Thursday, December 30 2010
Minutes December 2010
WEST WITTERING PARISH COUNCIL
MINUTES of the Meeting of the Parish Council, Held on Thursday 9th December 2010 in the Sports Pavilion, Rookwood Road, West Wittering
PRESENT: Mr. R Hutton, (Chairman) Mr. R. Shrubb, (Vice Chairman) Mr. T. Tupper, Mr. K. Smith, Mr. K. Martin, Mr. D Wright, Mr. W. Buckland and 6 members of the public. Cllr Montyn, and Cllr Jones were also in attendance.
112. APOLOGIES FOR ABSENCE
Mr. J Robertson, Mr. S. Colwell
113. DECLARATIONS UNDER THE CODE OF CONDUCT
Mr. Wright and Mr. Martin declared a personal interest in the planning application for Windrush, Roman Landing.
114. PLANNING APPLICATIONS
Members considered the following planning applications;
List no Reference Application details
44/10 NONE
45/10 WW/10/04936/DOM
Windrush Roman Landing West Wittering – Removal of existing conservatory and garage. Construction of new porch; single storey garden room and replacement garage. Installation of solar / photovoltaic panels to south facing roof pitch. – NO OBJECTION
WW/10/04963/TCA
Snow Hill West Wittering Notification of intention to reduce heights down to 6 / 7m and reduce northern sectors to alleviate overhanging over footpath and road on 5 no. Willow trees (marked on plan as 1 – 5). Fell 1 no. Willow tree (marked on plan as 6). – NO OBJECTION
46/10 WW/10/05047/FUL
Merrow East Strand West Wittering Chichester – Variation of condition 2 (list of approved plans) of planning permission WW/10/00588/FUL (erection of replacement dwelling) which includes the reduction of basement area and reduction of excavation for landscaping. – NO OBJECTION
47/10 NONE
115. MINUTES
Mr. Martin proposed that Minute 108b be amended to read “Mr. Hammett, Chairman of West Wittering Estate Plc agreed that liaison would be a good idea as the Company was currently considering all options for ticketing and for its entry and exit arrangements” This was seconded by Mr. Wright. On a vote of 2 for and 5 against the amendment was not approved and so on a proposal by Mr. Shrubb, seconded by Mr. Smith, the minutes were approved without alteration and signed by the Chairman.
116. CLERKS REPORT
(a) Allotments
Mr. Tupper reported that the fencing work had been carried out and that there was 1 vacant plot and all rents had been paid.
(b) Footpaths and Open Spaces
Mr. Shrubb reported that all the Parish footpath work had been carried out and reported that he was very satisfied with the standard of work. Regarding the new path, the Clerk updated the meeting on progress and costs. It was noted that some replacement fencing may be needed, and it was agreed that the Clerk would ask for a quote for the additional work.
(c) Sportsfield
Mr. Tupper reported on the Working Party meeting regarding the proposition for a list of emergency call off contractors and financial delegation. This was still being progressed and once finalised would be put before the Council for discussion.
(d) Snowhill
No items to report.
(e) Memorial Hall
Mr. Hutton asked Mr. Wright to find out when the Christmas tree would be put up at the Memorial Hall.
(f) Finance
Members noted that Mr. Shrubb would be preparing the budget for 2011/12 and he asked for members to advise him of spending commitments. Mr. Martin asked for the newsletter to be included again and also consideration for funding distribution.
(g) Village Green
No items to report.
(h) Twinning
No items to report.
(i) Web Site and Communications
Mr. Martin agreed to organise a meeting in January to begin the next newsletter. It was agreed to then hold this until more news of the funding for the flood defence project was available.
(j) Footway Lighting
The Clerk reported on the response from WSCC regarding the changes to lighting. Mr. Martin expressed concern that WSCC had not got the Parish request for part night switching correct and the Clerk was asked to pursue this with Mr. Bird at WSCC.
(k) EHCAIG/EA Flood defences
Mr. Martin reported some £640k had been pledged from residents, West Wittering Estate and the FG Woodger Trust towards the EA project. He also reported that it was hoped Andrew Tyrie MP would be able to support the project. A further meeting with stakeholders had been arranged as there was still some doubt over the criteria for the project to go ahead.
Regarding the coastal defence issue, it was reported that a site meeting had been held which had identified and agreed work to East Head.
(l) Emergency Planning
No items.
(m) Summerfield Rd Project Liaison
Members noted that the planning application had been approved. Currently the S106 agreement was being finalised. It was anticipated that the build would commence in 2012, with Parish involvement in local interest in late 2011.
117. CORRESPONDENCE
Members noted that items as listed in the Clerks report had been circulated.
(a) Letter re Cakeham Manor Estate
Members noted a letter from Cakeham Estates regarding planning applications. Members noted the comments regarding overdevelopment and its inclusion in the Village Design Statement and agreed to review the VDS. This may have to be made with regard to the changes proposed to local planning.
(b) Letter re parking, Pound Road.
The Clerk reported a letter regarding lack of parking for residents in Pound Road now that the parking restrictions were in force. Mr. Wright explained that he had discussed the matter fully with the resident concerned and that parking was available a little further up the road. It was agreed to inform the resident that contravention of the parking restriction was now being dealt with by CDC.
118. FINANCE
(a) Accounts for payment were authorised as follows;
Payee Details
Mrs. J Brown Salary and expenses – £2,159.79
HMRC PAYE and NIC – £841.41
S. Dobbin Internal Audit report – £400.00
Wicks Farm Call out Pavilion – £56.40
Wicks Farm Sportsfield Mowing – £178.60
Wicks Farm Erect sign at Sportsfield and Snowhill – £26.87
Allotment Association Subscriptions – £310.00
Keen Garden Services Footpaths – £420.00
SEC Pavilion – £418.27
Chubb Fire Pavilion Extinguishers – £189.99
Mr. Ruff Mowing, etc – £210.00
J. Hamper Potts Litter picking – £70.00
British Gas Pavilion – £110.23
Mr. Muffett Seat installation – £120.00
Total – £5,511.56
(b) On a proposal by Mr. Martin, and seconded by Mr. Wright, payment of the above accounts was authorised by the Parish Council.
(c) Bank Account
The Clerk reported details of a new bank account that was being offered by the Council’s bankers which offered a higher interest rate on deposits. On a proposal by Mr. Wright, seconded by Mr. Martin, members agreed to change the current deposit account to the Active Saver account.
(d) S137 Grant payments
On a proposal by Mr. Hutton, seconded by Mr. Wright, the Council agreed the following grants in 2010/11 using its powers under S137 of the Local Government Act 1972 on the basis that the organisations awarded grant provided either services to a significant proportion of the electorate or a project benefiting a significant proportion of the Parish.
Manhood Mobility Volunteer Service – £300.00
Wittering Twinning Association – £300.00
Homestart – £300.00
Samaritans – £300.00
Victim Support – £300.00
4 Sight – £300.00
WWPCC – £600.00
(e) Internal Auditors Report
Members considered the Internal Auditors report and on a proposal by Mr. Martin, seconded by Mr. Shrubb agreed the report. It was further agreed that the Finance Working Party should meet to discuss the recommendations of the report. Mr. Hutton reported that he had carried out the H&S risk assessment of the Clerks work space and had recommended that a larger monitor was required. He proposed that the Clerk be authorised to select a new monitor up to the value of £250 this was seconded by Mr. Wright and all agreed.
119. CHAIRMANS REPORT ON PROCEDURE AT MEETINGS
The Chairman referred to his note regarding procedure at meetings which had been circulated to members, a copy of which is attached at the end of these minutes. On a proposal by Mr. Martin, seconded by Mr. Shrubb members agreed to the proposals which would take effect in January 2011.
120. OTHER ITEMS FOR DISCUSSION
(a) Community Wardens Steering Group
Mr. Smith reported WSCC funding may be withdrawn for this scheme and that the Parish Council may need to consider its position.
(b) Highways
Mr. Buckland reported that there was an overhanging branch in Elms Lane which was causing obstruction and need to be reported to WSCC. He also asked that WSCC reconsider adding Piggery Hall Lane to its schedule of routes for salt/grit in the Winter Management Plan. Mr. Martin reported that the mobile Speed Indicator Device would be sited on the eastern side of Rookwood Road outside the entrance to Nunnington Farm.
121. OPEN FORUM
Mr. Stafford asked if the Parish Council could write to the Football Club regarding fould language during football games.
There being no further business for discussion the meeting closed at 8.40pm.
Signed…………………….…Chairman…………………..Date………………
The next meeting of the Parish Council will be held on Thursday 6th January 2011 in the West Wittering Sports Pavilion, Rookwood Rd.
THESE MINUTES ARE IN DRAFT FORM UNTIL APPROVED BY THE COUNCIL AT THE NEXT MEETING, AND MAY BE AMENDED BY RESOLUTION. COPIES OF ALL UNAPPROVED MINUTES, AND AGENDA AND MORE INFORMATION ABOUT WEST WITTERING PARISH COUNCIL CAN BE FOUND ON THE PARISH COUNCIL’S WEB SITE; www.westwitteringparishcouncil.gov.uk
WWPC Meetings – Summary of Chairman’s proposals regarding procedure at meetings
1. Introduce a separate agenda item for District and County Councillors to speak or update the meeting on current issues.
2. I would like to aim for meetings to be of no more than 2 hours duration, unless there is a planning application which attracts a lot of comment or a Speaker, and then a max of 2 1/2 hours is desirable. If members have important complex issues to raise under “Other Items” then they could notify the Clerk the week before the meeting so the item can be put on the Agenda.
3. If Working Parties have an issue to raise then a short report circulated before the meeting would be useful. This should not take the place of proper debate, nor should “e mail debate” be encouraged, but is a good way of acquainting members with the facts.
4. I propose that all contractors are informed that invoices must be submitted by the Friday before the meeting date. This will avoid additional payments having to be tallied up and will speed up the process of agreeing payments. Emergency payments may still need to be made however this would be in exceptional circumstances.
5. I believe the “Other Items” and “Open Forum” parts of the meeting are important for members and the public. It is however for comment only as no decisions can be taken. I propose that this is still taken at the end of the meeting but that Councillors and the public constrain themselves to up to 2 minutes to speak on items they wish to raise.
6. Regarding minutes and the procedure for signing them off at meetings, it has not been the practice in the past to amend or alter minutes of meetings before the draft minutes are placed before council for signing off by the Chairman at the following council meeting. The procedure of allowing the Chairman or Vice Chairman to correct any obvious typo’s or number errors is acceptable but members must note that the minutes are a record taken by the Clerk and should not be amended, before the public meeting. If a councillor wishes to take issue with the Clerk’s record of the minutes, these can be amended by debate at the following meeting, voted on by councillors, and then signed by the Chairman. If this procedure is not followed, then the Parish Council is laying itself wide open to criticism as it has to be seen to be transparent. Members should come to the meeting with an alternative proposal for the disputed minute which is debated and voted on. Minutes are a record of decisions only and it is only such decisions that are required to be correctly recorded.
7. The practice of stating “a majority of the Council agreed “needs to be clarified. If the Council makes a decision then it is a fact that it is a majority decision and there is no need to record as such. If a member wishes to record his vote, either for or against a proposal, he may ask for his vote to be recorded and the Clerk will record his name in the minutes.
8. I would also like to remind members of their responsibility under the Code of Conduct, in particular comments made to the Chair and to other members. Also may I remind members of their responsibility in declaring personal and prejudicial interests? Please make sure you refer to the guidance in the Code of Conduct and if in doubt, refer to the Clerk who can obtain advice from the Monitoring Officer. It is not the Clerks responsibility to tell members whether they should declare an interest or whether they should leave the meeting while the item is being discussed, but the Clerk can obtain advice regarding any possible conflict.