YAPTON PARISH COUNCIL

12 March 2007 - At a meeting of the Parish Council held at the Yapton & Ford Village Hall.

Present: Mr Fellows (Chairman), Mrs Abbott, Mr Andrews, Mrs Barnes, Mr Bryan, Mr Faulkner, Mr Haymes and Mr Taft.

Also present: PC Child from Sussex Police, County Councillor Mrs Freeman, Mr Tansley (Clerk of the Council) and 6 members of the public.

Apologies for absence were received and accepted from Parish Councillors Mr Caiger and Mr Jones.

DECLARATIONS OF INTEREST

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

MINUTES

44. Resolved - That the minutes of the meeting held on 8 January 2007 be approved as a correct record and that they be signed by the Chairman.

REPRESENTATIVE ON POLICY SITE 6 ADVISORY GROUP

45. Resolved – That Mr Taft be appointed to serve as the Council’s representative on the Policy Site 6 Advisory Group established by Arun District Council.

MATTERS ARISING

Arena Sports System (minute 6/2007)

46. Work on the installation of the Arena Sports System was underway and was expected to be completed shortly. The Clerk was pleased to report that WSCC from its community grant scheme had approved a grant of £500 towards the cost of a second picnic table for the site. Installation of the tables and a litter bin, which were to be sited beneath the trees, together with re-marking of the playing area itself would be arranged once the Sports Enclosure works were fully completed

47. The Council agreed that if possible arrangements be made to mark the completion of the Arena Sports Enclosure with a 5-a-side football tournament involving local youngsters, over the Easter break. Hugo van Driel from Yapton Free Church had volunteered to assist with the arrangements.

Provision of replacement notice board (minute 10/2007)

48. The new notice board had been installed but the Clerk reported that he was in contact with supplier as he was disappointed that the useable space for notices was less than anticipated. The supplier intended to make some adjustments which it was hoped would improve matters.

WSCC Community Grants Scheme (minute 16/2007)

49. The Clerk reported that a grant of £350 had been approved by WSCC for a new loft ladder for the village hall but the application for a grant towards the cost of refurbishment of the floor in the main hall had been turned down as its was considered routine maintenance work which should be funded by the Village Hall Management Committee.

50. The Council noted that a grant application had been submitted for an additional street light in Maypole Lane (following on from the petition received last year) and this application was due to be considered by the Downland County Local Committee on 28 March 2007.

Road safety in Church Road and Church Lane (minute 17/2007).

51. The Clerk indicated that he had recently been contacted by the school for information; he understood that the submission of its school travel plan to County Hall was imminent.

Barnham Link Proposed Cycle Route (minute 22b/2007)

52. The Clerk reported that there had been no further developments.

YAP Centre (minute 25/2007)

53. The Clerk reported that he had written to the Loss & Prevention Manager at Southern Co-operatives Ltd and also included a mention of the possible closure of the YAP Centre in the last issue of Yapton News & Views but there had been no response to date.

Part-time Litter Picker (minute 29b/2007)

54. The Clerk reported on the response he had received to the advertisement.

55. Resolved - That the position of part-time litter collector as advertised be offered to Mrs Smithers on a self-employed basis for an initial 6 months contract as from 1 April 2007.

Insurance Policy with Zurich Municipal (minute 37b/2007)

56. The Clerk advised that the cover with Zurich Municipal had been amended to reflect the fact that the Council would in future self-insure for any damage caused to the hard play/basketball area and youth shelter. He had also removed the parish council’s street lamps from the policy as these were now covered under the maintenance contract with the County Council. Zurich Municipal had adjusted the premium accordingly and issued a refund of £207.86 for the remainder of the current policy period to reflect these changes.

Repairs to bus shelter in Bilsham Road (minute 40/2007)

57. The Clerk had arranged with Arun Works for the repairs to be carried it. It was reported that one of the Perspex roof panels still needed fixing. The Clerk undertook to arrange accordingly.

Swings in Children’s Play Area (minute 41/2007)

58. The Clerk reported that he had made enquiries but no alternative to the chain link supports was available from Playdale Ltd.

WSCC Road Sign opposite Drove Lane (minute 42/2007)

59. Mr Faulkner reported that the sign had been re-positioned by the County Council on a new post which should make it more difficult to tamper with in future.

REPORTS FROM DISTRICT COUNCILLORS

60. District Councillor Mr Haymes reported on the Annual Civic Service held recently at Arundel Cathedral. In his capacity as Chairman of the District Council he had arranged for the Revd Richard Hayes from St Mary’s Church to officiate at the Service and Hugo van Driel from Yapton Free Church had also contributed. A choir of children from Yapton CE Primary School had sung a version of The Lord’s Prayer which had been well received by the whole congregation.

61. District Councillor Mr Taft reported that he understood that the planning application for a crematorium off Bilsham Road, Yapton, would be considered by the Development Control Committee at its meeting on 25 April 2007. The enforcement by police of the zig-zag parking lines outside the school was dependent on whether they were covered by a formal traffic order. Changes to the layout of the roundabout at Clymping had been agreed with Viridor as part of the highway improvements linked to the Materials Recycling Facility planned for Ford.

REPORT FROM SUSSEX POLICE REPRESENTATIVE

62. PC Child from Sussex Police reported on the latest crime statistics for Yapton (copy attached to minute book). The Council noted that the majority of local youth crimes were drink-related. The issue of under-age drinking was discussed and members once again drew attention to the fact that the Co-op Store’s current licence permitted alcohol to be sold until its closing time of 11.00 pm which meant that drink was readily available in the village until late at night..

CORRESPONDENCE

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

a) Defra – Review of the Quality Town and Parish Scheme. The Council noted that the Government’s recently introduced Local Government and Public Involvement in Health Bill had affected Defra’s plans for reviewing the Quality Town and Parish Council scheme. If enacted the Bill was expected to confirm the White Paper commitment to extend the power of well-being to all parish and town councils that satisfy criteria based on the Quality Parish Scheme. Subject to consultation this could then lead to the introduction of a statutory scheme for quality councils as opposed to the present arrangements. In the meantime the existing arrangements for accreditation including the electoral mandate requirement would continue to apply.

b) Audit Commission – Appointment of External Auditor. The Council noted that Mazars had been re-appointed as the Council’s external auditor for the 2006/2007 accounts.

c) Charity Commission – Review of charitable status for King George V Playing Field, Yapton. The Clerk outlined the views expressed by the Charity Commission as to the field’s charitable status. Legal guidance from the Sussex Associations of Local Councils was being sought as to what action, if any, was considered appropriate.

d) WSCC – invitation to re-opening of Yapton Youth Club on Monday 19 March at 6.00 pm.

e) Arun District Council – Arrangements for Parish, Town & District Council elections on 3 May 2007. The Clerk outlined the arrangements for the elections to be held on 3 May. Nomination packs were distributed to councillors with a covering note which highlighted the relevant dates for the receipt of nominations and the need for the Parish Council to meet the electoral requirements if the Council’s quality status was to be retained at the next review.

f) Residents of East Bank, North End Road – Representations concerning the re-routing of HGVs avoiding Barnham Bridge and the build up of heavy traffic using Ford Lane, Ford Road and the surrounding areas. The Clerk explained he had already been in touch with the County’s Highways Department and the Council agreed to monitor the position.

PROPOSED CHILDREN’S CENTRE FOR YAPTON

64. With reference to minute 13/2007, the Chairman reported on a further meeting which had taken place with representatives of the Village Hall Management Committee at which Stuart Fairweather, the Children’s Centre Strategy Manager, had made a further presentation on the County’s proposals and answered questions. The Village Hall Management Committee had since met and regrettably had reaffirmed its earlier decision not to agree the County’s proposal for the establishment of a Children’s Centre in the club room at the village hall which was at present under-used during weekdays.

65. The Chairman indicated that prior to reaching its decision, the Village Hall Management Committee had been assured of every possible support from the Parish Council, working in partnership with the Committee and WSCC, to ensure the legal and administrative requirements of the lease were fully satisfied in any agreement entered into with the County Council for the use of the premises. The Clerk had already been in contact with the Sussex Rural Community Council who were most supportive of the proposal and were satisfied that it did not conflict with the charitable objectives of the village hall.

66. In the ensuing discussion the Council shared the Chairman’s bitter disappointment at the Village Hall Management Committee’s short-sighted decision to reject an opportunity which would not only have been of long term benefit to young families in Yapton and Ford and the neighbouring villages but would have also secured the village hall’s financial future making it much less dependent on the support of the Parish Council in the future. County Councillor Mrs Freeman also expressed her regrets and disappointment at the outcome.

67. In response Mr Dickeson, the Chairman of the Village Hall Management Committee, who was present at the meeting, read a letter which the Village Hall Management Committee had sent to Stuart Fairweather, following their recent meeting. The letter indicated that the Management Committee would be prepared to enter into discussions with WSCC for the use of accommodation in the village hall as an overflow facility for meetings and other activities should, as now seemed likely, the Children’s Centre be established in the adjacent Youth Centre premises.

DRAINAGE SYSTEM ON DOWNVIEW ESTATE

68. With reference to minute 8/2007, County Councillor Mrs Freeman, reported that following recent decisions taken by Cabinet members at County Hall. the long-standing drainage problems on the Downview Estate looked set to be resolved. . Linked to the re-building of Warmere Court, Mrs Freeman advised that the County Council had just invited tenders for the upgrading of the sewerage/drainage system on the estate. The estimated start date for the drainage works had been set for 14 May with completion by 15 June 2007.

69. The Parish Council recorded their thanks to Mrs Freeman for her help and also to Laura Wallbridge who, acting on behalf of the residents of the Downview Estate, had been persistent in pressing the issue with the various authorities and keeping it to the forefront of people’s minds over the last four years.

PARISH COUNCIL NEWSLETTER (YAPTON NEWS & VIEWS)

70. Details of the contents of the March issue of the newsletter were outlined by the Clerk. He reported that Peter Jones had suggested that the present delivery arrangements should be reviewed as there was evidence to suggest that quite a few people in the village still did not get to see a copy. Offers at the meeting to distribute the newsletter direct to households in certain roads in the village were gratefully accepted and an appeal for more volunteers willing to deliver copies within their neighbourhood would be included in the next issue.

PLANNING COMMITTEE

71. The Council had before them and received (i) the minutes of the meeting of the Planning Committee held on 30 January 2007 and (ii) details of planning decisions made by Arun District Council in January/February 2007 (copies attached to minute book).

PLAYING FIELD

72. Mrs Abbott asked whether it might be possible to erect some form of barrier to prevent motorcyclists accessing the footpath across the farmer’s field in the north east corner of the playing field. The Clerk undertook to investigate.

ALLOTMENTS

73. The allotment rentals had all been collected and the Cinders Lane allotment site would once again be operating at full capacity with a waiting list in operation. The Clerk reported that following consultation with Mr Caiger, he had contacted the District Council to see whether they might be willing to transfer to the Parish Council responsibility for the management of their small allotment site in Loveys Road as at present the site appeared to be under-used.

74. A member of the public reported that a deep ditch which had been dug on the boundary of the farmer’s field to the east of the allotment site was too close to the public footpath and could therefore be hazardous to pedestrians. The Clerk undertook to investigate.

VILLAGE HALL

75. The Council had before them and considered a report from the Clerk setting out the present arrangements for undertaking repairs and financing the external maintenance of the village hall premises (copy attached to minute book).

76. Resolved –

a) That the Parish Council reaffirm its commitment to finance the cost of the external maintenance of the village hall premises up to a maximum of £2500 per annum, subject to annual review, and on the basis that Ford Parish Council would continue to bear 25% of the total cost;

b) That the arrangements set out in paragraph 4.2 (i) to (viii) of the report be adopted forthwith and that the Village Hall Management Committee be advised accordingly;

c) That the Village Hall Management Committee be asked to urgently review its present insurance arrangements with a view to ensuring that if not already covered, provision was made for any vandalism damage to the fabric of the premises and that the Committee be requested to provide the Parish Council with evidence of such extended cover as soon as possible.

77. Mr Faulkner reported on the last meeting of the Village Hall Management Committee as follows:

a) John Dickenson had been appointed as Chairman with Dawn Meeks taking over as Vice-Chairman.

b) The accounts showed a credit balance of £4963. Bookings for the hall remained steady.

c) There was a need to replace the rubber ferrules on many of the chairs as these could cause damage to the newly refurbished floor in the main hall.

d) The central heating controls needed adjustment.

e) Repairs to the roof tiles and guttering at the rear of the village hall were needed.

f) Date of next meeting – 9 May 2007.

78. Resolved – That a vote of thanks be recorded in the minutes to Tony Robinson, former Chairman of the Village Hall Management Committee, who had volunteered to take over as Chairman last year at a difficult time.

JOINT DOWNLAND AREA COMMITTEE

79. Mr Taft reported on the meetings held on 15 January and 12 February 2007.

MEETING OF QUALITY COUNCILS IN ARUN DISTRICT

80. The Council had before them and received the notes of the meeting of the three quality councils in Arun with senior officers from Arun District and West Sussex County Council held on 23 January 2007 (copy attached to minute book).

FINANCE

81. Resolved –

a) That the financial statement showing the payments and receipts for January & February 2007 be adopted (copy attached to minute book);

b) That the summary of income and expenditure over the various budget heads for the period 1 January to 28 February 2007 be received (copy attached to minute book).

c) That the action of the Clerk in updating the present contractual arrangements with Tiscali for the provision of a broadband internet service to incorporate unlimited UK landline telephone calls at an additional cost of £3.00 per month, be approved. The Clerk explained that the change of telephone service provider should result in an estimated saving for the Council of some £60.00 per annum.

PUBLIC QUESTION TIME

82. A resident reported a large pothole in Maypole Lane which needed attention. The Clerk undertook to advise the Highways Department accordingly.

83 It was reported that the hedgerow next to the Youth Centre and adjoining the footpath at the rear of the village hall needed trimming back. The Clerk undertook to advise the Highways Department accordingly.

CHAIRMAN