Monday, March 18 2013
Minutes March 2013
WEST WITTERING PARISH COUNCIL
MINUTES of the Meeting of the Parish Council,held on Thursday 7th March 2013 in the Sports Pavilion,Rookwood Road, West Wittering, PO20 8LT
PRESENT: Mr. K Martin (Chairman), Mr Shrubb (Vice Chairman), Mr C Pine, Mr I Parker, Mr W Buckland, Mr S Jennings, Mrs J Barrett, Mr Wright and 8 members of the public. Cllr Montyn and Cllr Marshall were also in attendance.
159. APOLOGIES FOR ABSENCE
Mrs M Goodall
160. DECLARATIONS UNDER THE CODE OF CONDUCT
Mr Wright and Mr Martin declared an interest in the item concerning the Pound Rd TRO. Mr Shrubb declared an interest in the planning application for 17 Joliffe Rd, and in the item concerning Scott’s Farm and the mowing contract.
161. PLANNING APPLICATIONS
(a) The Council discussed the following planning applications;
| List No | Reference | Application details |
| 6/13 | NONE | |
| 7/13 | WW/13/00215/FUL | Mr Rhys Daniel (Hyde Martlet)
Land West Of 10 To 16 Summerfield Road West Wittering Variation of condition 19 to original planning permission WW/10/03356/FUL – revised drainage layout. OBJECTION does not resolve breach of condition 19. |
| WW/13/00268/DOM | Mr Robert Scott-Kerr 6 Owers Way West Wittering Rear extension, raising roof 450mm to create loft space and conversion of garage to store and playroom OBJECTION uneighbourly out of keeping with character of street and loss of privacy. | |
| 8/13 | WW/13/00315/DOM | Mr And Mrs P Philo Barn Cottage Elms Lane West Wittering Demolition of existing conservatory. Ground and first floor rear extensions. New porch to front elevation NO OBJECTION |
| 9/13 | WW/13/00252/DOM | Mr Marcus Irwin-Brown Beach House Pound Road West Wittering Alterations to existing front porch, insertion of glazed panels/hardwood frames and glazed hardwood doors NO OBJECTION |
| WW/13/00378/FUL | Mr And Mrs Fairley Land To The East Of 52 Howard Avenue West Wittering Erection of a 3 bedroom detached dwelling with integral garage and temporary positioning and use of caravan. COMMENT re glazing f/f bathroom and condition re removal of caravan within 3 years of determination. | |
| WW/13/00469/DOM | Mr & Mrs Ware 17 Joliffe Road West Wittering Conversion of garage to include a single storey front extension. Rear extension. Alterations to dormers. Internal and external alterations. Garden room. COMMENT condition requested re non-use of garage as separate unit of accommodation | |
| WW/13/00500/PLD | Mr And Mrs D Burley 27 Marine Drive West Wittering Extension to dwelling.NO OBJECTION | |
| WW/13/00562/FUL | Dr Paul Haines 24 Marine Close West Wittering Replacement dwelling NO OBJECTION |
(b) Neighbourhood Plan
Mr Martin attended a meeting of the West Wittering Residents Association to update members and generate interest in the group participating in the development of a Neighbourhood Plan. In addition the Clerk was asked to research grants available towards the cost of producing the plan.
(c) Scott’s Caravan Site
The Clerk referred to a query from Mrs Hadley of Cakeham Estates regarding a caravan which appeared to be sited on the old play area. It was agreed to advise Mrs Hadley to discuss the history and planning restrictions on this land with Mr Wright who was involved with the original enforcement action.
162. MINUTES AND MATTERS ARISING
On a proposal by Mr Parker and seconded by Mr Pine, the minutes were agreed and signed by the Chairman.
163. DISTRICT AND COUNTY COUNCILLOR UPDATE
Cllr Marshall reminded the Council that the Local Plan was about to be released for consultation, ending in May 2013, and that the allocation of new homes in West Wittering had been reduced to 50 up to 2029 and in East Wittering and Bracklesham, 100. Mr Wright asked if CDC would meet the deadline for the production of the Local Plan. Cllr Montyn emphasised the importance of developing a Neighbourhood Plan. He also updated the Council regarding the proposed TRO for Pound Rd and informed the Council that Ed Dickenson of WSCC would be responding shortly. He confirmed that he had received a copy of a letter from the Rector of the Parishes of West Wittering and Birdham with Itchenor to the Parish Council in support of the amendment to the TRO.
164. CLERKS REPORT
(a) Allotments
Members noted the report from Mrs Megeney that the only plot un- let was the one with slow worms on it, and Mr Pine agreed to look at this with Mr Melton. The Association was grateful for the work to the drainage at the entrance to the car park. She reported that the next project would be to look at the shed lettings. It was agreed to write to B&M Plant Hire and thank them for undertaking the work to the drainage.
(b) Footpaths and Open Spaces
Mr Pine reported on proposals for the new bus shelter and distributed some designs for members to consider. Following consideration of the designs, on a proposal by Mr Buckland, seconded by Mr Parker, it was agreed to proceed with the Queensbury Chester range in green. Mr Pine agreed to get a firm quotation including installation.
Mr Shrubb reported on litter picking for the forthcoming months. He agreed to arrange quotes for an increase in frequency in some areas, which would be presented to the Council in April.
Regarding the proposed memorial seat on the Village Green it was noted that this was now being dealt with by West Wittering Estates.
Mr Martin reported that negotiations regarding the management of the public toilets on the Village Green were on going as the support of West Wittering Estates was needed before the Council could enter into any agreement.
(c) Sportsfield Management
Members noted the pest control for moles was ongoing and that the play area would remain closed until the soil could be removed or levelled, and it was agreed to ask the contractor to do this before the Easter break.
Mr Buckland reported that he had produced a business plan for the proposed tennis courts and it was agreed to circulate this. He stated that he was considering where to site the courts as the space where the old play area was may not be suitable.
Members also agreed that one shutter needed repairing, and following discussion on a proposal by Mr Martin, seconded by Mr Buckland, the Council agreed to arrange for the repair to be carried out up to a sum of £600, and in addition the Clerk was asked to research other local companies who could provide a quote for a maintenance programme.
Mr Shrubb agreed to look at the H&S reporting and risk assessments for the Pavilion and Sportsfield with a view to reducing current frequency and reporting on an exception basis. Mrs Barratt agreed to assist. In the interim it was agreed to notify the Caretaker to complete the reports every fortnight.
The Clerk reported on the response from the company who service the fire alarm. Members requested further details regarding the comments concerning the commissioning of the alarm system especially relating to the mains supply. It was also agreed to investigate an alternative provider and if necessary obtain a quote for compliant mains supply.
The Chairman opened the meeting to allow Mrs Waller the Football Club Secretary to address the Council. She requested support for an application to the FA for a youth academy. This was agreed.
Members considered the quote for mowing the Sportsfield for 2013, and Mr Shrubb left the meeting while this item was discussed. On a proposal by Mr Pine, seconded by Mr Buckland the price of £163.75 quoted by Wicks Farm was agreed. Mr Shrubb returned to the meeting after this item.
(d) Snowhill
Mr Martin outlined the proposals for traveller protection at Snowhill which included a quote for a ditch around the perimeter of the green, or a lockable rising bollard which in conjunction with an additional post would prevent unauthorised access. The bollard would require a key for access but he stated that the CDC waste collection service had agreed that this was an acceptable option. The Chairman opened the meeting to allow Mr Tayler to address members. He asked for comparative quotes for the two options as he was concerned that there may be an issue regarding timing when trying to put the bollard down. Mr Pine reported that the approximate cost of the trench would be £2k as compared with the quote for the bollard which was £547.
The Chairman suggested proceeding with the bollard option and that the trench be considered at a later date if the bollard proved unworkable.
On a proposal by Mr Pine, seconded by Mr Jennings it was agreed to proceed with the lockable bollard. Members noted the repairs to the slipway were completed and Mr Goldsmith thanked the Council on behalf of the Sailing Club and parishioners.
The Clerk reported that the Council could be held liable if an accident was caused by the large rocks which had been placed on the edge of the green near the slipway, and it was agreed to review this once the bollard was in place.
The Chairman referred to the request from WWSC for a contribution towards a load of shingle as part of their beach maintenance. On a proposal by Mr Shrubb, seconded by Mr Pine it was agreed to pay for half a load, subject to the invoice being made out to West Wittering Parish Council.
(e) Memorial Hall
There were no items to report.
(f) Finance
Members noted that the fee for budget monitoring information had increased to £350 pa from 1st April 2013. On a proposal by Mr Shrubb seconded by Mrs Barratt this was approved.
The Chairman asked the Council to approve a Chairman’s Allowance to be used for refreshments for the Parish Assembly. Mr Shrubb expressed his concern as to whether this was appropriate for a small rural parish council and how the electorate would view such expenses. Mr Martin explained that he only sought funding for the specific item and not for miscellaneous items. Accounting for such items as Chairman’s Allowance had been recommended by SALC at the course he had attended. Following discussion members agreed that a sum of £200 was approved for the Chairman to use to provide refreshments including alcohol at the Parish Assembly.
(g) Village Green
No items.
(h) Twinning
No items.
(i) Communication and Web site
The Chairman encouraged Members to sign up on the web site for alerts and messages. He noted that there were still some councillors who had not done so.
(j) Footway Lighting
Members considered that Chairman’s draft letter regarding the subject of footway lighting in Elms Lane and approved its distribution. Mr Bird and Mrs Barratt agreed to assist in the delivery of the letters to residents.
(k) East Head/CIAG/Wittering Flood Defences
No items to report
(l) Emergency Planning
(m) Peninsula Forum
Mr Martin reported that the Local Plan and housing number s was discussed at the recent meeting, including information regarding the true numbers on CDC’s housing waiting list.
No items to report.
165. CORRESPONDENCE
(a) Members noted items listed in the Clerks report had been circulated
(b) Use of Pavilion as Poling Station
Members agreed that the Annual meeting would be held on 9TH MAY 2013 to allow the Pavilion to be used as a Polling Station for County Council elections on 2nd May 2013. It was further agreed that the Annual Parish Assembly would be held in the Sports Pavilion on Thursday 23rd May 2013 at 7.30pm.
166. FINANCE
(a) Accounts for payment were authorised as follows;
| Payee | Details | £ |
| Viking | Printer, chair | 568.70 |
| SALC | Subscription to LCR | 16.00 |
| SALC | Training course | 105.00 |
| Channel Safety Systems | Service fire alarm | 152.63 |
| HMRC | Tax and NI | 429.35 |
| Mrs J Brown | Salary and mileage etc | 2,571.88 |
| Playsafe playgrounds | Repairs to play area | 1,098.00 |
| B&M Plant Hire | Snowhill entrance and slipway | 4,569.60 |
| Mrs M Waller | Caretaking | 200.00 |
| C Tranchant | Pavilion Garden – August | 40.00 |
| Mr S Ruff | Maintenance – Village Green and play area |
230.00 |
| Mr S Ruff | Pavilion fence | 50.00 |
| Mr S Ruff | Footpaths | 115.00 |
| Mr S Ruff | Repair slabs – Pavilion | 138.50 |
| Mr K Martin | Mileage | 63.45 |
| CDC | Emptying of dog waste bins | 756.51 |
| TOTAL | 11,104.62 |
(b) On a proposal by Mr Shrubb, and seconded by Mrs Barratt, payment of the above accounts was authorised by the Parish Council.
167. TRAINING AND ACTION PLANS
The Chairman reported on his recent training day organised by SALC and encouraged Members to consider attending the next course in November 2013 in Chichester. A number of issues had been raised at the course regarding the administration of the Council and he agreed to circulate a report of his proposals for consideration at the next meeting.
168. ANNUAL PARISH ASSEMBLY 23RD MAY 2013
The Chairman suggested asking the Community Warden to address the meeting on the work he does for the Parish and in particular drug related matters, litter and fly tipping. It was also suggested that the new Sussex Police Commissioner should be invited.
169. CLERKS SALARY
On a proposal by Mr Shrubb, seconded by Mr Pine it was agreed to exclude the Press and the public to discuss this item.
170. OTHER ITEMS FOR DISCUSSION
(a) Highway matters
Mr Martin referred to the uneven footway along Elms Lane and the Clerk was asked to write to WSCC again. It was also reported that he spoil heap in Piggery Hall Lane had not been removed. Also reported was a large pothole on Chichester Rd at Malthouse corner (going north).
171. OPEN FORUM
Mr Bird reported that WSCC had attended to the northern culvert in Elms Lane and would be investigating the state of the southern culvert. Members noted some rails broken on the cycle path.
172. CLERKS SALARY
On a proposal by Mr Wright, seconded by Mr Buckland it was agreed to increase the Clerks salary by 1% with effect from 1st April 2013. It was also agreed to ask the Clerk to attend an updating training course in the current year and to prepare a plan for attaining the CiLCA qualification over the next few years.
There being no further business for discussion the meeting closed at 9.50 pm.
Signed: ……………………………………………………………………………. ………………….. Date: ………………………………………
Chairman
The next meeting of the Parish Council will be held on Thursday 4th April 2013 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