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COUNCIL MEETING AGENDA

TO ALL MEMBERS OF SEDLESCOMBE PARISH COUNCIL

YOU ARE HEREBY SUMMONED TO ATTEND THE MEETING OF THE SEDLESCOMBE PARISH COUNCIL TO BE HELD IN COMMITTEE ROOM 2 OF SEDLESCOMBE VILLAGE HALL (SIDE ENTRANCE) ON
TUESDAY 11 MAY 2010 STARTING AT 19:00

PLEASE NOTE THAT THIS MEETING IS OPEN TO MEMBERS OF THE PUBLIC WHO MAY, AT THE CHAIRMAN'S DISCRETION, SPEAK ABOUT MATTERS ON THIS AGENDA (SEE BELOW). MATTERS RAISED WHICH ARE NOT ON THE AGENDA WILL BE INCLUDED ON A FUTURE AGENDA.
MEMBERS
Councillor Wright (Chairman of the Council), Councillor Rand (Vice-Chairman of the Council)
Councillors Dellow, Glew, Irwin, Marland, Martin, Mitchell, Wheatley

Open Forum
County Councillor Jones invited to speak
District Councillor Ganly invited to speak

Line
C10/11..1 To elect the Chairman of the Council for the ensuing year and to receive his/her declaration of acceptance of office.
C10/11.2 To elect the Vice-Chairman of the Council for the ensuing year.
C10/11.3

Committees for 2010/11

  1. To receive an annual report of the work of the Committees during the past year
    1. Planning
    2. Finance
    3. Crime & Safety Advisory
    4. Heritage
    5. Sportsfield
  2. To approve formation of committees with their terms of reference 1) Planning; 2) Finance
  3. To agree membership of Committees.
C10/11.4

To appoint representatives of the Council as follows:

  1. Rother Association of Local Councils - 2 representatives
  2. Village Hall Trustee
  3. Sedlescombe Sports Association - 1 representative
  4. Environment Officer
  5. Tree Warden
  6. Neighbourhood Watch representative
C10/11.5

To approve subscriptions for payment as they fall due:

  1. Sussex Association of Local Councils - SALC £284; NALC £58.96 [Last year SALC £254.38, NALC £56.85, 4 copies of The Review £13.50]
  2. Rother Association of Local Councils. [£35]
  3. Action in rural Sussex [No invoice received for last year, previous year £40]
  4. Society of Local Council Clerks [£135 last year]
  5. Sussex County Playing Fields Association [£15 last year]
C10/11.6 Apologies and reasons for absence.
C10/11.7

Interests. To remind members to update their Financial Interest forms.

 

To receive disclosures of personal and prejudicial interests from Councillors on matters to be considered at the meeting in accordance with the adopted Code of Conduct 2007. The disclosure must include the nature of the interest.

 

If a member becomes aware, during the course of a meeting, of an interest that has not been disclosed under this item he/she must immediately disclose it. They may remain in the meeting and take part fully in discussion and voting unless the interest is prejudicial.

 

A personal interest is prejudicial if a member of the public with knowledge of the relevant facts would reasonably regard it as so significant that it is likely to prejudice a member's judgment of the public interest and it relates to a financial or regulatory matter.

 

Members are reminded to repeat the declarations when the items are announced by the Chairman.

C10/11.8 Prejudiced members' participation. Chairman to ask prejudiced members (if any) whether they wish to make representation, answer questions or give evidence to the Council with regard to items on the agenda. At the Chairman's discretion, members will be allowed to make their representations etc. at the beginning of the appropriate agenda item and to leave the meeting during the representations made by the public and the deliberations of the Committee.
C10/11.9 Public participation session. Chairman to ask any members of the public whether they wish to make representation, answer questions or give evidence with regard to items on the agenda. At the Chairman's discretion, the public will be allowed to make their representations etc. at the beginning of the appropriate agenda item, after prejudiced members' participation. The Chairman should inform the public that their names will be recorded and representations etc. minuted.
C10/11.10 Minutes. To resolve: That the Chairman of the Council is authorised to sign the Minutes of the Meeting of the Council held on 09/03/10.
C10/11.11 Minutes of Meetings of Committees
  1. Planning Committee. To Resolve: That the Minutes of the Meetings of the Planning Committee held on 30/03/10 and 04/05/10 are received.
  2. Finance Committee. To Resolve: That the Minutes of the Meeting of the Finance Committee held on 30/03/10 are received.
C10/11.12 Reports from representatives. To receive reports as follows:
  1. Rother Association of Local Councils.
  2. Village Hall Trust
  3. Sports Association
  4. Environment Officer
  5. Tree Officer
  6. NHW representative.
C10/11.13

To receive the Clerk's Report.

  1. Naming of new Sedlescombe properties. To note that the two houses built on the site of RN French premises are to be called 1 and 2 Tilly House, The Street, Sedlescombe TN33 0QJ. Rother District Council has no involvement in the naming of properties which the developer can do but would be involved in street numbering if relevant and new street names.
  2. Hedge cutting Scotch Down, Brede Lane. ESCC has agreed to cut the hedge when in the area after the end of the bird nesting season.
  3. Litter bin. Immediately following the installation of a new litter bin at the Riverside playground on the evening of 11/04/10, it was pulled up, flattened, and thrown into the river. It has now been retrieved and may be able to be fitted in again. The Police and PCSO were informed.
  4. Action in rural Sussex. AirS has identified the issues that it considers are rural priorities for 2010. There are a total of 10 priorities with climate change also being included as an overarching issue which will influence the policy direction of the other priorities identified. As well as climate change, the rural priorities are as follows:
    1. Recognition of rural deprivation.
    2. Access to services in rural areas.
    3. Rural economy - a focus on growth.
    4. Rural broadband provision.
    5. Affordable rural housing.
    6. Addressing fuel poverty.
    7. Services for the ageing population.
    8. A future for rural young people.
    9. Support for community buildings and assets.
    10. Rural public & community transport provision
    Click here for full report.
  5. Street nameplates. The Clerk has reported to Rother that "The Green" sign is missing and the "Sandrocks" sign has been damaged in a road incident.
  6. Annual Parish Conference. To note that the 2010 Annual Parish Conference will be held in Brede Village Hall on Thursday 24 June, 1345-1645. Two plenary sessions will take place on "Affordable Rural Housing" and "Travellers' Issues". Four delegates from each parish invited.
C10/11.14 Finance
  1. To approve the Final Accounts for 2009-10.
  2. To authorise the Chairman to sign the Annual Return (details herewith) and to RESOLVE: That
    1. We have approved the accounting statements which have been prepared in accordance with the requirements of the Accounts and Audit Regulations and proper practices.
    2. We have maintained an adequate system of internal control, including measures designed to prevent and detect fraud and corruption and reviewed its effectiveness.
    3. We have taken all reasonable steps to assure ourselves that there are no matters of actual or potential non-compliance with laws, regulations and codes of practice which could have a significant financial effect on the ability of the council to conduct its business or on its finances.
    4. We have provided proper opportunity during the year for the exercise of electors' rights in accordance with the requirements of the Accounts and Audit Regulations.
    5. We have carried out an assessment of the risks facing the council and taken appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required.
    6. We have maintained throughout the year an adequate and effective system of internal audit of the council accounting records and control systems and carried out a review of its effectiveness.
    7. We have taken appropriate action on all matters raised in reports from internal and external audit.
    8. We have considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year-end, have a financial impact on the council and, where appropriate have included them in the accounting systems.
    9. Trust funds (including charitable) - in our capacity as the sole managing trustee we have discharged our responsibility in relation to the accountability for the funds/assets, including financial reporting and, if required, independent examination or audit.
  3. Bank Reconciliations. To approve bank reconciliations at the end of March and April 2010.
  4. To approve renewal of Data Protection Register Entry.
  5. To approve the Clerk's Maintenance of Offices payment (budget figure £200).
  6. To approve the Chairman's Allowance (budget figure £200).
  7. To approve reimbursement of cost of refreshments at Parish Assembly.
  8. To note that a Quality Council Grant of £766 has been received. Unfortunately, this is about half of what we were led to believe Sedlescombe would receive.
  9. To approve insurance renewal details.
  10. Cheques. To ratify the April cheque list and approve the May 2010 cheque list.
C10/11.15

Training

  1. Clerks' Course, 20 October 2010, Leeford Place, Whatlington. £45
  2. Legal and Finance Day, 22 June 2010, Leeford Place, Whatlington. £80
C10/11.16

Magazines/newsletters etc. To note receipt of the following magazines/newsletters:

  1. High Weald Anvil 2010.
  2. East Sussex Fire & Rescue Service - In partnership.
  3. Exploring East Sussex - Guided walks and environmental events, Summer 2010
  4. Focus on East Sussex 2010 annual monitor.
  5. East Sussex in Figures.
  6. Safe in East Sussex - Safer Communities Partnership.
  7. Steps to Action - School Travel Plan Information for East Sussex Schools.
  8. Centrewire Catalogue. Please note that, as from 03/05/10, all steel products are subject to a 6% increase.
  9. Clerks and Councils Direct, May 2010.
C10/11.17

Annual Review of Strategies and Policies

  1. Child Protection Policy.
  2. Standing Orders.
  3. Financial Regulations.
  4. Complaints Procedure.
  5. Publication Scheme Procedures.
  6. Biodiversity Strategy. To note that the Strategy entitled "Unimproved Neutral and Dry Acid Grassland HAP for Sussex" has been revised and is now called the "Lowland Meadows HAP". The SPC Biodiversity Strategy has been amended in paragraph 6.
  7. Dealing with the press/media (establishment of new procedure)
C10/11.18

Aim 1 To achieve an Informed and Participating Sedlescombe Community

  1. To receive an Action Plan report.
  2. Welcome Packs.
  3. To consider matters raised at Annual Parish Assembly on 27/04/10.
C10/11.19

Aim 2 To achieve a Safe and Healthy Sedlescombe Community

  1. PCSO/Police reports.
  2. Crime and Anti-Social Behaviour Meeting - Thursday 03/06/10 at Brede Village Hall. There will be a representative from Trading Standards to give a brief presentation on the "No Cold Calling Zone" initiative. Please note that the Clerk has been sent contact details of the Rother Neighbourhood Policing Team and PCSOs plus details of the location of the information kiosks Inspector Scott spoke about at the last meeting. A new Anti-Social Behaviour Officer has been appointed: PC Alison Puddefoot based at Bexhill Police Station - 01424 456116, mobile 07787 685817.
  3. ESCC Transport & Environment Day at Uckfield Civic Centre, 23/07/10. Two representatives from Sedlescombe invited.
  4. Parish Council Open Discussion on Transport arranged by Battle Area Community Transport, Wednesday 12/05/10, 1400-1630 at Church Communities, Darvel, Brightling Robertsbridge TN32 5DR. Agenda here.
  5. Playground reports.
  6. Public Playing Field & Recreation Ground Trust. To resolve: That Sedlescombe Parish Council will continue to undertake general maintenance of the Public Playing Field & Recreation Ground Trust property in accordance with the Trust's wishes and will provide grants to the Trust as requested. [Local Council (Misecellaneous Provisions) Act 1976, section 19]
C10/11.20

Aim 3 To help provide Amenities and Services in Sedlescombe

  1. Public footpaths and bridleways.
    1. Footpath 6 - walking bus.
  2. Sportsfield
    1. Portacabins.
    2. Security fencing.
    3. Fencing at front of Sportsfield.
    4. Garage.
    5. Ladybird Lane (Clerk's Pestalozzi Briefing Note provided for councillors).
    6. Car Park inadequacies.
    7. Insurances.
  3. Pumphouse and Pump Project
    1. Battle Partnership Grant.
    2. Warr Partnership Grant Application.
    3. May Fayre in aid of the Project.
    4. Work proposed to be undertaken.
C10/11.21

Aim 5 To protect and enhance Sedlescombe's built and natural environment

  1. Great Crested Newts. To note that, prior to Southern Water carrying out works at the Sedlescombe Sewage Works, it will be carrying out pond and ditch surveys for great crested newts within 500 metres of the Works. This will include surveying of the ditch new the sportsfield car park.
  2. Landscape change. To support the principle of a Sedlescombe resident returning two acres of woodland to open grassland as it was pre-1940s. The land, originally called "Six Acres", is near to Beech Oasts, Hawkhurst Road, and the owner intends to manage it for its wildlife interest alongside the surrounding woodlands under a professionally drawn up management plan. See report here. This is supported by the Sussex Wildlife Trust, The Grassland Trust, The Weald Meadows Initiative and the Rother Woods Project. This appears to be in accordance with Sedlescombe Parish Council's Biodiversity Strategy. To resolved: That Sedlescombe Parish Council's Biodiversity Strategy should be amended
  3. Energy Saving Packs and Energy Saving Event on Tuesday 18 May, Brickwall Hotel at 15:00.
  4. Red Barn Field
    1. Grass cutting including ragwort dangers reported by local resident.
    2. Snagging.
    3. Well covers.
    4. Drainage in Short Hill.
 

Mrs P J Raymond

Clerk/RFO, Sedlescombe Parish Council

5 May 2010

01424 870508

sedlescombe@freezone.co.uk

Members should note that all decisions should take account of the following statutory impositions:

1. Biodiversity Conservation - Section 40 of the Natural Environment and Rural Communities Act 2007 - see SPC Biodiversity Strategy 2007.

2. The most recent energy measures report on Climate Change Mitigation and Fuel Poverty Alleviation - The Climate Change and Sustainable Energy Act 2007 - see SPC Climate Change Mitigation and Fuel Poverty Alleviation Strategy 2008.

3. Equal Opportunities for all - Sex Discrimination Act 1975, Race Relations (Amendment) Act 2000, Disability Discrimination Act 1995, Human Rights Act 1998, Employment Equality Act 2006, The Employment Equality (Age) Regulations 2006 - see SPC Equal Opportunities Policy 2006.

4. Crime and disorder. This duty is now extended to include anti-social behaviour, substance misuse and behaviour adversely affecting the environment, as well as crime and disorder - Section 17 of the Crime & Disorder Act 1998. The Act places an obligation on local authorities and the police to co-operate in the development of a strategy for tackling crime and disorder.