YAPTON PARISH COUNCIL

 

 

6 November 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, Mr Faulkner, Mr Haymes, Mr Jones and Mr Taft.

 

Also present:   Sgt James Stobart and PC Brian Towner from Sussex Police, Mr Tansley (Clerk of the Council) and 12 members of the public.

 

Apologies for absence were received and accepted from Parish Councillor Mr Caiger and County Councillor Mrs Freeman.

 

 

DECLARATIONS OF INTEREST

 

195.  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

 

196.  The Clerk advised that following the last meeting the casual vacancy on the Parish Council had been advertised in accordance with the statutory requirements but there had been no requests to the Returning Officer for an election to be held.  As a consequence the vacancy could now be filled by co-option.

 

197.  The Chairman invited interested persons to give their details to the Clerk.  The Council agreed to defer the appointment of a co-opted member until the next meeting.

 

 

MINUTES

 

198. Resolved - That the minutes of the meeting held on 11 September 2006 be approved as a correct record and that they be signed by the Chairman.               

 

 

MATTERS ARISING

 

Proposed Arena Sports System (minute 158/2006)

 

199.  Members were pleased to hear that the Council’s application to the SITA Trust had been successful and a grant of £8000 had been approved which would cover the balance of the funding needed for the Arena Sports System project.   The District Council had already agreed to fund the third party 10% contribution which was a requirement of the SITA grant scheme.

 

200.  With regard to possible grants for the second picnic table, the Clerk reported that an approach had been made to Viridor but they had been unable to assist.  However the SITA Trust had since agreed to consider a bid for a supplementary grant and a further application had therefore been submitted which would be considered by the SITA Board in December.

 

   

   

Drainage system on Downview Estate (minute 161/2006) 

 

201.  The Clerk reported that it was expected that a consultant engaged by the County Council would attend the next Parish Council meeting to give an update on the progress of the proposed project to upgrade the drainage system on the Downview Estate.

 

Meeting of Quality Parish and Town Councils in Arun (minute 164/2006)

 

202.  The Chairman had been unable to attend the meeting on 20 September 2006.  The Clerk advised that the notes of the meeting were still awaited.  The matters previously discussed were ongoing and there was nothing new to report.  The next meeting had been fixed for 5 December 2006.  

 

Provision of replacement notice board (minute 166/2006)

 

203.  The Clerk reported on the further quotations he had received.  The Council agreed that an order should be placed with Village & Urban of Somerset for a replacement aluminium notice board in green finish at a cost of £685 + VAT + delivery costs.    

 

Vehicle speeds in North End Road (minute 167/2006)

 

204.  Mr Bryan reported that he had completed his survey of vehicle speeds in North End Road and had produced a report detailing his findings, a copy of which he had  passed to the Chairman and Clerk. The Clerk had since forwarded a copy of the report the County’s Highways Department for their comments.  As a result it had been agreed to provide red coloured road surfacing with white lined “SLOW” signs on the approaches to the school and The Croft area as part of the traffic management scheme already planned for Main Road.  Work on the scheme was programmed to start in January 2007.    Mr Bryan expressed his doubts as to whether the measures proposed would be successful in reducing traffic speeds.  Mr Taft commented that there were proposals to introduce 20 mph limits outside all schools countywide and funding was available for such traffic calming measures although this was dependent on schools producing a school travel plan.

 

205.  The Council agreed to monitor the new traffic management scheme for North End Road once it was in place.

 

Satellite Centre in Ford Lane (minute 168/2006)

 

206. The Clerk reported that he had received complaints from residents of Downview Close about the light pollution caused by security floodlighting at the Satellite Centre premises.  He had been in contact with the District Council’s Pollution Team; an officer had since visited the factory unit and it was understood that steps were being taken which would resolve the problem.   

 

Proposed Children’s Centre for Yapton (minute 175/2006)

 

207.  The Chairman reported that the Parish Council had received a copy of the Architect’s feasibility study which had been commissioned by the County Council.  The report set out the improvement/adaptation works which it was recommended should be carried out (principally to the Club Room) to enable the Village Hall to accommodate the proposed Children’s Centre.  The Chairman commented that the improvement works should enhance the existing premises and if the Children’s Centre was established in Yapton it would provide much needed support facility for families as well as securing funding on a long term basis for the Village Hall. 

 

 

208.  The Council noted that the feasibility report was due to be considered by the Village Hall Management Committee at its next meeting on 28 November 2006.

 

Repairs to Children’s Play Area (minute 184/2006)

 

209.  The Clerk reported that the Council’s insurer’s had approved the insurance claim and an order had since been placed with Playdale Ltd for the repairs to be carried out as soon as possible.

 

Surgery to playing field boundary trees (minute 185/2006)

 

210.  The tree surgery work had been completed by RS Landscapes at a cost of £325.00.

 

Millennium Clock Tower (minute 188/2006)

 

211.  It had been established that the Clock Tower was composed of glass fibre and could be easily cleaned.  The Council agreed to make arrangements for the cleaning in the new year.

 

Damage to Bollards in large Car Park (minute 193-194/2006)

 

212.  The Clerk reported that the Council’s claim had been settled by the defendant’s insurers in full plus an addition sum to cover administrative expenses.

 

 

REPORTS FROM COUNTY & DISTRICT COUNCILLORS

 

213.   In the absence of County Councillor Mrs Freeman, the Chairman read an email from her in which she commented on a number of County matters (copy attached to minute book).

 

214.  District Councillors Stephen Haymes and Richard Taft reported on the following matters:

 

a) Any future proposal to upgrade/expand Ford Prison would be subject to normal planning procedures;

 

b) The timing of the proposed Arundel bypass was still in doubt;

 

c) The Ford Hub development proposals would be subject to the new Local Development Framework and its findings;

 

d)  The proposed Barnham – Yapton Cycle route.   It was suggested that a copy of the latest proposals and map should be sought from the County Council;

 

e) The County Council was proposing to promote and sponsor a “Sussex Day” on 16 June 2007.

 

f) At the District Council’s State of the District Debate, a Five Villages Summer Festival had been proposed to be held in Yapton over 13/14 July 2007.

 

 

REPORT FROM SUSSEX POLICE REPRESENTATIVE

 

215.  PC Brian Towner reported on a street briefing session held with residents of Cobham Close in conjunction with a team of officers from the District Council and attended also by Mr Caiger and Mr Taft. The session had been well attended by residents and a number of issues/concerns were now being actively followed up.

 

216. PC Towner went on to give a statistical breakdown of the 144 police reported incidents (74 in September and 70 in October) in the Yapton area over the last two months.

 

217. The Council was pleased to hear that the team of Police Community Support Officers covering the 5 villages was to be increased by two officers from December 2006.

 

 

CORRESPONDENCE

 

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

a)  WSCC – enclosing a copy of the West Sussex Rights of Way Improvement Plan 2007 – 2017 Consultation Draft.  Members noted that as required by statute, the County Council along with other Local Highway Authorities in England, was working towards publishing a Rights of Way Improvement Plan for its area.  As a prerequisite to publishing the final plan, a draft plan had been published which was now out for consultation.  The closing date for comments was 12 January 2007. It was agreed that Mr Jones should consider the draft document and respond as appropriate on behalf of the Parish Council.

b) WSCC – enclosing details of the Downland County Local Committee/Joint Downland Area Committee Community Grants Scheme.  Members noted that a total of £20,000 was available in the current financial year and grant applications for a minimum of £200 were being invited for projects which “show a benefit to the local community and help towards achieving the aims of WSCC’s County strategy”.   The Council agreed that the availability of grants should be advertised on the Parish Council’s notice board and in the newsletter. 

c) Arun District Council – response from Head of Planning to letter sent concerning “Protecting the natural wildlife and habitat in the Yapton area” (copy attached to minute book -minute 172g/2006 refers).  Mr Taft referred to the response to a survey which had been undertaken by two residents of Bilsham Road, the details of which he would be discussing with District Council members. 

d) Arun District Council – Letter of thanks from the Chairman for sponsorship on the Littlehampton 10K Coastal Run.

e) Arun District Council – invitation to the Chairman’s Charity Chinese Buffet Supper to be held at The China Inn, Flansham Lane, Felpham, on Thursday 16 November 2006 at 7.00 pm.

f) 4SIGHT – enclosing details and tickets (entry free) for a charity auction to be held at the Rowland Rank Centre, Aldwick Road, Bognor Regis, on Saturday 11 November 2006.

g) Ford Parish Council - invitation to attend a wreath laying service at the Commemorative Garden, Ford, on Remembrance Sunday, 12 November 2006 at 12.30 pm. Mr Haymes, Vice Chairman, would represent and lay a wreath  at the ceremony on behalf of the Parish Council.

h) Letter from resident of Church Road – concern about the increase in speed and volume of traffic using Church Road and Church Lane.   The Council agreed as a next step to seek advice from the County’s Highways Department on possible traffic calming measures.

 

PROPOSED CREMATORIUM FOR YAPTON

219. The Council had before them a report by the Clerk on the proposal by Mercia Crematoria Ltd, a private development company, to build a crematorium on agricultural land on the western side of Bilsham Road, north of Comet Corner (copy attached to minute book).

220.  The Council noted that a recent briefing session for councillors arranged by Mercia it was stated that there would be some 24 cremations per week on the site, with the crematorium operating 5 days per week between the hours of 10.00 am and 4.00 pm, plus some Saturday mornings.   Some increase in traffic was expected along the A259 road as well as through the centre of Yapton itself, the latter arising from funeral corteges travelling from the five villages area.   If the planning application was approved, Mercia Crematoria Ltd would, as part of a Section 106 planning agreement, pay an assessed contribution towards the road improvements planned for Comet Corner.

221.  A public exhibition of the plans for the crematorium was to be held at the Yapton & Ford Village Hall during the afternoon and evening of Monday 13 November 2006 following which the company intended to submit a full planning application to the District Council.

 

YAP CENTRE

222.  The Council reviewed the current operation of the YAP Centre.   The Chairman stated that it was disappointing that there had been few visitors to the YAP Centre over the summer months but this did not mean the facility was not proving useful to those residents who wished to discuss a concern or problem on a face-to-face basis with the police or council representatives.

223. Given the dark winter evenings, the Council together with the Police representatives present, agreed to revert to the previous Saturday morning opening times with effect from 18 November 2006. The Clerk was asked to circulate a rota of future dates to councillors to obtain volunteers for manning the Centre over the next few weeks and he undertook also to publicise the new opening times in the press and Parish Council newsletter.

 

 

PARISH COUNCIL NEWSLETTER (YAPTON NEWS & VIEWS)

 

224.  With reference to minutes 178-179/2006, the Chairman reported that the person he had had in mind to possibly take over the editorship of the newsletter had since obtained a full-time permanent post in London and was not therefore now available.  

 

225. The Clerk indicated that for the time being he would be prepared to continue on a voluntary basis with the extra work involved in editing and producing the newsletter on the understanding that the Council would keep the position under review and reconvene the working party should the need arise.    The Council agreed to this.

 

226.  Details of the contents for the Christmas edition (21st issue) of the newsletter were outlined by the Clerk.  The Council agreed to the insertion of a flyer publicising this year’s Chestnut Tree House Children’s Hospice Christmas Cards at an additional cost of £95 (this meant that the Christmas issue would consist of 20 pages instead of the usual 16 pages) and to the award of vouchers for the winners of the Spot the Ball competition and the Crossword Puzzle.

 

 

PLANNING COMMITTEE

 

227.   the Council had before them and received the minutes of meetings of the Planning Committee held on 20 October 2006 and (ii) details of planning decisions made by Arun District Council in September/October 2006 (copies attached to minute book).

 

228.  Mr Faulkner reported on a seminar he had attended at the Arun Civic Centre on the Clean Neighbourhoods and Environment Act 2005.   It was agreed that a copy of the guidance booklet which the Council had received from Defra should be circulated to members for discussion at the next meeting.

 

 

PLAYING FIELD

 

229.  The Council raised no objection to a request of the Yapton Football Club to use free standing floodlights on the playing field for the football club’s Thursday evening training sessions starting in the New Year.  This was agreed on the basis that the decision would be kept under review from time to time in case there were any complaints from nearby residents.

 

 

ALLOTMENTS

 

 

230.  Mr Andrews, as an allotment tenant, declared a personal interest and took no part in the consideration of the following items.

 

231.  In response to comments expressed at the meeting by allotment tenants who were concerned about the security of the Cinders Lane allotment site, the Chairman suggested that they obtain an estimate of cost for the provision of a gate and fencing and forward this to the Clerk for consideration at the next meeting. 

 

232.  Resolved – That the annual rental for a five rod plot on the Cinders Lane Allotment site be maintained at £15.00 for the period 1 April 2007 to 31 March 2008.

 

 

VILLAGE HALL

 

233.  Mr Faulkner reported as follows:

 

a) As at 15 October 2006, there was a net credit balance of £7694 in the Committee’s funds.

 

b) The outside lighting had been checked over and was all now working;  

 

c) The main hall flooring was due to be refurbished in November;

 

d) Pam Morris had agreed to continue as the Committee’s secretary until May 2007;

 

e) The cleaning contract and the constitution for the Village Hall Committee Management Committee were both being reviewed;

 

f) Licensed events at the Village Hall would in future be managed on behalf of the Village Hall Management Committee by the Licensee of the Maypole Inn;

 

g) Tickets for a Christmas Raffle being organised by John Dickeson to raise funds for the village hall were distributed to members.   It was hoped to raise some £730 through the raffle.

 

 

JOINT DOWNLAND AREA COMMITTEE

 

234.  Mr Haymes and Mr Taft reported on matters discussed at the meeting on 23 October 2006.

 

 

FINANCE

 

235.  The Clerk reported that the external audit of the Council’s accounts for the year ended 31 March 2006 had been satisfactorily completed by Mazars and there were no matters arising.  A copy of the statement of accounts and the external auditor’s report had been posted on the Parish Council’s noticeboard in accordance with the regulatory requirements.

 

236. Resolved –

 

a) That the financial statement showing the payments and receipts for the period 1 September to 31 October 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 September to 31 October 2006 be received (copy attached to minute book). 

 

 

DATES OF MEETINGS IN 2007

 

237.  The Council approved the following programme of meetings for 2007:

 

8 January;     12 March;            14 May (preceded by Annual Parish Meeting);

9 July;           10 September;     12 November.

 

 

 

                                                                         

   

CHAIRMAN