WADHURST PARISH COUNCIL

DRAFT MINUTES OF A MEETING OF WADHURST PARISH COUNCIL HELD AT THE PAVILION, SPARROWS GREEN RECREATION GROUND, THE PAVILION, SPARROWS GREEN RECREATION GROUND, THURSDAY 12th APRIL 2012 AT 7.30 P.M.
Present: Councillors Pearman (Acting Chair), Bell, Berger, Gadd, Goolden, Kent, Konrad, Martel, Martin, Meredith-Hardy, Standley
Also in attendance: Sarah Codling (Clerk), County Councillor Tidy, PCSO Neve, 5 members of public and 1 member of the press

1.To receive apologies and reasons for absence 
Apologies were received from Councillors Clark, Doyle and, Matthews.  All apologies were accepted.

2. To receive declarations of interests on items on the agenda. 
None.

3. Police Forum – time limit 15 minutes.

• A street meeting will be held outside Wealden Hall Foods, 11am Saturday.  The next meeting will be 27th April in Cockmount Lane.
• Operation Creosote has been launched.  It is an operation to property mark as many items as possible which are located in outbuildings.  Residents can also have electrical items marked should they wish. 

Currently, the police are in the process of identifying up to 7 roads to visit in order to reach as many properties/residents as possible.  It is also anticipated to have the Fire Station as a central location for residents to take their property to be marked.
Publicity is being distributed and groups such as Neighbourhood Watch are being approached to help advertise.
Residents have their postcode and house name/number put on a sticker which is, in turn, attached to the item of property.  There is evidence that property is reclaimed if it has been marked.

• Currently, the priorities for the Police remain the same:
• Police presence
• Speeding
• Parking

The priorities are regularly updated and will be reviewed in the next couple of months.

• March was a busy month with 77 calls.  Uplands School was broken into with arrests made at the scene.  Break ins to sheds and garages have also been prevalent.

Crime prevention material has been distributed.  A community message has been publicised to lock up all outbuildings/stables.

• There has been problems with parking at the Station.  One car was deliberately damaged at Three Oaks Lane where the back window was smashed.  PCSO Neve is to attend the next Highways meeting to see how to work with the Parish Council.
• Sites have been assessed regarding Speed Watch.  The proposed sites have been passed to colleagues at Polegate to complete a risk assessment.  There are 10-15 people interested in being trained for the initiative.  The project is being organised by PCSO Thompset and is moving swiftly.

4. Public Forum – time limit 15 minutes.
Mandy Griffin has suggested opening a tea tent at Sparrows Green Recreation Ground.  Mrs Griffin, along with her two daughters, anticipates selling drinks and snacks during the holidays, starting in the Summer.  The prime motivation was not to make a profit but, obviously, will need to cover costs.
The Council noted that historically such a venture has been proposed, but for profit.  There were some other issues which would need to be addressed.
The Council believe this to be a good initiative but recognise the need to investigate all logistics.  The Recreation Committee are to discuss this at their next meeting.

Christopher Scott wished to discuss the village sign.  The minutes of the last meeting state that this matter is to be discussed at this meeting and Mr Scott would like an update regarding deliberations for the sign.  Mr Scott was concerned that this issue may be side lined.  Councillors advised that quotes have been received to restore the existing village sign.  There have been three professional assessments completed on the sign and the Chairman has requested another.
The post itself is sound and the ironwork needs painting.  The company ‘Signs of Style’ has advised that the lifespan of the painting is indefinite and can stay outside with ease.  However, maintenance should be completed every 5-10 years.  One side of the sign does not need any work but the side facing the village needs work totally £350.
Quotes are being sought to complete all necessary work at once.  It will cost approximately £225 to repair the ‘Wadhurst’ wooden section.  Mr Scott advised he wished to contribute to repairing the original sign.  Cllr Mrs Gadd noted that other parishioners have expressed a wish to donate towards the work.
This matter is to be brought back to the next meeting with a definitive response in order to make a decision how to proceed.
A report from the Chairman stated that 6 designs have been submitted for a new sign.  It is apparent that general consensus is to repair the existing sign and to create an additional sign for an alternative site.  Cllrs Goolden and Konrad are part of a working party discussing this matter.  If the existing sign is to be repaired it may have to be removed while the work is completed.  It was suggested that this would give a good opportunity to erect a plaque on the ironwork commemorating the Diamond Jubilee and the restoration of the sign.
When questioned whether members of the public could lead on this project if they funded it, Councillors believe it should be the responsibility of the Council.  The Parish Council will then assume responsibility to ensure it does not get into disrepair again.  However, the Parish Council can be the mechanism to collect any forthcoming donations.

5. To approve the minutes of the meeting 8th March, 2012 as a true record. 
The minutes of the meeting 8th March 2012 were signed as a true and accurate record.

6. To determine matters arising from the previous minutes for updating and noting. 
None.

7. To receive reports of County and District Councillors. 
County

• County Councillor Tidy confirmed that East Sussex will not be setting aside Councillor allowances to support the Diamond Jubilee as no such allowance exists, in comparison to Kent.  The matter of this allowance has been raised many times but it is believed that the money is better allocated elsewhere.
• The East Sussex adoption process has been examined by Ofsted and found to be outstanding in every aspect investigated.  All details are on the ESCC website.
• Becky Shaw, Chief Executive of East Sussex County Council, is to be in the Wadhurst division on 16th May 2012.  She would be delighted to meet any members of the Parish Council to speak on any aspect.  Councillors should contact Cllr Tidy to arrange a venue and to identify which topics are of interest.
• The project to establish parking at uplands community project has got to the stage where having funding matters are at the forefront.  Children’s Services have been approached to contribute to funding.  However, this is not guaranteed as Children’s Services have been subject to severe funding reductions in the last 12 months.  However, funding is essential from another source.  Cllr Goolden advised that the Parish Council are minded to contribute as far as they can.  It was also noted that the County Council should have some responsibility towards funding as they own the school.

Cllr Tidy was also asked to help the Parish Council approaching the Department of Education, as previously advised was necessary.  It is important that all necessary permissions/funding is completed so the work can be completed over the Summer holidays.  Cllr Standley advised that he has approached Wealden but does not believe finance is available.
The final quotes have not yet been received but the project is expected to be approximately £60,000 for 50-60 car parking spaces.

District

• Cllr Standley reminded the Council that responses to the Wealden Core Strategy Modifications should be submitted by 23rd May 2012.  Cllr Standley emphasised that this stage is the inspectors suggestions of modifications to the plans.  The next stage is to finalise the plan.  It is anticipated to conclude in 2014.
• The final stage of site allocations would need a further consultation.  The National Planning Policy Framework may delay this consultation.  However, Wealden are the first District to get this far.  The NPPF states that if an existing policy has been adopted since 2004 it can still stand.  The Strategy needs to be pushed forward as Wealden have not adopted a plan since 2004.
• The Council offices move to Hailsham is on time and budget.  The move should take place July/August.
• The Standards Board was abolished under the Localism Bill.  The revised code is under review.  A Code of Conduct is being written which, hopefully, will be adopted across East Sussex.
• Under the Localism Bill all Councillors (including Parish) are to register any interests.
• Wealden Whole Foods has received a grant of £500 from Wealden as part of the retail grants.  Six shops across the district have been awarded.

8. Chairman’s Announcements & Correspondence for noting.
The correspondence list was distributed and noted.

8.1 To consider submission of representations regarding the Proposed Modifications to the Wealden Core Strategy Development Plan Document.
This matter was discussed under the District Report.  There is nothing of note for Wadhurst.

8.2To appoint successor to cover the bank signatory duties of Cllr. Browne.
Cllr Gadd was approved as successor.

8.3 To discuss and agree the process to be followed to co-opt a member to the council following the casual vacancy arising as a result of the resignation of Cllr. Browne. 
The procedure for co-opting a member to the Council was distributed prior to the meeting.  Councillors questioned the need for candidates to be nominated and seconded by existing Councillors.  It was agreed that a list of names should be submitted.  A simple majority vote would take place whereby each Councillor has one vote.  Should a majority not be achieved, the candidate(s) with the least number of votes would drop off the list and the vote cast again.
A list of candidates to attend the next meeting is to be compiled.  A CV should be submitted, but there will be the opportunity for each person to speak for up to one minute, should they wish.  Candidates, public and press must leave the meeting whilst the vote is being cast.
The casual vacancies are to be advertised on the parish noticeboard.

9. Highways, Transport & Lighting Matters.
9.1 To note minutes of meeting held on 6th March, 2012 (not yet approved). 
The minutes were noted and recommended for adopting.  All Councillors approved.

9.2  To receive report.
The report was emailed to Councillors today. 
It was noted that the road safety survey has not been received.  This will be chased at the next meeting.

9.3 To approve payment of invoice for £2,250 relating to the parish contribution towards the costs of the Beacon Link Bus Service for the year ended 31st December, 2011 and agree whether, or not, to support the service for a further year.
The cost of £2,250 was approved.
In principle the Council supports this venture but wish to establish it is being used by parishioners.  The Council agreed to support the service for 2012 but will review commitment for 2013 once Councillor Meredith-Hardy has queried usage.

9.4 To approve payment of invoice for £8,263.06 relating to street lighting maintenance costs of £4,131 and energy charges of £4,132.06 for the year ended 31st March, 2012.
All costs were approved.

10. Planning Matters 
10.1To adopt minutes of planning committee meetings held on the 25th February, 10th and 31st of March (not yet approved), 2012
The minutes of the meetings held 25th February and 10th March were approved.
The minutes of the meeting held 31st March 2012 have not yet been adopted by the Planning Committee.  These minutes will be approved at the next meeting.

10.2 To receive report of planning committee meeting held on 5th April, 2012.
Most Parish Councillors were present at the Planning meeting, 5th April 2012, along with approximately 115 members of the public.
The architect presented the plans for the Wood-B-Pine site.  However, those present gave a strong feeling of inadequate parking and felt that the bulk and size of the building was obtrusive.  Over 1 hour 30 minutes of questions took place, most with a negative stance.
Two members of the Jempson family, who are to be operators of the site, answered questions how the site would be run.
Following the public forum, the meeting proper took place.  The committee objected to the plans, citing the following issues:

• Bulk of the building is inappropriate within a small village high street
• Inadequate parking
• Congestion within the high street
• Care for pedestrian safety
• Application is not in line with the Wealden Design Guide
• Noise and pollution
• Adjacent listed building would be overshadowed

Subsequently, Cllr Goolden has received a phone call from the developer who has proposed to redraw the plans, taking off the top floor.  Cllr Goolden advised the developer that the front needs to be pushed back, in line with the existing parade.  This would not cause a loss of floor space as the proposed café is not to be built.
The developer has responded that parking should be adequate, especially as 2 flats are not to be built at the top of the property.
This matter is still under consideration and the subject will be continued.

11. Recreation Ground Matters 
11.1 To receive report.
No meeting has taken place since the last Parish Council meeting.
The Council were advised that the Tennis Club agreement is to be redrawn.  No major changes are anticipated.

11.2 To discuss and approve, if appropriate, costs of replacing four sets of tennis posts.
The cost of £926.72, to be paid out of the sinking fund, was approved.

11.3 To discuss and approve costs, if appropriate, of up to £100 for the commemorative plaque for the HM Diamond Jubilee pagoda.
The cost of £100 for a commemorative plaque was approved.

11.4 To note report regarding aerial runway and note payment of invoice for £150 in respect of attendance and maintenance.
Noted.

11.5 To discuss and approve, if appropriate, costs of £72 relating to planting in the hedge line.
The cost of £72 for planting was approved.

12 Environmental Matters
12.1 To receive report.
No report was submitted as all items are on the agenda.
 
12.2 To discuss and agree, if appropriate, to make application for a licence to ESCC for the planting of six trees on land at the junction of Weald View and Cousley Wood Road.
Ken Turner has drafted an application to ESCC, detailing the specification of the trees to be planted.  Residents bordering on the proposed sites are happy with the application.  It was noted that it should be queried if there would be a problem for cutting the grass.
The Council approved to make the application.

12.3 To review progress regarding 2012 ‘Jubilee’ celebrations.
There have be no new developments regarding celebrations.  The Parish Council have offered to publicise events on the website and at Carillon Cottage.  The Council will not run a separate event b ut will endorse other events.  Cllr Standley asked if Wealden can be advised of any events being organised.
The Council have also offered help to the Primary School.

12.4 To review progress regarding litter bins at entrance to church.
The Vicar and Councillor Konrad have drafted a letter to the cottages alongside the churchyard.  Natural screening for across the back of the cottages is being sought.
The Vicar has agreed to work with the Council.  Otherwise, this would not be a parish matter as the Council have no jurisdiction over the churchyard.

12.5 To discuss quotes, appoint contractor and approve costs for work and maintenance at the Jardin d’Aubers pond area.
Three quotes have been received.  One quote was discounted as the cost is significantly lower than the other quotes and there is no mention of the responsibilities requested by the Council.
The other quotes are from Rotherfield Landscapes and Piper Harvey.  There is a difference of £700.  Rotherfield Landscapes have worked at the Jardin d’Aubers until 18 months ago.  It was noted that Piper Harvey do not mention Japanese Knot Weed.
Historically, Rotherfield Landscapes completed the work as they had a licence to tend to brambles.  The Council are to enquire whether such a licence is still necessary and, if so, whether other companies have one.
Piper Harvey are to be approached to establish the cost of working with Japanese Knot Weed.
The Council delegated authority to the Environment Committee to approve the contract.

13. Finance
13.1 To receive report.
No report has been submitted.

13.2 To approve accounts paid/payable.
Approved.

13.3 To review current spend against budget for 2011/12.
Councillors felt the reports were unclear.  Authority has been delegated to the Finance Committee to review.

14. Working Parties
14.1 To receive report of Business/High Street Working Party.
There has not been a meeting since the last Parish Council meeting. 
Cllr Goolden stated that he is finding it difficult establishing contact with the Chairman of the Wadhurst District Business Association.  Subsequently, it needs to be established whether this working party has viability.
Currently the working party is not functioning as there needs to be a relationship with WDBA who are not participating in meeting.
This matter is to stay on the agenda.  Cllr Goolden will continue to establish contact.

14.1.1 To discuss outcome of the Italian market and approve payment of invoice for £54.13 relating to hire of road closure items.
The WDBA have not given feedback since the market.  However, support was given prior to the meeting.
It was proposed to invite businesses from Wadhurst to a networking evening to discuss views for the future.  WDBA are to be invited.
Positive feedback has been received from residents.  Some residents have requested other markets visit the area (eg. French market, German market, etc.).  The Italian market has been provisionally booked for 23rd March 2013 to visit the Parish.  The Council approved this date.  There may also be the possibility to have another market before Christmas.
The payment of £54.13 was approved regarding hire of road closure items.

14.2 To receive report of Car Park Working Party.
The working party have agreed that the proposed site seems an ideal place to put the car park.
Uplands are keen to push ahead, subject to available funding.  It was proposed that the Parish Council pay half the costs, County pay one third and Wealden pay the remaining sixth.  The final quote is still to be received.  The costings are to be approved at the next meeting.

14.2.1 To consider proposal to write to Department of Education supporting the car park project at Uplands Community College.
County have stated they cannot progress the car park project until the Department of Education have given sign off.
The Parish Council believe they should write to the Department of Education.  Cllr Pearman is to liaise with Cllr Doyle.

14.3 To receive report of Communications Working Party.
The Communications Working Party has not met since the last Parish Council meeting.
A draft website is up and running.  Some basics need to be updated before showing people where the website is located.  Once this is completed, Councillors are to go through each page to check content.

14.3.1 To discuss progress regarding Annual Newsletter, and content.
Some information has been received.  Other Councillors have been approached for content.

14.4 To receive report of Youth Working Party.
A list of action points have been sent out.  Some of the issues are being addressed.

14.5 To receive report of Cultural Activities Working Party.
Leaflets for the Jubilee project are almost ready for distributing.  The project still needs to get funding.  It is anticipated to be ready in the next few weeks.
A programme has been received for theatrical events which can be booked in the Autumn.

15. Personnel Matters
15.1  To receive report. The press and public may be asked to leave for this item.
No report has been submitted. 

15.2 To discuss and agree the clerk’s draft contract. The press and public may be asked to leave for this item.
A drafted contract has been sent round to Councillors.  All Councillors approved the contract, subject to the Clerk’s agreement.
It was noted that the Clerk will not complete his training until the end of April.  The deadline has been extended to the end of June.

16. Urgent issues at the discretion of the Chairman for noting or inclusion on future agenda.
The idea of the networking event is to be put on the next agenda, by which time it is hoped to have feedback from WDBA regarding their views for a networking event and possibly co-hosting.

There being no further business the meeting closed at 9.50pm