YAPTON PARISH COUNCIL

 

 

14 January 2008 - At a meeting of the Parish Council held at the Yapton & Ford Village Hall.                  

 

Present:    Mr Haymes (Chairman), Mr Andrews, Mrs Barnes, Mr Bryan, Mr Caiger, Mr Jones and Mr Taft.

 

Also present:  PCSOs Karen Beer and Neil Billingham (Sussex Police), Mr Tansley (Clerk of the Council) and 5 members of the public.

 

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

 

Before the start of the business meeting, the Chairman paid tribute to Parish Councillor Mrs Eunice Abbott who had sadly died on 21 December 2007.  Together with the Vice-Chairman and the Clerk, he had attended the funeral service at the Chichester Crematorium on 3 January 2008.  All those present at the meeting stood for a minute’s silence in memory and as a mark of respect for Eunice.

 

 

DECLARATIONS OF INTEREST

 

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

 

2.  Mr Haymes declared a prejudicial interest in agenda item 12(a) (Planning Committee) as a member of the District Council’s Development Control Committee. Mr Taft, as a resident of Hoe Lane, declared a personal interest in agenda items 9(a) and 13(a) relating to Policy Site 6.  Mr Tansley, Clerk of the Council, declared a personal interest in agenda item 14(a) relating to the budget provision for his remuneration and for the provision made to P Tansley for the website maintenance/support and to M V Tansley for the newsletter production and distribution.

 

 

PUBLIC QUESTION TIME

 

3. A problem with household rubbish including food material which was being blown on to the highway and across the playing field from a property in Main Road was raised.  The Clerk undertook to discuss the matter with the District Council’s refuse disposal officer.

 

4.  It was reported that there was new graffiti on the side of the village hall.  There was still a problem also with a small number of dog owners who allowed their dogs to foul the playing field and failed to clear up the excrement.  The Clerk undertook to follow these matters up.

 

5.  It was reported that a number of roads on the Loveys Estate had developed potholes which needed filling as soon as possible.

 

6.    It was suggested that there was a need for a further pedestrian barrier where there was a gap in the hedgerow along Church Road to prevent children from running and cycling down the bank directly into the path of passing traffic.  

 

 

MINUTES

 

7.  Resolved - That the minutes of the meeting held on 12 November 2007 be approved as a correct record and that they be signed by the Chairman.               

 

 

MATTERS ARISING

 

Village Hall Publicity/Fund raising (minute 219/2007)

 

8.  The Clerk showed members a copy of one of the posters which had been produced by Admor Ltd to publicise the Race Night on 16 February 2008.  The Council agreed to fund the printing costs of the posters.

 

Replacement cooker for village hall (minute 222/2007)

 

9. Mr Taft reported that as the replacement cooker was regarded as a maintenance item, the sub-group of members of the Joint Downland Area Committee who had considered the application had not been able to recommend its approval as it fell outside the Committee’s normal criteria.  However the sub-group had indicated that it would consider sympathetically an application for funding the promotion of the village hall to enable it  to get extra revenue. 

West Sussex Tree Wardens – Trees for Shade 2007-8 Scheme (minute 227(c)/2007)

10.  The Clerk reported that the Council’s application had been successful and a grant of up to £50.00 had been approved under the Trees for Shade scheme for the planting of a tree on the playing field.  Following consultation with Mr Caiger and Mr Jones, a Copper Beech tree had been ordered and they had arranged for it to be planted as a replacement for the tree that had been damaged by vandals. 

11. The Council endorsed a suggestion by Mr Jones that the tree be commemorated to the memory of former Parish Councillor Mrs Eunice Abbott, subject to the agreement of her family.

         

Delivery of newsletter (minute 229/2007)

 

12.  The Chairman reported that the vouchers had been well received and letters of thanks had been received from the recipients.

 

 

MEMBERSHIP

 

13.  The Clerk reported that arising from the death on 21 December 2007 of Mrs Abbott, the vacancy on the Parish Council had been advertised on the noticeboard in accordance with the statutory requirements.  Unless, within 14 working days, of the posting of the notice there was a request to the District Council’s Returning Officer for an election to be held, the vacancy could be filled by the Parish Council by co-option. 

 

14.  The Chairman report that Christopher Forrester, one of the two District Councillors for the Yapton Ward, had recently resigned for health reasons.

 

 

REPORT FROM SUSSEX POLICE REPRESENTATIVE

 

15.  The Council had before them and received a report from PCSO Neil Billingham which included statistics on the number of incidents reported to Sussex Police since the last meeting (copy attached to minute book).

 

16.  PCSO Billingham commented on aspects of his report including the on-going efforts to reduce youth anti-social behaviour and under-age drinking in the village.  He asked if the Council’s litter picker could keep a record of the types of drink containers (cans and bottles) picked up from the playing field after each weekend. 

 

 

CORRESPONDENCE

 

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

 

a) Deputy Leader of WSCC – Consultation on Improved Community Engagement in Arun.  Members noted that the Deputy Leader was recommending the County Council to set up two County Local Committees to serve Arun and to withdraw from the partnership and its involvement in the existing three Joint Area Committees in the District.  This included the Joint Downland Area Committee which covered the rural parishes and on which the Parish Council was represented.   Meetings to discuss the proposals with those affected were being arranged separately by the County Council and Arun District Council.

 

The Council had serious reservations about the Deputy Leader’s proposals on which belatedly consultation was now taking place.  It was felt that the existing arrangements for the Joint Downland Area Committee involving a working partnership of the three tiers of local government together with the police functioned well and there was no desire for change.  The needs of the rural parishes in Arun, north of the A259 road, were considered to be entirely different to those of their urban neighbours and it was felt that the voice and influence of the rural parishes should not be diluted by joining together with the urban communities along the coastal strip.   As such it was considered that the Deputy Leader’s proposals would be a retrograde step. Lacking, as it did, the support of the other partners, if adopted it would not bode well for the desired harmonious relationship on which a true partnership could be built and developed in the interests of all the residents in the Arun District.

 

The Clerk undertook to respond  to the consultation document  from the Deputy Leader of WSCC on behalf of the Parish Council accordingly.   

 

b) WSCC Highways – proposals for improvements at Comet Corner.    The Council had before them and considered notes together with a plan from the Highways Engineers setting out the latest proposals for improvements at Comet Corner (copy attached to minute book).  

 

Whilst welcoming the changes proposed to the layout of the junction and the measures involving the use of Worms Lane as a one-way loop road for queuing traffic from Middleton wishing to access the A259 road, members remained very concerned about the queuing of traffic on the north side of Yapton Road at peak times, a problem which would be exacerbated once the Site 6 housing development at Felpham got underway.   Members accordingly looked forward to receiving the County’s proposals to address this problem after the planned traffic surveys and further modelling had taken place.

 

c) Felpham Parish Council – invitation to send a representative to attend meetings of its Policy Site 6 Committee.  It was noted that following consultation with the Chairman, Mr Taft had attended the first meeting in December.   The Council affirmed the appointment of Mr Taft as its representative on Felpham Parish Council’s Policy Site 6 Committee.

 

d) Council for Voluntary Service, Arunwide – application for a grant to help fund an event to be held at Butlins in the New Year to celebrate and promote volunteering in Arun.   The Council felt unable to approve a grant as its budget for 2007/08 for grants for voluntary organisations had already been fully spent.  

 

e) SITA Trust – advising that the Council’s application for a grant for its Inclusive “Play for All” project to extend and enhance the children’s play area had not been successful.

 

f) Osborne Homes, Chichester – offering, as a local contractor involved in the development of the Noble Autos Site, a contribution of £500 towards the provision of play facilities in Yapton.   

 

g) Local resident – Recreational facilities for children and young people in Yapton (copy attached to minute book). 

 

Following discussion the Council agreed that as soon as the necessary funds could be identified, controlled lighting should be provided for the Arena Sports Area to enable the facilities to be used in the evenings throughout the year.  Members endorsed the action already taken by the Clerk, in consultation with the Chairman, to apply to the Joint Downland Area Committee for a community grant towards the cost of the project.  If a grant from this source was forthcoming, it was agreed that the balance of costs estimated at £1500 should be met from Council funds utilising the contribution from Osborne Homes as part of the funding.  

 

 

ECO-TOWN SUBMISSIONS FOR THE FORD AREA

 

18.  With reference to minutes 213-214/2007, the Council had before them and considered a copy of a report which had been prepared by the Chief Executive for members of Arun District Council (copy attached to minute book).

 

19.  The report set out the latest position with regard to two separate submissions which had been lodged with the Government for the establishment of an Eco-Town at Ford comprising some 5000 dwellings based on the Ford Airfield site.  

 

20.  The Chairman advised members that the Government’s decision on the submissions was expected as early as February.  If approved the proposal would have a marked impact on the rural communities of both Yapton and Ford. A senior civil servant was due to meet shortly with members and officers of the District Council.  Members felt that if possible it would be desirable for the Chairman of the Parish Council’s Planning Committee to sit in on that meeting.   Meanwhile the Council would continue to monitor developments closely and if necessary to join forces with neighbouring parishes as well as Arun District Council to vigorously oppose the scheme. 

 

 

PARISH COUNCIL NEWSLETTER (YAPTON NEWS & VIEWS)   

 

21.    Details of the contents of the January edition (28th issue) of the newsletter which had been compiled by the Clerk were reported to the Council.

 

 

PLANNING COMMITTEE

 

22.  The Council had before them and received (a) the minutes of the Planning Committee meeting held on 12 November 2007 and (b) details of planning decisions made by Arun District Council in November/December 2007 (copies attached to minute book). 

 

 

PLAYING FIELD

 

23.   It was reported that there was still a problem with moles on the playing field.    The Clerk undertook to contact Michael Kennedy and ask him to deal with them. 

 

 

ALLOTMENTS

 

24.  Bills for the allotment rentals for the 2008/09 period had recently been sent out by the Clerk.  Some 50% of tenants had paid their rentals to date.   All the plots were now taken and there was a waiting list in operation.

 

 

VILLAGE HALL

 

25.  Mr Bryan reported on a meeting of the Village Hall Management Committee held on 9 January 2008 as follows:

 

a) The new cooker for which funding was being sought was urgently needed for the kitchen.

 

b) The window frame to the Church Office window was rotten and needed replacement. The Clerk confirmed that this would be regarded as external maintenance and as such the responsibility of the Parish Council.  He would liaise with the Hall Manager about the arrangements.

 

c) The Chairman and Secretary of the Committee had both indicated that they would be standing down and not seeking re-appointment at the AGM in September. It had been suggested that volunteers to fill the positions might be sought through the Council’s newsletter.

 

d) A sub-committee had been set up to review the Village Hall’s constitution.

 

26. The Chairman of the Village Hall Management Committee asked about the possibility of the external CCTV cameras at the Co-op Store being extended to cover the Village Hall.  He was advised to contact the Store’s Senior Management at Fareham.   

 

 

POLICY SITE 6 ADVISORY GROUP

 

27.  Mr Taft reported on his attendance at a meeting of the Advisory Group at which the developer had given a presentation of Barratt’s  latest plans.   Planning applications had since been submitted for the temporary site access from Felpham Way and for the 1st phase of the housing development.  The Parish Council’s Planning Committee had submitted its comments to the District Council on Planning Application No FP/220/07/.   Felpham Parish Council had subsequently written to register disquiet that Yapton was supporting the stopping up of footpath FP154 and the proposals for its diversion.

 

28.  Mr Taft indicated that he would be away from 8 – 18 February 2008 and if a meeting of the Advisory Group was called during this period it was hoped that Mrs Wallbridge might cover for him.    

 

 

POLICE FORUM MEETING FOR YAPTON, FORD AND CLYMPING

 

29.   Mr Caiger reported on the inaugural meeting of the local forum held on 14 November 2007.  A number of areas of concern in each of the villages had been identified and were being followed up.  A further meeting had been scheduled to take place in February.

 

 

FINANCE

 

Precept for 2008/2009

 

30.  The Council had before them and considered a report prepared by the Clerk on setting the precept for 2008/2009.  The report included the revised estimates for 2007/2008 as well as estimates of expenditure for 2008/2009 (copy attached to minute book).

 

31.  The Clerk reported that in the revised estimates for the current financial year (2007/2008), account needed to be taken of two invoices recently received as follows:

 

(i) the District Council’s fee for administering the uncontested parish council elections in May 2007 (£313.00)

 

(ii) the contractor’s cost, which had been recharged to the Council by WSCC, for removing and making good a damaged street light in Canal Road (£240.88).

 

32.  Members noted that as a result of successful grant applications, Council spending on maintaining existing services as well as specific improvement projects continued to exceed the precept levied and this was of long term benefit to residents.  The Clerk reported that if the precept was kept at the present level of £40,000 and the projected income and expenditure went to plan, this should allow for the Council’s reserves to be maintained at a reasonable level whilst allowing for some new expenditure to undertake improvements in the coming year.

 

33.  Resolved -

 

(a)  That the Council precept for the sum of £40,000 for 2008/2009 to cover (i) the estimated cost of maintaining its existing local services (ii) the estimated additional cost of producing the Council’s newsletter (iii) the estimated cost of providing lighting for the Arena Sports Enclosure on the playing field, subject to a grant towards the cost being received from the Joint Downland Area Committee and (iv) the provision of a reasonable reserve for unexpected contingencies.

 

(b) That, with effect from 1st April 2008, the Council’s two separate litter collection contracts be combined and that Mrs Smithers be engaged on a contract for 10 hours per week at a rate of £6.50 per hour from that date.

 

(c) That the grass cutting contract for the playing field for the 2008/2009 season be awarded to M H Kennedy and Son Ltd on the basis of the company’s quotation dated 14 December 2007.  

 

Financial Statements

 

34.  Resolved –

 

(a) That the financial statement showing the payments and receipts covering the period 1 November - 31 December 2007 be adopted (copy attached to minute book);

 

(b) That the summary of income and expenditure over the various budget heads for the period from 1 November to 31 December 2007 be received (copy attached to minute book).

 

 

 

CHAIRMAN