YAPTON PARISH COUNCIL
10 May 2010 - At the Annual Meeting
of the Parish Council held at the Yapton & Ford Village Hall.
Present: Mr Andrews, Mrs Barnes (from item 85 onwards),
Mr Bryan, Mr Caiger, Mr Haymes, Mr D
Mills and Mr J Mills.
Also present: County Councillor Mrs Coleman, Mr Tansley
(Clerk of the Council) and 2 members of the public.
Apologies for absence were received
and accepted from Parish Councillor Mr Taft.
Apologies were also received from District Councillors Mr English and
Mrs Neno and from PCSO Matthews.
CHAIRMAN
63.
Resolved - That Mr Haymes be re-elected
Chairman of the Parish Council for the ensuing year.
VICE-CHAIRMAN
64. Resolved - That Mr Faulkner
be re-elected Vice-Chairman of the Parish Council for the ensuing year.
DECLARATIONS OF INTEREST
65.
Members were reminded to make any declarations of personal and/or
prejudicial interest that they may have in relation to items on the agenda.
66.
Mr Haymes declared a prejudicial interest in agenda item 20(a) (Planning
Committee) and took no part in the discussion/decision making on this item.
APPOINTMENT OF COMMITTEES
67. Resolved - That the
membership of the committees for the ensuing year remain unchanged as follows:
Playing Field: Mr Caiger, Mr Jones
Planning: Mr Faulkner (Chairman), Mr Andrews, Mrs
Barnes, Mr Jones, Mr Mills.
Allotments: Mr Caiger.
(The Chairman would be an
ex-officio member of the Playing Field and Allotments Committees)
VILLAGE HALL MANAGEMENT COMMITTEE REPRESENTATIVES
68. Resolved - That Mr Haymes
and Mr J Mills be re-appointed as the Council's representatives on the Village
Hall Management Committee for the ensuing year and that the third vacancy remain
unfilled for the time being.
REPRESENTATIVE ON JOINT DOWNLAND AREA COMMITTEE
69. 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
70. Resolved - That Mr Taft be
re-appointed as the Council's representative on the Policy Site 6 Advisory Group
for the ensuing year.
REPRESENTATIVES ON POLICE NEIGHBOURHOOD MANAGEMENT FORUM
71. Resolved – That Mr Bryan and Mr Caiger be appointed as the
Council’s representatives on the Yapton, Ford and Clymping Police Neighbourhood
Management Forum for the ensuing year.
MINUTES
72. Resolved - That the minutes
of the meeting held on 8 March 2010 be approved as a correct record and that
they be signed by the Chairman.
MATTERS
ARISING
Illegal riding of motorbikes and quad bikes (minute 32/2010)
73.
The Clerk advised that PCSO Lee Matthews had submitted an article on the
subject which would be included in the May issue of Yapton News. The general consensus was that there was less
of a problem with motorbikes and quad bikes in the village at the present
time.
74. The Clerk advised that WSCC Highways had
scheduled the necessary repairs to the road surface in
Angels Nursery Site in Barnham (minute 35/2010)
75.
The Chairman reported that the District Council had refused the recent application
by WSCC for housing development on the site.
Provision of extra dog bins (minute 38/2010)
76.
The Chairman reported that the District Council had reviewed its policy
on the provision of dog bins and where additional bins were requested by Parish
Councils or developers a charge would be made for the bins provided and for
emptying.
Village Hall – external maintenance contract (minutes 40/2010)
77. The Clerk reported that the roofing and
guttering repairs had been completed.
Work on the external redecoration was scheduled to start the week
commencing 17 May 2010. It was reported
that unfortunately a section of the new guttering at the rear of the village
hall had already been dislodged/damaged and there was a need for a new downpipe
to be provided with a converter section at its base. The Clerk undertook to follow both these
points up.
Proposed “Welcome to the
78.
The Clerk updated members on the discussions he had had with officers
from WSCC Highways.
The outcome was that the developer
was prepared to supply three additional signs at a total cost of £1213.80 and
these would be installed by the Highways Rangers at no additional cost to the
Council.
79.
Resolved – That the Council
approve the funding of the additional signs utilising the grant received from
the Sussex & Surrey Associations of Local Councils (minute 88a/2010 refers)
and that an application for grant aid to cover 50% of the cost be submitted to
the WSCC Community Grants Scheme.
Letting of playing field for Dog Shows (minute 46d/2010)
80.
The Clerk advised that the Chichester British Association for German
Shepherd Dogs had since booked the playing field for the September event only.
Provision of Goal Posts (minute 49b/2010)
81.
The Clerk reported that in the event Yapton FC’s goal posts were not
available. Accordingly an order had been placed for new posts to be provided
and installed at a cost of £718.00 + VAT.
A grant provided by the developer of
82. The Clerk reported that an
application for grant-aid to the Arun Crime & Disorder Reduction
Partnership had been unsuccessful due to reduced funding being available in the
current financial year. He had since
submitted an application to the
Dog fouling in the village (minute 50/2010)
83.
The Clerk reported that an article would be included in the May issue of
Yapton News to help promote a village campaign against dog fouling.
PUBLIC
QUESTION TIME
84. There
were no questions from the members of the public.
COUNTY
& DISTRICT COUNCILLORS REPORTS
85.
86. The
Chairman reported that the District Council would shortly be taking over from
the police, responsibility for Civil Parking Enforcement in the Arun area
following its adoption by WSCC and its consequent
“decriminalisation”. He also advised
that the possibility of establishing a second traveller/gipsy facility at
Ryebank was currently under consideration by the District Council.
REPORT
FROM
87. The
Council had before them and received a report by PCSO Lee Matthews covering the
period 29 January to 28 April 2010 (copy attached to minute book).
CORRESPONDENCE
88. Receipt of the following
correspondence was reported by the Clerk and action agreed as indicated:-
a) Sussex & Surrey Associations
of Local Councils – Quality Council Qualification for Local Area Agreement (LAA)
Funding. The Council noted the receipt of a cheque for £925.00 as the Council’s
share of the Safer and Stronger Communities element of the LAA reward grant.
b) WSCC
Cabinet Member for Strategic Planning and Transport – Amended Capital Works
Programme 2010/11. The Council noted that the County Council had reviewed
its highways capital programme following the damage caused to the road network
in
c) WSCC Invitation to attend meeting
on 26 May 2010 at 2.00 pm at the White Swan Hotel, Arundel, with Member
Working Group to consider future operation of CLCs. It was
hoped that the Chairman and Mr Taft would be able to attend.
d) Local resident – concern about
the nuisance caused to neighbours by garden bonfires. The
Clerk indicated that he would include a mention of this in the May issue of
Yapton News.
VILLAGE DESIGN STATEMENT
89.
With reference to minute 53/2010, the Clerk advised that copies of the
responses received to the consultation exercise with other local councils who
had produced Village Design Statements for their localities had been circulated to members before the meeting.
90.
Resolved – That having given
careful consideration to the responses received to the consultation exercise
and the need for a partnership to be developed with a local organisation willing
to progress the scheme, no further action
be taken by the Council to pursue the matter at this stage.
RENEWAL OF LEASE FOR
91. The Council noted that a renewal of the lease
had been proposed by the solicitors acting on behalf of the landowners for a
six year term commencing on 25 March 2010 at an initial annual rental for the
first three year period of £400.00 and at £500.00 for the second three years of
the term. The new lease would follow the
format of the previous lease extensions including that dated 25 March 1993
taking into account the new Land Registry requirements.
92.
Resolved - That the terms of
the extended lease be approved and that the Chairman, Mr Andrews and Mr Caiger
endorse the formal agreement on behalf of the Council by signing the document accordingly.
TRAINING AND DEVELOPMENT OF MEMBERS/STAFF
93. Mr J Mills reported on his attendance at a
‘Meet the Council’ event organised by Arun District Council.
PARISH COUNCIL MAGAZINE (YAPTON NEWS)
94.
Details of the contents of the May 2010 edition (42nd issue)
of Yapton News were reported to the Council.
PLANNING COMMITTEE
95.
The Council had before them and received (a) the minutes of the meeting
of the Planning Committee held on 8 March 2010 and (b) details of planning
decisions made by Arun District Council in February/March/April 2010 (copies attached to minute book).
96. Mr Faulkner, the Chairman
of the Planning Committee, advised members of the expectation that a planning
application would be submitted shortly to the District Council for development
of land at the rear of Goodhew Close. In view of the likely interest in the proposed
development a special meeting of the Planning Committee would be called to
enable members of the public to air their views before the Committee determined
its response to the application.
PLAYING FIELD
97.
The Council noted that the flagpole at the entrance to the playing field
had unfortunately been damaged beyond repair by vandals. As this was the second time this had
happened, the Council decided not to replace the flagpole again. The Clerk was asked to arrange for the base
to be removed to make the area safe.
ALLOTMENTS
98.
There were no matters to report on the allotments site.
VILLAGE HALL
99. Mr J Mills gave a verbal
report. The Council was encouraged to
hear that the Village Hall finances had improved considerably and that its new website
appeared to be instrumental in attracting new bookings.
100. It was noted that the Village Hall Management
Committee was considering structural changes to the main entrance of the
building to improve security, further details of which would be brought to the
Council for approval in due course.
101. The Village Hall AGM would take place on 8
June 2010.
JOINT DOWNLAND AREA COMMITTEE
102. In the absence of Mr Taft, the Chairman
reported on the meeting held on 19 April 2010.
A Local Area Agreement (LAA) Reward Grant of £50,000 was to be split equally
amongst the three Joint Area Committees to support ‘Area Action Planning’. A small member working group had been set up
to identify priorities and report back to the Committee.
POLICE NEIGHBOURHOOD MANAGEMENT
FORUM
103. Mr Bryan reported on the meeting held on 28
April 2010.
MEETING OF QUALITY PARISH/TOWN COUNCILS IN ARUN
104. The Council had before them and received the
notes of the meeting of quality councils in Arun with senior officers from Arun
District Council and WSCC held on 8 April 2010 (copy attached to minute book).
FINANCE
Audit of Accounts for the year
ended 31 March 2010
105. The Council was 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 the 2008/09
and 2009/10 financial years and a bank reconciliation statement and (iii) an
Annual Governance Statement to be signed by the Chairman on behalf of the
members.
106. Resolved -
a) That the Statement of Accounts
prepared by the Responsible Financial Officer for the year ended 31 March 2010
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 5 March
2010 from them setting out the terms be duly signed (copy attached to minute book).
Financial Statements
107. Resolved –
(a) That the financial statement
showing the payments and receipts covering the period 1 March – 31 March 2010 be
adopted (copy attached to minute book);
(b) That the summary of income and
expenditure over the various budget heads for the financial year 2009/2010 be
received (copy attached to minute book).
(c) That the “Spent vs Budget”
statement for the financial year 2009/2010 be received (copy attached to minute book).
CHAIRMAN