MINUTES OF THE ANNUAL MEETING OF THE COUNCIL
HELD ON 12 JULY 2007 AT THE FIRE STATION, OAKFIELD ROAD.
PRESENT: Council Members
Mr. J. O’Sullivan (Chairman) Mr. S. Becker
Mr. G. Breeze Mrs. J. Chaloner
Mrs. V. Goodall Mr. J. Gunning
Mr. B. Lambert Mr. R. Lowe
Mrs. S. Main Mr. C. Munday
APOLOGIES FOR ABSENCE: Mrs. P. Connon, District Councillor Peter Clementson and County Councillor Martin Daws Chew.
IN ATTENDANCE: District Councillor Sevey Mastronardi, three PCSO’s, one Community Warden and four members of the public.
07.105 Declarations of Interest None.
07.106 Minutes of the last meeting
It was noted that Cllr. Becker had sent apologies for his absence but had been recorded as present. Proposed by Cllr. Goodall, seconded by Cllr. Main the amended minutes of the meeting held on 14 June were confirmed as a correct record and signed by the Chairman.
07.107 Matters Arising from the last meeting.
The Clerk advised that the application and cheque no. 000242 for £80.00 for Cllrs. Connon and Munday to attend a skills seminar run by CPRE on the Planning System on Tuesday 2nd October had been returned as there were no available spaces (Minute 07.103).
07.108 Public Questions
Residents of Admiralty Row voiced their concerns over a planning application regarding
8 Admiralty Row and requested that the Planning Committee gave this serious consideration at their next planning meeting due to the number of objections by parishioners and its historical significance in the parish.
07.109 There were no reports from District or County Councillors.
07.110 Finance
07.110.1 The Council received a statement of the current financial position from the Clerk.
07.110.2 The Chairman had agreed and signed the bank reconciliation prior to the meeting.
07.110.3 The Council received a copy of the Internal Auditors report and noted its contents and was satisfied that the Clerk would address any matters of concern raised by the Internal Auditor.
07.110.4 Proposed by Cllr. Breeze, seconded by Cllr. Chaloner the Council agreed they were satisfied with Gwen Pritchitt’s work as Internal Auditor and would ask her to continue for financial year 07/08 at a cost of £320 plus traveling expenses.
07.110.5 Previously agreed payments (minute 07.103)
Payee Item Cheque No Amount
CPRE Planning seminar (min. 07.103) 000242 returned as fully booked
07.110.6 Accounts for Payment.
As the election expenses had come in over budget, on a request by the Chairman the Clerk explained the breakdown of costs resulting in the final election expense submitted to the Parish Council by CDC. Having not held an election for over 20 years the budget was underestimated but could be subsidised by the contingency fund. On a proposal from Cllr. Breeze, seconded by Cllr. Lowe the following accounts totalling £7249.18 were approved for payment at this meeting.
Payee Item Cheque No Amount
Bosham Parish Council New Councillors Course £50×3 000243 150.00
Doug Goodman Parish Maintenance - June 2007 000244 720.00
J. Griffith Clerk Salary - June2007 000245 1045.56
J. Griffith Clks exps - see attached 000245 109.15
M and J Services Clearing stones off Booker Grn 000246 975.00
Stearns Handyman supplies 000247 33.92
Southern Electric Street light energy 000248 267.94
Gwen Pritchitt Internal audit ye 31.3.07 2nd insp. 000249 200.80
Tawny Nurseries Bedding plants 000250 37.48
Sidlesham Basket Nurs. Bedding plants 000251 221.70
CDC Dog Warden Apr and May 07 000252 72.00
Wicks Farm Holiday Pk Downview grass cutting 1st half 000253 816.63 CDC Election expenses 000255 2599.00
Cheque no. 000254 for £58.74 payable to Staples was cancelled as item (office chair) was returned and therefore no payment was due.
07.110.7 Annual Audit - Annual Governance Statement Item 6
Proposed by Cllr. Becker, seconded by Cllr. Main the Council agreed that having spoken to the Clerk and the Internal Auditor they were satisfied that reviews of the effectiveness of the Internal Audit were in place and therefore answered ‘Yes’ to the question.
07.110.8 The Parish Council was advised by the Clerk that it was unlawful to pay an ex-Parish Councillor within one year of his leaving for carrying out work for the Council (minute 07.76.1). Therefore the Council agreed they were unable to pay Mr. S. Dobbin for any financial assistance during the current financial year and expressed apologies for this error. The Clerk advised that Mr. Dobbin kindly agreed to continue with his assistance without charge this year and the Council thanked him for his generosity.
07.111 Village Hall The Council received a report on the Village Hall Management Committee meeting from the Working Party which will be circulated to members and kept on file.
07.112 Church of the Assumption. Cllr. Main raised on-going concerns over the standard of maintenance at the closed graveyard at the Church of the Assumption. Proposed by Cllr. Main, seconded by Cllr. Munday the Council agreed to write to Chichester District Council emphasising their disgust at the condition of the graveyard and that a more acceptable standard must be achieved and that any wasps or bees nests be dealt with. The Clerk was also asked to investigate whether the Probation Service’s Community Payback scheme might be able to assist in tidying up the churchyard.
One member of the public arrived.
07.113 Website. The Council considered the three options they had investigated. Proposed by Cllr. Breeze, seconded by Cllr. Munday the Council agreed to instruct Access by Design to create a website on the same design basis as Birdham and Sidlesham Parish Council at a cost of £795.00. £340 of the cost to come from the Website budget and the balance from the Parish Plan budget.
07.114 Football Pavilion The Council received a letter from Mr. Simon Reed, as Manager of the Wittering Sunday Team, requesting permission to renew the licence for the pavilion at Downview Public Open Space. Proposed by Cllr. Gunning, seconded by Cllr. Lowe the Council agreed to renew the licence for a term of one year commencing 1 September 2007. The Council then discussed the need to carry out some work to pavilion before the next licence commences. On a proposal by Cllr. Main, seconded by Cllr. Becker the Council agreed to a budget of £500 from the Open Space Maintenance fund to carry out as many of the following repairs in order of priority. All work to be approved by the Working Party.
a. New shower head
b. Repair broken ceiling in shower
c. Remove old goal posts from the pavilion ground
d. Repair/renovate the kitchen sink base and taps.
e. Repair hole in wall in changing room
f. Repair/replace water heater in kitchen
g. Clean throughout, possibly paint the concrete floors.
07.115 Community Facilities in Bracklesham - Bracklesham Park.
07.115.1 The Council received a copy of the Architects Brief and on a proposal by Cllr. Lambert, seconded by Cllr. Breeze agreed for this to be submitted to the architect by CDC.
07.115.2 The Council received a letter requesting a ‘link’ person be appointed by the Council to attend BBCA meetings. Proposed by Cllr. Munday, seconded by Cllr. Chaloner the Council agreed on a vote 8 for, 2 against.
Proposed by Cllr. Main, seconded by Cllr. Breeze the Council agreed that Cllr. Becker be the ‘link’ person on a vote 8 for, 1 against, 1 abstention.
07.116 Street Light Report The Clerk noted that Col 8 in Church Road is now on 24 hours and will report the fault to the contractors.
07.117.Christmas Lights Working Party.
The Working Party reported a profit of £495 at their very successful Race Night fundraiser and they were hoping to extend the permanent rope lights around all the shops in East Wittering and Bracklesham wherever possible. Proposed by Cllr. Lowe, seconded by Cllr. Chaloner the Council agreed to a draft letter submitted by the working party to local organisations advising them that the lights will be switched on 1 December followed by a torchlight parade to the Village Hall for Christmas fun and games. Organisations are invited to provide table top games giving a donation towards the Christmas Lights Fund.
07.118.Fit for the Future
07.118.1 The Council was advised by the Clerk that she was unable to arrange for a speaker from West Sussex PCT to address a meeting due to lack of availability of the village hall. However, Cllr. Lowe advised the Council that there was a public meeting being held at The Venue, Chichester on the evening of 20 July which would provide the same information and encouraged everyone to attend.
07.118.2 Proposed by Cllr. Chaloner, seconded by Cllr. Munday the Council agreed to send a copy of their original letter of support of St. Richard’s Hospital to the new address: Mr. John Wilderspin, Chief Executive, West Sussex Primary Care Trust, The Causeway, Goring by Sea, Worthing BN12 6BT. Cllr. Lowe emphasised the importance of the public writing to the PCT, details will be available on noticeboards.
07.119 Traffic and Parking Problems around E. Wittering School.
The Clerk advised that she had not yet managed to secure a date for a meeting. Proposed by Cllr. Chaloner, seconded by Cllr. Becker the Council agreed that the Clerk should continue to arrange a public meeting in the Autumn in the Village Hall.
07.120 Parish Council Office
Cllr. Munday suggested that in order to bring the Parish Council and its work to the attention of the Parishioners that during busy periods a couple of Councillors stood at the entrance to Wittering Walk promoting the Parish Council. The Clerk was asked to put this on the next Agenda.
07.121 August Council Meeting
07.121.1 Proposed by Cllr. Breeze, seconded by Cllr. Main the Council agreed not to meet in August. However the Planning Committee will arrange to meet to cover all necessary plans.
07.121.2 The Council agreed that the Chairman and Vice Chairman will agree payment of routine items and items previously agreed.
07.122 Urgent Matters
The Clerk was asked to bring to the attention of the Police and WSCC Highways that parking opposite Birdham Stores was often obstructing the cycle track and forcing cyclists out into the traffic.
