SPC logo

COUNCIL MEETING MINUTES

MINUTES OF THE MEETING OF SEDLESCOMBE PARISH COUNCIL HELD IN COMMITTEE ROOM 2 OF SEDLESCOMBE VILLAGE HALL ON TUESDAY 12 JULY 2011, 1900 to 20:40

PARISH COUNCILLORS PRESENT: Cllr V Wright (Chairman), Cllr Jonathan Vine-Hall (Vice-Chairman), Cllrs Chapman, Glew, Heap, Martin, Mitchell, Rand, Reynolds

CLERK/RESPONSIBLE FINANCIAL OFFICER, SEDLESCOMBE PARISH COUNCIL: Mrs P Raymond

2 members of the public up to 29.3.

C11/12.23

Apologies and reasons for absence: None received.

C11/12.24

Interests. Declarations of existence and nature of councillor's interests, whether personal/prejudicial, in accordance with the adopted Code of Conduct 2007, with regard to items on the agenda. Members were reminded to repeat the declarations when the items were announced by the Chairman. The following interests were declared:

 

Cllr Wright 29.1 RALC

Personal by virtue of being the Council's representative

Cllr Glew 29.1 RALC Personal by virtue of being the Council's representative
Cllr Glew 29.2 Village Hall Personal by virtue of being the Council's trustee representative
Cllr Mitchell 29.2 Village Hall Personal by virtue of being a trustee of the village hall
Cllr Chapman 29.2 Village Hall Personal by virtue of being a trustee of the village hall (recently appointed - to complete amendment to interest form)
Cllr Martin 29.3 Sports Association Personal by virtue of being the Council's representative
All

34.2

35.3

Playing Field & Rec.Grd Trust Personal & prejudicial by virtue of the Council being the sole trustee of the Playing Field and Recreation Ground Trust. Dispensation granted by Rother Standards Committee. (Cllrs Vine-Hall and Heap to complete interest amendment forms)
C11/12.25

Prejudiced members' participation. None.

C11/12.26

Public participation session. Ashley Davey and Grant Burberry gave notice that they would like to speak re agenda item 29.3.

C11/12.27

Minutes. RESOLVED: That the Chairman of the Council is authorised to sign the Minutes of the Meeting of the Council held on 17/05/11.

C11/12.28 Minutes of Meetings of Committees
  1. Planning Committee. RESOLVED: That the Minutes of the Meetings of the Planning Committee held on 24 May and 21 June 2011 are received.
  2. Finance Committee. RESOLVED: That the Minutes of the Meetings of the Finance Committee held on 28 June 2011 are received.
    Arising from the Finance Committee Meeting,Cllr Heap was thanked for his investigations where he had found that the Parish Council could hire a jetter bowser from Brandon Hire in Hastings and the cost for one day's hire would be £90 for account holders. Cllr Heap offered to tow it from Eastbourne. However, it was decided to review the situation next Spring as no complaints had been received regarding the state of the cobbles, village green seats and dog bins. Other options might be available such as using a generator and power washer as long as enough water could be accessed.
  3. Emergency Committee. RESOLVED: That the Minutes of the Emergency Committee held on 28 June 2011 are approved.
C11/12.29 Reports from representatives. The following reports were received::
  1. Rother Association of Local Councils. Cllrs Wright and Glew declared their personal interests by virtue of them being the Council's representatives on RALC. They remained in the meeting.
    Cllr Glew reported that the newly-appointed Chief Inspector/Rother's Commander, Trevor Botting, had spoken about the current metal thefts and burglaries from commercial premises in Battle. [NB Northiam and Iden sports pavilions have been broken into recently and stripped of metal fittings.] The Police will advise anyone with a property at risk of metal theft. Despite restructuring, the Neighbourhood Policing Teams/PCSOs will continue.
    Mark Webb from East Sussex Fire & Rescue said that referrals for Home Safety Visits will be welcome and will now focus on vulnerable residents. Sedlescombe praised the service for their help and the excellent talk given to the Friendship Club recently.
    Rother Voluntary Action will support councils with their Local Action Plans.
    Rother DC is considering a joint waste collection contract from 2014 with Eastbourne BC, Wealden DC and Hastings BC. Rother DC will be asked to consider adding kerbside glass collections to the proposed joint waste collection contract.
    Rother Annual Parish Conference will be held on 20/07/11 in Brede Village Hall from 13:45. Details at 32.2 below of new format.
    It was agreed that the subsidy per qualifying member to be paid by RALC for the recent SALC training course at Brede will be determined by dividing the Training Earmarked Reserve, ie £500, by the number of members attending.
    Emergency Planning. Details at 32.4 below.
    It was suggested that it might be a good idea for Neighbourhood Watch to join with Emergency Planning.
    A training session on planning ie assessing planning applications and interpreting plans will be considered. The next meeting will be held on 05/10/11.
  2. Village Hall Trust. Cllr Glew declared her personal interest by virtue of being the Council's trustee. Cllrs Mitchell and Chapman declared their personal interests by virtue of being trustees. They all remained in the meeting. Cllr Glew gave her report which included the recent fitting of a macerator pump to sort out the sewerage. The Hall has been registered for another year with the Emergency Planning Service at Rother District Council. NB see Emergency Committee Minutes - no emergency packs have ever been provided to the Village Hall Committee. Next meeting 15/09/11.
  3. Sports Association. Cllr Martin declared his personal interest by virtue of him being the Council's representative on the Sports Association Committee. He remained in the meeting. The Chairman welcomed Grant Burberry (Chairman of the Sports Association Committee) and Ashley Davey (past-Secretary) and they informed the Council as follows:
    • A team had been prepared to move the garage from the car park to next to the pavilion but had found that the roof needed to be replaced. A quote for a shingle roof is being obtained.
    • Community Payback Teams have been working at the sportsfield and can continue twice a week (Sundays and Tuesdays) to do strimming and mowing and some other jobs although health and safety rules restrict the type of work that can be undertaken. Cllr Wright was thanked for arranging this.
    • Gas payments are being investigated by Committee members.
    • The Football Club has paid for the field to be top dressed and re-seeded.
    • The Association needs a new mower.
    • Association members have filled in some of the potholes in Ladybird Lane and plan to continue to add material as it becomes available.
    • Football Club and Pestalozzi International Village Trust are on the brink of reaching agreement over renting two fields next to the Sportsfield as a football field and car parking area. The extension of the right of access along Ladybird Lane to the entrance to the new car parking area will need to be negotiated with PIVT either by the Parish Council or the Football Club. This could have implications for the amount the Parish Council might be required to contribute to Ladybird Lane's future maintenance. Planning approval for change of use needs to be obtained and the Parish Council is willing to submit the application in order to save 50% of the planning fee.
    • Association wants the Parish Council lease of the sportsfield to be amended to exclude the maintenance of the ditch. The Parish Council Finance Committee will consider this proposal at its meeting on 06/09/11 and, in preparation, members will consider what action will be needed if the lease is amended as requested. A specification for the work will be drawn up.
    • Derek Wright, of Kester House, The Street, has just taken over as the Association's Secretary. He will also be the main keyholder for the pavilion. His details will be placed on the Parish Council's website.
  4. Tree Warden. Nothing to report.
  5. Transport representative. Cllr Glew reported that:
    • the Police are still actively encouraging residents to report faulty vehicles and anti-social driving by way of "Operation Crackdown";
    • cycling is still to be encouraged;
    • community transport has been the main topic at Rother Transport Action Group (RTAG) meetings. Results of community transport survey will be considered at the next meeting on 02/08/11;
    • From 31/07/11, for one month only, there will be buses in Sedlescombe on Sundays and Bank Holidays. Times to Hastings from The Green - 10:15, 12:15, 14:45, 16:45. From Hastings: 08:49, 10:49, 13:19, 15:19. Details will be included in Sedlescombe News and Village Voice.
  6. Any other representative. None.
C11/12.30

Clerk's Report. The followed items were noted:

  1. Declaration of Acceptance of Office. It was noted that Cllrs Rand and Reynolds signed their Declarations of Acceptance of Office as agreed at the last meeting.
  2. Dates of meetings. It was noted that an additional Finance Committee meeting had been arranged for 06/09/11 to include consideration of business remaining from the 28/06/11 agenda.
  3. July Parish Council Bulletin. Expected to be delivered this week. Extra volunteers from Village have reduced some of the loads previously delivered by councillors.
  4. Launch of the "Smugglers Trail" at Hawkhurst on 26/05/11. The Clerk had attended the launch of the Trail. The Queen's Head in Sedlescombe is included and a board is expected to be erected in the pub. Hawkhurst Parish Council is considering a joint smugglers project with the Spanish owners of Hastings Caves.
  5. Councillors' Dispensation re Sedlescombe Playing Field & Recreation Ground Trust. Dispensation received. Advice still awaited from Hedleys, Solicitors.
  6. Celebration of HM The Queen's Diamond Jubilee 2-5 June 2012. The late May bank holiday will be put back to Monday 4 June and there will be an additional Jubilee bank holiday on Tuesday 5 June. (Information from SLCC e-Newsletter). Councils are being invited to celebrate the event in some way including lighting bonfire beacons or church tower beacons. To tell Ralph Dellow.
  7. Queen Elizabeth II Fields Fund. The SITA Trust Queen Elizabeth II Fields Fund is open. It is a £1 million fund exclusively for outdoor recreational spaces in England and Wales protected as part of the Queen Elizabeth II Fields Challenge. Grants of up to £5,000 to £25,000 will be awarded to projects. The Clerk was asked to check whether the Playing Field & Recreation Ground Trust could be changed to a Queen Elizabeth II Trust.
  8. Rother DC economic regeneration strategy. Available. Document received.
  9. Sedlescombe Wastewater Treatment Works. Existing works to be refurbished to improve the quality of water returning to the environment (requirements of the Environment Agency). Work to start in July 2011 and is expected to be completed by March 2012. Work will take place Monday-Friday between 0730 and 1800 and, on occasion, Saturday mornings between 0800 and 1300. A letter is being sent to residents in the area to inform them that these works are taking place.
  10. Southern Gas Networks will be carrying out gas mains replacement 3-way traffic lights at the B2244 Paygate Road junction with the C22 Chapel Hill. Completed.
  11. Junction re-alignment at the C22 Chapel Hill, in connection with works associated with the Pestalozzi International Village, is now scheduled to start in September 2011.
  12. Digital switchover pack for Parish Councils in the Meridian area. The Clerk was asked to obtain 20 packs for distribution at the 2012 Assembly.
C11/12.31 Finance
  1. Bank Reconciliations. RESOLVED: That the bank reconciliations at the end of May and June 2011 are approved.
  2. Cheques. RESOLVED: That payment of the June 2011 cheques is ratified and the July 2011 cheque list is approved.
  3. Barclays Bank Business Saver Account. RESOLVED: That the Barclays Bank Business Saver Account should be closed forthwith and the money transferred to a new Co-operative Bank Guaranteed 6-month Investment Account.
  4. Power of Well-being. This power allows eligible local councils to promote economic, social or environmental well-being to assist individuals, groups or the whole community whether residents or visitors. There is no restriction on the amount of money that can be spent. It was noted, however, that the money still needs to be raised through the Sedlescombe Council Tax.

    All parish councillors, apart from Cllr Rand, had attended the well-being training given by SALC on 17/06/11. The Clerk had attended also. Certificates had been received. It was noted that the Clerk must still pass the relevant module. The Clerk reported that she had written the 200-word "essay" that was required and it was RESOLVED: That payment of £15 is authorised to SLCC-CILCA Management for the Clerk to update her AQA qualification by adding the power of well-being module.

    It was further RESOLVED: That the Clerk is authorised to draft the required statement of intention of community engagement for approval at the September 2011 meeting.

    At the next meeting, when the Clerk has obtained an update of her qualification and the Statement of intention of community engagement has been approved, the Council will need to pass a resolution. The power can then be used and will last until the day before the annual meeting that is held in the year of the next ordinary elections.
C11/12.32

Training/Conferences

  1. Report of Three Counties Training Afternoon in Brede VH, 17/06/11 attended by 8 councillors & the Clerk. New councillors, particularly, found this a useful afternoon.
  2. Rother Annual Parish Conference, 20/07/11, 13:45, Brede Village Hall. 4 delegates invited. New format to include four workshops on Clustering; Parish/Town Councils; Waste Collection & Disposal; Devolved Services. RESOLVED: That Sedlescombe should be represented by Cllrs Wright, Reynolds, Vine-Hall and Pauline Raymond (Clerk/RFO) at the 2011 Rother Annual Parish Conference.
  3. East Sussex County Council Parish Conference on Economy, Transport and Environment, 16/09/11, Uckfield Civic Centre, all day. If anyone wants to attend, they should contact the Clerk.
  4. Winchelsea Emergency Planning Group, 19:00-20:30, 19/09/11. A meeting will be held in Winchelsea for parishes who have prepared or are preparing emergency plans to allow the groups to make contact and compare notes. Emergency planners from Rother and representatives from the emergency services will attend. If anyone wants to attend, they should contact the Clerk.
  5. Three Counties Councillor Update and Briefing Training at Leeford Place, Whatlington, 25 and 26 November. 26 November Chairmanship Training. The following councillors will attend:
    • Cllrs Vine-Hall and Reynolds, Friday afternoon, Councillor Update and Briefing.
    • Cllr Vine-Hall, Saturday, Chairmanship.
 
C11/12.33

Magazines/newsletters. Receipt of the following magazines/newsletters was noted.

  1. Clerks and Councils Direct.
  2. The Clerk.
  3. Rother Views.
  4. Your County.
C11/12.34

Aim 1 To achieve an Informed and Participating Sedlescombe Community

  1. Welcome Packs still being distributed in accordance with lists provided by Rother of new occupiers.
  2. MUGA consultation. All councillors declared their personal and prejudicial interests by virtue of the Parish Council being the sole trustee. As dispensation had been granted by Rother DC, all members remained in the meeting.
    Members considered what action to take and agreed to prepare a survey form to ascertain local views. Cllrs Reynolds and Vine-Hall are prepared to consult with those attending the forthcoming Fete. If survey forms are not sent to every household, it will be necessary to ensure that all possible age groups are covered.
C11/12.35

Aim 2 To achieve a Safe and Healthy Sedlescombe Community

  1. PCSO/Police Reports. Most members receive reports by e-mail. The Community Safety Partnership is focusing on Cold Calling and Rogue Traders.
  2. Budget Car Company
    1. Cars for sale on the highway. Despite Rother District Council's reminder to Budget CC that they should not allow more than one car on the highway for sale within 500 metres of another, at least two or three cars for sale are regularly left on the road opposite the car lot. The Parish Council is waiting for legal action to be taken by Rother.
    2. Proposed hazard markers or fence in front of car lot. East Sussex County Council Highways Inspector had spoken to Budget CC about either hazard markers or a fence in front of the car lot and had intended to return to Budget CC this week. However, a planning application has recently been submitted for "reinstatement of former picket fence to front boundary" as well as "erection of valeting bay structure". According to Rother, this followed pre-application advice to Budget that, in order to get planning permission for the valeting structure, they would need to re-instate fencing around the site to restrict car access and egress to the proper entrance. This would also allow conditions to be imposed. The plans submitted with the application are not sufficiently-detailed and Rother will be asking for clarification. The application will be considered by SPC's Planning Committee on 02/08/11.
    3. Waste water from car lot. A resident had asked the Council to investigate whether the Company was meeting the requirements of the Environment Agency and Southern Water regarding the treatment of waste water, particularly as the site is so close to the river. Jamie Lloyd of the Environment Agency had visited Budget Car Company on 31/05/11 and he had confirmed that no pollution had been found during his unannounced visit. The staff said that they regularly wash down 50 or so vehicles with water. About once a week they use detergent to wash a dirty vehicle in a designated bay. Mr Lloyd had found that drainage from the bay was inadequate and had, subsequently, sent an advice letter to the company requesting that they submit a plan for how they intend to deal with any polluting effluent generated from the site. Mr Lloyd had clarified that a designated wash bay is not a requirement but that drainage is important. If any pollution is noted eg effluent entering road drainage or flowing straight into the river, the information should be passed to the Environment Agency's hotline 0800 807060.


      The owner of the drive adjacent to the business is still complaining that it is being damaged by drainage issues in connection with the site. 

    4. Control of substances hazardous to health regulations.
      Coshh enforcement comes under the Health & Safety At Work Act 1974 and is Rother DC's responsibility. Inspections under the Act are carried out in accordance with a national priority regime, which means that low or medium risk premises are not inspected. Unless a complaint is received from an employee, an Inspector will not visit.
    5. Emergency fire plan.
      Neil Biffen of E.Sussex Fire & Rescue Service had written in answer to the Council's query about the emergency fire plans. The premises are covered by the Regulatory Reform (Fire Safety) Order 2005. This places a duty on a responsible person for the premises to take such general fire precautions as is reasonably practicable in order to safeguard any person who may be lawfully on the premises and any person in the immediate vicinity of the premises who is at risk from a fire on the premises. 
    6. Motorcycles on Powdermill driveway. On 26/06/11, the Parish Council received a complaint that one at least, but possibly more, motorcycles from Budget CC were being driven up and down Powdermills drive at "quite ridiculous speeds".The public have access along it to the tennis courts and children's playground. The owner was informed and he told Budget CC to stop their staff riding & racing motorcycles along his drive.
  3. Playgrounds. All councillors declared they personal and prejudicial interest in the Playing Field and Recreation Ground Trust as the Council is the sole trustee of the land but have dispensation granted to them by Rother Standards Committee.
    1. Chestnut fence in playground, mentioned by several councillors, repaired Sunday 10 July.
    2. Tennis courts surface. All councillors consider OK.
    3. Cllr Heap was thanked for repairing the top and side of the east-facing tennis court fencing.
    4. Jacobs Ladder needs tensioning. JV and PM to inspect.
    5. Klondike wearing away.
    6. Niagara Falls (not in use). JV and PM to repair.
    7. Nursery Rhymes toddler unit dirty.
    8. Grand Canyon - rope loose, Riverside top right. JV and PM to repair.
    9. Litter around playground and broken glass in courts - removed.
    10. Ramps and holes EVT Kickabout.
    11. Broken sign at EVT Kickabout.
C11/12.36

Aim 3 To help provide Amenities and Services in Sedlescombe

  1. Footpaths and bridleways. The Clerk reported as follows:
    1. Footpath 34, New England Lane. Inspected by ESCC. Landowner has agreed to reinstate it using a forestry machine in August at the end of the nesting season. ESCC will re-sign.
    2. Footpath 26, dog latch, boundary of Killingan Wood. Repaired by Ralph Dellow.
    3. Bridleway 14, Compasses Lane. Owner wrongly thinks the path has been changed from a bridleway to a "walkway" and doesn't want the footpath stone uncovered. Gate position and route of path across the drive of Little Chittlebirch is in dispute. ESCC has agreed to investigate.
    4. Footpath 4a, end of Gorselands, complaint from elderly walker that because of the water that is pouring from a drinking trough across the footpath, there is a lot of slippery mud which together with broken flagstones is difficult to negotiate with a stick. She is going to contact John Cook who has kept horses in that field. Cllr Vine-Hall will monitor.
  2. Incorrectly-placed bus stop signs. Soon after the signs were put up, an ESCC officer said he would get someone to meet the Clerk. However, despite chasing this several times, including on Monday, no action has taken place.
  3. Repair or replace bus shelter. In accordance with the request of the Finance Committee, Cllr Chapman reported that he had inspected the shelter and found it to be of solid oak construction which needs a new roof and repairs to the sides. It does not need replacing. Cllr Chapman agreed to draft a specification for the work to be considered by the Finance Committee on 06/09/11.
  4. Brede Lane Car Park
    1. Alteration of the layout of the Brede Lane Car Park. Although reported to Rother DC soon after the last meeting two months ago, no reply or acknowledgement had been received from the Alwyn Roebuck.
    2. Rother District Council Agency Agreement. At the last meeting a resolution was passed concerning the revised maintenance agreement (see Minute C11/12.20.4.1). However, the Rother Committee did not agree to the officer's recommendation of a 10-year agreement preferring a 5-year agreement with an annual payment of £295.03 and NO consumer price index annual increase.This information has been gathered from Rother Minutes online but no correspondence has been received from any officer.
    3. Dead tree to be removed. To be undertaken by Cllrs Martin and Vine-Hall.

 

   
  Chairman.......................................... Date.................................................................