EAST WITTERING AND BRACKLESHAM PARISH COUNCIL
MINUTES OF THE ANNUAL MEETING OF THE COUNCIL
HELD ON 8 MAY 2008 AT THE FIRE STATION, OAKFIELD ROAD.PRESENT: Council Members
Mr. J. O’Sullivan (Chairman) Mr. S. Becker
Cllr. G. Breeze Cllr. J. Chaloner
Cllr. P. Connon Mrs. V. Goodall
Mr. J. Gunning Mr. B. Lambert
Mr. R. Lowe Mrs. S. Main
Mr. C. Munday
APOLOGIES FOR ABSENCE: District Councillor Peter Clementson
IN ATTENDANCE: County Councillor Martin Daws Chew, PCSO Ann Bromley and Community Warden Declan Moody,
08.62 Election of Chairman
Cllr. O’Sullivan was nominated by Cllr. Breeze and seconded by Cllr. Chaloner. There were no other nominations. Cllr. O’Sullivan was thereby elected Chairman for the coming year on a unanimous vote.
08.63 Election of Vice Chairman
On a proposal from Cllr. Lowe, seconded by Cllr. Chaloner the Council agreed that Cllr. Gunning be Vice Chairman for the coming year.
08.64 The Council agreed with the Chairman’s request to move the County Councillor’s report from item 11 to before item 7.
08.65 Declarations of Interest None
08.66 Minutes of the last meeting Proposed by Cllr. Breeze, seconded by Cllr. Connon the minutes of the meeting held on 10 April were confirmed by the Council as a correct record and signed by the Chairman.
08.67 Matters Arising from the last meeting. None
08.68 Report from County Councillor Martin Daws Chew
Cllrs. Daws Chew firstly acknowledged that he would be in contact regarding a recent enquiry by the Clerk as to the availability of funds from WSCC towards a new laptop at the Parish Office.
Cllr. Daws Chew then reported to the Council some details of the Pitt Review which is being undertaken to clarify responsibilities during any flooding problems. Currently there is ambiguity amongst the Environment Agency, Local Authority and Rivers Authority. The review will be submitted to the Government for approval and is expected to be published in July, although not adopted at this stage. It will include statutory requirements for Local Authorities, including Parish Councils.
08.69 Appointment of Planning Committee
On a proposal by Cllr. Connon, seconded by Cllr. Chaloner the Council agreed the following appointments to the Planning Committee:
Cllr. Breeze, Cllr. Lambert, Cllr. Lowe and Cllr. Munday. This leaves one vacancy on the five
member committee.
The Chairman and Vice Chairman are ex-officio members of all Committees.
On a proposal by Cllr. Main, seconded by Cllr. Munday the Council agreed the following appointments to Working Parties:
Public Open Spaces, Parish Lands and Sea Defences : Cllr. Becker, Cllr. Breeze, Cllr. Goodall, Cllr. Lowe and Cllr. Munday.
Crime Prevention: Cllr. Connon, Cllr. Lambert and Cllr. Main.
Community Facilities at Bracklesham: Cllr. Becker, Cllr. Gunning and Cllr. O’Sullivan.
Christmas Lights: Cllr. Chaloner, Cllr. Breeze, Cllr. Lambert, Cllr. Lowe. This Working Group welcomes members of the public.
Street Lights: Cllr. Breeze.
Parking Issues: Cllr. Connon, Cllr. Lowe and Cllr. Main.
On a proposal by Cllr. Munday, seconded by Cllr. Becker the Council agreed the following appointments of representatives to other organisations
1 Chichester Sub-Group of the Association of Local Councils - Cllr. Goodall and Cllr. Lowe.
2 Village Hall Management Committee - Cllr. Connon, Cllr. Lambert and Cllr. Main.
3 Youth Club Management Committee - Cllr. Becker
4 Community Forum - Cllr. O’Sullivan and Cllr. Goodall.
5 Twinning Committee - Cllr. Lowe
6 County Committee - Cllr. O’Sullivan
08.70 Public Questions None.
08.71 Finance
08.71.1 The Council received a statement of the current financial position from the Clerk.
08.71.2 The Chairman had agreed and signed the bank reconciliation prior to the meeting.
08.71.3 On a proposal by Cllr. Goodall, seconded by Cllr. Breeze the Council agreed a budget of £80 to be spent on a water pump to water the village flower beds.
08.71.4 On a proposal from Cllr. Breeze, seconded by Cllr. Chaloner the following accounts totalling £8194.14 were approved for payment at this meeting.
Payee Item Cheque No. Amount
Doug Goodman Handyman payment Apr 08 363 360.00
J. Griffith Clerk’s salary Apr 08 364 1068.93
J. Griffith Clerk’s expenses 364 86.77
L.Wright Office assistance Apr 08 365 286.00
Staples Office stationery 366 111.78
CDC Community Wardens 2008/9 367 5000.00
BT Office phone 368 139.31
BT Broadband 368 77.51
EW Vill Hall Mgt Cttee Hire of Village Hall Sep, Nov, Feb 369 66.00
EW Vill Hall Mgt Cttee lights fundraising events & Annl Par. Mtg 369 54.00
East Wittering Estates Peppercorn Rent for Tamarisk Walk 370 1.00
Basil Lambert Xmas Lights coin counter & travel expenses 371 22.65
Konica Minolta Photocopier rent 372 40.61
CDC Bracklesham Park maintenance 373 879.58
08.71.5 Proposed by Cllr. Main, seconded by Cllr. Becker the Council agreed to increase the handyman’s hours by an extra 4 hours a week from 1 June 2008 to 30 September 2008.
08.72 Community Warden
The Council received brief reports from Cllrs. Becker and O’Sullivan on their time spent on patrol with the Community Warden, Declan Moody. Both Councillors visited various sites in the Parish meeting Parishioners and witnessing some graffiti, quad bike riding on Bracklesham Park and support given to Parishioners when needed. With the agreement of the Council the Chairman asked PCSO Ann Bromley if the same Councillors would be able to spend a similar time with her or Rose Bainbridge. PCSO Ann Bromley welcomed the idea but explained she would have to ask her Sergeant for approval and then contact the Clerk.
08.73 Independent Enquiries by Councillors
This matter was brought to the Council by the Planning Committee for approval. The Clerk received the following advice from the Sussex Association of Local Councils:
“It is important that all councillors abide by a Council’s corporate policy; you will be aware that it is vital no confusion is created within the community with individual councillors perhaps giving the impression that they are in a position to make a decision. Councillors acting alone put themselves at risk, there have been cases where councillors have implied that they are in a position to order goods or services, the Council has subsequently not confirmed the position and the individual councillor is liable. All this must be balanced against the enthusiasm of councillors anxious to follow up on their ideas. To protect Councillors and the Council I strongly recommend that if a Councillor wishes to pursue ideas they obtain clearance in advance from the Council.”
The Clerk recommended that the Council adopt this policy and stressed it is important that the Parish Office is aware of what is going on at all times which is why it is the centre for all Council correspondence. The minutes keep a record of the activities of the Council. If the office is not aware of what is going on it does not portray an efficient organisation.
Proposed by Cllr. Breeze, seconded by Cllr. Chaloner the Council agreed to adopt this policy. There was one objection and two abstentions.
08.74 Bracklesham Park
08.74.1 The Clerk reported that she had managed to contact two contractors regarding the next year’s ground maintenance but neither was able to take on the work. It was therefore proposed by Cllr. Lambert, seconded by Cllr. Munday and agreed by the Council to continue for a further year with Countrywide at a cost of £10,454. The Councillors were asked to give consideration to this contract and contact the Clerk with any details on possible contractors.
08.74.2 There were no further updates on the community facilities.
08.75 Highways
08.75.1 The Council received a street lights report from Mr. Breeze who stated that Col. 5 Longlands Road was out and the new lights in Middleton Close and Pebble Beach still were not lit. The Clerk has reported these faults.
08.75.2 The Council received a request from a resident of Oakfield Avenue to have double yellow lines on the road outside her property (opposite side to the Library) to prevent parking each side of the road and restricting the road width. The Council expressed concern at more yellow lines as there is such a parking problem in the village. PCSO Ann Bromley was asked to monitor the situation and report back to the Parish Council at its meeting in June.
08.75.3 The Council received a request for provision of crossing points:
08.75.3.1 Bracklesham Lane, near Stocks Lane junction, in particular for school children and elderly. The Council received a copy of a West Sussex County Council report in 2004 when a similar request had been refused because of the unsuitable layout of the road in that location. However the Council asked the Clerk to put forward the request again to find out if anything might have changed with regard to the criteria.
08.75.3.2 Northern Crescent near to Windmill Court. Proposed by Cllr. Main, seconded by Cllr. Becker the Council agreed to request a pedestrian refuge be placed at this site.
08.76 Environmental Issues
08.76.1 Football Pavilion repairs. The Working Group met with the Club to discuss the repairs on Tuesday 6 May. The Club agreed to replace the broken toilet and it was noted that a number of repairs were required. The Working Group will check with the licence to confirm responsibility for the repairs and report back to the Council.
The Council received a request from the Club to carry out some major alterations to the pavilion layout involving the provision of another toilet and re-positioning of walls. The Council confirmed that there was no money in this year’s budget for such works but suggested that the Working Group discuss the matter further with the Club and ask them to provide an estimate for the work needed.
08.76.2 Playground Inspection. The Clerk advised that Downview Playground will now be inspected every June by RoSPA.
08.76.3 Marine Drive Toilets. The Clerk read out the response from CDC to the request to open these toilets all year round. CDC reported that they were aware of the increase in visitors to the area and they are now considering leaving these toilets open all year round.
08.76.4 Marine Drive Toilets. In response to CDC’s request for comments on the maintenance and cleaning of the public toilets in the Parish the Council asked the Clerk to submit the Council’s opinion that Wettons do a very good job.
08.77 Birdham Scouts The Council received a request for open space which could be used by the local Scouts as they will be losing the camping ground next to Itchenor Memorial Hall because the hall will only renew the lease for the perimeter of the land as it intends to build a hard tennis court in the centre. The Council was disappointed that the Scouts were to lose such a long term facility which had benefited local children for many years. Cllr. Connon suggested contacting West Wittering Primary School as they used to let out their play area to organisations such as the Scouts for a campsite. Councillors were urged to think of alternative sites and submit them to the Clerk to forward to the Scouts.
08.78 Rural Village Development The Council agreed that the Clerk submit comments when the paperwork has completed its circulation.
08.79 Foreshore Improvements. The Clerk explained that the stones were being moved eastwards from the Bracklesham and Boat Club back to Medmerry. It is hoped that the stones west of the Club will gradually move along the beach and the stone height will slowly reduce. It was pointed out by Councillors that at times the launching ramp at Bracklesham is now closed for launching and this is considered extremely detrimental to tourism in the area and tourists have been heard to say that they won’t be coming back. The Clerk to chase up a meeting with Chichester District Council.
The Clerk advised that a meeting is to be arranged with the Working Group and West Wittering Parish Council to discuss improvements to the end of Shore Road, she is waiting for some dates from WW.
08.80 Christmas Lights Working Party The Council received an update from Cllr. Lowe. The recent Quiz Night raised £317. Having investigated leaving the lights up all year round, the Working Party anticipates it will be cheaper to put them up once a year when all the risk assessments and regular checks throughout the year are taken into consideration. They hope to complete the ropelights around all the shops for this Christmas. On 21 June at the Village Hall there will be a Race Night and it is hoped that more Councillors will attend.
08.81 Parish Council Office The Clerk and the Chairman had no information regarding the office.
08.82 Annual Parish Meeting - 24 April 2008 The Council received the draft minutes and it was explained that these will not be confirmed until next year. The Chairman thanked all those involved in making it such a successful and enjoyable evening and asked the Council to think about how the Council will present it next year’s meeting.
The Council agreed that Cllr. Munday in conjunction with the Clerk arrange sessions in the village to reach the Parishioners on a more informal basis.
08.83 Urgent Matters.
08.83.1 The Bylaws for Downview POS need updating. Cllrs. Lowe and Breeze to provide some information at the next meeting.
08.83.2 The Chairman distributed information to the Working Party on the new Coastal Strategy and the Going Dutch II workshop from the Manhood Peninsula Partnership. He asked the Working Party to submit comments to him by 21 May.
