EAST WITTERING AND BRACKLESHAM PARISH COUNCIL
MINUTES OF THE MEETING OF THE COUNCIL
HELD ON 11 JUNE 2009 AT THE FIRE STATION, OAKFIELD ROAD.
PRESENT: Council Members
Mr. J. Gunning (Vice Chair) Mr. S. Campbell
Mrs. J. Chaloner Mrs. P. Connon
Mr. B. Lambert Mrs. S. Main
Mr. R. Tranchant
APOLOGIES FOR ABSENCE: Cllr. J. O’Sullivan (Chairman), Cllr. G. Breeze, Cllr. R. Lowe,
Cllr. C. Munday, District Councillors Peter Clementson and
District Councillor Graeme Barrett
IN ATTENDANCE: PCSOs Rose Bainbridge
In the absence of the Chairman, Cllr. J. O’Sullivan, Cllr. Gunning took the Chair.
09.91 Declarations of Interest. None
09.92 The minutes of the meetings held on 12 May and 2 June 2009 were confirmed by the Council as a correct record and signed by the Chairman.
09.93 Matters arising from the Council meetings on 12 May and 2 June.
The Council agreed to write to the Police and the County Councillor Pieter Montyn to request more Police coverage in this area especially through the night when crimes appear to be on the increase.
09.94 Public Questions. None.
09.95 Reports from County Councillors and District Councillors. None
09.96 Finance.
09.96.1 The Council received a statement of the current financial position from the Clerk.
09.96.2 Cllr. Main had agreed and signed the bank reconciliation prior to the meeting.
09.96.3 The Council received the following list of previously agreed Direct Debits and Standing Orders withdrawn since the last meeting.
Volwona (OakProperties) Office rent DD 400.00
09.96.4 On a proposal from Cllr. Lambert, seconded by Cllr. Tranchant the following accounts totalling £8396.20 were approved for payment.
Doug Goodman Handyman contract May 09 528 496.99
J. Griffith Clerk’s salary May 09 529 1,181.41
J. Griffith Clerk’s expenses 529 110.79
L.Wright Office assistance May 09 530 280.00
Johnston Publishing Ltd Chi Observer advert for byelaws 531 155.69
Allianz Insurance PLC Insurance 1.06.09-1.06.10 532 4,296.98
Oak Properties Office electricity 533 269.87
Travis Perkins Handyman supplies 534 84.84
CDC Dog monitoring 535 72.00
Staples Office stationery 536 31.52
Southern Electric Pavilion electricity 537 37.18
Portsmouth Water Pavilion water 538 14.38
EW Village Hall Mngmt Cttee Hire 27/6/09 Horse Race Night 539 24.00
E Witt PCC Churchyard water 540 51.00
Union Transport Group PLC Dog waste bags 541 241.32
CDC Brack Park Mntnce 542 1,001.83
J Chaloner Xmas lights food at fundraising 543 46.40
09.96.5 The Council received the financial statements for year ended 31 March 2009. The Council were satisfied that the accounts were produced in accordance with the Accounts and Audit Regulations 2003 and on a proposal by Cllr. Chaloner, seconded by Cllr. Campbell the Council approved the accounts. Cllr. Lambert raised a few points for consideration for next years’ accounts which he was asked to submit to the Clerk.
09.96.6 Proposed by Cllr. Main, seconded by Cllr. Chaloner the Council agreed that the answer to be provided to the external auditors in response to the questions in the Annual Governance Statement was “Yes” to questions 1-8 and that question 9 was not applicable.
09.96.7 Proposed by Cllr. Lambert, seconded by Cllr. Connon the Council agreed to purchase a fireproof safe in which to keep the back up computer files as suggested by the Auditor. The Clerk was given the authority to purchase a safe within a budget of £500 and in consultation with the Fire Service.
09.97 Street Lights Report from Cllr. Breeze. The inspection took place on Wednesday 10 June beginning at 9.45 pm and ending at 10.30 pm and found three WSCC maintained lights out, Col. 2 and 12 in Longlands Road and Col 1 in Legion Way. The Clerk has reported these faults to the contractors. The lights out in Middleton Close and the new development at Pebble Beach which are not adopted by West Sussex County Council have been reported.
09.98. Christmas Lights. Cllr. Chaloner reminded the Council that the next fundraising event will be a Race Night on 27 June and notices will be on the boards, tickets are £6/adult, £3/child which includes food and refreshment. Tickets are on sale at Calamity’s and the Parish Council Office.
09.99 Annual Parish Meeting – debrief.
The Council was pleased with the turnout at the meeting which they felt was due to the distribution of invitations but agreed that more time must be given to questions from the Parishioners. More discussion on the programme for the evening will be held early in 2010.
09.100 Car Parking.
The Council received information from CDC in the light of recent press coverage regarding parking charges. CDC reported that in order to cover a shortfall in funds it would be carrying out a review and consultation with Parishes on the possibility of charging in car parks that are currently free. The Parish Council clarified that this Parish was slightly different to Midhurst and Petworth in that it already has parking charges in Marine Drive Car Park and Bracklesham Seafront Car Park. The Parish Council awaits an update from CDC.
09.101 Bracklesham Park.
09.101.1 The Chairman reported that the initial processes for the build were continuing in haste to get the building started as soon as possible.
09.101.2 The Clerk reported that to provide an additional two bins which match the existing bins in the Park would cost around £800 which was considered too expensive. Alternatives will be found and brought to the next Council meeting for approval.
09.101.3 The Council agreed that Cllr. Main attend a meeting in Bracklesham Park with the Clerk to agree on the exact location of the 2 new seats.
09.101.4 Proposed by Cllr. Main, seconded by Cllr. Chaloner the Council agreed that, as suggested by the BLF, the Chairman and the Clerk be the signatories for any BLF paperwork.
09.101.5 On a proposal by Cllr. Chaloner, seconded by Cllr. Tranchant the Council agreed to close the meeting to the press and public at the end of the meeting to discuss further sensitive legal and financial matters.
09.102. Discretionary Leisure and Rural Play Grant. The Council received information from CDC regarding replacing items at Downview Public Open Space playground. The Clerk explained that RoSPA would be carrying out a playground inspection at Downview POS this month and once in receipt of its report there
may be a requirement to replace one or two items of equipment. With this in mind the Council agreed for the Clerk to continue her investigations into new items of equipment.
09.103. Assistant to the Clerk. Proposed by Cllr. Main, seconded by Cllr. Connon the Council agreed the contract of Employment for Lucy Wright. Cllr. Lambert voted against.
09.104 Booker Green.
No response has been received to the Parish Council’s email of 27 May. Clerk to chase.
09.105. Urgent matters that the Chairman wishes to bring to the attention of the Council. None.
The meeting was then closed to the press and public.
Signed______________________________Chairman Date_________________________
THE NEXT REGULAR MEETING OF THE PARISH COUNCIL WILL BE AT 7PM ON TUESDAY
9 JULY 2009 AT THE FIRE STATION, OAKFIELD ROAD.
