Thursday, November 26 2009

Minutes November 2009

WEST WITTERING PARISH COUNCIL

MINUTES of the Meeting of the Parish Council, held on Thursday, 5th November 2009 in the Sports Pavilion, Rookwood Road, West Wittering

PRESENT: Mr. R. Hutton, (Chairman) Mr. R Shrubb, Mr. D Wright, Mr K Smith, Mr. J Robertson, Mr. K. Martin, Mr. W Buckland, Mr T Tupper, and 16 members of the Public. Cllr Pieter Montyn was also in attendance.

109. APOLOGIES FOR ABSENCE

Mr. S Colwell

110. DECLARATIONS UNDER THE CODE OF CONDUCT

Mr Shrubb declared a personal interest in the planning application for Wicks Farm, and Fosse. Mr Robertson declared an interest in the application for Fosse.

111. MINUTES

Subject to Minute 99 being amended as follows:

After residents insert” the School, the Church and their invitees” and delete “as it was still” from the third paragraph.
Add “it is an offence to drive on a public footpath but there are exceptions to this which permit residents, church goers, and school visitors and their invitees to do so, but the exceptions would not extend to the public using it as a rat run”.

Subject to Minute 104b being amended to add “with their permission” after Cakeham Estates, and Minute 104g being amended to add “subject to planning permission” after Village Green,

it was proposed by Mr Wright, seconded by Mr Shrubb, that the minutes be signed as a truse and correct record.

112. PLANNING APPLICATIONS

Members considered the following planning applications and the meeting was opened to allow the public to address the Council. The decisions of the Council are set out below.

List No. 40/09 WW/09/03886/DOM 4 Quickset Cottages, Chichester Road West Wittering – Side and rear extension, new porch, internal and external alterations to suit. NO OBJECTION

WW/09/03337/DOM Outback 39 The Crescent West Wittering – Proposed double doors and balcony at first floor to rear elevation. NO OBJECTION

List No.41/09 WW/09/03373/FUL Land Adjacent Fosse, Wellsfield West Wittering – Erection of a new 3 no. bedroom chalet style bungalow with rear conservatory and tandem garage. NO OBJECTION

WW/09/03475/DOM 21 Malthouse Cottages Rookwood Road West Wittering Chichester – Front porch with hipped roof. NO OBJECTION

WW/09/03454/DOM White Horses West Strand West Wittering – New dormer on west (side) elevation to match existing. NO OBJECTION, providing neighbours so not object.

WW/09/03477/TCA Hayes House Cakeham Road West Wittering – Notification of intention to crown reduce by 40% (with corresponding shaping to match) on 1 no. Beech tree. NO OBJECTION

List No.42/09 WW/09/03356/TCA Rowan House Cakeham Road, West Wittering – Notification of intention to crown reduce by 30% and deadwood 1 no. Oak tree and removal of 2 no. lowest northern branches and reduce northern sector by up to 2.5m on 1 no. Monterey Cypress tree. NO OBJECTION

WW/09/03500/FUL Wicks Farm Caravan Park Redlands Lane West Wittering – New secure storage building to existing campsite. NO OBJECTION

List No. 43/09 WW/09/04307/FUL Merrow East Strand West Wittering – Erection of replacement dwelling. NO OBJECTION

List No. 44/09 WW/09/03503/DOM Park End 4 Marine Drive West Wittering – Garage extension. COMMENT If approved a condition preventing use as a dwelling.

113. CLERKS REPORT

(a) Allotments

Members noted that the new gate had been correctly hung. All plots had been let with the exception of 1 which was to be split and offered to 2 applicants.

(b) Footpaths and Open Spaces.

Members considered the possibility of CDC closure of Pound Rd conveniences as a result of the current services review. On a proposal by Mr Wright, seconded by Mr Martin, it was agreed to write to CDC to express the Council’s view that these conveniences should remain open.

Mr Shrubb reported that the E/W cycle path was scheduled for construction in March 2010.

Members considered prices for undertaking a tree audit following the full survey carried out 2 years ago on all Council owned trees. It was agreed to have this inspection carried out now, and the Clerk was instructed to write to CBA Trees.

Regarding the gates across Pound Rd, members noted that Mr Davies letter had been circulated. Members also noted an e mail and copies of correspondence from residents of Pound Rd.

Mr Martin stated that a number of representations had been made to him concerning these gates and that whilst many were sympathetic to the road being used as a rat run, there were concerns that these gates were illegally erected.

The Chairman opened the meeting to allow Cllr Monteyn to inform the meeting that WSCC officers had formulated proposals which would be communicated to the Parish Council. It was agreed to discuss this at the next meeting.

Mr Shrubb confirmed that quotes had been requested for the track at Snowhill and footpath repair work.

The Chairman confirmed that the Pavilion had been cleaned by a local domestic cleaning company to supplement the cleaning already carried out and that the new fire regulations had been complied with and the appropriate report commissioned. Mr Tupper reported that there was a gap in the fence on the Sportsfield which needed attention.

(d) Snowhill

Mr Wright reported that the abandoned topper dinghy had been removed.

(e) Memorial Hall

No items to report.

(f) Finance Working Party

Members noted that the Finance Working Party had met to begin budget preparation and Mr Shrubb reminded members to let him have any spending requirements as soon as possible. Members discussed the current financial regulations and following discussion on a proposal by Mr Martin, seconded by Mr Tupper the following amendment was agreed.

“Where the Parish Council is procuring routine works or services for value less than £800 excluding VAT the requirement for competitive tender is no longer essential. The Parish Council will maintain a list of preferred contractors that have previously provided to it satisfactory works or services of a similar nature. Any works or services required by the parish Council and exempt from competitive tendering will if possible be offered to a preferred contractor.

The parish Council will continue to require prior written quotations for all works and services notwithstanding their exemption from competitive tendering.

(g) Village Green

It was agreed to chase Gifford’s regarding work to the willow tree.

(h) Twinning.

No items to report.

(i) Web Site and Communication

Mr Martin reported that the web site had over 1000 unique visitors in the month of October. He reported that future developments would include internet polling on matters affecting the Parish.

Members also discussed the proposed newsletter and it was agreed that an initial letter should be prepared for January 2010. Mr Martin agreed to hold a working party meeting to gather initial ideas on content and report back to the Parish Council.

Mr Hutton stated that Mr Hopson’s web site was causing increased concern to Councillors because of some of the potentially defamatory content and because the public may confuse it with the Councils own web site. Following debate, Mr Hutton proposed that the Clerk be authorised to seek legal advice (up to an amount of £500) regarding the content of Mr Hopson’s web site and whether the Council could take any action. This was seconded by Mr. Wright and agreed by the Council on a vote of 6 for, 1 against and 1 abstention.

(j) Footway Lighting

Members noted the revised timeframe for the transfer to the PFI provider, and noted that the new provider must be given the correct list of footway lights with those requiring repair/replacement.

(k) Pag/Head Coastal Strategy

Mr. Robertson reported on the meeting of the EHCAG held on 7th October.

The main item for discussion was identifying triggers for action, which was documented so that all parties could be aware. It was noted that Havant BC would coordinate the monitoring information.

Mr Robertson also reported on a meeting held on 5th November with Mr Grey of the Environment Agency. This meeting was unknown to the Council and members were concerned that the Council had not been informed that it was to be held to discuss flood defence for West Wittering.

It was agreed to ask that in future the Parish Council should be advised in advance of any such meeting so that the appropriate members could attend.

(l) Emergency Planning

Mr Smith reported on the recent meeting with Lloyd Harris of CDC regarding new arrangements for emergency planning. It was agreed to meet again on 30th November to complete the register of contacts and discuss recruitment of volunteers.

114. CORRESPONDENCE

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

(a) Local Policing

Members noted the response from Sgt Ottery regarding attendance at meetings.

(b) WSCC County Local Committees – Statement of Partnership

Mr. Martin agreed to attend this meeting.

Members considered the report and information from CD regarding the scheme which was being considered for future funding. Members discussed the current activities of the Community Wardens and it was agreed to consider this at the meeting in December and invite Mr Steve Hansford to attend to answer questions.

115. FINANCE

(a) Balances at 31/10/2009 per bank reconciliation – £97,586.86

(b) Accounts as listed in the Clerks report plus additional payments approved at the meeting were approved as follows:

(i) BT Fax line – £56.58
(ii) Travis Perkins Keys Allotments – £10.15
(iii) S Ruff Grass and strimming – £355.00
(iv) Mrs J Brown Postages Allotments – £25.35
(v) WSCC Footway lighting – £1109.66
(vi) Mazars Audit fee – £460.00
(vii) Knight Fencing Allotment gate – £782.00
(viii) CDC EH CAG contribution – £400.00
(ix) S Ruff Grasscutting etc – £475.00
(x) G Muffett Install seat – £298.00
(xi) PWC Allotment water – £49.72
(xii) J Hamper Potts Litter – £84.00
(xiii) Wicks Farm Materials – £46.27
(ivx) My Home plc Cleaning – £50.00
TOTAL - £4,376.53

On a proposal by Mr. Tupper, seconded by Mr. Martin, payment of the above accounts was authorised by the Parish Council.

116. OTHER ITEMS FOR DISCUSSION

(a) The Strand

Mr Wright reported that sand had built up in residential gardens on the Strand

(b) Manhood Parishes Road Safety Group

Mr Martin reported that the Mobile Speed Indicator Device (SID) was now available and that volunteers would be trained to use it.

117. OPEN FORUM

Mr Goldsmith reported the problem with foul water flooding from the Pumping Station in West Wittering. Cllr Monteyn reported that the matter had now be corrected as a faulty valve had caused the problem.

There being no further business for discussion the meeting closed at 10.00pm.

Signed…………………….…Chairman Date……………………

The next meeting of the Parish Council will be held on Thursday 3RD December 2009 in the West Wittering Sports Pavilion, Rookwood Rd.

COPIES OF ALL MINUTES AND AGENDA AND MORE INFORMATION ABOUT WEST WITTERING PARISH COUNCIL CAN BE FOUND ON THE COUNCIL’S WEB SITE www.westwitteringparishcouncil.gov.uk