YAPTON PARISH COUNCIL

 

 

 

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

 

Present:    Mr Haymes (Chairman),  Mr Andrews, Mrs Barnes, Mr Caiger, Mr Faulkner,  Mr Jones, Mr Mills (from item 166 onwards), Mr Taft and Mrs Wallbridge.

 

Also present:   County Councillor Mrs Freeman, PCSO Billingham, Mr Tansley (Clerk of the Council) and 5 members of the public.

 

Apologies for absence were received and accepted from Parish Councillor Mr Bryan and District Councillor Mrs Neno.

 

 

 

DECLARATIONS OF INTEREST

 

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

 

155.  Mr Haymes declared a prejudicial interest in agenda item 17(a) (Planning Committee) as a member of the District Council’s Development Control Committee.   Mr Taft declared a personal and prejudicial interest in agenda item 18 (Policy Site 6 Advisory Group meeting) insofar as he resided within the Policy Site 6 development area.  The Clerk declared a personal interest in agenda item 13 (Quality Council Status – re-accreditation).

 

 

MINUTES

 

156.  Resolved - That the minutes of the meeting held on 14 July 2008 be approved as a correct record and that they be signed by the Chairman.               

 

 

MATTERS ARISING

 

Lighting of Arena Sports Area on playing field (minute 126 -127/2008)

 

157.   The Clerk reported that work on installing the new floodlights for the hard play area and security cameras for the children’s play area was due to start that week. 

 

 

Bisham Industrial Estate – Appeal by Gladedale Group Limited (minute 130/2008)

 

158.  The Clerk reported that the Chairman of the Planning Committee had given evidence at the Public Inquiry held at the end of July.    However, news had just come through that the Planning Inspector had allowed the appeal by the developer, Gladedale Group Ltd, and granted permission for 59 houses to be built on the Industrial Estate in Bilsham Road.  Amongst the reasons cited by the Inspector was that the development would help towards meeting the significant deficit in housing land supply and need for more affordable housing in the District.   Although the Parish Council had supported the local residents in objecting to the planning application, of benefit to the village would be the fact that the developer had undertaken to make a contribution towards enhancing the play facilities on the King George V Playing Field and had also agreed to provide a pedestrian crossing and bus shelter close to the entrance to the new development.

 

Improving the street scene/community safety projects in Yapton (minutes 139-142/2008)

 

159.  Members were reminded that the Parish Council had been awarded a 40% grant from WSCC towards the cost of replacing the bus shelter on the eastern side of Bilsham Road. The proposal was that this would be on a like-for-like basis and the Council would purchase a new Solent II Shelter from Queensbury Shelters Ltd.

 

160. The original Solent metal design shelter had been obtained second-hand from a site in Crawley and was regarded as more appropriate for an urban location.  It had now been ascertained that Queensbury Shelters Ltd also provided a range of shelters of timber construction designed for rural village settings, details of which were shown to members at the meeting.

 

161.  Resolved – That the order with Queensbury Shelters Ltd be amended to provide an Arden timber construction shelter for the Bilsham Road site at a total cost including installation of £6004 + VAT.

 

162.  The Clerk advised that an approach would be made to the County Council to see if it would be willing to increase its grant pro-rata because of the extra cost of the timber shelter.     

 

 

MEMBERSHIP

 

163.  Following the last meeting, the Clerk reported that three candidates had come forward and had completed an application form for consideration for co-option to fill the casual vacancy on the Parish Council.   The three candidates were present and were invited by the Chairman to say something about themselves.

 

164.  Two of the three candidates were subsequently proposed and seconded for possible co-option. A secret ballot was therefore held. 

 

165.  Resolved - That Mr Desmond Mills of 10 St Mary’s Meadow, Yapton, be co-opted to serve as a Parish Councillor for the remainder of the four year term of office ending in May 2011.

 

166.  At this point, Mr Mills signed a Declaration of Acceptance of Office and took his seat on the Council.   

 

 

PUBLIC QUESTION TIME

 

167.  Concerns were raised about (a) a large quantity of garden waste material which had been deposited on the playing field boundary adjacent to a property in Church Road (b) rubbish was still being left behind on the playing field following football matches (c) the new street lights provided on the Loveys Estate were not yet operational despite being installed in early July.  

 

168.  The Clerk undertook to investigate and follow up these matters as appropriate.

 

 

COUNTY & DISTRICT COUNCILLORS REPORTS

 

169.  County Councillor Mrs Freeman commented on a number of matters including the decision of the Planning Inspector to permit housing development on the Bilsham Industrial Estate.  In this connection she pointed out that as part of the development, an agreement had been reached by the County’s Highways Department with the developer on access arrangements to the site including a proposal to establish an entrance gateway to the village at the southern end of Bilsham Road.   She hoped that similar gateway might also be provided at the North End Road entrance to the village.  It was noted that the Parish Council had yet to be formally consulted on the proposal.    

 

170.  The Chairman reported that construction work was well underway at the proposed Materials Recycling Facility at Ford.  Viridor had offered to arrange a visit for anyone interested to a similar facility which was already operational in Norfolk.    The 1st Yapton & Ford Scout Group, of which he was Honorary President, would be celebrating 40 years of scouting at Drove Lane on 12 October 2008.  A general invitation had been extended to Council members to attend and see the facilities in Drove Lane and participate in activities on that day.  

 

171.  In the absence of District Councillor, Emma Neno, the Clerk read a written report from her (copy attached to minute book).

 

 

REPORT FROM SUSSEX POLICE REPRESENTATIVE

 

172.  The Council had before them and received a report by PCSO Billingham covering the period       1 July to 31st August 2008 (copy attached to minute book).  PCSO Billingham replied to a number of questions from councillors and members of the public.  

 

 

CORRESPONDENCE

 

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

 

a) Portsmouth Water Ltd – consultation on Draft Business Plan for the period 2010 - 2015.   Summary copies of the business plan had been circulated. It was noted that copies of the complete plan could be downloaded from the website www.portsmouthwater.co.uk.  Members who had any comments were asked to contact the Clerk.

 

b) Arun Co-ordinated Community Transport – request for grant-aid to offset some of the expected shortfall in budget this year due to increased operating costs.  The community based transport service provided a Dial-a-Ride and Social Car Service and had some 75 registered clients in Yapton.

 

Resolved – That a grant of £75.00 be made towards the operating costs of Arun Co-ordinated Community Transport in 2008/09.

 

c) Yapton & Ford Village Hall Management Committee.  The Clerk reported that a “thank you” card had been received following the presentation by the Council to the Committee of the framed print of the “Street Map of Yapton Village 2008”.   The framed print had been hung in the Club Room at the Village Hall. 

 

d) CAFÉ Group – seeking permission to use the playing field on the evening of 24 September 2008 when it was planned to “light a beacon” as part of a national display of unity with other towns and villagers similarly affected by proposals for eco-towns in their areas.  The Council approved the application subject to the usual conditions.

 

        

EMERGENCY PLANNING

 

174.  With reference to minute 153/2008, the Council had before them and considered a paper prepared by the District Council’s Emergency Planning Officer (copy attached to minute book) in which it was suggested that town and parish councils should considered appointing an Emergency Planning Coordinator for their area.

 

175.  Members, in the light of past experience, expressed some reservations about the proposal.  Before coming to a final decision it was agreed that Mr Faulkner should make further enquiries and report back to the Council at its next meeting.

 

STREET LIGHTING IN HOE LANE, FLANSHAM

 

176.  Members noted that following consultation with the Chairman, an application had been submitted by the Clerk to the Joint Downland Area Committee (JDAC) on behalf of the Parish Council for a grant of £5000 (the maximum available) towards the provision of new street lighting in Hoe Lane. The application to JDAC for a community grant had been submitted in order not to “miss the boat” for the next round of community grants which would be considered by the Committee in October.   

 

177.  The 5 existing lamps in Hoe Lane (3 of which were currently not working), were the responsibility of the Parish Council. The existing columns had been there for very many years, they were all badly corroded and a report from the WSCC’s street lighting section had indicated that they had reached the end of their useful life and were no longer serviceable.

 

178.  The estimated cost of the project was £8000.  As the intention was to provide more expensive “heritage style” lanterns (similar to those in Church Lane and Church Road) to suit the rural environment, it was suggested that if the grant application was successful a contribution of £1000 (amounting to approx £20 per household) should be sought from the Flansham Residents’ Association.  

 

179.  Resolved - That approval be given to proceed with the project, subject to funding and the view of residents , on the basis set out above. 

 

 

QUALITY COUNCIL STATUS – RE-ACCREDITATION

 

180.  The Council had before them and considered a report by the Clerk which set out the basis for the Council to apply for re-accreditation as a quality council if it wished to do so (copy attached to  minute book).

 

181.  Resolved –

 

a) That the Council should seek re-accreditation as a quality council;

 

b) That the costs as set out in paragraph 3.1 of the report be approved and the Clerk be authorised to claim for the additional work involved up to a maximum of 30 hours. 

 

c) That the Chairman and Vice-Chairman be authorised to approve the Council’s application for re-accreditation as a quality council together with the necessary supportive evidence to be sent to the County Accreditation Panel.

 

 

POLICY FOR TRAINING & DEVELOPMENT OF STAFF AND MEMBERS 

 

182.  The Council had before them and considered a report by the Clerk which set out a proposed policy for the future training and development of staff and members of the Council (copy attached to minute book).

 

183.  Resolved – That the proposed policy be fully endorsed and adopted with immediate effect and that it be signed by the Chairman and Clerk accordingly.   

 

 

PARISH COUNCIL NEWSLETTER (YAPTON NEWS & VIEWS)

 

184.  Details of the contents of the September 2008 edition of the newsletter compiled by the Clerk were reported to the Council.  The newsletter, comprising 24 pages, included amongst other things articles on the Housing Minister’s recent visit to Yapton and the meeting which took place with her in the village hall concerning the proposal to build an Eco-town at Ford.

 

 

MEETING OF QUALITY PARISH COUNCILS IN ARUN DISTRICT

 

185.  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 WSCC held on 24 July 2008 (copy attached to minute book).

 

 

PLANNING COMMITTEE

 

186.  The Council had before them and received (a) the minutes of the meeting of the Planning Committee held on 29 July 2008 and (b) details of planning decisions made by Arun District Council in July/August 2008 (copies attached to minute book).

 

 

PLAYING FIELD

 

187.  Mr Caiger reported that a 3ft wide access path had been cut into the rear of the pyracantha shrubs which had been planted on the boundary at the eastern side of the large car park.

 

 

ALLOTMENTS

188.  Mr Caiger reported that all the plots were let and there remained a substantial waiting list.

 

 

VILLAGE HALL

 

189.  Mrs Wallbridge reported that Roy Phillips had taken over as Chairman with Dawn Meeks being appointed as Vice-Chairman.  A meeting had taken place with the Crime Prevention Officer from Sussex Police at which the security of the premises including the possibility of installing CCTV cameras had been discussed.  An alternative suggestion for aluminium window shutters which could be lowered when the hall was empty was being considered.  A quote had been obtained for the replacement of the Go-pack folding tables.  The possibility of obtaining a community grant towards the cost from the Joint Downland Area Committee would be explored.   Hire costs were being increased by 10% from 1 October 2008.  There had been a significant hike in the cost of gas for heating the hall.  The Village Hall AGM was to be held on 14 November 2008.

 

 

POLICY SITE 6 ADVISORY GROUP

 

190.  Mr Taft reported that the developer had undertaken temporary access works on the Felpham site but no other building work seemed imminent. 

 

 

 

FINANCE                  

 

191.  The Clerk reported that Mazars had completed the external audit of the Council’s accounts for the 2007/08 financial year.   A notice of the completion of the audit and the right to inspect the Annual Return would be published on the Council’s notice board in accordance with the requirements of the Accounts and Audit Regulations 2003, as amended.

 

192.  Members agreed to the Clerk’s proposal that the Council’s balance in Barclays Bank’s Business Base Rate Tracker Account should be transferred to the bank’s Instant Access Saver Account in order to benefit from a higher rate of interest and greater flexibility in transferring funds from the saver account to the current account.

 

193.  Resolved –

 

(a) That the financial statement showing the payments and receipts covering the period 1 July – 31 August 2008 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 2008 be received (copy attached to minute book).

 

 

 

 

 

CHAIRMAN