the Chairman on behalf of the members.
104. Resolved – That the
Statement of Accounts prepared by the Responsible Financial Officer for the
year ended 31 March 2006 together with the accompanying Statement of Assurance,
as completed and signed by the Chairman, be approved (copies attached to minute book).
Financial Statements
105. Resolved –
(a) That the financial statement
showing the payments and receipts covering the period 1 March – 31 March 2006
be adopted (copy attached to minute
book);
(b) That the summary of income and
expenditure over the various budget heads for the financial year 2005/2006 be
received (copy attached to minute book).
PUBLIC QUESTION TIME
106. Concern was expressed about the increased volume of traffic
generated by the Business Centre in Hoe Lane and the speed of the vehicles
along this section of the lane. The
Police were monitoring the situation.
CHAIRMAN