YAPTON PARISH COUNCIL

 

 

 

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

 

Present:    Mr Haymes (Chairman), Mr Andrews, Mr Bryan, Mr Caiger, Mr Faulkner, Mr Mills, Mr Taft and Mrs Wallbridge.

 

Also present:   District Councillor Mrs Neno, Mr Tansley (Clerk of the Council) and 1 member of the public.

 

Apologies for absence were received and accepted from Parish Councillors Mrs Barnes and Mr Jones, County Councillor Mrs Freeman and PCSO Billingham.

 

 

 

DECLARATIONS OF INTEREST

 

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

 

195.  Mr Haymes declared a prejudicial interest in agenda item 10(a) (Planning Committee) as a member of the District Council’s Development Control Committee.  Mr Andrews and Mr Faulkner declared a personal and prejudicial interest in planning application Y/69/08/T.  Mr Andrews and Mr Caiger as allotment tenants declared a personal interest in the setting of the allotment rentals for the 2009/10.

 

 

MINUTES

 

196.  Resolved - That the minutes of the meeting held on 8 September 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 157/2008)

 

197.   The Clerk reported that two CCTV security cameras had now been installed to cover the children’s play area.  Work to install the floodlights on the columns already erected was expected to be completed later in the week.

 

Improving the street scene/community safety projects in Yapton (minutes 159-162/2008)

 

198.  The Clerk reported that the County Council had agreed to increase its grant to cover the extra cost of the timber bus shelter which had now been installed.  There had since been discussion with the suppliers, Queensbury Shelters Ltd, about the wood stain finish which had turned out much lighter than expected.   The Council agreed to accept Queensbury’s offer to provide extra stain to enable the new shelter to be re-painted at a later date should the need arise.   

 

 

Public Question Time (minutes 167-168)

 

199.  The problems reported had been followed up the Clerk and had either been resolved or were in the process of being so.

 

Emergency Planning (minute 175/2008)

 

200.  Mr Faulkner reported on a meeting he had had with the District Council’s Emergency Planning Officer.  

 

201.  The Council accepted Mr Faulkner’s offer to act as the Parish Council’s Emergency Planning Co-ordinator and Mr Caiger’s offer to act as the Deputy Co-ordinator.   As a next step Mr Faulkner undertook to draw up a list of local people with services/resources available which he would circulate to members.       

 

Street lighting in Hoe Lane, Flansham (minutes 176 -179/2008)

 

202.  The Clerk reported that the Council’s application to the Joint Downland Area Committee for a community grant towards the cost of upgrading the street lamps in Hoe Lane had unfortunately been turned down.  The Council noted that the proposed project appeared to fall within the criteria for a grant from the District Council’s Village Enhancement Scheme. It was agreed that the Clerk should explore this alternative possibility for funding that the new street lights needed in Hoe Lane.  

 

Quality Council status – re-accreditation (minute 181/2008)

 

203.  The Chairman and Vice-Chairman had approved the application and portfolio of supportive evidence prepared by the Clerk and this had been submitted to the Sussex Associations of Local Councils on 27 October.  It was understood that the Accreditation Panel was due to meet on 25 November when the Council’s application for re-accreditation as a quality council would be considered.

 

Training & development of staff and members (minute 183/2008)

 

204.  Mr Taft reported that his attendance at an Induction Training Session for Clerks and Councillors run by the District Council had been worthwhile and was recommended to other councillors.   The Chairman and Vice-Chairman together with the Clerk had recently attended a seminar on planning and enforcement arranged by the District Council.

 

 

PUBLIC QUESTION TIME

 

205.   Mr Bryan reported that residents of The Croft were apparently being charged by the District Council for refuse collection.   The Clerk undertook to make enquiries and report back to Mr Bryan.

 

206.  Mrs Wallbridge advised that on 5 November a fire had been lit apparently by youngsters at the far end of the playing field. She had called 999 and the fire brigade had attended.

 

 

COUNTY & DISTRICT COUNCILLORS REPORTS

 

207.  District Councillor Mrs Neno gave a brief update on the Ford Eco-town proposal.  It was amongst 11 other schemes which were being taken forward for further consultation and had been placed in category B as being deemed “possible” subject to certain conditions. Mrs Neno also advised on the progress the District Council was making on its LDF plan.   She further advised that the

 

Council had recently agreed a set of policy priorities over the next 4 years 2009 – 2013 and these

would be published and made available to the general public in the March issue of Arun Times.

 

208.  There was no report from County Councillor Mrs Freeman.

 

 

REPORT FROM SUSSEX POLICE REPRESENTATIVE

 

209.  The Council had before them and received a written report from PCSO Billingham covering the period 1 September to 31 October 2008 (copy attached to minute book).

 

 

CORRESPONDENCE

 

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

a) Department of Communities & Local Government – 2nd stage of consultation on the Government’s proposals for Eco-towns.   Printed copies of the consultation documents had been ordered by the Clerk and would be circulated to members when received.  A draft response to the 2nd stage of consultation would be prepared by the Chairman of the Planning Committee for consideration by the Council at its next meeting.   

b) Department of Communities & Local Government - Eco-towns roadshow.  Members noted that the DCLG was arranging for a mobile exhibition to tour various venues throughout the country and was expected to visit Yapton & Ford Village Hall car park on Thursday 27 November 2008.  

c)  Sussex NHS Trusts - Consultation with stakeholders on proposed merger of Royal West Sussex and Worthing and Southlands Hospital Trusts.  No comments were put forward.

d) WSCC Street Lighting - Private Finance Initiative (PFI).   Members noted that WSCC was in the process of finalising a PFI contract to maintain its street lighting stock over the next 25 years.   The Council agreed to accept WSCC’s invitation to join in the contract at an estimated cost of £30 per column per year.  The effect would mean that the Parish Council’s own street lighting columns (some 25 in  total) would, with the exception of those in Hoe Lane, be replaced within the first year of the new contract as they were mostly over 15 years of age.

e) WSCC Joint Downland Area Committee – (i) enclosing a grant of £250 from the Parish Initiatives Fund towards the printing/publication costs of Yapton News & Views (ii) advising that the Council’s application for a Community Initiative Grant towards heritage style street lamp in Hoe Lane could not be supported.

f) WSCC Traffic Management – advising on further remedial works including kerb realignment                       to be carried out at the mini-roundabout at the Canal Road/Main Road junction.

g) Arun District Council – Invitation to bid for new bus shelter.   The Council noted that funding had become available from Section 106 funding to purchase and install two new bus shelters within a 3km radius of Barnham.   The Council agreed that a shelter for bus stop at the Canal Road/The Pines would be desirable and would be well used by local residents as well as by school children.  The Clerk undertook to submit a bid accordingly.       

h) Arun District Council – Arun Priorities 2009 – 2013.  The District Council had recently agreed and published its policy priorities for the next 5 years.  Copies of the document had been requested and would be circulated to members when available.

i)  CAFÉ (Communities against Ford Eco-town) – invitation to attend the AGM and update on Friday 4 November 2008 at 7.00 pm in the Yapton & Ford Village Hall.

j) Ford Parish Council – invitation to attend wreath laying service at the Commemorative Garden, Ford, on Remembrance Sunday (9 November at 12.30 pm).   Wreaths had been laid by the Chairman and Vice-Chairman on behalf of Arun District Council and Yapton Parish Council respectively.  

k) Local resident – proposal for a “Welcome to Yapton” road sign at the entrance(s) to the village. The proposed sign, which had been designed by the resident, incorporated the village hall logo. The Council agreed to explore the possibility of such a sign being included in the entrance gateway to the village which had been put forward by the developers as part of the approved housing scheme for the Bilsham Industrial Estate.        

 

 

PARISH COUNCIL NEWSLETTER (YAPTON NEWS & VIEWS)

 

211.  Details of the contents for the November/December edition (33rd issue) of the newsletter were reported to the Council.  As in the last three years a “flyer” publicising this year’s Chestnut Tree House Children’s Hospice Christmas Cards had been included. 

 

212.  Resolved - That Christmas gift cards to the value of £10 each again be awarded to the volunteers (other than councillors) who assist regularly in the delivery of the newsletter to households.

 

 

PLANNING COMMITTEE

 

213.  The Council had before them and received (a) the minutes of the meeting of the Planning Committee held on 8 September 2008 and (b) details of planning decisions made by Arun District Council in August/September/October 2008 (copies attached to minute book).

 

214.  The Council discussed Planning Application no Y/69/08/T which had been referred to them by the Planning Committee for consideration.  It was decided to take no further action.  

 

 

PLAYING FIELD

 

215.  The Clerk reported that John Lawson’s Circus had booked a return visit to Yapton from 18 – 20 May 2009 inclusive.

 

 

ALLOTMENTS

216.  Mr Caiger reported that petty pilfering of produce grown on the allotment site was still taking place and the tenants had asked if the site could possibly be made more secure by enclosing the north eastern boundary with a 6ft high chain link fence.

 

217.  In the ensuing discussion the Clerk suggested that before any expenditure was incurred, as a first step an approach be made to the owner to see if he might be willing to sell the site which had been leased to the Council for very many years.  The Council endorsed the suggestion and authorised the Clerk to make contact with the owner accordingly.

 

218.  Resolved – That allotments rentals for a 5 rod plot on the Cinders Lane site be maintained at £20.00 per annum (half plots pro rata) for the year commencing 1 April 2009.  

 

 

VILLAGE HALL

 

219.  Mrs Wallbridge reported on the meeting of the Village Hall Management Committee held on 5 November 2008.   New door mats had been ordered for the entrance.   A revised cleaning schedule had been agreed, with the hall manager now undertaking cleaning of the premises on Tuesdays, Wednesdays and Thursdays. The outside bin store had been vandalised.  The showers were again leaking.  Mrs Wallbridge and the hall manager would be attending a village hall management course at Bury Village Hall shortly.  The Yapton Social Club which met in the village hall was unfortunately closing due to lack of support.    A sub-committee had been set up to consider the possibility of a organising a sponsored walk to mark the 20th Anniversary of the opening of the village hall on 25 April 2009.  

 

 

JOINT DOWNLAND AREA COMMITTEE

 

220.  Mr Taft reported briefly on the meeting held on 6 October 2008. It was noted that discussions were taking place about changes to the application of Section 106 funding and this might result in a different approach in the future.

 

 

NEIGHBOURHOOD MANAGEMENT POLICE FORUM

 

221.  Mr Caiger reported on the meeting held on 29 October 2008, which he and Mr Bryan had attended.  There was concern that the trees/shrubbery which had grown up on the western boundary of the playing field (behind where the Sports Store had formerly been sited) were now providing a hideout for youngsters who were intimidating local residents.   The site had been inspected and it was suggested that the first row of elder trees be taken down leaving the laurels behind to still provide a security screen for the neighbours.  It was agreed as a next step that residents living in Briar Close who might be affected should be consulted and at the same time estimates for the clearance work be obtained by the Clerk.

 

222.  Mr Caiger suggested that the film which the Youth Club members were making on village life and people might be shown to residents prior to the next Annual Parish Meeting. 

 

 

FINANCE                  

 

223.  The Council noted that the National Joint Council for Local Government Services, as an interim measure pending the outcome of arbitration, had agreed an interim pay award of 2.45% for 2008/09 for local government staff which included local council clerks, to be applied from 1 April 2008.

 

224.  Resolved –

 

(a) That the interim pay award agreed by the NJC for Local Government Services be implemented in the case of the Clerk;

 

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

 

(c) That the summary of income and expenditure over the various budget heads for the period 1 September – 31 October 2008 be received (copy attached to minute book).

 

 

DATES OF MEETINGS IN 2009

 

225.  The Council agreed the following programme of meetings for 2009:

 

12 January;     9 March;             11 May (preceded by Annual Parish Meeting);

13 July;         14 September;        9 November.

 

226.  The Parish Council meetings would start at 7.30 pm.  The Council agreed that meetings of the Planning Committee should continue to be scheduled to take place at 7.00 pm before each Parish Council meeting.  

 

 

 

CHAIRMAN