Friday, March 25 2011

Minutes March 2011

WEST WITTERING PARISH COUNCIL

MINUTES of the Meeting of the Parish Council, held on Thursday 3rd March 2011 in the Sports Pavilion, Rookwood Road, West Wittering

PRESENT: Mr. R Hutton, (Chairman) Mr. R. Shrubb, (Vice Chairman) Mr. S. Colwell, Mr. T. Tupper, Mr. K. Smith, Mr. K. Martin, Mr. D Wright, Mr. W. Buckland, Mr. J Robertson, and 8 members of the public. Cllr Montyn was also in attendance,

23. APOLOGIES FOR ABSENCE

Mr. Robertson.

24. DECLARATIONS UNDER THE CODE OF CONDUCT

None

25. PLANNING APPLICATIONS

Members considered the following planning applications;

5/11 WW/11/00111/FUL

Merrow East Strand West Wittering – Erection of replacement dwelling. Amendment to approved scheme (WW/10/00588/FUL.) – NO OBJECTION

6/11 WW/11/00349/DOM

25 Chaucer Drive West Wittering – Balcony to rear elevation (retrospective application.) – OBJECTION, uneighbourly and intrusive.

7/11 WW/11/00487/DOM

35 Russell Road West Wittering – Amendment to approved application WW/10/05088/DOM for proposed gable roof ends to the rear extensions. – NO OBJECTION

26. MINUTES

On a proposal by Mr. Martin, seconded by Mr. Shrubb, minute 17(k), second paragraph was amended to read as follows; “He reported that the flood defence draft programme had also been issued. The funding was provisionally allocated by the Environment Agency for 2011/12 and needed to be committed before 31st March 2012. A further allocation of funding from the EA would be necessary in 2012/13 to complete the project but the EA has advised that such funding is highly likely as it normally takes priority over new projects. The Flood Defence Action Group was planning to get the approval of key donors to release their contributions to cover professional fees in advance of the project being secured. It was hoped that the project would begin after winter birds had left Chichester Harbour in 2012. The next meeting of donors would be in April.” Members agreed this amendment and the minutes were duly signed by the Chairman.

27. DISTRICT AND COUNTY COUNCILLORS REPORTS

Cllr Montyn reminded members that the next Peninsular Forum meeting would be held on 7th March 2011 at East Pallant House.

28. CLERKS REPORT

(a) Allotments

Mr. Tupper reported that there was still a waiting list for the few vacant plots which would be let in the next few weeks. He also reported that the boundary along Roman Landing had been cleared.

(b) Footpaths and Open Spaces

Members noted the meeting with WSCC regarding the extension of the new cycle path. The budget price for this was estimated at £191,000 and as this was considered to be high in comparison with the newly constructed path, the Clerk was asked to query this with WSCC and obtain further details.

The Clerk reported that grant had been agreed to carry out repairs and surfacing to additional footpaths, and was asked to organise the appropriate quotes.

(c) Sportsfield

The Clerk reported that 3 quotes had been requested for pest control for the Sportsfield and Millennium Meadow. Only one contractor had responded, quoting £540 plus VAT for a six week period of treatment. On a proposal by Mr Hutton seconded by Mr Smith, members approved the quote.

Mr Tupper spoke about the possibility of appointing a Caretaker for the Pavilion. It was agreed that the Sportsfield Working Party should meet to draw up the roles and responsibilities and costs, so that the Council could consider this in April. Mr Hutton reported that the loft area in the Pavilion had too many items stored there, and asked the Football Clubs to remove it all as a matter of urgency. Mr. Colwell asked if the Council should reconsider external storage and it was agreed to ask the Football Clubs about this.

The Clerk reported that some youths had been caught throwing benches over the perimeter fence into the campsite and that the Police had been able to take action.

(d) Snowhill

Mr. Colwell reported that the new stakes for the beach would cost approximately £40 – £100 for 6 stakes. On a proposal by Mr Colwell, seconded by Mr. Smith it was agreed that Mr Colwell should go ahead with this work.

Regarding the beach maintenance, Mr Shrubb reported that the Sailing Clubs Beach Committee had requested 1 load of shingle, and asked for the Council to pay for half. On a proposal by Mr Shrubb, seconded by Mr Hutton, this was agreed. Mr Colwell asked if additional shingle could be put at the end of the Parish chain.

(e) Memorial Hall

No items to report.

(f) Finance

No items to report.

(g) Village Green

Mr Hutton reported that he had received a quote from Knights Fencing to install a low post/rail type fence on the entrance boundary of the village green to prevent cars accessing the green. The quote was for £640 plus vat. On a proposal by Mr Hutton, seconded by Mr Wright, on a vote of 6 for and 2 against it was agreed to go ahead with this work. Members also noted that traffic cones and chains had been placed across the driveway. It was agreed that this did not enhance the area so the Clerk was asked to write to the householder and ask them to consider removing it in the light of the new fencing which had been agreed.

(h) Twinning

Mr. Wright reported that Moutiers had expressed an interest in twinning with a German town or village.

(i) Web Site and Communications

No items to report.

(j) Footway Lighting

Mr. Martin reported that a quote for the changes to the current lighting had been received from WSCC which could be carried out now.

The cost was £400 plus VAT and on a proposal by Mr Martin seconded by Mr Wright, agreed by all embers. The Clerk was asked to write to WSCC and confirm that the Parish Council would pay for the work to be done now.

(k) EHCAIG/EA Flood defences

Mr. Martin reported that the Flood Defence Group would be reporting to its donors at a meeting in April. It was noted that the Group needed to write to the Parish Council to request the agreed £10,000 grant to be paid. Mr. Wright informed members that the crucial meeting of the EA would be held in May.

(l) Emergency Planning

No items.

(m) Summerfield Rd Project Liaison

Mr. Smith reported that arrangements were in hand for the pre construction works regarding site access and that the S106 agreement should be in place by 14th March. Mr Hutton reported that he had attended the opening of the scheme at West Ashling.

Mr Hutton agreed to attend the CDC Local Housing Requirement Study on 14th March.

29. CORRESPONDENCE

Members noted that items as listed in the Clerks report had been circulated.

(a) WSCC Highways – Elms Lane

Members noted a letter from Highways in response to the Councils letter regarding flooding in Elms Lane. It was noted that the problem was not with ditches, but the blocked land drains which did not allow water to flow off the road in the autumn when blocked with leaves. It was agreed to respond to WSCC and copy this to the Memorial Hall so that they

Could ensure their ditches were kept clear.

30. FINANCE

(a) Accounts for payment were authorised as follows:

WSCC Contribution to E/W Path – £36,752.00
HMRC PAYE – £841.41
Mrs J Brown Salary and expenses – £2,168.43
Richards Fencing Allotment boundary – £165.00
SALC Subscription LCR – £15.50
J Hamper Potts Litter collection – £70.00
J Clay Hedge cutting Joliffe Rd – £54.00
Mrs J Brown New monitor – £140.71
Chris Skinner Allotment hedge – £312.00
Wicks Farm Materials – £23.40
Chris Skinner Tree surgery (50%) – £897.00

Sub-total – £41,439.45

BT (Direct debit) Fax line – £44.31
BT( Direct debit) Office line – £76.86

Total – £41,560.62

(b) On a proposal by Mr. Martin, and seconded by Mr. Hutton, payment of the above accounts was authorised by the Parish Council.

(c) Clerks Salary

On a proposal by Mr Hutton, seconded by Mr Shrubb members agreed to exclude the Press and the Public in order to discuss this item at the end of the meeting.

(d) Community Wardens

Members discussed the contribution for this service for the forthcoming year and whether the budget for litter picking could be reduced if this was undertaken in some areas by the Community Warden. On a proposal by Mr Wright, seconded by Mr Smith the contribution was agreed at £1,500 for 2011.

(e) Parish Office

Mr. Martin proposed that the Parish Office should be opened for the public and staffed by the Clerk and one member for one morning or afternoon per month. This was seconded by Mr Wright and agreed that this would start in June 2011 and be held between 10.00am and 12 pm on the Thursday before the Parish Council meeting.

31. PLANNING

Mr. Wright informed members that the Merry Harbour appeal decision was available for members to view.

32. OTHER ITEMS FOR DISCUSSION

(a) Highways

Members reported a number of highway defects including the poor state of the surface of the cycle path along the Birdham Straight particularly opposite Birdham Stores, and a number of overgrown hedges and trees,

33. OPEN FORUM

No items from the public.

34. CLERKS SALARY

On a proposal by Mr Wright, seconded by Mr. Martin, the Clerks salary was increased by £250 to £10,752 with effect from 1st April 2011.

There being no further business for discussion the meeting closed at 9.20 pm.

Signed…………………….…Chairman…………………..Date………………

The next meeting of the Parish Council will be held on Thursday 7th April 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