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Monthly Meeting of the Council 2Nd October 2017

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Monthly Meeting of the Council 2Nd October 2017 MONTHLY MEETING OF THE COUNCIL 2ND OCTOBER 2017 SUPPORTING PAPERS Full Council, 2nd October 2017, Supporting Papers Page 1 of 21 Agenda Item 8 Minutes of Monthly Full Council meeting, 4th September The draft Minutes were circulated to all councillors on 7th September, asking for comments by 14th September. No suggested changes were received. Simon Cross – Clerk to the Council 22nd September 2017 Agenda Item 10 Monthly Update Report 1. Introduction 2. Minute 441/17 – Assets of Community Value – The Seaview Hotel 3. Minute 621/17 – Anne Harberson 4. Minute 632/17 – Community Engagement Committee - defibrillator 1. Introduction This is the report covering items discussed during Full Council meetings up to and including the meeting held on 4th September 2017. 2. Minute 441/17 – Assets of Community Value – The Seaview Hotel The council received the following email on 21st September: Dear Clerk I refer to my previous correspondence dated 21st July 2017 and would advise that the Council has considered your nomination in respect of the above mentioned property. The Council has carried out its appraisal of the nomination and decided that the property should be listed as an Asset of Community Value and has therefore approved the nomination. The property has been added to the list of Assets of Community Value held by the Council with effect from today, 21st September 2017. The property will remain on the list for a period of five years from this date and a charge will be placed on the Local Land Charges Register as well as at Land Registry. The owners/lessee and landlord together with Ward Members are also being advised of the Council’s decision. Full Council, 2nd October 2017, Supporting Papers Page 2 of 21 You should however, be aware that the owners of the property can request a listing review, i.e. a review of the Council’s decision as set out in Schedule 2 of the Assets of Community Value (England) Regulations 2012. Yours sincerely Christine Bardwell Head of Local Land Charges, Directorate of Place, Arun District Council Members will already be aware of the letter received and circulated on 12th September from Jonathan Marshall of Sugarloaf Inns Ltd concerning this council’s decision to submit an application for The Seaview Hotel to be listed as an Asset of Community Value. That will be considered at Agenda Item 16 of this meeting. The original applicant for the first attempt to list The Seaview Hotel as an Asset of Community Value, Chris Shore, has written to the council: “Thank you for your email with the excellent news. Well done and I thank you and your team very much for your involvement. I think it is so important that we do everything we can to save amenities like these for the benefit of East Preston.” 3. Minute 621/17 – Anne Harberson Tracy let Anne’s family know of the comments made about their mother at the last meeting. Anne’s daughter replied, “That is very touching. Thank you so much for sharing that. It would have meant a lot to her I know. Lovely to know they all remember her.” 4. Minute 632/17 – Community Engagement Committee - defibrillator An application for Big Lottery funding had been submitted on 19th September but instantly rejected for being on an old version of the application form. Cllr Gander and I will work on transferring the information into the new, apparently simpler form in due course. Simon Cross – Clerk to the Council 26th September 2017 Agenda Item 12 Committees Since the last meeting, the following committee meetings have taken place: Amenities on 18th September; Audit & Governance on the 12th September; Community Engagement on 25th September; and Planning & Licensing Committee on 11th and 25th September. Draft Minutes from some of these meetings have already been circulated to all councillors. Simon Cross – Clerk to the Council 25th September 2017 Full Council, 2nd October 2017, Supporting Papers Page 3 of 21 Agenda Item 12a Amenities Committee The committee met on 18th September. The committee has held a meeting about the specifications for the refurbished toilet block and the architect has gone off to work on that. A meeting will be held with D.A.G. and SENCAT about those proposals. A Special Full Council meeting was held on 25th September at which the council agreed to cover the full costs of the Multi-Use Games Area on Lashmar Road, whilst still seeking grant opportunities. This will provide a much-needed facility for people of all ages. The committee agreed to move forward with replacing the single gate on the Village Green with a wider double gate; this will be from next year’s budget and will be in place in time for the Food & Drink Festival. Agreed to leave Beach Access pilot in place for a while longer. Cllr Rick McElroy – Chairman of the Amenities 26th September 2017 Committee Agenda Item 12b Audit & Governance Committee The committee met on 12th September. Cllrs Mathias and Shah were elected Chairman and Vice-Chairman respectively for the current municipal year. The committee reviewed the Internal Audit report for the year-ending 31st March 2017 and the External Auditor’s page of the Annual Return for the same period. As councillors will already know, the External Auditor had made no comments on the council’s Annual Return for the third year running. The main discussion of the meeting was about the lease negotiations with the Angmering-on- Sea Lawn Tennis Club. As the only member of the Leases Working Party (LWP) not on the committee, Cllr Toney was invited and did attend. Subsequently, the LWP has met with the council’s solicitors. The committee has commissioned ProcessMatters to report on the council’s readiness for the introduction of the General Data Protection Regulations in May 2018. The committee agreed to try a suggestion of the Chairman of the Council’s in which committee Chairmen are elected at the Annual Meeting of the Council. Simon Cross – Clerk to the Council 27th September 2017 Full Council, 2nd October 2017, Supporting Papers Page 4 of 21 Agenda Item 12c Community Engagement Committee The committee met on 25th September. The committee received a presentation from Maureen Chaffe of ProcessMatters, a company willing to build and support a new website for the council. This need has arisen because Arun District Council has announced it will no longer provide website services for the town and parish councils within its area. A website working party of Cllrs Barber, Duijf, Gander, Linton and Tester was set up to oversee the implementation of a new website. See item 14a below for more on this. The committee agreed to hold an East Preston Food & Drink Festival on Saturday, 25th August 2018 and a Merchant Navy Day event on Monday, 3rd September 2018. Considering correspondence received from a concerned resident, the committee agreed to carry out a further campaign of spraying uncleared dog mess. The resident had been calling for the council to make the Warren Recreation Ground dog-free. The committee felt this would be penalising the large number of responsible dog owners because of the actions of a smaller number of irresponsible dog owners. The committee again agreed to underwrite East Preston Film Society showing a film to end the Christmas Celebrations day and also to provide a minibus for Our Lady, Star of the Sea to use in its Christmas Day lunch for local residents who would otherwise be on their own. Simon Cross – Clerk to the Council 26th September 2017 Agenda Item 12f Planning & Licensing Committee The committee met on 11th and 25th September. At the former meeting the committee agreed unanimously to object to proposals to extend 2 Hillview Crescent as the proposal would result in an unbalanced and possibly unattractive property. At the latter meeting the committee agreed to object to proposals to demolish 16 Worthing Road and replace it with a block of six flats. This Application was contrary to the East Preston Neighbourhood Plan by having its parking located at the front of the site and there were also concerns about the angled windows on the east and west elevations of the property. Simon Cross – Clerk to the Council 26th September 2017 Full Council, 2nd October 2017, Supporting Papers Page 5 of 21 Agenda Item 13a Audit & Governance Committee - budget Council is asked to agree to this committee becoming a budget-holding committee for the foreseeable future. At its meeting on 12th September, this committee agreed to recommend to Full Council it become a budget-holding committee. This arose from the council’s need to buy in expertise in order to be ready for when the General Data Protection Regulations come into force in May 2018. Although this council is healthier than many in respect of Data Protection, there is still a certain amount of work needed to be compliant by May. As such work is directly under the control of the Audit & Governance Committee it would make sense for the committee to have control of its own budget. Simon Cross – Clerk to the Council 22nd September 2017 Agenda Item 14a Community Engagement Committee - website Council is asked to agree to contract with ProcessMatters to provide the council with a new website at a cost of £3,500. The council has had a website since about 2005. From the very beginning, the council’s website was “parented” on the Arun District Council website. Because East Preston Parish Council acted as a kind of guinea pig in the early days of Arun District Council’s website, we have been fortunate enough never to need to pay for the creation or maintenance of our website.
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