Thursday, July 03 2008

Minutes July 2008

07/08
WEST WITTERING PARISH COUNCIL
MINUTES of the Meeting of the Parish Council,
Held on Thursday, 3rd July 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. Mr. D. Hopson, Mr. W. Buckland, and 7 members of the Public. Cllrs Montyn and Jones and Daws Chew were also in attendance.

60. APOLOGIES FOR ABSENCE
Mr. K. Martin

61. DECLARATIONS UNDER THE CODE OF CONDUCT
None

62. MINUTES
Subject to Minute 51 showing that Mr. Robertson was in attendance, on a proposal by Mr. Tupper, seconded by Mr. Buckland, the minutes were agreed and signed by the Chairman.

63. CLERKS REPORT AND ACTION LIST PROGRESS
(a) Allotments
Mr. Tupper reported that NTQ’s had been issued to plot holders who had failed to cultivate their plots. Mr. Colwell reported that the Allotments Association had ceased to exist and needed encouragement to help become active again. Mr. Tupper agreed to organise strimming of overgrown plots.
(b) Footpaths and Open Spaces.
Mr. Shrubb reported that WSCC had revisited and cleared those footpaths identified and that Mr. Ruff had carried out the additional work.
(c) Sportsfield and Pavilion Management
Mr. Tupper reported that the proposed storage compound was rather large and there was a problem with the height of the fence. He agreed to discuss this with the Football Club.
Regarding the Croquet Club, it was agreed on a proposal by Mr. Wright, seconded by Mr. Buckland, that permission be given for a shed for storage on the western boundary, providing the adjacent properties did not object. Mr. Hutton asked Mr. Robertson to ask the Cricket Club to tidy up the storage area and remove items dumped in the Car Park.
Members noted that Mr. Ruff had provided increased costs for the Cricket field hedge cutting and the Village Green mowing at £145 and £225 respectively. On a proposal by Mr. Shrubb, seconded by Mr. Tupper members agreed the increase. Members also noted that the new cricket fence had been installed at Millennium Meadow.
(d) Snowhill
Mr. Shrubb reported that the new No Parking signs were ready to be put up.
(e) Memorial Hall
Members noted that the new chairman was Mr. David Beveridge.
(f) F&GP
The meeting held on 16th June 2008 agreed the arrangements for the Pagham to East Head Coastal Strategy meeting on 18th July 2008.
Mr. Hutton reported on the current arrangements regarding the way that the Parish Council organises its business, in particular the use of committees and working parties. He proposed that the Clerk be asked to look at the current options and provide a report for Councillors which addresses these issues, by September, for discussion and subsequent approval by October.
He asked members for their views.
Mr Wright spoke regarding the law relating agenda, and summonses, and how the Parish Council discharged its administrative functions under the Local Government Act 1972. He confirmed that there is no obligation to operate with a Committee system as the Council may operate through officers and retain all decision making itself.
Mr. Buckland accepted Mr. Wright’s comments and added that he would not wish to see the Parish Council overburdened by administration. Mr Tupper agreed also and added that he would not wish to see any additional bureaucracy and that currently the Council provided good value for money regarding administration. He felt that as the Council was acting lawfully then why change. He did support the case for the Planning Working Party to become a Committee, but did not support any further Committees or sub Committees.
Mr. Shrubb expressed his view that any changes should be measured and should reflect the fact that West Wittering is a small rural seaside Parish, and that the structure should be simple and manageable and not increase the cost of administration. He seconded the Chairman’s proposal.
Mr. Robertson supported the case for openness and democracy and supported an agreed solution to go forward rather than arguing over legal points. Mr. Colwell supported these comments and also a simple structure which worked well rather than something bureaucratic.
Mr. Hopson disagreed with the point that Working parties were lawful, and said that the agenda did not specify business to be discussed. He was concerned that there was lack of clarity over who did what and that Working parties did not have a remit. He supported the proposals for a review.
(g) Village Green
No items.
(h) Parish Plan
No items.
(i) Twinning.
No items.
(j) Web Site and Communications
Mr. Martin had previously circulated notes of the Working Party meeting and proposals for the web site development. Members noted that CDC could not deliver the requirements of the web site for 15 – 18 months because of lack of resources. Therefore the Working Party wished to look at developing the web site in house. Mr Robertson expressed concern that the current web site needed redesigning not replacing and that this me made very clear in any specification for work.
On a proposal by Mr. Wright, seconded by Mr Tupper, it was agreed to obtain competitive quotes to implement the continued design and functions identified by the Working Party, and to report these quotes back to the Parish Council. Before the recorded vote Mr. Shrubb proposed that the additional software should not be purchased at this stage, this was seconded by Mr. Colwell.
On a vote of 6 for and none against the proposal was agreed. Mr. Hopson abstained.
(k) Footway Lighting
No items to report.
(l) Pag/Head Coastal Strategy
Mr. Robertson reported on the Going Dutch exhibition and seminar recently held on issues relating to coastal protection and in particular integrated coastal protection strategies. Mr. Wright referred to the current strategy, and the preferred view of many residents which was to “hold the line”. The Chairman opened the meeting to Cllr Peter Jones, who agreed that adaptive management was the only solution as hard defences would be difficult to reverse if found to be ineffective.
64. CORRESPONDENCE
Members noted that items as listed in the Clerks report had been circulated.
(a) CBA Trees – Risk Assessment for Trees
Mr Shrubb stated that the recommendations in the report should be addressed as priority. He was asked to obtain further copies of the report so that work could begin on getting the necessary work done.
(b) Seminar on public Art in the Chichester District
Mr. Hopson agreed to attend.
(c) Boundary Commission
The Clerk reported that the draft recommendations for West Sussex had been circulated.
Councillor Peter Jones reported that there were no changes within the Chichester District, and that single member divisions had been recommended elsewhere in the County.

65. FINANCE
(a) Balances at 24/06/2008 as per bank reconciliation circulated to members - £89,437.53
(b) Accounts as listed in the Clerks report plus additional payments approved at the meeting were authorised as follows;
(i) Travis Perkins Staples 4.70
(ii) Eradipest Pest Control 183.13
(iii) Wicks Farm Mowing u/p June 2008 100.00
(iv) Stuart Dobbin Internal audit service 05/06 525.00
(v) British Gas Pavilion 145.19
(vi) The Sign Shop Snowhill signs 54.64
(vii) C. Tranchant Gardening 40.00
(viii) CBA Trees Hazard and Safety Report 1,374.73
(ix) J. Kenward Bus shelters and pavilion 806.00
(x) Wicks Farm Sundries 9.92
(xi) J. Hamper Potts Litter 112.00
(xii) Wicks Farm Mowing 347.80
(xiii) Knights Fencing Cricket fence 10,573.83
(ivx) Knights Fencing Allotment 464.13
(xv) Chichester DC Paladin 132.13
(xvi) SWR Garden Services Footpaths etc 1200.00
(xvii) Zurich Insurance Premium 1999.57
(xviii) Castle Printers newsletter 112.00
18185.31
(c) On a proposal by Mr. Tupper, and seconded by Mr. Buckland, payment of the above accounts was authorised by the Parish Council.

(d) Internal Auditors report
On a proposal by Mr. Shrubb, seconded by Mr. Robertson, the Internal Auditors report was accepted by the Council.
(e) Instant Access Savings Account
The Clerk reported an offer from the Council’s bankers for an improved interest rate on deposits. On a proposal by Mr. Hutton seconded by Mr. Tupper it was agreed to move the Councils deposits to the Instant Access Saver A/c with Barclays.

66. PLANNING
(a) Members noted that planning decision lists had been circulated.
(b) Members noted the decision of the Planning Working party which had met before this meeting was as follows;
List No. 23/08 WW/08/02050/DOM Colville Cakeham Road West Wittering
New dormer window to rear elevation.
NO OBJECTION
WW/08/02257/DOM Glentana 49 The Crescent West Wittering
Side window to kitchen.
NO OBJECTION
List No.24/08 WW/08/00936/DOM Merry Harbour Roman Landing West
Wittering, Change of use of existing (integral) garage into play room. Replacement of existing pair of wooden garage door with wall and window and erection of double timber garage.
NO OBJECTION
List No. 25/08 NONE

67. OTHER ITEMS FOR DISCUSSION
(a) I.D.badges
Mr. Buckland suggested that members need I.D when doing Council work. Mr Hutton agreed to produce these if members sent him a photograph.
(b) Going Dutch Conference
Members recorded their thanks to Mr. Robertson for attending this conference on behalf of the Parish.

68. OPEN FORUM
Mr. Abbott requested a full copy of the agenda on the notice board so that all planning applications could be listed in advance of the meeting.