YAPTON PARISH COUNCIL

12 May 2008 - At the Annual Meeting of the Parish Council held at the Yapton & Ford Village Hall.

Present: Mr Andrews, Mrs Barnes, Mr Bryan, Mr Caiger, Mr Faulkner, Mr Haymes, Mr Jones, Mr Taft and Mrs Wallbridge.

Also present: County Councillor Mrs Freeman, District Councillor Mrs Neno, Mr Tansley (Clerk of the Council) and 39 members of the public.

Apologies for absence were received from PCSO Neil Billingham.

CHAIRMAN

74. Resolved - That Mr Haymes be re-elected Chairman of the Parish Council for the ensuing year.

VICE-CHAIRMAN

75. Resolved - That Mr Faulkner be re-elected Vice-Chairman of the Parish Council for the ensuing year.

MEMBERSHIP

76. No nominations were put forward for the casual vacancy. The item would be carried forward to the next meeting.

DECLARATIONS OF INTEREST

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

78. Mr Haymes declared a prejudicial interest in agenda items 13 (Proposed Eco-town at Ford) and 20(a) (Planning Committee) and took no part in the consideration and voting on these matters

APPOINTMENT OF COMMITTEES

79. Resolved - That the membership of the committees for the ensuing year be as follows:

Playing Field: Mr Caiger, Mr Jones

Planning: Mr Faulkner (Chairman), Mr Andrews, Mrs Barnes, Mr Jones, Mrs Wallbridge.

Allotments: Mr Caiger.

(The Chairman would be an ex-officio member of the Playing Field and Allotments Committees)

VILLAGE HALL MANAGEMENT COMMITTEE REPRESENTATIVES

80. Resolved - That Mr Bryan, Mr Haymes and Mrs Wallbridge be re-appointed as the Council's representatives on the Village Hall Management Committee for the ensuing year.

REPRESENTATIVE ON JOINT DOWNLAND AREA COMMITTEE

81. Resolved - That Mr Taft be re-appointed as the Council's representative on the Joint Downland Area Committee for the ensuing year.

REPRESENTATIVE ON POLICY SITE 6 ADVISORY GROUP

82. Resolved - That Mr Taft be re-appointed as the Council's representative on the Policy Site 6 Advisory Group for the ensuing year.

MINUTES

83. Resolved - That the minutes of the meeting held on 10 March 2008 be approved as a correct record and that they be signed by the Chairman.

MATTERS ARISING

Re-marking of mini-roundabout (minute 43/2008)

84. The re-marking work had been completed.

The Old Post Office - pedestrian access (minute 44/2008)

85. The Highways Department had arranged for new heavy duty bollards to be installed which had proved more satisfactory and provided a much safer route for pedestrians.

Church Road – pedestrian barrier (minute 47/2008)

86. The Clerk reported that following further discussion with the Highways Department it had been agreed to provide a new section of Bacorail fencing to fill the gap in the hedgerow. An order had been placed and it was expected that the work would be completed by September.

Lighting of Arena Sports Area on playing field (minutes 52 - 53/2008)

87. The Clerk reported that planning approval for the proposed floodlights was required as the lights were to be fixed on to columns 6 metres high. He had accordingly submitted a planning application to the District Council on the Council’s behalf. An application for a grant had also been submitted to Arun’s Clean and Safe Grant scheme as this type of project, which was aimed at extending recreational facilities and discouraging youth crime/anti-social behaviour, came within the grant scheme’s purview.

Village Hall – replacement of Church office window (minute 54/2008)

88. The Council noted that the replacement window had been installed.

Security arrangements for Children’s Play Area (minute 55/2008)

89. The Clerk reported that it was hoped to arrange for the re-positioning of the street lamp when the floodlights were installed as the electricity supply would need to be accessed via the children’s play area street light.

PUBLIC QUESTION TIME

90. A number of members of the public as well as representatives from CAFE (Communities Against Ford Eco-town) the group set up by residents from Yapton, Clymping, Ford and Arundel to oppose the scheme, spoke of their concerns about the proposal by the Government to short-list the bids of the Ford Enterprise Hub and Ford Airfield Vision Group for further assessment and consultation under its Eco-town programme.

PROPOSED ECO-TOWN AT FORD

91. The Council had before them and considered a discussion paper prepared by the Chairman of the Planning Committee (copy attached to minute book). The report identified the main concerns including the loss of good agricultural land turned over to houses, a lack of infrastructure which would lead to increased gridlock on local roads and, crucially the complete loss of a separate identity for the historic rural villages of Clymping, Ford and Yapton, which, if the scheme went ahead, would be engulfed by the new town’s housing and industrial/business development.

92. Resolved –

(a) That the Council deplores the Government’s action in circumventing the normal planning procedures and including the Ford Airfield site amongst the 15 shortlisted bids for “further assessment and consultation” for possible development as Eco-towns.

(b) That an appropriate response be sent to the Department for Communities and Local Government strongly opposing the proposed development at Ford and reflecting the views of residents and the concerns set out in the discussion paper.

COUNTY & DISTRICT COUNCILLORS REPORTS

93. County Councillor Mrs Freeman commented on a number of County matters and made clear her wholehearted support for the campaign against the Ford Eco-town.

94. The Chairman introduced and welcomed Mrs Neno as the newly elected District Councillor in place of Mr Forester to serve the Yapton ward. Mrs Neno explained that whilst canvassing for the seat she had pledged her support for the Ford Eco-town campaign and consequently she was not debarred as other District Councillors from speaking out against the proposal and supporting the CAFÉ campaign before the District Council had determined its position.

REPORT FROM SUSSEX POLICE REPRESENTATIVE

95. The Council had before them and received a report by PCSO Billingham covering the period 1 March to 30 April 2008 (copy attached to minute book).

CORRESPONDENCE

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

a) West Sussex County Council – Fly the Sussex Flag! The Council agreed to the purchase a specially commissioned Sussex flag to be flown on Sussex Day and other appropriate occasions.

b) Arun District Council – Consultation on Draft Dog Control Order. The Council endorsed the proposal by the Clerk that Section 3 (covering Dog Exclusion) should be extended to include all enclosed children’s play areas managed/owned by town and parish councils within the district and not just those in which the District Council itself “has an interest”.

c) Arun District Council – “Your Kind of Place?” Consultation Events. The Council noted that invitations to participate in the consultation arrangements had already been sent by Arun to all councillors sitting on the Joint Area Committees.

d) Arun District Council – consultation by British Telecom on proposal to withdraw the two public payphone boxes in North End Road and Bilsham Road due to lack of use. The Council agreed that representations should be made to retain the Bilsham Road facility for emergency calls in the event of an accident as it was sited closest to the children’s play area and other recreational facilities on the playing field.

e) Arun District Council – Appeal by Gladedale Group Limited. The Council noted that a Public Enquiry was scheduled to take place on 29 and 30 July at the Bognor Regis Town Hall.

f) Arun District Council – giving details of the terms of reference, the timetable and programme for

the Select Committee being set up to consider the Ford Eco-town proposals. A copy of the timetable and programme was passed to the Chairman of the Planning Committee.

g) Littlehampton Town Council – invitation to attend a members’ seminar arranged to hear the case put forward by the proposers for an Eco-town at Ford. The Council agreed that the Clerk should attend as its representative.

h) Littlehampton Town Council – invitation to send a representative to participate in the East Arun Community Hospital Forum being set up to ensure patient and public involvement in the planning for the new Community Hospital proposed for Littlehampton. Members were asked to contact the Clerk if they wished to have further details.

i) CAFÉ Group – request to use an area of the King George V Playing Field on 7 June 2008 as a car park for those attending the March and Rally being organised to oppose the Ford Eco-Town proposal. The Council exceptionally agreed the request from the CAFÉ group subject to their arranging for the area to be cordoned off and properly marshalled at all times and to also accepting the normal conditions of use of the playing field including the need for all hirers to have appropriate Public Liability Insurance.

REPLACEMENT OF BUS SHELTER IN BILSHAM ROAD

97. The Clerk reminded members that the existing bus shelter on the eastern side of Bilsham Road had been acquired second-hand and without cost from the County Council some years ago. The shelter now looked very shabby, the metal panels had started to corrode and it was an eyesore on the street scene.

98. Details of the County Council’s Bus Shelter Grants Scheme had been obtained under which an application could be made for funding of 50% of the capital cost of a new shelter. Members noted the comparative cost of refurbishing the shelter as opposed to replacement with new.

99. Resolved – That the Clerk be asked to explore the possibility of obtaining a grant to replace the Bilsham Road shelter under the County scheme with the balance of cost being met from Council reserves.

YAPTON RECYCLING ENCLOSURE

100. The Clerk reported that the Council had been asked by the District Council to consider the installation of a small Clothes and Shoe Bank within the bottle bank enclosure in Yapton. The previous bin, which was removed following complaints, was painted bright blue, was unsightly for local residents and protruded well above the fencing of the enclosure. The new bin was smaller and green and should not present similar problems.

101. The Council agreed to the District Council’s request.

PARISH COUNCIL NEWSLETTER (YAPTON NEWS & VIEWS)

102. Details of the contents of the May 2008 edition of the newsletter which had been prepared by the Clerk were reported to the Council. The Council noted that the newsletter would contain 24 pages and include a number of letters and articles on the proposal for an Eco-town at Ford, Ford Parish Council had agreed to purchase copies to distribute to households in its area.

103. The Council agreed that the Clerk should apply to the Joint Downland Area Committee for a further grant from its Parish Initiatives Fund towards the production costs of the newsletter. It was a publication which was widely read and appreciated within the community and although part of the cost was offset by advertising revenue, the opportunities to expand the advertising base within Yapton and the surrounding area were limited.

PLANNING COMMITTEE

104. The Council had before them and received (a) the minutes of the meeting of the Planning Committee held on 10 March 2008 and (b) details of planning decisions made by Arun District Council in February/March/April 2008 (copies attached to minute book).

PLAYING FIELD

105. It was reported that the seat nearest to Warmere Court had had yellow paint smeared on it. The newly planted Copper Beech tree next to the village hall had died.

ALLOTMENTS

106. It was reported that there were currently 14 people on the waiting list for allotments.

VILLAGE HALL

107. Mrs Wallbridge reported on the last meeting of the Village Hall Management Committee as follows:

a) The latest accounts showed a credit balance of some £8437.

b) There had been a change of licensee for the village hall.

c) The Chairman had obtained quotes for installing CCTV cameras to improve security for the outside of the hall. The Council discussed the pros and cons of the proposal and concluded it would be best for the Management Committee to seek the advice of the Police Crime Prevention Officer before proceeding further.

d) Quotes for refurbishing the showers had been obtained.

e) Model rules for governance of the village hall by the trustees had been prepared.

f) Volunteers were being sought to help with the running of the Evergreen Social Group.

g) The Annual General Meeting was due to take place on Wednesday 4 June 2008 at 7.30 pm.

POLICY SITE 6 ADVISORY COMMITTEE

108. Mr Taft reported on developments since the last meeting.

JOINT DOWNLAND AREA COMMITTEE

109. Mr Taft reported on matters discussed at the meeting held on 31 March 2008.

FINANCE

Audit of Accounts for the year ended 31 March 2008

110. The Council were reminded that in connection with the audit arrangements, an Annual Return had to be completed by the Parish Council. This included (i) a report by the Internal Auditor (the audit for the current year had already been undertaken by WSCC Internal Audit Services) (ii) an explanation of any significant variances between 2006/07 and 2007/08 financial years and a bank reconciliation statement and (iii) an Annual Governance Statement to be signed by the Chairman on behalf of the members.

111. The Council were further advised that Mazars, the External Auditor, had this year selected the Council for 5% spot check audit which would necessitate extra financial information and copies of records being provided in addition to that already required by the internal auditor.

112. Resolved -

a) That the Statement of Accounts prepared by the Responsible Financial Officer for the year ended 31 March 2008 together with the accompanying Annual Governance Statement, as completed and signed by the Chairman, be approved (copies attached to minute book);

b) That the continuing appointment of WSCC Internal Audit Services as the Council’s internal auditors be confirmed and that the letter of agreement dated 9 April 2008 from them setting out the terms be duly signed (copy attached to minute book);

c) That the Financial Risk Assessment schedule prepared by the Clerk be approved and adopted by the Council (copy attached to minute book).

Financial Statements

113. Resolved –

(a) That the financial statement showing the payments and receipts covering the period 1 March – 31 March 2008 be adopted (copy attached to minute book);

(b) That the summary of income and expenditure over the various budget heads for the financial year 2007/2008 be received (copy attached to minute book).

CHAIRMAN