Page | 12
EWHURST PARISH COUNCIL
Minutes of a Meeting of the Parish Council held at St Mark’s Church Room, Northiam Road, Staplecross, on
Thursday 10 May 2012
PRESENT Councillors Brigitte Fifield, Jacqui Hyett, Anne Reed,
Robin Redsull, John Simmons, Maggie Whitaker, David Young
IN ATTENDANCE Richard Farhall – Parish Clerk; District Councillor Tony Ganly; PCSO Emma Phillips [part]; 9 members of the public – including Ian Stephenson (Herdman Pavilion Project Manager)
______
The meeting commenced at 7.00pm and the first item was chaired by Cllr Young.
PART A ROUTINE BUSINESS
12.01 ELECTION OF CHAIRMAN 2012-13
Cllr Young proposed, and Cllr Redsull seconded, Cllr Fifield. Cllr Fifield accepted the nomination. There being no other candidates, Cllr Young declared Cllr Fifield elected as Chairman.
Cllr Fifield signed the statutory declaration of acceptance of office.
The Chairman adjourned the meeting to allow PCSO Phillips to address the meeting in the absence of PCSO Georghiou. (See Appendix A.)
12.02 ELECTION OF VICE CHAIRMAN 2012-13
Cllr Simmons proposed, and Cllr Whitaker seconded, Cllr Redsull. Cllr Redsull accepted the nomination. There being no other candidates, Cllr Fifield declared Cllr Redsull elected as Vice Chairman.
Cllr Redsull signed a declaration of acceptance of office.
12.03 APOLOGIES FOR ABSENCE
None. It was noted that PCSO Georghiou was unable to be present.
12.04 DISCLOSURES OF INTEREST
In relation to item 12.11, Cllr Reed advised that a member of her family had expressed interest in one of the proposed affordable housing units. The Clerk suggested that because the agenda item was to consider whether to continue with the Affordable Housing Working Group she should wait until that point on the agenda before deciding whether it was necessary to declare a prejudicial interest.
12.05 ADJOURNED SECTION
The Chairman adjourned the meeting for the County Council and District Council Reports - and Public Question Time. (See Appendix A)
The Chairman reconvened the meeting.
12.06 COUNCIL MINUTES (ACCURACY)
RESOLVED To adopt the Minutes of the meeting held on 29 March 2012 as a correct record.
12.07 MATTERS ARISING
8 March 2012
Page 2
11.103 Herdman Playing Field – new pavilion, Resolution 1 (setting up a Herdman Playing Field Association) Outstanding.
11.103 Herdman Playing Field – new pavilion, Resolution 2 (drafting a basic lease between EPC and the proposed Playing Field Association) Outstanding.
11.104 Council Charities, Resolution (Chairman, Clerk and one other Member meeting to consider the briefing paper) Outstanding.
11.105 Parish Lengthsman, Resolution (drafting recruitment material). Outstanding.
11.124 Staplecross Pavilion Meter (advising EDF that the housing has been vandalised on a number of occasions; ascertaining whether the pavilion was likely to benefit from the roll-out of smart meters) Actioned – response awaited.
Page 3
11.195c) Bramble Farm (ascertaining date by which the mobile home occupants should vacate the site) A planning application had been submitted – see main agenda item – 12.08a).
Page 5
11.202 Diamond Jubilee (purchase and planting of a rowan and English oak) Actioned.
Page 6
11.204 Allotments, Resolved 1 (flagging up the need for allotment land at the Annual Parish Assembly) Overlooked.
11.204 Allotments, Resolved 2 (seeking to establish if those on the ‘waiting list’ remain interested) Outstanding.
Page 7
11.207 Beacon Lane to Staplecross Footpaths (advising ESCC that both indicative routes are acceptable). Actioned.
29 March 2012
Page 1
11.212 Draft Licence to occupy the Former WI Hut Signed.
Page 3
11.211 Play/Exercise Equipment & Youth Facilities Consultation (purchasing display panels and gifting to Staplecross Village Hall) Actioned.
RESOLVED To ask the Clerk to circulate a range of possible dates for the annual informal review of Council Priorities. Clerk
12.08 PLANNING APPLICATIONS
a) Current planning applications
RR/2012/794/P Bramble Farm, Staplecross Road, Northiam
Remove condition 1 of ENF/EWH2006/393 to enable permanent mixed agricultural and residential use by the stationing of a caravan (mobile home) used for residential purposes.
Applicant: Mr & Mrs Land J Stanley, Bramble Farm, Staplecross Road, Northiam
SUPPORT REFUSAL The development is outside of a village development boundary and harms the landscape quality and character of the High Weald AONB.
RR/2012/755/P The Hop Kiln, Ockham Oast, Bodiam
Proposed ménage.
Applicant: Mrs A Rowland, The Hop Kiln, Ockham Oast, Bodiam
SUPPORT APPROVAL
b) Delegated authority
RESOLVED To note the responses following (submitted under the Clerk’s delegated authority):
RR/2012/558/P Wattle Hill Oast, Beacon Lane, Staplecross
Revisions to extension permitted by RR/2008/270/P – weatherboarding and external staircase to pool building.
Applicant: Mr & Mrs R Harley, Wattle Hill Oast, Beacon Lane, Staplecross
SUPPORT APPROVAL
RR/2012/628/P Cripps Cottage, Cripps Corner
Erection of single storey, flat roof extension to the rear of the property to provide dining extension to kitchen area.
Applicant: Michael Dallaway, Cripps Cottage, Cripps Corner
SUPPORT APPROVAL
RR/2012/455/P Brewery House, Staplecross
(Retrospective) Erection of garden room and greenhouse
Applicant: Michael Dallaway, Cripps Cottage, Cripps Corner
SUPPORT APPROVAL
c) Chalk Down Lime
Members were invited to consider a complaint about the extent of development at the site and the size of the delivery vehicles visiting it. The meeting noted that the Planning Enforcement Officer had advised that there appeared to be no breaches of planning control and that the site had been an approved industrial location since the 1970s.
The Clerk summarised the original planning conditions (ref: RR/2002/2877/P).
It was agreed generally that the site had been improved considerably in recent years and provided a valuable service – as well as employment.
RESOLVED To advise the complainant that the Planning Enforcement Officer had asked to be notified of any possible breaches of planning control. Clerk
d) Forge Farm (industrial park and Gospel Hall)
ESCC had asked if EPC would like to comment on the scheme’s proposed design. The Clerk advised that EPC had previously approved the design -presented in late 2010 (ref: RR/2010/2168/P).
Speaking from the Gallery, Cllr Ganly advised that the applicant had reported
that 3 of the 5 industrial units had been provisionally let. 80% of the units at the redeveloped Sidley Goods Yard were now occupied.
With the meeting’s consent, the Chairman brought forward consideration of 12.16.
12.16 HERDMAN PLAYING FIELD: NEW PAVILION
The Clerk summarised the documentation before Members: Funding Update (as at 7.5.12); Herdman Build Costs (as at 24.4.12) and Appendix; Zero VAT Rating on Construction of Qualifying Buildings; correspondence from Cllr Simmons.
Before proceeding further the Working Group needed a decision from the Council on whether the build should commence prior to efforts being made to source the funding shortfall - now estimated at (a minimum of) £19,682. The Clerk advised that some grant providers would not fund a project that had commenced already.
Responding to a question, the Project Manager, Ian Stephenson (IS) advised that the Herdman Build Costs document incorporated updated estimates from sub-contractors and uplifted figures for building materials. The Chairman reminded the meeting that she was employed by a large buying group and it might be possible to obtain cheaper materials via this route.
Cllr Simmons (a member of the WG) had been concerned that, prior to this meeting, estimates had not been updated – and the Council had not considered how the shortfall would be addressed. There was uncertainty also around the likely completion date.
IS advised that it should be possible to erect a waterproof shell by the start of the 2012-13 football season – ie late September 2012.
Concern was expressed that if the build was put on hold, pending sourcing the shortfall, another year or so might pass with little tangible progress. It was agreed generally that the build should commence.
Responding to the Clerk’s observation that the revised (minimum) build estimate of £75,808 was less than the £92,000 submitted to RDC (which had realised a grant of £17,500), IS suggested that factoring in volunteer time as match funding should help make up the difference.
Cllr Simmons was concerned that a number of design options had not been settled on – and this could result in a higher build estimate. IS’s view was that although most pavilion shower area floors tended to be concrete, because the main users would be younger people, a T&G floor should be sufficient.
Speaking from the Gallery, Larry Hyett stated that, whilst he had no objection to EPC underwriting the sum of £20,000 towards the ground works, other sources of funding should be explored and the completed facility must be available to all parishioners.
IS suggested that, although Ewhurst Green residents had donated much already towards the project, if they saw that work had commenced on the project they might be inclined to contribute further.
The Clerk reminded Members that not all the work associated with the project could be zero rated and that EPC could reclaim VAT of up to £7,500pa only on exempt activities.
RESOLVED 1 To approach Angela Alexander for a price to prepare and submit further funding applications. Clerk
RESOLVED 2 To loan, unconditionally, £20,000 to the Herdman Bequest towards the required ground works.
Note Cllr Hyett and Simmons both considered that the loan should not be unconditional.
12.09 FINANCE
(a) Finance Report
RESOLVED 1
To note the receipts and payments for February-March 2012 as follows:
Receipts (Feb-March 2012)
Interest (Co-op current a/c) £10.76
Interest (JHB monthly fixed rate bond) £28.64
Staplecross & Ewhurst Green WI - legal fees £525.00
Yoga fees £112.00
£676.40
Payments (Feb-March 2012)
R Farhall – February 2012 salary £535.24
Post Office Ltd (HMRC a/c) £158.35
R Farhall – February 2012 expenses £37.80
Robin Hardes – Staplecross bus shelter repairs £85.00
D Young - Chairman’s & Member’s Allowance (2011-12) £400.00
A Reed – Member’s Allowance (2011-12) £135.00
J Simmons – Member’s Allowance (2011-12) £135.00
M Whitaker – Member’s Allowance (2011-12) £135.00
B Fifield – Member’s Allowance (2011-12) £135.00
R Redsull – Member’s Allowance (2011-12) £135.00
J Hyett – Member’s Allowance (2011-12) £135.00
Andrea Hanargarth – two yoga classes £100.00
Ecoflo Garden Irrigation – Herdman percolation test £162.50
South-East Water – updated Herdman supply quote £107.00
East Sussex Pension Fund – February 2012 contributions £157.25
R Farhall – March 2012 salary £545.51
Post Office Ltd (HMRC a/c) - March 2012 PAYE £149.37
R Farhall – March 2012 expenses £65.25
East Sussex Pension Fund – March 2012 contributions £157.25
Esther Carpenter – printing 2011-12 Annual Report £382.00
Rother Association of Local Councils – 2012-13 subscription £30.00
Rother District Council – former WI hut – rates 2012-13 £132.75
EDF Energy Customers – Staplecross Pavilion (incl 88p VAT) £18.58
£4,033.85
RESOLVED 2 To receive and adopt the bank reconciliation as at 31 March 2012.
RESOLVED 3 To receive and adopt the Budget Monitor as at 31 March 2012.
RESOLVED 4 To receive and adopt the Earmarked Reserves Statement
as at 31 March 2012.
RESOLVED 5 To note the account balances, to 31 March 2012, as follows:
Co-op current account £30,303.12
Julian Hodge Bank Fixed Rate bond £50,356.41
£80,659.53
Barclays - Herdman Bequest a/c balance (unreconciled) £21,716.22
RESOLVED 6 To approve the payments following:
R Farhall – April 2012 salary £574.22
Post Office Ltd (HMRC a/c) – April 2012 PAYE £158.35
R Farhall – April 2012 expenses £93.08
East Sussex Pension Fund - April 2012 contributions £174.14
J Hyett – Velcro for Play Equipment Consultation £9.60
Sussex Associations of Local Councils – SALC & NALC
subs 2012-13 £295.67
Ewhurst & Staplecross Bonfire Society – Jubilee grant £300.00
Cricketers Field Residents’ Association – Jubilee grant £500.00 £2,105.06
b) Diamond Jubilee
(i) Ewhurst & Staplecross Bonfire Society
RESOLVED To award a grant of £300 towards a Diamond Jubilee firework display.
statutory power: LGA 1972, s145
(ii) Cricketers Field Residents’ Association
RESOLVED To award a grant of £500 towards a range of Diamond Jubilee commemorative events.
statutory power: LGA 1972, s145
(iii) Staplecross Playing Field
RESOLVED (Subject to appropriate PLI cover being in place – and compliance with any associated conditions) To make available the Staplecross Playing Field to the community on 4 June 2012 to celebrate the Queen’s Diamond Jubilee.
Cllr Hyett advised that it was proposed that activities would be available 10am-2pm and include: a football match, traditional races, target bowling, craft table, treasure hunt, (free) picnic lunch, presentation of prizes and commemorative medals.
(iv) Public Liability cover – Staplecross Playing Field
It was noted that EPC’s broker, Came & Co had advised that Aviva had relaxed its requirements in relation to parish council’s PLI cover and community events. Whereas previously the parish council had to be the sole organiser of the community event/s, in response to a high volume of enquiries, a council’s insurance could be utilised by a working group provided that there is ‘collaboration and agreement between all parties as to the proposed organisation and, preferably, there is parish council representation on the working group’.
It was noted that a number of activities were excluded (see Appendix B).
RESOLVED 1 That EPC formally participates in the Staplecross Diamond Jubilee Working Group and that its representatives be Cllrs Hyett and Whitaker.
RESOLVED 2 That the Clerk assists the Working Group with the required risk assessment for the activities proposed to take place on the Playing Field.
c) Insurance Policy 2012-13
RESOLVED To delegate authority to the Clerk to attempt to source a cheaper premium prior to the renewal date (31 May). Clerk
12.10 APPOINTMENT OF COUNCIL REPRESENTATIVES
RESOLVED 1 To appoint representatives as follows:
Rother Association of Local Councils Clerk
Sussex Association of Local Councils Annual General Meeting Cllr Young Ewhurst & Staplecross Village Hall Committee Cllr Reed Clerk
Rother Crime & ASB Meeting [if resurrected] Cllr Young
RESOLVED 2 Given Cllr Hyett’s interest in the Village Hall Committee to suggest to that Committee that (depending on its constitution/vacancies) it might like to co-opt Cllr Hyett in her capacity as LAP Co-ordinator. Clerk
12.11 WORKING GROUPS/COMMITTEES
Affordable Housing WG It was agreed that this had achieved its objective and should be disbanded.
Allotments WG (to seek to identify land suitable for allotments)
RESOLVED That the membership shall continue to be Mandy Hardes, Cllr Hyett, the Clerk)