MINUTES OF THE ANNUAL COUNCIL MEETING HELD ON Wednesday 9th May 2018 in St George’s church, Trotton at 20:00 hrs

Members present: Mrs C. Brown (chairman), Mr D Dawtrey, Mrs K Mackellar, Mr N Ryder (& clerk), Mr D Stiles, Mr K Tregunna Also attending: Mr Andrew Shaxson (CDC) 1. Apologies: None 2. Disclosure of Interests: None. 3. Public Questions: None 4. Reports from district and county councillors a. County councilor Kate O’Kelly was not present but submitted a report summarized by NR as follows: • Bus Update: Stagecoach have taken over the 54,91,92 and 93 services from April 15th 2018. New timetables are up at the bus stops and available in paper form. WSCC bus strategy consultation is open – closes 6th June: www.westsussex.gov.uk/about-the-council/have-your-say . Next meeting of the buis consultation group would be on 10 July in village hall • Health update: North Chi Local Community Network (LCN) – social prescribing will be starting in Riverbank surgery , from this Summer – dates to be confirmed. • Village agents – Action in Rural initiative – I will be working with LCN to explore the roll out of village agents in the North District area. Milland Cares is in the vanguard of this has an excellent website with a directory for residents. • Community grants from WSCC: Crowdsourcing model is up and running www.westsussexcrowd.org.uk Organisations wanting to bid can go to the website and start their application. No applications have been received yet from the North Chichester County Local Committee (CLC) area. The next round of Community grants from the Community Initiative Fund(CIF) will be allocated at the next CLC, this crowdsourcing website is the means to getting the funds, there is no requirement for other crowdfunders, it is envisaged that the CIF grant might make up the whole amount for some of the smaller bids. • Highways: WSCC have announced new teams of “Rove and Fill” to add to their current teams working on pothole repairs. Currently filling 250 potholes a day 35% increase in enquiries Jan- March 2018, compared to same period 2017 • What Matters to You survey: Now open this biannual survey asks residents about their priorities for . They provide services for 850,000 residents every day and have a budget of 533 million. The answers will help shape the way West Sussex plans to deliver services over the next few years. www.westsussex.gov.uk/whatmatters2018 • North Chichester County Local Committee: 19th June at Village Hall at 7pm. An opportunity for residents to ask questions to members and officers of WSCC. • KOK Drop-ins: May 24th – Stedham Village Hall – 11.45-1pm; Milland June 7th – Milland stores – 10.30-12.30pm; Rogate 18th June 10.30-12.30 b. District councillor Andrew Shaxson reported that it was becoming harder to get CDC to pay due attention to outlying areas but the LibDem / independent contingent had started to increase pressure on this and were having some effect. 5. Minutes of last meeting – 14th March 2018: These were approved and signed 6. Election of chairman and vice-chairman for the year: Carola Brown and Dave Dawtrey were re-elected 7. Election of responsible financial officer (RFO) for the year: DS was elected to replace KT. 8. Appointment of members of the planning and finance committees: a. Planning: all council members remain on the committee but CB, DD, KM, NR & KT were elected as regular members b. Finance: CB and NR were re-elected and DS was elected to replace KT.

13 January 2018 Parish council minutes Page 1 of 2

9. Appointment and delegation of other responsibilities: Members were elected as follows a. Commons representatives: DS, NR b. Church safety, bonfire & noticeboard maintenance: DD c. Bus shelter cleaning/maintenance: DS d. Website administration: DS & NR e. Emergency planning: DS f. Trotton fete liaison: DS g. Bonfire liaison: DD 10. Finance a. A report on the final figures for 2017-18 had been circulated, showing that the final balance carried forward at the year-end (31 March) had been £4,783.68. which was £616 higher than expected, mainly due to the £500 compensation payment from NatWest. b. An update on the finances for the year-to-date had been circulated, with budget changes including: • VAT reclaimed on the previous year’s spending would be £433.25 • The insurance budget had been increased to cover the actual quote (but awaiting amended quote) • Dues and subscriptions increased to include a £35 ICO registration fee, required by GDPR • Office supplies & postage had been increased to include £100 for printing annual report to residents (with GDPR consent form) • The website budget had been increased by £150 – the estimate of cost for a council member email system required by GDPR c. Members voted to approve the payment of the insurance premium – up to £350 ACTION: NR d. The new council financial regulations had been agreed by KT and NR and would be circulated for approval at the next meeting. ACTION: KT e. Preparation of the Annual Governance and Accountability Return was behind schedule and would require an extra meeting for approval. ACTION: NR 6. Updates on current projects / plans: a. General data protection regulations (GDPR): the data audit had been completed and consent forms would delivered to all households during the following week (members agreed on the division of deliveries between them). Advice was still awaited on the proposed exemption of parish councils from the requirement to have DPOs. b. Proposal to harden paths for cycling route: no hardened paths were now proposed by MAC. c. Trotton Community Interest Organisation: CB agreed to try to find a lawyer to help with checking the docs. ACTION: CB d. Rogate community land trust: NR had agreed to consult the chairman of the Midhurst CLT on the use of consultants before any agreement was signed with the current adviser. ACTION: NR e. Ultrafast broadband proposal: Rob Merrick was recruiting members for his advisory group and would ask NR to arrange a meeting of local parishes when he was ready. ACTION: NR f. Bus services: WSCC had agreed to subsidise the new Stagecoach services for one year whilst consulting on requirements. Members were urged to complete the online consultation and to encourage others to do so. DS had greed to ask WSCC for copies of the consultation forms to put on the Midhurst Community Bus for passengers with no internet access. ACTION: DS g. & Trotton common: the SWT investigation into the fire was not yet complete and the sculptor had not responded to an invitation to attend the annual parish meeting. h. Operation Watershed: News was awaited for the funding allocation. i. At risk register and emergency equipment register: These were included in the consent form and would be started when forms were returned. ACTION: NR / DS j. Joint event calendar with Rogate: RH was not at the meeting but would be asked to arrange her meeting with Elizabeth Brown to get this started. ACTION: RH k. Velo south cycle race (September): KT and CB reported that there was a lot of resistance to the event at the all-parishes meeting. AS urged members to attend the N Chichester County Local Committee: 19th June at Elsted Village Hall at 7pm to voice their opinions. ACTION: ALL 11. Planning / enforcement update [KT]: KT summarised the latest applications (see minutes of planning committee) 12. Date of next meeting: the next scheduled meeting would be on 11th July 2018 but an extra meeting would be arranged when the Annual Governance and Accountability Return was ready for approval. ACTION: NR 13 January 2018 Parish council minutes Page 2 of 2