YAPTON PARISH COUNCIL

10 July 2006 - At a meeting of the Parish Council held at the Yapton & Ford Village Hall.

Present: Mr Fellows (Chairman) Mr Andrews, Mrs Barnes, Mr Bryan (minute 110 onwards), Mr Caiger, Mr Faulkner, Mr Haymes, Mr Jones and Mr Taft.

Also present: County Councillor Mrs Freeman, PC Brian Towner, PCSO Lorainne Dixon, Mr Tansley (Clerk of the Council) and 14 members of the public.

Apologies for absence were received and accepted from Parish Councillor Mrs McDonagh.

DECLARATIONS OF INTEREST

107. 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 9(g) (Sponsorship for 10K Coastal run) and Mr Faulkner declared an interest in agenda item 10 (Applications for Grant-aid) insofar as it related to an application he had submitted on behalf of the Village Hall Management Committee. Both members withdrew from the meeting and took no part in the consideration of the items concerned when they came up for discussion.

MEMBERSHIP

108. With reference to minute 73/2006, the Clerk advised that there had been no request for an election to be held and it was therefore open to the Council to co-opt a person to fill the outstanding vacancy.

109. Resolved – That Mr John Bryan of 26 The Croft, North End Road, Yapton, be co-opted to fill the casual vacancy on the Parish Council for the remainder of the four year term of office ending in May 2007.

110. At this point Mr Bryan, who was present at the meeting, took his seat on the Council and was warmly welcomed by the Chairman.

REPRESENTATIVE ON JOINT DOWNLAND AREA COMMITTEE

111. Resolved - That Mr Haymes be appointed as the Council's representative on the Joint Downland Area Committee in place of Mr Taft who, having been elected as a District Councillor, had since been appointed as the District Council’s representative on the Committee.

MINUTES

112. Resolved - That the minutes of the meeting held on 8 May 2006 be approved as a correct record and that they be signed by the Chairman.

MATTERS ARISING

Police Downland Neighbourhood Management Team (minute 78/2006)

113. The Clerk reported that the future of the Police Downland Neighbourhood Management Team was under review. He had recently been sent a questionnaire which he had completed in conjunction with Mr Caiger, the Parish Council’s representative on this body.

Developer contributions towards the provision of play area facilities/proposed Arena Sports System (minutes 80 - 81/2006)

114. The Clerk reported that he had submitted a grant application to the SITA Trust and had since met on site with SITA Project Manager to discuss the Arena Sports System project. The Project Manager had indicated her support for the project and the Council’s application would go forward to be considered by the SITA Trust Board in September. Meanwhile further discussions had taken place with Arun District Council concerning the ‘lost’ developer contribution from the Nobles Auto site and an offer of a loan to finance the balance outstanding had since been made. The loan, which it was presumed would be interest free, would be set against future developer contributions received for Yapton.

115. The Council agreed to await the outcome of the SITA Trust grant aid application before considering the latest offer from the District Council.

The Flying Fortress –Inter-Village “It’s a Knockout” Competition (minute 83/2006)

116. The Clerk advised that because of a clash with England’s match in the Soccer World Cup, the It’s a Knockout Competition had since been postponed to Saturday 5 August 2006.

Proposed Drinking Control Order for the District (minute 84f/2006)

117. The Chairman reported that the proposed meeting was still to be arranged.

Damaged Seat on Playing Field (minute 88/2006)

118. The Clerk reported that Michael Kennedy and Son Ltd had since undertaken the dismantling and removal work and re-seeded the area at a cost of £190.00 + VAT.

Quote for additional street lamp along Maypole Lane

119. The Clerk reported that the organiser of the petition for an extra street light in Maypole Lane had contacted him again to see if there had been any progress. County Councillor Mrs Freeman offered to see whether it might be possible for the County Council to fund this “one-off” request.

Drainage system on Downview Estate (minutes 92 – 93/2006)

120. The Clerk reported that he understood from Richard White, Head of Property Services at County Hall, that discussions with the Cabinet Member responsible were at a “delicate” stage. A decision was anticipated shortly and the goodwill and forbearance shown by residents was much appreciated.

Audit of Accounts for the year ended 31 March 2006 (minute 103-104/2006).

121. The Chairman and Clerk reported that the internal audit of the Council’s accounts for the last financial year had been completed satisfactorily. In an accompanying letter the auditor had however drawn attention to a number of points of ‘best practice’ which should be addressed.

122. Resolved –

a) That payment of honoraria for services rendered to the Council be discontinued and that in future charges incurred eg for website maintenance services, be made on the basis of presented invoices with any personal interests being declared each year when the budget is approved;

b) That the responsibility for monthly budget monitoring continue to be delegated to the Clerk in his role as Responsible Financial Officer with any significant variations being reported to the Council at their next meeting;

c) That the Council’s Standing Orders and Financial Regulations be reviewed after the next Parish Council elections in May 2007 and at four yearly intervals thereafter.

REPORTS FROM COUNTY & DISTRICT COUNCILLORS

123. County Councillor Mrs Freeman reported on a number of County matters including (a) the SEERA draft plan of estimates for new housing need in the South (b) a press release on bullying had recently been issued by WSCC which indicated that anti-social behaviour of this type would not be tolerated in its schools (c) a school travel plan for Yapton Primary School was under consideration although extra funding would be difficult to obtain (d) the proposed merger of Surrey and Sussex Police forces and (e) the threats of closure or scale down of services available at St Richards and Worthing Hospitals.

124. District Councillor Mr Haymes reported on a number of District matters including (a) the recent meeting of the Ford Liaison Group for the proposed Materials Recycling Facility at Ford, at which Richard Hayes, the Rector, had been appointed as Chairman (b) the launching by Arun of an initiative to encourage residents to “Holiday at Home” and visit local attractions in the area (c) in his role of Chairman of Arun DC he had chosen the Chestnut Tree Children’s Hospice at Angmering as the Chairman’s Charity for 2006/07 and he hoped that as many residents as possible would support his 10k Coastal Run.

REPORT FROM SUSSEX POLICE REPRESENTATIVE

125. Sgt John Ryan reported on local police matters and introduced PCSO Lorainne Dixon who had recently taken over from Richard White to cover Yapton and the neighbouring villages.

CORRESPONDENCE

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

a) Surrey & Sussex NHS Strategic Health Authority – enclosing a copy of a discussion document “Creating an NHS Fit for the Future”. The Council agreed that the Clerk be asked to write to the Strategic Health Authority making clear that the Parish Council shared the widespread concerns being expressed locally against the possible threatened closure of the A & E Department at St Richard’s Hospital and asking to be kept fully informed of developments.

b) WSCC Road Safety Community Liaison Officer – enclosing a Road Safety Self Help Pack containing a set of road safety leaflets aimed at answering residents’ questions.

c) WSCC Local Highway Manager (Arun) – enclosing a copy of the first Annual Review for the Downland Area Transport Plan. The Council agreed that this should be passed to the Planning Committee to consider and note.

d) Arun District Council – advising of the election of Mr Richard Taft as a District Councillor for the Yapton Ward following the poll held on 1 June 2006. The Council congratulated Mr Taft on his new appointment.

e) Arun District Council – advising of planning policy and procedural changes that will be taking place over the next few months (copy attached to minute book).

f) Arun District Council – advising that Arun District Council intended using powers in the Clean Neighbourhoods and Environment Act 2005 to issue Fixed Penalty Notices to people caught littering or dog fouling in the District. The new powers would initially be applied in the towns but later in the year it was hoped to run enforcement campaigns in other areas.

g) Arun District Council – invitation from the Chairman, Stephen Haymes, to sponsor or join with him in a 10k Coastal Run in Sunday 3 September 2006 in aid of the Chestnut Tree House Children’s Hospice. The Council agreed to consider the request in connection with other applications for grant-aid received from voluntary and other organisations (minute 128 below refers).

h) Yapton Football Club – request to relocate the football pitch closer to the southern boundary of the playing field. The Council considered that it would be unwise to relocate the pitch as suggested. Amongst other things members were concerned that if the pitch was moved it would be closer to the village hall premises and car park as well as the Main Road and there would be a consequent risk of accidents and damage to vehicles and premises. At the same time members re-affirmed their decision that the goal posts must be put away after each match for the reasons given previously.

APPLICATIONS FOR GRANT-AID 2006/2007

127. The Council had before them and considered a schedule prepared by the Clerk setting out details of the applications for grant-aid received from local voluntary organisations and charitable bodies for the 2006/2007 financial year (copy attached to minute book).

128. Resolved – That grants totalling £425.00 as indicated below be made to the following organisations listed on the schedule:-

· 4SIGHT (West Sussex Association for the Blind) £75.00

· Bognor Regis & District Citizens Advice Bureau £75.00

· Sponsorship for Yapton student raising money

for Multiple Sclerosis and Alzheimer’s disease £25.00

· Westergate Community School in connection

with bid for Specialist School Status £150.00

· Arun District Council - Chairman’s Charity

(The Chestnut Tree Children’s Hospice) £100.00 (minute 126(g) above refers)

THE YAP CENTRE

129. The Council agreed, following a suggestion from the police representatives, that the opening times for the summer period should be changed. From 19 July 2006 the Centre would open on Wednesday evenings from 6.30 to 8.30 pm except for the 1^st Saturday in every month when for that week it would continue to open on Saturday morning from 9.30 am to 12 noon.

130. The Clerk reported that following a recent complaint made at the YAP Centre by a local resident concerning parking of vehicles on the pavement near to the Co-op Store, a site meeting had been arranged with the WSCC local Highways Officer who had agreed to install bollards where the kerb was dropped in order to prevent obstruction of the footway which was taking place. The Council supported and welcomed this proposal.

PARISH COUNCIL NEWSLETTER (YAPTON NEWS & VIEWS)

131. Details of the contents of the July 2006 edition of the newsletter were reported to the Council. The Clerk indicated that following the inclusion of notes of tonight’s Parish Council meeting, the newsletter would be printed and distribution would start at the end of the week.

132. With reference to minute 96/2006, the Council had before them and considered a report prepared by the Clerk which gave details of the current cost to the Council of publishing the newsletter and the income received from advertising revenue (copy attached to minute book).. No previous assessment had been made by the Council of the work involved in actually editing and producing the newsletter in its present format and the report set out an estimate of the extra work currently being undertaken by the Clerk in his own time

133. In the ensuing discussion, doubts were expressed by some members as to whether paying extra to edit and produce the newsletter was acceptable and could be justified. Although offset by income from advertising, the net cost of producing the newsletter fell on the precept and perhaps residents should be asked whether they felt the newsletter in its present format was worthwhile and whether they really wanted it.

134. The Chairman and Clerk indicated that the Council’s status as a quality council meant that they were required to publish a regular newsletter and annual report but the frequency could be less and this could simply be in the form of a single A4 sheet reporting on Council meetings if the Council so decided.

135. Members of the public present spoke in favour of the continued publication of the newsletter; it was said to be widely read and appreciated not only in Yapton but in the wider community and it was regarded as one of the best of its type produced by a Parish Council. County Councillor Mrs Freeman speaking in support of the newsletter, suggested that an approach to WSCC for a grant from its Parish Initiatives Fund should be made.

136. Resolved –

a) That a working party comprising the Chairman, Mrs Barnes and Mr Caiger be formed to consider further the issues and current costs and to look into the possibility of recruiting a person to take over from the Clerk the work of editing and producing the newsletter as soon as possible;

b) That meanwhile the Clerk be asked to continue as editor for the next two issues;

c) That an approach be made to the County Council about the possibility of obtaining a grant towards the production cost of the newsletter from the Parish Initiatives Fund.

REPORT ON MEETING OF QUALITY PARISH AND TOWN COUNCILS IN ARUN

137. The Council had before them and received the notes of a first meeting of the three Quality Councils in Arun with senior officers from Arun District Council and West Sussex County Council together with Trevor Leggo from the Sussex Associations of Local Councils (copy attached to minute book). The Chairman stated that a further meeting was planned to follow up some of the points which had been discussed.

PLANNING COMMITTEE

138. The Council had before them and received (a) the minutes of the meeting of the Planning Committee held on 21 June 2006 (b) a copy of the email response by the Chairman of the Planning Committee to the SEERA Draft Plan and (c) details of the planning decisions made by Arun District Council in April/May/June 2006 (copies attached to minute book).

139. With reference to minute 98/2006, the Chairman of the Planning Committee commented that the details of the development for Planning Application Y/54/05 had been checked with the District Council. An amendment to the original application relating to the positioning of the entrance door had been subsequently agreed by the Planning Officer under delegated powers as this was not considered a material change to the original application.

PLAYING FIELD

140. The Clerk reported that three bollards in the car park had been damaged by a car. Repairs had been arranged and attempts were being made to recover the cost from the driver of the vehicle concerned.

141. The Clerk had carried out repairs to both of the gates to the Children’s Play Area.

142. A request had been received from John Lawson’s Circus of Canterbury to visit Yapton and set up a “Big Top” on the playing field on dates to be agreed in the New Year.

143. The Parish Council’s noticeboard at the entrance to the field had been damaged by vandals and although temporary repairs had been carried out, some of the wood had rotted and it was felt a new replacement noticeboard should be obtained. The suggestion was made that a galvanised metal board could be made which would be more vandal-proof. The Clerk undertook to explore this possibility and report back to the next meeting.

144. The problem with moles on the playing field was said now to be under control following action taken by Michael Kennedy’s son.

145. The Flowering Horse Chestnut tree which had been donated in memory of Ted Greenfield had unfortunately been vandalised.

VILLAGE HALL

146. Mr Faulkner was pleased to report that following the Extraordinary General Meeting called last month, volunteers had come forward to take over the positions of Chairman, Vice Chairman and Secretary on the Village Hall Management Committee. Future meetings of the Management Committee would be open to the public. The next meeting had been fixed for Wednesday 2 August 2006.

JOINT DOWNLAND AREA COMMITTEE

147. Mr Taft reported that the next meeting of the Committee was scheduled for 17 July 2006.

POLICE DOWNLAND NEIGHBOURHOOD MANAGEMENT TEAM

148. Mr Caiger reported on the background to the formation of the original Downland Team. The Eastern and Western Divisions had since been amalgamated. However he had recently received a letter stating that all future meetings of the Management Team had been cancelled whilst its future operation and role was under review.

FINANCE

149. Resolved –

(a) That the financial statement showing the payments and receipts covering the period 1 April – 30 June 2006 be adopted (copy attached to minute book);

(b) That the summary of income and expenditure over the various budget heads for the period 1 April to 30 June 2006 be received (copy attached to minute book).

PUBLIC QUESTION TIME

150. A resident reported on the response he had received from the WSCC Highway Department following the monitoring of vehicle speeds undertaken in North End Road. He proposed as a next step to undertake a private survey himself.

151. A representative from the Yapton & Ford Residents’ Association reported that the Association had decided to disband. Some £445 held in subscriptions would be passed to the Parish Council to “use for the benefit of the village”. The Chairman expressed the Council’s appreciation to the Association for the contribution which would be earmarked for an appropriate use within the village.

152. The development of the new Sky Call Centre in Ford Lane gave cause for certain concerns. County Councillor Mrs Freeman undertook to investigate the background to the development.

153. Mr Jones reported that Andrew Langmead had informally given his approval to the proposal to clear the area around the old Canal Bridge off Downview Road. As a next step a meeting with representatives of the Sussex Restoration Society was being planned.

CHAIRMAN