WADHURST
PARISH COUNCIL
THE MINUTES OF A MEETING OF WADHURST PARISH COUNCIL HELD AT THE PAVILION, SPARROWS GREEN RECREATION GROUND, THURSDAY 14th JULY, 2011 AT 7:30 P.M.
Present: Councillors Bell, Berger, Browne, Clark (arrived 7:46 p.m.), Doyle (Chairman), Gadd, Goolden, Kent, Konrad, Martel, Martin, Matthews, Meredith-Hardy, Pearman (Vice-chairman) and Standley.
Also in attendance: County Cllr. Tidy, District Cllr. Graham Wells, Julian Collins (ESCC Highways), Chris Tree (ESCC Highways) and seven members of the public.
1. To receive apologies and reasons for absence.
None.
2. To receive declarations of interests on items on the Agenda.
Cllr. Doyle declared a personal interest in item 12 as an allotment holder at Round Oak.
3. Police Forum – time limit 15 minutes.
PCSO Neve gave a report of incidents in the parish for the last month stating that the police priorities remained
tackling speeding, drugs and increasing police presence.
A recent street meeting was poorly attended but there are to be more at Wealden Wholefoods and Costcutters shortly. Dates to be advised to the clerk for publishing on the notice board and website. Responding to comments of speeding in Jonas Lane PCSO Neve asked that he be advised of any such incidents.
4. Public Forum – time limit 15 minutes.
A representative of the Southview Road residents association objected to there being any additional form of lighting at the Recreation Ground (Item 11.4).
Following a complaint of vehicles parking on roads and verges, forcing pedestrians onto the highway, residents are asked to report cases to PCSO Neve of vehicles parked on pavements although little can be done regarding parking on verges.
Cllr Goolden is to obtain dates of forthcoming Wadhurst Runners events around the village, to be posted, as their increasing popularity recently caused inconvenience to a number of residents.
5. To approve the Minutes of the meeting 9th June, 2011 as a true record.
Approved subject to two amendments to District Cllr. Standley’s report and minor errors.
6. To determine matters arising from the previous Minutes for updating and noting.
Cllr. Berger offered to put his name forward as Parish Planning Panel Cluster Representative.
7. To receive reports of County and District Councillors.
County Council
Cllr Tidy sought to correct reports in the local press relating to his opinion of PCSO. He supports PCSOs and has argued for them to be given greater powers. His views are reported in detail in the minutes of the recent meeting of Rotherfield Parish Council.
County Cllr. Tidy introduced two highways officers from County, Julian Collins and Chris Tree. Members heard that their views were being sought on plans to conduct a review of pedestrian safety on the High Street. Money previously allocated to a pedestrian crossing could be used on, for example pavement widening and lowering. A safety survey is being carried out on the High Street. A meeting will be held in September to learn more about the public’s concerns, and a plan would then be put to the parish council. Members shared their ideas with the officers, including: the balance between pedestrian safety and parking; speeding at zebra crossing sites; pulsing traffic flow with the use of lights; speeding by larger vehicles/HGV’s. Resolved to support the county council’s review.
The opportunity was taken to address the county Highways officers on a varied number of subjects including speed cameras, potholes, safety of cyclists, state of kerbstones and damage to verges. County response to the remaining potholes issue was to ensure they are reported to County although, with only limited funding available, prioritisation by road classification is likely.
District Council
District Cllr. Wells described the ‘First Buy’ scheme with up to 20% of house purchase costs being made available under a government loan scheme. Further details on District website or from housing department.
A recent successful bid for £1.4m by District for monies to build affordable homes at sites in Polegate, Forest Row and Crowborough was noted. Members also noted the renewal of the post of Home Energy Efficiency Officer.
Members learnt that District had received an accreditation award from ROSPA for its ‘Safety in Action’ project.
Councillors discussed the criteria used to decide eligibility for social housing and in particular the need for balance between local needs and discrimination relating to the ‘Two year Rule’. It was felt that there may be a solution within the Localism Bill.
8. Chairman’s Announcements & Correspondence for noting.
8.1 To discuss Quality Council reaccreditation.
Quality Council status has lapsed. Plans for reaccreditation were undermined by the resignation of the previous clerk. Reaccreditation cannot begin until the current clerk has obtained the Certificate of Local Government Administration, for which plans are being made.
9. Highways, Transport & Lighting Matters.
9.1 To note minutes of Highways, Transport and Lighting committee meeting held 24th June, 2011.
Noted.
9.2 To receive report.
Councillors were advised of progress with items detailed in the last committee minutes including Public Sector mapping, Turners Green Road verge site meeting, street lighting repairs, snow group, fingerposts and communications list.
Comment was made regarding traffic signs which had been turned around or now becoming overgrown.
10. Planning Matters
10.1 To adopt minutes of Planning committee meetings held on 11th and 25th June, 2011.
Resolved to adopt the Minutes of the Planning Committee meetings held on 11th and 25th June, 2011.
10.2 To review updated ‘Blueprint for Wadhurst’, suggest amendments and discuss consultation with residents.
Cllr. Goolden updated members with the progress made incorporating feedback from councillors and suggested ways forward using a survey. Robust debate followed regarding consultation vs. information, incorporation with ESCC public meeting in September, cross-over with Localism Bill requirements, community input, neighbourhood plans, validation of survey responses and relation back to APM findings.
Resolved that members continue feeding back to Cllr. Goolden for him to draw up a plan within the Planning Committee as to how to take this forward for presentation to the next meeting of the full council.
11. Recreation Ground Matters
11.1 To note minutes of Recreation Ground Management committee meeting held 16th June, 2011.
Noted.
11.2 To receive report.
Councillors were advised of progress with items detailed in the minutes and learnt that a successful first cut of the Voelcker Field grass had occurred, the tree surgeon cutting back overhanging branches was to meet with Cllr. Meredith-Hardy to discuss the management of the ‘holly hedge’, WUJFC had won an award recognizing their work with fair play and had raised nearly £3,000 at the weekend open day. Members learnt of the District loss at the recent ‘floodlight’ judicial review and that following a meeting with Uplands Sports centre a better way to manage the Pay and Play system couldn’t be found. Work to advance the Pagoda project had highlighted a potential shortfall of £2,500 in the budgeted amount and raised the new issue of weather-proofing the pathway between the pavilion and proposed Pagoda area and that work on the Sensory Garden project had not yet reached the stage of detailed costings.
11.3 To approve increase in cost to repair car park/railings from £80 to £125.
Resolved to approve the increase in cost to repair car park/railings from £80 to £125.
11.4 To discuss projects proposed by the committee including solar powered path lighting, sensory garden, pagoda/shelter and approve any costs.
Covered within report (item 11.2) although separate mention made of the need to involve residents and District regarding the potential low-level lighting of the path between the pavilion and top car park.
11.5 To approve recommendation to extend the hire arrangements for the Tennis Club for a further year.
Discussion ensued relating to the delayed re-negotiation of the original agreement pending decisions regarding floodlights and the basis of calculation. Noted that no increase to cover RPI had been imposed last year.
Resolved to extend the hire arrangements for a further year to 31st March, 2012 with the incorporation of rises for RPI for the last two years as at 1st September (although there will be no backdated payment in respect of the previous year) and to include the increase in V.A.T. at the current rate.
11.6 To approve that a request under the Freedom of Information Act be sent to County regarding details of complaint regarding stones and obstacles on the verges on Turners Green Road.
Resolved to request from County under the Freedom of Information Act details of the complaint regarding stones and obstacles on the verges on Turners Green Road and approve overall costs of up to than £50.
12. Environmental Matters
12.1 To note minutes of Environment committee meeting held 20th June, 2011.
Noted.
12.2 To receive report.
Councillors learnt that all minuted actions were being progressed and that maintenance contracts were being reviewed and new quotes sought together with a quotation for the removal of a dead willow tree near the fire station. A project is to be set up to review how allotment funds and grants are to be managed. Progressing a new second village sign at the Greyhound was stalled waiting for responses from County. Feedback from the APM was to be studied with a view to reviewing the committee’s new remit although it was noted that there will be cross-over with remits of other committees in some areas.
12.3 To approve cost of replacement anchor for duck house at a cost of £16.08.
Resolved to approve the cost of a replacement anchor for the duck house at £16.08.
12.4 To approve cost of purchase of a pair of ducks for the duck pond for up to £40.
Resolved to approve the cost of the purchase of a pair of ducks for the duck pond for up to £40.
12.5 To approve funding requirements for environment projects.
No new funding requirements had yet been identified.
13. Finance
13.1 To note minutes of Finance committee meeting held 21st June, 2011.
Noted with comment made that the existing committee budgets, with the exception of Recreation Ground Management and Personnel, were sufficient. Both the Youth and Communications Working Parties might need to consider additional funding.
13.2 To approve accounts paid/payable.
Resolved to approve accounts for payment as listed.
13.3 To review current spend against budget for 2011/12.
Noted.
13.4 To approve payment of Insurance Premium Tax of £290.25 in respect of Zurich Parish Insurance cover.
Resolved to approve payment of Insurance Premium Tax of £290.25 in respect of Zurich Parish Insurance cover.
13.5 To approve recommendation to grant request relating to works at churchyard costing £2,904.
Members heard that funds were required to make alterations to release new areas for burials to continue. Resolved to approve payment of grant of £2,904 for works at the churchyard.
13.6 To review Financial Regulations.
Resolved to accept the recommendation of the Finance Committee that no change be made to the Financial Regulations.
13.7 To consider investment of part of reserve in a higher interest account.
Resolved to move £60,000 of the reserves to a higher interest bearing account. Cllr. Goolden was to investigate possible options with SSALC.
14. Personnel Matters.
14.1 To receive report.
Members resolved that Cllr. Matthews join the Personnel committee.
Costs of finalising last year’s PAYE/NI return would be in the region of £260.
The clerk has completed his 13 week probationary period and has recently had an appraisal. Members resolved unanimously to confirm his employment. The committee is to review his contract of employment.
The amount of time required for the clerk to attain the CiLCA qualification was discussed. Various suggestions were considered to reduce the clerk’s workload as budgeted salary costs looked likely to be exceeded. Changes to the way committee work and minutes are produced were agreed. The committee will investigate the need for the clerk to have a CRB check.
14.2 To discuss more efficient ways to distribute papers for meetings.
It was considered impractical for members to receive most parish council papers by e-mail.
14.3 To consider employment of external payroll clerk and approve any costs.
Resolved that Simon Goacher take on this role with costs approved of up to £374 plus mileage, postage and stationery expenses.
15. Working Parties
15.1 To receive report of Business/High Street Working Party.
The working party includes the chairman of the Wadhurst and District Business Asoociation. Members heard of a recent meeting covering parking, walkways, cycleways and the possibility of a major store moving into the village together with discussions relating to the Farmer’s Market, empty shop premises and events that bring more people into the village to shop. Local business involvement with the WDBA is to be encouraged and an initiative to produce a leaflet promoting the village was to be considered.
15.2 To receive report of Car Park Working Party.
Members were to walk the Uplands CC site to consider parking possibilities and Cllr. Standley was waiting to hear from County regarding land at Uplands and arranging a meeting with a fire station representative.
15.3 To receive report of Communications Working Party.
The report focussed on the council’s web address and site, parish notice board improvements and use of FOCUS. Michael Harte stated he wished to continue being involved and being able to link to any new site and was thanked for his continued time and help with the website. Cllr. Kent stated that the new website specification would be sent to three potential suppliers and, as such, final decisions regarding the budget are not yet available.
15.3.1 To approve funding requirement for new web domain and re-design.
Subject to the specification being sent to members for comment and review and three quotes being sent it was resolved that the Working Party be delegated the authority to choose the supplier and spend no more than £950 in total on the new web domain and re-design. The newsletter was to be completed in September. Maintenance of the noticeboard was discussed. Small costs incurred through maintenance before the September meeting can be met using the clerk’s spending power.
15.4 To receive report of Youth Working Party.
A recent meeting with Uplands CC had resulted in a reduced hire charge of £12.50 being obtained for the Youth Club rent and parish support for a year would allow the club to explore alternative funding sources for the future. Ways in which increasing the number of volunteers had been explored with the possibilities of meeting all or part of the costs of advertising, funding recruitment campaigns, booklets and CRB costs discussed.
15.4.1 To consider proposal to support senior youth club services and approve costs.
Resolved to support the senior youth club services by payment of up to £1,300 for Upland room hire.
15.4.2 To consider proposal to promote volunteering and approve costs.
Resolved to provide funds up to £150 for a poster campaign to promote volunteering.
16. To discuss cultural activities in the village.
Cllr. Martin reminded members that the APM had captured comments around the promotion of cultural activities including theatre, dance and arts in the parish and that a number of partnerships as well as council support could be explored. Resolved that a Cultural Activities working party be established and that Cllrs. Goolden, Martin and Matthews report back with a proposal to take this matter forward.
17. To discuss New Councillor Training and Power of Well Being.
Members agreed to proceed with Power of Wellbeing training as soon as practical. A training session will be arranged in Wadhurst for the Autumn/early winter.
18. Urgent issues at the discretion of the Chairman for noting or inclusion on future agenda.
None
There being no further business the meeting closed at 11:15 p.m.