Boxgrove Parish Council

BOXGROVE PARISH COUNCIL

MINUTES OF THE ANNUAL GENERAL MEETING

OF BOXGROVE PARISH COUNCIL

HELD ON MONDAY 23MAY 2011 AT 7PM AT THE BOXGROVE VILLAGE HALL

Present:Cllrs. A. Tynan (Chairman),Mrs. M. Brooks, M. Howton, B. Jackson,H. Potter, L. Tooze and R. Saunders.

In attendance:Mr. R. Martin, Clerk;CountyCllr. M. Hall; prospective CouncillorsM. Bish &J. Napier Raikes,

Cllr. Tynan, Chairman of the Parish Council for 2010/2011, took the Chair.

Action

1.11 / Apologies
There were no apologies.
2.11 /

Election of Chairman and Signing of Declaration of Office

Cllr. Saunders was proposed by Cllr. Tynan and seconded by Cllr.Potter. It was unanimously RESOLVED that Cllr. Saundersbe elected Chairman for the 2011/2012 Council Year. She duly read and signed her Declaration of Acceptance of Office and took the Chair.
Councillor Tynan was thanked for his work as Chairman. / Clerk
3.11 /

Code of Conduct

(i)Declaration of Interests–None.
4.11 /

Election of Vice Chairman

On a proposal by Cllr. Potter, seconded by Cllr. Tooze, it was unanimously RESOLVED that Cllr. Tynan be elected Vice Chairman for the 2011/2012 Council Year. / Clerk
5.11 /

Co-option of New Councillors

On a proposal by Cllr. Tooze, seconded by Cllr. Brooks it was RESOLVED to co-opt Michael Bish as a councillor
On a proposal by Cllr. Potter, seconded by Cllr. Tynan it was RESOLVED to co-opt Jill Napier-Raikes as a councillor.
All councillors then signed their Declaration of Acceptance of Office.
The Chairman offered the thanks of the Parish Council to Brenda Atlee for her time as councillor over the last two years. / Clerk
6.11 /

Public Session

The Chairman adjourned the meeting at 7.10pm to allow members of the public to speak.
In the absence of PCSO Churchill-Wright, the Clerk highlighted the circulated Police report. County Councillor Hall expressed thanks to all those councillors that were re-elected and to Barry Jackson for putting his name forward.
The Chairman reconvened the meeting at 7.15pm.
7.11 /

Election of Planning Committee

On a proposal by Cllr. Jackson, seconded by Cllr. Tooze, it was unanimously RESOLVED that the Planning Committee for the 2011/2012 Council Year comprise of fourMembers:
Cllrs. Bish (to remain as Chairman), Mrs. Brooks,Tynanand Mrs. Napier-Raikes. / Clerk
8.11 /

Election of Representatives on Outside Bodies

a)Boxgrove CE VA Primary School Governors – although the Parish Council no longer had the right to nominate a governor, the school still invited a representative. Cllr. Mrs. Napier-Raikes (who has one more year to serve).
b)South Chichester County Local Committee – Councillor Mrs. Saunders.
c)Emergency Planning – Cllr. Potter.
d)Goodwood Aerodrome Consultative Committee – Cllr. Tooze.
e)Goodwood Motor Circuit Consultative Committee – Cllr. Tooze.
f)Lavant Valley Partnership – Chairman, Vice Chairman and Cllr. Potter. Cllr. Potter expressed concern that very few parish councillors are turning up to these meetings. He added that agenda items should be set by Parish Councils rather than the District.
g)Minerals and Gravel Pits – Cllr. Tynan.
h)Parish Plan and Village Design Statement–Cllr. Tynan.
i)SALC/Action in Rural Sussex - Chairman andCllr. Potter.
j)Tree Warden/s – Cllrs.Tynan and Potter with County Cllr. Hall. Mr. Bryan Smith had also expressed an interest in becoming a tree warden. The Clerk would make contact and pass his name on to the County Council.
k)Western Waste Area Forum – Cllr. Howton.
On a proposal by Cllr. Potter, seconded by Cllr. Brooks, it was unanimously RESOLVED that the above representatives be elected to serve during the 2011/2012 Council Year. / Clerk
9.11 /

Minutes

On a proposal from Cllr. Saunders, seconded by Cllr. Tynan, it was unanimously RESOLVED that the minutes of the Parish Council meeting on 21 March 2011 be ADOPTED. They were duly signed as a correct record.
10.11 /

Matters Arising

None.
11.11 /

Highways, Transport, Footpaths, Flooding and Trees

The Chairman adjourned the meeting to allow members of the public to speak at 7.30 pm
Concern was expressed at the poor signage relating to the road closures in Duncton on the A285, which had resulted in a loss of trade by the village shop.
Concern was also expressed at the overgrown hedge next to the bus stop at the lower end of the village which had resulted in dangerous situations occurring. The Clerk would write to the relevant property owner requesting that hedge be cut back to the former fence line.
The Chairman resumed the meeting at 7.35 pm / Clerk
12.11 /

The Golden Jubilee Playground and Basketball/Goal Suite

Cllr. Potter had cleared broken glass from the play area and he stated thatannual inspection would take place the following day. / HP
13.11 /

Village Appraisal, Action Plan and Village Design Statement

The Clerk explained that these would be replaced by the new Neighbourhood Plan contained in the Localism Bill currently going through Parliament. He was involved in the preparation of such a plan elsewhere and would be able to help the Parish Council prepare one, possibly combined with adjoining parishes, in due course.
14.11 /

CountyCouncillor’s Report

County Councillor Hall commented on the difficult decisions being faced by both the County Council and Sussex Police in achieving budget cutbacks.
He also showed the Parish Council the Speed Indicator Device (SID) that it had jointly funded with other local councils and stated that two more volunteers were required to operate this in the four sites agreed for the village.
15.11 /

District Councillor’s Report

District Councillor Potter stated that he had attended, with Cllr. Tooze, the Broadband Summit arranged by Nick Herbert MP at which many promises were made about improving coverage in West Sussex. In addition, he stated that the Clerk should enquire about whether Parish Councillors should be registered under the Data Protection Acts. / Clerk
16.11 /

Finance

a) Bank Balances as at 30 April 2011 were:
£
Current Account (B of Ireland) / 32,643.55
Petty Cash Account / 30.00
TOTAL PARISH COUNCIL / 32,673.55

b)Approval of Payments 21/03 – 23/05/2011 – schedulecirculated with agenda (Appendix B).

Parish Council £

Already Paid
Boxgrove Parish Council Village Hall Fund / 2,435.40 / VAT Refund 2010/2011 Cq: 000136
The Countess of Derby’s Almshouses / 100.00 / Grant Cq: 000137
J Dixon / 150.00 / PROW March 11 Cq: 000138
SALC / 263.83 / 2011/2012 Subscription Cq: 000139
G Jacobs / 569.00 / Hall Plaque Cq: 000140
J Dixon / 150.00 / PROW April 11 Cq: 000141
For Payment
RS Hall and Co. / 240.00 / Internal Audit 2010/11 Cq: 000142
Broker Network Ltd / 642.47 / AVIVA Insurance Premium 2011/2012 Cq: 000143
Boxgrove Village Hall / 10.00 / Hall Booking Cq: 000144
On a proposal by Cllr. Potter,seconded by Cllr. Tynan, it was unanimously RESOLVED that the above payments be APPROVED. / Clerk
c) Insurance Policy 2011/2012 – the Parish Council had entered into a three-contract with AVIVA last year on the basis that the renewal date would remain at 1st June. AVIVA had offered to move the renewal date to 1st October every year for the same price, resulting in 16 months insurance for the price of 12 in the first year. In exchange, the Insurer wanted to re-start the three-year period with the coming year. On a proposal by Cllr. Potter, seconded by Cllr. Howton it was RESOLVED to accept the offer and to expect the next renewal of insurance to be effective from 1st October 2012. / Clerk
d) Final Accounts 2010/2011 – copies of the Final Accounts had been circulated with the agenda (Appendix C). On a proposal by Cllr. Potter, seconded by Cllr. Jackson, it was unanimously RESOLVED that the Final Accounts be APPROVED.
e) 2010/2011 Internal Auditor’s Report– on a proposal by Cllr. Potter, seconded by Cllr. Jackson, it was RESOLVEDthat the Internal Auditor’s report be accepted (see Appendix D)
f) 2010/2011 Annual Return –copies of sections 1,2 and 3 of the Annual return had been circulated with the agenda (Appendix F). On a proposal by Cllr. Saunders, seconded by Cllr. Potter it was unanimously RESOLVED to approve the return, which was duly signed.
g) Re-appointment of Internal Auditor – On a proposal by Cllr. Howton, seconded by Cllr. Tooze it was unanimously RESOLVED to approve the re-appointment of Rachel Hall the Parish Council’s Internal Auditor. / Clerk
Clerk
Clerk
17.11 /

Planning Committee

(i)Planning Applications received and considered since the last meeting:
Application No. Description Parish Council Recommendation
BX/11/00925/LBC / Mr. D James. Nore House, The Street, Boxgrove. Replacement to existing glazed link corridor. / No Objection
BX/11/01516/TCANP / Mr. J Majella Taylor, Nightingale Cottage, The Street, Boxgrove. To fell 2 Apple trees, 1 Elder tree and 1Box / No Objection
BX/11/01612/LBCNP / Mr. & Mrs. Hunt, Halnaker Park Cottage, Park Lane, Boxgrove. Internal alterations and proposed entrance doors in view of window / No Objection
BX/11/01792/FUL / Mr. A Tikker jnr., Tinwood Farm and Vineyard, Tinwood Lane, Halnaker. Recladding and extension to existing agricultural building etc. / Objection on the basis that it was an inappropriate retail use in a rural environment with unsuitable vehicular access arrangements. It would also be inappropriate to consider weekend trading as this would set a precedent in the area.
(ii)Planning Decisions notified by Chichester DC since the last meeting:
Application No. Description District Council Decision
BX/11/00454/DOM / L Tooze, 16 Crouch Cross Lane, Boxgrove. Single and two storey rear extensions, new footway crossing and hard standing. / Permit
BX/11/00616/LBC / David Langmead, Halnaker House, Halnaker. Adaptions to existing garage to provide new double garage doors / Withdrawn
(iii)Other Planning Matters
Cllr. Tynan had heard that it was the intention on Boxgrove Common Quarry to put a tarmac road through the quarry and that councillors should look out for any planning applications that related to that. / Clerk
18.11 /

Chairman’s Report

Items passed to Chairman for urgent attention not mentioned above: None.
Chairman’s Report: None.
19.11 /

Councillors’ Reports

Items passed to Members for urgent attention not mentioned above:None.

Councillors’ Reports:-
a)Cllr. Tynan stated that he had reported illegal motor-cycle use on footpaths to the Police on at least five different occasions to little effect. He also reported that he would be applying to the Tree Council for a grant to place trees to hide the mower garage on th playing field next to the hall.
b)Cllr. Potter expressed concern about the lack of information provided to the Parish Council by the Village Hall Management Committee. The Clerk stated that this would be the subject of a Sole Trustee meeting still to be arranged. It was AGREED that the Sole Trustee meeting be arranged for Tuesday 31 May 2011 at 7pm if that could be arranged. If possible this should be attended by both Doreen Johnstone and the new Hall Manager.
c)Cllr. Tooze reported that youngsters were playing golf on the playing field and that mini motor-bikes were being used there and questioned whether restrictions could be placed on this. He also reported that the pavements in the village had dropped kerbs that were not effective for mobility buggies because the drop was still too high. / MB
20.11 /

Clerk’s Report & Correspondence

The Clerk outlined correspondence he had received on the following:-
a)Arun & Chichester Citizens Advice Bureau – a request for grant – next meeting.
b)West Sussex County Council – Minerals & Waste Development framework Update – The Waste Plan to be produced now, but the Minerals Plan later
c)West Sussex County Council – Financial Support for Non-Commercial Bus Network – locally the route number 55 is to have its evening & weekend services withdrawn
d)Local Winter Management Plan – Changes to the Arrangements for this year
e)Chichester Community Transport – Notification of Annual Contribution
f)University of the Third Age - Publicity
g)Voluntary and Community Action Chichester District – Support for Voluntary Groups
21.11 /

Date of Next Meeting and Calendar of Meetings for the 2011/2012 Council Year

Remaining dates for the 2010/2011 Council Year were as follows:
Mondays 18 July, 19 September & 7 November 2011, 9 January & 19 March 2012.
Following discussion, it was AGREED that the next meeting would be moved to Monday 25 July 2011. / All

Closure: The meeting ended at 9.15pm.

Signed: Chairman of the Parish Council

Boxgrove Parish Council - Annual General Meeting17May 2010

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