Fittleworth Parish Council APPROVED Minutes of the Parish Council Meeting held on 20th January 2020 at 7.00pm in Sports Pavilion. Present: Chris Welfare (CW) Chair, Jane Claxton (JC) Vice-Chair, David Brittain (DB), Ed Brookfield (EB), Tony Broughton (TB), Kerry Coughtrey (KC), Robin Dunstan (RD) and Lee Scott (LS) In attendance: C.Councillor Janet Duncton (JD) and Louise Collis (Clerk) Members of public: 0
Minute Ref Agenda Item Action by 20-1 1. Apologies for absence: Mike Allin (MA), and District Councillor Alan Sutton (AS) 20-2 2. Minutes of the last meeting - approval of the minutes of the meeting held on 16th December 2019 and matters arising
The Minutes were PROPOSED by TB and SECONDED by KC. The minutes were then signed by CW. 20-3 3. County Councillor report
Blocked drains and flooding have been the main issues over the last few weeks. WSCC Highways are working through all the reported incidents. The reported issue at Little Bognor will be looked at shortly.
The new CEO, Becky Shaw, started on 6 January. She is being shared with East Sussex County Council.
Child Services – The Head of Child Services is being shared with Hampshire County Council. It will take 2-3 years to improve to an acceptable level. Currently there is no need to place Child Services into a trust.
Fire Services –4 points listed in the report need to be resolved.
Bullying issues at WSCC – Verbal bullying and exclusion have recently been looked at in the work place at WSCC. This has resulted in the atmosphere improving for workers.
Questions DB asked what will be the impact on the focus on child services for the tax payer. JD responded that it is likely the council tax will increase as a result.
DB reported a point of information – The garage in Pulborough is dealing with numerous cases of pothole damage and electors in Little Bognor have suffered from Pothole damage. 20-4 4. District Councillor Report D.Cllr Sutton was unable to attend the meeting. He submitted a report prior to the meeting which was circulated to the parish councillors. Points to note from the report:- • An exhibition at the Novium Museum called “Mystery Warrior” started on the 25th January (East Bersted Man) He is our “Asterix” warrior. • Success in reversing the decision by County to reduce the gritting affecting a number of parishes in the ward – last year’s plan was re-instated without cuts.
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• A climate change emergency action plan first draft has been produced and cabinet agreed to recruit a Climate Change Emergency officer with the expertise to make a real difference. • District off streetcar parking charges. An increase in line with inflation has been agreed, but free parking in the rural car parks is to remain. This is a 12 month agreement to be reviewed. • Break-ins to sheds and theft of cars and farming equipment is still high. Please remain vigilant and report all incidents. • CDC continues to prepare the local plan (outside the National Park) with infrastructure (particularly the A27) being a major issue in our ability to deliver allocated housing numbers • Preferred developer has been appointed for the Chichester Southern gateway project. (Henry Boot) • I have produced a parish guide to planning procedures in the South Downs National Park area – copy available
20-5 5. Public Questions None
20-6 6. Declaration by Council members of personal or prejudicial interest LS declared a personal interest (near Neighbour) in Agenda item 9 – Planning – in respect of the planning application for White Eves, Fittleworth
LS declared a personal interest in Agenda item 9 – Planning - the planning applications for 1 Norwood Cottages Lower Street Fittleworth
DB declared a personal interest (near Neighbour) in Agenda Item 9 – Planning – in respect of the Planning Application for Douglas Lake
KC declared a personal interest in Agenda Item 12 - Finance – Owner of Eyelevel Design – Payment of invoice
RD declared a personal interest as Chairman of the Fittleworth Sports & Social Club - Agenda item 13 C) – Sports Pavilion 20-7 7. Update on on-going matters not covered elsewhere a) Meetings : Attended and upcoming meetings Meetings
Up-coming SDNPA Landowner meeting – Tues 4th February No-one meetings 2020 – 7.30am
All Parishes Meeting – Monday 10 February 2020 KC Council Chamber, Chichester District Council Offices, East Pallant House, East Pallant, Chichester, PO19 1TY
North Chichester CLC –17th March 2020 CW
Pathwatch -Tuesday 17th March 2020 CW 10:00 to 11:30am. South Downs Centre Hall, North Street, Midhurst, GU29 9DH
WSALC AGM & Conference – 15 October 2020 Avisford Park Hotel, Yapton Lane, Arundel, BN18 0LS 09:30 to 16:00
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20-8 8. Urgent Items for Discussion
a) Consultations i) Publication of Soft Sand Review of the West Sussex Joint Minerals Local Plan (Regulation 19) Deadline 2/3/20. There is no mention of either Horncroft or Bognor Common Quarry. No comments to be submitted. ii) Updated West Sussex County Council Permit Scheme Consultation
- Deadline 21/2/20 – Not relevant to Fittleworth. No comments to be
submitted.
b) Neighbourhood Plan update CW reported that on 20 December 2019 the Fittleworth Neighbourhood Plan was Jan “made” and signed off by the Director of Planning for SDNPA. The Plan needs to be 2024 updated to state the date the Plan was “made” and the dark skies map needs updating. Once these two outstanding points have been done no further action is required until the next review in 2024.
20-9 9. Planning a) Status of recent applications - NEW APPLICATIONS & DECISIONS – SEE APPENDIX 1 - LS went through the Planning Committee comments submitted since the last meeting and the SDNP Decisions. The comments are set out on Appendix 1.
b) Approval of the Planning Committee Minutes
The minutes of the meeting held on Thursday 5th & 19th December 2019 & 9th
January 2020 were approved as a correct record. The Minutes were PROPOSED by
JC and SECONDED by TB. The minutes are to be signed by LS as Chairman of the
Planning Committee.
c) Fittleworth Planning Protocol Document – No update.
d) Other Planning matters i. Quarry, Bognor Common, Stretch Hill – No progress
20-10 10. Working Group Reports a) Engagement, Community Resilience, Crime & Youth Group i. Operation Watershed • Little Bognor Culvert repair Awaiting a date for the site visit with WSCC Engineers in order for a technical specification to be prepared. This will be used in the Operation Watershed application.
• Bedham Lane - Flooding on road near Catercross KC raised concerns about the pooling of water near Catercross along Bedham lane. KC/ Something needs to be done to ensure the water drains away from the road. KC to Clerk provide more information so the Clerk can contact Sue Furlong at WSCC to see if this issue can be added as another Operation Watershed project.
ii. Crime There have been targeted break ins to pubs and properties for garden machinery. D.Cllr Sutton has reported via email that CDC has a statutory requirement to review the Community Safety Partnership through a task and finish group. He will bring this to the attention of the group as a potential area of concern for an in- depth review.
b) Hesworth Common / Birchwalks Wood No report submitted by MA prior to the meeting. CW reported that 20 trees had been planted on the area above the Bowling Club.
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c) Highways& Traffic Working Group i. Working Group – Report LS is trying to arrange a meeting of the Working Group. LS
ii. Sandy Lane Parking – No updates
iii. Other Highway Issues Blocked drain, Church Lane. Elector has reported the issue several times to WSCC via the Love West Sussex App, however the issue has still not been resolved even though he has kept JD fully informed.
d) Footpaths DB/ DB reported that a tree has fallen down along the Bridleway in Flexham Woods. clerk Details to be forwarded to the clerk or to be reported on Love West Sussex.
e) Maintenance i) Playground/ Youth Area
• Request to the Shop Committee for match funding for the Playground Maintenance and Equipment Replacement fund The Shop Committee have reported that as they have made a small loss in the first year they are not in a position to contribute at present. If they make a surplus next year they will re-consider.
• The annual playground Inspection It was decided that the clerk would instruct an independent playground maintenance contractor to check and tighten all the fittings in the spring. Clerk
The clerk will chase BROXAP for the agreed work to be carried as a result of Clerk the Annal Playground inspection report.
The clerk will get a quote for “Please Close the Gate” signs on all gates leading Clerk into the Playground.
f) Village Hall & Outside Bodies i. Village Hall Committee CW reported that a meeting took place on 9/1/20 to look at extending the car park at the rear of the hall. No final plans yet available.
The High Trees Management Committee has warned that there could be serious drainage issues if the car park at the rear were to be extended.
The Village Hall is finalising the legal documents following the change in its charity status. This process has highlighted a possible Easement issue between DB the Village Hall and the Sports Pavilion. DB to look into this and report back at the next meeting.
20-11 11. Correspondence - The list of Correspondence was considered
20-12 12. Finance
a) Review of Expenditure v budget, approval of the Accounts and bank reconciliation for the period 31 December 2019 The RESOLUTION to APPROVE the Expenditure v budget, approval of the Accounts and bank reconciliation for the period 31 December 2019 was PROPOSED
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by RD and SECONDED by JC. The motion was carried. KC signed the bank reconciliations and the bank statements for the period ended 31 December 2019.
b) Payment of invoices Paid between meetings in December2019/ January 2020 Payee Description Hesworth Fittleworth £ Parish Council £ WSCC Payroll Administration Charge £946.44 1/4/19 to 30/9/19 (Cheque No. 2517)
To be paid on/after 20th January 2020 Payee Description Hesworth Fittleworth £ Parish Council £ WSCC Payroll December 19 £985.86 (Cheque No. 2518) Fittleworth Friday 18/10/19 – 10am to 12 noon £16.00 Village Neighourhood Plan Steering Group Hall CIO Meeting (Cheque No. 2519) Fittleworth Wed 30/10/19 – 3pm to 6.30pm – £17.00 Village Neighourhood Plan Steering Group Hall CIO Meeting (Cheque No. 2520) Fittleworth Wed 30/10/19 – 6.30pm to 7pm – £6.00 Village Neighourhood Plan Steering Group Hall CIO Meeting (Cheque No. 2521) Clerk Expenses – mileage, BT landline and £158.81 broadband final bill to 29/12/19, Monthly Mobile plan, Monthly HP ink service plan, Sophos mailware licence (Cheque No. 2522)
Eyelevel Neighbour Plan updating plan £1,521.00
Design (Cheque No. 2523)
Mike Allin Expenses – Refreshments for £35.95
Worthing Volunteers following day
working on Hesworth Common
4/12/19
(Cheque No. 000050)
Mill Farm Trees for The Triangle £211.29
Plants (Cheque No. 000051)
The RESOLUTION to approve the payment of invoices as listed was PROPOSED by
TB and SECONDED by RD.
c) Approval of Section 137 Payments
For the year ended 31 March 2020, the Parish Council can make total S.137
payments of £8.10 per elector. Therefore, a total of £6,139.80 based on the total
number of electors for Fittleworth of 758 for 2019/20.
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Annual donations:
2018/19 2019/20 (Actual) (Proposed & Budgeted) S.137 payments Air Ambulance (Cheque No. £100 £100 2524) Burton & Coates PCC (Cheque £100 £100 No. 2525) Fittleworth Over 60s club £150 £150 (Cheque No. 2526) Fittleworth PCC (includes £50 £300 £300 for Village Magazine) (Cheque No. 2527) Fittleworth Playgroup £100 £100 (Cheque No. 2528) Community Minibus £100 £100 Association (Cheque No. 2529) Petworth Nursing Home £50 £50 (Cheque No. 2530) West Sussex Rural Mobile £100 No longer Trust - Purple Bus (Cheque active No. 2454)
Royal British Legion – Wreath £50
Nov 2018 (Already paid)
Silent Soldier (Already paid) £250
Total £1,300 £900
Agreed 2019/20 Budget £1,000
COIF Annual interest paid £60.38 To be paid in
to the Parochial Church March 2020
Council
The RESOLUTION to approve the payment of invoices as listed was PROPOSED by
KC and SECONDED by DB
d) Any other financial issues –
i. Grounds Maintenance 2020/21 – Grasstex
It was AGREED that the Parish Council will continue to use Grasstex with the current contract for one more year and then the contract would be put out to Clerk tender. The clerk to inform Grasstex.
ii. Bank Signatory
It was AGREED that Kerry Coughtrey and Jane Claxton are to be added as Bank
signatories for the Parish Council Bank accounts.
The Resolution was PROPOSED by LS and SECONDED by RD. The vote was
unanimous.
The Clerk will arrange the necessary paperwork. Clerk
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20-13 13. Health & Safety: Update of new and on-going items a) Receive the following reports in accordance with the reporting cycle and updates on work carried out since the last meeting.
Location Next Location Next Report Report date date Centenary Garden & Arch & June 2020 Recreation Ground & March 2020 Sandpit MA Bus Shelter (every 3 LS (every 6 months) – last report months) – last report 14/12/19 14/12/19
Hesworth Common / March The Triangle Feb 2020 Birchwalks Woods 2020 (every Month) – last report MA (every 3 months) – last report CW 14/1/20 22/12/19 Sports & Social Pavilion Feb 2020 Village tree inspection When (Monthly) – last report 18/1/20 TB required -No new issues reported
Playground Feb 2020 Bowls Pavilion Feb 2020 Youth Area & Gym Equip – KC (Monthly) TB Fortnightly last report dated 18/1/20 - – last report 12/19 3/4 shiplap wooden strips need to be replaced Defibrillator outside Village Fortnightly Hall checks carried out Responsible: CW and reported directly to Heartsafe AED Locator New Key points not covered elsewhere in the minutes – None
Sports Pavilion – Paving slabs A very high estimate of £6,250 +VAT has been received to replace the existing slabs and repair the existing drainage.
He clerk is to get two further quotes. Clerk
CW will also raise the issue with the Village Hall Committee to clarify who is responsible for the repair and maintenance of the slabs. CW
b) Tree Work –Nothing to report
c) Sports Pavilion
i. Sports Pavilion Licence It was agreed that a Supplementary Agreement will be drawn up to extend the current licence by one year. A draft document will be circulated at the next Clerk meeting.
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20-14 • Items for inclusion on the February Agenda • Staffing Committee report • Code of Conduct • Hesworth Common - Stewardship grant - Cross compliance 2020 requirements
20-15 14. Date of next Parish Council meeting – 17th February 2020 at 7.00pm in the Pavilion Building
Meeting ended: 9.20pm
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