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COUNCIL MEETING AGENDA

TO ALL MEMBERS OF SEDLESCOMBE PARISH COUNCIL

YOU ARE HEREBY SUMMONED TO ATTEND THE ANNUAL MEETING OF SEDLESCOMBE PARISH COUNCIL TO BE HELD IN COMMITTEE ROOM 2 OF SEDLESCOMBE VILLAGE HALL (SIDE ENTRANCE) ON
TUESDAY 8 MAY 2012 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 MAY BE INCLUDED ON A FUTURE AGENDA.

MEMBERS: Cllrs Roy Chapman, Rod Eldridge, Pauline Glew, Julian Heap, Jenny Mitchell, John Reynolds, Jonathan Vine-Hall

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

PCSO Demetrius Georghiou invited to speak

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PUBLICATION DATE: WEDNESDAY 2 MAY 2012
C12/13.1 Election of Chairman. To elect the Chairman of the Council for the year ahead and to receive his/her declaration of acceptance of office.
C12/13.2 Election of Vice-Chairman of the Council. To elect the Vice-Chairman of the Council for the year ahead.
C12/13.3 To receive apologies and reasons for absence.
C12/13.4 To receive declaration of interests whether personal or personal and prejudicial.
C12/13.5 To consider requests received in writing from parish councillors for dispensation to speak regarding their prejudicial interest re matters on the agenda.
C12/13.6 Public participation session. Chairman to invite members of the public to speak with regard to items on the agenda. The Chairman should inform the public that their names will be recorded and representations etc minuted.
C12/13.7

Committees for 2012/13

  1. To resolve: That the following committees are constituted for the year ahead in accordance with the Terms of Reference: 1) Planning Executive Committee; 2) Finance Executive Committee; 3) Emergency Advisory Committee (Change in status); 4) Core Strategy Advisory Committee (new); 5) Parking Advisory Committee (new); 6) Any other Executive or Advisory Committee.
  2. To resolve: That membership of the committees is as follows:..............
C12/13.8

Representatives of the Council. To resolve: That the following are appointed to represent the Council as stated and, where appropriate, 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 person (Pat Martin is willing to continue as Tree Warden).
  5. Neighbourhood Watch representative - one councillor to report on Neighbourhood Watch matters.
  6. Transport representative - one councillor to report on transport matters of special interest to Sedlescombe residents.
  7. Any other representative to be appointed.
C12/13.9 Maintenance Schedules. To appoint a Councillor to be responsible for ensuring that maintenance is carried out as agreed by the Council.
C12/13.10

Policy Documents. To review, amend as necessary and adopt the following in accordance with Standing Orders:

  1. Standing Orders, 16/11/10.
  2. Financial Regulations, 16/11/10.
  3. Parish Council Policies
    1. Biodiversity Strategy, 2007.
    2. Casual Vacancies policy, 14/09/10.
    3. Child Protection Policy, 03/07/09.
    4. Complaints Code, March 2009.
    5. Crayfishing policy, 11/11/08.
    6. Equal Opportunities Policy, May 2012.
    7. Health & Safety policy, 16/11/10.
    8. Making decisions policy, 11/11/08.
    9. Management of Information Policy, 2009.
    10. Publicity & press policy, 16/11/10.
    11. Race Relations Policy.
    12. New Code of Conduct.
C12/13.11

The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012.

To note that on 30/03/12 The Secretary of State for Communities and Local Government made an Order in exercise of the powers conferred by sections 8(2) and 235(2) of the Localism Act 2011.

C12/13.12 Inventory of land and assets. To note that the inventory of land and assets was reviewed (as required by Standing Orders) by the Finance Committee on 27/03/12 F11/12.62.
C12/13.13 Insurance. To note that on 13/12/11 the Finance Committee agreed a budget figure of £1,080 for 2012/13 based on an indicative insurance premium figure from Came & Company for a 3-year Long-term Agreement with a 5% No Claims Bonus F11/12.48. To resolve: That insurance cover through Came & Company should be arranged on an Aviva 3-year Long-term Agreement with a 5% No Claims Bonus at a cost of £1,079.78.
C12/13.14

Membership of other bodies. To review membership of bodies in accordance with Standing Orders.

  1. Sussex Association of Local Councils
  2. Rother Association of Local Councils
  3. Society of Local Council Clerks
C12/13.15

Procedures for handling requests made under the Freedom of Information Act 2000 and the Data Protection Act 1998. To review the procedures in accordance with Standing Orders. The procedures are detailed in the Clerk's Briefing Note entitled "Requests for Information". Further details can be seen in the Policy Document "Management of Information 2009".

C12/13.16

Dates, times and place of ordinary meetings of the Council for the year ahead. To approve in accordance with Standing Orders.

May 2012 - daytime date to be agreed - meeting of Core Strategy Working Group with Rother Planners re Site Allocations

14/05/12 - Meeting of the Public Playing Field & Recreation Ground Trust

26/06/12 - Finance Committee Meeting

10/07/12 - Parish Council Meeting

18/09/12 - Parish Council Meeting

25/09/12 - Emergency Committee Meeting

16/10/12 - Finance Committee Meeting

13/11/12 - Parish Council Meeting

11/12/12 - Finance Committee Meeting

08/01/13 - Parish Council Meeting

12/03/13 - Parish Council Meeting

26/03/13 - Finance Committee Meeting

13/05/13 - Parish Council Meeting

C12/13.17
Minutes. To resolve: That the Chairman of the Council is authorised to sign the Minutes of the Emergency Meeting of the Council held on 01/05/12.
C12/13.18 Minutes of Meetings of Committees
  1. Planning Committee. To Resolve: That the Minutes of the Meetings of the Planning Committee held on 13 and 27 March are received.
  2. Finance Committee. To Resolve: That the Minutes of the Meeting of the Finance Committee held on 27 March are received.
C12/13.19

Minutes of the Annual Assembly of the Public Meeting of Sedlescombe held on 17/04/12.

  1. To Resolve: That the Minutes of the 2012 Annual Assembly of the of the Parish of Sedlescombe are received.
  2. To consider matters raised at the Parish Assembly and arising from the meeting as follows:
    1. Proposed flag. To consider the proposal as detailed in the Clerk's Briefing Note.
    2. Parking at East View Terrace. Request from resident to consider installation of a layby in the old East View section to allow off-road parking.
    3. Parking in Brede Lane.
      1. Suggestion that grass reinforcement is placed in the verges in front of the car park and to the east of Gammons Way to allow off-road parking.
      2. Suggestion that parking should be prohibited in Brede Lane during between 08:00 and 09:00 and 15:00 and 16:00 on schooldays.
    4. Ex Car Lot in The Street, Sedlescombe
    5. Repositioning of recycling bins
C12/13.20

Reports from representatives. To receive reports as follows:

  1. Rother Association of Local Councils.
  2. Village Hall Trust
  3. Sports Association - for report under separate agenda item
  4. Tree Warden
  5. NHW representative
  6. Transport representative
  7. Any other representative
C12/13.21 Finance
  1. Bank Reconciliations. To approve bank reconciliations at the end of March and April 2012.
  2. Cheques. To ratify the April 2012 cheque list and approve the May 2012 cheque list. 
  3. Average Band D Parish precept by region. To note that the Department of Communities and Local Government has published a summary of parish precepts in England which shows an average increase of 4.2%. Sedlescombe's 2012-13 Band D Council Tax is £49.53. The average for the whole of England is £47.80; South East is £51.05: highest average is North East at £61.36; lowest is North West at £27.57.
  4. Final Accounts 2011-12. To note the Final Accounts 2011-12 and the RFO's 2011-12 End-Year Financial Report.
  5. 2011-12 Annual Return. To authorise the Chairman to sign the 2011-12 Annual Return following internal audit of the accounts by Angela Alexander.
  6. Mazars. Members to be asked to confirm that they do not personally employ Mazars.
  7. Signatories for Accounts. To resolve: That the Chairman and Vice-Chairman of the Council and the Chairman of the Finance Committee are appointed signatories of the Parish Council's accounts with Barclays Bank, West Bromwich Building Society and the Co-operative Bank .......................
C12/13.22 Casual Vacancies. To note that two casual vacancies have occurred on Sedlescombe Parish Council with the retirement of Valerie Wright and Pat Martin. The vacancies were advertised for 14 days to allow an election to be requested as required and now qualified persons will be invited to apply to fill the vacancies as detailed in the Council's Casual Vacancies Policy. Interviews to be held immediately before the start of the July Council Meeting (10th) or, alternatively, an emergency meeting of the Council to be held on Tuesday 29 April.
C12/13.23 Training. To receive requests from councillors for training opportunities.
C12/13.24

Sportsfield

  1. To receive a report on last meeting of the Sports Association Committee by Cllr Glew.
  2. To consider ancillary parking for Village events at the Sportsfield.
  3. Sportsfield car park extension.
  4. Fence along river.
  5. New highway drainage Chapel Hill/Ladybird Lane junction.
C12/13.25

Public Playing Field & Recreation Ground.

  1. To Resolve: That the Minutes of the Meeting of the Public Playing Field & Recreation Ground held on 27/03/12 are received.
  2. To note the details of the Lottery Application for a mini-kickers' pitch, an upgraded tennis courts and outdoor gym equipment which has been submitted by the Public Playing Field & Recreation Ground Trust (NB meeting of Trust to be held on Monday 14 May at 19:00).
  3. Mini-kickers' proposed pitch.
  4. Playground report
    1. Ropes touching the ground
    2. Ironwork on seat
    3. Plank on Klondike
    4. Drinking at the playground
    5. Removal of the litter bin adjacent to Powdermills driveway
    6. Playground inspection schedule
  5. To consider purchase of a replacement tennis net.
  6. To consider a request from a local person for help towards tennis coach training costs.
C12/13.26

East View Terrace Kickabout Area

  1. Earth on tarmac.
  2. More holes being dug in grass area.
  3. Request from local resident for a "proper path" to be provided on route of public right of way parallel to the Kickabout Area.
C12/13.27

Sedlescombe School

  1. Road safety week. To note the concerns of the headteacher regarding the safety of the children going to and from School. To note the special Road Safety Week from 30/04/12 and the attempt by the School/PCSO to get children to use the Walking Bus from the Village Hall. To note Cllr Jones's comments at the Parish Assembly regarding the expectation that children living outside the Village should use the Walking Bus. [Road safety letter from headteacher to parents.]
  2. Parish Council's financial help. To consider how involved the Parish Council should be in providing finance for School projects. As examples, in the last few months, the Parish Council has been asked to:
    1. Clear snow and ice from the public car park in Brede Lane.
    2. Pay for employment of a school crossing patrol.
    3. Provide a path from the car park to the school gate.
    4. Purchase land to make an additional parking area next to the public car park.
    5. Provide a new rear gate and clear a path into the School.
    6. Surface a path and sort out the muddy areas on the route of the public right of way from East View to the rear of the school.
  3. School crossing patrol. To consider a request from the headteacher of Sedlescombe School that the Parish Council should fund a crossing patrol person at a cost of about £2,200 p.a. ESCC has carried out a survey but found that the School did not meet the criteria for funding from that authority but suggested contacting the Parish Council. [The number of children at the School has increased to 204 with 62% coming from outside the Village.]
  4. Proposed path from the car park to opposite the school gate. To consider a request from the headteacher of Sedlescombe School that the Parish Council should fund a pathway to allow safe access to and from the car park/School.
  5. Proposed path from allotments through School grounds to Gammons Way. To note that no progress has been made.
C12/13.28

To receive the Clerk's Report

  1. Village Maintenance by ESCC. The County Council has confirmed the Village Maintenance Team will undertake the following work starting 21/06/12: Repainting wooden seat outside Parish Church (Parish Council to provide paint); Applying wood preservative to noticeboard on wall of shop (Parish Council to provide preservative); Siding footway between village hall and Parish Church; Repainting metal seat outside East View flats (Parish Council to provide paint); Cleaning, strimming and trimming signs throughout the parish.
  2. Highways matters. To note that the following matters have been passed to ESCC or Rother District Council (some repeat complaints):
    1. Hazard marker, Brede Lane outside Queen's Head.
    2. Crazy Lane street sign.
    3. "Beware pedestrians" warning sign at top of Chapel Hill.
  3. Article on the Sedlescombe Geese in the April 2012 edition of The Countryman.
  4. Pestalozzi invitations to councillors
    1. The Pestalozzi Archive Project "Fifty Years in East Sussex". A reception and presentation to celebrate the completion of this Heritage Lottery-funded project. Thursday 24/05/12, reception 19:00-19:30; presentation 19:30-20:30 at Sallis Benney Theatre University of Brighton Faculty of Arts, Grande Parade, Brighton BN2 0JY.
    2. Leavers' Ceremony for students of 2010-12. Monday 18/06/12 19:00-21:00 at The Atrium, Sussex Coast College Hastings, Station Approach, Hastings TN34 1BA.
C12/13.29

Volunteers. To decide if any action is required by the Parish Council regarding the following:

  1. Energy Champion. Action in rural Sussex is looking for volunteers already working with vulnerable people in their communities to consider taking on the role of Energy Champions to identify those at risk of living in fuel poverty and to offer advice and practical support to them. AirS will be supporting the energy Champions by offering them up to date information, resources and opportunities for training. [NB A household is considered to be in fuel poverty if it spends more than 10% of its income on heating, lighting and cooking. In the South East region, the average number of households in fuel poverty is 11.8% but in Rother it is 18.1% or 1 in 6 households. There are 1 in 5 households in the Ewhurst & Sedlescombe Ward living in fuel poverty.
  2. Neighbourhood Enablers. This is a government funded Social Action Fund led by Community Capacity Builders. The person covering Bexhill, Rye and Hastings is Flora Williams. She intends working with volunteers who do not normally volunteer to identify local issues and needs and then plan projects that will address the issues raised. Prospective volunteers should contact Flora on 01797 229600 or 07534 509687.
  3. Possible Further Education Courses run by Claverham Community College in the Village.
C12/13.30

To consider participation in The Big Community Festival of Sport and Culture. According to Mike Dawes, Chairman of the Festival Steering Group in Battle, the Festival is now being well supported by many clubs and organisations throughout the Battle & District Partnership area. A large summer fayre in the recreation ground in North Trade Road, Battle is planned to help celebrate the opening of the Festival during the weekend of 30/06 and 01/07/12. A Carnival Procession is planned for the Saturday morning and villages in the Battle Partnership area are being asked to nominate one or two worthy young persons to parade village banners or flags in the parade. Village floats are also invited.

C12/13.31

To consider the situation with bus stops in Sedlescombe. A request for a new stop opposite the Brickwall Hotel when travelling north has been received from a local bus user. Should this request by forwarded to East Sussex County Council? See also the Clerk's Briefing Note - Bus Stops.

C12/13.32

Devolution of services from principal authorities. To update and summarise the current situation as follows:

  • A few, mostly larger, parish councils in Rother have shown an interest in having services undertaken by Rother devolved to them, for example open spaces, allotments, car parks and public conveniences.
  • All arrangments would be through 99-year leases, not transfer of the freeholds.
  • Rother is considering upgrading all public conveniences prior to devolvement.
  • Rother is not planning to provide any cash but suggests that parish councils can raise their own precepts to cover the costs of providing services local to them.
  • Rother's Devolvement Committee is now moving on to Stage 2 and will be considering Area Committees and granting budgets to District Councillors.

See also Minute C11/12.119.3.2.

C12/13.33 Fayre on Sedlescombe Village Green, 28/04/12.
C12/13.34 Bulletin.
C12/13.35 Request for donation. To note that a Sedlescombe resident aged 17 has written to the Parish Council asking for a donation to enable her to go on a 10-day trip to Kenya through the charity African Adventures. Her letter is supported by a letter from Marian Ham.
C12/13.36

East Sussex County Council

  1. Focus Group for Rural mobile libraries and libraries within a 5 miles radius of central Eastbourne. Click here for more details on how to get involved.
  2. Participatory Budgeting for TYS Youth Partnerships for Young People. Click here for more details on how to get involved.

Pauline J Raymond
Clerk/RFO, Sedlescombe Parish Council
Woodland Cottage, Chapel Hill, Sedlescombe
01424 870508
sedlescombe@freezone.co.uk

2 May 2012