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COUNCIL MEETING AGENDA

TO ALL MEMBERS OF SEDLESCOMBE PARISH COUNCIL

YOU ARE HEREBY SUMMONED TO ATTEND THE 2011 ANNUAL MEETING OF THE SEDLESCOMBE PARISH COUNCIL TO BE HELD IN COMMITTEE ROOM 2 OF SEDLESCOMBE VILLAGE HALL (SIDE ENTRANCE) ON
TUESDAY 17 MAY 2011 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: Roy Chapman, Pauline Glew, Julian Heap, Pat Martin, Jenny Mitchell, Anthony Rand, John Reynolds, Jonathan Vine-Hall, Valerie Wright

Prior to the meeting, all councillors must have signed a Declaration of Acceptance of Office. All members will be required to complete the Registrable interests form and return it to the Clerk within 28 days of 09/05/11.

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

PCSO Demetrius Georghiou invited to speak

Line
C11/12.1 Election of Chairman. To resolve: That............. is elected Chairman of Sedlescombe Parish Council for the ensuing year and to receive his/her declaration of acceptance of office.
C11/12.2 Election of Vice-Chairman of the Council. To resolve: That.............. is elected Vice-Chairman of the Council for the ensuing year.
C11/12.3

Committees for 2011/12

  1. To resolve: That the annual report of the work of the Committees during the past year is received.
  2. To resolve: That the following committees are constituted for the ensuing year with the attached Terms of Reference: 1) Planning; 2) Finance; 3) Emergency; 4) Any other committee.
  3. To resolve: That membership of the committees should be as follows:..............
C11/12.4

Representatives of the Council. To resolve: That the following are appointed to represent the Council as stated and are expected to provide regular reports to meetings of the full Council:

  1. Rother Association of Local Councils - two councillors.
  2. Village Hall Trustee - one councillor to become a Village Hall Trustee and to join the Village Hall Management Committee as a voting member.
  3. Sedlescombe Sports Association - one councillor to join the Sports Association Committee as a voting member.
  4. Tree Warden - one councillor. Although Mary Parker is no longer employed by ESCC, Tree Wardens are still getting some support from East Sussex County Council.
  5. Transport representative - one councillor to report on transport matters of special interest to Sedlescombe residents.
  6. Any other representative to be appointed.
C11/12.5

Subscriptions. To resolve: That payment of the following subscriptions is approved as they fall due:

  1. Sussex Association of Local Councils - SALC £302.13 (last year £284); NALC £58.08 (last year £58.96). Total £360.21 plus VAT of £11.62.
  2. Rother Association of Local Councils - £35.
  3. Action in rural Sussex (last year £50).
  4. Society of Local Council Clerks (last year £135)
 

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C11/12.6 Apologies and reasons for absence. To resolve: That apologies for absence are received and approved.
C11/12.7

Interests. 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. See Clerk's briefing note.

Councillors should state:

  1. The Agenda number (last number only - the remainder of the number is the financial year).
  2. Whether the interest is
    1. personal (remain in the meeting for the whole agenda item) or
    2. personal/prejudicial (leave the meeting for the public involvement and Council debate on the agenda item.
  3. The reason for the interest.
  4. Whether, if the Chairman permits, they will, at the appropriate time, make representation, answer questions or give evidence to the Council regarding any item where they have declared a prejudicial interest.

Please note:

  1. If a member becomes aware, during the course of a meeting, of an interest that has not been disclosed at the start of the meeting, he/she must immediately disclose it.

  2. 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 judgement of the public interest AND it relates to a financial or regulatory matter.

  3. Members should repeat the declarations when the agenda items are announced by the Chairman.
C11/12.8 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 will inform the public that their names will be recorded and representations etc. minuted.
C11/12.9
Minutes. To resolve: That the Chairman of the Council is authorised to sign the Minutes of the Meeting of the Council held on 8 March 2011.
C11/12.10 Minutes of Meetings of Committees
  1. Planning Committee. To Resolve: That the Minutes of the Meeting of the Planning Committee held on 29/03/11 are received.
  2. Finance Committee. To Resolve: That the Minutes of the Meeting of the Finance Committee held on 29/03/11 are received.
C11/12.11 Reports from representatives. To receive reports as follows:
  1. Rother Association of Local Councils.
  2. Village Hall Trust
  3. Sports Association
  4. Tree Warden
  5. Transport representative
  6. Any other representative
C11/12.12

To receive the Clerk's Report.

  1. Demonstration pump.
C11/12.13 Finance
  1. To note the completion of the internal audit of the 2010-11 Accounts. See report from Internal Auditor.
  2. To resolve: That the Chairman is authorised to sign the End 2010-11 Accounting Statement as follows:





     
    2009/10
    2010/11
    1. Balances brought forward
    36392
    45780
    2. +Annual precept
    31500
    31500
    3. +Total other receipts
    13572
    14488
    4. -Staff costs
    -14725
    -14800
    5. -Loan interest/capital repayments
    -4643
    -4643
    6. -All other payments
    -16316
    -23593
    7. =Balances carried forward
    45780
    48732
    8. Total cash and short term investments
    61133
    48510
    9. Total fixed assets and long term assets
    275000
    275000
    10. Total borrowings
    49858
    48499
    11. Trust funds (including charitable) disclosure note. Figures above do not include any trust transactions.
    YES
    YES

  3. To resolve: That the Chairman is authorised to sign the Annual Governance Statement as follows:

    That we acknowledge as the members of Sedlescombe Parish Council our responsibility for ensuring that there is a sound system of internal control, including the preparation of the accounting statements. We confirm, to the best of our knowledge and belief, with respect to the accounting statements for the year ended 31 March 2011, 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 statements.
    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.

  4. Potential conflicts of interest. We have been asked by Mazars to check whether they provide personal accountancy or tax advice to any Sedlescombe parish councillor. To receive any relevant information that needs to be passed on to Mazars.

  5. Bank Reconciliations. To resolve: That the bank reconciliations at the end of March and April 2011 are approved.

  6. Cheques. To resolve That the April cheque list is ratified and the May 2011 cheque list is approved.

  7. Clerk's Maintenance of Offices: To resolve that the Clerk is paid £200, in accordance with the budget, towards maintenance of offices.

  8. Chairman's Allowance. To resolve: That the Chairman is paid £200 as an allowance in connection with this post.

  9. To consider change of bank account to internet banking with the Unity Trust Bank. See Clerk's Report on Sedlescombe Financial Accounts.
C11/12.14

General administrative matters

  1. Depositions under the Highways Act 1980 s31(6). Section 31(6) of the Highways Act 1980 allows landowners to deposit with the highway authority maps and statutory declarations which admit the public rights of way that already exist on their land, to confirm that no new rights of way have been dedicated nor that the landowner has any intention of dedicating further rights of way. If this is renewed every ten years, any public use of the land will not count towards the establishment of new public rights of way. It does, however, give the landowner a way of protecting his property, while still allowing a degree of permissive public access.
    1. To resolve: That the Clerk makes a Statutory Declaration under the Highways Act 1980 s.31(6) re East View Terrace Kickabout Area as follows:
      1. That Sedlescombe Parish Council has been the owner of East View Terrace Kickabout Area since 31/01/1996.
      2. That there are no dedicated ways over East View Terrace Kickabout Area.
      3. That Sedlescombe Parish Council has no intention of dedicating public rights of way over this property.
    2. To resolve: That the Clerk makes a Statutory Declaration under the Highways Act 1980 s.31(6) re Sedlescombe Village Hall Car Park and Red Barn Field Nature Park as follows:
      1. That Sedlescombe Parish Council has been the owner of Sedlescombe Village Hall Car Park and Red Barn Field Nature Park since 03/02/1999.
      2. That there are no dedicated ways over Sedlescombe Village Hall Car Park and Red Barn Field Nature Park.
      3. That Sedlescombe Parish Council has no intention of dedicating public rights of way over this property.
    3. To resolve: That the Clerk makes a Statutory Declaration under the Highways Act 1980 s.31(6) re Sedlescombe Sports Field and Sedlescombe Sportsfield Car Park as follows:
      1. That Sedlescombe Parish Council has been the owner of Sedlescombe Sportsfield and Sedlescombe Sportsfield Car Park since 23/05/1985.
      2. That a public right of way across the land has been dedicated as a footpath as marked on the Definitive Map.
      3. That Sedlescombe Parish Council has no intention of dedicating any other public right of way over this property.
    4. To resolve: That the Clerk forwards the Statutory Declarations and all other documents and maps required under the Highways Act 1980 s31(6) regarding the East View Terrace Kickabout Area, the Sedlescombe Village Hall Car Park and Red Barn Field Nature Park and Sedlescombe Sportsfield and Sedlescombe Sportsfield Car Park to East Sussex County Council.

  2. To note the Revised Approved Mileage Allowance Payments for Lift Scheme Drivers.

  3. Annual Review of Strategies and Policies - deferred until July 2011.

  4. To note the new National Association of Local Councils Legal Topic Notes/Legal briefings
    1. LTN77 - April 2011 - Public Rights of Way
    2. LTN78 - April 2011 - Equality Act 2010
    3. L02-11 - Future Standards of Conduct of members of Local Authorities (including parish councils) in England.

  5. To note the new SALC/Hedleys Legal Briefing 18/12/11 re the Localism Bill - useful background information prior to training sessions.
C11/12.15

Training

  1. Introduction for new councillors. To note that Roy Chapman, Julian Heap and John Reynolds were given introduction to Sedlescombe Parish Council by the Valerie Wright and Pauline Raymond on 12/13 April 2011.

  2. SALC training afternoon. To note that the following intend to attend the SALC training afternoon on Friday 17 June 2011 in Brede Village Hall. Roy Chapman, Pauline Glew, Julian Heap, Pat Martin, Jenny Mitchell, John Reynolds, Jonathan Vine-Hall, Valerie Wright, Pauline Raymond and that a cheque for £540 including VAT has been sent to SALC. It is possible that RALC will make a contribution towards the cost.

  3. Three Counties Training - to consider attendance at the Councillor Update and Briefing at Leeford Place Hotel, Whatlington Road, Whatlington TN33 0ND, 25 and 26 November 2011. You can attend on Friday (1330-1700) and Saturday (0900-1600) or either day only (non-residential basis). Details here.

  4. Three Counties Training - to consider attendance at the Chairmanship Training Course at Leeford Place Hotel, Whatlington Road, Whatlington TN33 0ND, Saturday 26 November 2011.
C11/12.16

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

  1. Pestalozzi International Village - Pestalozzi News
  2. Clerks and Councils Direct.
C11/12.17

Consultations. To consider the following consultation:

  1. To approve submission of completed questionnaire to Rother Voluntary Action who have been commissioned by East Sussex County Council to report on community transport across the county. General questions have been answered by Cllr Glew and the Clerk. Council to consider the following:
    1. Would the Parish Council be interested in carrying out further consultation with the community on the subject of community transport with the assistance of Rother Voluntary Action?

    2. Do you think that all members of the community are fully aware of community transport and who can use it? If no, which groups of people do you think are not aware?

    3. Are any members of the council interested in volunteering opportunities such as driving or administration within a community transport scheme?

    4. Would the parish council consider inviting Community Transport Operators to have a stall at the village fete/Annual Parish Assembly in the future?
C11/12.18

Aim 1 To achieve an Informed and Participating Sedlescombe Community

  1. To inform new councillors regarding welcome packs.

  2. To consider matters raised at the Annual Parish Assembly on 26/04/11. Minutes here.
    1. Volunteers.
    2. Free parking in public car park in Brede Lane.
    3. Public conveniences in Brede Lane.
    4. Public transport v road improvements.
    5. Superfast broadband needed.
    6. Request for parking restrictions particularly in The Green. See Clerk's Briefing re East Sussex County Council Yellow lines survey.
    7. County Councillor Jones's intention not to stand for re-election to the County Council in two years' time.

  3. To consider invitation to attend the Launch of the "Smugglers Trail" at Queen's Inn, Hawkhurst at 1500 on Thursday 26/05/11. Various hostelries with smuggling connections down to the Sussex Coast (including at Sedlescombe) are featured. See report.
C11/12.19

Aim 2 To achieve a Safe and Healthy Sedlescombe Community

  1. Police/PCSO
    1. To note the PCSO/Police Reports placed on website.
    2. To note that Paul Masterson is the new Police Sgt for Rother in place of Dan Russell.
    3. To note that Chief Inspector Heather Keating has been appointed as Head of Special Branch for Sussex Police.
    4. To note that Battle Police Station's opening times have changed to 1000 to 1400, Mondays to Fridays and not at all on Saturday or Sunday.

  2. To note recent episodes of graffiti in the Village.

  3. To note that Languard Ltd (employed by the Parish Council) checked the river during the week beginning 18 April and treated around 16 giant hogweed plants. Most were on the bank of the "horses' field" or near to that area. Three were down on the waters edge behind the sports field and one was directly behind the Riverside play area. Japanese Knotweed stems close to the river bridge were also treated.

  4. To note:
    1. That Budget Car Company has still been parking too many cars which are for sale on the roadway contrary to the Environmental Protection Act 1990. Rother DC Environmental Health confirmed on 29/03/11 that no more fixed penalty notices will be issued but, if the nuisance continues, a case for prosecution will be prepared.
    2. That East Sussex County Council is negotiating with Budget CC regarding replacement of the small fence in front of the car lot instead of the proposed hazard markers.
C11/12.20

Aim 3 To help provide Amenities and Services in Sedlescombe

  1. Footpaths and bridleways. To note that Jo Williams is the new Rights of Way Access officer responsible for enforcement and resolving issues strategically and Vicky Fletcher is the Rights of Way officer responsible for reactive work and inspections for this area. Matt Harper has a county-wide role covering all areas. The following issues remain outstanding:
    1. Footpath 34, New England Lane. Clearance.
    2. Footpath 6, Balcombe Green. Surface drainage.
    3. Bridleway 21, Stream Lane. Gate repairs now the responsibility of the landowner despite the gates being installed by the footpaths working group.
    4. Bridleway 14, Compasses Lane. Concealment of stone marker. Passed to East Sussex County Council.

  2. Sportsfield
    1. Proposed extension of Sportsfield (see Minute C10/11.110.1). To note that the Sports Association continues with its negotiations with Pestalozzi IVT although the initial annual rental figure proposed by Pestalozzi was considerably more than expected.

    2. Pestalozzi is objecting to parking in Ladybird Lane by Sportsfield users, contrary to the covenant on the land. Additional parking space is needed. For referral to the Sedlescombe Playing Field and Recreation Ground Trust.

    3. To note that the Sports Association might be interested in using the tennis courts for football training if a multi-use surface could be provided. Floodlighting would extend the use. For referral to the Sedlescombe Playing Field and Recreation Ground Trust.

    4. Garage at car park (NB the car park remains the responsibility of the Parish Council). To note that the Sports Association is expected to move the garage to beside the pavilion in the near future. This could then be used by the Cricket Club for storage of their equipment. The garage will need repair and cladding by the Sports Association.

    5. Buildings at car park. To consider the current situation (NB - the Council is trying to get to a position where there is only one building/structure on the car park, otherwise planning permission will be needed.) To consider that:
      1. The Bexhill Football Club have contacted the Sports Association about possibly taking the portacabin and this is being pursued currently.
      2. The Sports Association would like permission to bring another garage (wood clad) to the car park. which could be shared between the Sports Association (for grounds maintenance equipment) and the Sedlescombe Societies Association (for storage of tables and chairs for the annual village fete).
      3. The blue container is unlikely to be moved and, therefore, if the additional garage is brought to the car park, or if the portacabin is not removed, planning permission will need to be sought by the Council.

    6. To receive an update on manhole cover in the Car Park and to approve further action.

    7. Pavilion (NB the pavilion and the field are leased to the Sports Association but the Parish Council as landlord retains some powers).
      1. Tiling. To note that Steed Construction Ltd is retiling all three showers (minor repairs carried out previously) in the pavilion. It appears that the skim layer of plaster was put on when the temperature was too cold, resulting in it not adhering to the main plaster correctly.
      2. Graffiti. To note that the Sports Association has removed two patches of graffiti from the outside walls of the pavilion.
      3. To consider whether to give consent (as required by paragraph 3 of the Deed of Variation to the Lease) to the following Sports Association proposals:
        1. Installation of loft flooring and a loft ladder.
        2. Installation of a large storage cupboard to be built into the alcove of the pavilion.
        3. Replacement of the green plastic fencing along river side of the Sportsfield with chestnut pale fencing (metal fencing to remain as existing).
        4. Installation of chestnut pale fencing around the cricket square instead of Green plastic fencing.

    8. Litter at the Sportsfield and pavilion clock - issues raised by local resident. To note that the Sports Association is discussing with the Football Club the employment of a caretaker/groundsman. The clock will be kept working if the loft ladder is in place.

    9. Fencing at front of Sportsfield. To consider quotes for the work. (The Sports Association committee has agreed that the Parish Council can now carry out the work.) Quotes will be obtained for hedging.

    10. Ladybird Lane. To note the current situation (the Parish Council has agreed to contribute £4000 towards surfacing the Lane and expected this to be done this month). Pestalozzi will sign a Section 278 agreement with East Sussex County Council regarding the road alterations at the junction of Ladybird Lane with Chapel Hill and the B2244, possibly in the next month. Trial holes by East Sussex County Council re the gas main are scheduled for May 2011 to establish whether the main will need to be encased in concrete prior to the Section 278 work or whether it is deep enough for it to be left as it is. The whole job ie road junction alterations and the Lane repairs are expected to be done by the same contractor, probably not until October/November 2011.

  3. Public transport.
    1. To note that a new 'flexible' service has been introduced by Battle Area Community Transport with the help of a 'start-up' grant from ESCC. Potential passengers are required to contact BACT at least 48 hours before they wish to travel. Local pick-ups include Sedlescombe. The bus starts its journey at Battle at 0930 and aims to arrive at Tenterden at approximately 1100. The return journey starts from Tenterden at 1430. The service is scheduled to operate on the fourth Friday of even numbered months.
    2. To note the incorrect placement of bus stops in Sedlescombe by Stagecoach.

  4. Public car park in Brede Lane.
    1. To consider Rother District Council Agency Agreement.
    2. To consider whether a request should be made to Rother DC to alter the layout of the Brede Lane car park following receipt of recent complaints re the layout.
    3. To note that Rother District Council has been informed that the grit bin has been overturned and that a tree outside the public conveniences is dead.

  5. Mobile play project for childred aged 5-16 years. "Active Play" can provide equipment free of charge for children and young people such as play equipment, mobile skate park, mobile dance mats, Nitendo wii with screeen etc. However, they make a minimal charge for each session. Blocks of sessions, one-offs, attendance at events, fetes etc. are available. To consider whether the Parish Council wishes to promote this facility or to pass the information on to another body.
C11/12.21

Aim 4 To support business and rural employment in Sedlescombe

  1. To note that illegal advertising on the highway by Carr Taylor Vineyards has been reported to East Sussex County Council and despite affirming that it would not happen again, an advertising sign was displayed at the bottom of Chapel Hill over the Easter weekend.
C11/12.22

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

  1. To consider attendance at the Carbon Reduction Workshop run by Rother Voluntary Action, 26/05/11 10:30 to include a light lunch and networking at Robertsbridge Village hall.

  2. To note that energy monitors can now be borrowed from libraries in East Sussex for three weeks at a time. This includes from the mobile library that visits Park Shaw, Sedlescombe on alternate Thursdays between 10:50 and 11:25. The next scheduled stop is on Thursday 19 May.

  3. Red Barn Field Nature Park. To note that the Heras fencing has been removed and erection of a replacement fence has started.

  4. Sedlescombe Hedgerow survey. To note that training for the hedgerow survey will take place in Sedlescombe Village Hall at 1000 on Friday 20 May 2011 and then in Red Barn Field Nature Park.
 

Mrs Pauline J Raymond

Clerk/Responsible Financial Officer

Woodland Cottage, Chapel Hill, Sedlescombe

sedlescombe@freezone.co.uk. 01424 870508

11 May 2011

 

FOOTNOTE ON TERMINOLOGY:

"To note": Discussions not expected although councillors may comment if they wish.

"To receive": Reports etc.. Discussions not expected although councillors may comment if they wish.

"To inform": Discussions not expected although councillors may comment if they wish.

"To consider": Discussions and then possibly Resolution needed.

"To approve": Resolution needed.

"To resolve": Resolution needed.