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COUNCIL MEETING AGENDA

TO ALL MEMBERS OF SEDLESCOMBE PARISH COUNCIL

YOU ARE HEREBY SUMMONED TO ATTEND AN EMERGENCY MEETING OF THE SEDLESCOMBE PARISH COUNCIL TO BE HELD IN COMMITTEE ROOM 2 OF SEDLESCOMBE VILLAGE HALL (SIDE ENTRANCE) ON
TUESDAY 7 APRIL 2009 STARTING AT 19:30

PLEASE NOTE THAT THIS MEETING IS OPEN TO MEMBERS OF THE PUBLIC WHO MAY, AT THE CHAIRMAN'S DISCRETION, SPEAK DURING THE PUBLIC PARTICIPATION SESSION ABOUT MATTERS ON THIS AGENDA
MEMBERS
Councillor Wright [VW] (Chairman of the Council), Councillor Rand [AR] (Vice-Chairman of the Council)
Councillors Cameron [WC], Dellow [RD], Glew [PG], Irwin [MI], Martin [PM], Mitchell [JM], Wheatley [CW]
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C09/10.1 Apologies and reasons for absence.
C09/10.2 Interests. To receive Declarations of existence and nature of councillor's interests, whether personal or personal/prejudicial, in accordance with the adopted Code of Conduct 2007, with regard to items on the agenda. Members are reminded to repeat the declarations when the items are announced by the Chairman.
Prejudiced members may make representation, answer questions or give evidence to the Council on agenda items after which they must leave the room if members of the public want to speak on the same subject.
C09/10.3 Public participation session. At the Chairman's discretion, members of the public will be allowed to make representation, answer questions or give evidence with regard to items on the agenda. Please note that names will be recorded and representations etc. minuted.
C09/10.4
Minutes. To resolve: That the Chairman of the Council is authorised to sign the Minutes of the Meeting of the Council held on 10/03/09.
C09/10.5

Sale of portacabin. To note that a five-year temporary planning permission has been obtained for retaining the portacabins in a new location at the Sportsfield to be used as a youth centre. The planning permission also includes replacement of the two garages with one new groundsman shed/tractor shed to the east of the proposed youth centre.

 

The Parish Council has offered to sell the 40'x10' portacabin to the Sedlescombe Youth Group for £5,000. At a meeting of the Youth Group on 01/04/09, at which representatives from the Sports Association, the Parish Council, the Youth Development Service and Orbit Housing Association were present, because of concerns about the level of funding available, the Youth Group agreed to offer £3,500 to the Parish Council for the portacabin and, if they have any grant money left, to increase their payment up to a maximum of £5,000.

 

Parish Council to consider whether to sell the portacabin to the Sedlescombe Youth Group for an initial price of £3,500 which may be increased in due course. Copy of the Constitution of the Sedlescombe Youth Group herewith.

 

To note that a covenant attached to the transfer of the sportsfield in 1985 requires approval to be obtained from the Pestalozzi International Village before any additional buildings are allowed on the land.

C09/10.6

Subletting of part of the sportsfield by the Sedlescombe Sports Association to the Sedlescombe Youth Group. The Sports Association is willing to let an area of the sportsfield north of the new pavilion (as detailed on the plans attached to RR/2009/287/P) to the Sedlescombe Youth Group for the youth centre on a temporary basis with various safeguards concerning behaviour attached. The Youth Group will also be allowed to use all or part of the sportsfield on two evenings a week depending on other users.

 

Para 2(v) of the Parish Council/Sports Association lease allows parts of the Field to be sublet with the prior written consent of the Council (such consent not to be unreasonably withheld).

C09/10.7

Completion of the pavilion's construction. To note that a Completion Certificate under The Building Act 1984 dated 31/03/09 has been received. The completion date is the 26/03/09. Included are details of checks made and:

  1. A commissioning certificate for the fire alarm system dated 24/03/09 from Uny Systems Limited, Unit 7, Robell Way, Water Lane Trading Estate, Storrington RH20 3XX, 0870 9008877. A quotation for a service contract has been requested.
  2. A Electrical Installation Certificate dated 23/03/09 from Kewtech.

To note that the building was completed exactly to schedule.

C09/10.8 Funding. To note the funding position.
C09/10.9

Maintenance of buildings on the sportsfield. Para 2(viii) of the Parish Council/Sports Association lease requires the Sports Association to "maintain at their own expense any buildings now or hereafter to be erected on the field".

 

With the completion of the new pavilion and the proposed sale by the Council of a building on the sportsfield, does the Council wish to add any additional requirement on the Sports Association?

For example, requirements:

  1. Not to make any alterations (inside or out) to the pavilion without the prior written consent of the Council.
  2. Not to take any action nor omit to take any action that will put the Sports Association's insurance cover of the pavilion in jeopardy.
  3. To maintain "in good order" at their own expense any buildings.........
C09/10.10 Insurance of the pavilion. Para 2(x) of the Parish Council/Sports Association lease requires the pavilion and ancillary buildings to be insured to "cover the cost of replacement". To note that the Sports Association is insuring the pavilion for £180,000 for reinstatement as new through Sterling Insurance. Property Owners' Liability of £2mn is included. There is a £250 excess (£1,000 excess for subsidence).
   
 

Mrs P Raymond
Clerk/Responsible Financial Officer, Sedlescombe Parish Council
01424 870508, sedlescombe@freezone.co.uk, www.sedlescombe.org.uk

2 April 2009