Joint Downland Area Committee

28th March 2007 – At a meeting of the Committee held at 7.00 p.m. in Coronation Hall, .

Present: West County Council (WSCC): Councillor Christina Freeman (Chairman). Council (ADC): Councillor Don Ayling, Councillor Paul Bicknell, Councillor Stephen Brookman, Councillor Norman Dingemans (Vice-Chairman), Councillor Richard Taft, and Councillor Richard Wilby. Town/Parish Council representatives: Councillor Mike Kennedy ( Parish Council), Councillor Jeni Black ( Parish Council), Councillor Ivan Olney ( Town Council), Councillor Mike Young (Barnham Parish Council), Philip White ( Village Committee), Councillor Barbara Edge (Clymping Parish Council), Councillor M Hutton ( Parish Council), Councillor Ronald Field (Ford Parish Council), Councillor Peter Looker (Houghton Parish Meeting), Councillor Tony Mercer (Poling Parish Council), Councillor Pam Haycock (Slindon Parish Councillor), Councillor Angela Rollinson ( Parish Council), and Councillor Stephen Haymes ( Parish Council) : Inspector Mark Hammond.

In attendance: County Council (WSCC): Councillor Mike Coleman (Deputy Leader), Martin Downy (Highways & Transport), Peter Lawrence (Community Safety), Jonathan Russell (Democratic Services), Phil Edwards (Democratic Services), and Helena Graham (Democratic Services). Arun District Council (ADC): Colin Rogers (Services Director). Sussex Police: PCSO Neil Billingham

Apologies for Absence

107. Apologies had been received from Councillor David Britton (West Sussex County Council), Councillor Deborah Urquhart (West Sussex County Council), Councillor Derek Whittington (West Sussex County Council), and Councillor John Penfold (Aldingbourne Parish Council), Councillor Cliff Tompkins (Clapham Parish Council), Councillor Len Prior (Findon Parish Council), and Councillor John Moor (Slindon Parish Council).

Declarations of Interest

108. In accordance with the Code of Conduct, members declared personal interests as follows:  Christina Freeman declared a personal interest as a patron of Arun Choral Society (Agenda Item No. 9).  Richard Taft declared a personal interest as a Yapton Parish Councillor (Agenda Item No. 9 and 10).  Paul Bicknell declared a personal interest as an Angmering Parish Councillor (Agenda Item No. 9).  Angela Rollinson declared a personal interest as a Walberton Parish Councillor (Agenda Item No. 9 and 10).  Jeni Black declared a personal interest as an Angmering Parish Councillor (Agenda Item 9).

Urgent Matters

109. The Chairman notified the Committee that there was one urgent matter for consideration.

110. The Chairman advised that there was a report on the Future of the Joint Committees in Arun for the Committee’s consideration. It was agreed that this item would be raised and discussed after Agenda Item No. 13.

Public Questions

111. The Chairman advised that two questions had already been notified and copies had been circulated to members (appended to the signed minutes). Following consideration of these questions any other public questions would be taken.

112. Councillor Tony Mercer had submitted a question on behalf of the residents of Poling regarding the planning application for a composting plant at the Vinery and what happens to the end product. Phillip Russell, Head of Wastes Management at West Sussex County Council, had prepared a written answer. It was noted that the answer was generic and Poling Parish Council would seek further information.

113. Councillor Tony Dixon, a trustee of Aldingbourne Community Sports Centre, submitted a question concerning the Centre’s Community Grants Application which was to be discussed at Agenda Item No. 9. The following questions were directed to the Chairman:  Will you ensure that these grant applications are determined in public and with a proper vote by the County Councillors? In response, members were informed that the Committee was not quorate, as there were not enough County Councillors present to take the decision. To prevent a delay for those who were recommended to receive grants, with the Chairman’s agreement, the decision would be taken as an urgent decision by the County Secretary under delegated powers. However, the recommendations would be discussed at Agenda Item No. 9.  Can you please confirm whether or not these grant applications meet the WSCC priorities? If not, can you please explain why? The grant applications are considered against local priorities and it was decided that these would exclude applications for general maintenance, upkeep or refurbishment of Village Halls or Community Centres.  As you sit on both JDAC and JWAC can you please explain why residents in the Downland area are to be denied grants for refurbishments whilst residents in the Joint Western area are to be allowed grants for refurbishments? Phil Edwards responded that each Committee could agree and add local criteria to the general framework. Therefore, criteria could differ from Committee to Committee across the County. Members were informed that there was currently a review of the Community Grants Scheme and the criteria applied. Councillor Dixon was encouraged to reapply when this review was complete.

Appointment of Substitute for Arun District Council Conservation Area Advisory Committee

114. The Chairman asked if there were any Parish/Town Council representatives who would be interested in serving as a substitute member on the Arun District Conservation Area Advisory Committee. Councillor Richard Taft declared that he was happy to nominate himself to become the substitute member and the Committee endorsed this nomination.

115. Resolved -

That Councillor Richard Taft is appointed as substitute member to represent the Joint Downland Area Committee on the Arun District Council Conservation Area Advisory Committee.

Minutes

116. Resolved - That subject to date changes to minute point 118 the minutes of the Joint Downland Area Committee held on 15th January 2007 and 12th February 2007 be confirmed as correct records and that they be signed by the Chairman.

Matters Arising / Progress Statement

117. Barnham Cycleway Project (minute no. 151) – Members were informed that this scheme was included in the 2007/08 Highways Works Programme. It was asked if there was a definitive route after the Hoe Lane section. Martin Downy undertook to clarify this and report back to a future meeting.

118. Stagecoach no. 85 provision of a bus lay-by (minute no. 65) – It was highlighted that the bus company concerned was not Stagecoach but Compass and that the land required may belong to the Duke of Norfolk’s estate not the Duke of Richmond, this would need to be amended. In addition, it was asked that as one of the six services a day diverts onto Jarvis Road to drop off school children, could all services do so? If the buses were diverted, there would be no need for a layby which would save money. Martin Downy undertook to follow up this suggestion but highlighted that this would not accrue any savings for the County Council and may add to running costs for the bus company.

119. Comet Corner improvements (minute no. 52) – The Chairman informed the Committee that each of the Chairmen of the three Joint Committees in Arun had received a letter from the clerk of Middleton-on-Sea Parish Council requesting that Comet Corner be put on the JWAAC agenda in relation to the Section 106 monies from Site 6 at /. It was highlighted that the use of Section 106 monies was to be discussed at the next JDAC meeting. The Chairman said that the County Council has committed to consulting locally in order to establish priorities for the allocation of these monies and invited members to highlight their priorities. An issue surrounding footpath flooding under the A27 Bridge at Arundel was raised. Martin Downy informed the Committee that there was a question of ownership, as County Council records suggested that the Highways Agency was responsible for the bridge and footpath below. A suggested course of action might be for the County Council to undertake some temporary works and bill the Highways Agency if a response had yet to be received. When a response was received from the Highways Agency, Arundel Town Council would be informed of the action to be taken.

120. HGV Movements (minute no. 115) – Regarding the possibility of flashing signs on the A284 Road bend, members were informed that there had been two recorded accidents and neither were considered to be due to excessive speed. Therefore, the need for signs would need to be assessed against other sites as works are planned on a priority basis. The Chairman added that she was to ask the Cabinet Member for Highways and Transport a question at County Council regarding satellite navigation systems placed in HGV’s and the use of country lanes and would update the Committee on his response.

121. Local priorities for improving the Street Scene (min 166-168) – Members were informed that a district wide response to graffiti contract was due to start on 5th April 2007, which was to involve Town Council and Town Council. It was proposed that members would be updated on the new arrangements and progress of the contract at a future meeting.

122. Speed/safety on Brittens Lane, Aldingbourne (min 45) – It was reported that unofficial ‘Kill your Speed’ signs had been placed on lampposts in Brittens Lane. Martin Downy undertook to find out who had placed the signs and arrange for them to be removed if they were unauthorised.

123. Crossing on the A29 at the Fontwell roundabout (min 46) – The Chairman informed the Committee that she would like members to compile a list of necessary crossings for Highways to cost and consider whether to use the money given to the Committee to take them forward. Members differed as to whether the crossing on the A29 was used; however, it was highlighted that it would be important for the coming elections as Fontwell racecourse was to be used as a polling station.

124. Highways Works Programme (min 116) – Queries were raised regarding a statement in Lt. Col. Tex Pemberton’s written response to the Joint Downland Area Committee, regarding Church Road, Aldingbourne, that ‘negotiations with the landowner need to take place once the designs for this scheme have been finalised…therefore the scheme cannot be brought forward in the programme at this time’. Martin Downy undertook to check this statement and inform Councillor Richard Wilby and Aldingbourne Parish Council of the outcome.

Safer Communities

Community Safety Overview

125. The Committee received a presentation from Peter Lawrence (Community Safety) to provide members with an overview of Community Safety and inform of current local initiatives in the Downland area (copy appended to the signed minutes). Members were informed of the Community Safety Unit’s mission statement, “we believe that keeping communities safe involves more than just preventing crime and disorder; we must also create social and economic change. Crucially, we realise that if we are to make our communities safer, we must all work together.” In addition, successes relating to graffiti removal, removal of abandoned vehicles, street light improvements, the Fire Break scheme and street briefings were highlighted. It was mentioned that Cobden Road in Yapton would be involved in a community clean up scheme imminently, a scheme which focused on the clean and green agenda.

126. Members raised issues of glass left after clearing burnt out vehicles in Blackhurst Wood, and fly tipping of motorcar parts off the A27 at Woods. Peter Lawrence undertook to report these issues to the relevant officers.

Police Community Support Officers (PCSO’s) in the Downland Area and Community Police Issues

127. Insp. Mark Hammond introduced PCSO Neil Billingham who gave the Committee an overview of the main powers and duties of PCSO’s. Main powers included:  Issuing fixed penalty notices of £30 for dog fouling, cycling on a footpath and littering;  Confiscation of alcohol in no drink zones, from minors (under 18) and confiscation of tobacco from minors (under 16);  Removal of abandoned vehicles as part of Operation Crackdown and seizure of vehicles that could cause a danger eg. joyriding or arson;  Entry of property to save life or limb and powers under the terrorism act;  Stop vehicles for emissions testing, escort abnormal loads and traffic warden powers; and  The power to require names and addresses subject to reasonable cause (anti social behaviour). Main duties included:  High visibility patrols;  School visits;  Developing community links;  Highlighting offence patterns;  Targeting Anti Social Behaviour; and  Taking part in local surgeries, street briefings and local forums.

128. Member comment/questions included:  It was asked if abandoned vehicles that are out of tax and do not have a locally registered owner could be removed straight away. In response PCSO Billingham informed the Committee that if the vehicle is causing an obstruction it could be removed straight away.  Issues at Ford Airfield of brakes screeching and bottles left at Rollinston Park were raised. Insp. Hammond informed members that there is an issue of people thinking that someone else will report issues and this is not the case. Members were urged to approach their PCSO’s as a first point of contact for any community safety issues.  The issue of parking enforcement in Arundel was raised and Insp Hammond asked Arundel Town Council to contact PC Peter Childs and Sgt Jim Stobart to arrange a meeting to plan for parking enforcement for the summer months.  Issues of roadblocks and noise due to car transporters parking and unloading outside Westbourne Motors in Fontwell was raised and Insp. Hammond undertook to pursue the report.  Members enquired what PCSO’s hours of work were. PCSO Billingham informed members that PCSO’s work various shifts, which means that there will always be a PCSO on duty 7 days week from 8am to midnight.  Councillor Richard Wilby informed the Committee of two recent cases of car arson in Barnham which belonged to an Arun District Councillor. Insp. Hammond informed members that this was being investigated and undertook to pass any further information to Councillor Wilby.

129. Insp. Hammond informed the Committee of the designated Police Constable and PCSO’s for the Downland Area, which are as follows:  Neighbourhood Specialist Police Constable (PC) – Peter Child  PCSO for Barnham/Slindon/Walberton//Aldingbourne – Paul Bryant  PCSO for Yapton//Ford – Roy Anderson  PCSO for Arundel Town – Loraine Dixon  PCSO for Warningcamp/Houghton/Burpham/Poling/Lyminster/South Stoke/Crossbush – Karen Beer  PCSO for Angmering – Andrea Oakley

Community Grants Scheme

130. The Committee had before it a report by the West Sussex County Council County Secretary (copy appended to the signed minutes). It was reiterated that the Committee was inquorate with only one County Councillor present so the decision would be taken as an urgent decision by the County Secretary under delegated powers, in consultation with the Chairman and the relevant Select Committee Chairman. Councillor Norman Dingemans tabled a document asking the Committee to give consideration to approve an increase in grant to Walberton Parish Council from £2,000 recommended to £6,000, due to the removal of use of Section 106 monies (copy appended to signed minutes). It was decided that Walberton Parish Council should submit a further application for the additional monies and the recommendation stay at £2,000 at this time. In addition, Councillor Barbara Edge informed the Committee that the amount granted to Clymping Parish Council was now not required in its entirety and undertook to inform Helena Graham of the required amount.

131. Resolved -

That the decision be taken as an urgent decision by the County Secretary under delegated powers in consultation with the Chairman and relevant Select Committee Chairman.

Use of Developer Contributions for Provision of Off-Site Play Facilities in Walberton

132. The Committee had before it a report by the Arun District Council Services Director (copy appended to the signed minutes). It was requested that an additional wording be added to the recommendation, ‘in consultation with local residents’. Colin Rogers apologised to Walberton Parish Council for misinforming them regarding the use of these 106 monies. The Committee noted the report and the District Councillors endorsed the recommendation including the additional wording.

133. Resolved -

That the Section 106 monies be used to further improve the play area at Hunters Mews, in consultation with local residents.

Fit for the Future Health Consultation Update

134. Mike Coleman, the Deputy Leader of West Sussex County Council, gave members a verbal update on the current situation regarding the Fit for the Future Health Consultation. The date has been put back and the period for consultation will be for 17 weeks. There will be a series of consultation events but these will not be before June, therefore it could be the New Year before the results of the consultation are issued. There is a potential problem for ambulance services if the current proposals go through especially as work on the Arundel by-pass will not start until 2013/2014 at the earliest. All members and the public are encouraged to attend. It was asked if local GP’s and surgery staff could be invited to attend. Mike Coleman informed the Committee that all will be welcome and the meetings will be advertised. In addition, it was asked if current newspaper reports regarding A&E recruitment were flawed. Mike Coleman responded that personnel numbers were being looked at and how these may impact on service delivery.

Wildlife and Countryside Act 1981 – Application for a definitive map modification order for the addition of a footpath from Elm Grove South to footpath 321 in the Parish of Eastergate

135. The Committee had before it a letter of consultation to the Chairman and relevant map modification order regarding the addition of a footpath from Elm Grove South to footpath 321 in the Parish of Eastergate (copy appended to signed minutes). Members noted and were in favour of the proposals.

Local Strategic Partnership (LSP)

136. The Committee had before it a report by its LSP representative (copy appended to the signed minutes). The Vice-Chairman drew the Committee’s attention to the concern of the LSP members that the Government is to increase LAA targets. The Committee welcomed his regular report, and noted its contents.

Urgent Matters

137. The Committee had before it a report by the Arun District Council Chief Executive and the West Sussex County Council County Secretary (copy appended to the signed minutes). District Council members were unhappy with the process up to this point and were concerned that the trust between the District Council and County Council had been damaged. It was felt that the Joint Committees were working well in Arun and that Joint Downland Area Committee was a model for others to follow.

138. On the issue of the County Council retaining chairmanship for a further 12 months, district council members highlighted that they wished for Chairmanship to be rotated again after this time and that the Parishes be involved in that rotation. In regard to this, Councillor Norman Dingemans tabled a motion for Committee members to endorse, “the JDAC reluctantly accepts the temporary agreement reached between the Leader of Arun District Council and the Deputy Leader of the County Council for the next 12 months but will then resume rotating the Chairman between the three tiers”. This motion was carried by the District Councillors present (Councillor Paul Bicknell, Councillor Stephen Brookman, Councillor Norman Dingemans, Councillor Richard Taft, and Councillor Richard Wilby) and supported by a show of hands by those parishes present (Aldingbourne, Angmering, Arundel Town, Barnham, Climping, Eastergate, Ford, Houghton, Slindon and Walberton). Councillor Christina Freeman abstained from the vote.

139. Jonathan Russell emphasised that a meeting had been arranged for 30th May for the County and District Councils to discuss the way forward and that there needed to be an executive member from both councils on the Committee in order for formal joint working arrangements to be established. It was asked if early minutes of the Committee could be looked out to establish if there are any constitutional requirements that may determine how this issue is to be taken forward.

140. Resolved -

That the Joint Downland Area Committee notes the current position.

141. Resolved by the members of Arun District Council (with an indicative show of hands by parishes present) –

That the JDAC reluctantly accepts the temporary agreement reached between the Leader of Arun District Council and the Deputy Leader of the County Council for the next 12 months but will then resume rotating the Chairman between the three tiers.

Items already identified / to be raised by Members for consideration at future meetings

142. Items identified to date were confirmed as:

 Consultation on the reconfiguration of health services ‘Fit for the Future’ (July 2007)

 Youth Opportunities Fund (July 2007)

 Review of Joint Area Committees / County Local Committees (July 2007)

 Allocation of Section 106 money (July 2007)

 Olympics, Paralympics and the opportunities for the county (July 2007)

143. Councillor Jeni Black requested that a future item on Traffic Wardens in the Downland Area be considered for the next agenda. This was agreed.

Date of next meeting and future meetings

144. The Committee noted that its next scheduled meeting would be on Monday 2nd July 2007.

Future meeting dates already confirmed:

 Monday 8th October 2007  Monday 14th January 2008

Chairman

The meeting finished at 9.36 p.m.