Wednesday, October 26 2016
Minutes October 2016
MINUTES of the Meeting of the Parish Council, held on Thursday 6th October 2016 in the Sports Pavilion,Rookwood Road, West Wittering, PO20 8LT
PRESENT: Mr R Shrubb (Chairman) Mr R Hutton, (Vice Chairman), Mr K Martin, Mrs J Barrett Mr R Lewis, Mr W Buckland, Mr H Patel, Mr D Sadler, Mrs Nicolette Pike and 5 members of the public. Cllr Barrett, Cllr Hamilton and Cllr Montyn also present.
127. APOLOGIES FOR ABSENCE – None
128. DECLARATIONS UNDER THE CODE OF CONDUCT – Mr R Lewis and Mr R Hutton, planning application personal 34 Marine Drive, Mr K Martin, planning application personal Lapwings, personal.
129. URGENT ITEMS – None
130. PLANNING – Noted the decisions of the Council were as follows;
| List No | Reference | Application details |
| 35/16 | WW/16/02758/FUL | Mr And Mrs Nicholas Hall Lapwings West Strand West Wittering Proposed replacement dwelling with detached garage/ boathouse. NO OBJECTION |
| 36/16 | WW/16/02865/PLD | Mr & Mrs Daryl Phillips 22 Cakeham Way West Wittering Single storey rear extension with flat roof, insertion of window to side elevation and reposition of garage door. NO OBJECTION |
| WW/16/02921/TPA | Land Between Wicks Cottage And Little Place Redlands Lane West Wittering Fell 4 no. Willow trees (marked B on the plan) and 1 1no. Elder trees (marked C on the plan) within Woodland, W1 subject to WW/02/01147/TPO NO OBJECTION | |
| 37/16 | NONE | |
| 38/16 | NONE | |
| 39/16 | WW/16/03038/DOM | Mr & Mrs Ralph & Sarah Charlwood
49 Howard Avenue West Wittering Front ground floor extension, new porch, single storey rear extension, new garage with pitched roof, internal alterations, change of roof materials and cladding to walls.NO OBJECTION |
131. WW/16/02733/FUL – 34 Marine Drive West Agreed that the Council would not object however agreed that a comment would be made regarding the windows to the northern elevation which were uneighbourly and that a condition be considered restricting the dwelling to 2 storeys.
132. WWPC NDP UPDATE – Noted that the questionnaire had been finalised and would be sent out with copies of Local Life. The cost was anticipated to be approx. £500 and on a proposal by Mr Martin seconded by Mr Hutton this was approved.
133. CONFIRMATION OF MINUTES AND MATTERS ARISING – On a proposal by Mr Buckland and seconded by Mr Hutton the minutes were approved and signed.
134. DISTRICT AND COUNTY COUNCILLOR UPDATE – The Chairman thanked Cllr Barrett for his report. It was noted that the Youth Club project was making progress and that matters concerning the Travellers site in Birdham would go to Court in February 2017. He reported that CDC had rejected the A 27 proposals but was minded to support Option 2 providing certain conditions were met, and also the success of the Chichester in Partnership project “Choose work”.
Cllr Montyn reported on the mobile amenity skip service proposals following consultation and the new arrangements.
135. CLERKS REPORT
a) Allotments – The Chairman reported that the car parking area needed resurfacing and that major repairs should be considered after the developments in Ellanore Lane were completed. It was agreed to undertake a temporary repair with scalpings in the meantime and on a proposal by Mr Shrubb and seconded by Mr Hutton it was agreed to order up to 2 bags of scalpings at a cost of £35 plus VAT and instruct a contractor to undertake the work. The Chairman agreed to arrange this.
b) Footpaths and Open Spaces – The Chairman asked the meeting for support for a bulb planting project next autumn. It was agreed to identify sites and also to list sites for tree planting, in particular the Sportsfield boundary where some trees had died and where 2 elm saplings needed removing.
Regarding the public conveniences it was noted that further emergency repairs had been organised and supervised by Mr Hutton and the Council thanked him for this. It was agreed that no painting was needed this year but that a deep clean would be necessary. It was reported that WWE PLC had agreed to improve the disabled facility and also undertake further planting around the conveniences in the New Year. Agreed that the conveniences would be locked at 5pm in the winter.
The Clerk also reported on a request for the Council to replace the seat outside The Old House at Home. Following discussion it was agreed to check the consent needed, and that the Council would provide a new bench and the owners would agree to fix and maintain it.
The Council also discussed the noticeboards and Mr Martin suggested that notices were printed 2 sides to 1 page to allow more space for other items of interest. Mr Sadler referred to magnetic frames which would display information better.
It was also agreed to look at the footpath surface along Marine Drive bank with a view to budgeting for work next year.
c) Sportsfield and Millennium Meadow –Noted and approved the request from WSCC to hold its annual bonfire night event on 5th November 2016. Regarding the quotes for replacement gate at the Millennium Meadow it was noted that only 1 quote had been returned. Mr Shrubb agreed to talk to the contractors again.
Mr Hutton then referred to the proposals for the operation of the tennis courts following the WP meeting. As Mr Martin had been unable to attend the meeting he asked that the Council consider ensuring that dates of meetings would only be agreed when all members were available to attend. It was agreed that the Clerk would always endeavour to ensure this would happen. Mr Martin asked for an explanation of the proposals for the tennis court operation and Mr Patel and Mr Hutton explained how the Club and Coach would operate and how the public would book courts.
Mr Martin asked that more detail regarding the agreement with the Coach and Club would operate and also exactly what maintenance would be carried out. It was agreed that Mr Martin would detail all the questions he had for the Working party to consider. It was also agreed that the operation would have a review clause in it.
On a proposal by Mr Hutton and seconded by Mr Lewis it was proposed that the Rookwood Tennis Club could start to use the courts and that the Sportsfield WP would detail the arrangements and operating proposals which would be reported back to the Council at the next meeting. This was agreed by a majority.
Noted that the cleaning and caretaking contractors Mr and Mrs Waller would cease their operation on 31st October 2016 and that Mr Hutton would meet with them to hand over keys etc. It was agreed to write and thank them for their service and that they had no further claim against the Council.
Mr Hutton reported on the new arrangements for the cleaning of the Pavilion as detailed below which included a sum for an initial deep clean; and two weekly cleaning plus windows
Quote A £320.00 £80.00 Windows No quote
Quote B £250.00 £60.00 £35.00
On a proposal by Mr Martin and seconded by Mr Lewis it was agreed to award the contract to Contractor B.
Mr Hutton also referred to the litter bin outside the Pavilion and the quote from CDC to empty it. On a proposal by Mr Hutton and seconded by Mrs Barrett this was approved by the Council. It was noted that the frequency may have to be increased in the summer months depending on usage
Mr Hutton also updated members on the emergency repairs carried out to the Pavilion which included a new boiler. The Clerk was also asked to arrange for a shutter repair.
Members noted that the Bracklesham Youth Football Club were using the training facilities however there were issues with the floodlights and a recent inspection found the lights to be broken. Mr Hutton proposed new led lights matching those replaced when tennis court was constructed, on existing poles at a cost of £7468.00. This was seconded by Mrs Pike and agreed by a majority.
Mr Hutton also reported the generous donation of £500 towards the tennis nets from West Wittering Estate PLC and the Clerk was asked to write and thank them.
d) Snowhill – Mr Shrubb reported that he had consulted the Sailing Club regarding the renewal of the existing agreement to use the beach and chains at Snowhill. He proposed that the agreement be extended for a further 10 years from April 2016 on the same terms but with the added clarification that the RPI to be applied would be the rate published in the January of the renewal year to be applied from April each year. This was seconded by Mr Lewis and all agreed. Mr Sadler asked about membership for those living in East Wittering and the Clubs rule that members had to live in West Wittering. Mr Shrubb agreed to follow this up.
e) Finance – Members noted the budget monitoring reports circulated for information. It was agreed to arrange a Budget and precept meeting in November 2016. Regarding g the request for funding of £1074 from the MPP, on a proposal by Mr Martin and seconded by Mr Shrubb it was agreed to support the MPP in 2017 providing other parishes also pledged support. The Clerk reported the conclusion of the Audit of Accounts and noted that the statutory notices had been displayed.
On a proposal by Mr Buckland and seconded by Mr Patel, payment of accounts listed below were approved.
| Payee | Details | |
| Marshalls Street Furniture | Seat | 1940.89 |
| CDC | Paladin x 2 months | 109.76 |
| Coloured Courts | Tennis Courts – balance | 3833.40 |
| Coloured Courts | Posts and nets | 600.00 |
| Birdham Parish Council | Printing A 27 leaflet | 102.00 |
| Viking | Paper | 50.68 |
| SSE | Pavilion supply | 557.74 |
| C Tranchant | Pavilion garden | 45.00 |
| SWR Garden Services | Mowing, – Pavilion hedge | 390.00 |
| M Rose | New tap | 75.60 |
| M Rose | Re pressure heating system | 69.60 |
| M Rose | New boiler | 2248.80 |
| Wicks Farm | Mowing | 78.60 |
| Mrs J Brown | Clerks salary and mileage | 1052.53 |
| Mr D Waller | Litter | 100.00 |
| Mrs M Waller | Caretaker | 200.00 |
| HMRC D/D | Liabilities | 193.02 |
| BT D/D | Internet services | 124.20 |
| Travis Perkins | Keys | 4.97 |
| Arbtechnic | Remove oak tree | 835.00 |
| British Gas | Pavilion | 71.14 |
| PKF Littlejohn | Audit 2015/16 | 480.00 |
| Paine Manwaring | Flush system, conveniences | 602.80 |
| Paine Manwaring | Floodlights | 13698.06 |
| Wicks Farm | Bulb | 11.71 |
| J Kenward | Litter and bus shelters | 1235.00 |
| Sussex garden care | Grounds maintenance | 1470.00 |
| TOTAL | 30180.50 |
f) Communication and web site – It was agreed that the WP would meet on 11th October to move the web site project forward nd that the Council would aim to approve the final design by the meeting in November. Agreed that Councillors would undertake training with website success.
g) Parish Assets/Footway Lighting – No report
h) Memorial Hall – Noted the NHB grant had been approved subject to a further quote being provided.
i) Twinning –No report
j) East Head/CIAG –No report
k) Emergency Planning - No report
l) Parish Church – No report
m) Peninsula Forum – No report
136. –CORRESPONDENCE
a) Noted response from CDC Car Parks Manager. Mr Shrubb suggested restricting the length of time for parking in Rookwood Rd which would support local shops and it was agreed to discuss this with WSCC officers.
b) CDC meeting with Parishes – Agreed to ask CDC for clarification of rural designation for West Wittering parish.
137. OTHER ITEMS FOR DISCUSSION
a) Highways – noted road and footway defects on Sea Estate to be reported to WSCC
b) Proposed Skate Board Park – Mr Sadler asked about this project and potential support from WWPC and it was agreed that he should speak to Cllr Barrett
c) Village Green Christmas tree – Mr Shrubb and Mr Patel agreed to investigate and arrange the acquisition of a tree and lights on behalf of the Council.
d) Brook House – water supply – The Clerk was asked to investigate a new supply and meter installed on or around the Village Green and unsatisfactory duct across the stream.
e) Ditch – The Clerk was asked to report a ditch infill outside Inglecroft, Chichester Rd, also fencing in Summerfield Rd and Rookwood Rd.
138. OPEN FORUM – No items
There being no further business for discussion the meeting closed at 10.00 pm.
Signed:………………………………………………………………….. Chairman
Date: ……………………………………………………
The next meeting of the Parish Council will be held on Thursday 3rd November 2016 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