YAPTON PARISH COUNCIL

 

 

12 January 2009 - 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 Jones and Mr Mills.

 

Also present:   Mr Tansley (Clerk of the Council), Mr Burton from the ‘Save Barnham Signal Box Campaign’ (for item 20d) and 1 member of the public.

 

Apologies for absence were received and accepted from Parish Councillors Mrs Barnes, Mr Taft and Mrs Wallbridge, County Councillor Mrs Freeman, District Councillor Mrs Neno and PCSO Billingham.    It was noted that Mrs Barnes and Mrs Wallbridge were both unwell and Mr Taft and Mrs Freeman were attending the Joint Downland Area Committee meeting that evening.

 

 

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 14(a) (Planning Committee) as a member of the District Council’s Development Control Committee.  Mr Caiger declared a personal interest in agenda item 5 (Matters arising) and agenda item 17(a) (Setting the precept 2009/10) insofar as they concerned the contracts for tidying up the trees/shrubbery on  the playing field and grass cutting on the allotments site. Mr Tansley declared a personal interest in agenda item 17(a) (Setting the precept 2009/10) insofar as it concerned the Clerk’s salary.     Mr Faulkner declared a personal interest in agenda item 17(c) concerning the grass cutting contract for 2009/10.  Having declared these personal interests, the members concerned and Clerk took no part in the discussion/decision making on the items concerned.

 

 

MINUTES

 

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

 

 

MATTERS ARISING

 

Street lighting in Hoe Lane, Flansham (minutes 202/2008)

 

4.  The Clerk reported that the Council’s application for a grant from the District Council’s Village Enhancement Scheme was due to be considered by the Joint Downland Area Committee that evening.

 

Quality Council status – re-accreditation (minute 203/2008)

 

5.  The Chairman reported that the Council’s application for re-accreditation had been successful. As a consequence the Parish Council’s status as a quality parish council would be extended for a further 4 years.  The Council recorded its appreciation to the Clerk for the additional work he had undertaken in preparing the comprehensive portfolio of evidence which was submitted to the County Accreditation Panel.    

 

 

Allotments (minute 216-217/2008)

 

6.  The Clerk reported that the owner of the allotments site had agreed to consider the Council’s proposal in consultation with family members.    Meanwhile the possibility of obtaining a grant towards the cost of planting quick thorn hedging to secure the north eastern boundary would be explored by the Clerk.

 

Delivery of newsletter (Minute 212/2008)

 

7.  The Chairman and Clerk reported that the gift cards had been appreciated and a number of letters of thanks had been received from the recipients. 

 

Tidying up of trees/shrubbery on western side of playing field boundary (minute 221/2008)

 

8.  Resolved – That the lowest estimate received for the work amounting to £450.00 be accepted.   

 

 

PUBLIC QUESTION TIME

 

9.  A suggestion was put forward by a member of the public that the Council should consider the installation of security CCTV cameras for the basketball/hardplay area. 

 

10.  Dog fouling on the playing field was reported to be an increasing problem.    The Clerk undertook to contact the District Council’s Dog Warden Service to see if more permanent warning notices could be provided.  

 

11.  The public telephone box in Bilsham Road which the Council was seeking to be retained (minute 96d/2008 refers) had unfortunately been damaged by vandals.

 

12.  The footpath from Canal Road through to the Canal Bridge was largely inaccessible due to overgrowth. 

 

13.  One of the street lamps along the Twitten footpath between Church Road and North End Road was obscured by overgrowth.   This had previously been reported by the Clerk to WSCC Highways and he would follow it up again.

 

14.  The seat in the timber bus shelter in Bilsham Road had become loose and needed securing.  The Clerk advised that this was in hand. 

 

 

COUNTY & DISTRICT COUNCILLORS REPORTS

 

15.  The Council had before them and received written reports from County Councillor Mrs Freeman and District Councillor Mrs Neno (copies attached to minute book).

 

16. The Chairman reported on the recommendations of the Local Development Framework Sub-Committee which were shortly to be considered at a special meeting of the District Council.  He also referred to the proposals coming forward to meet the need for more Gipsy and Travellers sites within the District.   The Standards Committee, of which he was a member, would in future be hearing and determining all complaints referred to the Standards Board about the conduct of local members. 

 

17.  With regard to the re-building of Warmere Court referred to in Mrs Freeman’s report and the issue of block-parking of contractors’ vehicles in the large car park, the Clerk explained that at no time had an approach had been made to the Council by the contractors or developers for permission to use the village car park facilities in this way.  Following unproductive efforts to get in touch with the relevant WSCC officers to discuss the matter, he had made direct contact with Shaw Healthcare, the developers, and subsequently with the main contractors, Warings Contractors Ltd, with  view to reaching an agreement, on payment of an appropriate charge, which would give the contractors and their operatives the right to sole use of the large car park on weekdays for the duration of the contract.  This would be backdated to the start of the contract in September 2008 and extend to the end of February 2009 when the building work was expected to be completed.

 

18.  Members expressed disappointment at the discourtesies that had been shown to the Council over this matter.  It was regretted that there had been no prior discussion or consent sought from the Council for use of the car park prior to the contractor taking unilateral action in this way. The approach being taken by the Clerk was fully endorsed and he was authorised, in consultation with the Chairman, to pursue the matter further as necessary.

 

 

REPORT FROM SUSSEX POLICE REPRESENTATIVE

 

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

 

 

CORRESPONDENCE

 

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

 

a) Department for Communities and Local Government – consultation on a proposed Code of Recommended Practice on Local Authority Publicity.    The Council decided not to respond to the consultation document.

 

b)  Arun District Council – Local Development Framework – publication of Annual Monitoring Report 2007-08.

 

c) Arun District Council – Ford Eco-town Select Committee – Second Round of Consultation by DCLG.    The letter advised that the Select Committee was being reconvened and invited written representations to be submitted for the Committee to consider by 5 January 2009.   The Council noted that the letter had been referred to the Planning Committee and a response to the Chief Executive of Arun District Council had since been sent by the Clerk for consideration by the Select Committee (copy attached to minute book).

 

d)  Save Barnham Signal Box Campaign (SBSBC) – application for a grant-aid on behalf of the campaign.   Mr Burton from the SBSB campaign group was present at the meeting. He outlined the aims and objectives of the organisation which had been set up to save the Barnham Signal Box from demolition and move it to a new site where it would be used as a base for the Bognor Regis Model Railway Club in conjunction with educational use by local schools and the general public.   The Council was sympathetic to the aims of the campaign and members agreed to give further consideration to the possibility of grant-aid at their July meeting when the Council normally allocated grants to voluntary organisations and when details of the final costs of the project should be known.    

 

e) CAFÉ group – Visit of Shadow Housing Minister to Yapton and Ford for site visit and for Q & A session in the village hall.   The Council agreed that Mr Faulkner should attend the Q & A session as its representative and give a presentation to the Shadow Housing Minister.   

 

 

CHAIRMAN’S ACTION

 

21.  Resolved - That the action of the Chairman in (a) approving the funding of a framed copy of the Street Map for Yapton Village 2008 for display in St Mary’s Church (b) approving the funding, in conjunction with the Yapton Free Church, of a joint trophy for the Winter 4-a-side Football Tournament held on the floodlit hard play area in December, be confirmed.

 

 

FORD ECO-TOWN PROPOSAL

22. The Council noted that the Government's eco-towns programme was now subject to a judicial review and this had been listed for hearing by the Court on 22 and 23 January 2009.   In line with commitments made to the claimants and to other interested parties in the case, the Secretary of State had decided that the deadline for responses on the draft Planning Policy Statement and the accompanying Sustainability Appraisal on Eco-Towns should be extended from 19th February 2009 to 6th March 2009, allowing an additional two weeks for responses to the current round of consultation.

23. The Council agreed that the Planning Committee should prepare a response to the 2nd stage of consultation on the Government’s proposals for Eco-towns.   It was noted that copies of the consultation documents had now been received and distributed to all Council members (minute 210(a)/2008 refers).   

 

FREEDOM OF INFORMATION ACT – CHANGES TO PUBLICATION SCHEME

 

24.  The Council was advised that the Freedom of Information Act required every public authority to adopt and maintain a publication scheme which has been approved by the Information Commissioner, and to publish information in accordance with the scheme.

 

25.  The Council noted that the approval of all current schemes expired on 31 December 2008 and a new model Publication Scheme had been produced with a template for parish councils to complete and adopt with effect from 1 January 2009.   A draft of the completed template which had been prepared by the Clerk was considered and approved by the Council (copy attached to minute book).  A copy of the approved scheme would be published as soon as possible on the Council’s website.

 

 

TRAINING AND DEVELOPMENT OF MEMBERS/STAFF

 

26.  Mr Mills reported on his attendance at a Code of Conduct Training Session organised by Arun District Council.

 

27.   The Clerk reported on discussions which he had been having with the District Council’s Monitoring Officer on issues which arose from the Ford Eco-town proposal with regard to the necessity, or otherwise, under the Code of Conduct for members of Yapton Parish Council to each declare a personal interest.  The Clerk undertook to keep members informed of developments. 

 

 

PARISH COUNCIL NEWSLETTER (YAPTON NEWS & VIEWS)

 

28.  Details of the contents for the January 2009 edition (34th issue) of the newsletter were reported to the Council.

 

 

 

PLANNING COMMITTEE

 

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

 

 

PLAYING FIELD

 

30. Mr Caiger reported that a replacement Copper Beech tree had been obtained for the one that had died.  Mr Jones and he hoped shortly to plant the new tree on the grass verge in front of the entrance to the village hall.

 

 

ALLOTMENTS

 

31.  Mr Caiger reported that a number of plots had been re-allocated; for the most part these had split into half plots which helped to reduce the waiting list.   There were still however some 12 people on the list waiting for plots.

 

 

VILLAGE HALL

 

32.   Unfortunately none of the Parish Council representatives had been able to attend the last meeting of the Village Hall Management Committee held on 5 January 2009.

 

 

MEETING OF QUALITY PARISH COUNCILS IN ARUN DISTRICT

 

33.  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 27 November 2008 (copy attached to minute book).  

 

 

NEIGHBOURHOOD MANAGEMENT POLICE FORUM

 

34.  Mr Caiger reported on the meeting held on 26 November 2008 which he and Mr Bryan had attended.

 

 

FINANCE

 

Precept for 2009/2010

 

35.  The Council had before them and considered a report prepared by the Clerk setting out the revised estimates for the current financial year and the estimates of expenditure for 2008/2009.   Members also considered a report by the Clerk putting forward possible improvement projects for 2009/10 and beyond (copies attached to minute book).

 

36.  Members noted that the precept levied in the current year was £40,000 with a forecast total expenditure of nearly £53,000, which was a third more than the actual precept.  The Council’s expenditure had included two major projects (a) the replacement of the bus shelter at Sparks Corner and (b) the provision of floodlights and security cameras for the basketball/hardplay area and the children’s play area.  These projects and expenditure level had been possible as a result of successful grant-applications coupled with careful budgetary control.  The Clerk advised that if the precept was kept at the present level and the projected income and expenditure went to plan, it should still be possible to undertake some new improvements next year whilst maintaining a reasonable contingency sum for emergencies.

       

37.  Resolved –

 

(a)  That the Council precept for the sum of £40,000 for the 2009/2010 financial year to cover the estimated cost of maintaining its local services including the additional expenditure set out in the Clerk’s report;

 

(b) That the litter collection contract with Mrs Smithers  be renewed on the basis of 10 hours a week at an increased hourly rate of £6.75 for the year commencing 1 April 2009;

 

(c) That, having considered details of the four quotations received, the grass cutting contract for the King  George V Playing Field for the 2009/2010 season be awarded to M H Kennedy & Son Ltd;

 

(d) That the possible improvement projects identified in the Clerk’s report be endorsed for follow up and that as a next step (i) grant applications for improving the street lighting in Fairholme Drive be pursued and (ii) comments/suggestions on improving the recreational facilities on the playing field be invited from residents and young people via possibly a questionnaire in the newsletter as well as  contact with the youth club and local schools. 

 

Financial Statements

 

38.  Resolved –

 

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

 

 

 

CHAIRMAN