YAPTON PARISH COUNCIL

11 January 2010 - 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, Mr D Mills, Mr J Mills and Mr Taft.

Also present: Mr Tansley (Clerk of the Council) and 6 members of the public.

Apologies for absence were received and accepted from Parish Councillor Mrs Barnes. County Councillor Mrs Coleman, District Councillor Mrs Neno and PCSO Matthews also sent their apologies.

Before the start of the business meeting, the Chairman reported the death of former Parish Councillor Brian Boxall on 29 December 2009. Brian had been a member of the Council from May 1991 to September 1998. During this time he had made a valuable contribution to the work of the Council serving on a number of committees and acting as vice-chairman from 1992 until 1997. All those present at the meeting stood for a minute’s silence in memory and as a mark of respect for Brian.

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 personal/prejudicial interest in (i) agenda items 8(a) and 8(b) relating to correspondence with the NHS Primary Care Trust and the NHS Litigation Authority concerning the pharmacy application and (ii) agenda item 11a (Planning Committee) and took no part in the discussion on these items. Mr Caiger, being related to one of the contractors who had tendered, declared a personal interest in agenda item 14a concerning the letting of contracts for grass cutting and litter picking for the 2010/2011 and took no part in the discussion and decision making on this item.

PUBLIC QUESTION TIME

3. In response to a number of matters raised by an allotment tenant, the Chairman and Clerk explained the action taken by the Council since the last meeting to seek grant-aid for chain link fencing and a double gate at the site entrance to secure the Cinders Lane Allotment site (minutes 188-189/2009 and 199/2009 refer). The landowner’s permission had been sought to the proposed fencing work, an estimate of cost obtained and, following submission of an ‘Expressions of Interest’ application to the European Union LEADER programme being administered by WSCC, the Parish Council had been invited to submit a formal application for grant-aid for consideration by a Selections Panel in February.

4. The application for funding for the security fencing had been linked with a second project to provide lighting for the village hall car park, both projects aimed at ‘enhancing the community’ by improving safety and security and the quality of life for people in the Yapton. The Clerk stressed that the procedures for obtaining grants through the LEADER programme were complex and there was no guarantee that funding would be approved but the allotment tenants would be kept informed as to the Council’s plans.

5. A matter raised by the same allotment tenant relating to the grass cutting contract for the allotments site was dealt with later in the meeting (minute 25/2010 refers).

6. It was suggested that dog bins should be provided for the footpath at the rear of the village hall and at the entrance to the pathway from Bilsham Road through to the Loveys Estate. The Clerk undertook to approach the District Council to request extra bins at these locations.

7. It was reported that the safety barrier fencing in Church Road which had been destroyed by vandals had not yet been replaced by WSCC. The Clerk agreed to make further enquiries.

MINUTES

8. Resolved - That the minutes of the meeting held on 9 November 2009 be approved as a correct record and that they be signed by the Chairman.

MATTERS ARISING

Village Hall – external maintenance contract (minute 194/2009)

9. The Council was advised that a further inspection had revealed a need for extra roofing works at an additional cost of £740 to include the hiring of scaffolding equipment. The planned remedial work however had had to be postponed due to the bad weather. Repairs to the roof tiles would be given priority as soon as the contractor could gain safe access. The replacement of damaged windows and a complete external redecoration would follow in the late Spring.

Playing Field – Improvements to recreational facilities (minutes 200 - 201/2009)

10. The Clerk reported on progress to date as follows:

(a) letters of support for the skatepark project which were required for the application to the SITA Trust for grant-aid, had been obtained from the police, the youth centre leader and the headteacher of the local primary school;

(b) the youth leader had agreed to provide details of contractors who could supply and install goalposts for the playing field;

(c) Southern Co-operatives Ltd had agreed to arrange for the re-lining of the hardplay/basketball area when they repainted the disabled parking bays in the village hall car park;

(d) efforts to obtain estimates for the skateboard park had unfortunately been delayed due to the weather.

11. Mr J Mills reported that the suggestion for a ‘drop-in’ café had been considered by the Village Hall Management Committee but would not be pursued at the present time.

Parish Council Newsletter (minute 203/2009)

12. The Clerk reported that the vouchers had been appreciated by the recipients and a number of letters of thanks had been received.

Village Hall – Insurance premium temporary loan (minute 209/2009)

13. The Clerk reported that an initial repayment of £558.87 had been received from the Village Hall Management Committee. This left a balance of £2000.00 outstanding.

COUNTY & DISTRICT COUNCILLORS REPORTS

14. There were no reports from the County and District Councillors.

REPORT FROM SUSSEX POLICE REPRESENTATIVE

15. The Council had before them and received a report from PCSO Matthews covering the period from 2 October to 30 December 2009 inclusive (copy attached to minute book).

CORRESPONDENCE

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

a) NHS Primary Care Support Service - advising that that appeals lodged against the decision of the West Sussex PCT to grant the application of Shoo 434 Ltd to be included in the pharmaceutical list in the vicinity of Main Road, Yapton, had been dismissed.

b) NHS Litigation Authority – advising that the Parish Council (contrary to what the West Sussex PCT had previously advised) had no right to be consulted or submit further representations to the Appeals Unit when the above appeals were considered.

c) NHS West Sussex – Improving mental health services in Sussex – your views wanted.

d) WSCC Deputy Leader of the Council – advising on proposals to revise the boundaries of County Local Committees. The Council noted that under the Deputy Leader’s proposals which had been accepted by the Governance Committee, the existing 14 CLC/Joint Area Committees would be reduced to 6 to align with the district/borough boundaries within the County. However the County Council had since decided to seek the views of a cross-party committee of members before proceeding further. The Parish Council agreed that a strong letter of objection to the proposals should be sent to the Vice-Chairman who had been appointed to chair the cross-party committee, urging the County Council to preserve the status quo of Joint Area Committees in the Arun District and not to dilute the voice of the rural parishes within a changed working partnership and structure.

e) WSCC Director of Operations, Infrastructure – enclosing a copy of the draft Infrastructure Works Programme (roads maintenance and footways etc) for 2010/11 and the Forward Programme 2011/12.

f) WSCC LTP team – Local Transport Plan 3 consultation arrangements (copy attached to minute book). Mr Faulkner agreed to complete the online questionnaire on behalf of the Council.

g) Inspire Leisure – Arun Youth Community Awards 2010.

h) Chairman of Armed Forces Day Committee, Bognor Regis – request for donation towards “Armed Forces Day 2010” and local event planned to take place to celebrate the veterans and serving members of the Armed Forces. The Council agreed that a decision be deferred pending the receipt of a completed grant-aid application form.

TRAINING AND DEVELOPMENT OF MEMBERS/STAFF

17. Members reported on a number of courses/seminars they had elected to attend in the next few months.

PARISH COUNCIL MAGAZINE (YAPTON NEWS)

18. The Council endorsed the Clerk’s suggestion to adopt a new style for the front page of the magazine and rename ‘Yapton News & Views’ simply as ‘Yapton News’, commencing with the January 2010 issue. It was intended that the mix of contents inside the magazine would remain much the same. However it was hoped that the change might be used as a springboard to encourage more local clubs, organisations and businesses as well as residents to submit articles and items for inclusion in future issues and, at the same time, it would stimulate more advertising. With this in mind it was suggested that alongside the change of name, the Council might wish to consider appointing a member as a co-ordinator whose role would be to liaise directly with local organisations and businesses with a view to encouraging them to see ‘Yapton News’ as their community magazine and enthuse them to become more involved.

PLANNING COMMITTEE

19. The Council had before them and received (a) the minutes of the meeting of the Planning Committee held on 9 November 2009 and (b) details of planning decisions made by Arun District Council in October/November/December 2009 (copies attached to minute book).

PLAYING FIELD

20. It was reported that there was evidence to suggest that the moles were again active all over the field. The Clerk undertook to contact Michael Kennedy and ask him to attend.

ALLOTMENTS

21. Mr Caiger and the Clerk had met with a contractor on site to get a estimate for the security fencing.

VILLAGE HALL REPRESENTATIVES

22. Mr J Mills gave a verbal report on the last meeting. The proposal for a ‘drop-in’ centre had been discussed but rejected. An electrical testing of the equipment had been carried out as a result of which the showers had been taken out of use as unsafe. Considerable efforts were being made to control expenditure and make savings wherever possible. In future hirers of the village hall will be expected to take away their own rubbish. Business rates had been paid on the premises for this year but as a charity the village hall would be eligible to apply for a rebate in 2010/2011. A website had been set up the Treasurer to help promote the village hall. An application was being submitted to the LEADER programme for funding for security panels for the windows. A table top sale was to be held on 16 January 2010 to raise funds for the village hall.

MEETING OF QUALITY PARISH COUNCILS IN ARUN

23. The Council had before them and received the notes of the meeting of quality councils in Arun with senior officers from Arun District and WSCC held on 19 November 2009 (copy attached to minute book).

NEIGHBOURHOOD MANAGEMENT POLICE FORUM

24. The meeting of the forum scheduled for 6 January 2010 had had to be postponed because of the snow.

FINANCE

Tenders for grass cutting and litter picking contracts 2010/2011

25. Resolved - That having considered the tenders received (copy of confidential report attached to minute book), the Council’s three contracts for grass cutting and litter picking for 2010/2011 be awarded to the lowest tenderers as follows:

Contract 1 (Grass cutting and strimming of playing field)

M H Kennedy & Son Ltd, Westergate

Contract 2 (Grass cutting of paths on allotment site)

B Caiger, Clymping

Contract 3 (Litter picking/collection)

J M Smithers, Yapton.

Precept for 2010/2011

26. 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 2010/2011 (copy attached to minute book).

27. Members noted that the precept levied in the current year was £40,000 with a forecast total expenditure of almost £50,000. The Council’s expenditure in the current financial year had included two major street lighting projects (a) the replacement unsafe lighting columns in Hoe Lane and (b) additional street lighting for Fairholme Drive to bring it up to WSCC standards. These projects had been possible as a result of successful grant applications coupled with careful budgetary control. The Clerk advised that if the precept for next year was kept at the present level and the projected income and expenditure went to plan, it should still be possible, subject to successful grant applications, to undertake the improvements planned whilst maintaining a reasonable contingency sum for emergencies.

28. Resolved – That the Council precept for the sum of £40,000 for the 2010/2011 financial year to cover the estimated cost of maintaining its local services and including a sum of £5000 for additional expenditure on improvement projects as set out in the Clerk’s report.

Financial Statements

29. Resolved –

(a) That the financial statement showing the payments and receipts covering the period 1 November – 31 December 2009 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 2009 be received (copy attached to minute book).

CHAIRMAN