YAPTON PARISH COUNCIL

 

 

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

 

Present:    Mr Haymes (Chairman), Mrs Abbott, Mr Andrews, Mrs Barnes, Mr Caiger, Mr Taft and Mrs Wallbridge.

 

Also present: Mr Tansley (Clerk of the Council) and 6 members of the public.

 

Apologies for absence were received and accepted from Parish Councillors Mr Bryan and Mr Jones, County Councillor Mrs Freeman and Sergeant Stobart (Sussex Police).

 

Before the start of the business meeting, the Chairman paid tribute to Gordon Diggance who had died on 8 September 2007.   Gordon had been well known throughout the village. He was the last Postmaster and owner of the former Post Office Stores in Main Road. He had served as a Parish Councillor between 1987 and 1991.  As a member of the public he had continued to take an interest in the work of the Parish Council and until fairly recently he had been a regular attender and contributor at meetings.

 

Those present at the meeting stood for a minute’s silence in remembrance of Gordon Diggance and as a mark of respect for him.    

  

 

 

DECLARATIONS OF ACCEPTANCE OF OFFICE

 

172.  Mrs Abbott signed a declaration of acceptance of office.

 

 

DECLARATIONS OF INTEREST

 

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

 

174.  Mr Haymes declared a prejudicial interest in agenda item 12(a) (Planning Committee) as a member of the District Council’s Development Control Committee.

 

 

PUBLIC QUESTION TIME

 

175.  The Council agreed to bring forward this agenda item in future to enable the public to raise any questions or concerns with the Council at the start rather than at the end of the meeting.

 

176.  A concern was raised about the siting of the marquee on the field which was used for the Children’s Holiday Club for one week at the start of the school summer holidays.  Residents of Briar Close complained about difficulties with cars parking and blocking their drives and also the noise generated during the week.

 

177.  It was agreed that the residents’ concerns would be discussed with the organisers.

 

178.  The hedgerow alongside the footpath at the rear of the village hall was reported to be overgrown and encroaching onto the path.  The Clerk undertook to deal with the matter.

 

179. A pile of cans, bottles and strips of binding tape had been left behind in the corner of the field following the weekend football match.  The Clerk indicated that he had already raised the matter with officials from Yapton Football Club.

 

180.  The Chairman of the Village Hall Management Committee passed on the Committee’s thanks to Mr Faulkner for his action in removing the rubbish and builder’s debris which had accumulated in the bin store at the rear of the village hall.  He assured the meeting that it would be kept clean and tidy in future.    

   

181. The possibility of providing a safe crossing point near the Park Road junction with Bilsham Road would be explored by the Clerk with WSCC’s Highways Department.

 

182. It was reported that shingle from the entrance drive of a property in Bilsham Road was encroaching on to the footway.   The Clerk undertook to raise the matter with the Highways Department.

 

183.  It was reported that there had been a delay in transferring the residents from Warmere Court to their new home in Bognor Regis to enable the rebuild to take place.  As there seemed to be some uncertainty as to the reasons for the delay the Clerk undertook to make enquiries and report back to members.    

 

184.  Problems with motorbikes being ridden along the footpath across the field at the rear of the Downview Estate were reported.

  

 

MINUTES

 

185.  Resolved - That the minutes of the meeting held on 9 July 2007 be approved as a correct record and that they be signed by the Chairman.               

 

 

MATTERS ARISING

 

Chain of Office (minute 140/2007)

 

186.  Following discussion and a vote being taken it was:-

 

Resolved -   That a simple chain of office be purchased engraved with the words “Chairman of Yapton Parish Council’ for the Chairman to wear when representing the Council at civic and other public occasions.

 

Location of proposed Children’s Centre for Yapton (minute 141/2007) 

 

187.  The Clerk reported that the planning application had been approved and work on the building adaptations to the Youth Centre to accommodate the Children’s Centre was already underway.

 

Comet Corner (minute 142/2007)

 

188.  The Clerk circulated copies of a “Comet Corner – Position Statement” which had just been issued by the County Council on behalf of the Cabinet Member responsible for Highways & Transport (copy attached to minute book).   The statement indicated that a traffic survey had been undertaken earlier in the year and modelling was now being carried out “to enable the problems at Comet Corner (now and future) to be assessed and appropriate mitigation measures to be developed – these may, or may not include a signals or roundabout solution.”    Members noted the current position.

 

Enhancement of play facilities in Yapton (minute147/2007)

 

189.  The Clerk reported on a quotation received from Playdale Playgrounds Ltd for the supply and installation of the new play equipment. The detailed specification included provision for (a) extending the rubberised safety surface of the existing children’s play area (b) extra fencing to enclose the extended area and replacement self-closing gates (c) a range of dual-purpose play equipment suitable for disabled as well as able-bodied children.


190.  An application had accordingly been submitted to the SITA Trust for a grant of £30,000 instead of £25,000 previously envisaged.  This meant that the required third party contribution of 10.2% to the SITA Trust (which WSCC had previously agreed to fund through its community grant scheme) would be increased from £2550 to £3060.  In the circumstances a further application had been submitted to the Joint Downland Area Committee requesting that consideration be given to funding the additional £510 third party contribution.  The application to the Downland Committee would be considered at its meeting on 8 October 2007.  The application to the SITA Trust would be considered by the Board on 11 December 2007 following a site visit and a full assessment by the Project Manager for the South Region.

 

192. As far as the proposal to extend the skateboarding facilities was concerned, the Clerk advised that he had made enquiries about the cost of the installation at the Larksfield Playing Field in Middleton-on-Sea. He had been advised that the total cost of the project completed some two years ago was in the region of £35,000.   

 

Village Hall Publicity/Fund raising (minute 170/2007)

 

193.  Mrs Wallbridge reported that the Parochial Church Council of which she was a member had agreed to organise a fund raising event for the village hall in the New Year.

 

Raised kerb at entrance to Village Hall Car Park (minute 171/2007)

 

194.  The Clerk reported that WSCC Highways Department had agreed to arrange for a tarmacadam ramp to be installed on either side of the entrance to the car park to ease access for wheelchair and mobility scooter users.

 

           

REPORT FROM DISTRICT COUNCILLOR

 

195.  The Chairman in his capacity as a District Councillor reported on a proposal that was due to be considered by the District Council at its meeting on 13 September 2007 concerning the Local Development Framework (LDF) Core Strategy Preferred Options.

 

196.  Members were informed that as part of the Core Strategy process, the District Council was required within the LDF timescale to identify potential locations for new housing development.  Amongst the proposals put forward was a major new settlement based at Ford incorporating housing, employment and community facilities.  The Chairman advised that the proposal had been fully assessed and was not one of those being recommended for adoption.  However members agreed that they would need to monitor the situation closely.   

 

 

REPORT FROM SUSSEX POLICE REPRESENTATIVE

 

197.  The Clerk distributed copies of a report (copy attached to minute book) received from Sergeant James Stobart which included statistics on the number of incidents reported to Sussex Police since the last meeting.

 

 

CORRESPONDENCE

 

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

 

a) West Sussex NHS Primary Care Trust – Consultation on “Creating an NHS Fit for the Future”.

 

The Council agreed that the earlier letter sent by the Clerk to the Surrey and Sussex Strategic Health Authority outlining its opposition to the closure of the A & E Department and the downgrading of St Richard’s Hospital at Chichester should form the basis of its response to the latest consultation document,  with Option B being its preferred option.  

 

b) Sussex Safer Roads Partnership – enclosing information leaflets about “Operation Crackdown” a new web-based public reporting system for bad driving.

 

c) WSCC - Consultation on two options for the distribution of Gypsy and Traveller caravan sites in West Sussex.   No comments.

 

d)  Arun DC – enclosing CD on its Annual Performance Plan “Performance Matters” which had recently been published.

 

e) Arun DC – Changes to the Planning System (copy attached to minute book).   Members were concerned that the space available for commenting on applications in the online system was only 800 characters and therefore very restrictive and limiting.  The Clerk undertook to raise the issue with the District Council.  

                                                                                               

f) Arun DC – Review of Parish Council Allowances.  Members re-affirmed their previous decision (minute 22b/2004 refers) not to claim allowances for the time and effort they put into their parish duties including attendance at Parish Council meetings, although travelling expenses would continue to be paid for, for example, attendance at training courses.

 

g) Arun DC – Review of Council’s Licensing Policy. No comments.

 

 

LITTER COLLECTION

 

199.  Resolved –

 

a) That the part-time contract awarded to Mrs J M Smithers for litter collection on the playing field and in the children’s play area be extended for a further six months until 31 March 2008 subject to annual review thereafter.

 

b) That a vote of thanks be recorded to Mrs Smithers and her husband for the excellent work  which they did, much of it on a voluntary basis, keeping the village clear of litter.   

 

 

PARISH COUNCIL NEWSLETTER (YAPTON NEWS & VIEWS)   

 

200.  Details of the contents of the September 2007 edition of the newsletter which had been compiled by the Clerk were reported to the Council.   The issue would comprise a total of 20 pages including a centre spread advert from Admor Ltd., the local printers of the newsletter.  In return Admor Ltd had agreed to increase the print run by 250 copies at no additional cost and to maintain the printing costs at the present level for a further 12 months.

 

201.  The delivery arrangements which now covered most of the village were discussed and agreed.

 

 

PLANNING COMMITTEE

 

202.  Mr Haymes, as a member of the District Council’s Development Control Committee, declared a prejudicial interest and took no part in the consideration of the three planning applications considered and the subsequent voting on the resolution.   Mrs Wallbridge declared a personal interest in planning application no. Y/72/07 and took no part in the consideration and subsequent voting on the resolution in respect of the application.

 

203.  The Council had before them and considered planning application nos Y/71/07, Y/72/07 and Y/73/07.

 

204. Resolved – That appropriate representations be made to the District Council in respect of each of the applications for the reasons set out below:

 

Planning Application No Y/71/07 (Walnut Tree Cottage, Church Road)

 

i)  The proposed development fails to preserve or enhance the character of the Yapton Conservation Area or its setting;

 

ii)  It is considered that the proposed extension does not complement the present building;

 

iii) Because the property is within the Yapton Conservation Area, it is felt that more attention to the design and detail is required.

 

Planning Application No Y/72/07 (22 Canal Road)

 

i)  The Council has concerns about the operation of a business from a residential dwelling;

 

ii) The Council feels that if approved it would be difficult to resist other similar applications in this location;

 

iii) Should the application be approved, it is considered that it be conditional and valid to the present occupiers and only for their hairdressing business.

 

Planning Application No Y/73/07 (Land at rear of Victoria House, Main Road)

 

i)  The proposed development fails to preserve or enhance the character of the Yapton Conservation Area or its setting;

 

ii)  It is considered that the proposed two cottages are sited too close to one another;

 

iii) It is considered that the approach driveway is too narrow and should be widened.

 

205.  The Council had before them and endorsed (a) the minutes of meetings of the Planning Committee held on 23 July, 2 August and 28 August 2007 and (b) details of planning decisions made by Arun District Council in June/July and August 2007 (copies attached to minute book).

 

 

PLAYING FIELD

 

206.  The Clerk reported that the field had been provisionally booked by Coles Fair for a visit from

4 – 8 October 2007 inclusive.  The visit would include a firework display on the Saturday evening.

 

 

ALLOTMENTS

 

207.  Mr Caiger reported that letters had been sent by the Clerk to two tenants asking that they clear their plots which had become overgrown with weeds.  Despite the warning, two plots which were held by one tenant remained largely untouched.  The Council agreed that the tenancy of one of the two plots should be terminated forthwith and re-allocated to the next person on the waiting list.

 

 

VILLAGE HALL

 

208.  Mrs Wallbridge reported on a meeting of the Village Hall Management Committee held on        5 September 2007 as follows:

 

a) In the absence of other volunteers, John Dickeson would be continuing as Chairman, Pam Morris as Secretary, Gina Elsmere as Treasurer and Mary Storey as Bookings Secretary for the time being.  Mrs Wallbridge had agreed to take notes for the minutes of the committee meetings.

 

b) Mr Bryan had agreed to review the hall’s health and safety policy.

 

c) The caretaker’s role was being changed to that of manager.

 

d) The village hall now had licence to serve alcohol.

 

e) The electric cooker range in the main hall kitchen needed to be replaced.  Estimates were being sought.

 

 

POLICY SITE 6 ADVISORY GROUP

 

209.  Mrs Wallbridge reported on meetings she had attended as substitute for Mr Taft on 16 August and 6 September 2007.  It was agreed that the Clerk should seek a written assurance via the Advisory Group that contractors’ vehicles would not use Hoe Lane for accessing the site once building work got underway.  

 

 

FINANCE

 

210.  Resolved –

 

a) That the financial statement showing the payments and receipts covering the period 1 July– 31 August 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 July – 31 August 2007 be received (copy attached to minute book).

 

 

 

 

CHAIRMAN