Boxgrove Parish Council Imogen Whitaker - Clerk & RFO to the Council 2 McAdam Close, Hambrook, PO18 8FG T: 01243 575094/E: [email protected]/www.boxgrovepc.org

Minutes of the Parish Council Meeting Monday 4th November 2019 at 7.00pm at Boxgrove Village Hall and Community Centre

Present: Cllr H Potter Chairman Cllr Addison Vice-chairman Cllr Bish Cllr Lloyd Tooze Cllr Etherington Cllr Malcolm Simpson Cllr Tony Tynan

In attendance: The Clerk CDC – Cllr Henry Potter 7 members of the Public

1. Apologies Cllr Raikes and Cllr Moyler 2. Declarations of interest None 3. Minutes – to agree and sign the minutes of 7th October 2019 meeting The minutes were unanimously agreed to be a true and accurate record and were duly signed by the Chairman. 4. Outstanding items from the Previous meeting The Clerk to write to BVH concerning change of procedure for use of recreation ground 5. County Councillor, District Councillor and Chairman’s report i. WSCC Jeremy Hunt a) Cllr Hunt reported that the November edition of WSCC Town and Parish News is now out, and he hoped that the Clerk will have circulated this to councillors. This covers issues that are of interest to residents, and Cllr Hunt hoped that it would be published on the council website. However, he couldn’t find any details of previous issues on the site, and he asked if that would be something the council would consider. (The Clerk assured Cllr Hunt that it was on the website, but it had probably gone onto the community website. She will ask the webmaster to put on the Council website.) This month the following things were covered:

• Details of the newly elected Council Leader Paul Marshall • A reminder to residents to get flu vaccinations • Details of WSCC new ‘Improving Local Places and spaces’ initiative, which was launched recently at the Sussex Association of Local Councils Autumn conference - which Cllr Potter referred to at the last PC meeting • It includes links to three of WSCC's latest communication campaigns - Age Well in West Sussex - WS Budget 2020/21 and a webpage containing information about Brexit

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• It also has links to two current consultations, the first on proposed re-organisation of rural and small schools in West Sussex, which relates to the five small schools in the county, and secondly a consultation on a review of the WSCC library offer - which is not about closure of any of WSCC's 36 libraries. It is more about change of hours and discontinuing the mobile library service. • For Town and Parish news – follow this link: https://content.govdelivery.com/accounts/UKWSCC/bulletins/2677ce3

b) Another issue that Cllr Potter raised in his CDC report last month was the question of CDC selecting an electricity supplier that sources renewable energy. Cllr Hunt was a little surprised as CDC is a supporter of ‘Your Energy Sussex’ which is operated by West Sussex County Council, which Cllr Hunt would like to promote to residents:

- It is supported by councils across Sussex, including East Sussex County Council and a range of local district and borough councils - including CDC. - WSCC are generating more and more energy in Sussex. Westhampnett and Tangmere solar farms produce enough electricity to power 4,200 homes. - WWCC does not make money for directors or shareholders and profits are used to help local people who are struggling to pay their energy bills. - WSCC's green electricity tariffs are certified as being sourced from UK based wind and solar generators. For every Megawatt hour (MWh) of electricity purchased for WSCC customers, the council also purchases a Renewable Energy Guarantee of Origin (REGO) certificate, which proves the electricity is certified as being sourced either directly from the renewable generators or through a green wholesale energy provider Full details can be found at www.yourenergysussex.org.uk c) Concerning the white Lines at the end of Priors Acre – Cllr Hunt had ascertained that this is not supported by the County Council – it is not supported in the "Traffic Signs Manual for Roads" for lightly trafficked roads on housing estates. d) Following the rise in illegal money laundering and loan sharks Cllr Hunt had forwarded a video link for residents informing them about the CREDIT UNION – a safe way to save and borrow money. The nearest Credit Union to the Parish is Worthing.

https://www.youtube.com/watch?v=MdTZIn-5ouk

End of report

Cllr Tynan asked if there was any end in sight to the endless roadworks in Chichester and the surrounding areas. There didn't seem to be any "joined-up" thinking behind any of it. Wasn't there any consultation and management of road work implementation? Cllr Hunt said that there was a Traffic Manager and they do try to coordinate but with the various utilities gas/BT etc it sometimes just doesn't happen.

ii. Cllr Henry Potter Chichester District Councillor Goodwood Ward a) The District Council Cabinet meets tomorrow morning and on the Agenda is a proposal to increase off- street parking charges. These charges were last reviewed in 2018 and it was decided to make no change at that time. This current review by the Car Parking Forum is recommending a modest increase of 3% or 20 pence per hour on the hourly rate which still falls below charges in similar authorities' charging regimes. If the recommendation is approved the new charges will be implemented in April 2020 for a period of two years. b) There are plans to introduce more EV charging points in car parks including the Rural sites in Midhurst, Petworth, Selsey and the Bournes, but this will result in less revenue for the council as EV’s currently park for free! However, this must be suffered in order to encourage more use of EV’s. (The electricity used is not free). The Council will once again introduce the free Park and Ride in the run up to Christmas.

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c) There are currently two by-elections being contested - Loxwood in the north east for a District Councillor, and The Bourne Ward for a WSCC Councillor in the west. Both as a result of resignations since the May 2nd elections this year. Success in Loxwood would give control by a majority of 2 to the Conservatives. d) Cllr Potter reported that the provision of the new roundabout to serve the new Lidl Store which is nearing completion, is well under way and he reminded the meeting of the overnight closures of Westhampnett Road during this work through this coming month. e) WSCC Highways will shortly be introducing double yellow no parking zones through the village of Westhampnett and a new cycle path between the Old Arundel Road and the Madgewick Lane roundabout. This work will require traffic light controls so he was unsure how the dreaded shift change traffic from Rolls Royce would cope with this each afternoon! f) Finally, but not of any relevance to Boxgrove, a Planning Application has been submitted for Cassons Restaurant across the A27 to demolish and build 6 new dwellings and Office accommodation. He thought that the egress across the filter Lane and into the A27 traffic might be a bit risky. End of report Cllr Hunt confirmed that there had been a meeting with Rolls Royce to try and coordinate and see how the traffic flows. RR has added time to the shift change to alleviate the flow during the shift changes.

iii. Cllr Henry Potter – Chairman a) The potato harvest from the fields behind the Vicarage certainly caused a mess on the Street north of the Village Hall Car Park last week. However, a quick text message to the right person soon had a road sweeper to sweep it away but the Village entry gates now need a good wash! The inconsiderate tractor and trailer drivers weren’t too particular about driving on the public rights of way and have left an untidy mess for the forthcoming winter months. b) Cllr Potter read the electric meter in the Sports Pavilion a couple of weeks ago and checked that the power was turned off as well as the water stopcock. However , the shower header tanks and cisterns will need draining down to prevent any recurrence of two years ago. c) Cllr Potter was very encouraged by the acceptance, in principal, of the Community Highways Safety Scheme for Boxgrove and he thanked Patrick Birchenough for hosting the meeting at the Old Store. A couple of proposals will need tweaking but on the whole, there were some excellent ideas. d) Anyone unable to attend missed a fantastic presentation by Dr. Mark Roberts on the history of the area around Boxgrove half a million years ago. Mark led the team of students from University College London in the excavation resulting in the discovery of remains of Boxgrove Man and other artefacts of that era. The Boxgrove W I arranged and hosted the evening, with refreshments, as the final event in this year which celebrated their Centenary. A most enjoyable and informative evening was had by all and due thanks to the WI. e) On a walk up to the Windmill in early October, Cllr Potter noticed that the lightening conductor was pulled away from the tiling for about 4 metres up the surface. Clearly some moron has been trying to scale the tiled sides of the Mill and pulled the conductor from its clips. Cllr Potter found it quite extraordinary that this type of behaviour could go on inside the Harris fencing. He reported it to WSCC Jeremy Hunt but as yet it hasn't been rectified. Cllr Potter also reported, through Love West Sussex, the almost broken bracket on the new galvanised kissing gate on the path up to the Windmill. This is caused by the slamming shut of the gate against its striker, probably due to poor set up on installation. f) Finally, an issue with litter picking has arisen but this will be dealt with later in the Agenda. End of report

6. Report from Goodwood Estate There was no report from GE but the issue of off-road motorcycles using the chalk quarry was discussed. Cllr Tynan said that the site had been used for years and formally was a place for youngsters to ride off-road. Cllr Boxgrove Parish Council Minutes 4th November 2019 Page 3

Potter said that it had been used for 40 years for off-road riding. A member of the public was concerned as the area is designated a Site of Special Scientific Interest and protected by Natural England. He had written to them and they had responded with information. Cllr Potter noted that one of their comments included the fact that a rare species of plant benefitted from the ground being disturbed and this aided its growth.

7. Report from GMCC Meeting Cllr Tooze had been at the Goodwood Motor Circuit meeting and delivered his report. " Goodwood Circuit General Manager Lloyd McNeill reported on the trading position and events in the current year particularly since the last GMCCC meeting on May 19th, 2019. The Members' meeting was well attended and business in general had remained, more or less, at previous annual levels . There had been a drop off in corporate business which to some extent had been taken up by more of the smaller businesses and private bookings.

FOS Build issues were discussed with signage for HGV deliveries needing more attention.

An ecological question of using the circuit for E racing was raised. The circuit is not licensed for it and the design does not lend itself to E vehicle racing as it is a predominantly 1960's track layout.

Goodwood does a great deal behind the scenes which is very rarely publicised, such as tree planting and other work of an ecological nature. It was requested that more information be made available as it is a very positive step in the public's perception of Goodwood and the part it plays in the community. Cllr Tooze asked if this information could be sent to the nominated contacts/committee members and the media, so that they have some of the answers when the public ask questions. Then the members could be proactive instead of reactive. Goodwood will investigate this. Lavant PC Adrian Blades said there were still issues with inappropriate vehicles using unsuitable roads which caused property and vehicle damage connected directly with events at Goodwood, i.e., FOS, Revival and Horse Race meetings. Cllr Tooze also made it clear that Boxgrove continues to have problems particularly with taxis, people carriers and some medium coach traffic, particularly from the south (Barnham Station), using The Street as a short cut to the events. This is not the main issue, it is more about the lack of regard for the speed limit, or the residents. In the past residents have taken photographs or registration numbers of the offenders but this is not always possible. Boxgrove is very proactive about traffic especially during the build-up, event and break-down times but there is only so much volunteers can do. NEW EVENTS. A New project called Goodwood Cycling which takes place every other Sunday is now operational and can be found on the Goodwood website. .A new event called "Goodwoof" has been planned for 24th and 25th May 2020.

Information updates from GW * South lodge Gate works starting soon. * Hotel Planning Permission has been granted and work starts this week although it will still be open for business. * Valdo Quarry is now being used for event storage. * A GW planning application for two cottages at Lavant is under discussion with WSCC Highways re layout. * A whole Estate Plan is being produced in co-operation with the South Downs National Park. * GW is working on what was called Cathedral Downs Initiative with research on Historic Cities providing Housing. * Local Plan is still a big challenge.

Further to discussion between the Boxgrove Traffic Calming Group and Goodwood via Cllr Tooze, he has asked Celene Curry from GW if she would deal directly with the TCG to speed things up. This she will do.

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Cllr Tooze has also said that in future, should he be absent, another councillor will attend in his place. (Cllr Addison agreed to take on this role). Cllr Tooze took the opportunity after the meeting, to speak to Nick Swannell who is GW Racecourse Events Planner. They have arranged to meet to go over the Traffic Management for the Horse Racing Events to try and get Boxgrove higher priority regarding signage and Traffic Management support." End of report Cllr Etherington suggested that one way to reduce the heavy traffic would be to reduce the tonnage sign from 7.5 to 3.5 tonnes. Unfortunately, this would require re-submitting parts of the Community Highways scheme and/or a new project.

8. GDPR – Collaborative Platforms The clerk had circulated a report prior to the meeting concerning the need for the council to be compliant with the General Data Protection Regulation. Councillors should not be storing any council information on the hard drive of their personal devices. Cllr Potter asked if this was compulsory. It is not but the Clerk felt that the regulations were unlikely to be relaxed but were more likely to get stricter over time. She felt that it was better to be prepared than to be fined for a breach. Ultimately it is a council decision. Any fine issued would be to the Parish Council not the individual. The essence of the change would be that all council documents would be stored on a hub or server, into which councillors would log to read and edit council documents. A new generic email would be issued to all councillors (for example [email protected]) which would be used only for council business. Since the clerk wrote the report, she has had further information with a possible collaboration with another council. She will report back at the next meeting. Action Clerk 9. Litter Picking It has become increasingly dangerous for the Council litter-picker to work the top end of The Street from the crossroads down to the Village Hall. Cars travel too fast and there is not pavement or layby. It was agreed that he should stop working this stretch of The Street on a permanent basis.

10. Boxgrove Parish Council budget 2020 – 2021 Draft 1 The clerk had populated the budget which included any costs if the Collaborative platform were implemented, as well as the one-off cost of tree works around the play area. It was agreed to remove the remaining dog waste bins and replace with ordinary bins. Dog waste can now be put into ANY waste bin. Although there will be a capital cost in the replacement of the bins the fee to empty them will be dramatically reduced. (Cllrs Addison and Etherington will let the clerk know if a fixing base needs to be ordered for the bin moving to St Blaise's'.) Clerk to contact CDC to check ownership of the dog bins. Action Clerk The council also agreed to have a small grant available for the Parish should residents wish to implement something that will benefit the community. It was agreed to put aside £250 for this purpose in next year's budget (from April 2020). The clerk will re-issue the budget before the next meeting ready for formal approval on Dec 3rd. Action Clerk 11. Boxgrove 3 -5-year community plan – discussion The clerk had circulated a draft plan to councillors and other interested members of the community. It was agreed to call the plan a Community Action plan (CAP) to differentiate it from the aspirational Neighbourhood plan. It was also agreed that certain Neighbourhood Plan policies relating to sustainability and ecology could be cited in the CAP. The clerk suggested that the plan undergo revisions and suggestions at each meeting but should be ready and finalised for the new financial year (April 2020). It was also important only to put in the plan items which could be achieved. A member of the public felt that it needed to be made clear that "champions" from the community should come forward to lead a project and, with the help and support of the Parish Council, find funding for different projects, as the Traffic calming group has done and the playground group is currently doing.

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Cllr Tooze felt that some kind of points system should be used to determine whether a project was needed, valuable to a large section of the community and its likelihood of success. Cllr Etherington felt that the plan should be divided into Aspirational and Capital Expenditure. Issues of social isolation and health and well-being should also figure in the plan. The issue of the post office was again discussed – its important role in reducing social isolation but at the same time the diminishing need for its services. Also, the issue of the company itself was discussed and its behaviour. Cllr Simpson will ask Craig if he would consider letting the post office use a table in the shop for a couple of hours a week. The eternal problem of parking for the village shop was again discussed, but many could access the shop on foot. The clerk had received a letter from a group looking to encourage local councils to source and supply their own energy thereby ensuring its sustainability and making local energy (such as the solar farm at Strettington) available to locals. This will be discussed at the next meeting. (Cllr Hunt had previously suggested that signing up to the WSCC energy supplier "Your Energy Sussex" guaranteed those things). What is needed now is to flesh out the "bones" of the plan and give it some further structure. Councillors will send comments to the clerk, as will a couple of residents at the meeting. The clerk will collate and issue again before the next meeting. Action Clerk

12. Motion to formalise Council Agreement for WI to plant tree on Recreation Ground Cllr Potter proposed that the WI be supported in planting a tree for their centenary on the Recreation Ground (nearest to the car park). Seconded by Cllr Simpson. Unanimously . 13. Wild lower and tree planting Cllr Potter had spoken to Chris Dye at WSCC about the banks outside the car park and towards the Alms- houses. One metre from the road inwards should be kept clear but otherwise the banks will be turned over to wildflower planting and the grass will be taken out of the mowing regime. Cllr Potter has already planted some wildflowers near the village gates. Mr Richard Green is happy for trees to be planted on the common too. Cllr Potter is encouraging school children to plant trees in pots ready for planting out when they are big enough. Cllr Tynan and Cllr Potter to arrange for the Jubilee Oak tree on the School playing field to be replaced. Action Cllrs Tynan and Potter 14. Boxgrove Rangers to include proposal for a formalised leaflet for the Windmill Trail Cllr Addison said that many walkers came to the village and either went into the shop or the village hall looking for the start of the trail. Further along the trail there is also need for expanding the "way markings" and installation of an information board in the car park. Cllr Addison also proposed producing a leaflet (which could include other items of interest as well) which could be downloaded or freely available from the village shop or village hall. It was agreed that he should get some quotes for a simple design which could be used. Action Cllr Addison There was also a brief discussion about salt bins. Boxgrove has not had these before as The Street is on the WSCC gritting schedule (and will remain so). However ,the pavements are not gritted (although there is some overspill from the grit lorry). One could be placed in the car park. The annual salt audit (WSCC) has been missed for this year so if implemented salt would have to be supplied from somewhere else. To discuss further

15. Report on Planning Applications Planning number Detail and location Decision

SDNP/19/04792/FUL Land east of Warehead Stud NO COMMENT Thicket Lane - Hay and grassland machinery storage barn

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16. Clerk’s report i. Correspondence received From Concerning Action

Clerk Resolution to agree Financial Regulations. Proposed by Cllr Simpson; seconded by Cllr Tynan and unanimously AGREED

Clerk Resolution to agree payments by BACS Proposed by Cllr Tooze; seconded by Cllr Potter and unanimously AGREED

Clerk Resolution to agree opening of charity bank Proposed by Cllr Potter seconded account for Recreation Ground Charity by Cllr Tynan and unanimously AGREED

Other items to be deferred to next meeting ii. Payments for consideration The payments for consideration were unanimously RESOLVED. iii. Bank reconciliation and Expenditure to date - circulated

17. Agenda Items for Next Meeting Visit of PCSO Jason Lemm Motion to approve budget 2020 – 2021

18. Date of next meeting The next meeting will be on Monday 2rd December 2019 at 7pm.

There being no further business to be discussed the meeting was declared closed at 9.50 pm.

Signed:______Dated:______Cllr Henry Potter - Chairman

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Boxgrove Parish Council Financial Statement Meeting 4th November 2019

Balances on accounts Current account £ 91,548.10

Total £ 91,548.10

Received since last meeting CIL £ 35,309.16 NHB £ 1,050.07 £ 36,359.23

Paid since last meeting P Stanley £ 190.00 percy woodcock £ 100.00 imogen whitaker £ 557.00 nest £ 45.64 cdc £ 60.00 pwlb £ 3,393.19 moore auditors £ 360.00 salc training £ 72.00 st john ambulance £ 50.00 paul addison £ 11.25 r j dixon prow £ 175.00 keith goacher hedge trimming £ 372.00 council running costs £ 140.97 total £ 5,527.05

Payments for consideration percy woodcock litter picking £ 100.00 imogen whitaker £ 556.80 nest pension £ 45.64 rates pavilion £ 60.00 ico - data protection £ 35.00 electricity pavilion £ 3.81 Local council update briefings £ 75.00 Boxgrove Parish Council Minutes 4th November 2019 Page 8

Society of local council clerks £ 162.00 rjdixon £ 175.00 P Ohare plants £ 7.96

total £ 1,221.21

Bank reconcilation 4th Nov 2019

Bank accounts as of 2nd Nov 019

current account £ 91,548.10

total £91,548.10

opening balance 1st April 2019 £ 36,431.27 add receipts in the year £ 93,019.37 less payments in the year £ 37,902.54 Balance £ 91,548.10

less reserve @ 50% of annual precept of £32552 £ 16,276.00

Total £ 16,276.00

less ring-fenced funds

neighbourhood plan designated reserve £ 3,978.60 cricket pavilion extension designated reserve £ 5,908.83 CIL traffic calming £ 1,477.80 traffic calming designated reserve £ 1,057.69 capital replacement fund £ 1,000.00 CIL £ 15,000.00 CIL £ 35,309.16 Total £ 63,732.08

total available funds (less ring fenced and reserve) Total £ 11,540.02 Boxgrove Parish Council Minutes 4th November 2019 Page 9

Boxgrove Parish Council Minutes 4th November 2019 Page 10