EAST WITTERING AND BRACKLESHAM PARISH COUNCIL
MINUTES OF THE MEETING OF THE COUNCIL
HELD ON 9 JULY 2009 AT THE FIRE STATION, OAKFIELD ROAD.
PRESENT: Council Members
Mr. J. O’Sullivan (Chairman) Mr. G. Breeze
Mr. S. Campbell Mrs. J. Chaloner
Mrs. P. Connon Mr. J. Gunning
Mr. B. Lambert Mr. R. Lowe
Mrs. S. Main Mr. C. Munday
Mr. R. Tranchant
APOLOGIES FOR ABSENCE: District Councillors Peter Clementson, County Councillor Pieter Montyn and PCSOs Rose Bainbridge and Ann Bromley.
IN ATTENDANCE: District Councillor Graeme Barrett.
09.106 Declarations of Interest. None
09.107 The minutes of the meeting held on 11 June 2009 were confirmed by the Council as a correct record and signed by the Chairman.
09.108 Matters arising from the last Council meeting not included on the Agenda.
The Council clarified that minute 09.85.1 regarding grass cutting should have included Downview Public Open Space as it forms part of the contract with Kent County Council.
09.109 Public Questions. The Chairman read out a report from Drew Allardice, Community Warden. The Council congratulated Drew on the work he has carried out.
09.110 Reports from County Councillors and District Councillors. District Councillor Graeme Barrett brought attention to the Foreshore Questionnaire and tabled the Foreshore Office job description. He also provided updates to the Council on outstanding enforcement issues in the Parish.
One member of the public arrived.
09.111 Finance.
09.111.1 The Council received a statement of the current financial position from the Clerk.
09.111.2 The Chairman had agreed and signed the bank reconciliation prior to the meeting.
09.111.3 The Council received the following list of previously agreed Direct Debits and Standing Orders withdrawn since the last meeting.
STANDING ORDERS AND DIRECT DEBITS PREVIOUSLY APPROVED
Volwona (OakProperties) Office rent £ 400.00
Konica Minolta Photocopier rent & copy charge £ 67.02
09.111.4 On a proposal from Cllr. Connon, seconded by Cllr. Lambert the following
accounts totalling £4298.37 were approved for payment.
PAYMENTS FOR APPROVAL 9 JULY 09
Doug Goodman Handyman contract June 09 & supplies 544 £ 614.99
J. Griffith Clerk’s salary June 09 545 £ 1,181.61
J. Griffith Clerk’s expenses 545 £ 36.62
HM Revenue & Customs Clerk’s tax and NI 1st quarter 546 £ 1,176.06
L.Wright Office assistance June 09 547 £ 315.00
Southern Water Pavilion Waste water 548 £ 27.99
Travis Perkins Handyman supplies 549 £ 44.22
Gwen Pritchett Internal Audit 550 £ 216.20
Southern Electric Downview Electricity 551 £ 8.43
J Chaloner Expenses for Race Night for Xmas Lights 553 £ 53.40
LexisNexis Arnold Baker Local Cncl Admin (min 09.78.7) 554 £ 72.45
S’ham Bskt & Bed Plant Nrsry Bedding and potted plants 555 £ 217.20
Southern Electric Street Lighting Energy 556 £ 334.20
09.111.5 The Council received a copy of the Internal Auditor’s report and thanked all those involved in producing the annual accounts. On a proposal by Cllr. Lowe, seconded by Cllr. Lambert the Council agreed to the 2009/10 fee for the Internal Auditor of £350 plus mileage costs of 40p/mile.
09.111.6 The Council received a request for funding from Sussex Crimestoppers and unanimously agreed that this will be considered with all the other requests for funds in October 2009.
09.111.7 Proposed by Cllr. Lambert, seconded by Cllr. Main the Council agreed to authorize the Clerk to open a new high interest deposit account with Lloyds and to manage the funds within the two accounts.
09.112 Street Lights Report from Cllr. Breeze. The inspection took place on Wednesday 8 July beginning at 10 pm and ending at 10.45 pm and found four WSCC maintained lights out, Col. 2, 14 and 15 in Longlands Road and Col 29 Stocks Lane. 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.
09.113 Pumping Station, Church Road. The Council received a response to its query on the ability of this pumping station to cope with its existing properties and, for instance, another 200 properties. The reply from Southern Water (email dated 24.6.09 Ref. CCMS 125571) stated that:
Having now received information, I can confirm the following.
* The pumping station has a maximum pass forward flow of 150 l/s
* The number of houses draining to the pumping station is around 2200. The average dry weather flow generated from this number of houses is 11 l/s. The peak dry weather flow generated is around 30 l/s.
* There have been relatively few incidents of flooding due to incapacity of the sewerage system. Dates where problems have been reported are:
o 20/12/1993
o 8/12/1994
o 6/11/2000 (a number of customers reported flooding on this date due to the extreme winter period of 2000/2001)
o 12/11/2002
o 13/12/2008
* New houses will discharge foul flow only to the sewerage system (i.e. domestic flow only, no rainwater runoff). The dry weather flow from an additional 200 houses will generate a peak additional flow of a little over 2 l/s. There is spare capacity at the pumping station to accommodate this flow. In general the gravity sewer network has capacity to accommodate the increased flow. However, this is dependent on the location of the development and the proposed connection point to the sewerage system. A full assessment of the impact of 200 houses would be made as part of the planning application process which would be triggered by a request for advice from the Planning Authority and/or the developer.
* The pumping station at Church Road will not require upgrading to accommodate the 2.6 l/s additional flow from 200 houses.
The Clerk was asked to keep this on file.
09.114 Events. The Council received a suggestion from Cllr. Campbell that the village organise events in recognition of St. George’s Day (23 April) and Armed Forces Day (27 June). The Council was concerned about the difficulty of managing two major events in one year so close together and suggested the possibility of celebrating each event in different ways. Cllr. Campbell volunteered to investigate the interest in the Parish, available volunteers and possible venues and bring them to the next Council meeting when the Council will consider forming a Parish Events Committee. The Clerk was asked to investigate possible terms and membership for such a Committee.
Diana Strange, Chair of the BBCA arrived.
09.115 Foreshore Service. The Council received a questionnaire from CDC on the service and uinanimously agreed the answers to the questionnaire with additional comments. This can be seen at the Parish Council office.
09.116 Booker Green. The Council received a response from the Booker Trust regarding the future of Booker Green. Due to the sensitive financial and legal nature of the matter on a proposal by Cllr. Breeze, seconded by Cllr. Munday the Council agreed to discuss this meeting in closed session at the end of the meeting.
09.117 Medmerry Managed Realignment. Cllr. Tranchant volunteered to attend a stakeholder workshop to
be held in Selsey on Tuesday 14 July. The Council asked that, if the opportunity arose, he ascertain who will be responsible for the future maintenance of the new bunds around the realigned coast.
09.118 Bracklesham Park.
09.118.1 The Chairman advised that the final plan of the internal layout of the centre has been agreed by CDC. The architect has altered the internal walls of the centre to accommodate an additional room without compromising any of the facilities. This room has been offered to the Police as a base and the Council is awaiting final agreement between the legal departments. The Clerk distributed a copy of the plan to the Councillors. A larger copy will be on display in the Parish Council window.
09.118.2 Proposed by Cllr. Breeze, seconded by Cllr. Lambert the Council agreed that the current representatives (Cllr. O’Sullivan, Cllr. Gunning and Cllr. Munday) make decisions on behalf of the Council on finishes of the new Community Centre.
09.118.3 Cllr. O’Sullivan advised that he had been requested by the BBCA to raise the question of the future Management Committee and its membership. The current draft Management Plan has been accepted by the Lottery but may be changed. The Council agreed that this be looked at during the building process so that a Committee is in place in good time before the centre opens.
09.118.4 Proposed by Cllr. Munday, seconded by Cllr. Campbell, the Council agreed that Kent County Council carry out white lining of the senior and junior pitches at a cost of £80 + VAT.
09.118.5 A member of the public asked that more play equipment be provided for the disabled. The Clerk advised that there are items within the play area which were picked because of their accessibility. The request was noted when new play equipment is provided at Downview Public Open Space.
09.118.6 The Clerk had no further information regarding the provision of a litterbin at the MUGA & bridge to Mere Close.
09.118.7 The Chairman reported that the Council’s solicitor is working on a Licence to Build between EWBPC and CDC and also drawing up a rental agreement with the Police for the Police Room.
09.119 Urgent matters that the Chairman wishes to bring to the attention of the Council.
The Chairman reported a consultation that was taking place during August with CDC and this Parish Council on parking. The Council agreed that it would not have a regular meeting in August but would hold a Council meeting to invite the District Council down to discuss the options available. Notices regarding this meeting will be on the public noticeboards.
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 THURSDAY
10 SEPTEMBER 2009 AT THE FIRE STATION, OAKFIELD ROAD.
