Thursday, December 04 2008

Minutes December 2008

12/08
WEST WITTERING PARISH COUNCIL

MINUTES of the Meeting of the Parish Council,
Held on Thursday, 4th December 2008 in the Sports Pavilion, Rookwood Road, West Wittering

PRESENT: Mr. R. Hutton, (Chairman) Mr. R. Shrubb, (Vice Chairman) Mr. T. Tupper, Mr. D. Wright, Mr. W. Buckland, Mr. K. Martin, Mr. S. Colwell, Mr. Hopson, and 3 members of the Public. Cllr. Montyn was also in attendance.

105. APOLOGIES FOR ABSENCE
Mr. J. Robertson

106. DECLARATIONS UNDER THE CODE OF CONDUCT
Mr. Wright declared a personal and prejudicial interest in the planning application for Snowhill Cottage, and did not take part in the meeting when the item was discussed. Further, Mr Shrubb declared a personal interest in the planning application for Huntlands Farm and Old Malthouse Cottages as did Mr Colwell.

107. MINUTES
Subject to minute 99c reading “store room” instead of “window” and minute 102(b) reading “recommendation” rather than “decision” on a proposal by Mr Martin, seconded by Mr. Tupper, the minutes were agreed and signed as a true and correct record.
Under matters arising Mr Martin asked whether the Council had received a response from the Editor of the Local Rag. The clerk reported that no correspondence had been received.

108. CLERKS REPORT
(a) Allotments
Mr. Tupper reported that a joint working party meeting with the Sportsfield had discussed the feasibility of engaging a contractor to look after management matters at both sites. He prepared a brief specification which he intended to circulate. He also reported that the Working Party was looking at the current Allotment agreement.
(b) Footpaths and Open Spaces.
Mr Shrubb reported that he had managed to negotiate a discounted price for the replacement notice boards.
On a proposal by Mr Shrubb, seconded by Mr Wright, it was agreed to accept this lower quote of £3160 plus delivery of £173.67.
Mr. Shrubb also reported that F/P 25 (Roman Landing) was waterlogged in bad weather. It was agreed to look at laying scalpings on a 25yd stretch.
(c) Sportsfield and Pavilion Management
Mr. Tupper reported that the specification for the work to the pavilion needed amending to block off the store entrance, remove the external shutter and replace it with an external door. He proposed that the lowest tenderer be asked to undertake the work, this was seconded by Mr. Shrubb and members agreed. It was noted that only 1 quote had been received for the work to the patio and slabs, this was accepted also the repairs to the play equipment.
The Croquet Club request for a letter of intent to negotiate an agreement for the use of the Millennium Meadow was discussed. Members had received information from the Club outlining their plans for the future. Mr Colwell proposed that the Council agree that a 20 year licence would be acceptable but that the rink should be realigned nearer the boundary with Elms Lane and that fixtures should not clash with the Cricket Clubs. This was seconded by Mr. Martin and members agreed.
(d) Snowhill
Mr. Shrubb reported that the Conservancy had carried out some new planting.
(e) Memorial Hall
The Parish Council acknowledged the gift of the Christmas Tree from the Camera Club.
(f) F&GP
Following the adoption of the Clerks report regarding procedures and standing orders, members agreed that planning matters should be dealt with by the whole Council as the first item on the agenda, allowing the Chairman to open the meeting at the beginning to allow the public to comment. Meeting would start at 7.00pm from January 2009.
Members discussed the situation regarding the Finance and General Purposes Working Party. Following discussion Mr. Martin proposed that this should continue to meet as a Working Party four times per year. This was seconded by Mr. Shrubb and agreed on a vote of 6 for and none against. Mr. Hopson and Mr. Tupper abstained from voting.
(g) Village Green
No items to report.
(i) Twinning.
Mr. Wright gave a report on the activities of the Twinning Association in support of their grant application.
(j) Web Site and Communication
Mr. Martin reported that he had had further contact with ABD, regarding the web site. He proposed that the contract be signed by the Chairman and that the arrangements for the transfer of the domain name to the new host server be authorised. This was seconded by Mr. Wright and members agreed. He also informed members that a presentation would be made of the web site before the meeting in January so it was agreed to meet at 6.45pm. Mr. Hopson was asked to arrange for wireless internet connection be installed at the pavilion by then.
(k) Footway Lighting
Mr Martin and Mr Tupper reported on requirements for all night illumination. It was noted that
Cullimore Close and The Crescent required all night lighting for security purposes.
(l) Pag/Head Coastal Strategy
Mr. Robertson provided a report from the meeting held on 2nd December, which was noted by members.

109. CORRESPONDENCE
(a) Party on the Pitch
The Clerk reported a request from a representative of the Cricket Club regarding a fund raising project for the Club. It was recommended that the organiser’s check whether a licence is needed from CDC, however the Council did agree in principle subject to numbers and car parking being well controlled.
(b) Marine Drive Car Park
The Clerk reported details of the new arrangements for Marine Drive Car Park.

110. FINANCE
(a) Balances at 17/11/2008 as per bank reconciliation circulated to members - £92,597.67
(b) Accounts as listed in the Clerks report plus additional payments approved at the meeting were authorised as follows;
(i) Southern Electric Pavilion 245.33
(ii)Bizcard Printing 36.00
(iii)Willards PIR light – Pavilion 143.18
(iv)Travis Perkins Salt 78.58
(v) Mrs J Brown Clerks Salary and mileage 1378.70 (vi) S. Ruff Groundsman 245.00
(vii) Gifford Tree Services Tree surgery 4073.75
(viii) Channel Safety Systems Alarm 139.79
(ix) J Hamper Potts Litter 70.00
6410.33
(c) On a proposal by Mr. Tupper, and seconded by Mr. Buckland, payment of the above accounts was authorised by the Parish Council.

111. GRANTS
Members discussed the applications received from organisations. On a proposal by Mr. Martin, seconded by Mr. Shrubb, the following grants were agreed.

112. PLANNING
(a) Members noted that planning decision lists had been circulated.
(b) Thessaly, Roman Landing
Members noted the local hearing date had been set by the Planning Inspectorate for 18th February 2009.
(b) Members noted the recommendations of the Planning Working party which had met before this meeting. On a proposal by Mr. Tupper seconded by Mr Martin, these were agreed as follows;
List No.46/08 NONE
List No.47/08 WW/08/04360/FUL Snowhill Cottage Roman Landing
Change use of land to form part of domestic curtilage and installation of ground floor heat pump equipment.
OBJECTION- Land outside SPA and proximity to ANOB, contrary to VDS desire to maintain current curtilage.
WW/08/04494/DOM 5 Southcote Avenue West Wittering
Single storey side extension and alterations.
NO OBJECTION
List No.48/08 WW/08/04650/DOM Huntlands Farm Main Road Birdham
Conservatory extension.
NO OBJECTION
WW/08/04730/DOM 4 Cakeham Way West Wittering
Proposed single storey side uPVC conservatory.
NO OBJECTION
WW/08/04735/DOM Old Malthouse Cottage Rookwood Road
Single storey side extension to replace existing porch.
NO OBJECTION
113. OTHER ITEMS FOR DISCUSSION
(a) Freedom of Information Act 2009
The Clerk reported that a requirement of this Act was that the model publication framework must be adopted by Local Authorities. To help authorities publish this information a template was provided by the Information Commissioner. Mr Martin and Mr Hopson agreed to assist with the completion of this template and agreed to meet to complete this.
(b) Working Parties
The Chairman reported that Mr Hopson had withdrawn from the Councils Working Parties. Members agreed that at present the vacancies would not be filled.
(c) Peninsular Forum
Mr. Martin reported on the recent meeting of the Peninsular Forum. Matters raised included CDC’s
Clean Streets Officer and a presentation on CDC Finances.

114. OPEN FORUM
Mr Barratt asked the Council to inspect the Willow tree adjacent to his property.